strategic management of university real estate supported by bim

Strategic Management of University Real Estate supported by BIM

An application to the real estate of the Greek University A.U.Th.

1

P5 Presentation

George Tzovlas|4118014

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Developments in Time

Late 2009 Greek Debt Crisis

May 2011 Reduced State Funding for A.U.Th.

January 2012 Research Begins

October 2012 A.U.Th. to buy new building?

November 2012 A.U.Th. Campus Facilities Closed

Need for a new Transparent, Rational and Coherent approach

• Proactive management • Optimally support A.U.Th.’s objectives• Conscious & evidence based• Task’s Complexity requires valid information

3

Research Proposal | Problem Statement

4

Research Proposal | Research Question

In which ways the decision making for A.U.Th. real estate can

further be professionalized?

5

Research | Theoretical Framework

Examine 4 CREM Perspectives

Strategic Financial

Functional Physical

In Different Levels

External environment

OrganizationRE Portfolio

Building Object

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Current Demand

Future Demand

Current Supply

Future Supply

Task

1

Task 3

Task 2

Task 4

4 Management tasksIn time

4 CREM PerspectivesIn Different Levels

CREM

Research | Theoretical Framework

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Four Management Tasks

Current Demand

Future Demand

Current Supply

Future Supply

Task

1Task 3

Task 2

Task 4

Task1. AssessAssessment on KPIsIdentify C Mismatch

Task2. EvaluateKPIs Benchmarking

Define F Match

Task3. ExploreExternal InfluencesInternal Strategies

Task4. ActThrough a Project

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Aristotle University of Thessaloniki

Case Study | Analysis

Thessaloniki CBD

A.U.Th. Campus

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Aristotle University of Thessaloniki

Educational Facilities: 300.000m2 UFA

80%

20%

-20€/m2

Endowments: 9.000m2 LFA

+60€/m2

Rented57%

Vacant43%

Aristotle University of Thessaloniki | Assessment

0 50 100 150 200 250 300

317

306

UFA m2 (x1000)

10


0 10 20 30 40 50 60

14

62

Students (x1000)

AUTh

AUTh

11



0 0.5 1 1.5 2 2.5

2.3

1.8

UFA m2 / StudentAUTh

NL HEI

0 5 10 15 20 25 30

21

27

Office Workplace m2AUTh

NL HEI

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year 2

004

year 2

005

year 2

006

year 2

007

year 2

008

year 2

009

year 2

010

year 2

011120

140

160

180

200

220

240

260

280

A.U.Th. Budget 2004-2011 (min. Euro)

-65%

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Aristotle University of Thessaloniki | Evaluation

Type Campus Faculty building Mismatch Cost Office EducationA Off School of Jurnalism & Media 418% 1000% 17% 42%

A Off School of Physical Training / Sports 137% 265% 34% 70%

B Off School of Fine Arts 80% 168% 10% 32%

B On Polytechnics 57% 0% 144% 47%

B On Veterinary 49% 0% 128% 35%

A On Law, Economics and Political .. 48% 28% 50% 71%

B On Chemistry 47% 0% 122% 35%

A & B On Dentistry 36% 0% 61% 60%

A On Theology 35% 0% 37% 81%

A Off School of Education 34% 0% 38% 74%

B On Agriculture & Forestry 33% 0% 29% 80%

B On Biology 27% 0% 37% 51%

A On Old School of Philosophy 24% 0% 24% 56%

A & B On Medicine 23% 0% 46% 31%

A On Building Complex of Education 22% 0% 24% 48%

A On New Philosophy 14% 0% 11% 37%

A & B On Applied Sciences 13% 0% 9% 35%

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A & B On Dentistry 36% 0% 61% 60%

A On Theology 35% 0% 37% 81%



B On Biology 27% 0% 37% 51%


A & B On Medicine 23% 0% 46% 31%




1. Off Campus Rented space 10x more expensive

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A & B On Dentistry 36% 0% 61% 60%

