Facilities Managers Development Group

June 11, 2008

ICTAS- Corporate Research Center

Meeting Opened By: Dawn Maxey

Special Guest: Dixon Hanna, Associate Provost for Academic Planning, Resources & Space

Business Discussed:

Dixon Hanna addressed the FMDG group about the evolution of space planning and the current changes underway for space and capital planning at the University. The current state of space planning was determined to be antiquated and causes SCHEV reporting issues. Also, the Controller’s office completes a separate bi-annual research space survey, which can cause confusion on space assignment. The Provost Office is working to consolidate these processes into one system for the University.

Current changes that are underway in the space planning process include, notifying senior mangers, procurement of the Archibus software, initiation of an academic space planning process and funding for a new inventory of academic space. The Provost’s office sent notification to senior managers in May 2008. This memorandum discussed in detail specific challenges that the University is facing with space assignment, such as demand for more research space, assigning spaces across multiple colleges, the decentralization of space “ownership”, and the high costs of renovations and leasing spaces. The University is developing guidelines for space assignment and management. The University is also acquiring the Archibus software, which will be compatible with Banner. This software will allow many layers of information to be added about each college, such as, the spaces their departments occupy along with building information and GIS. These developments will be implemented over time and phased in as funding is identified. This project will take several years to fully implement. The first critical steps will take place in the summer and fall semester of 2008, which will be the development of an accurate room inventory database and the development and phase in of a set of policies and procedures to guide the reporting of space use, once the inventory system is up and operating.

Dixon also addressed the changes underway in the capital planning process. Capital Planning is based on the Academic or Strategic plan and the Campus Master Plan. This process determines VT’s capital needs based on space analysis, planned growth, strategic priorities, facility condition, building age and other measurable metrics. An annual Capital Needs Plan is developed for financing options. The pre-planning stage is being reintroduced to the capital planning process. The pre-planning stage will design to schematic phase (15%) to verify program, scope, budget and infrastructure/site issues for all projects prior to inclusion in the capital budget. This stage will require coordination between all participates in the capital process.

The Provost’s office is placing emphasis on multi-disciplinary research space and research space productivity. They are also implementing the CRC research space and CCA2. There will also be renewed emphasis on instructional space. Over the past years there has been loss of classroom space to departmental use and failure to include new classrooms in capital projects. The Provost office will be working to renovate compatible spaces for classrooms, along with addressing the needs for a new class room building.

Dixon thanked the group for having him as the guest speaker and then opened the floor for questions. There were positive comments about the transition to Archibus and the reinstating of the preplanning process. There were also questions about adding in leased space into the Archibus system. These leased spaces will eventually be added into the Archibus system as it is being developed. There were no further questions for Dixon.

Dawn asked the group to be thinking about future meetings and who we would like to see as guest speakers or tours. Please send your meeting suggestions to Dawn Maxey or Lylah Shelor.

Meeting Adjourned

Next Meeting: July 9, 2008 – ICTAS- Corporate Research Center