April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database Workshop.

April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database Workshop

Topics  SFDB Overview SFDB Overview  Fall 2011 SFDB Update Fall 2011 SFDB Update  2012/2013 Custodial Reporting 2012/2013 Custodial Reporting  Private Use Reporting Private Use Reporting  SFDB, APDB and Capital Planning Overview SFDB, APDB and Capital Planning Overview  Planning Tools Planning Tools  Case Study Case Study  SFDB Reports and Resources SFDB Reports and Resources

SFDB Overview

What is SFDB  SFDB – Space and Facilities Database  SFDB is the official CSU central record for facility and space information for capital planning and is not a day-to-day campus space database.  Two master files – the facility file and the space file  Updated annually - snapshot of fall data only  Centralized and web-based database maintained by CO  Foundation of the capital planning –Campus instructional space utilization –COBCP Forms (1-1, 1-2, 1-3, 1-4, 2-3, 2-4, 2-7, 2-9) –Laboratory enrollment vs. laboratory capacity –ASF per FTE model

Facility File  Consists of a physical inventory of all state and non-state funded facilities on campus.  Defined as gross square feet.  Contains detailed information about each facility, such as the category, condition, construction type, ownership, gross square feet, master plan status, budgeted cost, number of floors, and the date of the Notice of Completion.

GSF  Gross square footage (GSF) is the outside measurement of a facility or structure, and is usually expressed in square feet. http://www.calstate.edu/cpdc/suam/SUAM9045-9050.pdf

Space File  Space: A single room that houses an administrative, instructional, or support function on the campus.  Defined as assignable square footage (ASF).  Consists of inventory of the spaces within facilities.  Consists of ASF, the type of activity taking place in the room (administrative, instructional or support), and the number of student seats accommodated in that room (referred to as student station count)

ASF  The assignable square footage (ASF) of a facility is the floor area within any building or structure. It is the ceiling to floor (7 feet) usable portion of the inside of a space or room (except separate parking structures). http://www.calstate.edu/cpdc/suam/SUAM9045-9050.pdf

Space Type  Instructional Space –Lecture –Lab –Other Instructional Space  Instructional Support Space –Office –Non-office –Special Instructional Support –Others

Discipline Code (HEGIS)  Definition: The functional activity or organizational unit to which a room or space is assigned and which is actually occupying or using the space or is scheduled to do so.  Three Units: –Interdiscipline unit “00001”. General purpose, such as lecture or seminar –Instructional units Assigned to the academic discipline or department –Administrative and Instructional Support units Such as Financial Aid, Student Service, Housing and Parking.

Capacity  Lecture and teaching laboratory space. –Lecture: Space Type 0001 & 0004 –Teaching laboratory: Space Type 0010  Expressed by Full Time Equivalent Students (FTES).  Capacity calculation: Multiply the total stations in each space category by the appropriate conversion factor based on current utilization standards. –Lecture: stations * 2.33 –Teaching Lab (Lower Division): stations * 0.52 –Teaching Lab (Upper & Grad Division): stations * 0.39

Fall 2011 SFDB Update

Fall 2011 SFDB Update & Custodial Reporting Window  Window: May 1 to May 31, 2011  Call Letter:  http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Call_Letters/ http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Call_Letters/  What to do: –Update facility –Update space data –Request new state maintained spaces and any adjustment

Update Facility  All state and non-state facilities in the master plan must be reported in SFDB.  Buildings: –Add new buildings –Delete existing buildings –Update existing buildings  Fill out the CPDC 4-2 Facility Information Sheet form and send it to Eric Chan. www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms  Update year round

Update Space  Spaces: –Add new spaces –Delete existing spaces –Update existing spaces  Prepare CPDC 4-3 form http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms  Log on the SFDB database.  Update during the reporting window.

SFDB Update & APDB Reporting  APDB Reporting Schedule: –Report each term after census date (Appendix: APDB Reporting Schedule)  APDB Reporting Validation: –Validate Facility/Space ID against SFDB –Facility ID + Space ID: Facility number (3)+Facility suffix(1)+Space Number(4)+Space suffix(2)

SFDB Update & APDB Reporting  Why validate APDB Facility/Space ID against SFDB: –Maintain the consistency of rooms reported in APDB and rooms reported in the SFDB. –Improve the accuracy of campus space utilization reports: data comes from both SFDB and APDB –Ensure accurate enrollment data for capital planning: onsite other earned % and offsite % in APDB reports

SFDB Update & APDB Reporting  Non-matching SFDB ID errors: –APDB section audit reportAPDB section audit report –Fall Term: REQUIRED to fix in APDB or SFDB –Other terms: warning message only  Fix non-matching SFDB ID errors: –Change in APDB and/or –Change in SFDB  Minimize non-matching SFDB ID errors: –Communicate with APDB coordinator/scheduler –Update SFDB annually, share fall space file with APDB coordinator/scheduler