A On Theology 35% 0% 37% 81%



B On Biology 27% 0% 37% 51%


A & B On Medicine 23% 0% 46% 31%





2. Reduce Office Space(+48% in average)

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A & B On Dentistry 36% 0% 61% 60%

A On Theology 35% 0% 37% 81%



B On Biology 27% 0% 37% 51%


A & B On Medicine 23% 0% 46% 31%




3. Increase Educational Space(-52% in average)


2. Reduce Office Space

(+48% in average)


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Where?On-campus? Off-campus?

What?U&F in the appropriate

physical setting

OutcomeTest Feasibility

€

Goal: Cost-efficiency

U & F m2

Type Campus Faculty building Mismatch Cost Office EducationA Off School of Jurnalism & Media 418% 1000% 17% 42%Select

Synthesis | Project Definition

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Project’s Business Case

Project’s Design Brief

Valid Information for Decision Making

€

Goal: Cost-efficiency

U & F m2

Type Campus Faculty building Mismatch Cost Office EducationA Off School of Jurnalism & Media 418% 1000% 17% 42%Align Type Campus Faculty building Mismatch Cost Office EducationA X School of Jurnalism & Media 0% 0% 0% 0%Match

Synthesis | Project’s Concept

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Design Brief

Design

LCC criterion

Selected Design

Building in Use

CREM Cost Efficiency

CREPortfolio

SelectedProject

Strategic level

Operational level

Connect

Current Goal

Realization

BIM

Synthesis | Process Framework

Programming & Design

Business case development , School of Journalism & Media

Financial AssessmentA.U.Th. Financial Requirements

A.U.Th . Stategists & Decision Makers

External Environment & Market : Stakeholders

Functional Assessment

Building Object Assessment

Project Realization

CREMVerification

Thessaloniki PopulationFunctions, Attractiveness & Quality of Space

Public OpinionPublic Investments’ Social Returns

Ministry of FinancesA.U.Th. Budget

Market & Industry PartiesMarket Demand for Economic Transactions

(Inter)National R&D partiesMarket Demand for Collaboration, Synergy benefits

Public Stakeholders

PrivateStakeholders

A.U.Th.D.M.

A.U.Th.Goals,

Strategy

A.U.Th.Database

CREAV

Forecasting

A.U.Th.Real Estate

Strategy

Service Providers PartiesSpecialization, Performance Enhancement

DesignersDesigners

Condition Surveyor

Condition Surveyor

ConstructionOr

Reconstruction

Concept Design

FS BIM model

Design Brief

Technical Design

Brief Fit?

Yes

No

Design Fit?

No

Yes

A.U.Th.Project Formation & Organization

Selection

Criteria

CS/FD

Financial Assesment

Yes

Future Financial Model

No

Asses Ownership

Model

Same Model(A)

Find Alternative

ModelCS/FD


Yes

Future Functional Model

No

Asses Functional

Model

Same Model(A)

Find Alternative

Model

Specific Functional Requirements

Future Functional

Model

Feasibility Analysis

Validation of Business Case Information

Review Case’s Specifications

SelectionContractor Appointed

LCC realize?

