WEST TEXAS A&M UNIVERSITY Facilities Space Management Procedures Facilities Inventory Control West Texas A&M University - 1
Table of Contents Purpose and Overview... 3 Roles and Responsibilities... 3 Renovation of Existing Space... 4 Reallocation of Existing Space... 4 New Construction of Acquisition... 5 Inventory Updates and Annual Inventory Validation... 5 Reporting on Utilization and Efficiency... 6 Documentation and Resources... 6 Appendix A... 7 Appendix B... 8 West Texas A&M University - 2
Purpose and Overview West Texas A&M University understands that the physical facility that comprises our campus represents a significant investment by the State of Texas. The University is responsible for the efficient and effective management and usage of these resources in support of our mission. The purpose of this document is to outline the processes and procedures by which the University maintains accurate facilities inventory records, as required by the Texas Higher Education Coordinating Board. Accuracy of this data is critical to good decision-making, both internally and externally. This document does not encompass all aspects of the facilities management and maintenance process, nor does it encompass all aspects of space usage analysis and reporting used within the University to aid in efficient usage of existing space. Roles and Responsibilities Responsibility for various aspects of space management and facilities inventory is distributed across several functional areas and groups. 1. The requests for renovations, reallocation and new construction are sent to the Physical Plant Director. 2. Physical Plant Director reviews requests for the renovations, new construction and/or reallocation of space and makes recommendations to the Vice President of Finance and Administration who in turn makes recommendations to the University President and Administrative Council. The Plant Director also reviews requests for changes to room usage and/or seating capacity which may impact Space Use Efficiency (SUE) score. 3. Vice President of Finance and Administration will review request and determine if adequate revenues are held to complete the project or determine if financing will be an option. 4. President and Administrative Council make decisions about renovations, reallocation and new construction based upon recommendation from Plant Director and Vice President of Finance and Administration. 5. The President and Administrative Council send the approved recommendation to the Physical Plant. 6. Physical Plant Director will represent West Texas A&M University in all construction projects which may result in new buildings or rooms. Physical Plant Director will measure completed space, maintain up to date floor plans, and make required changes to the inventory. 7. Physical Plant Director maintains the facilities database and reviews codes assigned by others for reasonableness. He will maintain facilities data in other internal systems and submit building and room data updates/additions to Texas Higher Education Coordinating Board. He will prepare annual CBM014 and CBM011. He will work with University Registrar to verify CBM005. He will conduct internal analyses and prepare reports related to space utilization and scheduling. West Texas A&M University - 3
8. Physical Plant Director will complete the annual validation of the facilities inventory and assign Space Use, Functional Category and CIP codes based on personal knowledge or interviews with direct users of the space and serve as contact point for collecting information about changes throughout the year. He will obtain Vice President of Finance and Administration signature on the Facilities Inventory Certification and submit to the Texas Higher Education Coordinating Board. Renovation of Existing Space 1. Requester submits Project Request Form (Appendix A) to the Physical Plant for a cost estimate. Depending upon the cost and scope of the proposed project, approvals by the Board of Regents and the Texas Higher Education Coordinating Board may be required. 2. Physical Plant Director prepares cost estimate and returns to the requestor. 3. Physical Plant Director submits Space Request Form (Appendix B) and Project Request Form and completes cost estimates to the Vice President Finance and Administration (VPFA), or designee, for approval. 4. Vice President of Finance and Administration reviews request and makes recommendation to University President and Administrative Council. 5. The University President and Administrative Council make the decision and notify Physical Plant Director. 6. Upon completion of the project, Physical Plant Director measures the rooms involved, posts the information to the shared network drive, and updates floor plans and data bases. 