IMPROVING SPACE UTILIZATION THROUGH ANALYSIS Sherri Newcomb, VP Finance and Administration Marc Carpentier, Finance Budget Manager City University of New York Queensborough Community College

Learning Outcomes Gain insight into software that may assist you in understanding, analyzing, and improving space utilization at your institution Develop an awareness of issues and practices that impede space utilization Learn the value of standardized scheduling and its impact on space utilization

X25® is a reporting and analytical tool that produces detailed graphical views of room utilization and provides analytic data needed to identify interesting patterns and trends, and correct inefficiencies in scheduling policies and space allocation. What Is X25?  Optimization of Room Assignments  Event and Room Management  Reporting  Analyzing  Identifying  Suggesting

What Is Needed to Use X25?  Audit rooms to capture features (e.g., Smart technology, white boards, etc.)  Collect room and feature preferences with proposed schedules  Room data (e.g., name, location, capacity, etc.)  Academic events (via Student Information System)  Special events and Continuing Education events  Add custom attributes (Room area, Controlling Org., Building Name, Room Use Code)

Where is X25? Presidents Provosts Deans VPs of Business and Finance Space and Facility Planners Registrars You

What can X25 tell you? Scheduling Fitness –Class Distribution –Weekly Meeting Pattern Analysis –Class Time Distribution –Schedule Distribution –Class Mapping –Organization Mapping –Demand by Time –Organization Time-spread and Seat Utilization Inventory Fitness –Room Inventory –Room Mapping –Campus Mapping –Supply and Demand Analysis –Class Placement by Room Capacity –Class Placement by Preferences –Supply and Demand by Feature Utilization –Average Room Usage –Rooms in Use by Time –Room vs. Seat Utilization –Room Supply vs. Actual Placement –Seat Utilization Analysis

What can X25 tell you? Scheduling Fitness –Class Distribution –Weekly Meeting Pattern Analysis –Class Time Distribution –Schedule Distribution –Class Mapping –Organization Mapping –Demand by Time –Organization Time-spread and Seat Utilization Inventory Fitness –Room Inventory –Room Mapping –Campus Mapping –Supply and Demand Analysis –Class Placement by Room Capacity –Class Placement by Preferences –Supply and Demand by Feature Utilization –Average Room Usage –Rooms in Use by Time –Room vs. Seat Utilization –Room Supply vs. Actual Placement –Seat Utilization Analysis

Study Parameters Fall 2010 Academic Semester Does not include Continuing Ed & Special Events Focuses on Classrooms and Labs Primarily focuses on Days: Mon – Fri, 7AM – 6PM (when the majority of classes are held) Examines the impact of evenings 6PM – 11PM and weekends Result confirmation using Spring 2011 & 2012

Fall 2010 Schedule Spaces (Supply) This analysis includes all rooms/spaces that were categorized as classrooms or labs; and any space that was used to hold a class or lab section regardless of its categorization. 228 Total Rooms (7,616 seats) 105 Classrooms (3,829 seats) 91 Labs (2,090 seats) 32 Other Rooms (1,697 seats)

Events (Demand) This analysis includes all credited sections/events that were categorized as academic class or lab sections, except those that did not require space assignments on campus. 2,854 Total Events – 1,443 sections held in classrooms (M-F days) – 554 sections held in labs (M-F days) – 253 sections placed in spaces not categorized as classrooms/labs (M-F days) – 453 evening sections – 99 weekend sections Organizations (Space Controllers & Users) This analysis includes 40 Organizations, mainly consisting of Academic departments, and seven organizations that controlled spaces that were used for academic events. Fall 2010 Schedule

Classrooms Weekdays Mon-Fri 7am-6pm

ROOM DEMAND EXCEEDS ROOM SUPPLY ROOM SUPPLY EXCEEDS ROOM DEMAND

Examining the Mix of Rooms The data shows that 22% of Queensborough’s rooms have 30 or fewer seats. Actual class enrollments of 30 or fewer students represents 71% of all classes. Conversely, 77% of the capacity is between 31 and 50 seats. Only 29% of the class sections have enrollments of that size. 71% 29%77% 22% 1% 0%

Conclusion The mix of room sizes do not match the mix of section enrollment sizes – Need more rooms of 30 or less seats – Need less rooms of 30 or more seats

57% 58% 28% 63% 48% Demand Exceeds Supply

Conclusion The mix of room sizes do not match the mix of section enrollment sizes Room utilization is not driven by space need – Technology may be a factor – Departmental classroom preferences – Departmental ownership of the classroom

Days 7AM-6PM Classroom Mapping All Classrooms By Capacity Breakpoint Sized by Capacity Shaded by Room Util %

