CASA, PSI, and Utilization

Michelle PonczekArchitectural Programmer

Physical Facilities

Peter J. PartellActing Director

Institutional Research

Binghamton UniversityFebruary 1, 2001

Part I

Introduction

This Morning’s Goals• When you leave here you will:

– Understand the relationship between Physical Space Inventory and CASA

– Be able to replicate station utilization report for your campus (monitor station utilization on your campus)

– Know methods to detect common errors in space reporting

– Understand how station utilization folds into overall campus space projections - (how much space System Admin thinks you need)

How much do you know?

• Who has seen the Utilization Reports

• Who has actually acted upon the data

• What department is responsible for PSI and do you have regular contact with them

• How long have you been working on CASA

Why are we here? Our story.• 1999 -- 3 Factors

– 1) Newly constructed academic buildings with instructional space and Technology Infrastructure project. Construction Fund said we did not justify additional classrooms - they wanted us to take existing classrooms off-line -- convert to other usage

General Purpose Classrooms

Why are we here? Our story.• 1999 -- 3 Factors-Cont’d

– 2) New PSI person sent utilization report to CASA coordinator. Report showed poor class lab utilization.

• This contradicted space crisis at Binghamton

– 3) Campus Capital Plan initiation

• IR and PF told to work together to figure out why reports did not reflect space realities.

Why are we here? Our story.• This contradicted perception of space

crisis at Binghamton -- not enough instructional space

• IR and PF told to work together to figure out why reports did not reflect space realities.

Part II

The “Big Picture”

Or at least what we think

Calculating Space Needs

Space ProjectionsSpace Projections

Station Utilization ReportStation Utilization Report

Classroom Table

Course File PSIAA101 ACAD-A 0101

Course File PSIAA101 ACAD-A 0101

Some of the Uses of the Physical Space Inventory

• Justification for new construction

• Justification for rehabs

• Justification for conversions

• Maintenance staff benchmarking

• Academic Equipment Replacement Distribution

• Utilization of Space - PSI and CASA (P080D259-A)

• Space Projections

• Outside agency reporting

• Local campus use

PSI Fields Important to Utilization

• Building Abbreviation

• Room #

• Line #

• Status

• # Stations

• Net Square Footage

• Space Type

• Chart of Account

• % Time and % Space (PRORATION)

CASA Fields Important to Utilization

• Building

• Room

• Space Required Code

• Student Contact Hours (WSCOH)

• Total Enrollment

• Term

• Credit Type

Part III

Replicating Report P080D259-A

What the #$!@*& is that?

Station Utilization Report Methodology

• PSI used to determine goal for instructional spaces– Class rooms (Space Type = 1001)

– Lecture Halls (Space Type = 1100)

– Class Laboratories (Space Type = 1300)

• CASA used to determine usage of each instructional space– Weekly student contact hours in each room

Used to calculate station goal (WSCOH Goal) for instructional space typesClassroom (1001)Lecture Halls (1100)Class Labs (1300)

Used to determine usage •Weekly student contact hours in each room (Adj WSCOH)

Station Utilization Report Methodology

CASA PSI

Select courses

Calculate Weight

Select Instructional Spaces

Status=“C”Space Type = 1001, 1100 or 1300

% of semester course meets (Term/15)

Exclude IFR Courses

Calculate Adj WSCOH for course

# Students * WSCOH *Weight

Calculate Adj WSCOH for room

Sum Adj WSCOH for all courses room

Calculate Adj # Stations

Proration ((% Time * % Space)/10,000)

Proration * # Stations

Calculate WSCOH Goal

Adj # Stations * Station Goal

28.32 Classrooms / Lecture Halls22.66 Class Labs

Station Utilization = Adj WSCOH / WSCOH Goal

Station Utilization Example

– Course A has 100 students that meets 50 minutes per day three days each week for 3 weeks of a 15 week semester.

