April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s...

April 14, 2011Presented By: Theresa Tsik & Eric Chan

Facility Planning, CPDC, CSU Chancellor’s Office

Space and Facilities Database Workshop

Topics

SFDB Overview Fall 2011 SFDB Update 2012/2013 Custodial Reporting Private Use Reporting SFDB, APDB and Capital Planning Overview Planning Tools Case Study 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).



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/

What to do:– Update facility

– Update space data

– Request new state maintained spaces and any adjustment

http://www.calstate.edu/cpdc/Facilities_Planning/Space_Mgmt/Call_Letters/

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

Update year round

http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms

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

Log on the SFDB database. Update during the reporting window.

http://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/Forms

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)


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


Non-matching SFDB ID errors:– APDB 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)

All other space changes

Space Update Process - Step by Step

Step 1: Campus enters data– Option 1: Upload Process (for volume transaction)– Option 2: Data Entry Screen

Step 2: Campus reviews Before and After Analysis Step 3: Campus edits submitted data

– Option 1: Upload Process– Option 2: Edit Screen and/or Data Entry Screen

Step 4: Campus views/exports submitted data Step 5: Campus notifies CO that data is ready to review

during the SFDB update window Step 6: CO reviews campus data submission, analyzes

data and updates space-master file

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

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N

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CO

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Space Update Process - Step by Step

Step 1: Campus enters data– Option 1: Upload Process (for volume transaction)– Option 2: Data Entry Screen

Step 2: Campus reviews Before and After Analysis Step 3: Campus edits submitted data

– Option 1: Upload Process– Option 2: Edit Screen and/or Data Entry Screen

Step 4: Campus views/exports submitted data Step 5: Campus notifies CO that data is ready to review

during the SFDB update window Step 6: CO reviews campus data submission, analyzes

data and updates space-master file

Data Entry- Option 1: Upload Process1. 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 Process2. 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” icon2) 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 Analysis4. Summary report1) 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 AnalysisType of Report Report Content

Room by Room Review B&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


Facility Summary Report B&A summary for each facility Two type of reports: - By Space type by HEGIS type


Analyze SFDB Update1. Process and view the Before and After Analysis Report2. Analyze Campus 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 DataOption 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 DataOption 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


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 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 master1. 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 websitehttp://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

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 PropertyWill 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: SubleasesWill 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 ContractWill 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 servicesIf “yes”, complete CPDC 4-2 Facility Information Sheet and provide leasing information

Question #4: Sale of Electricity or WaterIf 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 ResearchWill 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 EntitlementWill 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 ProjectIf “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:

– 210 Institutes and Research Centers – State Funds

– 220 Individual and Project Research – State Funds

– 230 Institutes and Research Centers – External Funds

– 240 Individual and Project Research – External Funds

– 940 Subleased Area

SFDB, APDB and Capital PlanningOverview

YRO StatusMYP, CPDC 1-2, ASF per FTE Model, Lab/Lab, Utilization

SFDB / APDB

DEFINE PROJECT INTENT - CAMPUS NEED

FEASIBILITY STUDYRENOVATE Maintenance costsPacific PartnersAcademic directionSurge space

NEWASF/GSF Cost GuideDonor fundingDesign Contingency

OPTIONSAlternatives

Sustainability

SUMMARIZE OBJECTIVES

DETERMINE DELIVERY METHOD

COST ESTIMATE

1-1, 1-2, 1-3, 2-3, 2-4, 2-6, 2-23

1- 4 2 - 7

INP

UT

S

PR

OC

ES

SE

SO

UT

PU

TS

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 DeficitCapital 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 neededhttp://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) * SFR1

What does % mean:– >100%: more capacity than what campus needs– <100%: capacity does not meet campus needs

1. SFR is Student Faculty Ratio1. SFR is Student Faculty Ratio1. 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 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

HEGISCategory

Specific HEGIS Codes planned in the proposed project

Proposed project

Target Year Enrollment CapacityCapacity / 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 Model

*ASF – Assignable Square Footage*FTE – Full Time Equivalent Student

Space Type

ASF per FTE Model

HEGISCategory

Existing, Required and Net ASF

Space Type in ASF per FTE ModelSpace Type Space Type Code / HEGIS

Lecture 0001, 0002, 0004, 0005

Laboratory 0010, 0011, 0016, 0017

Instructional Activity 0019, 0020, 0021, 0022, 0024, 0025, 0027, 0028, 0029, 0052, 0056, 0057, 0070, 0075, 0077, 0079, 0081, 0083, 0085, 0099

Faculty/Faculty Admin Office 0030, 0031, 0032, 0035, 0036, 0037, 0049, 0051, 0093

General Administration 90101 through 91011

Library 90301

Media 90201 through 90231

Plant Operations 90501

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 reportTarget 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): 70Percent to be scheduled (room): 75%Total Scheduled Hours per Week: 52.5Percent 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

Case Study Analyze space update from Case Study campus Use the planning tools to determine if the

updates should be accepted.

Analyze SFDB update1. Analyze Campus permanent capacity changes

– Capacity: Lecture, Teaching Lab, FO & FAO

Increase of Capacity Loss 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 Related Match 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

Category Name of Reports

Space Room by Room Detail Space Report By Discipline

Detail Space Report By Space Type

Complete Space Report By Facility

Nonstate Space Report By Facility

Summary Complete Space Report By Facility (Summary)

Summary Space Type Report by Facility

Summary Space Type Report by Discipline

Facility Facility Report

Capacity Report by Facility

Custodial Custodial 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

AbbreviationCOMPL = Completion DESC = Description EFFC = EfficiencyFAC = FacilityFAC Office = Faculty OfficeFAC ADM = Faculty AdministrationINST LVL = Instructional LevelLEC = LectureLD = Lower DivisionNUM = NumberRM = RoomSFX = SuffixSP = SpaceSTA = Station SS = Number of StationsTRAN = Transaction UD = Upper Division

Need Room by Room Space Data?Name of Report Sort by Report 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

Campus Center Facility Room By Room It is part of the above “Complete Space Report By Facility”. Just for Non-State Space.

Need Summary of Space Data?Summary by Summary

for Name of Report Space

TypeDiscipline Inst

LVLASF NUM

of STANUM of SP

FTE

Space Type Center Summary Space Type Report By Facility X X X X X X

Center Complete Space Report By Facility (center summary) X X X X X

Center Summary Space Type Report By Discipline X X X X X X

Facility Summary Space Type Report By Facility X X X X

X X

Facility Complete Space Report By Facility (facility summary)

X X X X

Discipline Summary Space Type Report By Discipline X X X X X X

Discipline Facility Complete Space Report By Facility (facility summary)

X X X X

Center Complete Space Report By Facility (center summary) X X X X

Teaching Lab and Teaching Lab Service by Level

Facility Complete Space Report By Facility (facility summary) X X X X X

Need Facility Data?

Name of Report Sort By Report Header

Facility Report Campus

(Total)

Center

(Total)

Facility Fac# Category Status Owner GSF ASF EFFC COMPL Date

Capacity Report by Facility

Campus

(Total)

Center

(Total)

Facility Fac# 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 Websitehttp://www.calstate.edu/CPDC/Facilities_Planning/Space_Mgmt/index.shtml

Hyperion Websitehttp://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/Resource%5FDocuments/

Questions

www.calstate.edu

April 14, 2011 Presented By: Theresa Tsik & Eric Chan Facility Planning, CPDC, CSU Chancellor’s...

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