Estates Management record 2012/13 seminar. July 2012. “ the participation of universities in the well-established HESA Record Review process has recently brought about simplification of staff and estate management statistics.” David Willetts , 18 April 2012. Objectives.
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Estates Management record 2012/13 seminar
“the participation of universities in the well-established HESA Record Review process has recently brought about simplification of staff and estate management statistics.”
David Willetts, 18 April 2012
FTE environmental staff
Current cost of legislative compliance
Method of costs apportionment
Assessment of building condition
Total facilities costs
Carbon conversion factor for Use for renewable energy sources
Travel plan on web
Environmental policy on web
Biodiversity policy on web
There were around 328 data items
Now there are 556
426 EMR data items
130 Health and Safety data items
Ratios need updating
Groupings need reviewing and what is included in each
New referencing system needed
Changes to the web form
New web form for Health and Safety
New record name needed
Ratios are produced by HESA
Asked during consultation to indicate any new ratios that would be useful (some responses received)
Need to be ready for mid-2013
HESA inherited a referencing system from IPD
Outgrown as a consequence of expansion over the years
No space for further expansion
Consultation responses demonstrated support for a new system (within reason)
Happy to ditch the ‘D’ references e.g. D01 = HEI income, D02 – HEI expenditure…
…but would like to retain the specific data requirement label e.g. C01 = Total HEI, C13 = Total non-residential
We know that the enormous HTML Data Definitions document was not ideal
Review presented an opportunity to look at bringing EMR in line with other recordsStill working on short names
Mapping document will need to be produced
Example of how it will look included in June 30 release
Web form needs updating to reflect changes to content
Any additional calculations will be included in the web form where formulas can be agreed
Override will apply to any new calculations
Separate web form needs to be produced for Health and Safety
Some auto-calculations from previously inputted answers
Generally numbers will be entered but needs to allow for some text responses
Student / Staff Counts
Spans the entire reporting period
Sense check against figures provided in the Staff record
FTE should be calculated on the basis of a full-time contract equalling 1
FTE should be apportioned if the contract of employment ends before the 31 July
Collected December each year.
New for 2012/13: Previously HEI expenditure Residential was not provided. In future this will use the ‘Total residences and catering operations’ total from the FSR.
Liaise with Finance record contact to ensure common approach to these data items
Simplified for 2012/13 – detailed non-residential splits removed.
Total non-residential, residential and Total HEI auto-calculate where all component parts are returned in EMS (as listed in your training manual).
Where all parts components are not known the data can be overwritten, however this will not be a true reflection of Total property costs.
Item has presented some confusion in the past.
IRV = Cost to rebuild not total value for which insured.
Rebuild value is not the same as current market value or insured value.
It is expected that this data item will be updated at least every 3 years
Qu: Where should window cleaning be included?
Qu: How should costs be attributed to residential/non-residential?
Ans: Should tally to the split returned in area
Qu: Should cleaning administration costs be included here?
Ans: No, these costs should be counted under facilities management costs within internally-incurred/externally-managed property management costs.
Both items require splits by non-res, res and total HEI.
Carbon savings will be part of the figure returned under Scope 1 and 2 Carbon emissions (energy use).
From 2012/13 this is expanded to:
Separated out from Energy consumption from 2012/13.
Figure in litres per fuel type
From 12/13 HESA will be carrying out DEFRA conversion factors centrally to
Any issues with this? Please let firstname.lastname@example.org know.
‘Green tariff’ electricity is only considered to be zero carbon rated where the ROCs have been retained.
How to collect:
‘Measuring scope 3 carbon emissions – transport: A guide to good practice.’
To convert the data it is needed to know
Total GHG emissions in production and treatment of waste.
Recognised that HEI approaches to waste and recycling varies
Calculated through Defra conversion factors
Method used also captured
To be converted by HESA using Water consumption data
Health & Safety
In line with the sector policy of reducing data collection burden on institutions, from 2012/13 the data will be returned to HESA
Arising out of or in connection with…
Totals must be split
Available at www.hesa.ac.uk/pubs/ems
HESA information and discussion forum for HESA Estates.
These lists are used to circulate email news alerts from HESA regarding data requirements, coding manuals and validation kit releases.
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The Institutional Liaison team are there to help with all aspects of the return from local collection of data items through to final submission and sign-off.
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