YEAR 2003 The University of Auckland | New Zealand PRESENTATION AAPPA 2003 Workshop Space Revisited Charging For Space in 2003

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Agenda A bit about Us Timeline Space Management Purpose & Key Policies Occupancy Agreement & Base Rent Charging Service Level Agreements & Opex Charging Teaching Space Operations & Charging Accommodation Planning & Reporting

YEAR 2003 The University of Auckland | New Zealand PRESENTATION A Bit About Us Our Facilities 3 and a bit Campuses – City, Grafton, Tamaki and a bit at Takapuna 2 outlying Research Stations 177 ha land holdings 375,000 m 2 GFA plus 25,000 during buildings – 150 owned 31 leased Land, buildings and work in progress make up 75 % of our total fixed assets of NZ$650M

YEAR 2003 The University of Auckland | New Zealand PRESENTATION A Bit About Us Our Systems Facilities Management is Insite Work Mgmt & Cost Accounting is Maximo ERP is People Soft –Financial Accounting –Student Administration Project Management is Primavera Access Control is Tecom BMS is Siemens Voice is Ericsson Room Bookings is Schedule 25 Benchmarking is AAPPA

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Timeline Insite Space Inventory System Charging for space starts 1998 Space Management Review For 2003 :- Full Market Rentals monthly Teaching space – Hourly Charges Utilities charges based on consumption SLAs for Operational Expenses

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Space Management Purpose & Key Policies Purpose Occupancy Agreement - Rent Facilities Management - SLAs Teaching Space – Hourly Charges Space Planning / Budgeting

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Occupancy Agreement The Parties Occupancy Rights Occupancy Responsibilities Occupier Manager Compliance with Regulations Common and Communal Spaces Good Order and Discipline Financial Contribution Schedule of Space Occupied

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Base Rent Charging Occupancy Charge Handbook Policy Space Allocation Information Space Area Measurements Rentable Area Base Building and Fitout Charges DTZ Ltd – Rental Analysis Methodology Separation of Fitout

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Budget Occupancy Charges

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Service Level Agreement General The Parties Scope Building & Plant Maintenance Cleaning Grounds Maintenance Security Occupier Responsibilities Manager Responsibilities Joint Responsibilities Quality Standards Schedules

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Service Level Agreement Utilities The Parties Scope Electricity Water (& Waste Water Disposal) Natural Gas Steam Occupier Responsibilities Manager Responsibilities Joint Responsibilities Quality Standards Schedule

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Utility Charges

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Teaching Space Policy Features Teaching spaces are placed in the pool by default. PACs will keep those spaces which are specialised and inappropriate for pool use Rooms will be allocated on the basis of technological requirements and student numbers, rather than on preference or historical precedent Rooms will be charged per hour booked Faculties will receive detailed explanations of the charges incurred to assist with developing future timetables A discount structure will be set each year to encourage behaviour which maximises the utilisation of teaching spaces. The structure will be published before faculties create timetables Timetabled teaching will always take priority over other uses of teaching spaces Casual bookings will not receive the discounts available to timetabled teaching

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Teaching Space Operations ActionGoal Timetables will be created by faculties in accordance with University policy Faculties will be given clear guidelines to assist them in creating timetables Teaching spaces will be assigned to timetabled classes Assignments to be driven by teaching requirements Faculties will be billed for spaces booked each semester Costs tied to teaching rhythms and needs rather than a simple EFTS-based charge calculated once per year Bills will include details down to department and course level Allows detailed management of costs Bills will include discounts for meeting policy targets Encourage use of spaces and times which are currently under utilised

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Teaching Space Charging Charges are per hour booked Rooms will be split into 4 size bands for charging Initial targeted off peak utilisation is 15% If the PAC does not achieve target it will pay premium rates on all classes For every 1% over target off peak utilisation, PACs will receive a 4% discount up to a maximum of a 50% discount

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Accommodation Planning –Annual Review –Space Needs Analysis –Accommodation Plan (10yrs) –Capital Investment Plan

YEAR 2003 The University of Auckland | New Zealand PRESENTATION Space Reporting Financial Report Statistics Report Utilisation Report Publication of Policies, Agreements and Handbooks