APDB Section Audit Report

Prepare Fall 2011 SFDB Update Data  SFDB and APDB: –Include all spaces will be scheduled for fall 2011 classes –Use caution in deleting spaces that may be scheduled for fall 2011 courses –Inform APDB coordinator of any facility/space ID change  New spaces request for custodial maintenance funding: –12/13 support budget: update in SFDB if new spaces will be occupied in fall 2011 –Prior to 12/13 support budget: update in SFDB  Un-inventoried project space when project is completed (refer to CPDC 1-2) CPDC 1-2  All other space changes

Space Update Process - Step by Step  Step 1: Campus enters dataCampus enters data –Option 1: Upload Process (for volume transaction) –Option 2: Data Entry Screen  Step 2: Campus reviews Before and After AnalysisCampus reviews Before and After Analysis  Step 3: Campus edits submitted dataCampus edits submitted data –Option 1: Upload Process –Option 2: Edit Screen and/or Data Entry Screen  Step 4: Campus views/exports submitted dataCampus views/exports submitted data  Step 5: Campus notifies CO that data is ready to review during the SFDB update windowCampus notifies CO that data is ready to review  Step 6: CO reviews campus data submission, analyzes data and updates space-master fileCO reviews campus data submission

Space Update Process Campus Upload Process Validation Edit Screen B/A Analysis Report Campus inform CO Data is ready to review CO Analyze B/A Report CO Update Space-master Data Entry Screen Or Y N Y Y Campus CO N N

Space Update Process - Step by Step  Step 1: Campus enters dataCampus enters data –Option 1: Upload Process (for volume transaction) –Option 2: Data Entry Screen  Step 2: Campus reviews Before and After AnalysisCampus reviews Before and After Analysis  Step 3: Campus edits submitted dataCampus edits submitted data –Option 1: Upload Process –Option 2: Edit Screen and/or Data Entry Screen  Step 4: Campus views/exports submitted dataCampus views/exports submitted data  Step 5: Campus notifies CO that data is ready to review during the SFDB update windowCampus notifies CO that data is ready to review  Step 6: CO reviews campus data submission, analyzes data and updates space-master fileCO reviews campus data submission

Data Entry- Option 1: Upload Process 1.Prepare space update file: 1)Download CPDC 4-3 Space and Facility Database Worksheet from Space Management website: http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms/ 2)Follow the instructions on CPDC 4-3, input space update data into CPDC 4-3 form with all fields completed. 3)Remove all headers from CPDC 4-3 file and save it. 4)Save the CPDC 4-3 excel file as text (Tab delimited) format and named as “sfdbtranxx.txt”. (XX: campus code)

Log on SFDB (production database) Quick link to SFDB: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/sfdb.shtml

Data Entry- Option 1: Upload Process 2.Click “Upload Process” button.

Data Entry- Option 1: Upload Process 3.Click “Browse” and Select space update file “sfdbtranXX.txt” 4.Click “Upload” button to load “sfdbtranXX.txt” file 5.Enter e-mail address 6.Click “Validate My Data” 7.Check your e-mail in box for validation report.

Examples of Validation Errors

Data Entry- Option 2: Data Entry Screen 1.Select Data Entry Screen

Data Entry- Option 2: Data Entry Screen 2.Query and view existing space data before you update, delete or insert a space. 1)Click “Enter Query” icon 2)Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc. 3)Click “Execute Query” icon to view the data you request 4)Use [Page Down] key or to view each space

Step 1: Data Entry - Highlights  Who: Campuses are able to do data entry.  What: Space update data:  Transaction Type “I”: Insert (add) a new space which is not in the current SFDB  Transaction Type “U”: Update a space which is in the current SFDB  Transaction Type “D”: Delete a space which is in the current SFDB  How: Two options:  Upload Process: For volume data transfer process.  Data Entry Screen: Enter one space record each time

Step 1 - Data Entry: Warning! Upload process will erase all existing data in the “Edit Screen” Scenario: January this year, you uploaded some error free data. In February, you went to the Data Entry Screen and entered one room data. Now you find out that you forgot to update 50 spaces in one facility, so you uploaded these 50 spaces into the SFDB. What happens? 50 spaces data erased all your previous data loaded in the “Edit Screen” which includes the data you uploaded in January and the one room you entered in February. How to prevent from losing data? Always export “Edit Screen” data and save as an excel file before you run upload process. Or always work on the same CPDC 4-3 excel file.

Step 2 – Before and After Analysis  Definition: –Before: Current SFDB data –After: Proposed new SFDB data –Difference = After – Before  Features: –Check space update data –Analyze the impact on the campus permanent and temporary capacity –Analyze the changes of ASF, number of stations and FTES for each facility, each center and campus wide by space type/HEGIS type and by HEGIS type/space type –Help campus to modify the data submission

Step 2 – Before and After Analysis 1.Select report 2.Click “View Report”

Step 2 – Before and After Analysis 3.Room by Room Review: 1)Select center code and/or facility you want to view 2)Click “1. Process Report” 3)Click “2. View Report” 4)Review the room by room report. 5)Save report on your desktop if you want.

Step 2 – Before and After Analysis 4.Summary report 1)Process Report 2)Select one of the summary reports 3)Select center code or facility number 4)View report 5)Save report Note: The process may take a few minutes. Please be patient.

