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Tech-Talks AQIP: Comprehensive University Space Inventory Process

Tech-Talks AQIP: Comprehensive University Space Inventory Process. October 14, 2008 4 – 5pm. A cademic Q uality I mprovement P rogram. AQIP

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Tech-Talks AQIP: Comprehensive University Space Inventory Process

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  1. Tech-Talks AQIP: Comprehensive University Space Inventory Process October 14, 2008 4 – 5pm

  2. Academic Quality Improvement Program AQIP AQIP is structured around quality improvement principlesand processes and involves a structured set of goal-setting, networking, and accountability activities.

  3. AQIP Cycles of Improvement • Action • One-year cycle • 3 or 4 Action Projects • Annual updates • Accreditation • Seven-year cycle • Check-up Visit • Reaffirmation of Accreditation • Strategy • Four-year cycle • Systems Portfolio • Systems Appraisal • Strategy Forum

  4. AQIP Action Projects • Action Project Goals • Focus and highlight Michigan Tech’s efforts in undertaking specific improvement initiatives • Provide evidence to the HLC the Michigan Tech is seriously committed to a regimen of continuous improvement • Three Action Projects must be ongoing at all times • Information on the projects must be shared.

  5. AQIP Categories Helping Students Learn Accomplishing Other Distinctive Objectives Understanding Students’ and Other Stakeholders’ Needs Valuing People Leading and Communicating Supporting Institutional Operations Measuring Effectiveness Planning Continuous Improvement Building Collaborative Relationships

  6. Summary of Action Projects

  7. Tech Talks • AQIP Action Project: Space • Presenters: • Walt Milligan, CIO • Mike Hendricks, Controller • Chuck Schaefer, Senior Programmer/Analyst • October 14, 2008

  8. Committee Members • Walter Milligan, Office of Information Technology, Chair • David Chard, Educational Technology Services • Kelly Dube, Accounting Services • Richard Elenich, Institutional Analysis • Brenda Helminen, Telecommunications Engineering • Michael Hendricks, Accounting Services • Patricia Muller, Facilities Management • Kathleen Pintar, Office of Student Records and Registration

  9. Schedule • Project proposed by Mike Hendricks in first round of action projects. • First Meeting: January 23, 2007 • Lots of interesting meetings • Lots of fun • Some pain • Lots of collaborative communication • Lots of great programming by Chuck • Final Report submitted: May 12, 2008

  10. Big-Picture Issues • To calculate our federal indirect cost rate, we need to know a lot about space. • How much is used for research? • What fraction of the time is it used for research? • What are the costs? • To survive an audit, these numbers cannot be fairy tales.

  11. Big-Picture Issues • Need to know a lot about space for other reasons • Public safety • Classroom and lab scheduling • Strategic planning, resource utilization • Telcom phones (including 911) and networking • Utilities and energy management

  12. Major problems identified by committee • There are at least 12 major space databases or data repositories on campus. • The data in the different databases is not consistent. • In many cases, the data is not consistent with physical reality. • It is not always clear which database is authoritative. When one database is updated, others do not usually receive the updated data. • The databases are not user-friendly. Accurate data is hard to obtain, and data entry from data custodians in the different areas of campus is awkward, inconvenient, and often inaccurate.

  13. Major problems identified by committee • Engineering drawings have not always been updated as buildings are modified. There are two major sets of drawings (Facilities and Telcom) that are not well coordinated. There is not a data custodian in Facilities to maintain the drawings. • Departmental Space Coordinators did not have good tools or procedures for updating their data in the authoritative databases.

  14. Outcomes • A custom-written, web-based tool was developed that allows data custodians and Accounting personnel to access, update, and easily maintain most of the key space data in one, authoritative database. • System is named ASPIRE. (Accounting for Space, People, Indexes, Research and Equipment) • Chuck will demonstrate today.

  15. Outcomes • 2. Facilities re-assigned one of their engineers so that her primary responsibility is to upgrade, maintain, and distribute engineering drawings and other space data. • Pat Muller, AQIP committee member.

  16. Outcomes • Procedures have been developed to coordinate and dynamically update data in different databases for consistency, and to identify errors and inconsistencies in data. The tool is being integrated into key business processes of the university and has a lot of potential. • Mike Hendricks will discuss today.

