Master Planning Executive Stakeholders Space Utilization Update - - PowerPoint PPT Presentation

Operations & Facilities Management Department

Master Planning Executive Stakeholders

Space Utilization Update – Campus Shared Spaces

Presented February 13, 2018

Operations & Facilities Management Department

• Update on Projects
• Completed Summer/Fall 2017 (Appendix)
• Completed Winter 2017
• In Progress
• Update on Shared Spaces
• Organizational Update of Education & Campus Support Services
• Share results of Shared Spaces Survey
• Share results of Space Utilization Audits
• Items for Discussion
• Cori and Erlanger
• Student Space Planning Opportunities

Agenda

Operations & Facilities Management Department

Completed Projects

Newly Completed Winter 2017

Operations & Facilities Management Department

McDonnell Sciences: Computer/Training Rooms

DESCRIPTION:

• Converted the former Admissions suite into a new

80 person Computer/Training Room.

• Refresh FLTC Computer/Training Room 602,

increased from 24 to 27 computers. SCOPE: Room 100

• New state of the art AV System, projector with 4-

65”monitors.

• Added sound resistant/reducing drywall, insulated

sound reducing glass windows, and custom sound reducing entry doors.

• Upgraded lighting schemes/scenes to be flexible

with whatever program is scheduled for the room.

• Upgrading HVAC systems.
• New Carpet, Paint, Furniture

COST: $1,464,273 COMPLETION DATE: January 2018

Operations & Facilities Management Department

Medical Society Home Room and Danforth Chapel

DESCRIPTION:

• Converted the former finance suite into a new

student lounge and meeting space.

• Converted the former Diversity suite into new

interfaith chapel. SCOPE:

• Selective demolition
• New systems, partitions, and ceiling
• Cove and sconce lighting
• Built in benches
• Shades
• AV
• Furniture

COST: $333,348 COMPLETION DATE: January 2018

Operations & Facilities Management Department

Projects in Planning

Spring-Summer 2018

Operations & Facilities Management Department

• CORE @ 718 and 818 (Residence Halls)
• Completion Date, Summer 2018
• Becker Library Construction
• First Floor and Lobby, May 21 – September 14, 2018
• WUIT to Renew AV
• Moore Auditorium, July 2018
• FLTC Rooms 213 and 214, July 2018

Summer Construction Update

Operations & Facilities Management Department

Commons at the CORE

• 818 Commons
• 818 Fitness

8

ECSS Shared Space in CORE

Operations & Facilities Management Department

SCOPE:

• New Entry Lobby
• New Air Lock
• Seating and Display Walls
• New lighting and Carpet
• Study tables and Chairs

BUDGET: $3,800,000 (Inc. 6th Floor Renovation) CONSTRUCTION COST: $2,715,118

• EST. COMPLETION DATE: September 21, 2018

Becker Library Phase 2: 1st Floor and Lobby

Operations & Facilities Management Department

STUDY SCOPE:

• Three Levels of Upgrades
• ADA Only
• ADA and Refresh
• Full Renovation
• Utilization Study

McDonnell Sciences: Cori & Erlanger Study

Operations & Facilities Management Department

• Option 1: Eliminate either Cori or Erlanger
• Based on utilization we needed only one, 150 seat auditorium.
• Option 2: Full finish upgrade option that includes seating replacement
• We lose seats. Therefore, both auditoriums will be less than 150 as an outcome.
• Neither space will be fully ADA accessible.
• Both auditoriums would have a stage accessible by wheel chair via the storage room though not ideal.
• Option 3: Expand the space into one large room
• Infill the floor with EPS to make this a level floor.
• Soft way to infill in lieu of using steel (reduce disruption of the frogs).
• Classified under a level 2 renovation by code (no new lateral loads to the structure).
• Retractable seats or fixed tiered seating to accommodate the needed seating requirements.
• Space could be used as a flat classroom or pre-function space or both that could open up to the tiered

classroom thus creating a dual function space.

Cori & Erlanger Auditoriums: KWK Report Summary

Operations & Facilities Management Department

Cori & Erlanger Auditoriums: Utilization

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Cori Auditorium 18% 23% 17% 31% 13% 12% 10% 15% 13% 16% 12% 7% Erlanger Auditorium 11% 25% 32% 29% 17% 12% 1% 2% 13% 14% 14% 4% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% % Time Booked in ManageSpace