Step 2 – Before and After Analysis Type of ReportReport Content Room by Room ReviewB&A comparison for each room updated, deleted or added Capacity Analysis Report  B&A comparison for all permanent / temporary facilities.  Show capacity space type: Lecture, LD lab, UD & GD lab, FO, FAO.  Show Number of Stations, FTES and ASF Campus Summary Report  B&A summary for the whole campus  Two type of reports: - By Space type by HEGIS type - By HEGIS type by Space type  B&A comparison of FTES, Number of Stations and ASF Center Summary Report  B&A summary for each center  Two type of reports: - By Space type by HEGIS type - By HEGIS type by Space type  B&A comparison of FTES, Number of Stations and ASF Facility Summary Report  B&A summary for each facility  Two type of reports: - By Space type by HEGIS type - By HEGIS type by Space type  B&A comparison of FTES, Number of Stations and ASF

Analyze SFDB Update 1.Process and view the Before and After Analysis Report 2.Analyze Campus permanent capacityCampus permanent capacity –Capacity: Lecture, Teaching Lab, FO & FAO –Increase of capacity:  Project related: capacity should match the program, refer to CPDC 1-2  Non project related: analyze proposed CPDC 1-2 –Loss of capacity:  Project related: capacity should match the program, refer to CPDC 1-2  Non project related: not allowed in campus TOTAL unless sound reasons are provided and approved by CPDC

Step 3 – Edit Data  Why: After reviewing the B&A analysis report, campus may: –Edit data submission –Add new space update data  How: –Option 1: Upload process –Option 2: Edit Screen and/or Data Entry Screen

Step 3 – Edit Data Option 1: Upload process  Add or edit space update data in the CPDC 4-3 space update file.  Upload data: follow Step 1 – Upload Process.  View Before and After analysis: follow Step 2.  Repeat upload process until you are satisfied with the Before and After Analysis.

Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen  What is in the Edit Screen? –The data you uploaded with no errors in the validation –The data you entered and saved through Data Entry Screen  When to use Edit Screen and/or Data Entry Screen? –Edit Screen: Edit data that is already in the Edit Screen –Data Entry Screen: Add new space update data if the data is not in the Edit Screen.  Transaction Type is based on the data in the SFDB  Save changes frequently

Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen 1.Open Edit Screen

 Click “Enter Query” icon  Enter query data in fields: such as Center code, Facility No., Space No., Space Type, etc.  Click “Execute Query” icon to view the data you query  Use Page Down key or to locate the space you want to edit Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen 2.Query and view data in the Edit Screen

4.Edit Update transaction in Edit Screen (Tran Type=I or U) 1)Update – update the data info  Keep Tran Type “I” or “U”  Use Tab key to move to the field you want to change and type in the update data.  Save changes 2)Delete from screen - do not want to include this update space transaction in the space update submission  Click “X” delete icon on screen, or  Select “Delete Record” from menu “Record”  Save changes 3)Delete - delete this space from the SFDB instead of update  Change Tran Type from “U” to “D”  Save changes Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

5.Edit Delete transaction in Edit Screen (Tran Type=D) 1)Update – update this space in the SFDB instead of deleting this space  Change Tran Type from “D” to “U”  Use Tab key to move to the field you want to change and type in the update data.  Save changes 2)Delete from screen - do not want to delete this space from the SFDB  Click “X” delete icon on screen, or  Select “Delete Record” from menu “Record”  Save changes Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

6.Data Entry Screen:  Add new space update transaction if it is not in the Edit Screen:  Insert a new space which is not in the SFDB  Delete an existing space from the SFDB  Update a space in the SFDB  Follow the instruction of Step 1 Data Entry – Option 2 “Data Entry Screen” 7.View Before and After Analysis: Follow Step 2 – Before and After Analysis 8.Continue editing data until you are satisfied with the Before and After Analysis Step 3 – Edit Data Option 2: Edit Screen and/or Data Entry Screen

Step 4 – View Data  Data in the Edit Screen is your SFDB update submission  Export your data submission from Edit Screen to your desktop  Export data can be saved as excel file and in CPDC 4-3 format.  Final review of your SFDB update submission before notifying CO

Step 4 – View Data 1.Click “Export all transaction from Edit Screen” 2.Save as text file on your desktop 3.Convert to excel file and save.

Step 5 – Notify CO*  Notify CO: When SFDB update submission is ready for CO to review  CO Space Managment will receive a notification via e- mail

Step 6 – CO Update space master 1.CO reviews the campus space update submission 2.CO analyzes space update submission 3.CO works with campus to address issues on the space update, if any 4.Both campus and CO agree on space update 5.CO updates SFDB Space-master 6.CO updates SFDB reports and posts on the website http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Reports/

Review and Quiz  How to add, delete or update a facility ? Submit CPDC 4-2 form to CO Space Management. CO will add, delete or update in the SFDB.  Can I use “Space Master Table” to add, delete or update a space? No. Space Master Table is view only.  Through what approach can I enter my campus space update data? Upload process and Data Entry Screen.  Can I add a new space update transaction in the Edit Screen? No. Edit Screen is for editing data already submitted. For new space update data, you need to go to Data Entry Screen, or add in your space update file CPDC 4-3 and upload.