• Weekly Student Contact Hours = 3.0

• Weight = 3/15 weeks = .20

• Adjusted WSCH = (3.0 x .20) X 100 students = 60

• Sum Adj.WSCH of each section to get total for each room

– Course A meets in a room that in PSI is coded as having 2 uses classroom and conference room. The space type 1001 is shown to be used 50 % time with 100 stations

– Course A is the only course that meets in the room

– Station Goal = .5 * 100 Sta. * 28.32 =1,416

– Station Utilization = 60/1,416*100=4%

Station Utilization Methodology

(Continued)

• Things to watch out for:– Truncation

– Avg. Class Size and % occupied (can’t see where used)

Station Utilization Program Uses

• Guage station utilization prior to submitting CASA to System Administration - lower dependence

• Highlight mismatches between PSI and Course Information - rooms not on PSI

• Highlight miscoded space types - rooms with no utilization– Do they have the correct space type?

– Is there instruction taking place in the room that is not reflected on CASA?

• Highlight rooms with low utilization– Is the # of stations reported correctly?

– Should the room’s proration be changed?

• Report on utilization long before report comes from Central - Campus can re-evaluate space allocation decisions

10 Year Class Lab Utilization

0

20

40

60

80

100

120

1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999

Year

% U

tili

zed

0

500

1,000

1,500

2,000

2,500

3,000

# S

tati

on

s

% Utilized

# Stations

Error Checking

• Maximum Occupancy

• Number of Stations

• Design Capacity

Part IV

Campus Space Projections

What the #@$%^&# is that?

Space Projections

• 14 Functional Categories of Space

• PSI for existing / FTE data for projections

• Utilization percentages applied against Classroom, Lecture Hall and Class Lab calculated space need

Existing vs. Calculated Space1991 Existing Space

(SF)1991 Calculated Space

(SF)

-1- -2-

01 Inst/Dept Research 504,873 575,758

02 Organized Research 95,122 95,12203 Public Service 11,112 11,11204 Organized Activity 22,766 22,76605 Instructional Resources 9,107 25,43206 Electronic Data Processing 19,233 25,20007 Library 221,164 311,20708 Health & Physical Education 128,830 115,00009 Student/Faculty Activity 130,413 116,13010 Student Health Services 8,314 8,31411 Assembly & Exhibition 54,023 55,02012 General Administration 101,937 88,48013 Central Services 50,208 125,14414 Building Services 38,270 47,24015 Subtotal Support 890,499 1,046,167

16 Total Academic Space 1,395,372 1,621,925

FTE's Volumes1991 11,060 3,045,414

Line Space Type

From PSI

Calculated using FTE & Utilization Data

Space FactorsSUNY Space Calculations

Spec. ASSEMBLY

INSTR. Facil. STUDENT STUDENT & CENTRAL BLDG. SPACEOR, PS, OA I.R.C. E.D.P. LIBRARIES H.P.E. ACTIVITIES HEALTH EXHIBIT ADMIN. SERVICES SERVICES

1 2 3 4 5 6 7 8 9 10 11 12 13 14University Centers 1 TO 12000 25,432 25,200 STANDARD CALC. 115,000 10.5 10,000 55,020 8 4% OF 3% OF12001 TO 20000 29,002 35,700 6.25 NSF FOR 186,000 NSF/ 18,278 61,450 NSF/ 1-12 1-1220001 TO 30000 32,572 49,080 SEATING 282,000 FTE 16,278 84,120 FTE

Colleges of Arts and Sciences1 TO 4000 10,370 5,310 STANDARD CALC.* 78,000 10.5 6,000 36,130 8 30,300 3% OF4001 TO 6000 14,178 6,030 5.75 NSF FOR 120,000 NSF/ 7,000 36,130 NSF/ 36,320 1-126001 TO 12000 19,550 6,780 SEATING 120,000 FTE 8,000 40,770 FTE 4% OF 1-12

AG. AND TECH.1 TO 3000 6,885 4,560 STANDARD CALC.* 44,168 10.5 4,800 11,120 8 22,080 3% OF3001 TO 5000 8,295 5,310 5.00 NSF FOR 60,000 NSF/ 4,800 11,120 NSF/ 23,920 1-125001 TO 10000 9,350 6,030 SEATING 104,000 FTE 4,800 19,150 FTE 25,920

HEALTH SCIENCE CENTERS1 TO 1000 6,885 4,560 20,000 10.5 0 9,452 15 40,000 3% OF1001 TO 2000 8,296 5,310 STANDARD CALC.* 20,000 NSF/ 0 9,452 NSF/ 40,000 1-122001 TO 3000 8,296 5,310 6.25 NSF FOR 50,000 FTE 0 14,730 FTE 50,0003001 TO 4000 9,350 5,310 SEATING 50,000 0 14,730 50,000

