Closing the Gaps: Facilities Development and Planning Systems

Texas Higher Education Coordinating Board

February 26, 2004

TAIR Conference February 26, 2004

Organization

Assistant CommissionerFinance, Campus Planning, and Research

Deborah L. Greene

Director Campus Planning

Nancy Ellen Soteriou

Program DirectorRoberta Rincon

Program DirectorKeith Wildes

Administrative TechnicianTorca Bunton

TAIR Conference February 26, 2004

Closing the Gaps by 2015

Participation Add 500,000 more students

Success Increase by 50% the number of identifiable

student successes from high quality programs

TAIR Conference February 26, 2004

Closing the Gaps by 2015, cont.

Excellence Increase the number of nationally recognized

programs or services Research

Increase the level of federal science and engineering research funding by 50% to $1.3 billion

TAIR Conference February 26, 2004

We must be good stewards of the state’s - and the student’s – resources

Develop and maintain facilities that: Promote the campus mission of instruction,

research and service Are attractive to students, faculty, and the

community Operate in an efficient and effective manner

Closing the Gaps by 2015, cont.

TAIR Conference February 26, 2004

Statutory Requirements

Chapter 61 of the Education Code Formulas for Space Utilization Facilities Standards Facilities Planning Project Approvals

New Construction Repair and Renovation Property

Audit of Facilities

TAIR Conference February 26, 2004

Campus Planning Responsibilities

Review and evaluate project applications Support the Committee on Campus

Planning and the Board Develop and maintain Board rules related

to facilities Shared oversight of Office of Civil Rights

Priority Plan regarding Texas Southern University and Prairie View A&M University

TAIR Conference February 26, 2004

Campus Planning Responsibilities, cont.

Review, evaluate, and report Master Plans (MP1) Deferred Maintenance (MP 2-3-4) Classroom and Class Lab Utilization Facilities Inventory System Space Projection Model Higher Education Assistance Fund (HEAF) Tuition Revenue Bond Projects

TAIR Conference February 26, 2004

Master Plans

MP 1 Planned construction, renovation, information

resources, and land acquisitions planned for the next 5 years

MP 2-3 Deferred maintenance needs and a schedule to

address them MP 4

Actual expenditures on accumulated deferred maintenance for the previous fiscal year

TAIR Conference February 26, 2004

Master Plans, cont.

TAIR Conference February 26, 2004

MP 1

Consolidated with the Bond Review Board’s Capital Expenditure Plan

Presented to the Committee on Campus Planning in September

Projects submitted for approval must be included on the MP1 unless the institutions could not “reasonably have foreseen the project need”

TAIR Conference February 26, 2004

MP 2-3: Deferred Maintenance

Accumulated deferred maintenance projects from prior years not included in the maintenance program priority status was perceived to be lower than

those funded within the budget Critical deferred maintenance

place facilities, occupants, or mission at risk

TAIR Conference February 26, 2004

Replacement Value

Question: How much would it cost to replace an institution’s E&G space? Methodology considers a building’s FUNCTION rather

than its actual construction cost Calculated annually

Uses facilities inventory Uses historical construction costs

Used to determine deferred maintenance to replacement value ratio

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DM/RV Ratio

This ratio only includes reported deferred maintenance on E&G facilities

Used to evaluate project applications Coordinating Board standard:

DM/RV < 5%Deferred Maintenance

Replacement Value

TAIR Conference February 26, 2004

Room Utilization

Not calculated for health-related institutions Calculated for classrooms (RT 110) and class

laboratories (RT 210) Utilization = Duration ÷ Number of rooms

Duration is the number of 50-minute hours of scheduled class time, as reported in an institution’s certified CBM 005 report

Room counts are pulled from the facilities inventory

RT = Room Type

TAIR Conference February 26, 2004

Room Utilization, cont.

Coordinating Board standards 38 hours per week for classrooms 25 hours per week for class laboratories

TAIR Conference February 26, 2004

Facilities Inventory System

Updated and maintained by the institutions Used to predict space need, calculate

utilization, and evaluate projects Currently updating systems to move from

mainframe to server easier to maintain on-line updates

TAIR Conference February 26, 2004

Building Inventory

Data Elements Three General Areas for Data Collection

Identification Building Codes Building Size and Cost Data

TAIR Conference February 26, 2004

Part A - Building Inventory

TAIR Conference February 26, 2004

Room Inventory

Data Elements Four General Areas for Data Collection

Identification Function Codes

The room inventory structure separates a specific Room Type, usage and program area.

Pro-rations of Use A room can be reported with up to three use/program

areas. Room Type cannot be prorated.

Room Size

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Part B - Room Inventory

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Part C – CIP Report

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Part D – Campus-Wide Summary

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Part E – Space by Room Type

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Part F - Room Inventory

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Facilities Inventory System, cont.

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Project Application System

New Construction Renovation Auxiliary Gifts, Purchase, or Real Estate Lease of Real Property Tuition Revenue Bonds

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Project Application System, cont.

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Project Application System, cont.

TAIR Conference February 26, 2004

Project Application System, cont.

Each institution has a FICE code and Password to enter the system

Only certain individuals have the password to submit the application If you belong to a system, the system will

usually review the application and submit it

TAIR Conference February 26, 2004

Process Overview

Institutiondetermines aproject need

Institution obtainsinternal approvalto move forward

Project receivesBoard of Regent’s

approval

Institution submitsa project

application to theCoordinating

Board

CB staff reviewsthe application and

completes aproject briefing

sheet

CB staff makes arecommendation

for approval(or not)

Commissioner/Committee/Boardreview the briefingsheet and approve

the project

TAIR Conference February 26, 2004

Space Projection Model

Board Review Consideration of proposals for facilities

projects

Resource Allocation Infrastructure Formula Funds Higher Education Assistance Fund Tuition Revenue Bonds Project Evaluations

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Space Projection Model, cont.

Five Factor Model Predicts need for education and general

space Does not include auxiliary space

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Space Projection Model, cont.

Universities & Technical Colleges

Health-related Institutions

Teaching space X X

Library space X

Clinical space X

Research space X X

Office space X X

Support space X X

TAIR Conference February 26, 2004

Evaluation of Projects

Submitted to Office of Campus Planning Briefing Sheet prepared based on

information in application Evaluated against Board standards Presented to Commissioner or Committee

on Campus Planning May be referred to Board

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Board Consideration

Board Standards Merit of the Project Staff Recommendations

TAIR Conference February 26, 2004

Project Tracking

Coordinating Board is required by statute to track project status

Institutions are required to report the status of an approved project to the CB on an annual basis

The Project Application System will be modified to incorporate project tracking Project status will be collected until the project is

included in the institution’s facilities inventory

TAIR Conference February 26, 2004

How to Contact Us

CampusPlanning@thecb.state.tx.us

http://www.thecb.state.tx.us/ CampusPlanning/

512-427-6110