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Strategic Space Planning for KPU: Ensuring Effective Resource Allocation

This task force aims to develop space plans, policies, and procedures for efficient space allocation at KPU. Key responsibilities include strategic planning to meet operational objectives, identifying logistics of space usage, and responding to external and internal space challenges. Recommendations focus on formalizing planning processes, creating a culture of space stewardship, and improving space communication.

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Strategic Space Planning for KPU: Ensuring Effective Resource Allocation

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  1. Resource Planning Task ForceMarch 21, 2014SPACE

  2. University Space Admin Dept. • Established October 2010 • Staff: • Terri Chanyungco, Director • Yanping Cui, Coordinator

  3. University Space Admin Dept. • KEY RESPONSIBILITIES • Strategic space planning to ensure KPU’s operational/strategic objectives are met • Develop space plans, policies, procedures standards, benchmarks • Identification of logistics and implications of space usage • Allocation of academic and non-academic space

  4. University Space Admin Dept. • REPORTS TO: • VPA and Provost – Sal Ferreras • Recognizes academic programs as institutional priority and key driver of space use

  5. University Space Admin Dept. • LIAISON • PUE • Facilities • IET • SEM • IAP • Finance

  6. External Space Issues • Rapidly changing labour market • Difficult to forecast skills that will be required • Creates uncertainty re types of space required • Requires post-sec’s to adapt programs quickly • Changes in student demographics • Changes in pedagogy and technology • Will drive how and when space is used

  7. External Space Issues • Declining government funding • Precludes construction of new space • Limits renovations of existing space and furniture and technology upgrades • ie. do the same or more with existing space

  8. Internal Space Issues • Current space is outdated, inflexible • Expensive and time consuming to renovate • Focussed on where we were, not where we are going • Teaching space (12%) is either completely generic or specific purpose (20%) • Very little inter-disciplinary space • Specific purpose space is less efficient than generic

  9. Internal Space Issues • Pressures: • Use of space is crammed into certain hours of week, Fall and Spring semesters • Almost all teaching and working is on site • Not all space is centrally scheduled • Limited non-teaching space for students • Growing academic and research programs • Growing community engagement activities

  10. Internal Space Issues • Human Factors: • Silos within silos • Pervasive attitudes of ownership and entitlement • Emotional attachment to space • People prepared to fight for “their” space • Fear/resistance to change • Need for storage mistaken as need for space

  11. Internal Space Issues • Space administration: • Lack of formal policy and procedure • Crisis allocation based on most pressing priority • Poor space-related communication • - People don’t know how space decisions made • Space related information is housed in multiple depts: • - OREG, HR, IET, IAP, Facilities, ORS, Space Admin, Faculties, etc.

  12. Space Ideals • Flexible space, furniture, technology • Flexible, dynamic foundation to position KPU to be responsive to a broad range of opportunities • Quickly accommodate new/evolving programs/initiatives • Flexibly accommodate new pedagogies, changing office needs • Space aligned with functional requirements, not historical practice

  13. Space Ideals • Interdisciplinary Space • Space that can support multiple activities • - Teaching, research, community engagement • Fosters innovation, creativity, collaboration • Allows quick response to new opportunities at lower cost

  14. Space Ideals • Culture of Space Stewardship • Foster a culture of space caring, sharing, preservation, protection • Everyone feels responsible for ensuring that KPU’s space is used efficiently • Use of space aligned with KPU’s priorities • Open, transparent processes reduce rumor, misinformation, distrust

  15. Recommendations • Formalize planning, processes, decision making • Articulate institutional space expectations, plans for teaching, research, offices, other space • Formalize policy, procedure, standards, benchmarks • Equitable, consistent, efficient decision making, processes, conflict resolution • Space Committee to be a forum for space issues

  16. Recommendations • Integrated Space Database • Connect the 3 legs of the resource stool: • - Budget, HR, Space • Robust information re: • - Amount/composition of space • - Space utilization • Supports: • - Informed, impartial decision making • - Planning, forecasting • - Cost/benefit analysis

  17. Recommendations • Space Communications Plan • 2 way communications with all levels of KPU • Increase awareness of space issues • Formal method of collecting input on key issues, new policies, procedures • Facilitate cultural change

  18. SUMMARY* Spread use of space more evenly over full operating hours* Create flexible, interdisciplinary space to quickly respond to opportunities* Formalize space policy and procedure* Foster a culture of space stewardship* Communicate, communicate, communicate

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