Space Management Update Including Income Per M2 Analysis

SMG 6/11/12 Paper 8 The University of Edinburgh

Space Management Group [SMG]

6 November 2013

Space Management Update Including Income Per m2 Analysis

Brief description of the paper

The Space Management Group received a paper in November 2012 which proposed that some key contextual information should be reviewed each November (to report the outturn position from the end of the previous academic year) and to tie in with the annual space report from Colleges and Support Groups. This information is contained in this paper.

Action requested

SMG is invited to note the paper and provide feedback on any aspects considered to be important in taking forward the remit, the update of the space management policy etc.

Resource implications

Does the paper have resource implications? No immediately, but space is an expensive resource, the costs of which must be transparent and understood by the wider University community.

Risk Assessment

Does the paper include a risk analysis? No

Equality and Diversity

Does the paper have equality and diversity implications? No

Freedom of information

Can this paper be included in open business? Yes

Any other relevant information

Maureen Masson will introduce the paper.

Originator of the paper

Maureen Masson, Business Manager, Gillian Nicoll and Richard Mann, Space Managers and Paul Cruickshank, Programme Administrator

Estates & Buildings 28 October 2013

of 4 SMG 6/11/12 Paper 8  College and Support Group Space data – Summary

A summary of the space (m2) allocated to one of six room types for each College and Support Group is provided below.

Non- Research & Other Research Residential Support Teaching Sum Assignable Teaching CHSS 0 2114 11249 42007 26 333 15415 71144 CMVM 0 152 49976 26636 289 12525 12015 101593 CSE 0 1379 41021 16752 0 9472 15361 83985 SASG 0 215 41 0 0 5907 50 6213 CSG 37523 4405 2604 1065 141192 35158 19346 241293 ISG 0 1007 1080 2866 0 33249 1831 40033 Non Specific Units 205638 317 573 0 197 8300 540 215565 Sum 243161 9589 106544 89326 141704 104944 64558 759826

For information, the gross area of 759826 M2 (including residential estate) does include void space of 21463m2 (vertical penetration, lift shafts etc) which is recorded for and reported in the Estate Management Statistics/Record return.

Other reports at School/department level are available from the space managers, in addition to area by room standard which gives information on areas attributed to specific function.

Performance Metrics

 Income per square metre (non-residential estate)

SMG should note that further work is being done at sector level to try and iron out the differences in reporting data to EMS which had been identified a few years ago, and which called into question the validity of the comparisons. In addition there is now a clear focus internally and across the sector on the value of reporting on gross space which is consistent with the way in which we report on other measures, i.e. carbon.

The Strategic Plan 2012-2016 identifies total income per square metre of Gross Internal Area (GIA) as a Key Performance Indicator in the Infrastructure section. The 6 year trend for this measure is already monitored and data for the last 5 years are shown below.

2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 £962 £1,023 £1,076 £1,061 £1,125 1,197

The graph below plots data over a 5 year period from FY 2007-08 to FY 2011-12. Data is provided for both Edinburgh and Glasgow, together with peer group data for:

i. the Russell Group ii. the HE sector iii. the HE Scottish sector

Note that University of Edinburgh figure for FY 2012-13 has been added. However, HESA does not receive confirmation of this data from all HEIs until next year, so that comparison cannot be made at this stage.

of 4 SMG 6/11/12 Paper 8

HEI Income psm of Gross Internal Area: Non-Residential Estate 1,600

1,000 UoE UoG £ 800 Russell Group (mean)

p 600 All HEIs (mean) s Scottish HEIs (mean) m 400

0 8 9 0 1 2 3 0 0 1 1 1 1 ------7 8 9 0 1 2 0 0 0 1 1 1 0 0 0 0 0 0 2 2 2 2 2 2

Y Y Y Y Y Y F F F F F F

In addition, SMG is invited to note the following:

 The University’s own performance continues to improve year-on-year and has exceeded its Strategic Plan target of (+/- 1%) Income psm from the previous year - a ~ 6.5% increase between FY 2011-12 and FY 2012-13 has been reported. Income has increased by c. 7.5% with estate increase in GIA c. 0.5%

 The University exceeds the Scottish HEIs’ mean average. In FY 2011-12, the University is c. 17.5% greater than the Scottish HEIs mean average.

 However, the University lags significantly behind the Russell Group (RG) mean (c. -24%). For well over a decade, the University has significantly lagged behind Russell Group peers and found itself in the lower quartile, usually as the lower end of the peer group. The University’s income is in the upper quartile of the RG however estate size GIA is one of the largest in the UK.

 The University lags behind All UK HEIs’ peer group mean (c. -14%). For well over a decade, the University has lagged behind the UK All HEI peers and found itself in the lower quartile, usually as the lower extreme of the peer group.

 Ratio of net internal area to gross internal area

The ratio of net to gross space is important from a number of perspectives - a low net to gross ratio points to greater space efficiency, which in turn impacts upon greater efficiency in costs, carbon footprint/emissions and the like. A good example of this in practice is in the planning phases of the Centre for System Medicine project at the Western General Hospital.

This has also been recognised as an important indicator at a sector level, and other institutions are focussing on this. We separately report via EMS on gross and net areas but emphasis to date has been on net area. Greater emphasis is now being placed on gross area in sector-wide reporting (e.g. in the Universities Scotland Efficiencies Taskforce) as there is a need to understand gross costs, particularly in research intensive institutions, and how these link to other important aspects of business including carbon emissions.

of 4 SMG 6/11/12 Paper 8 Overall Estate Size year on year

Year Gross External Area Gross Internal Area Remaining Area Total Occupied Total non Occupied Ratio GIA Increase

2006 724,363.63 654,116.74 19,415.13 364,606.42 270,095.19 55/45 2007 724,808.31 654,856.27 35,458.58 371,479.82 247,917.87 57/43 0% 2008 747,480.79 674,334.28 36,142.41 376,138.81 262,053.07 56/44 2.88% 2009 750,187.71 676,750.15 38,704.18 385,857.35 258,708.81 57/43 0.35% 2010 777,441.80 701,355.97 37,401.22 402,964.53 260,990.22 57/43 3.50% 2011 836,423.21 758,295.29 36,770.62 453,507.95 268,016.72 59/41 7.51% 2012 880,471.08 799,472.96 40,579.62 504,412.77 254,480.56 63/37 5.20% 2013 889,452.98 807,667.35 60,262.00 512,351.23 235,054.13 63/37 1.01%

 Utilisation data

A wide range of utilisation data is now available via the Enterprise system and the Space Management Group has received numerous presentations in the last year. A paper with the outcomes for 2012-13 will be presented at the meeting, in addition to survey findings for 2013-24 and other work ongoing, using the data.

 Carbon emissions per £ million turnover

The Space Management Group should keep under review the target in the Strategic Plan to reduce absolute CO2 emissions by 29% by 2020, against a 2007 baseline (interim target of 20% savings by 2015) linking to the Climate Action Plan.

Dave Gorman the Director of Social Responsibility and Sustainability will provide an update for the group on progress against the targets set in the Climate Action Plan.

Gillian Nicoll, Richard Mann, Space Managers and Maureen Masson, Business Manager Estates & Buildings 28 October 2013