No

Strategy/CaseNo

Review strategy

Future Site&Building

Site&Building:Quality for given costs

FD UFA

Site&Building:Seek

Alternatives€/m2

Site&Building:Keep


No

Yes

No

Yes

Building’sCondition

Building’sRelated

InformationBuilding

info

Building Information Registration

Manual Documentation

And/Or Laser Scan

Prepare building

information model

FS BIM model

FS Site & Object’s

InformationIntegration

of Information

CRE as the 5th Resource

Selected Design to be realized

Realized ProjectFS is CS

Realized ProjectFS is CS

TenderProject Realization

Ministry of EducationStudents, Teaching Staff, Academic Program

Municipality of ThessalonikiCity Attractiveness

Planning AuthoritiesInfrastructure & Sustainability

Input for Design Brief

Yes

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Pre A

A B

C

D

E

F

Design of a 7 step Process

• 4 Preliminary Steps: PreA - C

• CREM decision in step D

• Alignment in step E

• Realization in step F

Synthesis | End Prodcut

Step A t -4

A.U.Th. Strategists& Decision Makers

Input • External Environment• A.U.Th. Database KPIs Decisions• A.U.Th. Performance• CRE PerformanceOutput• A.U.Th. Goals• CRE StrategyAV• By Forecasting• Strategic Management

Based on Evidence

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A.U.Th. Stategists & Decision Makers

A.U.Th. SenateA.U.Th. Senate

A.U.Th. Rector’s CouncilA.U.Th. Rector’s Council Vice Rector,

Financial Planning & Development

Vice Rector, Financial Planning & Development

Ext.Public Stakeholders

Ext.PrivateStakeholders

A.U.Th.D.M.

A.U.Th.Goals,

Strategy

A.U.Th.Database

CREAV

Forecasting

A.U.Th.Real Estate

Strategy

A.U.Th. RepresentativeA.U.Th. Representative

CRE as the 5th Resource

CRE performance

E&F

Pre A

End Product | Step by Step

A.U.Th. Organizational Performance

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Profitability KPIs | CRE Value €

Demand OrientedRent to partners

Supply OrientedSell Residual m2

Market Orientation

Forecast

A.U.Th. CRE Performance

-% €m2

Today

- m2

+ €Decide

Network

Virtual

Step B t -3

Project’sBusiness Case

Input • A.U.Th. Goals• Budget• Core Business Activities• Users

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Decisions• Project Current

Performance• Financial model• Functions & Users

Output• Future Financial Model,

Feasibility• Future Functions &

Users, towards a strategic Model, C/N/V

AV• Rationalization• Transparency• Professionalization


Business case development , School of Journalism & Media

Financial AssessmentFunctional Assessment

CS/FD

Financial Assesment

Yes

Future Financial Model

No

Asses Ownership Model

Same Model(A)

Find AlternativeModelCS/FD


Yes

Future Functional Model

No

Asses FunctionalModel

Same Model(A)

Find AlternativeModel

Future Functional

Model

Feasibility Analysis

General Economic ServiceGeneral Economic Service

Property & ProcurementDivisionProperty & ProcurementDivision

A

C

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• Frequency rate - FR

hrs Used/hrs Available

• Occupancy rate -Occ

Users/UFA x hrs Used

• Define Space Utilization

FR x Occ

Financial Assessment

• Assess Book versus Market

Values

• Assess Cost of Ownership

• Feasibility Studies

Step C t -2


Input • Strategic information

from the Project’s business Case

Decisions1. Costs/Benefits, Quality2. Future Site & Location3. Availability of Building

Information

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Output• First BIM Model • Integrated Building

Information• Strategic & Operational

AV• Integrated & Valid

Management Info• Increased Transparency


Journalism & MediaTech. Manager Journalism & MediaTech. Manager

Journalism & Media Users’ Comittee

DesignersDesigners

Condition Surveyor

Condition Surveyor

Future Site&Building

Site&Building:Quality for given costs

FD UFA

Site&Building:Seek

Alternatives€/m2

Site&Building:Keep


No

Yes

No

Yes

Building’sCondition

Building’sRelated

InformationBuilding

info

Building Information Registration

Manual Documentation

And/Or Laser Scan

Prepare building

information model

BIM model

FS Site & Object’s

Information

Integration of Information

B

D


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• Site Qualities

Infrastructure , Accessibility, Parking

• Building Object Qualities

Spatial Configuration – Distances & Relations

Technical Condition – Maintenance Costs

Energy Consumption – Operating Costs

CREM

A.U.Th.Real Estate

Strategy

Implementation Process ManagerImplementation Process Manager

StrategyCaseNo

A) Review strategy

Yes

A.U.Th. RepresentativeA.U.Th. Representative

FS BIM model

Integrated Project’s Information

FS BIM model

B) Review Project

Verified Wish-list

Step D t -1

CREM VerificationInput • A.U.Th. RE Strategy• Integrated Valid Project

Information (BIM)

Decisions1. CREM decision for the

specific Project2. Adapt top-down

RE Strategy or bottom-up Project specifications?

