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Space and Facilities Database Workshop Level Two

April 3, 2008 Presented By: Hong Lin & Theresa Tsik Facility Planning, CPDC, CSU Chancellor’s Office. Space and Facilities Database Workshop Level Two. Topics. Fall 2008 SFDB & 2009/2010 Custodial Reporting Fall 2008 SFDB Update 2009/2010 Custodial Reporting

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Space and Facilities Database Workshop Level Two

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  1. April 3, 2008 Presented By: Hong Lin & Theresa Tsik Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database WorkshopLevel Two

  2. Topics • Fall 2008 SFDB & 2009/2010 Custodial Reporting • Fall 2008 SFDB Update • 2009/2010 Custodial Reporting • SFDB, APDB and Capital Planning • Overview • APDB • Planning Tools • COBCP Forms • Case Study: San Bernardino Performing Arts • Resource • Hands on SFDB! (Optional)

  3. SFDB and Custodial Reporting Window • Call Letter: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Call_Letters/ • Window: May 1, 2008 to May 31, 2008 • Action: • SFDB update for Fall 2008 • Custodial submission for 2009/2010 Budget Year

  4. Fall 2008 SFDB Update

  5. What is SFDB? • SFDB – Space and Facilities Database • SFDB is the official CSU central record for facility and space information for capital planning and is not a day-to-day campus space database. • Two master files – the facility file and the space file • Updated annually - snapshot of fall data only • Centralized and web-based database maintained by CO • Foundation of the capital planning • Campus instructional space utilization • COBCP Forms (1-1, 1-2, 1-3, 1-4, 2-3, 2-4, 2-7, 2-9) • Laboratory enrollment vs. laboratory capacity • ASF per FTE model

  6. SFDB Update & APDB Reporting • APDB Reporting Schedule: • Report each term after census date (Appendix: APDB Reporting Schedule) • APDB Reporting Validation: • Validate Facility/Space ID against SFDB • Facility ID + Space ID: Facility number (3)+Facility suffix(1)+Space Number(4)+Space suffix(2)

  7. SFDB Update & APDB Reporting • Why validate APDB Facility/Space ID against SFDB: • Maintain the consistency of rooms reported in APDB and rooms reported in the SFDB. • Improve the accuracy of campus space utilization reports: data comes from both SFDB and APDB • Ensure accurate enrollment data for capital planning: onsite other earned % and offsite % in APDB reports

  8. SFDB Update & APDB Reporting • Non-matching SFDB ID errors: • APDB section audit report • Fall Term: REQUIRED to fix in APDB or SFDB • Other terms: warning message only • Fix non-matching SFDB ID errors: • Change in APDB and/or • Change in SFDB • Minimize non-matching SFDB ID errors: • Communicate with APDB coordinator/scheduler • Update SFDB annually, share fall space file with APDB coordinator/scheduler

  9. APDB Section Audit Report

  10. Prepare Fall 2008 SFDB Update Data • SFDB and APDB: • Include all spaces that had been scheduled for fall 2008 classes • Use caution in deleting spaces that may be scheduled for fall 2008 courses • Inform APDB coordinator of any facility/space ID change • New spaces request for custodial maintenance funding: • 09/10 support budget: update in SFDB if new spaces will be occupied in fall 2008 • Prior to 09/10 support budget: update in SFDB • Un-inventoried project space when project is completed (refer to CPDC 1-2) • All other space changes

  11. 6-Step SFDB Update Process • Step 1: Campus prepare and enter data • Option 1: Upload Process (for volume transaction) • Option 2: Data Entry Screen • Step 2: Campus review Before and After Analysis • Step 3: Campus edit submitted data • Option 1: Upload Process • Option 2: Edit Screen and/or Data Entry Screen • Step 4: Campus view/export submitted data • Step 5: Campus notify CO that data is ready to review during the SFDB update window • Step 6: CO review campus data submission, analyze data and update space-master file

  12. SFDB Update Process Or Data Entry Screen Campus Upload Process N Validation Y Campus Edit Screen N B/A Analysis Report Y Campus inform CO Data is ready to review N CO Analyze B/A Report CO Y CO Update Space-master

  13. Log on SFDB (production database) Quick link to SFDB: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/index.shtml Username: Password:

  14. Log off SFDB NOT to do: Close Internet explorer YES to do: 1) Logoff and Exit 2) Select “Exit” from menu “Action” 3) Click “X” to close

  15. Demo SFDB Update Process

  16. Analyze SFDB update • Analyze Campus permanent capacitychanges • Capacity: Lecture, Teaching Lab, FO & FAO

  17. Analyze SFDB Update (continued) • Analyze lab capacity changes in HEGIS code & instructional level • Use Lab lab book as analysis tool • Analyze ASF changes, by HEGIS code & space type: • Use ASF per FTE model as analysis tool

  18. 2009/2010 Custodial Reporting

  19. What to Report? • NEW state maintained spaces: • Impact on campus’ operating budget • State maintained space adjustment • No monetary impact to campus’ operating budget • Facility update • Improved acreage (ACR1) and unimproved acreage (ACR2)

