Western Oregon University

Wheaton College (MA)

Whitworth University

Widener University

Wilkes University

Williams College

Worcester Polytechnic Institute

Worcester State College

Wright State University

Xavier University

Yeshiva University

Youngstown State University

Don’t Leave Your Facilities Needs to ChanceWhat campus leaders can do when rolling

the dice doesn’t work

Sightlines Webinar with Dr. Tim Carey of Ithaca College

June 30, 2016

Meet Your Webinar Hosts

2

Caroline Johnson

Regional Service Manager

Sightlines

Dr. Tim Carey

AVP/Chief Facilities Officer

Ithaca College

3

Agenda

Introduction to Ithaca and their partnership with

Sightlines

Ithaca’s Story – Tim will share how Ithaca

College used a building portfolio analysis to

inform master planning initiatives across

campus.

Executive takeaways and concluding thoughts

Questions & comments

Feel Free to Start a Dialogue with Our Presenters

Enter questions in the box at any time. We want to hear from you!

Enter questions

here at any

point during the

webinar

Presentation slides

and webinar

recording will be

sent to each

attendee following

today’s session

4

Introduction & Ithaca’s Story –How Ithaca College used a building portfolio

analysis to inform master planning initiatives

across campus

Institutional Profile

> Located in Ithaca, NY

> 6,723 Students

> 2.6M GSF

> 85 Buildings

> 400 Maintained Acres

> Sightlines Member since 2006

6

7

Is Facilities Management like Monopoly?

• There are numerous key

players/constituents involved

• Every player/constituents may have a

different priority than yours

• Strategic investments are required

• Different properties hold different

values

Ithaca College

8

0%

5%

10%

15%

20%

25%

30%

35%

% o

f C

on

str

uc

ted

Sp

ac

e

Sightlines Database- Construction Age My Campus

Building Risk Affected by Construction VintageP

re-W

ar

Built before 1951

Durable construction

Older but typically lasts longer P

os

t-W

ar Built between 1951 and

1975

Lower-quality construction

Already needing more repairs and renovations

Mo

de

rn Built between 1975 and 1990

Quick-flash construction

Low-quality building components

Co

mp

lex

Built in 1991 and newer

Technically complex spaces

Higher-quality, more expensive to maintain & repair

Pre-War Post-War Modern ComplexPercent of Total

Space 56%Percent of Total

Space 31%

Majority of campus space built in Post War and Complex era

Percent of Total

Space 13%

Percent of Total

Space 0%

9ROPA+ Data

Projecting Future Physical Profile

From FY13-FY18*, 20% of space will move into the Over 50 age category

21%13%

34%

31%

39%

26%

17%23%

18%

38% 38%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

FY2013 FY2018 FY2023

% o

f To

tal C

am

pu

s G

SF

Campus Renovation Age

Under 10 10 to 25 25 to 50 Over 50*No New Space or demolitions

for 2018 or 2023 projection

10ROPA+ Data

$-

$20.00

$40.00

$60.00

$80.00

$100.00

$120.00

A B C D Ithaca E F G H I

$/G

SF

Total Asset Reinvestment Need

Database Avg Peer Group Avg

A Higher Asset Reinvestment Need

11ROPA+ Data

> Campus was built during a time of lower quality construction

> Projections showed campus aging at a rapid rate

> Total Asset Reinvestment Need was above peer and database levels

What Ithaca Knew

12

Is Facilities Management like Monopoly?

• There are numerous key

players/constituents involved

• Every player/constituents may have a

different priority than yours

• Strategic investments are required

• Different properties hold different

values

WITHOUT A PLAN YOU WILL LOSE

13

Losing Isn’t Fun!

14

Chance at Ithaca

15

The Bottom-Up, Top-Down Approach

Project Identification

•Inventory

•Interviews

•Other studies

Project Codification

•Timeframe

•Package

•Investment Criteria

Project Selection

•Project scores

•Meet investment objectives

Building Portfolio Creation

•Group Buildings

•Outline investment strategies Funding

Identification

•What financial resources are available?