2017 Cori & Erlanger Utilization

Operations & Facilities Management Department

• Pause and monitor Cori & Erlanger Use for 9-12 Months
• During this time look to meet auditorium needs in other locations
• If use continues to decline recommend infill and conversion of space to Office Space to meet

growing Faculty/Office Needs on Campus

Cori & Erlanger Auditoriums: Recommendation Summary

Operations & Facilities Management Department

Education & Campus Support Services

Shared Spaces

Operations & Facilities Management Department

• Organizational Update of Education & Campus Support Services
• Share results of Shared Spaces Survey
• Present Results of Audits
• Reservation Systems data
• Month long Physical Space Audit

Shared Spaces Update

Shared Spaces

13 Buildings, 80+ Spaces

Operations & Facilities Management Department

• Completed full staff reorganization
• No layoffs
• 5 promotions
• 3 new hires for extended coverage in MCC and EPNEC (2 hires achieved through natural attrition)
• Integrated EPNEC, FLTC and contracted auxiliary operations under one umbrella (food service, campus

store, housing and FedEx)

• Communication and process improvement
• Developed new website – https://meet.wustl.edu
• Presented new organization at WUSM Management, WUMC Board and published in The Record
• Bi-monthly updates are being sent to key stakeholders (began in September 2017)
• Established new intake process
• Documented new procedures
• Space Utilization Audit Conducted
• Conducted for 1st and 2nd Quarter FY18
• Allowing ECSS to align with program data to validate current rates of utilization
• Prior to program average utilization was 23% - goal at end of pilot year is 40%

WUSM ECSS Program Update Post Implementation

17

Operations & Facilities Management Department

• Surveyed the course directors for actual room needs
• Currently holding rooms based on prior year’s actual use and current year

projected need

• Increased auto-release to 5 weeks prior to each class date
• Allowed for earlier booking for other campus needs
• Rudo Gray was promoted to manage this area in the ECSS program and is a

liaison to Education and the Registrar

• Continue this model and strive for increased auto-release time

Academic Rollover & Organizational Support

18

Operations & Facilities Management Department

• Dedicated Student Study Spaces
• Becker Medical Library
• Farrell Learning & Teaching Center
• Olin Residence Hall
• 4444 Forest Park
• Medical Society Home Room
• Website to provide an up-to-date list of

all student study spaces

• https://meet.wustl.edu/students
• Striving to enhance communication with

students

• ECSS has been modeled to increase

student support and student study space

Student Study Spaces

19

Operations & Facilities Management Department

Shared Spaces Survey

November 2017

Operations & Facilities Management Department

Demographic Questions Summary

Program Nov- 17 MD 62% MSTP 16% OT 7% Other 7% DBBS 4% PT 4% PACS 1% BioStats 0% Group Size May-15 Nov-17 Point Variance 2-4 23% 24% 1 % Increase 5-8 21% 22% 1 % Increase 9-18 12% 21% 9% Increase 19-30 n/a 8% n/a 31-50 n/a 5% n/a 51-150 n/a 5% n/a 151-200 n/a 1% n/a 200+ n/a 0% n/a 16+ 10% n/a n/a Large group/Auditorium 11% n/a n/a NA 20% 11% 9% Decrease Other 2% 3% 1% Increase

Role at the University? What is your typical group size?

Student Response

Role May-15 Nov-17

Variance Faculty

12% 14%

2% Increase

Staff 66% 56%

10% Decrease Student

14% 25%

11% Increase

Post Doc 2% 2%

None Clinical Fellow

1% 1%

None

Resident 3% 1%

2% Decrease NA

1% 1%

None

Other 2% 1%

1% Decrease Total Respondents

1,967 1,301 Decrease Response Rate 16% 11%

5% Decrease

• Sent to approximately 12,000 students/staff/faculty
• Timeline: 2 weeks to complete
• Concentrated effort by Education to gather MD Student Response

Operations & Facilities Management Department

Space Use Summary

What Shared Spaces do you use? May-15 Nov-17 Variance Becker Medical Library 46% 48% 2% Increase Farrell Cafe (Farrell Learning & Teaching Center) 47% 48% 1% Increase Small Group Rooms (Farrell Learning & Teaching Center) 34% 43% 9% Increase Shell Cafe (McDonnell Science) 49% 41% 8% Decrease Connor Auditorium (Farrell Learning & Teaching Center) 32% 38% 6% Increase Mid Campus Center (MCC) n/a 36% n/a Eric P. Newman Education Center (EPNEC) n/a 36% n/a Holden Auditorium (Farrell Learning & Teaching Center) n/a 33% n/a The Hearth (Farrell Learning & Teaching Center) 22% 30% 8% Increase Lab Classrooms (Farrell Learning & Teaching Center) 18% 28% 10% Increase Moore Auditorium (North Building) 25% 27% 2% Increase Cori Auditorium (McDonnell Science) 28% 24% 4% Decrease Departmental Spaces 37% 24% 13% Decrease Erlanger Auditorium (McDonnell Science) 24% 22% 2% Decrease Wohl Auditorium (Wohl Hospital) 22% 19% 3% Decrease Clopton Auditorium (Wohl Clinic) 16% 16% None 4444 Forest Park n/a 12% n/a Couch Research Building (4515 McKinley) n/a 6% n/a Olin Chapel (Olin Residence Hall) n/a 5% n/a N/A (20) n/a 4% n/a

