September 2009

Julie WalshDirector, Office of Space Management

Associate Director, Facilities Management and Planning

Sucheta Kulkarni

GIS Coordinator, Office of Space Management

University of Michigan Medical School

September 2009 2

Medical School Space Management

Business driverso Space is expensive and scarceo Rising utility costso Accurate record of space needed for indirect cost

recovery audit

Stumbling blocks Ad hoc and anecdotal decision making

• Takes a lot of time• Perceived as unfair• Unclear expectations

September 2009 3

Centralized approach• Space Ownership - Institution• Ultimate Decision maker – Dean’s office• Decisions based on defined utilization criteria• Faculty committee for policy & peer review• Space Management and analysis by multiple entities• Data updated continuously

Total system

September 2009 4

Medical School Space Management

Management by metrics

• Defining metricso $ per square foot

• Setting benchmarkso Cover space costs

September 2009 5

Medical School Space Management

Medical School Space Reporting

September 2009 6

Space Productivity

M-SpaceM-DASH

This tool displays components of the space productivity metric ($/sqft)

Dashboard providing data on key indicators such as days cash on hand, NIH market share, and rate of research growth (awards)

Web applications

September 2009 7

Medical School Space Reporting

Strategic Space Planning

“Stacking Diagrams” provide another perspective for looking at space; useful for Departmental move planning.

8

Space Utilization by Department

Fixed Assets Inventory

Space Utilization by Room Type

September 2009

Medical School Space Reporting

GIS Enabled Enhanced Space Analytics

9September 2009

Medical School Space Reporting

GIS Enabled Enhanced Space Analytics:

PI Productivity & Location

Average Productivity of Occupants

Medical School Space Reporting

Space Productivity Report

Demo M-Space

September 2009 10

Need for GIS based Analytics Capabilities

• Background:• Historically, space analysis done with manual process

utilizing data from disparate sources

• Challenges: • Resource intensive, time consuming, data inconsistency• Increasing need for analysis and decision support for facility

management• Analysis becoming multi-dimensional; needing both

geographical and business data

Leading to- Initiative to build capability for efficient facilities

planning & management Development of Geographical Information System (GIS)

based capability for geo-spatial analysis for space management

11September 2009

Facilities Management Process

Transformation with GIS

Before GIS After GIS

Info Hand Drawn

Manual Automated

September 2009 12

…….Reduced space requests turnaround time from days to minutes

13September 2009

GIS Enabled Enhanced Space Analytics:

Space Utilization using multi-dimensional attributes: Location of all autoclave rooms

Space Utilization across multiple floors and buildings

14September 2009

GIS Enabled Enhanced Space Analytics:

Building Occupancy By Department in 3-D

Building Occupancy By Space Usage in 3-D

Medical School GIS Project:

• Scope & Status:• Analysis capabilities: Single or multi-dimensional spatial

analyses using data attributes • Information update frequency: Monthly• Total users = 70• User makeup: Space managers, Department Administrators,

Assoc. Deans• Positive response for current capabilities • Strong demand for future business analysis capabilities from

user base

• Resources:• Cross functional team to setup the initial scope (Med School

Facilities, Finance, MSIS & AEC)• GIS Expert (part-time)

• Key Technology Components: ArcMap & ArcReader

15September 2009

“Live” Demo

GIS based Space Management Capabilities

September 2009 16

Future GIS Projects:

September 2009 17

Asset Mapping for Disaster Recovery

Capital / Renovation Project Location Tracking

HVAC Zone Mapping

Value to Medical School:

18September 2009

Lessons Learned• Approach space management as a “system”• Dedicate enough resources• Define metrics and set benchmarks• Strive for accurate & timely data• Make the rules clear and visible• Rules apply to everyone• User involvement increases buy-in• Create meaningful reports• Full support of the dean is critical

September 2009 19

20

Contacts:

Data Contact: Julie Walsh, Director

orlyk@umich.edu

Technical Contact: Sucheta Kulkarni, GIS Coordinatorsuchetak@umich.edu

Office of Space Management: 734.647.2788University of Michigan Medical School

September 2009

September 2009 21

Space Productivity

23

GIS Data Monthly Update Process:

Microstation CAD

floorplans

M-Pathways Data

WarehouseSpace infoUsage info

UMMS Data Warehouse

Business infoFinancial info

ArcReader 9.3(Viewer only)

ArcGIS 9.3(GIS analysis)

Medical School GIS Project: Data Architecture

Medical School GIS Project: Technical Solution Details

Software:• ArcGIS 9.3 – to create, view, analyze geo-located business

information. • ArcReader 9.3 - a web-based light wt viewer used by majority

of end users (“general users”) to view and print geo-located business information

• Oracle – Ora9i - business information repository• BrioQuery Explorer 6.6.4 – data exchange between Oracle and