7. Physical Plant will collect additional information about occupancy and usage in order to correctly assign CB codes. 8. Facilities inventory database is updated and data uploaded to the Texas Higher Education Coordinating Board. Reallocation of Existing Space 1. Requester submits a Space Request Form (Appendix B) to the Physical Plant for referral to the Vice President of Finance and Administration. 2. Physical Plant Director reviews request and makes recommendation to the Vice President of Finance and Administration. 3. The Vice President of Finance and Administration reviews request and makes recommendation to the University President and Administrative Council. 4. The University President and Administrative Council make the decision and notify Physical Plant Director. 5. Upon completion of the project, Physical Plant Director measures the rooms involved, posts the information to the shared network drive, and updates floor plans and data bases. West Texas A&M University - 4
6. Physical Plant will collect additional information about occupancy and usage in order to correctly assign CB codes. 7. Facilities inventory database is updated and data uploaded to the Texas Higher Education Coordinating Board. New Construction or Acquisition 1. President or others initiate discussion of new facilities construction or new buildings. a. This will require a Program of Requirements for the new construction. b. This may also require additional professional assistance or System help to gather adequate information to complete the task. 2. Requester(s) submit Project Request Form (Appendix A) to the Physical Plant for a cost estimate. Depending upon the cost and size of the proposed project, approvals by the Board of Regents and the THECB may be required. a. This may require the new project to be included on the Capital plan of both the Texas Higher Education Coordinating Board and The Texas A&M University System. 3. The estimated cost of the new construction or acquisition will determine whether: a. The project is managed by the Facilities Planning and Construction Department (FP&C) of The Texas A&M University System (if over ten million dollars). b. The project is managed by the University (if under ten million dollars). Inventory Updates and Annual Inventory Validation 1. The Physical Plant Director is responsible for documenting all changes to space and or usage throughout the year. 2. During the first week of September, the Physical Plant department reviews a list of all space assigned; details include attributes, codes, square footage, etc. 3. The Physical Plant Director performs a walkthrough of all areas to determine current status and usage of each space. Any questions related to space are discussed with the manager of the space in question. 4. Room capacities are compared to the actual seating configuration and differences are noted. Differences are discussed with the manager of each space prior to the Physical Plant Director submitting the report. 5. Once all room data is accurate, physical plant Director will sign of to certify the accuracy of the inventory (by October 15 th ). 6. Final updates are submitted to the Texas Higher Education Coordinating Board and CBM011 and CBM014 are certified by November 1 st of each year. West Texas A&M University - 5
Reporting on Utilization and Efficiency 1. Physical Plant prepares and certifies the CBM011 and CBM014. 2. The CBM005 is prepared by the Registrar and certified by Institutional Effectiveness each fall. Documentation and Resources 1. The Texas Higher Education Coordinating Board Reporting and Procedure Manual and the accompanying Appendices outline the methods, requirements and codes required in relation to the facilities inventory. 2. West Texas A&M University Facilities Space Management Procedures (this document) outlines the internal processes and procedures by which the University implements the Texas Higher Education Coordinating Board requirements. 3. Project Request Form is used to request cost estimate from the Physical Plant for various types of service, including renovations. See Appendix A. 4. Space Request Form is used to request reallocation, renovation, or acquisition of space. See Appendix B. 5. Facilities Inventory Data Gathering Worksheet is used by the Physical Plant for gathering data on new buildings or during large-scale reviews. 6. CAD drawings of all buildings are maintained by the Physical Plant and PDF copies are posted to the shared drive for access by other users. 7. Facilities Inventory Database is used to store all building and room details required for Texas Higher Education Coordinating Board reporting. Also, supports reporting and annual Facilities Inventory Certification. 8. Laser measuring device is used to measure rooms. West Texas A&M University - 6