Operations & Facilities Management Department

Use of Space Questions Summary

Rank the factors you typically use in selecting a physical location for your needs. 1. Proximity to Work/School location 2. Natural Light 3. Availability of Power Outlets 4. Comfortable Seating 5. Comfortable Temperature 6. Network Availability 7. Availability of Service Support (IT, AV, Library Techs) 8. Availability of Task Lights 9. Noise Level

• 10. Ability to work in a group setting
• 11. Availability of printer
• 12. Proximity to books/journals
• 13. Proximity to Beverages/Food

Space Use May-15 Nov-17 Variance

Meetings 68% 73% 5% Increase Lunch/Meal 63% 53% 10% Decrease Conferences/Seminars 54% 52% 2% Decrease Group Projects/Meetings 28% 34% 6% Increase Individual Study 20% 31% 11% Increase Group Study 10% 22% 12% Increase Work Outside an Office 15% 16% 1% Increase Research 17% 16% 1% Decrease Individual Projects 10% 15% 5% Increase Musical or Social Events 10% 9% 1% Decrease Other 8% 8% None N/A 5% 4% 1% Decrease Sleep 3% 3% None

Operations & Facilities Management Department

Summary of Becker Library Questions

Space Location May-15 Nov-17 Variance

First Floor Open Atrium Space

14% 17% 3% Increase

Second Floor Balcony

7% 16% 9% Increase

King Center

22% 16% 6% Decrease

Ground Floor

18% 13% 5% Decrease

Perimeter/Window Seating Floors 2 - 4

20% 13% 7% Decrease

Other Conference Rooms

11% 11% None

First Floor Computer/Carrel Seating

n/a 11% n/a

Other (please specify)

9% 3% 6% Decrease

What spaces do you use at Becker? What type of seating do you prefer?

Options May-15 Nov-17 Variance Table Seating 50% 65%15% Increase Carrel Seating 7% 13%6% Increase Lounge Seating 18% 10%8% Decrease Computer Station 11% 7%4% Decrease Other 6% 4%2% Decrease Services % of Students that said Yes Public Computers 49% Access to Books/Journals 40% Research Support/Help from Library Staff 28% Other 29%

What type of services do you use?

Operations & Facilities Management Department

Summary of Questions the MD Students Provided

Order in which students ranked their study preferences:

1. Alone in a private, secluded space, (e.g. Becker Carrels) 2. Off Campus 3. Alone in an open, public space, (e.g. Lounge Chairs in Atrium) 4. With a group in a private, secluded space, (e.g. Small Group Rooms) 5. With a group in an open, public space, (e.g. Tables in the Atrium)

Options % of Students that Agree Alone in a private, secluded space, (e.g. Becker Carrels) 35% Alone in an open, public space (e.g. Lounge Chairs in Atrium) 30% With a group in a private, secluded space (e.g. Small Group Rooms) 12% With a group in an open, public space (e.g. Tables in the Atrium) 12% Other 10%

If you could change one thing about the types of study spaces on campus, it would be: Do you feel that you have adequate access to the following types of Study Space?

Study Preference % of Students that agree With a group in an open, public space (e.g. Tables in the Atrium) 82% Alone in an open, public space (e.g. Lounge Chairs in Atrium) 79% With a group in a private, secluded space (e.g. Small Group Rooms) 70% Alone in a private, secluded space, (e.g. Becker Carrels) 63%

Operations & Facilities Management Department

• 63-85% of student respondents said they have adequate access to their

preferred study space types.

• Overall use of space was similar to the 2015 Survey. The notable difference was

that departmental space use decreased. We theorize that this is due to more Shared Spaces available.

• The phased Becker Construction projects occurred between the 2015 and 2017
• surveys. Survey respondents noted a 2% increase of use of the Becker Library

post construction.

• Student response confirms current planning standards: Students prefer a

variety of seating and space types for student study.

Survey Summary

Operations & Facilities Management Department

Space Utilization Audits

Reservation Systems Data (6 Months) Physical Audit (30 Days)

Operations & Facilities Management Department

• Data from July 1 – December 31, 2017 was gathered.
• Spaces were counted as utilized if they were booked through Reservation Systems

(ManageSpace or EMS).

