Space Management Policy and Process

1. Space Management Policy and Process July 2011

2. Task Force Groups and Members • General Framework: • Frank Tsui • Steve Hamrick • Allocation Process: • Renee Butler • Julie Newell (general editor) • Han Reichgelt • Reservation Process: • Kasey Helton • Leigh Ann Soublis (was “volunteered”) • David Stone • Renovation, Alteration and Addition of Equipment Process: • Steve Kitchen • Dave Parham • Han Reichgelt (in 2 groups) • Robert Forbes

3. Space Management Policy and Processes–– • Provides guidance for the University space • Works in concert with existing Policies such as: • Acquisition of Electronic Data Processing (EDP) Equipment (P&P 790.0) • Use of Southern Polytechnic State University Facilities (P&P 910.0); Inventory • Renovation (P&P 945.0); • Supports the University’s • Strategic Plan and • Facilities Master Plan.

4. Supports the “Charge to Task Force” • The process will guide major equipment purchases, as well as use, allocation, and modification of space. This is expected to apply to all equipment that is valued over $5,000 (the Board of Regents’ definition of “capital”), that involves a permanent installation, or which requires staff support to function properly (by IT, facilities, or individual faculty or staff). Sec. 5 • The process will clarify the thresholds at which specific processes apply (i.e., not every change in a room or equipment purchase will require the same level of review). Sec. 5 • The process will address allocation and use of vacant space, as well as occupied space. Sec. 3 • The process will identify how to establish “primacy of use” for space and equipment SA&A Form (sec. B) • The process will allow the University to be efficient and respond quickly to needs and opportunities. Space Management body & Framework • The process will include identifying the funding source(s) for space changes and equipment purchases. SA&A Form (sec. D) • The new process does not replace the existing EDP process. Background & Purpose • The process will identify an individual with specific responsibility for overseeing the recommended process. Space Management body – need to be ‘’instantiated” • The task force will not propose to serve as the body that implements the recommended policy. Not done

5. Managing Framework • 3-tiered managing framework • Tier 1 : Executive Space Management body • Tier 2 : Space Management body • Tier 3 : • Space Allocation body • Space Reservation body • Space Renovation, Alteration, and Addition of Equipment body Note that these “bodies” are abstract entities and needs to be “instantiated.”

6. Managing Framework Executive Space Management Body - reviews all space related activity reports - adjudicates items that are escalated Space Management Body - oversees the operations of the space processes - responsible for the space management data base - coordinates & adjudicates any disagreements at the process level - provides statistics of space activities Space Allocation Body Space Reservation Body Space Renovation, Alteration and Addition of Equipment Body

7. Space Allocation Definitions • Space Allocation: the delegation of primary jurisdiction over use of space for a specific extended period of time. • Space Assignment: The designation of a specific space for use by an individual or group of individuals for a specified period of time. • Reallocatable Space: Space for which the original need upon which the allocation was based is no longer valid.

8. Space Allocation Oversight • Space is allocated by the Executive Space Management Body (ESMB). • Space allocations will be reviewed periodically by the ESMB • Organizational needs and allocations • Against space utilization benchmarks • The Space Management Body (SMB) will be the central receiving agency for all space allocations and requests. • The SMB is responsible for creating and maintaining an accurate and complete space management database • Including room use classification and access classification

9. Space Allocation of Existing Space • Underutilized space can be reallocated based on Strategic Plan, Facilities Master Plan, and overall needs. • Space reverts back to campus when • Space is vacated by a physical move, renovation, or new construction; • Space is vacated due to a reduction in program size, workforce, or program elimination, including reduction in grant funding for research.

10. Space Allocation of New Space • Allocation of new space will be considered by Deans, Directors, Vice Presidents, and the President through descriptions and justifications included in program statements. • Requests for new space will be evaluated by the ESMB against campus-wide needs, current utilization, academic program priorities, the strategic plan, and the facilities master plan.

11. Unit Managers and Space Allocation • Organizational units will be in a single area whenever possible. • Unit managers are encouraged to assign and configure allocated space to maximize usage and align with strategic goals. • Unit managers may assign or reassign their allocated space within their assigned categories (e.g. offices, classrooms.) Managers should notify the Space Management Body of these changes. • Unit managers wishing to change the category of assigned space must follow the Space Renovation, Alteration, and Adding of Equipment process.

12. Notes for Space Allocation of Classrooms • Suggest modifications to current space allocation to increase classroom utilization: • Allocate some classrooms to general use, especially some small and large classrooms • Allocate some classrooms based on time of day, e.g. classroom J-130 is allocated to SIS from 9:00 am – 12:00 pm and to CSE after 12:00 • EnforceSchedule Entry Deadline for units to reserve allocated classrooms, after that time assignments are made by the Space Reservation Body.