  20. Cost of New State Maintained Spaces • Regular maintenance for new spaces: $9.10 / sq ft (08/09) • Cost of utilities • Building maintenance • Custodial • Landscape • Administrative support

  21. State Maintained Spaces • General policy: Spaces (GSF or ASF) with state funded instructional, administrative and or support functions are eligible for custodial maintenance funding. http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Resource_Documents/

  22. Exclusions From Custodial Coverage • State-Supported Facilities: • Warehouses and all facilities that are being used for storage (except office space) • Corporation Yards (except office space) • Utility Tunnels • Greenhouses • Outdoor Physical Education (Except enclosed handball and tennis courts)

  23. Exclusions From Custodial Coverage • Non-state Supported Facilities: • Athletic Spaces (Exclude office and training space) • Residence Halls and related buildings • Parking Structures • Foundations • Student Unions • Cafeterias (50% of the public area will be included for custodial coverage by the General Fund.) • Faculty Clubs • Research Centers • Child Care Centers (excluding rooms used as instructional laboratories) • Alumni Houses • President Houses

  24. State Maintained Spaces Categories • SQF4 - The total square footage (ASF or GSF) of a state-supported facility or structure that is eligible for custodial maintenance funding. • SQF5 - The gross square footage of a farm building, sitting on farm acreage, that has a roof and is used for any of the following: the processing of farm products; the processing of foods or seeds; and/or to provide shelter for animals. This includes barns, and structures that house animals and their corresponding agricultural programs.

  25. New State Maintained Spaces(New SQF4 / New SQF5) • Impact campus’ operating budget • Submit New SQF4 and or New SQF5: • Projects will be completed in 2009/10 • Adjustments of existing state maintained spaces completed in or after 2007/08 • Surge space: Funding will be reduced once the surge space is no longer required to support state funded activities during a major capital renovation or construction.

  26. Budgeting Process – New Space Request Campus Request (May) CO CPDC Review & Approve CO Budget Office Review & Approve BOT Approve Governor / Legislature Approve Final Budget Signed (July/Aug/Sept) Campus Receive New Space funding

  27. Custodial Maintenance Funding • Check new space request status: http://www.calstate.edu/budget CSU Support Budget Book II (Nov.) Mandatory Cost New Space • Receive new space funding as part of campus final budget allocation • Absorb increased cost

  28. State Maintained Space Adjustment(SQF4 Adjustment / SQF5 Adjustment) • No monetary impact to campus’ operating budget • SQF4 and SQF5 adjustment: • Correct minor discrepancies in the square footage of a facility completed two years prior to the current budget cycle (before 2007/08) • Report removal/demolition of facilities that were approved in major or minor master plan revision • Approve on a case-by-case basis • Why report SQF4 & SQF5 adjustment?

  29. What to Report? • NEW state maintained spaces: • Impact on campus’ operating budget • State maintained space adjustment: • No monetary impact to campus’ operating budget • Facility update: • Report all state and non-state facilities that are listed on the campus master plan. • No ASF space data requested for non-state facilities • Improved and unimproved acreage

  30. How to Report? • Fill out CPDC 4-1 – Custodial Worksheet • Fill out CPDC 4-2 – Facility Sheet • Fill out CPDC 4-3 – Space Worksheet (required if campus requests new space) • Send to Hong Lin: hlin@calstate.edu All forms are available on the website: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Forms/

  31. Frequently Asked Questions & Answers • Do I update the SFDB based on the actual use of the space? • No. SFDB is the database for capital planning. • Who will process the new spaces requested for custodial maintenance funding? • Campus will be responsible to update the new spaces in the SFDB. If the new spaces will not be occupied in Fall 2008, please remember to update during the Fall 2009 SFDB update window. • What type of spaces will generate capacity FTES? Does Grad Research generate FTES? • FTES capacity: space type 0001 Lecture, 0004 Seminar, 0010 Teaching lab • How to report station counts? • Instructional space: 1 station = 1 chair • Faculty office: 1 station = 1 FTEF • How do I decide what instructional level to use when both lower and upper division courses are taught in same room?

  32. SFDB, APDB and Capital Planning • Overview • APDB • SFDB • Planning Tools • COBCP Forms • Case Study: San Bernardino Performing Arts

  33. SFDB, APDB and Capital PlanningOverview

  34. OUTPUTS COBCP Process 1- 4 2 - 7 1-1, 1-2, 1-3, 2-3, 2-4, 2-6, 2-23 COST ESTIMATE PROCESSES DETERMINE DELIVERY METHOD SUMMARIZE OBJECTIVES FEASIBILITY STUDY NEW ASF/GSF Cost Guide Donor funding Design Contingency RENOVATE Maintenance costs Pacific Partners Academic direction Surge space OPTIONS Alternatives Sustainability DEFINE PROJECT INTENT - CAMPUS NEED INPUTS SFDB / APDB YRO Status MYP, CPDC 1-2, ASF per FTE Model, Lab/Lab, Utilization

  35. APDB & SFDB – The Foundation of Capital Planning APDB (Enrollment) MYP* & Academic Planning (SUAM Space Standard) Space Entitlement Capital Planning SFDB (Space) Space Deficit Existing Spaces *MYP is the Multiyear Enrollment Projection