• Utilization is based off of the number of business days per month.
• Days are assumed to be 9 hours long when calculating Utilization.
• Number of attendees and use type is entered by the end user.
• Utilization is based on totals of space type and not the weighted average of the

specific rooms in the building.

Reservation Systems Audit

Operations & Facilities Management Department

2015

• KWK October: 23%
• July – December 2015: 22%

Building Utilization: FLTC and EPNEC

2017

• October 2017: 25%
• July – December 2017: 24%

Notes:

• Mid Campus Center (MCC) and Couch Biomedical Research Buildings were built.
• Many meetings that were in the FLTC and EPNEC are now in MCC.
• Bookings from partners (BJC/SLCH/STLCOP) have remained constant.

Operations & Facilities Management Department

July – December 2017: 28%

ECSS Shared Space Utilization

Other includes: Couch, Becker, CSTB-NTA, 4444 Forest Park, Moore, Cori, Erlanger, Clopton, Wohl, Lobbies and Gathering Spaces

0% 10% 20% 30% 40% 50% 60% EPNEC 1st & 2nd Floors EPNEC 3rd Floor MCC 1st & 2nd Floors FLTC Other

ECSS Room Utilization by Building by Month FY18

July August September October November December

Operations & Facilities Management Department

49% 12% 10% 6% 5% 3% 3% 3% 3% 6%

Use Type Analysis

Curricular, MD Meeting - No Services Student Study Workshop/Training Curriculum - Non-MD Co-curricular General Departmental Hold Conference/Lecture/Seminar Maintenance Other

Farrell Learning & Teaching Center

Space Type Average % Utilization Small Meeting Room 78% Medium Auditorium 71% Computer Training Room 64% Medium Meeting Room 48% Gathering Space 39% Small Auditorium 39% Building Total 56%

Operations & Facilities Management Department

Meeting - No Services 85% Workshop/ Training 9% Meeting - Additional Services 2% Other 4%

Use Type Analysis

Space Type Average % Utilization Small Meeting Room 32% Medium Meeting Room 59% Building Total 45%

Mid Campus Center

First & Second Floors

Floors 9 and 12 are not included as they are for floor occupants only.

Operations & Facilities Management Department

Seminar/ Lecture, 70% Rounds, 22% Meeting - No Services, 3% Curricular, MD, 3% Computer Train/Test, 2%

Wohl Auditorium

Rounds 45% Curricular, MD 36% Seminar/ Lecture 14% Meeting - No Services 5%

Clopton Auditorium

Space Name Average % Utilization Clopton 22% Wohl 18% Space Total 20%

Wohl & Clopton Auditoriums

Operations & Facilities Management Department

Curricular, MD 68% Meeting - No Services 10% Meeting - Additional Services 8% Seminars 6% Co-curricular General 3% Other 5%

Moore

Seminar/ Lecture 31% Meeting - No Services 28% Workshop/ Training 14% Curricular, MD 9% Departmental Hold 7% Grand Rounds 4% Meeting - Additional Services 3% Other 4%

Cori & Erlanger

Space Name Average % Utilization Moore 32% Cori 13% Erlanger 8% Space Total 18%

Moore, Cori, and Erlanger Auditoriums

Operations & Facilities Management Department

65% 20% 4% 3% 3% 2% 2% 1%

Use Type Analysis

Conference/Lecture/Seminar Meeting - Additional Services Meeting - No Services Other Philanthropic Event Workshop/Training Curricular, MD Vendor Show

Space Type Average % Utilization Gathering Space 44% Medium Auditorium 31% Large Auditorium 23% Medium Meeting Room 16% Large Meeting Room 12% Small Auditorium 16% X-Large Meeting Room 14% Small Meeting Room 6% Building Total 20%

Eric P. Newman Education Center

Core/ Primary 44% Secondary 23% Tertiary 33%

Reserved Hours at EPNEC

July - Dec 2017

67% is Campus Training/Education

Operations & Facilities Management Department

5 10 15 20 25 30 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

EPNEC Auditoriums

Medium Auditorium Large Auditorium Small Auditorium 5 10 15 20 25 30 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Meeting Rooms

Medium Meeting Room Small Meeting Rooms 100 200 300 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Eric P. Newman Education Center

Average Number of Bookings

Operations & Facilities Management Department

• Spaces were built around the priority user’s needs
• Spaces are used for a variety of other purposes when priority user is not occupying
• As new buildings are built, utilization of shared spaces has slightly increased but

still below capacity

• EPNEC 3rd Floor is significantly under utilized
• EPIC Training is using for 6-9 months in 2018
• Recommendation: Look at the technology aspect of booking these spaces
• Bookings from partners (BJC/SLCH) have remained constant
• 20% Discount offered in FY18
• The academic roll over auto release has been working well

Reservations Systems Data Summary

Operations & Facilities Management Department

Physical Space Audit

October 18 – November 17, 2017

Operations & Facilities Management Department

• Goal of the study was to obtain data points to validate space usage, supplement space

survey and reservation data.

