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1 Process Definition: Space Management 1. SUMMARY 1.1. This document defines the Space Management process adopted by the Australian National University (University) and how the Space management team within Facilities and Services (F&S, or the Division) manage this process in detail The relationship between this process and the other processes within the F&S management system is illustrated in the process flow map included in the Quality Manual. 2. REVISION AND APPROVAL Rev. Date Nature of Changes Approved By 0 25/11/2016 Original Issue Sarah O Callaghan 1 17/03/2017 QMS Revision Sarah O Callaghan 3. PROCESS DEFINITION 3.1. The Space Management team is part of the F&S Projects portfolio and manages space allocations both within the University and to external stakeholders. The Space Management team utilise the ARCHIBUS Space Management Module which allows ANU staff to view floor plans across the University and to report on a wide range of space information. The Division works collaboratively with our clients to negotiate suitable space outcomes, and acts as the University s custodian of technical building data and information Core functions of the Space Management team include: Management of the ANU space management system extending to the management of technical drawings, plans, data and information Space allocation, auditing, benchmarking and reporting Management of geographical information system (GIS) databases The development and update of maps pertaining to the University s campuses and sites. 4. BUSINESS UNIT PROCESS OBJECTIVES AND METRICS 4.1. The Space Management process objectives and metrics have been derived from, and align with, the Goals detailed in the F&S 2017 Strategic Business Plan The objectives for the Space Management processes are defined in detail below and reviewed during the conduct of quarterly management reviews; see the documented procedure Management Review In addition, each process objective has at least one metric (or KPI) with which management can measure the effectiveness of the Business Unit process. These are also defined below and reviewed quarterly in records of management reviews. Page 1 of 10

2 Objective 1 Development and Implementation of a Space Management system (Meets F&S Divisional Goals 1, 2 and 3) Team Tasks KPI Lead By By When Implementation and maintenance of ARCHIBUS - Improve the integrity of space data (classification of all space types and occupancy) through regular validation activities with all clients - Provision of education and training on space data to F&S peers and clients Provide accurate data to enable the University s response to a range of benchmarking studies, such as TEFMA, G08 and Uniforum Liaise with Colleges and Schools to improve the functionality and reporting in ARCHIBUS, coordinate enhancements to data collection and reporting. Development and implementation of policies and procedures, incl. user guides when software updates occur (as required) - Increased accuracy in room type allocations (i.e. reduction in room types allocated 'one hundred' series, refer Go8 Data Dictionary) - All ANU Buildings audited and data entered in ARCHIBUS - Reduction in GFA, GBA errors / inconsistencies GFA and UFA confirmed with variance to previous years justified Enhancements made in conjunction with icad Space Manager / Deputy Manager Deputy Manager Space Manager Deputy Manager Post implementation of a software update Changes to space allocations to be captured as they occur/notified Review and assurance of data prior to provision Provision of requirements to icad in a timely manner Objective 2 Provide Space management data to Internal and External Clients (Meets F&S Divisional Goals 4 and 5) Team Tasks KPI Lead By By When Provide accurate spatial information / analytics as required Contribute to various F&S projects / activities including Union Court Redevelopment Project, capital works projects, F&S asset management improvement program - TEFMA survey completed - Go8 Infrastructure Survey Completed - Requests for spatial analytics completed - Provide information/input as required for capital works - Provide information as needed for asset management improvement program Deputy Manager Space Manager Within 48 hours after confirming scope As agreed with relevant Project Stakeholders Page 2 of 10

3 Objective 3 Deliver accurate and relevant Space Management products to ANU (Meets F&S Divisional Goals 2 and 3) Team Tasks KPI Lead By By When Ensure the timely update of all ANU base / master plans. Lead the revision and update of drawings required for the University, including changes necessary to maintain accuracy of the ARCHIBUS Space Management Data Base Drawings updated ARCHIBUS and Drawing accuracy maintained Drawing Office Manager Drawing Office Manager/Deputy Manager Within 5 working days of receipt of all relevant data Within 30 days of receipt of all relevant data 5. PROCESS OWNERS AND RESPONSIBLE PARTIES 5.1. The owner of this process is the F&S Space Manager The Space Manager is responsible for the provision of all space management services within the University, including but not limited, to developing, implementing and managing the framework for efficient, effective and sustainable space utilisation. The Space Manager is also responsible for the supervision of the Space Management team The Space Manager will develop and maintain professional and effective working relationships, and be responsive and work closely with other team members across the Projects portfolio and across the Division. The Space Manager will be required to engage and liaise with stakeholders across the University, other University staff and external clients and contractors in order to establish and maintain effective relationship to support the delivery of space management services to the University Under the broad direction of the Associate Director Projects, the Space Manager is specifically responsible for: The provision of effective leadership, management and direction to the Space Management team to ensure the effective and efficient delivery of services Managing the ANU space management system (ARCHIBUS) and the development, implementation and evaluation of relevant processes to support the effective use of the system to ensure the University s requirements and objectives are met Providing strategic advice and recommendations to Senior Management, supported by relevant reports and analysis as required, on the efficient and effective use of University buildings and facilities in order to position the University to meet current and future accommodation/space needs Identifying requirements, assessing implications and producing space plans and strategies in conjunction with the Colleges, Service Divisions and other University clients Effectively managing the operational aspects of the responsibilities of the Space Management team including but not limited to, delivery of space related projects, Page 3 of 10

