Estates Management record 2012/13 seminar

July 2012

“the participation of universities in the well-established HESA Record Review process has recently brought about simplification of staff and estate management statistics.”

David Willetts, 18 April 2012

Objectives

• Introduce the Estates Management training manual• Cover changes to the record for 2012/13• Highlight data quality issues in the existing EMS

record• Provide an update on developments at HESA

About the review

• Commence in June 2011…• …involving estates sector bodies, funding body

representatives, institutional representatives (with expertise covering a number of estates areas about which data is returned) and members of HESA staff

• Proposals for change put to the sector received a high number of responses through the consultation

• Responses were broadly supportive of the changes proposed

Data items removed in their entirety

– FTE environmental staff – Current cost of legislative compliance – Method of costs apportionment – Assessment of building condition – Total facilities costs– Carbon conversion factor for Use for renewable energy

sources– Travel plan on web– Environmental policy on web– Biodiversity policy on web

So, in terms of data cells to be entered…

• There were around 328 data items• Now there are 556

– 426 EMR data items– 130 Health and Safety data items

The consequences of all these changes are:

• Ratios need updating• Groupings need reviewing and what is included in

each• New referencing system needed• Changes to the web form• New web form for Health and Safety • New record name needed

Ratios

• Ratios are produced by HESA• Asked during consultation to indicate any new ratios

that would be useful (some responses received)• Need to be ready for mid-2013

New referencing system

• HESA inherited a referencing system from IPD• Outgrown as a consequence of expansion over the years• No space for further expansion• Consultation responses demonstrated support for a new

system (within reason)• Happy to ditch the ‘D’ references e.g. D01 = HEI income,

D02 – HEI expenditure…• …but would like to retain the specific data requirement

label e.g. C01 = Total HEI, C13 = Total non-residential

New referencing system and new presentation

• We know that the enormous HTML Data Definitions document was not ideal

• Review presented an opportunity to look at bringing EMR in line with other recordsStill working on short names

• Mapping document will need to be produced• Example of how it will look included in June 30 release

Changes to the web form

• Web form needs updating to reflect changes to content

• Any additional calculations will be included in the web form where formulas can be agreed

• Override will apply to any new calculations

New web form for Health and Safety

• Separate web form needs to be produced for Health and Safety

• Some auto-calculations from previously inputted answers

• Generally numbers will be entered but needs to allow for some text responses

Coverage

• All data items continue to be collected with respect to a reporting period

• 1 August 2012 to 31 July 2013• Unless explicitly otherwise stated in the data

definitions, all data should be reported as the latest position at the end of the reporting period

Commercial space

• Previously inclusion/exclusion of commercial space was inconsistent between HEIs

• Historical position untenable moving forward• The new record aims to address matters of

consistency whilst being sympathetic to the difficulties of extracting such data from the Estates record

Mandatory data items

• Mandatory data items have not increased significantly…

• …however new ones do exist to support scope 3 carbon emissions data reporting

Null versus zero

• A critical issue that has been identified in the last two years worth of EMS data submitted to HESA

• Institutions must ensure they are reporting zeros and nulls for the right data items

• This issue has a significant impact on your data and the onwards use made of it

Area data

Number of sites

• This data item used to only count sites which were non-residential…

• …however the item now collects the number of total sites for the whole estate

Number of buildings

• The data item has not fundamentally changed as part of the new record

• Ensuring consistent application of the criteria is important when determining whether a building is included in the count

Grounds area

• Grounds are is for the total grounds of the HEI• Original consultation proposed removal of ‘Grounds

water’ from this data item• ‘Grounds water’ is still included as a separate

category

Gross internal area (GIA)

• GIA still measured in the same way i.e. measured to the internal face of the perimeter walls of each floor (including internal walls and perimeters etc)

• Exclude derelict space, accommodation on NHS sites, structures attached to the outside of building, and commercial space that does not meet the definition for inclusion

• Commercial space that is included should be recorded in the new separate category within GIA

Net Internal Area (NIA)

• Net Internal Area is still returned using either NIA RICS or NIA room area

• Uplift still applied to room area calculations• No change to underlying definitions re. what are

balance areas• Any commercial space reported should be done so in

the new separate category within NIA• Difficulty of categorising NIA

Specialist academic area

• Records the total amount of academic floor space that can be classified as ‘specialist’

• Definition of ‘space that cannot easily be used for other non-specialist academic activities’

• Remember this data is a subset of the total NIA figure!!!!!