SPECIALIZED/ STATUTORY 1 TO 1000 2,970 5,310 20,000 10.5 4,800 9,452 8 24,000 3% OF 1001 TO 2000 5,940 5,310 20,000 NSF/ 4,800 9,452 NSF/ 24,000 1-12 2001 TO 3000 5,940 5,310 STANDARD CALC.* 50,000 FTE 4,800 9,452 FTE 24,000 3001 TO 5000 8,296 6,030 6.25 NSF FOR 50,000 4,800 14,730 24,000 5001 TO 10000 9,350 6,780 SEATING 50,000 4,800 14,730 30,000

*Standard Calculation 1 TO 150,000 VOLUMES = .1 NSF/VOLUME150,001 TO 300,000 VOLUMES = .09 NSF/VOLUME300,001 TO 600,000 VOLUMES = .08 NSF/VOLUME600,001 UP = .07 NSF/VOLUMEADMINISTRATION =.25 x (SEATING + VOLUMES)

Instructional & Departmental Research Factors

Department Name

Faculty General

LD UD G1 G2 LD UD G1 G2 LD UD G1 G2 G1 G2 G2H FAC Office Use %

English, General

9.5 9.5 7.5 7.5 19.3 38.16 30160 1

Biology 9.2 6.72 1.8 1.8 42.06 20 12.3 12.3 150.57 278.1 180 160 14

Music 5.6 4.8 4.2 4.2 35 45.5 53.5 53.5 50.38 43.28 20.61 20.64 39 78 72 160 5

Mech Engrg

5.4 7.5 2.3 2.3 70.98 36.97 73.28 100.08 326.25 180 160 10

1001 Classrooms 1300 Class Lab 1302 Ind Std Lb (Prac) 1500 Field/Tec Fac 3001 Faculty Office 1352 Dept Gen Stor

1050 Clrm Svc 1350 Class Lab Svc 1304 Ind Std Lb (Prac) Svc 1501 Clinic Non-Med 3100 Faculty Studio Office 1353 Spec Srvcs

1100 Lecture Hall 1301 Spec Class Lab 1303 Ind Std Lb (Wet) 1551 Clinic Svc 3200 Faculty Lab Office

1250 Lecture Hall Svc 1351 Spec Class Lab Svc 1314 Ind Std Lb (Wet) Svc 1510 Greenhouse 3300 Secretarial Office

1305 Remote Inst Lab 1304 Ind Std Lb (Dry) 1515 Greenhouse Svc 3450 Faculty Office Svc

1315 Remote Inst Lab Svc 1312 Ind Std Lb (Dry) Svc 1570 Animal Qtrs 3460 Dept Conf Rm

1306 Ind Proj Lab 1575 Animal Qtrs Svc 3465 Dept Conf Rm Svc

1316 Ind Proj Lab Svc 2001 Research Fac 3500 Teaching Assistant Office

2150 Research Svc

3600 Tech Office

3700 Research Office

Factor to be Used

Classroom/Lecture Class Lab Individual Study Lab Research

Sample FTE Data to Calculate I&DR Space Need

Faculty Office General Use

LD UD G1 G2 G2H FAC LD UD G1 G2 G2H FAC LD UD G1 G2 G2H FAC LD UD G1 G2 G2H FAC %

English, General

9.5 9.5 7.5 7.5 19.3 38.16 30160 1

FTE 558.4 250.1 30.58 114 132 46.3 558.4 250.1 30.58 114 46.3 558.4 250.1 30.58 114 46.3 558.4 250.1 30.58 114 46.3 46.3

SF Need 5305 2376 229.4 855 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 590.2 0 0 1389 7408 93.87194

Biology 9.2 6.72 1.8 1.8 42.06 20 12.3 12.3 150.6 278.1 180 160 14

FTE 319.5 339.3 21.33 39.5 48 32.1 319.5 339.3 21.33 39.5 32.1 319.5 339.3 21.33 39.5 32.1 319.5 339.3 21.33 39.5 32.1 32.1

