Strategic Planning Power: Life Cycle and Space Utilization Tools S06

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1 Strategic Planning Power: Life Cycle and Space Utilization Tools

2 Strategic Planning Power: Life Cycle and Space Utilization Tools This presentation is protected by US and International Copyright laws. Reproduction, distribution, display and use of the presentation without written permission of the speaker is prohibited.

3 Strategic Planning Power: Life Cycle and Space Utilization Tools This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to constitute approval, sponsorship or endorsement by the AIA of any method, product, service, enterprise or organization. The statements expressed by speakers, panelists, and other participants reflect their own views and do not necessarily reflect the views or positions of The American Institute of Architects or of AIA components, or those of their respective officers, directors, members, employees, or other organizations, groups or individuals associated with them. Questions related to specific products and services may be addressed at the conclusion of this presentation.

4 Learning Objectives Evaluate life cycle and space utilization tools to advance the strategic plan, design and sustainable renovation Identify ways that life cycle and space utilization tools may better assist clients to assess and improve existing space Recognize the connection between the use, renovation, and re-use of space and a building's "life cycle," as well as the value of being able to articulate that connection to clients and funders

5 Speakers (List alphabetically by last name regardless of speaking order) Rick Biedenweg, PhD The Pacific Partners Consulting Group Sally Grans-Korsh, FAIA System Director, Facilities Planning and Programming Office of the Chancellor Minnesota State Colleges and Universities ( )

Facilities Condition Index (FCI) used in Master Planning and

6 Agenda 1. System Understanding and Objectives Applicability to other Owners 2. Life-cycle Modeling 3. Configuring the Model 4. Deliverables and Results 5. Facilities Condition Index (FCI) used in Master Planning and Capital Budget 6. Space Utilization used in Master Planning and Capital Budget The Pacific Partners Consulting Group and Office of Chancellor Facilities

1/3 of the State s Building Space 7 state universities

communities 21 million square academic 5 million square

7 1/3 of the State s Building Space 7 state universities 25 community technical colleges 54 campuses in 46 communities 21 million square academic 5 million square feet revenue 6,937 acres with 320 acres of roof Other State Agencies 28.8 Million GSF Mn State Colleges & Universities 26 Million GSF University of Minnesota 28.5 Million GSF

9 Problem Solvers Architects Assist Owners: decipher building condition & usage issues Analysis: Thoughtful - Key is Building Knowledge Communication Skills: Be a Translator/Interpreter Linkage of Concepts: Condition Use - Function Options for Actions: Vision Incremental Plan Usage Average Weekly 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 7:00 AM 8:00 AM 9:00 AM 10:00 11:00 AM 12:00 AM AM 1:00 PM2:00 PM 3:00 PM 4:00 PM 5:00 PM 6:00 PM 7:00 PM 8:00 PM 9:00 PM 10:00 PM Hour

10 Budget History Example of Proposed Requests to Actual Budget Proposed: Major Capital: $270 million $280 million $344 million Major Repair $220 $307 $356 Initiatives $ 24 $ 20.2 $14 Property $ 20 $ 13.2 $10.8 Total: $554 $620.4 $724.8 Actual Requests to Enacted Funding: $ in millions / / Capital Budget Request $214.4 $230.0 $268.4 $292.6 $280.4 $350.2 Appropriation Enacted $ $ $218.6 $213.6 $191.4 $ % of Request 67% 57% 81% 73% 68% 67%