Review and Quiz  What is the Transaction Type when I update information for an “I” record in Edit Screen Transaction Type is “I”. Because it is still a new space and is not in the current database. Tran Type is looking at the space in the current SFDB.  I uploaded some space update transactions for facility 039 last week. Now I have space update transactions for facility 040. If I upload space data for facility 040, will my facility 039 space data still stay in the Edit Screen? No. Every time you Upload data, the data in the Edit Screen will be erased.

2012/13 Custodial Reporting

What to Report?  NEW state maintained spaces: –Impact on campus’ operating budget  State maintained space adjustment: –No monetary impact to campus’ operating budget  Facility update: –Report all state and non-state facilities that are listed on the campus master plan. –No ASF space data requested for non-state facilities  Improved and unimproved acreage

Cost of New State Maintained Spaces  Regular maintenance for new spaces: $9.80 / sq ft (11/12) –Cost of utilities –Building maintenance –Custodial –Landscape –Administrative support

State Maintained Spaces  General policy: Spaces (GSF or ASF) with state funded instructional, administrative and or support functions are eligible for custodial maintenance funding. http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Resource_Documents/

Exclusions From Custodial Coverage  State-Supported Facilities: –Warehouses and all facilities that are being used for storage (except office space) –Corporation Yards (except office space) –Utility Tunnels –Greenhouses –Outdoor Physical Education (Except enclosed handball and tennis courts)

Exclusions From Custodial Coverage  Non-state Supported Facilities: –Athletic Spaces (Exclude office and training space) –Residence Halls and related buildings –Parking Structures –Foundations –Student Unions –Cafeterias (50% of the public area will be included for custodial coverage by the General Fund.) –Faculty Clubs –Research Centers –Child Care Centers (excluding rooms used as instructional laboratories) –Alumni Houses –President Houses

State Maintained Spaces Categories  SQF4 - The total square footage (ASF or GSF) of a state-supported facility or structure that is eligible for custodial maintenance funding.  SQF5 - The gross square footage of a farm building, sitting on farm acreage, that has a roof and is used for any of the following: the processing of farm products; the processing of foods or seeds; and/or to provide shelter for animals. This includes barns, and structures that house animals and their corresponding agricultural programs.

New State Maintained Spaces (New SQF4 / New SQF5)  Impact campus’ operating budget  Submit New SQF4 and or New SQF5: –Projects will be completed in 2012/13 –Adjustments of existing state maintained spaces completed in or after 2010/11 –Surge space: Funding will be reduced once the surge space is no longer required to support state funded activities during a major capital renovation or construction.

Budgeting Process – New Space Request Campus Request (May) CO CPDC Review & Approve CO Budget Office Review & Approve BOT Approve Governor / Legislature Approve Final Budget Signed (July/Aug/Sept) Campus Receive New Space funding

Custodial Maintenance Funding  Check new space request status: http://www.calstate.edu/budget http://www.calstate.edu/budget CSU Support Budget Book II (Nov.) Mandatory Cost New Space  Receive new space funding as part of campus final budget allocation  Absorb increased cost

State Maintained Space Adjustment (SQF4 Adjustment / SQF5 Adjustment)  No monetary impact to campus’ operating budget  SQF4 and SQF5 adjustment: –Correct minor discrepancies in the square footage of a facility completed two years prior to the current budget cycle (before 2010/11) –Report removal/demolition of facilities that were approved in major or minor master plan revision –Approve on a case-by-case basis

How to Report?  Fill out CPDC 4-1 – Custodial and Farm Space Worksheet  Fill out CPDC 4-2 – Facility Sheet  Fill out CPDC 4-3 – Space Worksheet (required if campus requests new space)  Send to Theresa Tsik All forms are available on the website: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Forms/

Private Use Reporting

Private Use Reporting Process  To ensure compliance with Internal Revenue Service and State Treasurer’s Office regulations regarding Private Use in tax-exempt bond funded CSU facilities.  Private Use Reporting forms required when new tax-exempt bond funded facilities are constructed and annually thereafter if there are any changes to the facility’s Private Use status  SFDB should annually be updated to include rooms that are designated as sublease or externally-funded research.

Fall 2011 Private Use Update  CO reviewed fall 2010 submitted documentations for all tax- exempt bond funded facilities with subleased and research spaces.  CO cross referenced with the Capital Planning Database for missing information, such as fund number and dollar amount.  Also, CO cross referenced SRB projects with project list from Financing and Treasury.  Next reporting cycle will be May 2011.  Steps to streamlining the Private Use reporting process: –Fall 2011 memo will request campus to verify any changes to information reported during Fall 2010. –Campuses to submit missing forms for tax-exempt funded projects discovered during the cross referencing process.

Private Use Checklist  To be completed for each facility that was funded using tax-exempt bonds  Key Requested Information: –Funding source of Project/Facility –Six “yes/no” questions to determine if there is any potential private activity –Signature of VP for Administration & Finance/CFO

Question #1: Sale or Transfer of Property Will the Project or any portion of the Project be sold or transferred to any Private Entity?  If “yes”, provide summary of transactions as attachments to the Private Use Checklist.

