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Space Planning, Management and Scheduling

The Fall 2010 Big Ten and Friends Environmental Stewardship Meeting, led by Bethany Ramey Trombley from the University of Texas at Austin, focused on effective space planning, management, and scheduling. Key topics included the importance of good data, design standards, and understanding cultural usage of spaces. Challenges highlighted included the high percentage of space allocated to offices and support functions compared to instruction-related areas. The session aimed to identify strategies for improving classroom and lab utilization while fostering a culture of efficient resource management.

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Space Planning, Management and Scheduling

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  1. Space Planning, Management and Scheduling Fall 2010 Big Ten and Friends Environmental Stewardship Meeting November 15, 2010

  2. Our Conversation facilitated by: • Bethany Ramey Trombley, LEED AP ID+C • University of Texas at Austin • Campus Planning and Facilities Management • Project Management and Construction Services • Architect – Space Planner • One who must listen to the users • Perspective – Quality of Space • Not an expert on this topic • Very interested to learn the complexities

  3. Overview • Three factors (at least) to consider • Data – • Accuracy and Reliability • Design- • Mechanical and control systems, space standards • Culture – • how people use buildings or want to use buildings • Are there any others?

  4. DATA • GOOD DATA • One source, single version of the truth • Clear definitions: type, use, owner • Regular updates • Auditable and audited • BAD DATA • None of the above

  5. DESIGN • Space and Utilization Standards • Offices: faculty, administrative • Labs: teaching, research • Classrooms • Mechanical System • HVAC, one zone or multiple – flexibility later? • Controls, digital or pneumatic • Types of Space • Single or multiple use: e.g. ALL office or ALL classroom

  6. CULTURE • Building Operating Hours • All the time? • Where do I have to teach? • Same floor as my office • Departmental Classroom Space • Lots of this • Class Scheduling/Hours • 10 am to 4pm -- Monday –Thursday? • Space Standards • Feasible?

  7. Quick Quiz • What percentage of total net assignable space do you think makes up classrooms at the University of Texas? • >20%? • >10%?

  8. UT Austin Campus Spaceby Room Type as a % of Net Assignable • Classroom 4.2% • Class Laboratories 4.9% • General Use* 11.4% • Special Use* 6.1% Subtotal: Instruction Related 26.6% • Study 8.7% • Research Labs 6.7% • Office* 22.5% • Support* 26.2% • Health 0.4% • Residence 8.8%Definitions • General Use – Assembly rooms, exhibition facilities, dining and lounge facilities, merchandising and recreation facilities, locker rooms and meeting rooms. • Special Use – Athletic/physical education facilities, A/V-radio-TV-graphics rooms, non-medical clinics and demonstration facilities, animal quarters, and greenhouses. • Office – Faculty, graduate student, undergraduate student, research and administrative support offices, and also conference rooms. • Support – Data processing equipment rooms, shop facilities, storage rooms, and vehicle storage and service rooms.

  9. Definitions of Room Types • General Use – Assembly rooms, exhibition facilities, dining and lounge facilities, merchandising and recreation facilities, locker rooms and meeting rooms. • Special Use – Athletic/physical education facilities, A/V-radio-TV-graphics rooms, non-medical clinics and demonstration facilities, animal quarters, and greenhouses. • Office – Faculty, graduate student, undergraduate student, research and administrative support offices, and also conference rooms. • Support – Data processing equipment rooms, shop facilities, storage rooms, and vehicle storage and service rooms.

  10. ALLOCATION OF NET ASSIGNABLE SPACEby Room Use Category - Fall 2009UT Austin Main Campus

  11. Less than 7% of space supports research labs

  12. Space Management Challenges • Over 20% of space is in offices • Over 26% of space used for support functions • Less than 30% of space is related to instruction • Less than 7% of space supports research labs No building contains just one type of space and many have 3 or more

  13. Strategies Under Consideration • Establish building operating hours --Requires changing expectation of “24/7/365” • Collapse weeknight instruction into smaller number of buildings--Requires changing faculty expectation that they teach in “their building” • Improve office space efficiency. Requires establishing space standards and office renovation

  14. Strategies Under Consideration • Improve classroom utilization. Requires improved scheduling software, classroom renovation and changing faculty expectations • Improve research lab utilization. Requires ability to link space to research funding data • Reduce number of “departmental classrooms"

  15. Take-AwaysAha Moments

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