University Business - February 2008 - (Page 35)

CASE STUDY UNIVERSITY OF ROCHESTER N.Y. FACILITIES SNAPSHOT: 159 build- PRESENTING THE BIG NUMBERS: Senior leaders will have “a ings, 11,000,000 gross square feet IN THE PAST: The university had keener appreciation about the true costs used the FCI to track building condi- of renovations,” Pifer says, adding that tions, explains Richard Pifer, associate he anticipates “extended discussion at VP for University Facilities and Ser- all levels of the institution.” vices. But the process “didn’t address PROCESS AT WORK: Hutchison issues like code compliance and chang- Hall, a 1970s-era science building, contains more than 300,000 square feet ing programmatic requirements.” PRESENTING THE FACTS TO CAMPUS OFFICIALS • DO include building needs as part of master planning. • DO present a clear business case to those who control funding. • DO explain about the true cost of owning a building throughout its life cycle. • DO warn of the economic impact of not spending the money on renewal. • DO talk in terms of return on investment and saving on investment. • DO caution about the impact on the institution’s core mission (e.g., teaching, research) if buildings aren’t maintained. • DO remind officials that facilities condition has been shown to affect students’ desire to choose a school. • DO show “gory” pictures of nonmaintained buildings. Goergen Hall for Biomedical Engineering and Optics, designed with today’s green building standards in mind, was dedicated in May 2007. • DO give examples for how the total cost per square foot has dropped for a properly maintained building. • DON’T simply provide FCI numbers anymore, because they don’t provide a complete picture. • DON’T assume officials understand your measurement tools. • DON’T let officials think that a replaced building component (e.g., the roof) can be checked off a “done” list; as soon as it is replaced, planning should begin for when it will next need replacing. • DON’T feel the need to go it alone; thirdparty consultants can help prepare or actually make presentations to the board of trustees or state legislative committees. MOVING FORWARD: The team brainstormed how best to understand each building’s funding requirements over time, and then developed a spreadsheet covering everything from floor-toceiling heights to modifications needed to meet Americans with Disabilities Act requirements—“all the things you need to know to change the use of the building,” Pifer says. Key to the new Integrated Facilities Assessment process is conversations with building occupants to ask about future hopes and issues. The IFA process helps in prioritizing projects and also helps occupants in discussing renovations with Pifer’s team. came along, today’s software-based documents can be updated regularly to reflect completed projects. Administrators are thinking about facilities in terms of total cost of ownership, says Clay Kline, vice president of professional service consulting in the Asset Solutions division of MAXIMUS, a provider of facilities management software. “Everything has always been a slice and a snapshot. … People wanted to slice and dice further.” So rather than label- and is used for chemistry, biology, and physics. The IFA has allowed science department leaders to evaluate the costs of renovation versus building replacement, Pifer says. With a new science building of that size running at more than $400 per square foot, the total cost would be “well over $100 million,” says University Architect Paul Tankel. IFA data showed that “reusing the existing building would be significantly less expensive.” OUTLOOK: Most higher ed institutions have gone away from the FCI in favor of a broad-based approach, says Tankel. “There’s just a far more enhanced sense of what’s going on.” ing a building’s condition as a whole, facilities leaders now examine the condition of components. “You could have a fairly good FCI on a building and have a component of that building, such as the roof, in really bad shape,” Kline notes. As a result of this more holistic outlook toward buildings, facilities staff can better present the case for funds to those with budgetary power. They’re telling the facilities story so that there’s a greater chance for a happy ending. WHO CAN HELP IN CAMPUS BUILDING ASSESSMENT From software products to consulting services, these firms and organizations offer a range of assistance options for higher education clients: APPA, www.appa.org EMG, www.emgcorp.com Facility Engineering Associates, www.feapc.com ISES Corp., www.isescorp.com MAXIMUS, www.maximus.com Parsons, www.parsons.com Sebesta Blomberg, www.sebesta.com SHW Group, www.shwgroup.com Sightlines, www.sightlines.com universitybusiness.com February 2008 | 35 http://www.appa.org http://www.emgcorp.com http://www.feapc.com http://www.isescorp.com http://www.maximus.com http://www.parsons.com http://www.sebesta.com http://www.shwgroup.com http://www.sightlines.com http://universitybusiness.com

Table of Contents for the Digital Edition of University Business - February 2008

University Business - February 2008
Contents
College Index
Company Index
Advisory Board
Editor's Note
Stats Watch
Sense of Place
Viewpoint
Future Shock
Independent Outlook
On the Hill
Facilities Focus
Cover Story: Orientation Rites: Seal the Deal
A Sense of Security
Growing the Giving Tree
Are We Covered?
Baby Boomers, Back to Campus
Internet Technology
What's New
Calendar of Events
End Note

University Business - February 2008

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