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Closing the Gaps: Facilities Development and Planning Systems

This conference focuses on developing, maintaining, and improving facilities in Texas higher education institutions to promote student success and excellence through efficient planning systems. Discussions include statutory requirements, campus planning responsibilities, master plans, deferred maintenance, replacement value, room utilization, and facilities inventory systems. The aim is to enhance campus environments, support academic missions, and utilize resources effectively. Join us to learn about key strategies for upgrading infrastructure, ensuring sustainability, and meeting the demands of educational excellence in the coming years.

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Closing the Gaps: Facilities Development and Planning Systems

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  1. Closing the Gaps: Facilities Development and Planning Systems Texas Higher Education Coordinating Board February 26, 2004

  2. Organization TAIR Conference

  3. Closing the Gaps by 2015 • Participation • Add 500,000 more students • Success • Increase by 50% the number of identifiable student successes from high quality programs TAIR Conference

  4. Closing the Gaps by 2015, cont. • Excellence • Increase the number of nationally recognized programs or services • Research • Increase the level of federal science and engineering research funding by 50% to $1.3 billion TAIR Conference

  5. Closing the Gaps by 2015, cont. • We must be good stewards of the state’s - and the student’s – resources • Develop and maintain facilities that: • Promote the campus mission of instruction, research and service • Are attractive to students, faculty, and the community • Operate in an efficient and effective manner TAIR Conference

  6. Statutory Requirements • Chapter 61 of the Education Code • Formulas for Space Utilization • Facilities Standards • Facilities Planning • Project Approvals • New Construction • Repair and Renovation • Property • Audit of Facilities TAIR Conference

  7. Campus Planning Responsibilities • Review and evaluate project applications • Support the Committee on Campus Planning and the Board • Develop and maintain Board rules related to facilities • Shared oversight of Office of Civil Rights Priority Plan regarding Texas Southern University and Prairie View A&M University TAIR Conference

  8. Campus Planning Responsibilities, cont. • Review, evaluate, and report • Master Plans (MP1) • Deferred Maintenance (MP 2-3-4) • Classroom and Class Lab Utilization • Facilities Inventory System • Space Projection Model • Higher Education Assistance Fund (HEAF) • Tuition Revenue Bond Projects TAIR Conference

  9. Master Plans • MP 1 • Planned construction, renovation, information resources, and land acquisitions planned for the next 5 years • MP 2-3 • Deferred maintenance needs and a schedule to address them • MP 4 • Actual expenditures on accumulated deferred maintenance for the previous fiscal year TAIR Conference

  10. Master Plans, cont. TAIR Conference

  11. MP 1 • Consolidated with the Bond Review Board’s Capital Expenditure Plan • Presented to the Committee on Campus Planning in September • Projects submitted for approval must be included on the MP1 unless the institutions could not “reasonably have foreseen the project need” TAIR Conference

  12. MP 2-3: Deferred Maintenance • Accumulated deferred maintenance • projects from prior years • not included in the maintenance program • priority status was perceived to be lower than those funded within the budget • Critical deferred maintenance • place facilities, occupants, or mission at risk TAIR Conference

  13. Replacement Value • Question: How much would it cost to replace an institution’s E&G space? • Methodology considers a building’s FUNCTION rather than its actual construction cost • Calculated annually • Uses facilities inventory • Uses historical construction costs • Used to determine deferred maintenance to replacement value ratio TAIR Conference

  14. DM/RV Ratio • This ratio only includes reported deferred maintenance on E&G facilities • Used to evaluate project applications • Coordinating Board standard: DM/RV < 5% Deferred Maintenance Replacement Value TAIR Conference

  15. Room Utilization • Not calculated for health-related institutions • Calculated for classrooms (RT 110) and class laboratories (RT 210) • Utilization = Duration ÷ Number of rooms • Duration is the number of 50-minute hours of scheduled class time, as reported in an institution’s certified CBM 005 report • Room counts are pulled from the facilities inventory RT = Room Type TAIR Conference

  16. Room Utilization, cont. • Coordinating Board standards • 38 hours per week for classrooms • 25 hours per week for class laboratories TAIR Conference

  17. Facilities Inventory System • Updated and maintained by the institutions • Used to predict space need, calculate utilization, and evaluate projects • Currently updating systems to move from mainframe to server • easier to maintain • on-line updates TAIR Conference

  18. Building Inventory • Data Elements • Three General Areas for Data Collection • Identification • Building Codes • Building Size and Cost Data TAIR Conference

  19. Part A - Building Inventory TAIR Conference

  20. Room Inventory • Data Elements • Four General Areas for Data Collection • Identification • Function Codes • The room inventory structure separates a specific Room Type, usage and program area. • Pro-rations of Use • A room can be reported with up to three use/program areas. • Room Type cannot be prorated. • Room Size TAIR Conference

  21. Part B - Room Inventory TAIR Conference

  22. Part C – CIP Report TAIR Conference

  23. Part D – Campus-Wide Summary TAIR Conference

  24. Part E – Space by Room Type TAIR Conference

  25. Part F - Room Inventory TAIR Conference

  26. Facilities Inventory System, cont. TAIR Conference

  27. Project Application System • New Construction • Renovation • Auxiliary • Gifts, Purchase, or Real Estate • Lease of Real Property • Tuition Revenue Bonds TAIR Conference

  28. Project Application System, cont. TAIR Conference

  29. Project Application System, cont. TAIR Conference

  30. Project Application System, cont. • Each institution has a FICE code and Password to enter the system • Only certain individuals have the password to submit the application • If you belong to a system, the system will usually review the application and submit it TAIR Conference

  31. Process Overview TAIR Conference

  32. Space Projection Model • Board Review • Consideration of proposals for facilities projects • Resource Allocation • Infrastructure Formula Funds • Higher Education Assistance Fund • Tuition Revenue Bonds Project Evaluations TAIR Conference

  33. Space Projection Model, cont. • Five Factor Model • Predicts need for education and general space • Does not include auxiliary space TAIR Conference

  34. Space Projection Model, cont. TAIR Conference

  35. Evaluation of Projects • Submitted to Office of Campus Planning • Briefing Sheet prepared based on information in application • Evaluated against Board standards • Presented to Commissioner or Committee on Campus Planning • May be referred to Board TAIR Conference

  36. Board Consideration • Board Standards • Merit of the Project • Staff Recommendations TAIR Conference

  37. Project Tracking • Coordinating Board is required by statute to track project status • Institutions are required to report the status of an approved project to the CB on an annual basis • The Project Application System will be modified to incorporate project tracking • Project status will be collected until the project is included in the institution’s facilities inventory TAIR Conference

  38. How to Contact Us CampusPlanning@thecb.state.tx.us http://www.thecb.state.tx.us/ CampusPlanning/ 512-427-6110 TAIR Conference

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