University Estate Management Systemsand Financial Management

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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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  • ’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
  • University Estate Management Systemsand Financial Management

    1. 1. Promoting excellence in the strategic planning, management, operation and development of Higher Education estates and facilities Derry Caleb Chairman of AUDE and Director of Estates and Facilities University of Surrey <ul><li>AUDE, Sheraton House, Castle Park, Cambridge, CB3 0AX </li></ul>University Estate Management Systems and Financial Management
    2. 2. University Estate Management Systems and Financial Management Derry Caleb Chairman of AUDE and Director of Estates and Facilities University of Surrey <ul><li>The HE Estate overview </li></ul><ul><li>Systems integration </li></ul><ul><li>Financial performance </li></ul><ul><li>Data capture </li></ul><ul><li>Successful Long Term investment - Life cycle analysis and transparency </li></ul>
    3. 3. University Estate Management Systems and Financial Management <ul><li>Sector >£25billion and over 1,6Million students </li></ul><ul><li>25 Million sq meters 84% Freehold and 10% long lease </li></ul><ul><li>Total land (maintained) in HE 7000Ha plus woodland, farmland and other </li></ul><ul><li>More than 250,000 beds </li></ul><ul><li>Energy £490m per annum 7,700Million Kwh </li></ul><ul><li>£52m water and sewerage 25 million cubic m </li></ul><ul><li>Maintenance costs £750m and Cleaning £289m </li></ul><ul><li>Property costs around 10% of Income excluding rent ! </li></ul>
    4. 4. University Estate Management Systems and Financial Management <ul><ul><li>White paper -Willets reference to cost </li></ul></ul><ul><ul><li>Efficiency and Modernisation Report </li></ul></ul><ul><ul><li>&quot;The HE sector needs to understand and be transparent about all of its costs, identify the costs for operating in different business cultures and delivery methods and be able to demonstrate performance and the value for money from each institute.&quot; </li></ul></ul><ul><ul><li>Capturing information - costing activities. </li></ul></ul><ul><ul><li>Sustainability </li></ul></ul>
    5. 5. University Management Systems Overview Estates and Facilities University Faculties/Departments University Vision and Strategic Plan Financial Strategic Plan Estate Strategic Plan Academic plans Business plans Performance Research Students Staff Legislation Compliance Job Management Condition Appraisal <ul><li>Marketing </li></ul><ul><li>Prospective students </li></ul><ul><li>Business and research partners </li></ul><ul><li>Conference guests </li></ul><ul><li>Local Regional Authorities </li></ul>Additional Stakeholders H & S Planned Maintenance Business Continuity Compliance Hazards Waste management University Risk register Utilities-Consumption Facilities <ul><li>Government Bodies, HESA </li></ul><ul><li>Local Planning </li></ul><ul><li>Sport and Recreational </li></ul><ul><li>HSE </li></ul><ul><li>Research Funding Bodies </li></ul>
    6. 6. Data Systems Integrated Approach Resource Database <ul><li>Ledger Finance </li></ul><ul><ul><li>Transaction </li></ul></ul><ul><ul><li>Agresso </li></ul></ul><ul><ul><li>Timely </li></ul></ul><ul><li>Projects </li></ul><ul><li>Project Management </li></ul><ul><li>System </li></ul><ul><li>Microsoftproject </li></ul><ul><li>Security, Health </li></ul><ul><li>and Safety </li></ul><ul><li>Incident report </li></ul><ul><li>Risk </li></ul><ul><li>Asbestos </li></ul><ul><li>Historical Data </li></ul>Space database - Autocad - Archibus Assett managemnet Archibus Task/Job Costs Timetabling CMIS Facility Kinetix, other <ul><li>Strategic Planning </li></ul><ul><li>Master plan </li></ul><ul><li>Google earth </li></ul><ul><li>Student record </li></ul><ul><li>Time tabling </li></ul><ul><li>SITS </li></ul><ul><li>Unique references </li></ul>Personnel Record People soft Risk Management Business Continuity -ICMP -Impact Assessments Sustainability Energy, Environ .Team Performance Management BMS/Metering Trend- Sauter-Team