4 auditing and functional suitability, maintenance of accurate space records, management of geographical information system (GIS) databases and development and update of maps pertaining to the University s campuses and sites Developing a team environment which enables the effective delivery of space planning and management services to meet University requirements, including but not limited to developing and evaluating procedures and systems that increase the overall effectiveness of space planning and management Providing strategic input into planning for the delivery of capital works and other projects Actively participating in relevant meetings and Committees within the ANU Complying with all ANU policies and procedures, and in particular those relating to work health and safety and equal opportunity. 6. TYPICAL PROCESS INPUTS 6.1. The typical required inputs for this process are: Technical information needed: Electronically submitted documents and drawings in DWG and PDF formats Most of these requirements can be referenced in CBRM or Commissioning Manual Resources needed: Laser Distance Tool Dumpy Level Tape Measures GPS Camera Higher specification desktop PCs Colour plotter, colour scanner and B/W plotter/scanner A0 any length laminator 3M guillotine A3 x 2 laminators Standalone A3 colour printer Page 4 of 10

5 Personnel needed: 4 x FTE as detailed in the table below. Position Level ANU Officer Grade Senior Manager Level 1 (SM1) ANU Admin 8 ANU Drafting 7 ANU Admin 4/5 Position Title Space Manager Deputy Space Manager Drafting Manager Space and Drafting Officer Special training needed: AutoCAD ARCHIBUS Creative Suite InDesign GIS 7. TYPICAL PROCESS STEPS 7.1. Space Management processes cover the following functional activities, and are captured in the process flow charts attached herein: QMS-FS-PRF Hazardous Materials Management QMS-FS-PRF Hazardous Materials Removal QMS-FS-PRF Permission To Excavate 7.2. Space Management also have a number of F&S forms that they administer associated with the managing space allocations on campus. These forms can be obtained from the Space Management team at F&S, and include: QMS-FS-FRM Building Pre-Handback Checklist; QMS-FS-FRM Post-Handback Building Checklist; QMS-FS-FRM Space Request Form; and QMS-FS-FRM Application for Permission to Excavate Page 5 of 10

6 Hazardous Materials Management QMS-FS-PRF _Revision 0_ F&S Start F&S Notification of suspected Hazardous Material Notification to Licensed Contractor Licensed Contractor Assesses hazardous Materials Is removal required? YES Removal Works Completed by licensed Removalist Hazardous Materials Removal Works/Project Hazardous Materials Register Updated, Certification Provided Work Space Team Environment Project Officer Group Notification to Comcare NO Notification of action taken Editable copy of Hazardous Materials register to Licensed Removalist Checks Work/ Documentation Complete Review of Documentation Update to Register Update Register on HAZMAT Website End Page 6 of 10

7 Hazardous Materials Removal QMS-FS-PRF _Revision 0_ Start Check ANU Hazardous materials Report Maintenance Staff Suspected hazardous materials Identified YES Hazardous Materials Report Available NO Engage hazardous Materials Assessor Hazardous Material Identified NO Engage Hazardous Materials Removalist YES Licensed Contractor Action Plan Provided Hazardous materials Removed Update / Obtain ANU Hazardous Materials Register Updated Register and / or clearance Certificates to fs.scheduler@anu.edu.au Schedulers Close Work Order and Pay Invoice Space Team Updated Register and clearance END Page 7 of 10

8 Permission to Excavate QMS-FS-PRF _Revision 0_ Project Officer/Coordinator START Excavation Required on Project/Activity Obtain Internal Clearances and Conditions Review and Authorise Clearance Provide Authorised Clearance to Contractor Updated Drawings Required? NO Review for Accuracy / ANU Requirements Notify Space Excavation Complete END Contractor Space Team Excavation Registered Clearance Form and Drawings Issued Authorised Clearance and Documentation Received and Filed Works Completed. Notify ANU Project Officer / Coordinator YES Revised / Marked Up Drawings by Contractor Updated Drawings Provided Utility Provider Contractor to arrange external Clearances Page 8 of 10

9 8. TYPICAL PROCESS OUTPUTS 8.1. The typical results (outputs) of the process are as follows: Product produced: Creation and updating of Drawings Creation and updating of Campus maps (various) Documents or technical information produced: Space allocation records for cost recovery by ANU Finance Space data for internal and external planning and reporting (e.g. TEFMA and Go8) Administration of the Permission to Excavate process Records produced: Administration of the Hazardous Materials Register Building Custodians List After hours contact list (for ANU Security) Services produced: Management and dissemination of ANU building information Training in the use of ARCHIBUS for ANU users Physical Building Audits (space perspective) Desktop audits of space data (inform development of physical building audit schedule) Strategic Space Planning (inform asset management strategies) Custodianship and advice on ANU Signage Page 9 of 10

10 9. RELATED RISKS 9.1. Management may elect to conduct a formal risk assessment for any identified risks; the preferred method of risk assessment is the ANU Risk Management Framework The following risks are identified related to this process: Risk Likelihood Consequence Assessment Score Mitigation icad do not provide the level of service required for the ongoing support and upgrade of ARCHIBUS Likely Major Extreme - Data dump from ARCHIBUS can be recovered, although considerable resources required - Upgrade to ARCHIBUS will cost >$50K. - Need to ensure that ongoing support includes upgrades to the ARCHIBUS software Corporate knowledge and skills within the existing Space team are critical to Business as Usual Possible Major Moderate (6) - Succession plan to be reviewed six monthly Desk-based work environment, repetitive tasks could impact on staff Likely Moderate Moderate (6) - Repetitive strain injuries - Introducing a flexible work environment - Management of WHS risks Injury sustained from manual handling of heavy items Possible Moderate Moderate (4) - Update staff on the procedure relating to manual handling Page 10 of 10