11 Backlog and 10-year Forecast Campus: SF Bldg: Fine Arts -1 CRV ($000's): $120 Building Number: 006A GSF: 48,470 Year Built: 1953 FCI: 0.12 Backlog and 5 year Renewal Forecast by building ($000's) Subsystem: Backlog Total b.1 Building Exteriors (Hard) $ $0 $0 $0 $0 $0 $336 c.1 Elevators and Conveying Systems $0 $0 $136 $0 $0 $0 $136 d.1 HVAC - Equipment/Controls $176 $0 $0 $0 $0 $0 $176 e.1 HVAC - Distribution Systems $0 $805 $0 $0 $0 $0 $805 f.1 Electrical - Equipment $291 $0 $0 $0 $0 $0 $291 h.1 Fire Protection $205 $0 $0 $0 $0 $0 $205 i.1 Built-in Equipment and Specialties $0 $218 $0 $0 $0 $0 $218 j.1 Interior Finishes: Walls, Floors, Doors $302 $0 $0 $149 $0 $0 $451 Total by building $1,310 $1,023 $136 $149 $0 $0 $2,618 The Pacific Partners Consulting Group

12 Renewal Curves Annual Renewal Needs $80.0 $70.0 $60.00 $50.0 $40.0 $30.00 Renewal Average $20.0 $10.0 $ Year The Pacific Partners Consulting Group

13 Why are These Useful? Save money Increase (the likelihood of) funding Improve project scheduling Integrate with modern capital plans Provide alignment with space utilization needs The Pacific Partners Consulting Group

14 Typical Campus Objectives Predict (system-wide) when building systems need dto be replaced or renovated, and dthe associated costs. Estimate the magnitude of the backlog (DM) Tool for potential building owners, current and for planning Provide a sustainable planning tool: system profiles of each building easily updated inexpensive to implement and maintain The Pacific Partners Consulting Group

15 Typical Underlying Objectives Collect information that will support the creation of multi-year capital plans. Save money a) minimizing (or eliminating) condition assessments b) identifying buildings to consume c) consolidating capital projects within buildings across systems The Pacific Partners Consulting Group

16 Life Cycle Modeling and Renewal Curves Concept of Life Cycle Planning: Three Key Elements: (1) Building Systems have known life expectancies. (2) Remaining life of each building system can be estimated. (3) Renewal costs can be accurately estimated. The Pacific Partners Consulting Group

17 Maintenance Definitions Annual Expenditures for Facilities Maintenance Definitions: Routine Maintenance: periodic tune-ups Modernization Routine Maintenance Capital Renewal: replacing major subsystems Backlog Renewal Renewal of Backlog (DM): necessary renewal work that has been deferred Modernization: responding to changes in standards and/or program The Pacific Partners Consulting Group

18 Example of a Renewal Curve MnSCU Renewal Needs over Time Millio ons of $$$ $140 $120 $100 $80 $60 $40 $20 $ Year The Pacific Partners Consulting Group

19 Example of a Renewal Curve Renewal Needs over Time State Space $200 Millions of $$$ $150 $100 $50 $ Year The Pacific Partners Consulting Group

20 What Contributes to Renewal Cycles? MnSCU Campus Construction Cycles MnSCU GSF by Construction Data (GF Space only) 6,000,000 5,000,000 4,000,000, 3,000,000 2,000,000 1,000,000 0 GSF The Pacific Partners Consulting Group

21 Configuring g the Model Process for Developing a Facilities Renewal Resource Model All Facilities 1. Determine focus of Capital Renewal/Deferred Maintenance Study 2. Group facilities into common categories facilities to be included Categories of Facilities facilities excluded 3. Identify sub-systems for each facility category Subsystems 4. Determine life cycle and renewal cost parameters for each sub-system Life cycle and cost The Pacific Partners Consulting Group

22 Why Costs are Accurate Costs are determined from Actual Campus Experience: these are also the Current Replacement Value costs Bid documents and schedules-of-values are used for actual projects. This information is compared with a PPCG data base of over 25 million gsf of actual university projects (adjusted for labor rates and special circumstances). The resulting cost data is then tested against industry experience, for validation purposes. The Pacific Partners Consulting Group

23 Facilities Condition Index = FCI FCI = Deferred Maintenance Backlog (Backlog) divided by the Current Replacement Value of the physical plant(crv). CRV is calculated based on the cost of replacement from the square footage and type of building (simple, complex, etc.). This is updated d with inflation. Backlog calculated each year from the data entered by the campus. Key indicator of the campus/building conditions! Campus/owner coordinator for this FRRM activity is important!