Question #2: Subleases Will any Private Entity lease or rent the Project or a portion of the Project?  Exclude: –Leases negotiated for 50 days or fewer –Leases of space for vending machines, pay phones, kiosks, or similar spaces –Leases of space to members of the general public  If “yes”, complete CPDC 4-2 Facility Information Sheet

Question #3: Management Contract Will any Private Entity have a contract to operate, manage, or provide any exclusive service with respect to the Project at any time?  Include: –Operation contract –Management contract for food services  Exclude: –Contracts incidental to the primary use, i.e. janitorial services, office equipment repairs, and billing services  If “yes”, complete CPDC 4-2 Facility Information Sheet and provide leasing information

Question #4: Sale of Electricity or Water If any portion of the Project will be used for electrical generation, transmission/distribution, or for water facilities, will the electricity or water be sold to a Private Entity?  Exclude: –Sales that total less than 10% of total production  If “yes”, complete CPDC 4-2 and provide energy/water sale information

Question #5: Privately-funded Research Will any privately-sponsored scientific research be conducted by a State Entity at the Project AND where the sponsoring Private Entity has the right to a license or to otherwise use any technology/product that will result from such research?  Exclude: –Federally-sponsored research agreements under the Bayh- Dole Act, where the ownership of a resulting technology/product lies with the CSU and the federal government is entitled to a nonexclusive, royalty-free license to use the technology/product.  If “yes”, complete CPDC 4-4.

Question #6: Special Entitlement Will any Private Entity have a special legal entitlement or arrangement to use the Project?  Includes: –Use pursuant to a court order –Use of parking pursuant to a contractual agreement –Other direct economic benefits derived from the Project  If “yes”, provide a summary and attach to Private Use Checklist

CPDC 4-2: Facility Information Sheet  To be completed for each facility that includes Subleased Areas  Key Requested Information: –Project Funding Type/Source and Amount –Square Footage of Subleased Area –Derived Cost of Applicable Subleased Area –Sub-lessee Information

CPDC 4-4: Exclusions for Research Projects  To be completed for each facility that includes areas designated for externally-funded research  Key Requested Information: –Project/Facility Funding information –Identify whether the externally-funded research taking place falls into the three “safe-harbor” categories listed –If the research does not fall within the “safe-harbor” provision, provide detail of research purpose and sponsor(s)

Update SFDB to Reflect Private Use  Use the following Function Codes to indicate a space designated as Private Use: –210Institutes and Research Centers – State Funds –220Individual and Project Research – State Funds –230Institutes and Research Centers – External Funds –240Individual and Project Research – External Funds –940Subleased Area

SFDB, APDB and Capital Planning Overview

YRO Status MYP, CPDC 1-2, ASF per FTE Model, Lab/Lab, Utilization SFDB / APDB DEFINE PROJECT INTENT - CAMPUS NEED FEASIBILITY STUDY RENOVATE Maintenance costs Pacific Partners Academic direction Surge space NEW ASF/GSF Cost Guide Donor funding Design Contingency OPTIONS Alternatives Sustainability SUMMARIZE OBJECTIVES DETERMINE DELIVERY METHOD COST ESTIMATE 1-1, 1-2, 1-3, 2-3, 2-4, 2-6, 2-23 1- 42 - 7 INPUTS PROCESSES OUTPUTS COBCP Process

APDB Multiyear Enrollment Projection (MYP) CPDC 1-1 CPDC 1-2 CPDC 1-3 CPDC 1-4 CPDC 2-1 CPDC 2-2 CPDC 2-3 Lab Enrollment vs. Lab Capacity ASF per FTE Model Utilization Report APDB Impacts Space Entitlement

Academic Planning Database (APDB)  Computerized information system maintained by CO  Reported by campus for each term  Maintain two main files: –the Section File –the Faculty File  Provide statistical data : –Faculty workload –Student faculty ratio –Course offerings, enrollments, class sizes, learning mode, course level (LD, UD & GD) and course classification (lecture, seminar, lab, etc.) –Space utilization –MYP  Generate reports for the Chancellor, HR, Academic Affairs, CPDC, and State Legislators

Example: Why is APDB so important for Capital Planning?  Dilemma: A growing campus is short on lecture and lab spaces. However, in 10/11 APDB reports: –Total campus enrollment increased by 500 FTES. –Lecture and Lab enrollment decreased by 700 FTES from previous year. –ONSITE OTHER NON-TRAD enrollment increased by 1200 FTES which is not entitled to instructional spaces.  What is wrong? –In APDB, campus reported classes with Duration Type “X” - OVERLAPS REGULAR TERM”, which fall into ONSITE OTHER NON- TRAD due to the campus’ PeopleSoft programming issue.  Result: –After fixing “X” Duration Type problem, campus increased lecture and Lab enrollment by 500 FTES instead of losing 700 FTES. –Be able to justify instructional space deficit

