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    GIP Subcommittee on Facilities Planning and Space Management: Hot Topic Discussions

    The GIP Facilities Planning and Space Management Subcommittee is focused on establishing a library of information that is useful to members of the GIP, recommending data collection efforts related to space, developing common definitions around space and financial data to allow for metric development and benchmarking, and much more. Over the past months, members of the subcommittee have been taking turns facilitating hot topic discussions on the monthly subcommittee calls on topics such as: emergency preparedness, building simulation centers, reporting metrics, and data management systems. Summaries and PowerPoint slides from some of these calls are available below for your review. Please contact gip@aamc.org for more information on this subcommittee.

    Data Management Systems - PowerBI - November 2022

    On the November call, Jeremy Theis, PE from the Medical College of Wisconsin discussed how they utilize data to make informed decisions around space management and allocation. Additionally, he discussed how to understand the density of space and the nuances with research space usage. With many partnerships with the various hospitals and facilities throughout Milwaukee, Jeremy and his team built the space and research density dashboards with PowerBI, Qlik, AutoCAD, and other data management systems to provide accurate and updated data to those who need access. The space system’s management is centrally controlled, but the user input is mostly decentralized. There are individuals in each academic unit or organization charged with ensuring the use data is maintained and updated over time.

    Presenter

    Jeremy Theis, PE
    Director of Planning
    Design and Construction
    Medical College of Wisconsin

    Materials

    Presentation slides (PDF)

    Implications of the Hybrid Workplace - October 2022

    During the COVID-19 pandemic, medical schools pivoted quickly to working and teaching remotely, which dramatically changed what the traditional workplace looked like. The unprecedented shift to remote work demonstrated flexibility, resourcefulness, and adaptability to a changing environment across the staff and faculty. It also drove staff and faculty to define and enhance campus culture and answer tough questions as they look to create the workplace of the future, including the evolution of physical space. On this subcommittee call, Stanford University School of Medicine Associate Dean for Facilities and Planning Niraj Dangoria did an encore presentation of his popular breakout session from the Group on Business Affairs (GBA) and the Group on Institutional Planning (GIP) 2022 Joint Spring Meeting. The participants on the subcommittee call were highly engaged in this hot topic.

    Presenter

    Niraj Dangoria
    Associate Dean
    Office of Facilities Planning and Management
    Stanford University School of Medicine

    Materials

    Presentation slides (PDF)

    Resilience at Work in Higher Education - July 2022

    The connection between the design of a workspace and employee performance is inextricably linked. A well-designed space can have a significant impact on energy, productivity, and resiliency among workers. On the July call, representatives of Pacific Office Interiors and Haworth discussed research involving the conservation of resource theory and how we are surrounded by internal, external, stable, and fluid resources. As employees, faculty, and students experience stress, the resources they have available become increasingly important. The COVID-19 pandemic exacerbated stress on resources as many organizations had to adapt rapidly to a remote workforce. As COVID-19 becomes endemic, employees and learners are coming back into the office and classroom. Organizations must continue to foster resilience on campus and bolster loyalty through met needs in this new phase.

    Presenter

    Kristin Reddick
    Senior Design Research Consultant
    Workplace Research and Insights
    Haworth

    Materials

    Presentation slides (PDF)

    Introduction to Facilities and Administrative (F&A) Cost Rates - June 2022

    On June 16, the GIP Facilities Planning and Space Management Subcommittee spent their monthly call learning about Facilities and Administrative (F&A) cost rates. Darryl Lim, director of costing policy at the University of California, San Francisco (UCSF), presented to the subcommittee. Darryl’s responsibilities at UCSF include the development and negotiation of UCSF’s F&A rate proposal and managing cost recovery policies and analysis for UCSF. Darryl is an experienced leader in the cost allocation areas such as the space surveys and the implementation of the FTE allocation model. Prior to UCSF, Darryl worked in management roles at Huron Consulting Group and KPMG LLP serving the higher education industry for over 20 years specializing in F&A rate development, cost recovery, and research administration.

