Estates management record 2012 13 seminar
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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

Estates Management record 2012/13 seminar

July 2012


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


Objectives

Objectives

  • Introduce the Estates Management training manual

  • Cover changes to the record for 2012/13

  • Highlight data quality issues in the existing EMS record

  • Provide an update on developments at HESA


About the review

About the review

  • Commence in June 2011…

  • …involving estates sector bodies, funding body representatives, institutional representatives (with expertise covering a number of estates areas about which data is returned) and members of HESA staff

  • Proposals for change put to the sector received a high number of responses through the consultation

  • Responses were broadly supportive of the changes proposed


Data items removed in their entirety

Data items removed in their entirety

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


So in terms of data cells to be entered

So, in terms of data cells to be entered…

There were around 328 data items

Now there are 556

426 EMR data items

130 Health and Safety data items


The consequences of all these changes are

The consequences of all these changes are:

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

Ratios

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


New referencing system

New referencing system

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


New referencing system and new presentation

New referencing system and new presentation

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


Changes to the web form

Changes to the web form

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


New web form for health and safety

New web form for Health and Safety

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


Coverage

Coverage

  • All data items continue to be collected with respect to a reporting period

  • 1 August 2012 to 31 July 2013

  • Unless explicitly otherwise stated in the data definitions, all data should be reported as the latest position at the end of the reporting period


Commercial space

Commercial space

  • Previously inclusion/exclusion of commercial space was inconsistent between HEIs

  • Historical position untenable moving forward

  • The new record aims to address matters of consistency whilst being sympathetic to the difficulties of extracting such data from the Estates record


Mandatory data items

Mandatory data items

  • Mandatory data items have not increased significantly…

  • …however new ones do exist to support scope 3 carbon emissions data reporting


Null versus zero

Null versus zero

  • A critical issue that has been identified in the last two years worth of EMS data submitted to HESA

  • Institutions must ensure they are reporting zeros and nulls for the right data items

  • This issue has a significant impact on your data and the onwards use made of it


Area data

Area data


Number of sites

Number of sites

  • This data item used to only count sites which were non-residential…

  • …however the item now collects the number of total sites for the whole estate


Number of buildings

Number of buildings

  • The data item has not fundamentally changed as part of the new record

  • Ensuring consistent application of the criteria is important when determining whether a building is included in the count


Grounds area

Grounds area

  • Grounds are is for the total grounds of the HEI

  • Original consultation proposed removal of ‘Grounds water’ from this data item

  • ‘Grounds water’ is still included as a separate category


Gross internal area gia

Gross internal area (GIA)

  • GIA still measured in the same way i.e. measured to the internal face of the perimeter walls of each floor (including internal walls and perimeters etc)

  • Exclude derelict space, accommodation on NHS sites, structures attached to the outside of building, and commercial space that does not meet the definition for inclusion

  • Commercial space that is included should be recorded in the new separate category within GIA


Net internal area nia

Net Internal Area (NIA)

  • Net Internal Area is still returned using either NIA RICS or NIA room area

  • Uplift still applied to room area calculations

  • No change to underlying definitions re. what are balance areas

  • Any commercial space reported should be done so in the new separate category within NIA

  • Difficulty of categorising NIA


Specialist academic area

Specialist academic area

  • Records the total amount of academic floor space that can be classified as ‘specialist’

  • Definition of ‘space that cannot easily be used for other non-specialist academic activities’

  • Remember this data is a subset of the total NIA figure!!!!!


Frequency rate

Frequency rate

  • Changes to how frequency rates are calculated have been made

  • Instead of ‘9 to 5’ the core working week is determined locally by the institution

  • Commercial space should not be included as relates to teaching space only


Building condition assessment

Building condition assessment

  • Condition definitions remain the same

  • Full survey should be carried out regularly (every five years)….

  • …and should be done so by an appropriately qualified and experienced professional


