WUSM Education & Campus Support Services Program Model - - PowerPoint PPT Presentation

WUSM Education & Campus Support Services Program Model

Management Council

January 13, 2017

WUSM Education & Campus Support Services Program

• What did we learn as we planned medical education

space and looked at collaborative spaces?

▫ Problem Statement

 Historical “rules” surrounding FLTC and EPNEC resulted in low utilization (23% on average, both locations)  Costs of EPNEC rentals have been a deterrent for some departments to reserve or utilize this space  Duplicate management structures in place for various

• perations

 There was a desire and need for campus meeting and teaching spaces that were unmet or went off-campus  Alignment of these spaces with campus planning, projects and capital planning would improve coordination, facilities, access and reduce the need to build new space in campus central locations

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Review Committee Members (1 of 3) 25 members

Name Title

Melissa Hopkins

• Asst. Vice Chancellor, Asst. Dean of Operations & Facilities

Management Kevin Froehlich Manager, FLTC Rudo Gray Room Reservation Coordinator Michelle Gubin Planner, Communication & Programs Theresa Horn Emergency Management & Protective Services Program Coordinator Amy Meyer Director, Finance and Business Operations Office of Education and Office of Medical Student Education Jamie Ryan Director of EPNEC Karen Seifert Director of Business Operations Amy Walter Senior Director, Information Technology Ken Zimmerman

• Asst. Director, Security & Campus Transportation

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Review Committee Members (2 of 3)

Name Title

• Dr. Michael Awad

Assistant Professor of Surgery Bill Bauer Manager of Business Depts. OT Miriam Ben Abdallah Medical Student Government Tia Drake Executive Director for GME Beth Elliott Director, Financial & Student/Academic Affairs Elaine Halley Program & Recruitment Manager of Graduate Studies Jocelyn Johnson Pre-Clinical Business Manager

• Dr. Mary Klingensmith

Mary Culver Distinguished Professor

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Review Committee Members (3 of 3)

Name Title

• Dr. Koong-Nah Chung

Associate Dean for Medical Research, Director of the Office

• f Medical Student Research

Anna Linsenman Director of Finance & Administration

• Dr. Rebecca McAlister

Professor of OB/GYN Kelly Noll Director of Curriculum Office

• Dr. Valerie Ratts

Professor of OB/GYN Katy Winningham Administrative Coordinator

• Dr. Alison Zazulia

Professor of Neurology

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WUSM Education & Campus Meeting Support Services Phase One Recommendations – Program Outline

• Program Mission:

▫ Management of a business support model that effectively manages all shared space at the School

• f Medicine.

 Successful delivery of this program includes effective utilization, quality program support, sound financial management and physical stewardship.

▫ Our program and core services will support the campus core mission of education, clinical care and innovative research.

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Program Critical Success Factors

• Mission support will be achieved through

improved utilization and improved access

• Established policies and procedures
• Program will be fluid and adaptable; based on

access and not on ownership

• Financially viable
• Annual renewal plan for program space
• Access to adequate room resources
• Quality customer service
• Sound communication plan

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Program Model Core Services – Non Billable

• Core Services

▫ Space Management ▫ Room Management & Room Scheduling (Reservations, General Custodial, Fixed Resources) ▫ Annual Space Renewal Planning ▫ Business Support Operations (Financial, Service, Physical Operations, Curriculum Support) ▫ Lobby Customer Service/Information Attendants (FLTC, MCC & EPNEC)

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Secondary Services - Billable

• Secondary Services

▫ Event/Conference Management

 Planning (assistance with the planning of an event/conference)  Support Services (physical setup and take down, catering, technology, transportation planning, creative services (music, decorations, flowers, etc.), custodial, security, equipment, photography, videography, a/v)  General Business Support (copying, name tags, faxing, tent cards, etc.)  Other Specialty Services

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School of Medicine Users

• Members of the Washington University

community whose roles and responsibilities support the primary mission of the School of Medicine

▫ Campus core mission: education, clinical care and innovative research. ▫ WUSM students are included in this user category

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Partner Events – Secondary Users

• Primary partners of the Washington University

School of Medicine core mission of clinical care, innovative research and education.

▫ BJH, BJC, SLCH Partners ▫ WUSTL non-fee based events ▫ CME

• WUSTL events where fees are charged for

attendance will be included in the tertiary category and will pay tertiary rates.

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School of Medicine Tertiary Users

• A non-Washington University entity who

requests space for the purpose of a meeting, event, or conference that is not in conflict with the School of Medicine mission

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Key Buildings in the Program Model

• 4444 Forest Park
• 4515 McKinley
• Becker Medical

Library

• Biotechnology Center
• Clinical Sciences

Research Building – North Tower Addition

• Eric P. Newman

Education Center

• Farrell Learning &

Teaching Center

• Mid Campus Center
• McDonnell Science
• North Building
• West Building
• Wohl Clinic
• Wohl Hospital
• Other (under review)

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Other Reservable Spaces – Gathering Spaces

• Hope Plaza
• BJCIH Lobby
• Olin Link/Shell

Seating

• Shaffer Courtyard
• McDonnell Science

Lobby

• McDonnell Pediatric

Lobby

• CSRB Link
• CID Lobby
• FLTC Atrium
• FLTC Hearth
• Olin Gym

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Shared Space Types Included (Assigned to Dean)

• Conference & Meeting Rooms
• Classrooms
• Assembly & Auditorium
• Lobbies, Courtyards & Plazas
• Classroom Laboratory (FLTC)
• Reading/Study Rooms
• Other/Common Gathering Assigned to Dean
• Computer Lab

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How will use be prioritized?