    Presenter

    Darryl Lim
    Director of Costing and Cost Recovery Policy and Analysis
    University of California, San Francisco

    Materials

    Recording

    Planning and Building a New Simulation Center - May 2022

    Presenter

    Maura Ross, MPA
    Senior Program Coordinator
    University of Arizona Health Sciences

    Data Management Systems - September and October 2021

    On the September call, Niki Smith, MMHC, and Jeremy Theis, PE, facilitated a discussion around the different data management systems used at AAMC-member institutions. Many platforms exist and subcommittee members discussed why they choose certain platforms over others as well as why space management systems are important to academic medical centers. The FICM Manual was mentioned as an important resource guide in space management (see link below under materials). The group spent the October call continuing the discussion. The conversation was focused on questions asked in annual space surveys, if schools update their occupancy data centrally (versus the department level), and processes for asset management.

    Presenters

    Niki Smith, MMHC
    Director of Space Management
    Vanderbilt University Medical Center

    Jeremy Theis, PE
    Director of Planning
    Design and Construction
    Medical College of Wisconsin

    Materials

    Presentation slides (PDF)
    Postsecondary Education Facilities Inventory and Classification

    Evolving Space Guidelines in a Post-COVID-19 World - August 2021

    Presenters

    Randi Eisner, JD
    Associate Director
    Space Planning and Development
    University of Texas at Austin Dell Medical School

    Maura Ross, MPA
    Senior Program Coordinator
    University of Arizona Health Sciences

    Reporting and Metrics - July 2021

    On the July call, Sri Sankarapu and Niraj Dangoria facilitated a discussion around metrics and reporting, specifically how each institution handles them. Some have overall campus space utilization metrics that are provided to the dean on a regular basis. Other metrics discussed include research space utilization and percentage of inactive space. Faculty headcounts, FTEs, and other factors need to be considered for space-related metrics. Some schools use self-reported space systems that are monitored. Because these metrics and reports are often very subjective, it is difficult to determine best practices when it comes to these practices.

    Presenters

    Niraj Dangoria
    Associate Dean
    Office of Facilities Planning and Management
    Stanford University School of Medicine

    Sri Sankarapu
    Director of Space Planning
    Keck School of Medicine of the University of Southern California

    Materials

    Keck Research Space Guidelines | Keck School of Medicine of USC

    Reoccupancy Space Planning and Planning for New Administrative Staff - April 2021

    Presenters

    Randi Eisner, JD
    Associate Director
    Space Planning and Development
    University of Texas at Austin Dell Medical School

    Brock Rindahl
    Director of Facilities Planning, Design, and Construction
    University of Texas at Austin Dell Medical School

    Emergency Preparedness in the New Work Environment - March 2021

    On the March call, William Myles from the Keck School of Medicine of the University of Southern California, facilitated a timely hot topic discussion on emergency preparedness. Emergency preparedness and safety routines on university campuses and in ancillary properties require observation and the evaluation of risks, even with reduced presence of students, staff, and faculty. While the COVID-19 pandemic demanded emergency response on a global scale, our medical schools remained open, maintaining their mission of preparing physicians, researchers, and educators for present day and expected health care challenges. Preparedness and training activities discussed allow medical schools to be responsive and resilient during emergencies, old or emerging.

    Presenter

    William Myles
    Emergency Preparedness and Safety Administrator
    Keck School of Medicine of the University of Southern California

    Materials

    Presentation slides (PDF)

    Best Practices for Shrinking Faculty Space Footprints - February 2021

    Presenter

    Arnetha Whitmore
    Chief Administrative Officer
    Director of Finance and Administration
    Institute for Human Genetics
    Broad Center for Regeneration Medicine and Stem Cell Research 
    University of California, San Francisco, School of Medicine

    Materials

    Presentation slides (PDF)