    7. 7. Data Systems and activities Space Links University Space Database <ul><li>Finance </li></ul><ul><li>Space recharges </li></ul><ul><li>Asset management </li></ul><ul><li>Recharging. </li></ul><ul><li>Expendit. by site, Bldg, Division, </li></ul><ul><li>Dept or by assett </li></ul><ul><li>TRAC </li></ul><ul><li>Projects History </li></ul><ul><li>Location </li></ul><ul><li>Project Management </li></ul><ul><li>System </li></ul><ul><li>Microsoft project </li></ul><ul><li>Health and Safety </li></ul><ul><li>Risk, Asbestos, </li></ul><ul><li>Historical Data </li></ul><ul><li>Permit to work </li></ul><ul><li>Space database </li></ul><ul><li>- Autocad Drawings Areas and attributes </li></ul><ul><li>Archibus access and control </li></ul><ul><li>Site-Building-Floor-Room-Room% </li></ul><ul><li>Division(Finance AOU)-department- cost centre </li></ul><ul><li>External users EMS HEFCE </li></ul>Assett management Task/Job Costs PPM-Mtc history Replacement program LTM schedules Utilisation of space Teaching, research, offices, all space <ul><li>Strategic Planning </li></ul><ul><li>Master plan-Space allocation-T&C planning-Estate terrier </li></ul><ul><li>Student record </li></ul><ul><li>Time tabling </li></ul><ul><li>Unique course ref. </li></ul>Personnel Record Location of staff Risk Management Hazard location Incident-events-BCM Key equipment-Assett Business Continuity - ICMP, hazards -Impact Assessments BCM evaluation Performance Management Activities, Jobs, people, Energy, CARBON Timetabling All space, CMIS, Kinetix
    8. 8. Metering - Data Systems Integrated communications TEAM M&T Software Radio Receiver Strategically located Radio Receiver Strategically located TREND 963 BMS IT Infrastructure
    9. 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
    10. 11. University Estate Management Systems and Financial Management
    11. 12. <ul><li>Types of space have a major impact on the average running costs and are reflected in TRAC and the property costs for space. </li></ul><ul><li>Capital varies from around £1800/m2 to £4500/m2. </li></ul><ul><li>Key links in the process is Location and Room number. </li></ul>University Estate Management Systems and Financial Management
    12. 13. Estates & Facilities System Approach <ul><li>University systems </li></ul><ul><li>Estate Managed Data </li></ul><ul><li>Space Database </li></ul><ul><ul><li>Autocad </li></ul></ul><ul><ul><li>Archibus </li></ul></ul><ul><li>Strategic Planning </li></ul><ul><ul><li>Master Planning </li></ul></ul><ul><li>Risk Management </li></ul><ul><li>Assett Management </li></ul><ul><li>Business Continuity </li></ul><ul><ul><li>ICMP </li></ul></ul><ul><ul><li>BIA </li></ul></ul><ul><li>Job Costs/Operational </li></ul><ul><li>Projects </li></ul><ul><li>Security </li></ul><ul><li>Health & Safety </li></ul><ul><ul><li>Risks </li></ul></ul><ul><ul><li>Asbestos </li></ul></ul><ul><ul><li>Historical Data </li></ul></ul><ul><ul><li>Hazard </li></ul></ul><ul><li>BMS </li></ul><ul><li>Non Estate Packages </li></ul><ul><li>Personnel Records ( People Soft) </li></ul><ul><li>Ledger Finance ( Agresso) </li></ul><ul><li>Timetabling (CMIS Facility) </li></ul><ul><li>Risk Management </li></ul><ul><li>Business Continuity </li></ul><ul><ul><li>ICMP </li></ul></ul><ul><ul><li>BIA </li></ul></ul><ul><li>Student Records (SITS) </li></ul><ul><li>Research Contract </li></ul>
    13. 14. Space data collection Link to Finance
    14. 15. Space categories and costs <ul><li>All space is categorised by TRAC type and this is based on Capital Value and complexity. </li></ul><ul><li>There are 5 different levels of capital value, we could increase this where appropriate. </li></ul><ul><li>Maintenance will follow a similar pattern and highly serviced space will predominantly require more maintenance. </li></ul><ul><li>Present systems will collect all costs associated with building locations and if required rooms or labs. The system can be expanded to include departmental equipment and or research equipment. </li></ul><ul><li>All utility costs will be recorded by buildings and we will be charging faculties and departments on actual use (where possible) rather than campus average. </li></ul><ul><li>We need to review IRV and check the value . </li></ul><ul><li>All of this data is collected via normal good practise of estate asset management. </li></ul><ul><li>The same process can be used to evaluate the actual costs of a range of activities and departments. </li></ul>
    15. 16. Infrastructure/Property costs <ul><li>Some costs are average costs per m2 and managed similar to the infrastructure charge. </li></ul><ul><li>£80/m2 to £200/m2 (Property costs EMS 2008-9) </li></ul><ul><li>What about capital cost equivalent rental value £150/m2 to £350/m2 </li></ul>
    16. 17. Thank you AUDE

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