  17. Outcomes • Aspire Demonstration • Chuck Schaefer, Senior Programmer/Analyst • Enterprise Application Services • Office of Information Technology

  18. Future Benefits • Integrated Solutions • Mike Hendricks, Controller • Accounting Services

  19. Integrated Solutions • Goal: Update the HR Campus Directory through ASPIRE • Comment: Currently, we are updating the ASPIRE system as room occupant changes occur. The HR Campus Directory is only updated once a year. The two systems should have the same information. Perhaps a separate issue, but we need to integrate ASPIRE with the proposed campus notification system. • Departments involved: HR + EAS

  20. Integrated Solutions • Goal: Complete the Metrics section of ASPIRE. • Comment: The University Space Committee is looking at space allotment based on the needs for the space. Although we have completed the first draft of the research $/nasf and student credit hours/nasf, we have not met to confirm that this is exactly what the University Space Committee needs. • We also need to address the assignment of room conditions in this section. Although we have completed our first survey of the Research room conditions per the NSF survey, we need to assign room conditions for learning centers. See also AQIP Learning Centers. • Departments involved: University Space Committee + RSP + Provost + EAS

  21. Integrated Solutions • Goal: Complete the new section of ASPIRE called RISK/VALUE • Comment: We need to create the central University repository of historical cost of building and contents as well as valuations used for insurance coverage, and other surveys. This central repository would be the source used for all future requests and we would eliminate using other legacy data bases. • Departments involved: Facilities + Risk Management + EAS + Accounting Services

  22. Integrated Solutions • Goal: Develop a long term plan for ASPIRE • Example: ASPIRE used for Facilities’ maintenance programs? • Comments: The space and equipment inventory process is an information learning process for everyone. The more that we (in central administration) work with the survey results, the more relationships we see between the different data elements. The more we see, the more “genius checks” we can build into the system. • Departments involved: EAS + Accounting Services + Surveyed departments

  23. Integrated Solutions • Linking the Image Now scanned documents to ASPIRE • Comments: The first application to link will be photographs of our equipment inventory. We already have 600 equipment photographs. Other scanned document types will be added as we proceed with both systems. • Departments involved: EAS + Accounting Services + ImageNow

  24. Integrated Solutions • On-line training sessions • Comments: We substituted large group training sessions for all space coordinators with one-on-one training sessions with individual academic departments. The results have been very satisfactory. We would now like to prepare on-line training that could be used as a resource for the academic departments, but the actual training for the administrative and auxiliary departments. • Departments involved: EAS + Accounting Services + Institutional Analysis + Telcom

  25. Administrative Response Space: the final frontier!

  26. Administrative Response • Recommendation 1: Fully implement ASPIRE • Survey departments to gain information about current occupants and use for all space • Provide information about where to send changes in room use • Require that transactions regarding space use are reviewed by the University Space Committee • Presentation to Deans: University Space Committee August 28th 2008 • Presentation to Deans & Chairs: Fall 2008 TBA

  27. Administrative Response • Recommendation 2: Establish a Space Database Committee that meets quarterly to communicate upgrades and track progress • No need for a separate Space Database Committee; invite representatives of support areas (AIS, Accounting, Facilities, Telcom, Institutional Analysis) to quarterly meetings jointly with the existing University Space Committee • All Deans, Jim Heikkinen, Mike Hendricks are on University Space Committee (plus Registrar, Provost, CFO) • Room upgrades and changes in use should be transmitted when they occur to the University Space Committee (Chair D. Greenlee)

  28. Administrative Response • Recommendation 3: The Space Database Committee should consider pursuing the list of actions recommended in the final Action Project report. • Facilities Issues, ongoing: • CAD drawings are being updated • Verification of assignable square ft. • Common areas need to be numbered • Resolve inconsistencies in building numbering

  29. Administrative Response • Recommendation 3: The Space Database Committee should consider pursuing the list of actions recommended in the final Action Project report. • Facilities Issues, ongoing: • Room condition/quality • Room instrumentation for classrooms/labs (e.g. projection equipment, fume hoods, etc.)

  30. Administrative Response • Recommendation 3: The Space Database Committee should consider pursuing the list of actions recommended in the final Action Project report. • Integration and Safety Issues (UMC/SA): • Phone directory and space assignment need to agree • ASPIRE and the emergency notification system need to be integrated

  31. Administrative Response • Recommendation 3: The Space Database Committee should consider pursuing the list of actions recommended in the final Action Project report. • Research and Sponsored programs, HR issues • Connect effort reporting and space use • Examine data on relationship between research revenue and space use • Clarify occupant lists (e.g. graduate students, research advisors etc. in labs)

  32. Administrative Response • New Features? • Risk/value assessment • Initial construction cost, upgrades, insurance value of contents • Integrate with KITS Techfinder • room scheduling • use for facilities maintenance • Use for Public Safety’s key tracking • Use by OSHS to tag for 4 levels of hazardous waste • Reconcile with SLARDEF, Banner’s space/room module

  33. Administrative Response • Final comments • Good system depends on consistent updating • Departments/Facilities need to notify the Space committee re upgrades and reassignments • Show time-based changes in use (e.g. former occupants, semester to summer, or day to evening changes in use) • Consider a unique numerical identifier for each room • Applause that the team has consolidated 12 space databases to a single one!!!!

  34. QUESTIONSand OPEN DISCUSSION

  35. Next Tech-Talks AQIP: Learning Space Enhancement October 22, 2008 4 – 5 pm Alumni Lounge B

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