• Study was conducted October 23 – November 17, 2017.
• Auditors walked each space every hour from 7:00am to 11:00pm and counted number of
• ccupants in each space (16 hours).
• For the purpose of this study, the core business day is 8:00am – 5:00pm.
• For spaces that the auditors could not see into without disturbing attendees, an estimate of

50% of total occupants was recorded.

• On average, each space is occupied at 0-16% of total capacity.
• Occupied means that at least one user was occupying the space.
• Second year MD students had exams November 6-10.

Physical Space Audit

Operations & Facilities Management Department

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 7:00am 8:00am 9:00am 10:00am 11:00am 12:00pm 1:00pm 2:00pm 3:00pm 4:00pm 5:00pm 6:00pm 7:00pm 8:00pm 9:00pm 10:00pm 11:00pm Auditorium Medium Meeting Room Small Meeting Room

Physical Space Audit Summary

Average Percent Utilized by at Least One User

Farrell Learning & Teaching Center, Becker Medical Library, Moore, Cori & Erlanger

Operations & Facilities Management Department

Base Line Utilization

0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 80.00% 90.00% FLTC Hearth FLTC Kaldi's Seating FLTC Carrels FLTC Atrium FLTC Connor FLTC Student Lounge FLTC Small Group Rooms FLTC Holden FLTC Medium Meeting Rooms FLTC Student PC Labs

Average Percent Occupied by at Least One User

7am – 11pm

Farrell Learning & Teaching Center

• Room capacity: 145
• Average count of users: 27
• Max count of users: 142
• Average % Occupied by 1 User: 54%
• Notes:
• Priority User is 2nd year MD, class size is:

125.

• Auditors were not able to physically count

the number of occupants every hour each day without disturbing the occupants. Sample data was gathered.

% of time the Space has at least one user Average Compared to Maximum Number of Users

FLTC Connor Auditorium

0% 20% 40% 60% 80% 100% 20 40 60 80 100 120 140 160 Average Max

• Room capacity: 77
• Average count of users: 13
• Max count of users: 77
• Average % Occupied by 1 User: 46%
• Notes:
• Priority User is DBBS
• Auditors were not able to physically count

the number of occupants every hour each day without disturbing the occupants. Sample data was gathered.

% of time the Space has at least one user Average Compared to Maximum Number of Users

FLTC Holden Auditorium

10 20 30 40 50 60 70 80 90 Average Max 0% 20% 40% 60% 80% 100%

Summary of 13 Small Group Rooms

• Room capacity: 18
• Average count of users: 2
• Max count of users: 18
• Average % Occupied by 1 User: 32%

% of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% 5 10 15 20 Average Max

FLTC Small Meeting Rooms

Summary of 9 Medium Meeting Rooms

• Room capacity: 42
• Average count of users: 2
• Max count of users: 40
• Average % Occupied by 1 User: 28%
• Note:
• Priority Users are 3rd and 4th year MD

Curriculum.

• Potential opportunity for OE as they

work on curriculum reform.

% of time the Space has at least one user Average Compared to Maximum Number of Users

5 10 15 20 25 30 35 40 45 Average Max 0% 20% 40% 60% 80% 100%

FLTC Medium Meeting Rooms

Operations & Facilities Management Department

• 2nd Floor Rooms were swiped: 3%, 52/1,960
• 3rd floor rooms were swiped: 3%, 14/560
• 4th floor rooms were swiped: 4%, 23/560
• From 10/21-11/19/2017:
• 363 Badge Swipes
• 74 Unique Visitors
• 70% of the swipes from 10 Visitors
• Top 3 Users were MD Students

(Linh Vuong, Lucas Fowler, Amal Taylor)

• Others included PT and DBBS

FLTC Supplemental Data

3 6 9 20 23 13 5 10 15 20 25 30-55 10-22 5-9 2-4 1 # Unique Visitors # of Swipes

FLTC Badge Swipe Analysis

10/21-11/19/17

Operations & Facilities Management Department

• MD Curriculum asked ECSS to hold the four

3rd floor medium meeting rooms for students to use during 1st year exam week.

• Study was conducted October 16 – 20,

2017.

• Auditor walked each space every hour from

8:00am to 5:00pm and counted number rooms being used.

• The four rooms were used by students to

study 25% of the time.

• For future exam weeks, space will not be

held during the actual exams (e.g. 8-11am).

