Space Management Classroom Utilization Data Warehouse Implementation

1. Space ManagementClassroom UtilizationData Warehouse Implementation April 16, 2008

2. Space Utilization Initiative These reports are part of the U-M multi-year initiative to explore the utilization of space and facilities on its Ann Arbor campus. This phased and interactive process involves close cooperation with all University units as we develop the most effective plan for using the physical resources to meet our academic and research missions.

3. New Classroom Utilization Reports As of April 16, 2008 there are 18 new UM-Maintained Reports available through the SM01 Space Management BusinessObjects Universe. These reports provide: • Classroom Utilizationdata, including: • Class offerings • Class scheduling by days of the week and time • Classroom supply and demand • Operational Management Reports, including: • Shared classroom space • Classes held in non-classroom space • Classrooms hosting combined sections or Registrar’s Office scheduled classes • Under-utilized classroom space • Term Trend data, including: • Classroom supply and demand • Active vs. cancelled classes • Projected vs. actual class sizes • Space Management data, including: • Instructional, instructional/departmental research, office, and organized research space reports with four-year trending data

4. Key Classroom Utilization Populations The following groups have been identified as potential audiences for the classroom utilization reports: • M-Pathways Space Management Users with BusinessObjects SM01 (Space Management) Universe access • Student Records Curriculum Users with BusinessObjects SA03 (Student Records) Universe access • Student Records Curriculum Users without Current BusinessObjects Access • Unit/Departmental Administrators or Facilities Managers

5. Data Warehouse Report Name: Trending Data Reports SM01 SpcMgnInstruction_Departmental Research Assignable Sq Ft by Building for Dept or Dept Grp SM01 SpcMgn Office Assignable Sq Ft by Building for Dept or Dept Grp SM01 SpcMng Instructional Assignable Sq Ft by Building for Dept or Dept Grp SM01 SpcMng Organized Research Assignable Sq Ft by Building for Dept or Dept Grp These four reports provide trending data for: • Instructional • Instructional/departmental research • Office • Organized research space They include: • Four-year trending data for Assignable Square footage. • Tabs for reporting by Building or Department ID. Users can produce the report to complete information in Capital Project Proposal documents required by the Provost’s Office.

6. Data Warehouse Report Name: SM01 Spc Mng Instructional Assignable Sq Ft by Building for Dept or Dept Grp Includes: • Four-year trending data for Assignable Square footage. • Tabs for reporting by Building or Dept. Users can produce the report to complete information in the capital project proposal documents required by the Office of the Provost.

7. Data Warehouse Report Name: SM01 Spc Mng Station Count Discrepancy Includes: • A listing of classroom spaces that have discrepancies in room station counts (number of seats) between the Student Administration system and data reported in the Space Survey. Users can identify inaccurate Space Management data and request that it be corrected.

8. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Includes: • Departmental classroom utilization by the day of week (Time Utilization). • Number of seats filled in classroom (Seat Utilization). Users can review how well classrooms are utilized to aid in scheduling classes in future terms.

9. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Time Utilization Report Summary of Classrooms

10. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Time Utilization Report Time Utilization by Day of Week

11. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Time Utilization Report Utilization by Hour and Day of the Week

12. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Time Utilization Report Rooms with the Highest/Lowest Time Utilization

13. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Seat Utilization Report Average Seat Utilization by Day

14. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization for Dept and Term Seat Utilization Report Classes with the Highest /Lowest Seat Utilization

15. Data Warehouse Report Name: SM01 Spc Mng Classroom Utilization by Building for Term Includes: • Building classroom utilization by the day of week (Time Utilization). • Number of seats filled in the classroom (Seat Utilization). Users can review how well classrooms are utilized within a building, and be able to identify opportunities when classrooms can be shared or repurposed.

16. Data Warehouse Report Name: SM01 Spc Cancelled Class Trends by Dept Includes: • The report shows the trending of Active versus Cancelled classes for the last 10 terms (excluding spring, spring/summer and summer terms). Users can see how may classes are cancelled by term and better plan future claases with a goal of reducing the number of cancellations.

17. Classroom Utilization Reports – Access: • M-Pathways Space Management Users with BusinessObjects SM01 (Space Management) Universe access • Automatically have access • Student Records Curriculum Users with BusinessObjects SA03 (Student Records) Universe access • Need to request SM01 access • Student Records Curriculum Users without Current BusinessObjects access • Need to request SM01 and BusinessObjects access • Unit/Departmental Administrators or Facilities Managers • May need to request either SM01 and/or BusinessObjects access • Curriculum Schedulers or Managers who need SM01 or BusinessObjects access should work with their Financials Unit Liaison to complete an OARS request for this access.

18. Classroom Utilization Resources: • On the MAIS Public Web site Physical Resources Data Sets for Ad Hoc Reporting page: http://www.mais.umich.edu/reporting/physdatasets.html : • The New BusinessObjects Um-Maintained Reports (April 2008) link for a full description of all 18 reports and the benefits each might provide key groups. • The Space Management Data Set Enhancements (April 2008) link for a complete list of the tables and fields added to the data set. • The M-Pathways Space/Utilities/Plant Data Dictionary link for an updated copy of the Space Management Data Dictionary. • On the MAIS Public Web site Predefined Reports Directory for Physical Resources: http://www.mais.umich.edu/reporting/roadmapdb.html there are a comprehensive list of SM01 Universe UM-Maintained reports available in BusinessObjects.

19. For More Information or Questions: • Denise Stegall • E-mail: dstegall@umich.edu • Phone: 734-615-3329 • David Perhne • E-mail: dcp@umich.edu • Phone: 734-647-9337 • For assistance running the reports or data-related questions, contact The MAIS Help Desk: • E-mail: maishelpdesk@umich.edu • Phone: 734-936-7000, Option 7