SF Need 2939 2280 38.39 71.1 0 0 13437 6787 262.4 485.9 0 0 0 0 0 0 0 0 0 0 3212 0 0 5778 5136 4913.63254

Music 5.6 4.8 4.2 4.2 35 45.5 53.5 53.5 50.4 43.3 20.6 20.6 39 78 72 160 5

FTE 197.9 49 21.17 0 0 17.24 197.9 49 21.17 0 17.24 197.9 49 21.17 0 17.24 197.9 49 21.17 0 17.24 17.24SF Need 1108 235.2 88.91 0 0 0 6928 2230 1133 0 0 0 9972 2121 436.3 0 0 0 2758.4 1278.83961

Mech Engrg

5.4 7.5 2.3 2.3 71 37 73.3 100 326 180 160 10

FTE 0 55.13 11.58 30.25 0 13.05 0 55.13 11.58 30.25 13.05 0 55.13 11.58 30.25 13.05 0 55.13 11.58 30.25 13.05 13.05SF Need 0 413.5 26.63 69.58 0 0 0 2038 848.6 0 0 0 0 0 0 0 0 0 2088 497.47385

Classroom/Lecture Class Lab Individual Study Lab Research

Existing FTE Data

Effect of FTE Increase on I&DR Space Need

Department Name

Faculty Office General Use

LD UD G1 G2 G2H FAC LD UD G1 G2 G2H FAC LD UD G1 G2 G2H FAC LD UD G1 G2 G2H FAC %

English, General

9.5 9.5 7.5 7.5 19.3 38.16 30160 1

FTE 698 312.7 30.58 114 132 57.9 698 312.7 30.58 114 132 57.9 698 312.7 30.58 114 132 57.9 698 312.7 30.58 114 132 57.9 57.9

SF Need 6631 2970 229.4 855 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 590.2 0 5037 1737 9264 166.28314

Biology 9.2 6.72 1.8 1.8 42.06 20 12.3 12.3 150.6 278.1 180 160 14

FTE 399.3 424.2 21.33 39.5 48 40.13 399.3 424.2 21.33 39.5 48 40.13 399.3 424.2 21.33 39.5 48 40.13 399.3 424.2 21.33 39.5 48 40.13 40.13

SF Need 3674 2850 38.39 71.1 0 0 16796 8483 262.4 485.9 0 0 0 0 0 0 0 0 0 0 3212 0 13349 7223 6420.8 7872.51533

Music 5.6 4.8 4.2 4.2 35 45.5 53.5 53.5 50.4 43.3 20.6 20.6 39 78 72 160 5

FTE 247.4 61.25 21.17 0 0 21.55 247.4 61.25 21.17 0 0 21.55 247.4 61.25 21.17 0 0 21.55 247.4 61.25 21.17 0 0 21.55 21.55SF Need 1386 294 88.91 0 0 8659 2787 1133 0 0 0 12465 2651 436.3 0 0 0 3448 1578.93815

Mech Engrg

5.4 7.5 2.3 2.3 71 37 73.3 100 326 180 160 10

FTE 0 68.91 11.58 30.25 0 16.31 0 68.91 11.58 30.25 0 16.31 0 68.91 11.58 30.25 0 16.31 0 68.91 11.58 30.25 0 16.31 16.31SF Need 0 516.8 26.63 69.58 0 0 0 2548 848.6 0 0 0 0 0 0 0 0 0 2609.6 600.587753

Factor to be Used

Classroom/Lecture Class Lab Individual Study Lab Research

Increase Undergraduate FTE and Faculty FTE by 25%

Effect of FTE Increase on I&DR Space Need

Summary

SF Needed based on Existing FTE Data

SF Needed with 25% UG & Faculty FTE Increase

English 18,246.45 27,480.24

Biology 45,339.92 70,738.54

Music 28,704.50 34,926.13

Mech Engr 5,981.90 7,219.52

Total 98,272.77 140,364.42

Bibliography

• CASA Manual

• PSI Manual

• PSI Re-Calibration Procedure (Jan. 1991)

• Utilization of Campus Instructional Facilities (Revised Nov. 1983)

• Space Projection Criteria for Capital and Long Range Facilities Planning Purposes