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• Each space has been reviewed and assigned a use type. Use types

include education, general use/multi-purpose, executive and social gathering/event/conference.

• Priority use for certain spaces has been identified. For space

where a priority user is identified, these users will have the ability to roll ongoing room reservations forward year to year based on actual usage from the previous year. (EOC Example)

• Any needs identified after the start of the academic calendar year
• r fiscal year, including needs that arise as programs and/or

business needs change, will be addressed through the new service model.

• A tiered “just in time” procedure will accommodate any required

relocations.

Capital Planning & Room Standards

• Design & AV Standards for classroom and meeting

space have been established

• Initial Capital Plan Developed

▫ Phase 1 ($151,737) ▫ Phase 2 ($218, 556) ▫ Phase 3-5 – TBD ▫ Study to be completed in FY 18 on Cori & Erlanger Auditoriums ▫ Access control to be added to all corridor meeting spaces in the model to allow access for students and WUSM users without human intervention (FLTC example – 2nd floor)

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Category Full Day 1/2 Day Hourly Full Day 1/2 Day Hourly Full Day 1/2 Day Hourly Large Auditorium (450) 3,000 $ 1,750 $ 720 $ 2,400 $ 1,400 $ 600 $ 1,500 $ 875 $

• $

Medium Auditorium (101-449) 1,200 $ 700 $ 350 $ 960 $ 560 $ 300 $ 600 $ 350 $

• $

Small Auditorium (<100) 800 $ 500 $ 250 $ 640 $ 400 $ 200 $ 400 $ 250 $

• $

X-Large Meeting Room (151+) 1,700 $ 1,000 $ 480 $ 1,360 $ 800 $ 400 $ 850 $ 500 $

• $

Large Meeting Room (51-150) 1,200 $ 700 $ 330 $ 960 $ 560 $ 275 $ 600 $ 350 $

• $

Medium Meeting Room (31-50) 500 $ 300 $ 180 $ 400 $ 240 $ 150 $ 250 $ 150 $

• $

Small Meeting Room (1-30) 350 $ 200 $ 125 $ 280 $ 160 $ 100 $ 175 $ 100 $

• $
• $

Gathering Space/Lobby 800 $ 500 $ 240 $ 640 $ 400 $ 200 $ 400 $ 250 $ 125 $ Computer Training Room

• $
• $
• $

Self Service Auditoriums 840 $ 490 $ 200 $

• $
• $
• $

Self Service Small Meeting Rooms 245 $ 140 $ 75 $

• $
• $
• $

Cleaning Fee if F/B is in Self Service Space TBD TBD TBD TBD TBD

Exceptions for full/half day room rental charges (meeting rooms and auditoriums) Core Services Included: (included in room reservation and not billable)

• Departments funded by the Dean
• Space management
• Curricular courses for MD, DBBS, OT, PT, PACs and BioStats
• Room management & room scheduling (reservations, general custodial, fixed resources, etc.)
• Named Lectureships and Professorships
• Annual space renewal planning
• Univ College evening courses (For Residents - offered at no charge to participants)
• Business support operations (financial, service, physical operations, curriculum support, etc.)
• Priority users assigned specific space (i.e. EOC, HR training room, etc.)
• Lobby customer service/information attendants (FLTC, MCC & EPNEC)

Secondary

• CME
• University

Billable Services (Secondary)

• BJC, BJH, SLCH
• Planning (assistance with the planning of an event/conference)

Tiertiary

• General business support (copying, name tags, faxing, tent cards, etc.)
• External
• Other speciality services
• Univ College evening courses (offered at a cost to partipants)

Please note, for large events, an event coordinator will be required due to the number of logistics involved.

• STLCOP, Cortex
• WUSTL events where fees are charged for attendance will be included in the tertiary category and will pay tertiary rates

WUSM Education & Campus Support Services Program

**Rates have been approved from 5/1/17 to 6/30/18.**

• Support services (physical setup and take down, catering, technology, transportation

planning, creative services - music, decorations, flowers, etc. - custodial, security, equipment, photography, videography, a/v)

N/A N/A N/A

Meeting Space Rate Model - Rev. 1/30/17

100% 80% 50% Tertiary Secondary School of Medicine

Next Steps & Schedule

• Develop Full Program Model with Supporting Business

Plan

▫ Organization Changes – finalize org. chart and roles ▫ Advisory Committee – chaired by Senior Associate Dean for Education will meet quarterly in support of campus efforts ▫ Financial Model (approved for pilot year) ▫ Intake Process (including automation and website) – under development ▫ Communication Plan – under development ▫ Implementation Plan – under development

• Schedule

▫ Program and Implementation Planning – March 31, 2017 ▫ New & Renovated Spaces – May 1, 2017

 Includes MCC, 4515, Becker Library  All other spaces including EPNEC and FLTC – August, 1 2017

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Discussion & Questions

• Customer service is not a department, it’s

everyone’s job. ~ Anonymous

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