tech-talks aqip: comprehensive university space inventory process october 14, 2008 4 – 5pm

Tech-Talks AQIP: Comprehensive University Space Inventory Process

October 14, 20084 – 5pm

Academic Quality Improvement Program

AQIPAQIP is structured around quality improvement principles and processes and involves a structured set of goal-setting, networking, and accountability activities.

AQIP Cycles of Improvement

• Action– One-year cycle– 3 or 4 Action Projects– Annual updates

• Accreditation– Seven-year cycle– Check-up Visit– Reaffirmation of

Accreditation

• Strategy– Four-year cycle– Systems Portfolio– Systems Appraisal– Strategy Forum

AQIP Action Projects

• Action Project Goals– Focus and highlight Michigan Tech’s efforts in

undertaking specific improvement initiatives– Provide evidence to the HLC the Michigan Tech is

seriously committed to a regimen of continuous improvement

• Three Action Projects must be ongoing at all times

• Information on the projects must be shared.

AQIP Categories

Helping Students LearnAccomplishing Other Distinctive ObjectivesUnderstanding Students’ and Other Stakeholders’ NeedsValuing PeopleLeading and CommunicatingSupporting Institutional OperationsMeasuring EffectivenessPlanning Continuous ImprovementBuilding Collaborative Relationships

Summary of Action ProjectsTitle Michigan Tech

Title AQIP Kickoff Date Completion Date Status

Improving the Diversity of the Faculty

Improving the Diversity of the Faculty

June 1, 2006 Sept 29, 2008 Complete

Learning Space Enhancement

Classroom and Facilities Upgrade Plan

June 1, 2006 Oct 22, 2008 Final Report

Comprehensive University Space Inventory Process

Comprehensive University Space Inventory Process

June 1, 2006 Oct 14, 2008 Final Report

Carbon Neutral Carbon Counting June 1, 2007 TBD Ongoing

AQIP Action Project: Space

Presenters:

Walt Milligan, CIO

Mike Hendricks, Controller

Chuck Schaefer, Senior Programmer/Analyst

October 14, 2008

Tech Talks

Committee Members

Walter Milligan, Office of Information Technology, Chair

David Chard, Educational Technology Services

Kelly Dube, Accounting Services

Richard Elenich, Institutional Analysis

Brenda Helminen, Telecommunications Engineering

Michael Hendricks, Accounting Services

Patricia Muller, Facilities Management

Kathleen Pintar, Office of Student Records and Registration

Schedule

• Project proposed by Mike Hendricks in first round of action projects.

• First Meeting: January 23, 2007• Lots of interesting meetings• Lots of fun• Some pain• Lots of collaborative communication• Lots of great programming by Chuck

• Final Report submitted: May 12, 2008

Big-Picture Issues

• To calculate our federal indirect cost rate, we need to know a lot about space.

• How much is used for research?• What fraction of the time is it used for research?• What are the costs?

• To survive an audit, these numbers cannot be fairy tales.

Big-Picture Issues

• Need to know a lot about space for other reasons

• Public safety• Classroom and lab scheduling• Strategic planning, resource utilization• Telcom phones (including 911) and networking• Utilities and energy management

Major problems identified by committee

There are at least 12 major space databases or data repositories on campus.

• The data in the different databases is not consistent.• In many cases, the data is not consistent with physical

reality.• It is not always clear which database is authoritative.

When one database is updated, others do not usually receive the updated data.

• The databases are not user-friendly. Accurate data is hard to obtain, and data entry from data custodians in the different areas of campus is awkward, inconvenient, and often inaccurate.

Major problems identified by committee

Engineering drawings have not always been updated as buildings are modified. There are two major sets of drawings (Facilities and Telcom) that are not well coordinated. There is not a data custodian in Facilities to maintain the drawings.

Departmental Space Coordinators did not have good tools or procedures for updating their data in the authoritative databases.

Outcomes

1. A custom-written, web-based tool was developed that allows data custodians and Accounting personnel to access, update, and easily maintain most of the key space data in one, authoritative database.

System is named ASPIRE. (Accounting for Space, People, Indexes, Research and Equipment)

Chuck will demonstrate today.

Outcomes

2. Facilities re-assigned one of their engineers so that her primary responsibility is to upgrade, maintain, and distribute engineering drawings and other space data.

Pat Muller, AQIP committee member.

Outcomes

3. Procedures have been developed to coordinate and dynamically update data in different databases for consistency, and to identify errors and inconsistencies in data.

The tool is being integrated into key business processes of the university and has a lot of potential.

Mike Hendricks will discuss today.

Outcomes

Aspire Demonstration

Chuck Schaefer, Senior Programmer/Analyst

Enterprise Application Services

Office of Information Technology

Future Benefits

Integrated Solutions

Mike Hendricks, Controller

Accounting Services


Goal: Update the HR Campus Directory through ASPIRE

Comment: Currently, we are updating the ASPIRE system as room occupant changes occur. The HR Campus Directory is only updated once a year. The two systems should have the same information. Perhaps a separate issue, but we need to integrate ASPIRE with the proposed campus notification system.