13. Space Reservation Process • A Reservation - An instance or instances where an entity has the right to use a space in its current configuration and in a manner consistent with its room-use classification. • Does not imply ownership • Does not imply prolonged right of use • Significant changes to the space are prohibited • Supports efficient and effective use of campus space as outlined in this document • The online reservation software should act as the only conduit to reserve University space

14. Space Reservation Process • All space reservation requests will be directed to and reserved through the web-based reservation software system. 2. Once a space request is submitted, it is then forwarded to the designated space scheduler for processing and confirmation. 3. The process and protocol for reserving a specific space on campus varies (slightly) due to its specific purpose and to support its appropriate usage, as outlined in the P&P.

15. Space Renovation, Alteration and Addition of Equipment Process Every construction, renovation, alteration, maintenance or utility change at the University, no matter how small, must comply with state and local building codes, SPSU and USG policies, SPSU Facilities Master Plan, handicap access guidelines, safety regulations and state environmental mitigation policies. Facilities Management (FM) is responsible for assuring that all such work is properly evaluated, planned, designed and constructed, and fully compliant.

16. Space Renovation, Alteration and Addition of Equipment Process Requester – Anyone who wants to change space • Space Allocation & Alteration Request Form – SA&A form • Project Description • Funding • Requested Project • Ongoing Support • Departmental Plan for upgrades etc… • Statement of impact on university and other units • Start Date (desired) • Completion Date (desired) • Point of Contact • Departmental Approvals

17. Space Renovation, Alteration and Addition of Equipment Process Space Management Body • Space Allocation & Alteration Request Form – SA&A form • Confirm that the request is complete • Determine/confirm impact on other units • Request additional and/or clarification of details • Insure request aligns with University Objectives • Return to Requester, convert to simple work order for HelpDesk, or forward to Facilities Management for additional work

18. SpaceRenovation, Alteration and Addition of Equipment Process Facilities Management • Space Allocation & Alteration Request Form – SA&A form • Evaluate Project Design • Code Compliance • Handicap Accessibility • Impact on existing infrastructure • Alignment with Facilities Master Plan • Consult with DoIT and/or OFSD • Return SA&A Form with Project Assessment Recommendations Report (PARR) along with evaluation, recommendations, schedule, and cost estimate to Space Management Body

19. Space Renovation, Alteration and Addition of Equipment Process Space Management Body • Space Allocation & Alteration Request Form – SA&A + PARR and other documents • Confirm that the request is complete • Confirm that the request supports the goals of the University • Approve or Deny request • Forward to appropriate Division for completion • OR forward to Senior Staff for final determination?

20. Space Renovation, Alteration and Addition of Equipment Process Facilities Management &/or The Division of Information Technology • Space Allocation & Alteration Request Form – SA&A + PARR and other documents • Inform Requester of project details and Schedules • Complete Work

21. Types of “Negative” Impact (Current Situation) • Rework and additional costs for equipping space due to insufficient requirements gathering • No formal process for departments to request space allocations based on need • Code evaluation (life safety, ADA compliance, etc) is not routine • Space is not accounted properly in USG reports and internally we do not have an accurate account of the designation of space and space characteristics

22. Impact: Rework and Additional Costs Examples: • Metal building installed next to baseball field • No coordination with facilities management • Water damage requiring civil engineering firm assistance • HVAC impact assessment not included in remodel plans • Library Annex offices carved out of two rooms • E-120 lab divided in half, no manageable air flow • Renovation work conducted (including electrical work) in building N without consulting with facilities

23. Impact: No Formal Allocation Request Process Example: Academic department “A” makes deal with academic department “B” to schedule classes since they do not have sufficient space for their course schedule. Department “B” agrees, then backs out of the agreement after their needs are greater than anticipated. Department “A” has no avenue of requesting space allocation despite very high utilization rates for their space.

24. Impact: Code Evaluation Examples: • Safety implications • Universal design of computer labs • Equitable access is a requirement of the ADA • Spaces repurposed without oversight from facilities management

25. Impact: Space Accounting and Tracking Example: G-215 and G-230 were once two classrooms used by department A. The department removed the wall between the rooms to build a large lab with trays for power and data connectivity. The department left the space when new space was built. G-215 was allocated to department B. At the same time, G-230 was assigned to GHC. This conflict was not discovered until the space was allocated to both the academic department and GHC. The numbering of the rooms was never corrected, but a wall was built to divide the room.

26. Discussions • Instantiation of the “abstract bodies” • What next