24 FRRM Results Campus: SF Bldg: Fine Arts -1 CRV ($000's): $120 Building Number: 006A GSF: 48,470 Year Built: 1953 FCI: 0.12 Backlog and 5 year Renewal Forecast by building ($000's) Subsystem: Backlog Total b.1 Building Exteriors (Hard) $336 $0 $0 $0 $0 $0 $336 c.1 Elevators and Conveying Systems $0 $0 $136 $0 $0 $0 $136 d.1 HVAC - Equipment/Controls $176 $0 $0 $0 $0 $0 $176 e.1 HVAC - Distribution Systems $0 $805 $0 $0 $0 $0 $805 f.1 Electrical - Equipment $291 $0 $0 $0 $0 $0 $291 h1fi h.1 Fire Protection ti $205 $0 $0 $0 $0 $0 $205 i.1 Built-in Equipment and Specialties $0 $218 $0 $0 $0 $0 $218 j.1 Interior Finishes: Walls, Floors, Doors $302 $0 $0 $149 $0 $0 $451 Total by building $1,310 $1,023 $136 $149 $0 $0 $2,618 The Pacific Partners Consulting Group

25 FRRM Results MnSCU Renewal Needs over Time $140 $120 $100 $80 $60 $40 $20 $ Millions of $$$ $ Year The Pacific Partners Consulting Group

26 Mn State Colleges & Universities Benchmark Data - FCI System Low 25th Average 75th High University of Texas (15) University of Hawaii (11) CUNY (21) SUNY (36) California State University (24) Minnesota State Colleges and Universities (53) Oregon University System (7) University of California (10)

27 Mn State Colleges and Universities Benchmark Data Age of Buildings Percentage of Buildings over 30-years Old System Low Average High University of Texas (15) 2% 32% 47% California State University y( (24) 8% 56% 100% University of Hawaii (11) 0% 58% 89% Minnesota State Colleges and Universities (53) 0% 63% 98% CUNY (21) 15% 65% 100% Oregon University System (7) 2% 66% 89% SUNY (36) 0% 73% 100% University of California 44% 75% 92%

28 Benchmark Data Complex Share Percent of Buildings with Complex Systems System Low 25th Average 75th High Minnesota State Colleges and Universities (53) 0% 0% 7% 11% 21% CUNY (21) 0% 0% 8% 12% 20% California State University (24) 0% 1% 15% 20% 24% SUNY (36) 0% 1% 16% 17% 90% University of Hawaii (11) 0% 6% 19% 15% 40% University of Texas (15) 0% 9% 29% 66% 79% Oregon University System (7) 0% 0% 32% 37% 42% University of California (10) 26% 31% 43% 50% 75%

29 Mn State Colleges & Universities Benchmark Data Renewal Average Annual Renewal as a Percent of CRV System Low 25th Average 75th High California State University (24) 1.2% 1.3% 1.4% 1.4% 1.5% Minnesota State Colleges and Universities (53) 1.1% 1% 1.4% 1.5% 1.7% 1.9% University of Hawaii (11) 1.2% 1.3% 1.5% 1.5% 1.5% SUNY (36) 1.4% 1.6% 1.6% 1.6% 1.7% CUNY 15% 1.5% 16% 1.6% 17% 1.7% 18% 1.8% 19% 1.9% University of Texas (15) 1.5% 1.6% 1.7% 1.8% 1.8% Oregon University System (7) 1.6% 1.6% 1.7% 1.7% 1.8% University of California 1.6% 1.6% 1.7% 1.7% 1.8%

30 Campus Space Growth History Millions MnSCU GSF by Construction Data (GF Space only) GSF

31 FCI: Master Planning with backlog and renewal

32 Using FCI in the Master Plan Discussion Sample

33 Using FCI in the Master Plan Discussion Sample

34 Sample

35 Major Renovation Sample

36 Sample

37 Before: Failing exterior brick $8.4 million After: New skin/roof at MSU Mankato Athletic Renovation Ankey Kell 2005 Kayoma Photo

