Annual Report - AHC Office of Facilities - FY 2002

Annual ReportAHC Office of Facilities University of Minnesota FY 2002Prepared by: Lorelee A Wederstrom & Michael N’dolo AHC Office of FacilitiesJune 15th, 2002 ______Annual Report - AHC Office of Facilities - FY 2002Table of ContentsMission ...... 3Service Development Perspective 1997-2001...... 4Overview...... 4Ongoing Goals and Objectives...... 5Major Accomplishments...... 6Current Accomplishments - FY 2002...... 10FY 2003 - Goals and Objectives...... 13Appendices...... 152 of 25 ______Annual Report - AHC Office of Facilities - FY 2002In April 1997, the AHC Office of Facilities was created Mission for the purpose of developing an organized process for planning and managing of space and facilities. With this charge, the following mission and essential The AHC Office of Facilities exists to support the objectives were established to drive the new Senior Vice President's Office, the seven schools of department: the Academic Health Center and the University of Minnesota by working to enhance the physical environment for teaching, research, outreach and clinical services. As facilitators and integrators of essential information, the department plans and programs facilities, provides information and links teaching, research and clinical programs to essential Essential objectives facility services.1. Develop and maintain a value-added consciousness to facility services including planning and programming of new facilities and renovation of existing facilities.2. Facilitate win-win solutions to problems across school or departmental boundaries as they relate to space or facilities.3. Ensure that academic programs drive space and facility decisions.3 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Service Development Perspective 1997 - 2001 OVERVIEWIn May 1997, the Senior Vice President’s Office conducted Facility Operations an internal service audit of its key administrative service units. Through a series of interviews with faculty and staff Conclusions throughout the AHC, the following conclusions and  The role that the budget and capital budget processes recommendations were developed. These findings became can play in improving and maintaining facilities is the basis for the new department’s annual work plan: unclear and not well communicated.  There are few incentives for Central Facilities to serve its AHC customers.  Some employees are resigned to living with unsanitary conditions. Recommendations  Pursue contracting opportunities when they would reduce costs and/or improve service. Space Management  Help define roles and expectations vis-à-vis central Conclusions administration and zone management.  Encourage the efforts that are under way to improve  Criteria and administrative procedures are needed for collecting data on space allocation. facilities information, and use this information in formulating budget requests.  Diverse input is necessary in developing allocation criteria  Serve as an advocate for units with respect to poor in order to avoid charges of unfairness. service delivery and facilities issues. Recommendations  Develop a space plan and a consistent set of criteria for allocating space.  Consistently apply the space allocation criteria and enforce decisions.  Inform colleges of the status of their space allocation 4 of 25 ______requests. ______Annual Report - AHC Office of Facilities - FY 2002Service Development Perspective 1997 - 2001 ONGOING GOALS AND OBJECTIVESSince 1997, the original charge given to the AHC Office of Facilities has matured and grown into a more comprehensive set of ongoing goals and objectives. Added to the original charge were the following responsibilities:Master Facility Planning - Continuously audit current facilities - Develop options and models to support programmatic growth in education, research and clinical activities - Explore the development of new facilities, renovation of current buildings, and construction of supporting infrastructure - Improve utilization of existing spacesSpace Allocation Educational Facilities Development - Develop an information-based decision making system for - Improve utilization of current instructional spaces assigning and allocating space - Work to develop educational facilities tailored to carryout - Provide tracking system of space requests and available the AHC’s educational vision space Capital Budgeting Review and Improve Delivery of FM services - Assist schools in capital budgeting, including pre-design - Review leases, especially concerning core Fairview lease studies for capital projects and amendments - Develop program and project estimates for short and - Define roles and relationships