Funding Allocation

•By Portfolio

•By Investment Criteria Multi-year

capital

investment

plan

Technical

Strategic

16

Our Campuses Are Made Up of Buildings

These buildings are NOT created equal

17

Factors to Consider when Creating Portfolios

Replacement

Value

Building Need

Net Asset Value

Building

Characteristics

Purpose

Age

Condition

Location

Function

Mission

Institutional

Focus

Academic

Requirements

Student Needs

Requirements

Historical

Significance

Safety/Code

Recruitment/

Retention

Transitional

Space

Adaptive Reuse

Grounds &

Infrastructure

Athletic Fields

Utility Needs

18

When Rolling the Dice Doesn’t Work…

DATA can.

19

The Data

20

Identified Needs by Timeframe - $175M Total

Timeframes A, B & C

$98.0

$45.1 $31.7

$0

$20

$40

$60

$80

$100

$120

Timeframe A (1-3 years) Timeframe B (4-7 years) Timeframe C (8-10 years)

To

tal N

ee

d, $

in

mil

lio

ns

Identified Needs by Timeframe

# of

projects1,146 548 466

21

Identified Needs by Timeframe - $175M

Timeframes A, B, C & Quads only

$61.5

$45.1

$31.7 $36.5

$0

$10

$20

$30

$40

$50

$60

$70

Timeframe A (1-3 years) Timeframe B (4-7 years) Timeframe C (8-10 years) Quads

To

tal N

ee

d, $

in

mil

lio

ns

Identified Needs by Timeframe

# of

projects820 548 466 326

22

Capital planning is

more than just a

project list.

Our Experience Tells Us…

23

Capital Upkeep Stage

Rep

air a

nd

Main

tain

Portfolios by

Net Asset Value

(Replacement Value - Building

Needs)

Replacement Value

Systemic Renovation Stage

Tra

nsit

ion

/ G

ut

Ren

ovati

on

Sta

ge

>80%

<80%<60%

>60%

24

Strategy Outplays Chance

Taken from the Ithaca College 2015 Master Plan

25

Taken from the Ithaca College 2015 Master Plan

26

Match Program Value to Campus Need

Pro

gra

m V

alu

e

Stewardship

Maintain/RepurposeTransitional

Buildings

Major Capital

Renovations

Poor Building Condition,

High Program Value

Excellent Building Condition,

High Program Value

Excellent Building Condition,

Low Program Value

Poor Building Condition,

Low Program Value

(NAV)

(Ma

ste

r

Pla

n)

27

Major Capital

Renovations

Transitional Buildings

Stewardship

High

Value

Low

Value

Poor

Towers Dining

Hall

Williams Hall

Emerson Hall

(NAV)

(Ma

ste

r

Pla

n)

1

2

3

4

5

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Pro

gra

m V

alu

e

Building Condition

Maintain/Repurpose

Excellent

Terrace 4

Moving Away From the Chance Pile

29

30

Playing Monopoly the Ithaca Way

› Continuous sharing of data between all parties

› Maximize involvement of your staff

› Constantly evolve your process and update findings based on feedback

› Narrow down and identify critical needs

› To ensure that the condition of Ithaca College’s existing campus was

fully considered in concert with the Campus Master Planning Process Goal

Steps

Taken

Outcome

at Ithaca

› Master Plan and Year 1 Deferred Maintenance spending APPROVED

in May 2015

› A 5 Year strategic financial plan for Deferred Maintenance was

approved during Fall of 2015

31

> Getting a seat at the table is not a given

> Use data to support your case to drive greater buy in

> Your bank is not limitless

> Adopt a portfolio strategy that narrows the scope of your need to more manageable components

> Taking a card from the chance pile yields too much risk

> Avoid keeping your data in a silo!

> Rolling the dice is a risk you cannot take

> Keep your data up to date and relevant

Outplaying Chance

32

Questions?

Please remember to complete the survey after the webinar ends.

Thank you!

Stay Current with Latest Trends and Best Practices

Let us keep you current, visit our Insights page

34

If you haven’t downloaded

our report, The State of

Facilities in Higher

Education: 2015

Benchmarks, Best

Practices & Trends, please

go to sightlines.com to

download your copy today.

Sign up for our monthly

newsletter

Read our blog, explore our

content

35

Facilities Intelligence from Coast to Coast

Why Attend:

Learn how to implement industry best practices on

your campus

Network with other finance and facilities leaders in

your area

Discuss solutions to your most challenging issues

Explore how to get the most from your Sightlines’

membership

No vendors will be present

Get a taste of our national Insights Summit event,

which will be held in the fall of 2017 Strategic, solutions-driven workshops designed to foster

peer collaboration, problem solving, and action planning