Tracking & Reviewing Research Space Usage
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Transcript of Tracking & Reviewing Research Space Usage
Office of Technical Services
Tracking & Reviewing Research Space Usage
Tony WoodsDeputy Director, OTS
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Overview• Griffith & Office of Technical Services • Space Management Role• Previous Research Space Surveys• National Research Developments• Current Review – over 400 rooms• Lessons Learned
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Griffith University• Five campuses across
Brisbane – Gold Coast corridor– Southbank, Nathan, Mt Gravatt, Logan,
Gold Coast • Approx 32,000 students• New medical & dental schools & film school
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Office of Technical Services (OTS)• Formed 1997 – most Griffith technical staff• Approx 115 permanent & 20 casual staff• Primary role – technical staff support to teaching & research• Other responsibilities include:
– Operating technical stores, workshops, animal facilities, anatomy facility
– Timetabling technical teaching space– Specialist H&S services and advice– Space Management
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OTS StructureDirector
Deputy Director – Planning & Quality
Cross Campus Support Operations
4 xCampus Managers
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Space Management Role• Most technical space in University:
– Teaching & research labs & studios– Other technical facilities –
stores, workshops, specialist facilities• Approx 30% of all Uni space• Space & Key database developed as management
tool
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OTS Space & Key Database• Developed in Microsoft Access• Comprehensive details on all rooms for which OTS has
management responsibility (1,300 rooms)• Accessible by managers & staff from any location• Web-interfaced• Linked to key database (over 5,300 keys)• Security safeguards for key data• Room Condition information added
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Research Space• 2001: DVC(R) requested survey of research area
usage• New module for Space & Key Database• Survey conducted using contract Project Officer• Repeated after 18 months • 2004: Space management policy modified
– PVCs responsible for assignment of research space
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National Research Developments• Research Quality Framework (RQF)• ‘Building University Diversity’• Increased focus on research quality• Required Unis to review research effort and
directions• Reflected in Griffith University Strategic Plan
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Review of Research Areas• Led by DVC(R) – to ensure usage optimised &
aligned with University’s strategic directions• Major instrumentation facilities also surveyed• Restricted to science, technology & health areas• OTS asked to conduct review• Over 400 rooms across 4 campuses• Very wide range of disciplines eg. chemistry,
biosciences, engineering, medicine
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Review StagesStage 1: Planning
2: Confirm Current Users3: Gather Room Data4: Utilisation Status5: Future Needs & Major Instrumentation
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Stage 1: Planning • Consultation with DVC(R)• Agreement on data sought• Planned detailed timelines & stages of project• Two OTS team leaders assigned to assist part-
time with project, plus admin support • Database field structure updated
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Research Data Collected
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Stage 2: Confirming Current Users• Project announcement - DVC(R) email to PVCs,
Deans, HOS and Research Centre Directors• Personal visits to HOS and Res Centre Directors
to confirm element and academic responsible for each area
• Database updated with revised information
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Stage 3: Gathering Room Data• Email (Lotus Notes) to each academic responsible • Included extract from Space & Key Database
relating to their room• Researcher updated room details & sent reply via
email• Updated info pasted into Database.
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Stage 4: Utilisation Status• Conducted by OTS Project Officers• Inspected each room, noted room condition, and
assigned utilisation status• Inspection consistency through guidelines & some
joint inspections
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Stage 4: Utilisation Status (contd)• Utilisation status:
– Overcrowded– Fully & Efficiently Utilised– Potentially Some Spare Capacity *– Significant Spare Capacity *– Vacant/Available *– Unknown
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Stage 5: Future Needs & Major Instrumentation
• Future space needs (1 to 5 years) requested from HOS & Res Centre Directors
• Major Instrumentation Facilities surveyed – current & planned
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Data Consolidation• Database updated with room data, utilsation
status, and condition• Master room-data spreadsheet submitted to Office
for Research• Future usage & instrumentation facilities data
completed• Submitted to DVC(R) for analysis & review • OTS to provide advice based on local knowledge
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Some Lessons Learned• Process Review• Advance Planning• Face to Face Meetings• Technology Use• Local Knowledge• Policy & Procedures Revisions
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Conclusion• Review in response to national & Strategic Plan
focus on research quality• Surveyed research activity in over 400 spaces
across 4 campuses• Sought future space needs & major
instrumentation data• DVC(R) to review usage & if necessary re-allocate
some research space
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Questions ?