between Central Facilities long-term capital projects Management, the AHC Office of Facilities, and our key customers - Coordinate service delivery5 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Service Development Perspective 1997 - 2001 MAJOR ACCOMPLISHMENTS Against these goals, the department has enjoyed tremendous achievement and the satisfaction of knowing that we are delivering valuable service to the Academic Health Center. A brief summary of our major accomplishments include:Fiscal Year 1998Strategic Facility Plan - Conducted audit of facilities - Measured strategic demand for facilities by schools and programs (education, research, office, etc.) - Developed plan options and estimates - Created criteria-based model for evaluating capital requestsSpace Request System - Established AHC Space Coordinating Group - Developed space request tracking systemCapital Budgeting - Created RFA - Request for Authorization - process that includes project description, estimate from Facilities Management and sources of funds.6 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Fiscal Year 1999OML demolition and relocation of 300 faculty and staff from Owre, Millard and Lyons Molecular Cellular Biology Building – Pre-design and Planning Role Clarification – between AHC Office of Facilities and Central Facilities Management Generated commitment to the Strategic Facilities Plan7 of 25 ______Annual Report - AHC Office of Facilities - FY 2002FY 2000Final Design and start of construction of the Molecular Cellular Biology Building Relocations, Renovation & Occupancy of Jackson and related moves Recruited and hired new planning staff Began AHC District Plan Preliminary planning for AHC Learning and Education Center and Translational Research Facility Completed programming and predesign for the renovation of Mayo Auditorium8 of 25 ______Annual Report - AHC Office of Facilities - FY 2002FY 2001Completion of AHC District Plan - Feedback from key customers - staff, faculty, University-wide, local businesses, students - Approval from the Board of RegentsSpace Planning - Hire “Storage Coordinator” o Maximize use of prime AHC Minneapolis real estate by converting storage areas to useable square footage o Facilitate departmental moves and relocations o Coordinate storage at the Hospital Distribution Center - Update space inventory in conjunction with the District PlanPre-design for Translational Research FacilityProject Data available onlineCompleted programming & pre-design for the Pharmacy class size expansion project on the Duluth and Twin Cities campusesContinued construction of the Molecular Cellular Biology Building9 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Fiscal Year 2002 CURRENT ACCOMPLISHMENTSIn FY 2002, the AHC Office of Facilities continued on its mission of providing quality services to the Project Tracking and Administration (See Appendix B) Academic Health Center. In particular, we focused on - Expanded project tracking database to include a wide the following: range of data to track projects, finances and status, all available online - Authorized to receive financial information directly from central FM’s data warehouse for every AHC project on a monthly basis - also available online - Instituted post-occupancy evaluation system to track customer satisfaction with our project management services - Completed 25 facility projects - a total of 33,815 square feet at a cost of $2,145,000 - Working on 23 ongoing projects (from FY 2001) - 462,144 square feet and an estimated cost of $146,544,000 Space Requests - Processed 49 new requests for projects - Drafted an official Space Request form - available online - Developed space request tracking system - Met monthly with Assistant Dean of Medical School to review changes to space allocations and requests - Coordinated potential moves off campus to Riverside Campus, UMD campus for Pharmacy expansion and Dinnaken lease space.10 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Instructional Space - Co-facilitated “Classroom Committee” with Dr. Barbara Brand to gather input and data from AHC classroom schedulers and make recommendations to Dean’s Council. These recommendations will provide greater access to all classrooms - Drafted classroom refurbishment plans and cost estimates for improvements to existing instructional spaces - Began programming & pre-design for new AHC classrooms on PWB lower level. These classrooms will include ITV capabilities that will support Nursing’s expansion to Rochester, Public Health’s educational initiatives and many other additional classrooms and educational technology needs. Storage & Space Recovery (See Appendix C) - Recovered 6095 square feet