Enrollment  Enrollment –Student Headcount –Full Time Equivalent Students (FTES)  1 Unit (credit hour): –Lecture: 1 contact hour (hours in class) –Activity: 2 contact hours –Laboratory: 3 contact hours  1 FTES: –Undergraduate: 15 units –Graduate: 12 units  CY – College year including summer, fall, winter and spring  AY – College year excluding summer term  Annualized FTES = Total FTES / Term factor

Multiyear Enrollment Projection (MYP)  Prepared by CO Academic Research and Resources  Agreed by both campuses and CO  Served as official enrollment projection for capital planning  Projected enrollment partially based on APDB data

Capital Planning

Important APDB Data Elements  CS Number  APDB Space Type  Learning Mode  Facility numbers: –001-899: facility located on the main campus (SFDB) –900-989: Specific “off campus” facilities, classes offered through the main campus –990: Facility located within off-campus center –991: Facility located external to the OCC –995: Facility is unknown (TBA) or does not matter for capacity –996: Outdoor locations at the OCC –997: Outdoor locations at the main campus –998: TBA or space unknown at the main campus –999: Facility located external to the main campus (Appendix: APDB Data Elements)

APDB Reports (for CPDC)  APD53 Course Section Report (CSR) - Fall  APD87 Annualized Report – AY  APD77 Report – Fall and Summer  APD 791 Utilization Report - Fall  Reports on Hyperion – AY and Fall http://peterson.calstate.edu:8080/Hyperion/browse/login (Appendix: APDB Reports)

SFDB SFDB Provides Existing Space Information CPDC 1-1 CPDC 1-2 CPDC 1-3 CPDC 1-4 CPDC 2-3 CPDC 2-4 CPDC 2-7 CPDC 2-9 Lab Enrollment vs. Lab Capacity ASF per FTE Model Utilization Report

APDB (Enrollment) Space Entitlement SFDB (Space) Existing Spaces Space Deficit Capital Planning *MYP is the Multiyear Enrollment Projection APDB & SFDB – The Foundation of Capital Planning MYP* & Academic Planning (SUAM Space Standard)

Planning Tools

Planning Tools  SUAM and Space Standard  CPDC 1-2 (Summary of Capacity)  Lab Lab Book (Lab Enrollment vs. Lab Capacity)  ASF per FTE Model  Utilization Report

SUAM  SUAM - State University Administrative Manual  Periodic updates by CPDC as needed http://www.calstate.edu/cpdc/Facilities_Planning/reference.shtml

SUAM – Section VI: Standards For Campus Development Programs

SUAM – Appendix B: Space Standards Chart  The CPEC (CA Postsecondary Education Commission) and Legislature-approved space standards are used to calculate the type of space in a facility, and its size.  Identifies appropriate assignable square footage per HEGIS (Higher Education General Information Survey) and space types, e.g., administrative office/faculty office/conference rooms, library space, etc.  Identifies non capacity space, e.g., art gallery and science museum. http://www.calstate.edu/cpdc/Facilities_Planning/MajorCapOutlay/SpaceStandards.doc

CPEC vs. California Building Code  COBCP 2012-13 Call Letter: http://www.calstate.edu/cpdc/Facilities_Planning/12-13Cap_Outlay_Call_LetterOut.pdf  DOF has acknowledged the CBC room occupancy requirement which supersedes CPEC space standards.  ONLY proposed new construction and renovation projects with lecture space are allowed to program space at 20 asf/stn –49 or less stations will be allowed to program space at 20 asf/stn –Over 49 stations will need to include a second exit and designed under a Assembly A classification.

What is a CPDC 1-2?  Companion document to the Capital Outlay Program and Five-Year Capital Improvement Program  Used to evaluate capital outlay programs  Reflects annual FTES capacity changes resulting from proposed capital outlay projects  Identifies capacity— Lecture, Teaching Lab (LD and UD), Faculty Offices  Available on the website: http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Reports/campus_SumCap.shtml

CPDC 1-2 SFDB Physical Capacity Enrollment Projects Capacity Summer Enrollment Responsibility

CPDC 1-2 Main Components *SFDB - Space and Facility Database *APDB - Academic Planning Database *MYP - Multiyear Enrollment Projection Capacity: SFDB* Physical Capacity Uninventoried Projects Capacity Proposed Projects Capacity Summer Enrollment Responsibility Enrollment: APDB* Reported Enrollment MYP*

How To Use 1-2 As A Planning Tool?  Line 7: Capacity/Enrollment %  Line 13: Office Capacity/Needs %

Highlight Line 7 - Capacity/Enrollment %  Permanent Capacity: –Capacity reported in SFDB –Uninventoried capacity –Proposed new project capacity –SER (summer enrollment responsibility)  Enrollment: –Main campus AY Enrollment Projection, excluding on-site or off-site other earned (non-traditional instruction mode) –Actual enrollment relates to the enrollment projection  What Does % mean: –>100%: more capacity than what campus needs –<100%: capacity does not meet campus needs

