Derry Caleb, Chair of the Association of University Directors of Estates and Director of Estates, University of Surrey discusses the view of this agenda from the Estates Director point of view
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University Estate Management Systemsand Financial Management
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8. Metering - Data Systems Integrated communications TEAM M&T Software Radio Receiver Strategically located Radio Receiver Strategically located TREND 963 BMS IT Infrastructure
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10. Theoretical expenditure for a building excludes the impact of Energy and risk Actual spend on a group of Buildings over 40 years. Maintenance (general and Capital) Compliance Minor spatial improvements to keep pace with the market University Estate Management Systems and Financial Management
’HEIs are classified by the Office of National Statistics - who are the ones that count in this context - as NPISH - that is private sector Non-Profit Institutions Serving Households The HE Estate overview Systems integration Financial performance Data capture Successful Long Term investment - Life cycle analysis and transparency
Sector >£25billion and over 1,6Million students 25 Million sq meters 84% Freehold and 10% long lease Total land (maintained) in HE 7000Ha plus woodland, farmland and other More than 250,000 beds Energy £490m per annum 7,700Million Kwh Growing Carbon tax CRC £12 tonne could go to £100/tonne £52m water and sewerage 25 million cubic m Maintenance costs £750m and Cleaning £289m Property costs around 10% of Income excluding rent ! If we all had to pay rent for our 1960’s developments then we could triple this figure
Willets cost of provision , what are students getting for their money, external market, understanding costs TRAC process uses data from estate systems and finance Simple principles about Knowing and controlling Well tried systems Nothing unique about HE Performance management embedded within the process Whats the relationship with Estates/ process/experience/information capture Have an open mind to the terminology used to describe the data fields
Simple overview Flow of estate data and costs used in all of these Cost and Activity Keep out of jail Expectation of Control and management
The University of Surrey as a whole is in a strong position with regard to its current systems. A few years ago many Universities joined together in what was know as the MAC initiative to develop their information systems. Surrey stayed out of this initiative, thankfully, since MAC collapsed, loosing many millions of pounds and has left many Universities with little or no networked database provision. Fortunately for Surrey we are in a far stronger position than that and while the other Universities were waiting on MAC this University continued to develop their systems, of which Estates and Buildings form a part. All of the major activities of the Estates and Buildings department are computerised, mostly within, or connected to the MIS databsase, including: maintenance works planned maintenance and statutory obligations via Planned Preventative Maintenance Schedule project management space management purchasing/ordering stock control and management time management/charging for DEL staff All the financial elements of the systems are linked to the University ledger reducing the risk of clerical error and duplication of effort. As can be seen from this slide all the work we do, from changing a light bulb to major capital projects is connected via the use of job cards. A job card is required for all work and stores issues and contains details of where the work is required, the type of work required, the urgency of the work and who is to pay for it.
Importance of the key LINK of Space information Where it can be used See important links this could be expanded How many have there own data bases for space where are they coordinated-- why!! All of the major activities of the Estates and Buildings department are computerised, mostly within, or connected to the MIS databsase, including: maintenance works planned maintenance and statutory obligations via Planned Preventative Maintenance Schedule project management space management purchasing/ordering stock control and management time management/charging for DEL staff Incident management LTM and capital LTM Financial modelling All the financial elements of the systems are linked to the University ledger reducing the risk of clerical error and duplication of effort. Ability to do more
We cannot hide our UGLY buildings or poorly managed estate Mr Google shows the way!!! All of these are from Google earth
The challenges facing us at present is being able to demonstrate long term budgets to prepare institutes to understand overall costing. Expenditure maintain, comply and modify core group of buildings from 1992 to 2009 with 15 intensive years equates to 4.2% of the insurance replacement value (IRV) Extrapolated back 37 years the figure is approx less than 3% and prior to 1992 the figure is much less than 2%. HEFCE recommendation 4.5% of IRV Analogy Are you a fashionable and well dressed person in control and externally focused or are you last minute stretch it out a little beyond where it should type of person and then be forced in buying.!! Shoes / Coat / Jacket / shirt / tie / Suit
You may haave thought that the software and modelling behind this Life cycle approach is complicated and time consuming It flows automatically from the Job management systems that we need to undertake our day to day jobs Feed into strategic planning I piece if data used in Multiple areas Forward planning supported by actual historical costs Detailed understanding of the costs Usefull to a wider audience.
Types of Space have an impact on DEC Energy Models TRAC costing Control technology Space planning and perfromance KEY link is SPACE type, size, use, unique reference One University sues the Phone book to populate who is in space which is then validated by people soft which is linked to finance and funding. The only link they have not made is the link to timetabling to get the hours taught.
Some fot he things not included above are Leases, lets estate terrier Security systems and reports Bedroom management Building management DEPARTMS must be able to update their DATA SPACE BCM BIA Changing environment- research
Space Department / faculties Cost codes validated with research and teaching programs multi use sharing cost Tag assett to room Possible to apply and monitor all cost
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