38 Before: Mechanical system inoperable and After: Mechanical system fresh air intake becomes branding symbol at MSU Mankato Gym Remodel Ankey Kell 2005

39 Before: Exterior, tired, worn, light-less After: Small 1,500 sq ft addition with light! Plus Renovation 34,000 GSF - $2.5 million Kryzsko Commons Solarium Addition Sirney and Associates Architects ,000 square feet and $2.5 million

41 Before: Major interior: Outdated mechanical, electrical and plumbing $9.2 million 80,000 GSF After: Revitalized, modern, comfortable Southwest Mn State University Library Hay Dobbs 2005

42 Before and After Southwest Mn State University Library Hay Dobbs 2005 Simple new color palette and furniture economically modernize this space.

43 Conclusion for using FCI Backlog and renewal are a part of planning: this data is derived from the FRRM data entered yearly by campus personnel. FCI is critical for facilities understanding using FRRM report with its findings (just like good old factors like reducing your energy, good access, efficient operational design layout and security!) FCI data used to justify all projects (from FRRM) FCI is one of the critical key dashboard accountability measurements the campus is evaluated by!

44 Using Both FCI/Space Utilization in the Master Plan Discussion i

46 Full schedule: mostly 8-5

47 Note: No classes before 11 am M W Th No classes on Friday or Tuesday after 2!?!?!

48 Strong overall room use but still times that are available

49 Analysis for the Master Plan

50 Proposed Reorganization for the Master Plan

51 Normandale Community College Existing gym: space utilization indicated conversion needed to create classroom space AKA Architects

52 First Floor: two classrooms, lab and fitness created from reuse of gym Funded in 2008 and now under construction

53 Second floor infill: five classrooms, offices and seminar

54 Rochester Community Technical College The ultimate sustainability; Building reuse from one kind of program to another kind of program Conversion of the gym to Allied Health and Classrooms in 2005

55 BWBR Inc Inserted new floor into gym: Created varying spaces from offices, Classrooms, labs and great revitalized spaces!

56 Note: Holes from basketball hoop station

57 Introduction of two story space and additional natural light

58 Rochester Community Technical College Introduction of two story space and additional natural light BWBR Inc

59 Typical classroom

Before at upper right Facilities Condition

greater future science lab flexibility Mn

60 Before at upper right Facilities Condition poor and Space Use poor $500,000 initiative After lower left note: utilities on the perimeter and moveable tables allow for greater future science lab flexibility Mn West Granite Falls Science Initiative Hay Dobbs 2005

61 Before: Interiors outdated and space utilization poor due to existing conditions After: MSCTC Moorhead: new carpet, paint and furniture transfigure a tired classroom!

62 After: MSCTC Moorhead: new carpet, paint and furniture transfigure a tired classroom! Note: table flexibility in that they can be set up lecture style or brought together for a circle team conversation.

63 After: MSCTC Moorhead: new carpet, paint and furniture transfigure a tired classroom!

64 Existing Lab Space - interior space gutted to create new academic purpose

65 Mn State Community Technical College Moorhead Corridor and lab space redone sophisticated colors, shapes and forms emphasizing a revitalized learning appearance! YHR Architects

66 Added natural light and ceiling extended sense of light and updated student common spaces creating inviting areas to study, network and casual learning. YHR Architects

67 YHR Architects

68 Mn State Community Technical College - Moorhead Classroom and seminar room furniture allow multiple arrangements creating flexibility for various classroom configurations! Simple, strong colors and lighting enliven space! YHR Architects

69 Review and analyze underutilized areas that are outdated large, obsolete, recreational spaces

70 Do you have outdated recreational or large areas that are underutilized? Obsolete space: the new frontier!

71 PARTNERS & SIRNY architects Library space inserted into underused cafeteria space Mn South East Technical College - Winona

72 New library created in an oversized cafeteria space; utilization and an active center has been created! PARTNERS & SIRNY architects