Highlight Line 13 - Office Capacity/Need %  Permanent Office Capacity: –Faculty office capacity in SFDB –Uninventoried office capacity –Proposed new project office capacity  Office Need: CY Enrollment Projection (Main & OCC) * SFR 1  What does % mean: –>100%: more capacity than what campus needs –<100%: capacity does not meet campus needs 1. SFR is Student Faculty Ratio

Laboratory Enrollment vs. Laboratory Capacity (Lab Lab book)  Companion documents of the Capital Outlay Program and Five-Year Capital Improvement Program  A planning tool to analyze Teaching LAB ONLY  Comparison between target enrollment FTES and physical capacity FTES  By Hegis category  By specific Hegis Code in the proposed project  By instructional level Sample Lab Lab BookLab Lab Book

Lab Lab Book Main Components LAB Capacity: SFDB Physical Capacity Uninventoried Projects Capacity Proposed Projects Capacity Summer Enrollment Responsibility LAB Enrollment: APDB Reported Enrollment MYP http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Reports/LabFTES.shtml

HEGIS Category Specific HEGIS Codes planned in the proposed project Proposed project Target Year EnrollmentCapacity Capacity / Target Year Enrollment Lab Lab Book

ASF per FTE Model  An internal planning tool used in parallel to station count capacity analysis  Concept – use campuswide ASF*/FTE* to evaluate space needs and project space requirements  Provide campuswide ASF snapshot  Instruction documentation: http://www.calstate.edu/cpdc/Suam/Appendices/App_B-Restructure_Campus_Capacities.pdf  How can I get the ASF per FTE Model? - Please contact Facility Planning, CSU Chancellor’s Office Sample: ASF per FTE ModelASF per FTE Model *ASF – Assignable Square Footage *FTE – Full Time Equivalent Student

Space Type ASF per FTE Model HEGIS Category Existing, Required and Net ASF

Space Type in ASF per FTE Model Space TypeSpace Type Code / HEGIS Lecture0001, 0002, 0004, 0005 Laboratory0010, 0011, 0016, 0017 Instructional Activity0019, 0020, 0021, 0022, 0024, 0025, 0027, 0028, 0029, 0052, 0056, 0057, 0070, 0075, 0077, 0079, 0081, 0083, 0085, 0099 Faculty/Faculty Admin Office0030, 0031, 0032, 0035, 0036, 0037, 0049, 0051, 0093 General Administration90101 through 91011 Library90301 Media90201 through 90231 Plant Operations90501

Structure of ASF per FTE Model  Existing Space ASF (by space type, by HEGIS category) –Space ASF reported in the SFDB –Uninventoried funded projects ASF  Required Space ASF (by space type, by HEGIS category) = Enrollment FTES * Space Standard Current Year Model: APDB annualized report & Fall CSR report Target Year Model: Apply APDB annualized report FTES distribution by HEGIS, by Space type, by level to multiyear projection. Assume the consistent mix of HEGIS, level, instructional type to target year.  Delta ASF = Existing Space ASF – Required Space ASF

Utilization Report  Report to the Legislative Analyst’s Office (LAO) biannually  Report on utilization of CSU campuses instructional physical capacity funded through the Capital Outlay Program  Instructional space: –Classrooms: space type 0001 & 0004 –Teaching Lab: space type 0010  Compare the utilization of classrooms and teaching laboratories for the fall term to the legislatively approved standards

Utilization Report SFDB APDB Utilization as a % of Standard

Utilization Report Methodology  Utilization as a % of Standard = Utilization / Standard  Utilization= WSCH / Number of Stations  Utilization Standard: –Lecture: 35 Weekly Station Hours Scheduled Hours from 8 A.M. – 10 P.M. (M-F): 70 Percent to be scheduled (room): 75% Total Scheduled Hours per Week: 52.5 Percent Station Occupancy: 66% Amount of time a station is occupied: 35 –Lab: 20 Weekly Station Hours

Utilization Report Methodology  Weekly Student Contact Hours (WSCH): –WSCH = AWRH * enrollment AWRH (Average Weighted Room Hours)=Total Class meeting minutes per week / 50 minutes –WSCH is the number of hours each room is scheduled and the number of students enrolled in the class in a week scheduled to be face-to-face with a faculty member in class from the APDB.  Determined by room space type instead of course instruction type:  Example 1: A lecture course taught in a laboratory space adds to the average use of laboratory stations.  Example 2: Courses that are taught by individual supervision do not regularly meet in a classroom or a class laboratory and, thus do not contribute to the hours of use of a room. Utilization Report Methodology (cont’d)

Utilization Report Methodology (cont’d)  Number of stations –Query from SFDB –Include all campuses physical capacity for classroom and teaching laboratory, whether or not course sections were scheduled in those rooms.  Report utilization from 5 a.m. to 10 p.m. Monday through Sunday  Focus on main campus, permanent buildings only

Available Utilization Reports Available in Fall term:  Summary reports by campus (LAO) –All days –Weekday Evening (Mon-Thu. After 4:00pm) –Friday –Weekend  Detail reports by each facility  Detail reports by each space in a facility  APDB Query Report: http://peterson.calstate.edu:8080/Hyperion/browse/login http://peterson.calstate.edu:8080/Hyperion/browse/login

Case Study  Analyze space update from Case Study campus  Use the planning tools to determine if the updates should be accepted.