Frequency rate

• Changes to how frequency rates are calculated have been made

• Instead of ‘9 to 5’ the core working week is determined locally by the institution

• Commercial space should not be included as relates to teaching space only

Building condition assessment

• Condition definitions remain the same• Full survey should be carried out regularly (every five

years)….• …and should be done so by an appropriately

qualified and experienced professional

Student / Staff Counts

Student data Page 45

• Provided by HESA– Liaise with your Student record contact for a preview of the data

• Added automatically to the webform– Data can be overridden

• All students regardless of intensity of study– Excluding franchise or distance learning

• Includes all FE students– Must be based on campus– Only added automatically if returned to HESA– Can add to figure using override if not returned to HESA

• Split by categories– Teaching– Research

Student headcount Page 45

A. Not included – course commenced after 1 DecemberB. Included – present on 1 DecemberC. Not included – course finished before 1 DecemberD. Included – present on 1 December

Student Full-time Equivalent (FTE) Page 45

A. 0.8 FTEB. 1.0 FTEC. 0.5 FTED. 1.0 FTE

Total HEI = 3.3 FTE

A. 0.8 FTEB. 1.0 FTEC. 0.5 FTED. 1.0 FTE

Total HEI = 3.3 FTE

Spans the entire reporting period

0.8 FTE1.0 FTE

0.5 FTE1.0 FTE

Staff data Page 47

• Not provided by HESA– Closely liaise with your department responsible for staff data

• HESA cannot provide this through the Staff record– Difference in population and granularity

• Approximations of data should be avoided – Proxies may sometimes have to be used

• Split by several categories– Staff with split FTE between teaching and research should have their FTE

apportioned accordingly

Sense check against figures provided in the Staff record

Staff categories Page 47

Category FTE Description

Teaching total Teaching staff including academic support staff

Research total Research staff including academic support staff

Teaching total + research total Totals combined

Support offices Support staff predominately based in offices

Support other Support staff predominately based outside of offices

Other non-residential Other staff who are not academic or central support

Total non-residential Totals combined

Residential Staff allocated to student residences

Environmental staff No longer collected separately

Calculating FTE Page 48

Property management staff page 49

• Include all staff FTE carrying out related work, whether they to the estates department or not

• Exclude staff not directly employed by the HEI

• Exclude staff associated solely with commercial space

Finance

Finance data items HEI Income

HEI Expenditure Capital expenditureTotal property costs

Rateable value Rates paid

Insurance premiums and contributionsInsurance replacement value

Net service charge/miscellaneous PFI/PPP costs Energy costs

Water and sewerage costs Repair and maintenance costs

Cleaning costs Internally-incurred management costs Externally-incurred management costs

Method of costs apportionment Total facilities costs

Security costsPorterage costs

Central post room and internal distribution services costs

HESA Finance Statistics Return

Collected December each year.

Data direct from HESA

HEI income All data items FSR table 6b

HEI expenditure All data items FSR table 7

Capital expenditure Buildings Total non-residential

FSR table 8 sub-heads 1a and 2a

Liaise with Finance record contact to ensure common approach to these

data items

New for 2012/13: Previously HEI expenditure Residential was not provided. In future this will use the ‘Total residences and catering operations’ total from the FSR.

Total property costs Page 56

Simplified for 2012/13 – detailed non-residential splits removed.

Total non-residential, residential and Total HEI auto-calculate where all component parts are returned in EMS (as listed in your training manual).

Where all parts components are not known the data can be overwritten, however this will not be a true reflection of Total property costs.

Total property costs 2011/12

• Currently Residential total should be entered by the HEI.

• DQ check to be added for 2011/12 to ensure that Total HEI is greater than or equal to the sum of Total non-residential and residential.

• Some anomalies have been found for 2010/11.