Mini-Space Audit

1 2 3 4 Number of Rooms Used

Number of Rooms Students Used to Study in FLTC 3rd Floor during an Exam Week

Monday, 10/16/2017 Tuesday, 10/17/17 Wednesday, 10/18/17 Thursday, 10/19/17 Friday, 10/20/17

Operations & Facilities Management Department

Social Spaces & Lounge Seating

• Space capacity: 28
• Average count of users: 1
• Max count of users: 21
• % Occupied by 1 User: 34%
• Average occupancy

compared to room capacity: 3%

Student Computer Labs

• Space capacity: 42
• Average count of users: 0
• Max count of users:15
• % Occupied by 1 User: 10%
• Average occupancy

compared to room capacity: 0%

Carrels

• Space Capacity: 272
• Average count of users: 4
• Max count of users: 35
• % Occupied by 1 User: 69%
• Average occupancy compared to

room capacity: 2%

Dedicated Student Spaces - FLTC 3rd and 4th Floors

Operations & Facilities Management Department

• 3rd and 4th Floors are very similar
• Combined NASF dedicated to Study/Social Space: 10,811
• Total Number of Rooms: 315
• Total NASF 3rd and 4th Floors: 18,796

FLTC Floorplans: 3rd and 4th Floors

NASF 3: 9,658 NASF 4: 9,138

5 10 15 20 25

FLTC 1st & 2nd Year Lounge Seating

Average Max 10 20 30 40 50 60

FLTC 1st & 2nd Social Spaces

Average Max 10 20 30 40

PC Labs on 3rd and 4th Floors

Average Max 50 100 150 200 250

Carrels

Average Max

Average Use Compared to Maximum Number of Users

• Room capacity: 275
• Average count of users: 11
• Max count of users: 78
• Average % Occupied by 1 User: 32%
• Notes:
• Priority User is 1st year MD, Class size is:

125.

• Auditors were not able to physically count

the number of occupants every hour each day without disturbing the occupants. Sample data was gathered.

Moore Auditorium

% of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% 50 100 150 200 250 Average Max

• Room capacity: 150
• Average count of users: 5
• Max count of users: 125
• Average % Occupied by 1 User: 7%
• Average occupancy compared to

room capacity: 4%

• Notes:
• This room acts as an overflow and

captures events when the other auditoriums are being utilized

• Auditors were not able to physically

count the number of occupants every hour each day without disturbing the

• ccupants. Sample data was gathered.

% of time the Space has at least one user Average Compared to Maximum Number of Users

Cori & Erlanger Auditoriums

20 40 60 80 100 120 140 Average Max 0% 20% 40% 60% 80% 100% Cori Erlanger

Becker Classroom 405

• Room capacity: 36
• Average count of users: 2
• Max count of users: 20
• Average % Occupied by 1 User: 26%
• Notes:
• Priority Users are DBBS and MSTP.
• Auditors were not able to physically count

the number of occupants every hour each day without disturbing the occupants. Sample data was gathered.

% of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% 5 10 15 20 25 30 35 Average Max

Becker Conference Rooms: 201, 300, 400

• Max Capacity per room is 16
• Average count of users: 2
• Max count of users: 15
• Average % Occupied by 1 User: 3%
• Notes:
• Room 400:
• MSTP Interviews occur on Thursdays

and Fridays, September – January.

• Ph.D. Interviews occur on Fridays,

January and February.

% of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% 2 4 6 8 10 12 14 16 Average Max

Becker X-Small Rooms: 401, 402, 403, 404, 407

• Max Capacity per room is 4
• Average count of users: 2
• Max count of users: 4
• Average % Occupied by 1 User: 4%
• Notes:
• During the audit, this space was on a

permanent hold by Admissions, but it was not officially reserved in the system.

• It is being booked in Managespace as of

January 2018.

% of time the Space has at least one user Average Compared to Maximum Number of Users

0.0 1.0 2.0 3.0 4.0 Average Max 0% 20% 40% 60% 80% 100%

King Center

• Room Capacity: 100
• Average count of users: 2
• Max count of users: 55
• Average % Occupied by 1 User: 21%

% of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% 20 40 60 80 100 Average Max

Becker Library Lower Level

• Space capacity: 79
• Average count of users: 5
• Max count of users: 75
• Average % Occupied by 1 User: 90%
• Average occupancy compared to

room capacity: 7%

% of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% 10 20 30 40 50 60 70 80 Average Max

Becker Library 1st Floor

• Space capacity: 95
• Average count of users: 5
• Max count of users: 32
• Average % Occupied by 1 User: 94%
• Average occupancy compared to

room capacity: 10% % of time the Space has at least one user Average Compared to Maximum Number of Users