Appendix A PROJECT REQUEST FORM West Texas A&M University Physical Plant PART I REQUEST (COMPLETED BY REQUESTOR) Name: Title: Account No.: Location of Work: Phone: Building: Room: College: Dept.: Request for: Estimate Change Order Performance Other Other: Special requirements: Estimated cost of Project not to exceed: Description of and justification for Work (Attach additional pages if needed): Name of Contact: Requestor s Signature*: Phone: Campus Address: President/Vice Pres. Signature: Date: Attachments: {*Note: Must be signed by the Departmental Budget Authority empowered to obligate funds for the project} PART II ESTIMATE (COMPLETED BY PHYSICAL PLANT) Estimate: Labor/Material: Contract: Contingency: Remarks: Enclosures: Signature*: Total: Date: {*Note: Must be signed by the Departmental Budget Authority empowered to obligate funds for the project} PART III ESTIMATE (COMPLETED BY INFORMATION TECHNOLOGY) Remarks: Labor/Material: Total: Contingency: CIO Signature: Date: PART III AUTHORIZATION (COMPLETED BY REQUESTOR AND PROVOST OR VICE PRESIDENT) Authorization to Proceed: Requestor s Signature: Date: Vice President for Business Finance and Administration: Physical Plant Use Only Assigned To: Date Completed or Cancelled: West Texas A&M University - 7
Appendix B SPACE REQUEST FORM West Texas A & M University I. CONTACT INFORMATION Contact Person: Phone: Department: Email: PLEASE COMPLETE SECTION II, III, IV, OR V AS APPROPRIATE II. REQUEST TO MOVE PERSONNEL 1. FROM: Building/Room: TO: Building/Room: 2. Justification for change: 3. Date for requested move: 4. Will specific renovations be needed? Yes No if yes, attach Physical Plant and Tech plans and estimates. 5 Will IT equipment be moved? Yes No if yes, attach Tech estimates III. REQUEST TO CHANGE FUNCTION OF ROOM 1. Building/Room: 2. Current Room Function: Instruction Research Administration Student Services Auxiliary Storage Grant (include the grant #): Other, specify: 3. Requested Room Function Change to: Instruction Research Administration Student Services Auxiliary Storage Grant (include the grant#): Other, specify: 4. Justification for change: 5. Date for requested change of function: 6. Will specific renovations be needed? Yes No if yes, attach Physical Plant and Tech plans and estimates. 7 Will IT equipment be moved? Yes No if yes, attach Tech estimates West Texas A&M University - 8
Appendix B IV. REQUEST FOR NEW AND/OR ADDITIONAL SPACE (All other changes) 1. If known, space requested: Building/Room: If unknown, preferred location: 2. Space will be used for: Instruction Research Administration Student Services Auxiliary Storage Grant (include the grant #): Other, specify: 3. Space will be occupied by: Faculty Staff RAs/TAs/TFs Students Other, specify: a. Names of faculty/staff/function that will occupy the requested space: b. Identify the space where these faculty/staff/functions are currently located: c. Will current space be vacated? Yes No 4. Do you anticipate the number of people in this unit increasing within the next two years? Yes No a. If yes, indicate number of people and reasons for anticipated growth: b. What type of space do you anticipate needing in the next two years (research, instructional, Office, workspace, etc.)? 5. Date space will be needed: 6. Type of space needed: Permanent Temporary Duration: 7. Will specific renovations be needed? Yes No if yes, attach Physical Plant and Tech plans and estimates. 8. Will IT equipment be needed? Yes No if yes, attach Tech estimates 9. Provide information on any time constraints or relevant needs that may affect the allocation of space. 10 Briefly describe the function of the unit requesting space. V. EXISTING SPACE (Space unit/function currently occupies) 1. Location of the space currently occupied by the unit or function requesting new Space/additional space/change of function of space/moving personnel? Building/Rooms: 2. What is the assignable square footage of your current space? West Texas A&M University - 9
Appendix B 3. Will all or part of this space be vacated? Yes No If no, explain reason(s) why current space will not be vacated and do you plan to reserve this space? 4. If part of the space will be vacated, identify the location: 5. Will IT equipment be moved? Yes No if yes, attach Tech estimates VI. REQUEST AUTHORIZATION SIGNATURES 1. Funding source for renovations/moves: 2. Signature Authority for funding source: Approval to proceed does not indicate a guarantee of space or financial support for the purpose outlined in this request. Department Chair/Director: Comments: Dean/Director: Comments: CIO: Comments: Vice President/Provost: Comments: Date: Date: Date: Date: Submit form to Director of Physical Plant. West Texas A&M University - 10