Eves 6PM-11PM Classroom Mapping

Weekends 7AM-11PM Classroom Mapping

Conclusion The mix of room sizes do not match the mix of section enrollment sizes Room utilization is not driven by space need Evenings and weekends present scheduling opportunities

Labs Weekdays Mon-Fri 7am-6pm

Classes vs. Labs All Days 7am – 11pm

ClassroomsLabs CLASSROOMS VS. LABS Classrooms make up 65% of our room capacity

CLASSROOMS VS. LABS ClassroomsLabs Although only 35% of our capacity, labs make up 61% of our physical real estate

37% 19% Labs have less than 50% the utilization of classrooms CLASSROOMS VS. LABS ClassroomsLabs

Conclusion The mix of room sizes do not match the mix of section enrollment sizes Room utilization is not driven by space need Evenings and weekends present scheduling opportunities Review labs for associated classroom instruction in labs when feasible

All Labs By Controlling Org Sized by Capacity Shaded by Room Util % Department A ALL LABS Department B

Department A S-318S-416T-01CS-314 S-319 T-02 S-321 T-01 S-316S-317

Department A: Supply and Demand Analysis

Department A: Room vs. Seat Utilization

Department A S-318S-416T-01CS-314 S-319 T-02 S-321 T-01 S-316S-317 Science Bldg 3 RD FLOOR Technology Bldg 1 ST FLOOR Science Bldg 4 TH FLOOR

Room ID Controlling Org. Room Type Room ID Sq. Ft. Shaded by Room Utilization %

S316 S317 S318 S319 S321 S314

S316 DA 210 S317 DA 210 S318 DA 210 S319 DA 210 S321 DA 210 S314 DA 210 S305 PH 210 S309 PH 210 S307 PH 210 S308 PH 210 S306 PH 210 S329 MA 210 S333 PH 210 S324 PH 210 S311 PH 110 S312 BE 110 S313 PH 110 S323 MA 110 S309A PH 210 S322 MA 110

S316 S317 S318 S319 S321 S314 DEPT A: ASSIGNED LABS IN SCIENCE BLDG S416 (Fourth Floor)

METALLURGY LAB COMPUTER LAB MACHINE SHOP STRENGTH OF MATERIALS LAB COMPUTER LAB COMPUTER LAB DRAFTING LAB DRAFTING LAB DRAFTING LAB COMPUTER LAB Department A: Room Supply vs. Actual Placement

Department A: Rooms in Use by Time DRAFTING LABS COMPUTER LABS

Room DescriptionRoomCap. MONDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS TUESDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS WEDNESDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS THURSDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS FRIDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS SATURDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS SUNDAY 7-8AM8-9AM9-10AM10-11AM11-12PM12-1PM1-2PM2-3PM3-4PM4-5PM5-6PM6-7PM7-8PM8-9PM9-10PM10-11PM General CAD LabS Mechanical CAD LabS CAD LabS Manual Drafting RoomS Manual Drafting RoomS Manual Drafting RoomS

Combination CAD Lab/Drafting Room

S317 S318 S319 S321 S314 DEPT A: ASSIGNED LABS IN SCIENCE BLDG S316 S416 (Fourth Floor) Convert to Classroom Convert to Dept. A Offices Add CH Lab Convert to 2 Classrooms

Department A Schedule

Department A Revised Schedule +8%+28%+8% +28% Increase in Lab Utilization Additional Lab Days Released 6 Labs 0 Classrooms Total of 4,531 Sq. Ft. : 3 Labs (incl. 1 New CH Lab) 3 Classrooms AFTERBEFORE Much Needed Swing Space

Conclusion The mix of room sizes do not match the mix of section enrollment sizes Room utilization is not driven by space need Evenings and weekends present scheduling opportunities Review labs for associated classroom instruction in labs when feasible Use dual functioning furniture to increase room utilization Review the utilization of labs for possible consolidation and conversion into classrooms

ALL LABS Department B

M-345 M-333 M-340 M-343 M-358 M-362 M-356 M-357 M-362B

Department B: Room Supply vs. Actual Placement Only 2 labs are showing academic scheduling

M340 DB 210 M332 GE 110 M333 DB 210 M358 DB 210 M362 DB 210 M362B DB 210 M357 DB 210 M345 DB 210 M323 DB 210 M361 DB 210 M343 DB 210 M342 DB 210 LAB M345 (Anchor Lab) LAB M333 (Resource Center) 2 Labs 1 Lecture Hall

Department B Schedule MonTUEWEDTHUFRI AM PM AM PM AM PM AM PM AM PM LECTURE LAB LECTURE LAB LECTURE LABLECTURE LABLECTURELAB LECTURE Off Campus

Department B: Room vs. Seat UtilizationUTILIZATION IN ALL LECTURE HALLS USED BY DEPARTMENT B LECTURE HALLS ASSIGNED TO DEPARTMENT B

