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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

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


  • 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 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


  • 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

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 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 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 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

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 Page 48

  • 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 Page 48

Hesa finance statistics return
HESA Finance Statistics Return Page 48

Collected December each year.

Data direct from hesa
Data direct from HESA Page 48

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 costs Page 56 Page 48

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 Page 48

  • 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 value Page 57 Page 48

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

Energy costs page 58
Energy costs page 58 Page 48

  • 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- Page 48changes for 2012/13 page 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 Page 48

  • 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 Page 48

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 management costs Page 61

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 management costs Page 61

Energy data items
Energy data items management costs Page 61

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 management costs Page 61

Currently collects:

From 2012/13 this is expanded to:

Energy consumption
Energy consumption management costs Page 61

  • 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 vehicles Page 67 management costs Page 61

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 management costs Page 61) 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 know.

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

Waste mass page 71
Waste mass page 71 management costs Page 61

  • 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 management costs Page 61

  • 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 management costs Page 61

The scopes
The Scopes management costs Page 61

Why include scope 3
Why include Scope 3? management costs Page 61

  • 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 management costs Page 61

Scope 3 business travel
Scope 3 business travel management costs Page 61

  • 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 management costs Page 61

Commuter travel page 76
Commuter travel Page 76 management costs Page 61


  • 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? management costs Page 61

How to collect the data
How to collect the data? management costs Page 61

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

Conversions management costs Page 61

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
Waste Page 78 management costs Page 61

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
Water Page 80 management costs Page 61

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 management costs Page 61

  • 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 management costs Page 61

  • 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 management costs Page 61


Policy management costs Page 61

Modal split for staff and students page 85
% modal split for staff and students Page 85 management costs Page 61

  • 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 management costs Page 61

Health safety

Health & Safety management costs Page 61

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)

  • 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 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 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

Occupational injuries page 89
Occupational injuries Page 89 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

Occupational diseases page 89
Occupational diseases Page 89 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

Fire safety

Fire safety Page 89

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 Page 90

Categories Page 90

Guidance Page 90

  • 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

Guidance Page 90

  • 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

Guidance Page 90

  • 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

Other data
Other data Page 90

  • 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 Page 90

  • 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

Developments at hesa
Developments at HESA Page 90

  • Aardvark regeneration project

  • User accounts project

  • Heidi developments

Hesa estates@jiscmail ac uk

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?


or visit

Data collection and submission
Data collection and submission Page 90

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

01242 211144

Training support
Training support Page 90

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



t: 01242 211472

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