Contents 1Introduction to the project 4

1.29Further Development

Whilst these systems have been continually developed on a joint basis to achieve an effective space records resource a number of development requirements have been identified, particularly in relation to updating base data and flexibility of reporting.

• 
  it is paperless
  
• 
  transparency and accessibility to data and plans by all departments
  
• 
  live [or near live] data will be viewed on line by selected networked PC’s with the facility to update data without special software, allowing a dynamic content to the database and reports
  
• 
  no need for manual input of [verified] amendments in Estates Office
  
• 
  more frequent reconciliation of records
  
• 
  potential use of existing data from outset
  
• 
  enhancement of professionalism, accountability and service of the Estates Office
  
• 
  accurate data can be applied to space analysis, allocation and rationalisation studies
  

The updated system will allow the Estates Office to expand the database to store more information such as building condition, statutory requirements and costs as well as overall site and building statistics. This should support the reporting requirements of the EMS survey, Transparency Review and the assembly of performance indicators where the ability to relate student, staff and financial data to space, not only across the whole University, but by faculty, department, research institute, building, room and activity, will be invaluable.

In addition to the above the system has the capacity to

• 
  ultimately interface with other Management Information Systems such as Syllabus Plus and SAP to further enhance space management and financial management opportunities
  
• 
  offer FM information on services and servicing levels with weighting of costs e.g. by activity, where considered appropriate
  
• 
  hold a hierarchy of plans in addition to basic layout/room allocation e.g. services/electrical – potentially with a hyperlink for ease of access via the web
  

Issues to be addressed as development proceeds include:

• 
  information security and a hierarchy for managing the system
  
• 
  identification of an individual in a Department or perhaps at Faculty level, as a 'space' contact
  
• 
  training the nominated contacts to use the system and understand its purpose.
  

1.30Summary

• 
  The range and detail of the data held by the collaborating HEIs varies considerably and all are expanding their data to enhance their understanding of space use.
  

• 
  The best systems in use include:
  

• 
  Web access for the whole institution
  
• 
  Plan based visualisation and analysis tools
  
• 
  Comprehensive data tailored to the space management systems in use
  
• 
  Occupation and room quality data
  
• 
  Classification of rooms by teaching, research, administration and other uses.
  

• 
  Annual space data updates are carried out at most HEIs, using data provided by the occupying departments, informally verified by the space managers’ detailed knowledge of the estate. Records for updating are usually provided in paper or spreadsheet form.
  

• 
  HR data is usually unsuitable for identifying space occupiers because it lacks details such as job description, includes individuals who do not occupy space and excludes visiting and emeritus academics who do. E-mail lists often provide the most regularly updated source of occupier names, but do not coincide with staff FTE numbers.
  

• 
  All the universities said centrally provided data could be relied on only after being checked by departments.
  

• 
  In most cases Estates Departments do not access financial data directly for performance measurement.
  

• 
  Some universities believe making occupation and utilisation data transparent increases efficiency for three reasons:
  

• 
  it puts pressure on occupiers to relinquish space when they have an unfair share
  
• 
  it educates occupiers about space use and the cost of space
  
• 
  it helps users plan their space efficiently
  

• 
  Relatively little data is required for the least sophisticated forms of space charging, more for space allocation based on space standards, while central timetabling and utilisation analysis add a further data requirement.
  

6Central timetable of pooled teaching rooms

The approach to central timetables of pooled teaching rooms at the sample of HEIs varies in detail rather than in principle. The main areas of discretion will now be reviewed.

Directory: estates
estates -> Dear friends and neighbours
estates -> King’s College Estates Records
estates -> Catalogue compiled by Jude Brimmer from a card catalogue by Michael Stansfield at the King’s College Archive Centre, Cambridge, as part of the ‘Promotion of Public Access to the King’s College Estates Records’ project supported by the Heritage Lottery
estates -> Fuel Card No Fuel Type Diesel/Petrol/Electric/Other Mileage

Download 412.01 Kb.

Share with your friends: