Managing Space – Policies, Procedures and Systems: Algonquin College

1. Ottawa Ontario Managing Space – Policies, Procedures and Systems:Algonquin College CAUBO Annual Conference Winnipeg June 2008 Presented by: Phil Rouble Facilities Planning Specialist roublep@algonquincollege.com http://academic.algonquincollege.com/staff/roublep

2. Ottawa Ontario Algonquin College • Full service, publicly funded Community College with one central urban campus in Ottawa plus 2 smaller rural campuses • Student Headcounts – 16000 total • ~13000 audited (publicly funded) students • ~3000 additional non-audited enrollments • Ottawa Campus – approximately 15000 • Pembroke Campus – approximately 700 • Perth Campus – approximately 300 • FT Staff – 1151 total • Faculty – 525 • Support Staff – 469 • Admin – 157 • Total annual revenues $206M CHICAGO Fall 2007 Data

3. Ottawa Ontario Algonquin College • Comprehensive program base with over 140 full time post secondary programs • Credentials: 2-yr certificates, 3-yr diplomas, 4-yr applied degrees, 1-yr graduate certificates • Typical program credit hours of 20-22 hours per week • Four faculties • Faculty of Arts, Media and Design • Faculty of Business and Hospitality • Faculty of Technology and Trades • Faculty of Health, Public Safety and Community Studies • Minimal applied research activity CHICAGO Fall 2007 Data

4. Ottawa Ontario The Campuses of Algonquin PERTH CAMPUS PEMBROKECAMPUS WOODROFFE (OTTAWA) CAMPUS • Academic Facilities* • *Additionally at Woodroffe Campus: 370000 GSF of residences with 1050 beds Fall 2007 Data

5. Ottawa Ontario Facilities Planning Overview • Facilities Planning and Development, Physical Resources Department • 2 Planning Staff • 1 Facilities Planning Specialist • 1 Facilities Planner (contract pending FT position) • 4 Project Management / Delivery Staff • 1 Manager, FPD • 1 Records Officer • 1 Project Manager • 1 Moves and Setup Coordinator • Scheduled Instructional Space – Woodroffe Campus • 128 Classrooms • 48 Computer Labs • 124 Miscellaneous Specialized Labs

6. Ottawa Ontario Growth 1990 to 2005Audit Eligible Activity vs GSF of Academic Facilities 7034 Students 12400 Students Net 76% Growth in Audited Enrollments GSF / Audited Enrollment 1990 – 199 2005 – 101 Net 10% Reduction in GSF 1.4 M GSF 1.26 M GSF Average Area per Headcount – 78 GSF (Fall 2007) Residence facilities excluded in analysis

7. Under Pressure to Build Issues of Facility Affordability / Focused on Optimizing Space Tipping Point for Space Shortage / Discomfort with New Thresholds for Capacity Algonquin College Ontario CollegesGSF / FTE GSF / FTE Based on 2006-07 Data

8. Our Space Mantra Space at Algonquin is a College resource College resources are strategically allocated to ensure the success of all College initiatives within a context of fiscal responsibility Space is not owned but is strategically allocated by the College Space and Infrastructure Committee (CSIC)

9. Ottawa Ontario An Integrated Space Management Approach Supports the academic mission President and Senior Administration Executive Sponsor VP-Academic Supports and champions the process Facilities Planning Scheduling Chair Senior Academic Dean or Director Space Management Process driven by the Academic mission Academic Planning Financial Planning Enrollment Planning Business Plans Program Evaluation Budget Planning Capital Planning Frames the academic mission within fiscal realities • Revenues • Capital Costs • Direct Costs • Overhead Resource Planning Growth Projections Space Costing Resource Allocation Resource Balancing

10. The Algonquin Toolkit

11. An “Algonquinism” Space Mining The process of extracting capacity from an existing portfolio of space Space mining is an integrated planning approach that can dig deep into hidden capacity reserves

12. My top picks Evolving Revised: July 2007 The ^ Space Mining Model Exploration Infrastructure Development Tools and Techniques Continuous Improvement Resource Management Model / Committee Room Inventory Establish Measures and Targets Manage Pools of Space Change Management Collect and Publish Utilization Data Demand Analysis Culture Change Growth vs Capacity Space and Scheduling Policies Resource Balancing Utilization Zone Analysis Prospecting for Capacity Implement a Space Cost Allocation Model Program Assessment Thresholds Data Mining (Pivot Tables) Strategic Acquisition Alternative Growth Strategies So where should you start?