M340 DB 210 M332 GE 110 M343 DB 210 M333 DB 210 M358 DB 210 M362 DB 210 M362B DB 210 M344 DB 120 M357 DB 210 M345 DB 210 M323 DB 210 M361 DB Seat Lecture Hall 42% Seat Utilization M344B REG 110 M344A DB Lecture Halls (40 & 63 seats) M342 REG 110 M343 DB 215 Large Room used as Study Room New Dept B Study Room New Classroom (30 Seats) 2 Rooms 103 Seats Total of 1,620 Sq. Ft. : 4 Rooms 133 Seats 2 Rooms 30 Seats AFTERGAINCURRENT

Computer Labs CountAvg. Room Util. %Avg. Seat Util. % C BUILDING12297 SCIENCE BUILDING72361 HUMANITIES BUILDING TECHNOLOGY BUILDING53278 ADMINISTRATION BUILDING25091 LIBRARY BUILDING15073 Grand Total Department C is assigned 11 of the 13 computer labs in the Humanities Building

Target Labs H449 DC 210 H445 DC 210 H444 DC 210 H443 DC 210

Mon 7:00 AM8:00 AM9:00 AM10:00 AM11:00 AM12:00 PM1:00 PM2:00 PM3:00 PM4:00 PM5:00 PM A30823 A41624 H33924 H34024 H34424 H40624 H44324 H444 H H44920 H45320 Department C Computer Lab Fall 2010 Schedule

Department C Computer Lab Spring 2012 Schedule

Department C Computer Labs MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAYSUNDAY Room Utilization % BEFORE A30850%63%50%63%0%25%0% A41625%38%25%38%25%0% H33963%44%63%44%25%0% H34075%25%75%25%31%0% H34444%38%44%38%0% H40669%0%50%19%0% H44338%25%38%13%0% H44438%25%38%25%0% H4450% H44938% 13%0% H45325%63%25%38%0% Total42%32%40%31%9%2%0% w/out Empty Rms46%40%44%34%23%25%n/a No of Empty Rooms

Department C Computer Labs MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAYSUNDAY Room Utilization % BEFORE A30850%63%50%63%0%25%0% A41625%38%25%38%25%0% H33963%44%63%44%25%0% H34075%25%75%25%31%0% H34444%38%44%38%0% H40669%0%50%19%0% H44338%25%38%13%0% H44438%25%38%25%0% H4450% H44938% 13%0% H45325%63%25%38%0% Total42%32%40%31%9%2%0% w/out Empty Rms46%40%44%34%23%25%n/a No of Empty Rooms

Department C Computer Labs MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAYSUNDAY Room Utilization % AFTER A30863% 0%25%0% A41644%38%44%38%25%0% H33963%56%63%56%25%0% H34075%63%75%50%31%0% H34475%38%75%38%0% H40681%38%63%31%0% H4430% H4440% H4450% H4490% H45363% 13%0% Total42%32%40%31%9%2%0% w/out Empty Rms66%51%63%48%23%25%n/a No of Empty Rooms %+11%+19% +15% Increase in Lab Utilization Additional Lab Days Released

Released Labs

S-449 DC 210 S-445 DC 210 S-444 DC 210 S-443 DC 210 S Sq. Ft. 20 Seats S Sq. Ft. 24 Seats S-444 1,294 Sq. Ft. 20 Seats S-443 1,289 Sq. Ft. 24 Seats 431 Sq. Ft. Classroom 860 Sq. Ft. 40 Seats Classroom 860 Sq. Ft. 40 Seats Classroom 860 Sq. Ft. 40 Seats Classroom 860 Sq. Ft. 40 Seats Classroom 860 Sq. Ft. 40 Seats Classroom 860 Sq. Ft. 40 Seats 4 PC Labs 88 Seats Total of 5,162 Sq. Ft. : 6 Classrooms 240 Seats 2 Rooms 152 Seats PLANGAINCURRENT

Scheduling All Days Mon-Sun 7am-11pm

Current Scheduling Policy DEPARTMENTS Submit their schedule of classes using their assigned rooms. Advised to make maximum use of the classroom space and cautioned that requests for additional room space for day classes may not be met. Given full discretion as to when and how they schedule their sections with their assigned rooms. Must use the academic calendar, schedule classes that meet minimum minute requirements and current college scheduling patterns to schedule their classes. (For example, all classes after 11am must start at 10 minutes after the hour.) REGISTRAR Works with departmental sections that are missing room allocations, assigning any unallocated departmental rooms to departments that need space and do not have space within their assigned rooms. Assigns rooms that are assigned to the registrar’s office to meet departmental needs. Works with Departments (after initial scheduling) to identify open space within the submitted schedules if additional space is needed. Enters them into the student information system (CUNYfirst).