Output• A.U.Th. Wish-list for the

project, as input for the Design Brief.

• Stimulation of Decision Making

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AV• Increased Forecasting

Capacity• Proactive & Strategic• Transparent Decision

Making on Valid Information

C

ABIM 4D

Time Simulation & Test


Step E&F t 0 & t+1

From Strategy to Implementation

Input 1. A.U.Th. Wish-listDecisions1. Project Formation2. Design Evaluation3. Design Development4. Project’s LCC /

Performance5. Contractor Selection

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Output• Design Brief • Selected Project Design• Realized Project• Related Info in BIM (+)

AV• From Strategy to

Implementation and back• Management Information

for CREM t +2

Programming & Design

Project Realization

Yes

NoYesNo

Yes

NoDesign Brief

Project Start

Select Concept Design Brief Technica

l Design

LCC

Design

Selected Design

BIM model

BIM model

ArchitectArchitect

EngineersEngineers

TenderSelectContractorRealization

Realized ProjectRealized Project

D


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Design Brief Development

• Define Criteria & Conditions for the Design

Distance of X from Y

-Classroom depth from façade

-Classroom door from staircase

Design & Construction

Generate Feedback Information

Evaluate % success – BIM 4D minimizes risk

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Answer to the Research Question

• A.U.Th. CREM can further be professionalized

• Proactive , thus Strategic

• Decisions based on Valid Information

• Through a Transparent Process

• Evolution of A.U.Th.’s CREM in time?

Research | Conclusions

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Past Present Short-Term Mid-Term Long-Term

CREM

CREM

CREM

Incremental Reactive

CRE CollectionOn-CampusOff-Campus

Task Manager

Assessment, Consolidation & Restructuring

Control Risks

Support User’s Activities

Reduce Costs

RE portfolio Analysis,Need to Act on the ProblemPrepare Project

ControllerAnalytical, Transparency

?

Research | Recommendations

32


CREM

CREM

CREM



Task Manager

Act on the Problem

Reduce Footprint

Operate the ProcessProject: School of Journalism

Deal MakerProblem SolvingStandardization

Consolidation Restructuring

Control RisksReduce CostsSupport Activities

Controller

AnalysisProjectPreparation

?


Deal Maker

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CREM

CREM

CREM



Task Manager

ForecastingStrategic Decision Making

Improve Quality

EntrepreneurMatch Market Options



Controller


Increase RE Value

Increase Satisfaction

Increase Flexibility

BIM database

Act on the Problem

ReduceFootprint

ProjectGenerated InfoIn BIM

Conclusions | Evolution

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Present Short-Term Mid-Term Long-Term Future

Support Culture

Entrepreneur



Controller


Stimulate Innovation

Support Image

Stimulate Collaboration

Deal Maker

Act on the Problem

Reduce (-)Footprint

ProjectGenerated InfoIn BIM

ForecastingStr. Dec. Making

BIM Database

Business Strategists

Network

Virtual

Increase (+)RE ValueFlexibilitySatisfactionQuality

CREM

CREM

CREM


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CREM

• Rational & Proactive

• Prevention of unforeseen “Corrections”

Campus Management

• Sensitivity & Responsibility

• Transparency


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Time Awareness

Decide and Act before it is too late


Thank you

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The End

strategic management of university real estate supported by bim

Documents

greek university

step process

educational space

office space

campus facilities

prea c crem decision

step e realization

step d alignment