13. Ottawa Ontario Resource Management Model Space Space Resources Executive Decision Making Scheduling Room Booking Non-IT Equipment Budget Process Recommend (When necessary) Policy making Facilities Renewal Steward Campus Planning Main Emphasis Here Academics College Space and Infrastructure Committee (CSIC) Facilities Planning Resourced by Advocate Must Also Support These Administrative Services Scheduling Prioritize Support Services Resource Allocation Track, measure and optimize Support Success of Approved Initiatives Monitor quality Room Inventory Match Supply with Demand Utilization Learning Environments Approve Space Planning Solutions Student Timetables

14. Ottawa Ontario Academic Ownership “It won’t work unless it is driven by the academics. They need to take ownership of the concept. It must be relevant to them and their success must be tied to it.” Nick Papadolias, Retired Chair of the College Space Management Committee (CSMC) And Executive Director of Academic Services

15. Ottawa Ontario Measuring Available Capacity in a “Bricks and Mortar” Campus Room Utilization Rates (%) Station Occupancy Rates (%) Average Station Size (sf / station)

16. Ottawa Ontario Set Targets Room Utilization Rates Targets Set targets (Best Guess) Refine targets BUT THIS IS THE MOST CRITICAL DETERMINANT Based on 50 hrs/week M-F 8:00am to 6:00pm

17. Ottawa Ontario Total Available Hours Grid

18. Ottawa Ontario Total Available Hours Grid:Inaccessible (At this time) Hours

19. Ottawa Ontario A Primetime Scheduling Threshold Primetime Scheduling M-F – 10:00 – 4:00 30 hours per week

20. Ottawa Ontario Algonquin’s Current Academic Week Threshold Daytime Scheduling M-F – 8:00 – 6:00 50 hours per week 67% INCREASE IN CAPACITY OVER PRIMETIME SCHEDULING THRESHOLD

21. Ottawa Ontario Extended Academic Week:Fall 2009 Threshold Extended Scheduling Model M-Th – 8:00 – 10:00 F – 8:00 – 6:00 64 hours per week 110% INCREASE IN CAPACITY OVER PRIMETIME SCHEDULING THRESHOLD

22. Currently no specific targets - current monitoring suggests reasonable results being achieved The scheduling team is accountable to match section size to room capacity in open / common spaces Dedicated or specialized labs are sized to maximum section sizes Station Occupancy Rates Average Station Size Opportunity for improvement in this area through standards / benchmarks Space costing motivates reduction in lab sizes Optimizing Other Capacity Dimensions Just beginning to really look this capacity reserve more closely

23. Ottawa Ontario Collect and Publish Utilization Data • All instructional space is centrally scheduled • Including room bookings • Scheduling data is extracted and used to prepare utilization reports three snapshots a term • Start of term • Midterm • End of term • Each snapshot based on the full term activity • 15 weeks x 50 hours/week = 750 hours per term • Utilization rates are compared to targets and published College wide to ensure transparency and openness • Open (shared) classrooms and computer labs are managed collectively as a pooled resource • Dedicated labs are reviewed annually during a Utilization Zone Analysis

24. Ottawa Ontario Utilization Zone Analysis – A Visual Spin on Utilization Reporting • Complete a utilization report and validate its accuracy • Group rooms into Green, Yellow and Red Zones based on utilization Green Zone - Supervised Hours Utilization meets or exceeds the Target Utilization Yellow Zone - Supervised Hours Utilization meets or exceeds 50% of the Target Utilization Red Zone - Supervised Hours Utilization is less than 50% of the Target Utilization • Ask Faculties to review the zone analysis and to develop plans towards achieving green zone status in their specialized dedicated spaces • Schedule meetings with program teams to look at rebalancing plans

25. Ottawa Ontario Space Cost Allocation Break Even Point Revenues Subsidization required by other areas Direct Costs Contribution Traditional model (Without Space Cost Allocation) < 70% > 30% (Overhead + Space) Point to which academic managers manage Space Costs Direct Costs Contribution Algonquin’s Model (With Space Cost Allocation) < 75% (Includes Space Costs – More control with consumers of space resources) > 25% (Overhead) Space costing is applied during program assessment through cost allocation

26. Ottawa Ontario Program Assessment:Academic Review and Renewal Process PROGRAM COSTING Space Cost Allocation PERFORMANCE & QUALITY MEASURES PROGRAM RENEWAL/NEW PROGRAM OFFERING PROGRAM REVIEW REMEDIATION PLAN IMPLEMENTATION PROGRAM SUSPENSION From: Area 5 Program Assessment Summary – June 2004

27. Ottawa Ontario Space Costing:Does It Work? Very Well! • Academic Schools have been provided with a tool to more accurately map costs to revenue generation • Program subsidization has been significantly reduced and is now quantifiable • Academic areas are provided with additional options to reduce costs and better position programs for sustainable success • Space dividend: • Space is optimized to reduce costs of program • Phenomenon of the shedding of space • Movement towards open (shared) rather than dedicated space • Redeployment of shed space from programs faced with suspension Space costing has been an instrumental driver in ensuring that Algonquin College did not overbuild

28. Ottawa Ontario Drilling for Space Through Data Analysis Data analysis can be one of the simplest, fastest and most cost effective ways to begin optimizing space Pivot tables in Microsoft Excel can yield stunning results – FAST! If you have never seen pivot tables in action – you need to!