Insurance replacement value Page 57

Item has presented some confusion in the past.

IRV = Cost to rebuild not total value for which insured.

Rebuild value is not the same as current market value or insured value.

www.bcis.co.uk It is expected that this data

item will be updated at least every 3 years

It is expected that this data item will be updated at least

every 3 years

Energy costs page 58

• New energy components added for 2012/13– Biomass– Onsite photovoltaic (solar panels)

• Include – Climate Change Levy (CCL)

• Exclude – Direct costs of EU ETS and CRC schemes– Commercial spaces

• Some renewable energy sources will have no costs if owned and managed by the HEI, but where the electricity is purchased from a third party that runs it, or where fuel is bought (e.g. biomass pellets) those costs should be entered.

Repairs and maintenance costs- changes for 2012/13 page 59

• New name for 2012/13 – previously Maintenance costs

• Data item rationalised for 2012/13 – removed splits for buildings planned and reactive

• Following sector request during consultation the splits for grounds and playing fields will remain

Repairs and maintenance costs – data consistency

• Plan for 2012/13 was to use HESA Finance data• Finance collects repairs and maintenance in Table 7.• However, Finance collects estates admin staff costs

whilst these are separated out in Estates• Instead Finance data will be used as cross-check to

Estates data in DQ checking• It is expected that the Repairs and maintenance

costs returned in the Estates data will be lower than the costs returned in the Finance data.

Cleaning costs – common queries

Qu: Where should window cleaning be included?Ans: Internal

Qu: How should costs be attributed to residential/non-residential?Ans: Should tally to the split returned in area

Qu: Should cleaning administration costs be included here?Ans: No, these costs should be counted under facilities management costs within internally-incurred/externally-managed property management costs.

Internally-incurred and externally-provided property management costs Page 61

• Simplified for 2012/13 – splits between estates, facilities and management costs removed

• Amalgamated totals to be returned

Security and Porterage costs

Security costs•The costs of security contractors and employed staff and regular system maintenance.

Porterage costs•The costs of porterage contractors and employed staff. •Duties may include: small office moves, events, room and exams set-up and reception cover. Both items require splits by

non-res, res and total HEI.Both items require splits by non-res, res and total HEI.

Energy

Energy data items

Carbon savings will be part of the figure returned under Scope 1 and 2 Carbon emissions (energy use).

Energy consumption Page 65Currently collects:

From 2012/13 this is expanded to:

Oil Coal

Gas Steam/hot water

Electricity Other fuels

Energy consumption

• Required to return all energy types used by the HEI estate

• Consumption per energy type is only required for the total HEI. Alongside this a total split for non-residential and residential should be provided.

Fuel used in HEI-owned vehicles Page 67

Separated out from Energy consumption from 2012/13.Figure in litres per fuel type

Scope 1 & 2 carbon emissions (energy use) Page 72

From 12/13 HESA will be carrying out DEFRA conversion factors centrally to

Ensure consistency and comparabilityReduce burden on HEIs

Any issues with this? Please let liaison@hesa.ac.uk know.

‘Green tariff’ electricity is only considered to be zero carbon rated where the ROCs have been retained.

Waste mass page 71

• New categories for 2012/13– Composting (on or off site)– Anaerobic digestion (on or off site)– Landfill

• Do not include:– Waste taken in by the institution for processing – Waste attributable to the operation of commercial space

Hazardous waste

• New for 2012/13• To include combined Total HEI tonnage of

AsbestosChemicalsElectrical and electronic equipmentFluorescent light tubes and energy-saving light bulbsHealthcare/clinicalLead acid batteriesOilsPesticidesRefrigerators containing ozone-depleting substancesSolvents

• Expected that majority of HEIs will have some waste

Scope 3

The Scopes

Scope 1 Direct GHG emissions from sources owned or controlled by the reporting institution e.g. boilers and furnaces

Scope 2 GHG emissions from the generation of electricity purchased by the institution

Scope 3 Indirect emissions produced by an institution’s activities but occurring from sources not owned or managed by the institution

Why include Scope 3?

