Carnegie Mellon University Quarterly Facility Coordinator Meeting April 27, 2016 AGENDA ITEMS Green Practices Summer Cleaning Schedules Real Estate Group - Services and Projects Impacts of Summer Projects FMS Updates

Carnegie Mellon University

Waste Reduction Pounds Per Person Pounds Per Person Top 20% Finish Per Capita Classic Gorilla – Total Recycling Paper Recycling Cardboard Recycling Bottle/Can Recycling Composting Carnegie Mellon University

RecycleMania Week Competition from February 7 – April 2 43%Pitt 40%Stanford 38%MIT 33%CMU 33%UNC Chapel Hill 32%Duke 31%Case Western 29%University of Rochester 27%UVA Carnegie Mellon University

Scotty Goes Green Update *It is time to conduct your post surveys. *Upon completion of your post survey you will receive a Bronze, Silver or Gold Certificate.

Carnegie Mellon University Contact Information Barbara Kviz Facilities Management Services Carnegie Mellon University

Carnegie Mellon University Do You Control 10+ Classrooms? Classroom occupancy changes in the summer There is no central knowledge of usage We’d like to adjust cleaning schedules Who is willing to participate in a pilot project?

Carnegie Mellon University Feedback on Routine Semester Cleaning As the semester ends, we would like to meet with you to obtain feedback on the routine cleaning schedules: Alignment on daily/weekly services Review trouble areas Understand if any of your spaces are changing We will contact you to coordinate a meeting

Carnegie Mellon University CMU Real Estate Group Services Our group now provides the following menu of services to CMU business units free of charge: ­Market evaluations ­Site selection assistance ­Space planning services ­Financial Analysis ­Business case development ­Expert lease negotiation ­Coordination with Legal, Risk Management, and Finance ­Lease abstraction ­University space committee approvals ­Database management and reporting ­Contractual compliance ­Invoice review ­Desktop audits ­Lease dispute resolution

Carnegie Mellon University Space Planning Initiative Update Summer Enact “early win” projects Plan for next project cycle Late Spring Recommendations Develop and prioritize projects Early Spring Analysis Stakeholder meetings round 2 Winter Info gathering Space verification Stakeholder meetings round 1 Project Governance: Met with over 100 individuals multiple times including Deans, Vice Presidents, Faculty Senate, Staff Council, Dean’s Council, ALG, Eberly Center, Undergraduate and Graduate Students, Registrar’s Office, Unit Representatives, and Project Advisory Group as well as a university community Town Hall.

Carnegie Mellon University Project Purpose: Review existing space resources and use practices to help increase efficiency and create opportunities for growth. Interact with representatives across the university to review existing space policies and processes, inventory capacity, space usefulness, and growth plans. Promote data-driven decision making with enhanced data capture and reporting. Make key recommendations to the University Space Committee for areas of improvement. Project Scope this Cycle: Offices, conference / meeting rooms, and classrooms within academic and administrative units on the Pittsburgh campus Excludes leased spaces, research labs and auxiliary controlled spaces Space Planning Initiative Update

Carnegie Mellon University What We Saw Hours Touring 80+ Buildings 33 Rooms Seen 5000 Meetings 60 + tours Floor Plans 160+ People Involved 100+ Space Planning Initiative Update

Carnegie Mellon University What We Heard Student Experience Items: Space for students to work, study, collaborate is insufficient Not much consistency across campus, limited access to power/tech in many spaces Condition Items: Opportunity cost of reduced productivity in poor space – deferred maintenance, comfort, technology, etc Space quality does not match expectations Planning Items: Lack of formal space allocation guidelines, planning resources, or best practices Communication and Transparency Items – need to develop shared expectations Who controls what, how are decisions made, what is the plan to resolve issues Who to talk to, where to go, how to be a part of the solution Access Items: Limited ability to use space that others control Desire to have space that can be “counted on” and protected, causing tighter control Struggle to find the right meeting space when needed – tech, size, location, condition Challenges with various scheduling systems Space Planning Initiative Update

Carnegie Mellon University What We Found Data is not consistent Naming conventions between datasets, interpretation of room functional codes Workday space assignments are incomplete, not intended for purpose of space analysis Data fidelity is greater for areas with sponsored projects Scheduling is not standardized Central scheduling tool (25Live) not well liked, not used by all units Limited shared expectations/trust has led to limited space sharing Occupancy data not centrally tracked Seats in offices, conference rooms, or classrooms not tracked Property Accounting space database not currently used to track this info WILL NEED TO SHOW VALUE TO THE END USER FOR RECOMMENDATIONS TO STICK Shared analysis tools, transparency Shared expectations Space Planning Initiative Update

Carnegie Mellon University CHALLENGES:OPPORTUNITIES TO DEVELOP/EVALUATE: Transparency Robust Tools Collaboration Enhanced Data Space Productivity Space Quantity Access and Control Aligned Incentives Shared expectations, collaborative engagement, education, and timely communication Planning guides, resources, best practices, refined scheduling tools Planning forums, used furniture marketplace, etc Additional space analysts, improved closeout procedures, regular reporting, info pipeline Spotlight condition issues, campus defragmentation, power and technology Increased utilization efforts, reclaim empty nooks, effective furniture/storage solutions Scheduling procedures, investment protection, pilot programs, janitorial investment Free vs Fee, ownership to membership Space Planning Initiative Update

Carnegie Mellon University Portfolio Administration Project Project Purpose: As a benefit to the business units, we are pursuing an initiative to professionally manage the CMU real estate portfolio. Project Timeline: The Go-Live target for the project is July 1, 2016

Carnegie Mellon University Portfolio Administration Project What? The CMU real estate department will provide lease administration and financial management services across CMU owned and leased real estate portfolio allowing CMU’s business units to focus more on their core business / academic functions. Why? This initiative will help us manage our expanding real estate portfolio with consistency across the university; adapt to changing trends, implement best practices, and mitigate financial and legal risks to the university. How? CMU real estate group will bring new tools and resources to enhance service delivery and implement best practices across CMU’s portfolio of domestic academic and administrative leased property. All lease and documents and real property data will be housed in a real time online database. The database will be accessible by CMU stakeholders, enabling them to produce standard and ad hoc reports including: property and portfolio summary reports, expiration and option reports, single and multiple summary abstracts and financial reports.

Carnegie Mellon University Portfolio Administration Tool

Carnegie Mellon University CDFD Projects Scott Hall – Grand Opening on April 30 th Cohon University Center Addition – Opening May 17 th Mall Stormwater Project – Excavation and construction in the Mall from after Commencement until August 1 st Gesling Track – O ver spray surface - Track closed from June 6 th to June 30 th Electric Garage – Demolition July Tepper Quad – Limited access from Morewood Parking lot to Morewood Avenue Newell Simon Hall Dining – Renovation of Dining and Atrium seating

Carnegie Mellon University FMS Updates REMINDER: Commencement Work Order Deadline is Friday, 4/29 Custodial Service Audit Results

Carnegie Mellon University Wednesday, July 27, :00PM to 3:30PM Gates 4211 Send agenda ideas to Next Facility Coordinator Meeting