of former storage space now used for offices, labs, and classrooms - Recovered 4201 square feet of unused space now used for active storage - Identified 9377 square feet of potentially recoverable space - Set up storage program at Hospital Distribution Center including 8000 square feet of stored material - Assisted Fairview with transition of UHDC space and Employee Time Accounting System (See Appendix A) material - Set up internal tracking system to record time spent on projects, space management, planning and administration11 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Special Mentions  Completion and Occupancy of new Molecular Cellular Biology Building  Veterinary Medicine Facility Development Plan - Completed February 2002  Clinical Skills Educational Center - Developed and designed with Dr. Barbara Brandt and AHC Schools - Construction to start June 2002  Healing Garden - Predesign in progress  Public Health - Began School of Public Health Consolidation planning effort  Lillehei Heart Institute - Completed new office and research space  Completed design development for the AHC’s new Pre-Health Professions Career Center  Completed Animal Surgical Suites  Completed SPF Mouse Holding Facility  Drug Design Center - Planning and design development in progress12 of 25 ______Annual Report - AHC Office of Facilities - FY 2002The AHC Office of Facilities will continue to Goals and Objectives support the Senior Vice President’s Office Major Projects FY 2003 by focusing on our ongoing goals and objectives (see page 5). Specifically for FY 2003, this translates into the following - Continue development of the translational research space objectives: - Complete pre-design for the Lillehei Heart Institute building - Work to identify possibilities for a UMP Clinic building - Program release space of any UMP clinic move - Coordinate the post-occupancy phase of the MCBB project - Complete a refurbishment of AHC classrooms pending availability of funds - Facilitate and manage the following projects: . Clinical Skills Center . Pre-Health Professions Career Center, including interim location . SPH Classroom renovations and associated relocations . Interim relocation of current AHC classrooms to PWB lower level . College of Pharmacy Class Size Expansion at Duluth . Drug Design Center . Veterinary Medicine Diagnostic Lab - Complete Pre-Designs for: . Renovation of the Veterinary Anatomy Building and the Dairy Cattle Barn . Healing Garden for the Center for Spirituality and Healing . Expansion of the Center for Magnetic Resonance Research - 9.4 T magnet . UMP Clinic and Ambulatory Surgery Center . Equine Research Facility13 of 25 ______Annual Report - AHC Office of Facilities - FY 2002Space Management- Oversee move of AHC departments to the Dinnaken office building and Orthopedics to Riverside - Explore other possibilities of off-campus leasing to free up badly needed space in the AHC-Minneapolis District - Continue to increase space utilization through efficient storage methods and space recovery efforts - Assess clinic release space for best and highest useStrategic Planning- Continue the implementation of the District Plan - Complete the Public Health Consolidation study - Improve the information technology in AHC instructional space in concordance with the educational initiatives proposed by the AHC Office of Education - Construct specialized facilities for AHC programs, including Biological Containment14 of 25 ______Annual Report - AHC Office of Facilities - FY 2002AppendicesAppendix A - Employee Time Accounting System Report...... 16Appendix B - Project Database...... 17New Projects in FY 2002...... 17Ongoing Projects in FY 2002...... 19Completed Projects in FY 2002...... 20Appendix C - Storage and Space Recovery...... 21Office / Lab / Classroom Space Recovered from Storage...... 21Unused / Underused Space Converted to Active Storage...... 22Recoverable Space Identified...... 2315 of 25 ______Annual Report - AHC Office of Facilities - FY 200216 of 25 ______Annual Report - AHC Office of Facilities - FY 200217 of 25 ______Annual Report - AHC Office of Facilities - FY 200218 of 25 ______Annual Report - AHC Office of Facilities - FY 200219 of 25 ______Annual Report - AHC Office of Facilities - FY 200220 of 25 ______Annual Report - AHC Office of Facilities - FY 200221 of 25 ______Annual Report - AHC Office of Facilities - FY 200222 of 25 ______Annual Report - AHC Office of Facilities - FY 200223 of 25 ______Annual Report - AHC Office of Facilities - FY 200224 of 25 ______Annual Report - AHC Office of Facilities - FY 200225 of 25 ______

Annual Report - AHC Office of Facilities - FY 2002

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