• HEFCE consulted on HE strategy for carbon reduction • Support for tool to measure emissions – EM record

provides this • Collection of this data will

– Provide information on managing scope 3 emissions– Demonstrate HEI efforts to reduce carbon

Scope 3 data items

Business travelStaff commuting

Student commutingWaste

Method used to calculate scope 3 carbon emissions from wasteWater supply

Wastewater treatmentSupply chain (procurement)

Scope 3 business travel

• Includes travel undertaken by staff and students

• Excludes travel paid for by a third party

• Conversions to be carried out by HEIs.

Air travel Rail travel Vehicles Company cars Leased cars Public transport

(bus/tube/tram) Taxis Coaches Ferries

Defining Scope 3 business travel

Commuter travel Page 76

Definition:•Travel to and from home address to the HEI•For students use term-time addressHow to collect:•Travel survey

– Distance travelled– Mode of transport– Include all travel over the course of a week– Randomly selected commuters - sample size – enough for

confidence e.g. population 10,000 need to survey 370

Benefits of collecting Scope 3 travel?

How to collect the data?

‘Measuring scope 3 carbon emissions – transport: A guide to good practice.’ http://www.hefce.ac.uk/pubs/year/2012/201202/#d.en.68754

Conversions

To convert the data it is needed to know1. The mode of travel2. Activity data (fuel consumption or distance travelled)3. Appropriate conversion factor (Defra/DECC)

Waste Page 78

Total GHG emissions in production and treatment of waste.Recognised that HEI approaches to waste and recycling varies

Calculated through Defra conversion factorsMethod used also captured

Water Page 80

Water supply• Residential/non-residential/total HEI split tonnes

GHG emissions

Waste water•Total HEI tonnes GHG emissions

To be converted by HESA using Water consumption data

Supply chain (procurement) Page 81

• Supply chain = purchasing of goods and services and the emissions this generates.

• Collection of data will allow benchmarking and provide insights on ways to reduce emissions.

Reporting tool

• Annual returns database to Regional Purchasing Consortia to create full emissions report for all HEIs in England

• Data can then be used to populate Estates return• This includes 75 Defra carbon points

Supply chain sections

Business services Information and communication technology

Paper products Waste and water

Other manufactured products Medical and precision instruments

Manufactured fuels, chemicals and gases Other procurement

Food and catering Unclassified

Policy

% modal split for staff and students Page 85Should not include business travelShould not include travel to or from the students home (holiday) addressThe term-time post code of every student is collected through the HESA student recordConsider the join-up between the results of the survey and the institutional travel planIt is anticipated this information will be collected via staff and student surveysSurveys should be conducted on an annual basis

Continuing data items Page 86

Health & Safety

Health and safety Page 89

• Health and safety data is an existing reporting requirement

• Prior to 2012/13 this return is made to Universities Safety and Health Association (USHA)

In line with the sector policy of reducing data collection burden on institutions, from 2012/13 the data will be returned to HESA

• Data collected according to the guidance and definitions specified by the Health and Safety Executive within Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) www.hse.gov.uk/riddor

• Liaise with the existing department/member of staff who is responsible for returning this information

• Excludes commercial space across all data items

Incidents involving injury Page 89

Dangerous Occurrences Page 89• Part 1 General (21

categories)– Lifting machinery, etc.– Pressure systems– Freight containers– Overhead electrical lines– Electrical short circuit– Explosives– Biological agents– Collapse of scaffolding– Fairground equipment

2005 2006 2007 2008 2009 2010

44 37 41 63 79 51

www.legislation.gov.uk/uksi/1995/3163/schedule/2/made www.legislation.gov.uk/uksi/1995/3163/schedule/2/made

Total reportable Total reportable

Number of RIDDOR reportable dangerous occurrencesDefined in Part 1 General of schedule 1

Number of other dangerous occurrences All other dangerous occurrences including accidents which did not result in injury, e.g. near misses

Occupational injuries Page 89

1. Contact with moving machinery or material being machines2. Hit by a moving, flying or falling object3. Hit by a moving vehicle4. Hit something fixed or stationary5. Injured whilst handling, lifting or carrying6. Slipped, tripped or fell on the same level7. Fell from a height8. Trapped by something collapsing9. Drowned or asphyxiated10. Exposed to, or in contact with a harmful substance11. Exposed to fire12. Contact with electricity or an electrical discharge13. Injured by an animal14. Physically assaulted by a person15. Another kind of accident