10 20 30 40 50 60 70 80 90 100 Average Max 0% 20% 40% 60% 80% 100% Zone 1-1 Zone 1-2

Becker Library 2nd Floor

• Space capacity: 52
• Average count of users: 2
• Max count of users: 16
• Average % Occupied by 1 User, Zone 1: 26%
• Average % Occupied by 1 User, Zone 2: 73%
• Average occupancy compared to room

capacity: 4%

% of time the Space has at least one user Average Compared to Maximum Number of Users

10 20 30 40 50 Average Max 0% 20% 40% 60% 80% 100% Zone 2-1 Zone 2-2

Becker Library 3rd Floor

• Space capacity: 14
• Average count of users: 1
• Max count of users: 6
• Average % Occupied by 1 User: 66%
• Average occupancy compared to room

capacity: 7%

% of time the Space has at least one user Average Compared to Maximum Number of Users

2 4 6 8 10 12 14 Average Max 0% 20% 40% 60% 80% 100%

Becker Library 4th Floor

• Space capacity: 35
• Average count of users: 1
• Max count of users: 18
• Average % Occupied by 1 User, Zone 1: 51%
• Average % Occupied by 1 User, Zone 2: 12%
• Average % Occupied by 1 User, Zone 3: 67%
• Average occupancy compared to room

capacity: 20% % of time the Space has at least one user Average Compared to Maximum Number of Users

0% 20% 40% 60% 80% 100% Zone 4-1 Zone 4-2 Zone 4-3 5 10 15 20 25 30 35 Average Max

Operations & Facilities Management Department

• 2nd and 3rd floor Conference Rooms: 20%
• 4th floor Rooms: 35%
• On the weekends reviewed:
• 92 Badge Swipes
• 64 Unique Visitors
• 45% of the swipes from 1-2x Use Visitors

Supplemental Becker Medical Library

1 5 17 41 10 20 30 40 50 16 6-8 3-5 1-2 # Unique Visitors # of Swipes

Becker Library Badge Swipe Analysis

10/28-29, 11/4-5, 11-12/2017

DBBS 54% MD 7% OT 6% PT 12% Other 21%

Operations & Facilities Management Department

Becker Library

0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 80.00% 90.00% 100.00% Zone 1-1 Zone LL Zone 1-2 Zone 2-2 Zone 3-1 Zone 4-3 Zone 4-1 Zone 2-1 Classroom 405 King Center Zone 4-2 X-Small Group Rooms Small Group Rooms

Average Percent Occupied by at Least One User

7am – 11pm

Operations & Facilities Management Department

• Audit results indicate that study space was available at all surveyed times in all

surveyed space during the audit.

• FLTC Carrels and PC Labs are under utilized space when compared to possible
• ccupancy.
• Small Group Rooms are utilized the most.
• This is the space type we have the most of in our model.
• There is not a notable use of Auditoriums past 5pm.
• MD 2nd Year Students took Block II Exams during the physical space audit.
• Overall, Becker Library Student Study Spaces were utilized 63% by at least one

user and were at an average of 9% of maximum capacity.

Physical Space Audit Summary

Operations & Facilities Management Department

Strategy and Discussion

Cori & Erlanger Student Space Planning Opportunities

Operations & Facilities Management Department

Cori & Erlanger Auditoriums: Utilization

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Cori Auditorium 18% 23% 17% 31% 13% 12% 10% 15% 13% 16% 12% 7% Erlanger Auditorium 11% 25% 32% 29% 17% 12% 1% 2% 13% 14% 14% 4% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% % Time Booked in ManageSpace

2017 Cori & Erlanger Utilization

Operations & Facilities Management Department

• Pause and monitor Cori & Erlanger Use for 9-12 Months
• During this time look to meet auditorium needs in other locations
• If use continues to decline recommend infill and conversion of space to Office Space to meet

growing Faculty/Office Needs on Campus

• Seeking Agreement on Pause

Cori & Erlanger Auditoriums: Recommendation Summary

Operations & Facilities Management Department

% of time the Space has at least one user

0% 20% 40% 60% 80% 100% 7:00am 8:00am 9:00am 10:00am 11:00am 12:00pm 1:00pm 2:00pm 3:00pm 4:00pm 5:00pm 6:00pm 7:00pm 8:00pm 9:00pm 10:00pm 11:00pm Lounge PC Labs Carrels

FLTC Student Lounges

Space capacity: 28 Average count of users: 1 Max count of users: 21 Average % Occupied by 1 User: 34% Average occupancy compared to room capacity: 3%