Student staff counts

Student / Staff Counts


Student data page 45

Student data Page 45

  • Provided by HESA

    • Liaise with your Student record contact for a preview of the data

  • Added automatically to the webform

    • Data can be overridden

  • All students regardless of intensity of study

    • Excluding franchise or distance learning

  • Includes all FE students

    • Must be based on campus

    • Only added automatically if returned to HESA

    • Can add to figure using override if not returned to HESA

  • Split by categories

    • Teaching

    • Research


Student headcount page 45

Student headcount Page 45

  • Not included – course commenced after 1 December

  • Included – present on 1 December

  • Not included – course finished before 1 December

  • Included – present on 1 December


Student full time equivalent fte page 45

Student Full-time Equivalent (FTE) Page 45

Spans the entire reporting period

0.8 FTE

1.0 FTE

0.5 FTE

1.0 FTE

  • 0.8 FTE

  • 1.0 FTE

  • 0.5 FTE

  • 1.0 FTE

  • Total HEI = 3.3 FTE


Staff data page 47

Staff data Page 47

  • Not provided by HESA

    • Closely liaise with your department responsible for staff data

  • HESA cannot provide this through the Staff record

    • Difference in population and granularity

  • Approximations of data should be avoided

    • Proxies may sometimes have to be used

  • Split by several categories

    • Staff with split FTE between teaching and research should have their FTE apportioned accordingly

      Sense check against figures provided in the Staff record


Staff categories page 47

Staff categories Page 47


Calculating fte page 48

Calculating FTE Page 48

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


Property management staff page 49

Property management staff page 49

  • Include all staff FTE carrying out related work, whether they to the estates department or not

  • Exclude staff not directly employed by the HEI

  • Exclude staff associated solely with commercial space


Finance

Finance


Finance data items

Finance data items


Hesa finance statistics return

HESA Finance Statistics Return

Collected December each year.


Data direct from hesa

Data direct from HESA

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


Total property costs page 56

Total property costsPage 56

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.


Total property costs 2011 12

Total property costs 2011/12

  • Currently Residential total should be entered by the HEI.

  • DQ check to be added for 2011/12 to ensure that Total HEI is greater than or equal to the sum of Total non-residential and residential.

  • Some anomalies have been found for 2010/11.


Insurance replacement value page 57

Insurance replacement valuePage 57

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.

www.bcis.co.uk

It is expected that this data item will be updated at least every 3 years


Energy costs page 58

Energy costs page 58

  • New energy components added for 2012/13

    • Biomass

    • Onsite photovoltaic (solar panels)

  • Include

    • Climate Change Levy (CCL)

  • Exclude

    • Direct costs of EU ETS and CRC schemes

    • Commercial spaces

  • Some renewable energy sources will have no costs if owned and managed by the HEI, but where the electricity is purchased from a third party that runs it, or where fuel is bought (e.g. biomass pellets) those costs should be entered.


Repairs and maintenance costs changes for 2012 13 page 59

Repairs and maintenance costs- changes for 2012/13page 59

  • New name for 2012/13 – previously Maintenance costs

  • Data item rationalised for 2012/13 – removed splits for buildings planned and reactive

  • Following sector request during consultation the splits for grounds and playing fields will remain


Repairs and maintenance costs data consistency

Repairs and maintenance costs – data consistency

  • Plan for 2012/13 was to use HESA Finance data

  • Finance collects repairs and maintenance in Table 7.

  • However, Finance collects estates admin staff costs whilst these are separated out in Estates

  • Instead Finance data will be used as cross-check to Estates data in DQ checking

  • It is expected that the Repairs and maintenance costs returned in the Estates data will be lower than the costs returned in the Finance data.


Cleaning costs common queries

Cleaning costs – common queries

Qu: Where should window cleaning be included?

Ans: Internal

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.


Internally incurred and externally provided property management costs page 61

Internally-incurred and externally-provided property management costs Page 61

  • Simplified for 2012/13 – splits between estates, facilities and management costs removed

  • Amalgamated totals to be returned


Security and porterage costs

Security and Porterage costs

Security costs

  • The costs of security contractors and employed staff and regular system maintenance.

Porterage costs

  • The costs of porterage contractors and employed staff.

  • Duties may include: small office moves, events, room and exams set-up and reception cover.

Both items require splits by non-res, res and total HEI.


Energy

Energy


Energy data items

Energy data items

Carbon savings will be part of the figure returned under Scope 1 and 2 Carbon emissions (energy use).


Energy consumption page 65

Energy consumption Page 65

Currently collects:

From 2012/13 this is expanded to:


Energy consumption

Energy consumption

  • Required to return all energy types used by the HEI estate

  • Consumption per energy type is only required for the total HEI. Alongside this a total split for non-residential and residential should be provided.


Fuel used in hei owned vehicles page 67

Fuel used in HEI-owned vehiclesPage 67

Separated out from Energy consumption from 2012/13.

