University of Arizona Health Sciences College of Medicine Space Dashboards Presenters: Angela Souza, Senior Director, UAHS Planning and Facilities Mary Ann Nelson, Program Coordinator, Sr., COM – ITS

Agenda  History and Background – Space Management – Guidelines and Tools  Reports and Dashboards – University Space Dashboards – UAHS/COM Space and Funding Dashboards

HISTORY & BACKGROUND

Past Research Space Allocation  Historically  Sense of space ownership and entitlement pervasive at COM  “Gentlemen’s Agreements” resulted in conflict and inefficient use of space  Space was underutilized  Was difficult for productive faculty to secure adequate research space

UAHS Space Committee Mission To assist the Senior Vice President for Health Sciences and the Deans of the Health Sciences in allocating space equitably, resolving space conflicts within Departments and Centers, and making long range plans to improve and expand UAHS facilities to better meet researchers’ needs.

UAHS Space Committee  Establishing guidelines and space and funding reports to assist in the evaluation and management of research space  Looking at total award dollars (TAD) and expenditures and all research space  Evaluate space use looking at many levels – College, Department and individual researchers.

UAHS Research Space Guidelines Goals  To implement a data-driven approach to: – Manage space – Build interdisciplinary research teams – Organize nationally competitive physician scientist training programs  To provide a management tool for: – Establishing benchmarks – Strategic planning for UAHS

Space Assignment  The SVPHS office is responsible for assigning space to major units.  Space will not be assigned to an individual faculty member by the office of the SVP.  It is the responsibility of the Dean and director of the departmental unit to assign space to individual faculty.  UAHS Space Committee is advisory to the Senior Vice President

Space Assignment  Assigning space to a unit allows flexibility for the unit director – Can choose to assign space to faculty who are critical to program but may have limited funding – Recruitment space, research incubator space and core facilities can be designated by the director as needed

Space Stewardship  The assignment of space to an academic unit places the responsibility for stewardship of the space with the director of the unit.  A space committee composed of faculty within the unit should be established to advise the director regarding space allocations.

Room Classifications  Purpose: To capture NASF (net assignable square feet) coded at a broader level to provide College and Senior Leadership with summary NASF information for decision making purposes related to research space productivity, space utilization, growth and projected need in relation to existing as well as proposed new space.

Room Classifications Administrative Space Space for all administrative staff Fellow/post-doc/student desks Conference Rooms Libraries

Space Room Classifications Research Space designed for the purpose of scientific, technical and clinical trial research. – Wet Lab – Dry Lab – Clinical Trial – Core Support (dishwasher, autoclave, darkroom, centrifuges, tissue culture) – Within academic unit – Shared between academic units – Fee for Service Cores

Space Room Classifications Education Should include student support and instructional activities.  Student Instructional Spaces,  Student Lounges  Locker Rooms  Study Rooms, Teaching and Class Labs

Space Room Classifications Patient Care Should include space designed for the purpose of patient care or where patients are intended to be examined or treated. Not to be confused with clinical space used for teaching or research activities. – Clinics, – Nursing stations, – Clinic Lobbies and/or waiting rooms – Diagnostic labs – Treatment and exam rooms

Reports and Dashboards

University Space Dashboards

 Space – Building and Room Dashboard  Requires Space Low or Medium Access – Buildings – Room Details by Building – Room Details by College  Requires Space Hi Access for Restricted Space Page

University of Arizona Health Sciences College of Medicine Space & Funding Dashboards

College of Medicine Space Dashboard  Space Summary by College and Department  Space Summary report with summary views by College, Department, Research Room Classification, Expenditure and Proposal Summaries by Department.

College of Medicine Space Dashboard  Space Summary by PI and Room Classification  Space Summary Report with summary views by Room Classification, Award Summary by PI, Proposal Summary by PI, and Expenditure Summary by PI

College of Medicine Space Dashboard  Space Occupant Detail  Space Occupant Detail report with views by Room Detail by Occupant, Room Classification and Program Classification by Occupant

College of Medicine Space Dashboard  Space Award Dollars Summary Detail  Space Award Summary Details report by PI with views excluding Clinical Trials and Residency Programs and including all research awards

College of Medicine Space Dashboard  Space Proposal Dollars Summary Detail  Space Proposal Summary Report

SPACE SUMMARY BY COLLEGE AND DEPARTMENT

Space Summary by PI

Space Occupant Detail

Space Award Dollars Summary Detail

Space Proposal Dollars Summary Detail

Future Enhancements/Reports

 Cost Per NASF for all Room Classifications (Administration, Education, Patient Care and Research) by College/Department  Cost per NASF for All Room Classifications by Occupant/PI  Trending Proposal Dollars Summary for Space  Occupant Room Capacity Availability and Rooms Over Capacity

Questions?