Departments involved: HR + EAS


Goal: Complete the Metrics section of ASPIRE.

Comment: The University Space Committee is looking at space allotment based on the needs for the space. Although we have completed the first draft of the research $/nasf and student credit hours/nasf, we have not met to confirm that this is exactly what the University Space Committee needs.

We also need to address the assignment of room conditions in this section. Although we have completed our first survey of the Research room conditions per the NSF survey, we need to assign room conditions for learning centers. See also AQIP Learning Centers.

Departments involved: University Space Committee + RSP + Provost + EAS


Goal: Complete the new section of ASPIRE called RISK/VALUE

Comment: We need to create the central University repository of historical cost of building and contents as well as valuations used for insurance coverage, and other surveys. This central repository would be the source used for all future requests and we would eliminate using other legacy data bases.

Departments involved: Facilities + Risk Management + EAS + Accounting Services


Goal: Develop a long term plan for ASPIRE

Example: ASPIRE used for Facilities’ maintenance programs?

Comments: The space and equipment inventory process is an information learning process for everyone. The more that we (in central administration) work with the survey results, the more relationships we see between the different data elements. The more we see, the more “genius checks” we can build into the system.

Departments involved: EAS + Accounting Services + Surveyed departments


Linking the Image Now scanned documents to ASPIRE

Comments: The first application to link will be photographs of our equipment inventory. We already have 600 equipment photographs. Other scanned document types will be added as we proceed with both systems.

Departments involved: EAS + Accounting Services + ImageNow


On-line training sessions

Comments: We substituted large group training sessions for all space coordinators with one-on-one training sessions with individual academic departments. The results have been very satisfactory. We would now like to prepare on-line training that could be used as a resource for the academic departments, but the actual training for the administrative and auxiliary departments.

Departments involved: EAS + Accounting Services + Institutional Analysis + Telcom

Administrative Response

Space:the finalfrontier!

Administrative Response• Recommendation 1: Fully implement ASPIRE

– Survey departments to gain information about current occupants and use for all space

– Provide information about where to send changes in room use

– Require that transactions regarding space use are reviewed by the University Space Committee

– Presentation to Deans: University Space Committee August 28th 2008

– Presentation to Deans & Chairs: Fall 2008 TBA

Administrative Response• Recommendation 2: Establish a Space Database

Committee that meets quarterly to communicate upgrades and track progress– No need for a separate Space Database Committee; invite

representatives of support areas (AIS, Accounting, Facilities, Telcom, Institutional Analysis) to quarterly meetings jointly with the existing University Space Committee

– All Deans, Jim Heikkinen, Mike Hendricks are on University Space Committee (plus Registrar, Provost, CFO)

– Room upgrades and changes in use should be transmitted when they occur to the University Space Committee (Chair D. Greenlee)


• Recommendation 3: The Space Database Committee should consider pursuing the list of actions recommended in the final Action Project report.

• Facilities Issues, ongoing:– CAD drawings are being updated– Verification of assignable square ft.– Common areas need to be numbered– Resolve inconsistencies in building numbering



• Facilities Issues, ongoing:– Room condition/quality– Room instrumentation for classrooms/labs (e.g.

projection equipment, fume hoods, etc.)

Administrative Response• Recommendation 3: The Space Database

Committee should consider pursuing the list of actions recommended in the final Action Project report.

• Integration and Safety Issues (UMC/SA):– Phone directory and space assignment need to

agree– ASPIRE and the emergency notification system

need to be integrated



• Research and Sponsored programs, HR issues– Connect effort reporting and space use– Examine data on relationship between research

revenue and space use– Clarify occupant lists (e.g. graduate students, research

advisors etc. in labs)


• New Features?– Risk/value assessment

• Initial construction cost, upgrades, insurance value of contents

– Integrate with KITS Techfinder– room scheduling– use for facilities maintenance– Use for Public Safety’s key tracking– Use by OSHS to tag for 4 levels of hazardous waste– Reconcile with SLARDEF, Banner’s space/room module


• Final comments– Good system depends on consistent updating– Departments/Facilities need to notify the Space

committee re upgrades and reassignments– Show time-based changes in use (e.g. former

occupants, semester to summer, or day to evening changes in use)

– Consider a unique numerical identifier for each room– Applause that the team has consolidated 12 space

databases to a single one!!!!

QUESTIONSand

OPEN DISCUSSION

Next Tech-Talks AQIP: Learning Space Enhancement

October 22, 20084 – 5 pm

Alumni Lounge B

tech-talks aqip: comprehensive university space inventory process october 14, 2008 4 – 5pm

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