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Closing the Gaps: Facilities Development and Planning Systems
Texas Higher Education Coordinating Board
February 26, 2004
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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
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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
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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
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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.
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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
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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
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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
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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
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TAIR Conference February 26, 2004
Master Plans, cont.
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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”
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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
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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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TAIR Conference February 26, 2004
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
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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
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TAIR Conference February 26, 2004
Room Utilization, cont.
Coordinating Board standards 38 hours per week for classrooms 25 hours per week for class laboratories
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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
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TAIR Conference February 26, 2004
Building Inventory
Data Elements Three General Areas for Data Collection
Identification Building Codes Building Size and Cost Data
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TAIR Conference February 26, 2004
Part A - Building Inventory
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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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TAIR Conference February 26, 2004
Part B - Room Inventory
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TAIR Conference February 26, 2004
Part C – CIP Report
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TAIR Conference February 26, 2004
Part D – Campus-Wide Summary
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TAIR Conference February 26, 2004
Part E – Space by Room Type
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TAIR Conference February 26, 2004
Part F - Room Inventory
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TAIR Conference February 26, 2004
Facilities Inventory System, cont.
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TAIR Conference February 26, 2004
Project Application System
New Construction Renovation Auxiliary Gifts, Purchase, or Real Estate Lease of Real Property Tuition Revenue Bonds
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TAIR Conference February 26, 2004
Project Application System, cont.
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TAIR Conference February 26, 2004
Project Application System, cont.
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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
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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
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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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TAIR Conference February 26, 2004
Space Projection Model, cont.
Five Factor Model Predicts need for education and general
space Does not include auxiliary space
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TAIR Conference February 26, 2004
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
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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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TAIR Conference February 26, 2004
Board Consideration
Board Standards Merit of the Project Staff Recommendations
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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
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TAIR Conference February 26, 2004
How to Contact Us
http://www.thecb.state.tx.us/ CampusPlanning/
512-427-6110