Figure in litres per fuel type


Scope 1 2 carbon emissions energy use page 72

Scope 1 & 2 carbon emissions (energy use) Page 72

From 12/13 HESA will be carrying out DEFRA conversion factors centrally to

  • Ensure consistency and comparability

  • Reduce burden on HEIs

    Any issues with this? Please let [email protected] know.

    ‘Green tariff’ electricity is only considered to be zero carbon rated where the ROCs have been retained.


Waste mass page 71

Waste masspage 71

  • New categories for 2012/13

    • Composting (on or off site)

    • Anaerobic digestion (on or off site)

    • Landfill

  • Do not include:

    • Waste taken in by the institution for processing

    • Waste attributable to the operation of commercial space


Hazardous waste

Hazardous waste

  • New for 2012/13

  • To include combined Total HEI tonnage of

    • Asbestos

    • Chemicals

    • Electrical and electronic equipment

    • Fluorescent light tubes and energy-saving light bulbs

    • Healthcare/clinical

    • Lead acid batteries

    • Oils

    • Pesticides

    • Refrigerators containing ozone-depleting substances

    • Solvents

  • Expected that majority of HEIs will have some waste


Scope 3

Scope 3


The scopes

The Scopes


Why include scope 3

Why include Scope 3?

  • HEFCE consulted on HE strategy for carbon reduction

  • Support for tool to measure emissions – EM record provides this

  • Collection of this data will

    • Provide information on managing scope 3 emissions

    • Demonstrate HEI efforts to reduce carbon


Scope 3 data items

Scope 3 data items


Scope 3 business travel

Scope 3 business travel

  • Includes travel undertaken by staff and students

  • Excludes travel paid for by a third party

  • Conversions to be carried out by HEIs.

  • Air travel

  • Rail travel

  • Vehicles

  • Company cars

  • Leased cars

  • Public transport (bus/tube/tram)

  • Taxis

  • Coaches

  • Ferries


Defining scope 3 business travel

Defining Scope 3 business travel


Commuter travel page 76

Commuter travelPage 76

Definition:

  • Travel to and from home address to the HEI

  • For students use term-time address

    How to collect:

  • Travel survey

    • Distance travelled

    • Mode of transport

    • Include all travel over the course of a week

    • Randomly selected commuters - sample size – enough for confidence e.g. population 10,000 need to survey 370


Benefits of collecting scope 3 travel

Benefits of collecting Scope 3 travel?


How to collect the data

How to collect the data?

‘Measuring scope 3 carbon emissions – transport: A guide to good practice.’

http://www.hefce.ac.uk/pubs/year/2012/201202/#d.en.68754


Conversions

Conversions

To convert the data it is needed to know

  • The mode of travel

  • Activity data (fuel consumption or distance travelled)

  • Appropriate conversion factor (Defra/DECC)


Waste page 78

WastePage 78

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


Water page 80

WaterPage 80

Water supply

  • Residential/non-residential/total HEI split tonnes GHG emissions

    Waste water

  • Total HEI tonnes GHG emissions

    To be converted by HESA using Water consumption data


Supply chain procurement page 81

Supply chain (procurement)Page 81

  • Supply chain = purchasing of goods and services and the emissions this generates.

  • Collection of data will allow benchmarking and provide insights on ways to reduce emissions.


Reporting tool

Reporting tool

  • Annual returns database to Regional Purchasing Consortia to create full emissions report for all HEIs in England

  • Data can then be used to populate Estates return

  • This includes 75 Defra carbon points


Supply chain sections

Supply chain sections


Policy

Policy


Modal split for staff and students page 85

% modal split for staff and students Page 85

  • Should not include business travel

  • Should not include travel to or from the students home (holiday) address

  • The term-time post code of every student is collected through the HESA student record

  • Consider the join-up between the results of the survey and the institutional travel plan

  • It is anticipated this information will be collected via staff and student surveys

  • Surveys should be conducted on an annual basis


Continuing data items page 86

Continuing data items Page 86


Health safety

Health & Safety


Health and safety page 89

Health and safety Page 89

  • Health and safety data is an existing reporting requirement

  • Prior to 2012/13 this return is made to Universities Safety and Health Association (USHA)

    In line with the sector policy of reducing data collection burden on institutions, from 2012/13 the data will be returned to HESA

  • Data collected according to the guidance and definitions specified by the Health and Safety Executive within Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) www.hse.gov.uk/riddor

  • Liaise with the existing department/member of staff who is responsible for returning this information

  • Excludes commercial space across all data items


Incidents involving injury page 89

Incidents involving injury Page 89

Arising out of or in connection with…

  • Fatalities

  • Specified major injuries or conditions

  • Injuries to non-employees requiring hospital treatment

  • Injuries involving staff in more than seven days absence from work

    • Change (wef 6 April 2012) the over-three-day reporting requirement for people at work changes to over-seven-days starting the day after the accident

  • Split by Staff, Students and Other

  • Totals automatically generated from required fields


Dangerous occurrences page 89

Dangerous Occurrences Page 89

  • Part 1 General (21 categories)

    • Lifting machinery, etc.

