Office of the Provost Space Utilization Initiative Overview & Status Frances Mueller MAIS Unit Liaison Meeting April 16, 2008

space utilization initiative | office of the provost | 2 Agenda Space Utilization Initiative overview Projects underway

space utilization initiative | office of the provost | 3 Purpose Explore how space and utilities are used on the Ann Arbor campus Plan and manage these resources more effectively to contain operating costs and to better meet the University’s mission and needs

space utilization initiative | office of the provost | 4 Scope Ann Arbor campus Focus on General Fund units Excludes: Athletics, Housing, Hospital Duration: 2-5 years

space utilization initiative | office of the provost | 5 Leadership Commitment Executive Sponsors: Mary Sue Coleman President Teresa Sullivan Provost and Executive Vice President for Academic Affairs Timothy Slottow Executive Vice President and Chief Financial Officer Stephen Forrest Vice President for Research

space utilization initiative | office of the provost | 6 Steering Committee Office of the Provost: Philip Hanlon Vice Provost for Academic and Budgetary Affairs (business owner) Stephanie Riegle Assistant Associate Provost Business & Finance : Hank Baier AVP for Facilities and Operations Laura Patterson AVP for Administrative Information Services Office of the VP for Research: Steven Ceccio AVP for Research Schools and Colleges: Deborah Ball Dean, School of Education Anthony Francis Associate Dean, LSA David Munson Dean, Engineering Janet Weiss Dean, Rackham James Woolliscroft Dean, Medical School

space utilization initiative | office of the provost | 7 Project Areas Information and systems Capital projects process Budgetary incentives Facilities maintenance and upkeep Shared space Shared technology Energy conservation

space utilization initiative | office of the provost | 8 Office Space Guidelines Highlights –For new construction and renovations –May be used to optimize existing space –For General Fund units only –Recommends office space assignments based on job role and needs –Addresses special situations (multiple offices, unoccupied offices, etc.) Key dates – to 3D list 4/4 –Effective 4/15 For more information –Visit

space utilization initiative | office of the provost | 9 Capital Projects Process & Guidelines Establish a structured, transparent process for capital project proposals for General Fund academic and administrative units Highlights –Units identify project needs vs. solutions –Annual submission and review Status –Completed pilot with four units –Effective May 1st For more information –Visit (available 4/24)

space utilization initiative | office of the provost | 10 Classroom Scheduling & Utilization Highlights –Improve classroom utilization and provide opportunities for cross-unit sharing and repurposing of underused space –Capture full classroom utilization data –Establish target utilization goals –Determine campus guidelines or policies that may be needed Status –Completed survey of U-M units and peer institutions to determine policies, business practices, and systems used. –Documenting a proposal of the various solutions. –Campus rollout of classroom utilization reports and data warehouse April 15th For more information –Visit

space utilization initiative | office of the provost | 11 Food Service Planning Highlights –Improve our ability to strategically plan and locate food services on the Ann Arbor campus –Partnership with DSA, University Planner, & Finance –Guiding principles, a structured process, and tools for proposing and evaluating food service operations –Committee to review and approve food service operations proposals Status –Completed an RFP for a food service consultant –Selected a consultant –Determining timeline for project

space utilization initiative | office of the provost | 12 Facilities Maintenance & Upkeep Partnering with Facilities & Operations (F&O) and units to examine our investment in sustaining current facilities Highlights: –Potential changes in incentives, processes, or investment levels –More cost-effective upkeep of facilities over the life of our buildings Status –Completed focus groups with units and F&O –Determining next steps

space utilization initiative | office of the provost | 13 Projects in Discussion Classroom requirements Research space guidelines

space utilization initiative | office of the provost | 14 For More Information Contact: Frances Mueller Project Manager Space Utilization Initiative