Totals must be split

www.legislation.gov.uk/uksi/1995/3163/schedule/3/made www.legislation.gov.uk/uksi/1995/3163/schedule/3/made

Occupational diseases Page 89

• Reportable under RIDDOR

• Excludes occupational diseases reported by those occupying commercial space

• Record total number of instances of occupational diseases

• Not split by staff, student and other

www.legislation.gov.uk/uksi/1995/3163/schedule/3/made www.legislation.gov.uk/uksi/1995/3163/schedule/3/made

Fire safety

Fire safety Page 90

• Fire safety data is an existing reporting requirement

• Prior to 2012/13 this return is made to Universities Safety and Health Association (USHA)

• Liaise with the existing department/member of staff who is responsible for returning this information

• Splits by ‘Total non-residential’ and ‘Total residential’

Consider the relative coverage of both the Estates Management record and that of the health and safety information. Health and safety or fire incidents may occur on space/buildings not otherwise included in the Estates Management record but will still need to be recorded.

Types of fire

Categories

Other data itemsItem SplitDirectly exposed to fire/smoke Students Staff Other

Number of external fires Total HEI

Number of internal fires that did not sound the fire alarm

Total HEI

Number of injuries as a result of fire Total Non-residential

Residential Total HEI

Number of malicious alarms Total Non-residential

Residential Total HEI

Number of other false activations Total Non-residential

Residential Total HEI

Total number of fire alarm activations Total Non-residential

Residential Total HEI

Number of automatic detectors Total Non-residential

Residential Total HEI

Fire and rescue services attendance Total Non-residential

Residential Total HEI

Type of injury Categories

Guidance

• External fires– Examples: Bin fires, skip fires, BBQ’s and bonfires

• Internal fires that do not result in fire alarm activations– These are incidents where a fire occurs and is extinguished

without the fire alarm system being activated

• Number of injuries as a result of fire– Any injury requiring medical attention

Guidance

• Number of malicious alarms– A deliberate improper actuation of a fire alarm system

• Number of other false activations– Includes accidental manual call point activation, alarms

raised with good intent, equipment defects and environmental conditions

• Total number of fire alarm activations– Calculated from the sum total number of malicious alarms,

other false activations and total number of fires minus the number of internal fires that did not sound the fire alarm

Guidance

• Number of automatic detectors– Requirement under BS:5839 and UK Fire Safety legislation

• Fire and rescue service attendance– Record total number of times the fire and rescue services

attend emergency calls to University owned and managed property for fires and false alarms

www.usha.org.ukwww.usha.org.uk

Other data

• Number of bed spaces – Auto generated from ‘EMR Number of bed spaces Residential’– Total number of student bed spaces under direct management

of the HEI– Excludes commercial space– Ratios

• Total number of UG and PG students at the HEI– Auto generated from ‘EMR Student headcount total HEI’– Total number of student – Excludes distance learning and franchise – Ratios

Onwards use of EMS data

Estates Management publication produced by HESA

2010/11 data released 26 April 2012

Free data table includes:•Grounds and buildings•Water and energy usage•Waste management•Transport and other environmental measurements

Available at www.hesa.ac.uk/pubs/ems

Developments at HESA

• Aardvark regeneration project• User accounts project• Heidi developments

HESA-Estates@JISCMAIL.AC.UK

HESA information and discussion forum for HESA Estates.

These lists are used to circulate email news alerts from HESA regarding data requirements, coding manuals and validation kit releases.

Want to join? email liaison@hesa.ac.uk or visit www.jiscmail.ac.uk

Data collection and submission

The Institutional Liaison team are there to help with all aspects of the return from local collection of data items through to final submission and sign-off.

Contact the teamliaison@hesa.ac.uk01242 211144

Training support

If you require additional training help, including bespoke visits to your institution, get in touch with the training department…w: www.hesa.ac.uk/traininge: training@hesa.ac.ukt: 01242 211472

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