Business Intelligence and the Space Utilization Initiative Frances Mueller

Project Manager Office of the Provost and Executive Vice President for Academic Affairs

BICE | September 30, 2009

University of Michigan – Ann Arbor

• 568 buildings* (includes North Campus apartments) • 600+ classrooms • 3,244 acres* • 36.9 million sq. ft.* • 14.0 million sq. ft. General Fund space

* Includes North Campus Research Complex

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Financial Challenges

• Declining State of Michigan funding • Volatile energy costs • Averaged 2% annual building growth for 10 years • Desire to decrease building growth to 1%

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Cultural Challenges

• Decentralized environment • General campus perception that space is a – “Free good” – “Owned” by units, departments vs. an institutional resource • General reluctance to share space • Few pressing space constraints

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Space Utilization Initiative • Multi-year initiative started in 2007 • Explores how General Fund space is used • Goals – Reduce operational costs – Better meet academic and research needs

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Leadership Commitment

Executive Sponsorship

• President • Provost • CFO • VP for Research

Steering Committee

• Deans (Education, Engineering, LSA, Med School) • Vice Provost for Academic & Budgetary Affairs • Assoc. Vice Presidents for • Facilities & Operations • Research • Administrative Information Services

Faculty Advisory Committee September 30, 2009 | 6

How the Space Utilization Initiative Helps • Raises awareness - poor use of space wastes $$ • Provides opportunities to – Redirect resources to higher priority needs – Repurpose poor space to high-quality space – Contain building costs – Demonstrate good stewardship

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Areas Being Explored

Ways to Increase Utilization • Information and systems • Business practices • Policies or guidelines • Incentives to encourage better use of space • Shared space, technology In These Space Types • Instructional • Research • Administrative • Other (leased space, food venues, storage)

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Lots of Questions - Unit & Institutional Space Portfolio How much space do we have?

Who “owns” the space?

Current Utilization Who uses the space?

What days and times is the space used? For what purpose?

Where is the underutilized or lousy space?

Space Efficencies & Planning What is the productivity in the space?

What is the cost of the space?

Which space could be shared?

Which space should be repurposed for higher priorities?

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Data Needed… Plus A Whole Lot More Data & Systems Processes & Policies Standards, Metrics & Monitoring Strategic & Supportive Solutions Cross-Functional Partnerships

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Processes & Guidelines • Capital projects • Office space • Research space • Food service venues

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Metrics & Measures • Classroom utilization • Research space productivity

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Other Considerations • Data collection & reporting – Data…does it exist?

– Audience & delivery method – Frequency – Cost/benefit of collecting data & building systems • Scalable solutions (institutional vs. unit vs. dept.) • Campus threshold for change • Getting others to care

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Space Utilization Projects in Progress • Shared scheduling of classrooms (8am to 12pm) • M-Pathways for classroom scheduling • Scheduling policies (tentative)

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For more information: www.provost.umich.edu/space [email protected]

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