Analyze SFDB update 1.Analyze Campus permanent capacity changesCampus permanent capacity –Capacity: Lecture, Teaching Lab, FO & FAO Increase of CapacityLoss of Capacity Non Project Related Analyze proposed CPDC 1-2 Not allowed in campus TOTAL unless solid reasons are provided and approved by CPDC Project RelatedMatch the Capital Outlay Program, refer to CPDC 1-2

Analyze SFDB Update (continued) 2.Analyze lab capacity changes in HEGIS code & instructional level –Use Lab lab book as analysis tool 3.Analyze ASF changes, by HEGIS code & space type: –Use ASF per FTE model as analysis tool

Planning Tools  SUAM and Space Standard  CPDC 1-2 (Summary of Capacity)  Lab Lab Book (Lab Enrollment vs. Lab Capacity)  ASF per FTE Model  Utilization Report

SFDB Reports and Resources

Where To Get Reports? http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/index.shtml

Type of Reports CategoryName of Reports SpaceRoom by RoomDetail Space Report By Discipline Detail Space Report By Space Type Complete Space Report By Facility Nonstate Space Report By Facility SummaryComplete Space Report By Facility (Summary) Summary Space Type Report by Facility Summary Space Type Report by Discipline FacilityFacility Report Capacity Report by Facility CustodialCustodial Report

Report Features  Provide information and summary reports of: Space, Facility, Capacity and Custodial  Customize your report: Options to view one center, one facility, one space type, one HEGIS type, permanent building, temporary building  Show the latest data in SFDB  View report  Save report (save as.pdf file)  Print report

Abbreviation COMPL=Completion DESC = Description EFFC=Efficiency FAC = Facility FAC Office=Faculty Office FAC ADM= Faculty Administration INST LVL = Instructional Level LEC=Lecture LD=Lower Division NUM = Number RM = Room SFX = Suffix SP= Space STA = Station SS= Number of Stations TRAN = Transaction UD= Upper Division

Need Room by Room Space Data? Name of ReportSort byReport Header Detail Space Report By Discipline Campus (Total) Center (Total) Discipline (Total) Room By Room Fac# SP# ASF Inst LVL SP Type STA Type Num of STA FTE RM Status Compl Date Rev Date Detail Space Report By Space Type Campus (Total) Center (Total) Space Type (Total) Room By Room Fac# SP# ASF Inst LVL Discipline STA Type Num of STA FTE RM Status Compl Date Rev Date Complete Space Report By Facility Campus (Total) Center (Summary)  by Space Type  by Discipline Facility (Summary)  by Space Type  by Discipline  by Teaching lab and Teaching lab service Room By Room SP# ASF Inst LVL Discipline SP Type STA Type Num of STA FTE RM Status Tran Date Comments Nonstate Space Report By Facility CampusCenterFacilityRoom By Room It is part of the above “Complete Space Report By Facility”. Just for Non-State Space.

Need Summary of Space Data? Summary bySummary for Name of ReportSpace Type DisciplineInst LVL ASFNUM of STA NUM of SP FTE Space TypeCenterSummary Space Type Report By Facility XXXXXX CenterComplete Space Report By Facility (center summary) XXXXX CenterSummary Space Type Report By Discipline XXXXXX FacilitySummary Space Type Report By Facility XXXX XX FacilityComplete Space Report By Facility (facility summary) XXXX DisciplineSummary Space Type Report By Discipline XXXXXX DisciplineFacilityComplete Space Report By Facility (facility summary) XXXX CenterComplete Space Report By Facility (center summary) XXXX Teaching Lab and Teaching Lab Service by Level FacilityComplete Space Report By Facility (facility summary) XXXXX

Need Facility Data? Name of ReportSort ByReport Header Facility ReportCampus (Total) Center (Total) Facility Fac# Category Status Owner GSF ASF EFFC COMPL Date Capacity Report by Facility Campus (Total) Center (Total) FacilityFac# LEC (Num of STA, FTE) LAB LD (Num of STA, FTE) LAB UD (Num of STA, FTE) Total (Num of STA, FTE) FAC Office(Num of STA) FAC ADM (Num of STA)

Space Management Website http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/index.shtml

Hyperion Website http://peterson.calstate.edu:8080/Hyperion/browse/login  Pre-defined Report Query –APDB –Facility –Space Master –Edit Screen –Before and After Analysis Summary (must process the B&A report in the SFDB first) –Proposed space file (must process the B&A report in the SFDB first)  Refresh query report to get the latest data  Save in excel format of pdf format

SFDB User Manual  Available on the Space Management website: http://www.calstate.edu/CPDC/Facilities%5FPlanning/Space%5FMgmt/Reso urce%5FDocuments/ http://www.calstate.edu/CPDC/Facilities%5FPlanning/Space%5FMgmt/Reso urce%5FDocuments/

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April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database Workshop.

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April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database Workshop.

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Presentation on theme: "April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s Office Space and Facilities Database Workshop."— Presentation transcript:

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