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Space Utilization Advisory Committee Space Utilization Advisory Committee

Space Utilization Advisory Committee - PowerPoint Presentation

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Space Utilization Advisory Committee - PPT Presentation

November 14 2017 Topics Building and Room Inventory Overview Facilities Condition Index FCI FY 2018 Deferred Maintenance Project Request Process Building and Room Inventory All state universities are required to maintain a building and room inventory of its Education and General Eam ID: 700723

room building fci maintenance building room maintenance fci inventory campus thecb amp project condition deferred required projects facility process

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Slide1

Space Utilization Advisory Committee

November 14, 2017Slide2

Topics

Building and Room Inventory Overview

Facilities Condition Index (FCI)

FY 2018 Deferred Maintenance

Project Request ProcessSlide3

Building and Room Inventory

All

state universities are required to maintain a building and room inventory of its Education and General (E&G) space.

This

inventory is resident on the THECB web site, and must be submitted in the format as designed by the

THECB

Even

though non-E&G space is not required to be submitted, most institutions, including TWU, submit dormitories and athletic

buildings

To

ensure data accuracy, each institution is audited every 5 years by a team comprised of one THECB auditor and two peer auditors from other universities chosen by the

THECB

A

sample of 35 rooms is selected by the THECB, and the team physically visits each room to determine if the room matches the data submitted to the

THECB

TWU

was last audited in January 2016, and passed the audit with no deficiencies. Bill Beckham has been a peer auditor for two

auditsSlide4

Building and Room Inventory

Building Defined

The

structure is attached to a foundation,

The

structure is roofed,

The

structure is serviced by a utility (exclusive of lighting), and

The

structure is a source of maintenance and repair activitiesSlide5

Building and Room Inventory

Required

Building

Information

Building Number

Building Name

Condition

(Several categories from satisfactory to requires demolition

)

Ownership

Location

On-Campus, Off-Campus, Remote (more than 20 miles from campus

)

Building

Type (General Purpose, Academic, Residence,

Auxiliary)

Initial

Occupancy

Date

Number

of

Floors

Gross

Square

Feet

Zip

CodeSlide6

Building and Room Inventory

Required

Room Information

Building

Number

Room

Number

Classification

of Instructional Program (CIP)

Room

Type

(office, classroom, class lab, etc.) 113 Categories

Functional

Category

(How is the room used) (Academic support, research, maintenance,

mechanical

) 53 Categories

Percentage use -

Most rooms

are 100 percent (Exception Example

: Pioneer Hall the main gym floor

is used

for teaching

kinesiology, athletics, and other events)

Net

Assignable Square Feet (NASF)

Student

Capacity

(Not required on all rooms, but required for classrooms, class labs, reading rooms, etc.)

Floor

(where room is located

)Slide7

Building and Room Inventory

Texas

Higher Education Coordinating Board Building and Room Inventory

https

://

www1.thecb.state.tx.us/apps/facinv/FacSearchBldgResults.cfm

Reporting Manual for Texas Universities CBM 014 (Building) and CBM 011 (Room Inventory)

http://

www.thecb.state.tx.us/reports/PDF/10000.PDF?CFID=69307924&CFTOKEN=23906046

Classification of Instructional Programs (CIP)

https://

nces.ed.gov/ipeds/cipcode/Default.aspx?y=55

Slide8

Building and Room Inventory

CodedSlide9

Building and Room Inventory

TranslatedSlide10

FACILITY CONDITION INDEX (FCI)

FCI is a benchmark indicator for facility conditions based on industry standards.

FCI is used to track recommended maintenance schedules, compare buildings across a portfolio and track when building systems need replacement.

FCI can be used for Strategic Capital Planning for campus assets.Slide11

FACILITY CONDITION INDEX (FCI)

Starts with a Facilities Condition Assessment (FCA)

TWU recently completed an FCA in 2016 with support from VFA

Overall campus inspection process to identify deficiencies

Based on established expected life cycles for materials and equipment

Provides the framework for future deferred maintenance planningSlide12

FACILITY CONDITION INDEX (FCI)

Deferred Maintenance –

Maintenance work deferred on a planned or unplanned basis to a future budget cycle, or until funds are available

Capital Renewal –

Cyclic reinvestment in, or replacement of, capital assets; to extend the useful life and retain usable condition

Capital Replacement Value –

The “actual” cost of replacing a facility today, to perform a similar function and comply with

all

updated applicable laws, codes, and regulations

FCI =

DM/CRV

eg

.

$100/$1000 = 10%Slide13

CAMPUS

TOTAL FCI

AVERAGE

AGE (years)

Houston

Campus

0.08

11

Dallas Campus

0.04

5

Denton Campus E&G

0.28

51

Denton Campus Auxiliary

0.33

47Denton Campus Housing0.4127Total TWU 0.27

FCI and Average Age of Facilities for Denton CampusesSlide14
Slide15

2018 Renewal Cost for Building Systems – Due Now

Anticipated Renewal Cost for Buildings Systems through 2038

$334,230,000

$4,575,216Slide16
Slide17

Fiscal Year 2018

Maintenance & Operation Projects Slide18

Improvements

to FCI after FY 2017 DM Projects Slide19
Slide20

Project Selection & Implementation ProcessSlide21

Project Selection Process

Projects are prioritized utilizing VFA Renewal Reports

Project are selected to lower FCI and increase overall campus condition.

Projects

that are identified by VFA for renewal and not selected

become deferred maintenance.

Projects are

prioritized on a critical and non-critical basis.

The

Maintenance & Operations

projects are a mixture of both E&G and

Auxiliary,

and

include:

deferred

maintenance,

large

non-routine maintenance items,

facility

adaptations,

building

improvements,

and

Infrastructure

FMC also evaluates Life

safety/code

issues through the VFA requirements index and recommendations from TWU’s Risk Management department and the State Office of Risk Management. Project selection is based on assets in deferred maintenance that pose the greatest potential risk. Slide22

Project Process

Project Information Form

Project Request Form

Authorized Signatures From VP or Provost

Disapproved

Approved

Customer is notified

PO is sent to Vendor/Contractor

Preconstruction & Planning Slide23

Questions?

Sources:

APPA Institute for Facilities Management and Texas Higher Education Coordinating Board (THECB)