ArcGIS using M/S Excel format• Microstation XM – CAD software for floor plans

Hardware: • Server - Novel file server HP Proliant DL280 ; 1.4 GHZ Pentium

processor and 2-4 GB RAM ; holds GIS data • End user Desktops - Intel Core 2 Duo E6550 2.33 GHZ

processor with 4GB of RAM and an 80 GB of hard drive

• Phase 1 & 2 completed• Develop, test and tune

• Phase 3 - WIP• Deployment to wider user base in progress• Total users (70)• User makeup (Space managers, Department administrators, Assoc. Deans)• Positive response for current capabilities • Strong demand for future business analysis capabilities from user base

• Phase 4 – n:• Expand capabilities to include-

− Display real time data− Automation of monthly deployment− Standard automated analysis− Output customization− Process for data fidelity check (cross-referencing)

GIS Deployment Status:

• RSB GIS Initiative enabled:• Faculty and Program assignment• Kiosks “Way finding” Application

• Future initiatives to support recruitment, alumni analyses • Space Information and Real Estate Planning – Campus

GIS• School of Natural Resources • Utilities and Plant Engineering:

• interested in leveraging GIS for HVAC planning to combat rising energy costs

• CSCAR• MAP Library• School of Public Health

GIS on UM Campus:

29

1850-2010 Medical School Occupied Space

Medical School Cumulative Net Assignable Square Footage (NASF)

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,0001

85

0

18

55

18

60

18

65

18

70

18

75

18

80

18

85

18

90

18

95

19

00

19

05

19

10

19

15

19

20

19

25

19

30

19

35

19

40

19

45

19

50

19

55

19

60

19

65

19

70

19

75

19

80

19

85

19

90

19

95

20

00

20

05

20

10

20

15

20

20

Oc

cu

pie

d S

pa

ce

(N

AS

F)

Note: non-clinical lease space included beginning 2001

Medical School Owned/Leased Space:1985-2020 w/ NCRC vs. New Construction

1948-1958 1959-1968 1969-1978 1979-1988 1989-1998 1999-2008 2009-201835.9% 73.4% 37.7% 28.3% 36.2% 42.9% 29.6%

Medical School Space Growth by Decade

w/ Pfizer

100,000

300,000

500,000

700,000

900,000

1,100,000

1,300,000

1,500,000

1,700,000

1,900,000

2,100,000

1985 1990 1995 2000 2005 2010 2015 2020

Ow

ned

/Lea

sed

Sp

ace

(NA

SF

)

UMMS Owned/Leased Space w/ Pfizer and Lease Consolidation

UMMS Owned/Leased Space w/o Pfizer Occupation or Lease Consolidation

KEC & MSRB I

MSRB II

MSRB IIICCGC

BSRB (257K NASF)

Kresge Complex (134k NASF)

Eye Center (2010)

Faculty Office Space (2013)

New Research Bldg (2014)

New Research Bldg? (2019)

PFIZER Buildings (UMMS occupied)

*Modeled Occupation of Pfizer Lab Buildings of .536M NASF + UMMS portion of offices

Annual Capital Expenditures and Facilities Operating Expenses – UMMS (FY09)

• Capital Expenditures1

• Debt $4.8M− Interest $1.7M− Principal $3.1M

• Depreciation $37.8M

− Buildings $26.7M − Equipment $11.1M

• Construction $11.8M

$54.4M

Operating Expenses Facilities

$31.5M Utilities

$19.5M Plant Ops

$9.2M OSEH

$0.46M UMMS Facilities

$2.0M CACR, LSI, P Commons $0.3M

Operating Leases $5.1M

$36.6M

Total (Cap & Op Ex): $91M

Facility Expense2: $61.35/SF

91%

4%5%

CapEx

Fac. Related OpEx

All Other UMMSExpenses

Note: (1) Income Statement Basis (e.g. Assets added and depreciation begins as buildings are used, not cash outlay basis. (2) UMMS Space FY2009 = 1,483,225 Occupied SF

KPI Deployments: Space Productivity

Space Productivity• Primary metric:

− $IDC/sqft - Indirect research expenditures per sqft of research space − FY2008 School calculation:

$75.2M IDC recovery in associated space 853K net assignable sqft of research space $88 IDC/sqft

• IDC/sqft - Informing operational and financial decisions:− Funds flow to departments− Medical School Space Policy

• Providing Incentives for efficient use of research space:− Executive Incentive Compensation for Department Chairs & Administrators− Basic Science Departments− Faculty rewards

÷

Space Productivity Incentive Goal:

The Medical School has set a goal of reaching a space productivity level of $110 IDC/sqft for all Medical School research expenditures occurring in Medical School net assignable space. The $110 IDC/sqft target will hold steady for FY2008-FY2010 to encourage and reward movement towards the target over time.

For FY2009, Departments will be assessed on their IDC/sqft metric over the one-year period July 1, 2008 to June 30, 2009.

The metric of IDC/sqft will be calculated using average occupied Medical School space and research expenditures attributed in the Medical School over the fiscal year. Median IDC/sqft will be calculated for Departments with occupied space, excluding outliers.

KPI Deployments: Space Productivity