    • Pressure systems

    • Freight containers

    • Overhead electrical lines

    • Electrical short circuit

    • Explosives

    • Biological agents

    • Collapse of scaffolding

    • Fairground equipment

www.legislation.gov.uk/uksi/1995/3163/schedule/2/made


Occupational injuries page 89

Occupational injuries Page 89

  • Contact with moving machinery or material being machines

  • Hit by a moving, flying or falling object

  • Hit by a moving vehicle

  • Hit something fixed or stationary

  • Injured whilst handling, lifting or carrying

  • Slipped, tripped or fell on the same level

  • Fell from a height

  • Trapped by something collapsing

  • Drowned or asphyxiated

  • Exposed to, or in contact with a harmful substance

  • Exposed to fire

  • Contact with electricity or an electrical discharge

  • Injured by an animal

  • Physically assaulted by a person

  • Another kind of accident

Totals must be split

www.legislation.gov.uk/uksi/1995/3163/schedule/3/made


Occupational diseases page 89

Occupational diseases Page 89

  • Reportable under RIDDOR

  • Excludes occupational diseases reported by those occupying commercial space

  • Record total number of instances of occupational diseases

  • Not split by staff, student and other

www.legislation.gov.uk/uksi/1995/3163/schedule/3/made


Fire safety

Fire safety


Fire safety page 90

Fire safety Page 90

  • Fire safety data is an existing reporting requirement

  • Prior to 2012/13 this return is made to Universities Safety and Health Association (USHA)

  • Liaise with the existing department/member of staff who is responsible for returning this information

  • Splits by ‘Total non-residential’ and ‘Total residential’


Types of fire

Types of fire


Categories

Categories


Other data items

Other data items


Guidance

Guidance

  • External fires

    • Examples: Bin fires, skip fires, BBQ’s and bonfires

  • Internal fires that do not result in fire alarm activations

    • These are incidents where a fire occurs and is extinguished without the fire alarm system being activated

  • Number of injuries as a result of fire

    • Any injury requiring medical attention


Guidance1

Guidance

  • Number of malicious alarms

    • A deliberate improper actuation of a fire alarm system

  • Number of other false activations

    • Includes accidental manual call point activation, alarms raised with good intent, equipment defects and environmental conditions

  • Total number of fire alarm activations

    • Calculated from the sum total number of malicious alarms, other false activations and total number of fires minus the number of internal fires that did not sound the fire alarm


Guidance2

Guidance

  • Number of automatic detectors

    • Requirement under BS:5839 and UK Fire Safety legislation

  • Fire and rescue service attendance

    • Record total number of times the fire and rescue services attend emergency calls to University owned and managed property for fires and false alarms

www.usha.org.uk


Other data

Other data

  • Number of bed spaces

    • Auto generated from ‘EMR Number of bed spaces Residential’

    • Total number of student bed spaces under direct management of the HEI

    • Excludes commercial space

    • Ratios

  • Total number of UG and PG students at the HEI

    • Auto generated from ‘EMR Student headcount total HEI’

    • Total number of student

    • Excludes distance learning and franchise

    • Ratios


Onwards use of ems data

Onwards use of EMS data

  • Estates Management publication produced by HESA

  • 2010/11 data released 26 April 2012

  • Free data table includes:

  • Grounds and buildings

  • Water and energy usage

  • Waste management

  • Transport and other environmental measurements

Available at www.hesa.ac.uk/pubs/ems


Developments at hesa

Developments at HESA

  • Aardvark regeneration project

  • User accounts project

  • Heidi developments


Hesa estates@jiscmail ac uk

[email protected]

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.

Want to join?

email [email protected]

or visit www.jiscmail.ac.uk


Data collection and submission

Data collection and submission

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.

Contact the team

[email protected]

01242 211144


Training support

Training support

If you require additional training help, including bespoke visits to your institution, get in touch with the training department…

w:www.hesa.ac.uk/training

e:[email protected]

t:01242 211472

Follow us on Twitter: @HESATraining


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