33 Patterns All Others

9 Patterns All Others

Start on the hourStart on 10 min after the hour 9 End Times 4 Start Times 23 Different Durations Start on half or three-quarter hour

Height = Duration of block (e.g., 50 min) Width = No. of class meetings Shading = Total enrollment

Using Standard Schedules What is a Standard Schedule? – A set of Start Time, End Time, and Day(s) of Week combinations that represent the preferred class scheduling policy on a campus Objectives: – Provide sufficient classroom resources to meet instructional requirements – Maximize student scheduling options by employing standard class meeting patterns and encouraging more even distribution of classes throughout the week – Apply scheduling practices in a consistent and equitable manner – Achieve optimum classroom utilization 83

Sample Standard Schedule The standard class periods for a typical three-credit course are shown in the box on the right. In order to minimize schedule conflicts for students, and to achieve maximum and equitable use of the buildings and facilities of the campus, it is necessary that the overwhelming number of classes conform to the start and end times indicated here. *The Mon-Wed afternoon option is not available at any start time before 1:50pm

Standardized Schedule Guidelines Standard Meeting Times and Patterns – A basic schedule includes 50-minute daytime classes three days a week (Mon-Wed- Fri) and 75 minute daytime classes twice a week (Tue-Thu). – Non-standard sections should be offered in multiples of 50 and 75 minutes to avoid end times that preclude students from registering for courses that may follow the non-standard sections – All classes should follow the established Standard Meeting Times and Patterns. – All classes, regardless of length, should begin at the official starting times – Approvals for deviation from the scheduled time patterns should be made on a case-by-case basis Distribution of Courses – Daytime classes should be balanced equally over the hours of 8:00 AM to 5:00 PM. – No more than 20% of a Department’s course sections should be scheduled in any one hour. – 60/40/20 Rule: No more than 60% of class meeting times should be scheduled in prime time and with at least 20% of Class meetings scheduled on Friday. 85

Using Schedule Priorities to Enforce Policy Classes that meet using standard time patterns should be given priority over those using non-standard meeting patterns. Initial classrooms assignments should be made based on projected enrollment being equal to or greater than 80% of the room capacity. Requests that underutilize space should be scheduled after other scheduling needs have been met. Large classes should be scheduled before small ones Required Secondary Class Sections should be scheduled before optional Secondary Class Sections Schedules that vary greatly from the 60/40/20 prime time balance should be returned for adjustment. Classes that don’t meeting 80% of room capacity should be moved to a smaller room with equivalent media, if available. Classes with specialized pedagogical design should be given appropriate consideration. Classes scheduled after scheduling deadlines have passed should be assigned classrooms on a space-available basis. 86

Use X25 to enforce scheduling policy before schedules are finalized

89

Conclusion The mix of room sizes do not match the mix of section enrollment sizes Room utilization is not driven by space need Evenings and weekends present scheduling opportunities Review labs for associated classroom instruction in labs when feasible Review the utilization of labs for possible consolidation and conversion into classrooms Use dual functioning furniture to increase room utilization Develop and enforce a standardized schedule to improve room utilization, and student schedule options

Club Hours Wednesdays 1:10pm – 3:00PM

Mon, Tue, Thu, Fri 1:10PM – 3:00PM

Club Hours Wed 1:10PM – 3:00PM

Mon, Tue, Thu, Fri 3PM – 4PM

After Club Hours Wed 3PM – 4PM

Conclusion The mix of room sizes do not match the mix of section enrollment sizes Room utilization is not driven by space need Evenings and weekends present scheduling opportunities Review labs for associated classroom instruction in labs when feasible Review the utilization of labs for possible consolidation and conversion into classrooms Use dual functioning furniture to increase room utilization Develop and enforce a standardized schedule to improve room utilization, and student schedule options The designated “Club Hours” is negatively affecting space utilization

Department A: 4,531 Sq. Ft. Department B: 1,620 Sq. Ft. Department C: 5,162 Sq. Ft. Department D: 686 Sq. Ft. Total:11,999 Sq. Ft. 11,999 Total Square Feet Reclaimed

Update As of today, we’ve captured 30 individual spaces totaling 17,000 sq. ft. This has given us space to: – Convert 6 underutilized labs into general use classrooms – Create 3 entirely new classrooms – Space for new kitchen/swing space – New Nursing study space – New Math computer classroom – Office space for 31 new FT faculty (17 now occupied) – New ID card office space – Administrative office and required space for 21st Century grant program – 3 classrooms and office space for CUNYStart – Base on the most recent available bid prices per sq. ft. for NYC high school construction, the approx. cost to build 17,000 sq. ft. of space would be about $7.8 Million