  36. APDB, SFDB, Planning Tools and Forms • CPDC 1-1 • CPDC 1-2 • CPDC 1-3 • CPDC 1-4 • CPDC 2-3 • CPDC 2-4 • CPDC 2-7 • CPDC 2-9 • Lab Enrollment vs. Lab Capacity • ASF per FTE Model • Utilization Report • Multiyear Enrollment Projection • CPDC 1-1 • CPDC 1-2 • CPDC 1-3 • CPDC 1-4 • CPDC 2-1 • CPDC 2-2 • CPDC 2-3 • Lab Enrollment vs. Lab Capacity • ASF per FTE Model • Utilization Report SFDB APDB

  37. APDB Overview

  38. Academic Planning Database (APDB) • Computerized information system maintained by CO • Reported by campus for each term • Maintain two main files: • the Section File • the Faculty File • Provide statistical data : • Faculty workload • Student faculty ratio • Course offerings, enrollments, class sizes, learning mode, course level (LD, UD & GD) and course classification (lecture, seminar, lab, etc.) • Space utilization • MYP • Generate reports for the Chancellor, HR, Academic Affairs, CPDC, and State Legislators

  39. Example: Why is APDB so important for Capital Planning? • Dilemma: A growing campus is short on lecture and lab spaces. However, in 06/07 APDB reports: • Total campus enrollment increased by 500 FTES. • Lecture and Lab enrollment decreased by 700 FTES from previous year. • ONSITE OTHER NON-TRAD enrollment increased by 1200 FTES which is not entitled to instructional spaces. • What is wrong? • In APDB, campus reported classes with Duration Type “X” - OVERLAPS REGULAR TERM”, which fell into ONSITE OTHER NON-TRAD due to the campus’ PeopleSoft programming issue. • Result: • After fixing “X” Duration Type problem, campus increased lecture and Lab enrollment by 500 FTES instead of losing 700 FTES. • Be able to justify instructional space deficit

  40. APDB Impacts Space Entitlement APDB • Multiyear Enrollment Projection (MYP) • CPDC 1-1 • CPDC 1-2 • CPDC 1-3 • CPDC 1-4 • CPDC 2-1 • CPDC 2-2 • CPDC 2-3 • Lab Enrollment vs. Lab Capacity • ASF per FTE Model • Utilization Report

  41. Enrollment • Enrollment • Student Headcount • Full Time Equivalent Students (FTES) • 1 Unit (credit hour): • Lecture: 1 contact hour (hours in class) • Activity: 2 contact hours • Laboratory: 3 contact hours • 1 FTES: • Undergraduate: 15 units • Graduate: 12 units • CY – College year including summer, fall, winter and spring • AY – College year excluding summer term • Annualized FTES = Total FTES / Term factor

  42. Multiyear Enrollment Projection (MYP) • Prepared by CO Academic Research and Resources • Agreed by both campuses and CO • Served as official enrollment projection for capital planning • Projected enrollment partially based on APDB data

  43. Capital Planning

  44. Important APDB Data Elements • CS Number • APDB Space Type • Learning Mode • Facility numbers: • 001-899: facility located on the main campus (SFDB) • 900-989: Specific “off campus” facilities, classes offered through the main campus • 990: Facility located within off-campus center • 991: Facility located external to the OCC • 995: Facility is unknown (TBA) or does not matter for capacity • 996: Outdoor locations at the OCC • 997: Outdoor locations at the main campus • 998: TBA or space unknown at the main campus • 999: Facility located external to the main campus (Appendix: APDB Data Elements)

  45. APDB Reports (for CPDC) • APD53 Course Section Report (CSR) - Fall • APD87 Annualized Report – AY • APD77 Report – Fall and Summer • APD 791 Utilization Report - Fall • Reports on Hyperion – AY and Fall http://peterson.calstate.edu:8080/Hyperion/browse/login (Appendix: APDB Reports)

  46. SFDB and Capital Planning

  47. SFDB Provides Existing Space Information • CPDC 1-1 • CPDC 1-2 • CPDC 1-3 • CPDC 1-4 • CPDC 2-3 • CPDC 2-4 • CPDC 2-7 • CPDC 2-9 • Lab Enrollment vs. Lab Capacity • ASF per FTE Model • Utilization Report SFDB

  48. Capacity Lecture and teaching laboratory space. Lecture: Space Type 0001 & 0004 Teaching laboratory: Space Type 0010 Expressed by Full Time Equivalent Students (FTES) Capacity calculation: Multiply the total stations in each space category by the appropriate conversion factor based on current utilization standards. Lecture: stations * 2.33 Teaching Lab (Lower Division): stations * 0.52 Teaching Lab (Upper & Grad Division): stations * 0.39

  49. APDB & SFDB – The Foundation of Capital Planning APDB (Enrollment) MYP* & Academic Planning (SUAM Space Standard) Space Entitlement Capital Planning SFDB (Space) Space Deficit Existing Spaces *MYP is the Multiyear Enrollment Projection

  50. Planning Tools

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