FLTC Student Computer Labs

Space capacity: 42 Average count of users: 0 Max count of users:15 Average % Occupied by 1 User: 10% Average occupancy compared to room capacity: 0%

FLTC Carrels

Space Capacity: 272 Average count of users: 4 Max count of users: 35 Average % Occupied by 1 User: 69% Average occupancy compared to room capacity: 2%

Student Space Planning Opportunities

Operations & Facilities Management Department

• 3rd and 4th Floors are very similar
• Combined NASF dedicated to Study/Social Space: 10,811
• Total Number of Rooms: 315
• Total NASF 3rd and 4th Floors: 18,796

FLTC Floorplans: 3rd and 4th Floors

NASF 3: 9,658 NASF 4: 9,138

Operations & Facilities Management Department

• Recommend study of FLTC 3rd and 4th floor space
• Re-plan and realigning design to meet current student needs
• Align effort with curriculum reform
• Discuss timing and schedule
• Other efforts underway
• Expand education and marketing efforts of ECSS to meet utilization goals
• History of Medicine revitalization for Student Study (Fall 2018)

Student Space Planning Recommendations

Operations & Facilities Management Department

• Update on Projects
• Completed Summer/Fall 2017 (Appendix)
• Completed Winter 2017
• In Progress
• Update on Shared Spaces
• Organizational Update of Education & Campus Support Services
• Share results of Shared Spaces Survey
• Share results of Space Utilization Audits
• Potential Recommendations
• Cori and Erlanger
• Student Space Planning Opportunities

Discuss items to share at Quarterly ECSS Advisory Meeting

Operations & Facilities Management Department

Open Discussion/Other

Operations & Facilities Management Department

Appendix

Operations & Facilities Management Department

Completed Projects

Appendix Summer/Fall 2017

Operations & Facilities Management Department

SCOPE:

• Shared Conference Rooms
• Hoteling Space
• Open Office Space
• Private Offices

BUDGET: $1,912,400 CONSTRUCTION COST: $1,425,477 COMPLETION DATE: August 18, 2016

Becker Library Phase 1: 3rd Floor (OMSE)

Operations & Facilities Management Department

SCOPE:

• Conference Rooms
• Hoteling Space
• Open Office Space
• Private Offices

BUDGET: $2,331,975 CONSTRUCTION COST: $1,738,250 COMPLETION DATE: August 18, 2016

Becker Library Phase 1: 4th Floor (DBBS)

Operations & Facilities Management Department

SCOPE:

• Conference Rooms
• Hoteling Space
• Open Office Space
• Private Offices

BUDGET: $1,834,927 CONSTRUCTION COST: $1,249,740 COMPLETION DATE: August 21, 2017

Becker Library Phase 1: 2nd Floor (Student Affairs)

Operations & Facilities Management Department

SCOPE:

• Conference Rooms
• Waiting Room
• Open Office Space
• Private Offices

CONSTRUCTION COST: $711,500 COMPLETION DATE: August 21, 2017

North Building: Admissions and Diversity Suite

Operations & Facilities Management Department

SCOPE:

• New Efficient Office Space
• Conference Room
• Huddle Room
• Private Offices

BUDGET: $625,142 CONSTRUCTION COST: $373,000 COMPLETION DATE: July 28, 2017

CSRB: 2nd Floor (Continuing Medical Education)

Operations & Facilities Management Department

SCOPE:

• Conference Rooms
• New Waiting Room
• New Patient Rooms
• Open work area

CONSTRUCTION COST: $654,700 COMPLETION DATE: August 25, 2017

East Building: 1st and 3rd Floor (Student Health)

Operations & Facilities Management Department

Education & Campus Support Services

Appendix

Operations & Facilities Management Department

Operations & Facilities Management Department



• Dr. Eva Aagaard (co-chair)

 Melissa Hopkins (co-chair)  Karen Seifert  Michelle Lewis  Rudo Gray  Lacey Luitjohan  Ken Zimmerman  Amy Meyer  Kevin Froehlich  Jamie Ryan  Theresa Horn 

• Dr. Alison Zazulia



• Dr. Tom Defer

 Kelly Noll 

• Dr. Will Ross



• Dr. Lisa Moscoso

 Cole Schulte  Anna Linsenman 

• Dr. Valerie Ratts



• Dr. Koong-Nah Chung

 Maria Renner  Beth Elliott  Averey Strong  Natasha Kafai  Rina Amatya  Jorge Zarate Rodriguez  Abby Rosenberg  Katy Winningham  Andy Wiegert  Shannon Eckhoff  Lisa Stevenson  Tia Drake 

• Dr. Rebecca McAlister

 Bill Bauer  Jocelyn Johnson  Kim Freels

ECSS Advisory Committee List

83