73 PARTNERS & SIRNY architects

74 Re-think Re-purpose Re-vitalize! PARTNERS & SIRNY Architects 2007 Campus reinvigorated the main town square : library, cafeteria and administration i ti

75 PARTNERS & SIRNY Architects 2007 Book Cafeteria Only new Sq footage Admin Library Mn South East Technical College Red Wing

76 Mn Southeast Technical College Red Wing Small entry adds new vantage point to campus.

77 PARTNERS & SIRNY Architects 2007

78 Library space now exposed to both exterior and Cafeteria

79 Cafeteria serves as additional Cafeteria serves as additional Learning Resource Space

80 Mn Southeast Technical College Winona Small entry adds new vantage point to campus. PARTNERS & SIRNY Architects

81 Small entry adds new perspective!

82 PARTNERS & SIRNY architects Welcoming entry; provides casual learning space.

83 PARTNERS & SIRNY architects Small entry adds new perspective!

84 Using Condition Assessment and Space Utilization to focus on areas of revitalization in the Master Plan Discussion

85 Interiors in Deferred Maintenance Backlog Before: Corridor outdated carpet, rough sawn dated and dirty concrete, dull, outdated and uninspired lighting and ceiling grid.

86 After: New carpet and walls with greater transparency with lighting and material vibrancy. Revitalized ceiling plain with lights and shape. $6.8 million Dakota County Technical College Wold Architects 2006

87 Interiors in Deferred Maintenance Backlog Before outdated materials, tired, worn out. Space had no real purpose to the space: a walk thru that was just big and empty!

88 After: Reinvented space with a purpose for gathering to continue the collegiate conversatio softer furniture, lighting, textures that create an inviting space and bring purpose and activ Reoriented entry doors to prevent the pass thru sense of space. Wold Architects 2006

89 Before and After Dakota County Technical College Wold Architects

90 Using Space Utilization in the Master Plan Discussion - Existing

91 Using Space Utilization in the Master Plan Discussion - Options

92 Using Space Utilization in the Master Plan Discussion - Options

93 Interiors upgraded when other corresponding systems are improved such as mechanical: Think of space in a new way..corridors have movement; purpose, interaction - so add some cyber movement, energy and excitement! After: Entry between student commons and main entry at Northland CTC Thief River Falls; Technology Staff created 2005

94 After: Northland CTC Thief River Falls cyber space off of an existing corridor created heavily used student space.

95 Neon, leather, glass tables, stainless steel; this is not your grandfather s institution!

96 Conclusion on FCI and Space Utilization Backlog, renewal and space utilization are key parts of planning Both FRRM - FCI and Space Use are critical for facilities understanding FCI data: derived from FRRM data entered yearly by campus personnel. Space Utilization: derived from the student ISRS system; campus personnel control the coding of classroom, labs and other. FRRM - FCI data and FCI is used to justify both Capital and Major Repair projects FCI is one of the key dashboard accountability measurements campus is evaluated by! Space Utilization is an indicator used to justify capital projects. Space Utilization is an indicator.

97 Problem Solvers Architects Assist Owners: decipher building condition & usage issues Analysis: YOUR Building Knowledge Communication: Be a Translator/Interpreter Linkage of Concepts: Condition Use - Function Options for Actions: Vision Incremental Plan Ringdahl Architects Inc 2007

98 The Pacific Partners Consulting Group: Rick Biedenweg ( ) Metropolitan State University BTR Architects Mn State College &Universities Sally Grans-Korsh, FAIA, System Director Facilities Planning ( ) sally.grans@so.mnscu.edu Lake Superior College TLPA Architects 1998 North Hennepin Community College Kodet Architects Inc. 2005

Repurposing Spaces! Academic Input into Spaces of Minnesota State Colleges and Universities Campuses. May 29, 2008

Repurposing Spaces! Academic Input into Spaces of Minnesota State Colleges and Universities Campuses May 29, 2008 Chief Academic and Student Affairs Officers and College and University Deans Sally Grans-Korsh,