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Closing the Gaps:
Facilities Development
and Planning Systems
Texas Higher Education
Coordinating Board
February 26, 2004
Organization
Assistant Commissioner
Finance, Campus Planning, and Research
Deborah L. Greene
Director
Campus Planning
Nancy Ellen Soteriou
Program Director Program Director Administrative Technician
Roberta Rincon Keith Wildes Torca Bunton
TAIR Conference February 26, 2004
Closing the Gaps by 2015
Participation
Add 500,000 more students
Success
Increase by 50% the number of identifiable
student successes from high quality programs
TAIR Conference February 26, 2004
Closing the Gaps by 2015, cont.
Excellence
Increase the number of nationally recognized
programs or services
Research
Increase the level of federal science and
engineering research funding by 50% to $1.3
billion
TAIR Conference February 26, 2004
Closing the Gaps by 2015, cont.
We must be good stewards of the state’s -
and the student’s – resources
Develop and maintain facilities that:
Promote the campus mission of instruction,
research and service
Are attractive to students, faculty, and the
community
Operate in an efficient and effective manner
TAIR Conference February 26, 2004
Statutory Requirements
Chapter 61 of the Education Code
Formulas for Space Utilization
Facilities Standards
Facilities Planning
Project Approvals
New Construction
Repair and Renovation
Property
Audit of Facilities
TAIR Conference February 26, 2004
Campus Planning Responsibilities
Review and evaluate project applications
Support the Committee on Campus
Planning and the Board
Develop and maintain Board rules related
to facilities
Shared oversight of Office of Civil Rights
Priority Plan regarding Texas Southern
University and Prairie View A&M
University
TAIR Conference February 26, 2004
Campus Planning Responsibilities, cont.
Review, evaluate, and report
Master Plans (MP1)
Deferred Maintenance (MP 2-3-4)
Classroom and Class Lab Utilization
Facilities Inventory System
Space Projection Model
Higher Education Assistance Fund (HEAF)
Tuition Revenue Bond Projects
TAIR Conference February 26, 2004
Master Plans
MP 1
Planned construction, renovation, information
resources, and land acquisitions planned for the next
5 years
MP 2-3
Deferred maintenance needs and a schedule to
address them
MP 4
Actual expenditures on accumulated deferred
maintenance for the previous fiscal year
TAIR Conference February 26, 2004
Master Plans, cont.
TAIR Conference February 26, 2004
MP 1
Consolidated with the Bond Review
Board’s Capital Expenditure Plan
Presented to the Committee on Campus
Planning in September
Projects submitted for approval must be
included on the MP1 unless the institutions
could not “reasonably have foreseen the
project need”
TAIR Conference February 26, 2004
MP 2-3: Deferred Maintenance
Accumulated deferred maintenance
projects from prior years
not included in the maintenance program
priority status was perceived to be lower than
those funded within the budget
Critical deferred maintenance
place facilities, occupants, or mission at risk
TAIR Conference February 26, 2004
Replacement Value
Question: How much would it cost to replace an
institution’s E&G space?
Methodology considers a building’s FUNCTION rather
than its actual construction cost
Calculated annually
Uses facilities inventory
Uses historical construction costs
Used to determine deferred maintenance to
replacement value ratio
TAIR Conference February 26, 2004
DM/RV Ratio
This ratio only includes reported deferred
maintenance on E&G facilities
Used to evaluate project applications
Coordinating Board standard:
DM/RV < 5%
Deferred Maintenance
Replacement Value
TAIR Conference February 26, 2004
Room Utilization
Not calculated for health-related institutions
Calculated for classrooms (RT 110) and class
laboratories (RT 210)
Utilization = Duration ÷ Number of rooms
Duration is the number of 50-minute hours of
scheduled class time, as reported in an institution’s
certified CBM 005 report
Room counts are pulled from the facilities inventory
RT = Room Type
TAIR Conference February 26, 2004
Room Utilization, cont.
Coordinating Board standards
38 hours per week for classrooms
25 hours per week for class laboratories
TAIR Conference February 26, 2004
Facilities Inventory System
Updated and maintained by the institutions
Used to predict space need, calculate
utilization, and evaluate projects
Currently updating systems to move from
mainframe to server
easier to maintain
on-line updates
TAIR Conference February 26, 2004
Building Inventory
Data Elements
Three General Areas for Data Collection
Identification
Building Codes
Building Size and Cost Data
TAIR Conference February 26, 2004
Part A - Building Inventory
TAIR Conference February 26, 2004
Room Inventory
Data Elements
Four General Areas for Data Collection
Identification
Function Codes
The room inventory structure separates a specific Room
Type, usage and program area.
Pro-rations of Use
A room can be reported with up to three use/program
areas.
Room Type cannot be prorated.
Room Size
TAIR Conference February 26, 2004
Part B - Room Inventory
TAIR Conference February 26, 2004
Part C – CIP Report
TAIR Conference February 26, 2004
Part D – Campus-Wide Summary
TAIR Conference February 26, 2004
Part E – Space by Room Type
TAIR Conference February 26, 2004
Part F - Room Inventory
TAIR Conference February 26, 2004
Facilities Inventory System, cont.
TAIR Conference February 26, 2004
Project Application System
New Construction
Renovation
Auxiliary
Gifts, Purchase, or Real Estate
Lease of Real Property
Tuition Revenue Bonds
TAIR Conference February 26, 2004
Project Application System, cont.
TAIR Conference February 26, 2004
Project Application System, cont.
TAIR Conference February 26, 2004
Project Application System, cont.
Each institution has a FICE code and
Password to enter the system
Only certain individuals have the password
to submit the application
If you belong to a system, the system will
usually review the application and submit it
TAIR Conference February 26, 2004
Process Overview
Institution submits
Institution Institution obtains Project receives a project
determines a internal approval Board of Regent’s application to the
project need to move forward approval Coordinating
Board
CB staff reviews Commissioner/
CB staff makes a
the application and Committee/Board
recommendation
completes a review the briefing
for approval
project briefing sheet and approve
(or not)
sheet the project
TAIR Conference February 26, 2004
Space Projection Model
Board Review
Consideration of proposals for facilities
projects
Resource Allocation
Infrastructure Formula Funds
Higher Education Assistance Fund
Tuition Revenue Bonds Project Evaluations
TAIR Conference February 26, 2004
Space Projection Model, cont.
Five Factor Model
Predicts need for education and general
space
Does not include auxiliary space
TAIR Conference February 26, 2004
Space Projection Model, cont.
Universities & Health-related
Technical Colleges Institutions
Teaching space X X
Library space X
Clinical space X
Research space X X
Office space X X
Support space X X
TAIR Conference February 26, 2004
Evaluation of Projects
Submitted to Office of Campus Planning
Briefing Sheet prepared based on
information in application
Evaluated against Board standards
Presented to Commissioner or Committee
on Campus Planning
May be referred to Board
TAIR Conference February 26, 2004
Board Consideration
Board Standards
Merit of the Project
Staff Recommendations
TAIR Conference February 26, 2004
Project Tracking
Coordinating Board is required by statute to
track project status
Institutions are required to report the status of an
approved project to the CB on an annual basis
The Project Application System will be modified
to incorporate project tracking
Project status will be collected until the project is
included in the institution’s facilities inventory
TAIR Conference February 26, 2004
How to Contact Us
CampusPlanning@thecb.state.tx.us
http://www.thecb.state.tx.us/
CampusPlanning/
512-427-6110
TAIR Conference February 26, 2004
