Vital Statistics
Organization:
University of Missouri - Columbia
Location
Columbia, MO
Facilities Facts:
1,135 buildings; over 15 million square feet of space (all ARCHIBUS managed)
ARCHIBUS Applications:
Space Management, Overlay with Design Management for AutoCAD and Revit
3rd Party Applications:
Autodesk AutoCAD
Reasons for Implementing:
To integrate campus floor plans with the Space Inventory database
Benefits Gained:
Ability to easily calculate Indirect Cost Recovery; streamlined space inventory surveys; increased staff productivity
Business Partner:
Computerized Facility Integration, LLC
Web Site:
www.spaceplanning.missouri.edu
The #1 Solution in the World for
Total Infrastructure and Facilities Management
 

University of Missouri - Columbia:
Determines Space Needs with ARCHIBUS

University of Missouri - Columbia (MU) is situated in a college town of about 70,000, with a student population of approximately 24,000. The Campus Facilities Space Planning and Management office, under the leadership of Scott Shader, is responsible for Space Planning activities that occur in over 200 buildings on the main MU campus and an additional 900-plus buildings across the state. These include four hospital campuses and fifteen agricultural experiment stations. This real estate comprises a very impressive 15 million gross square feet, all of which is managed by the campus using ARCHIBUS.

"I equate my role here with an advisor for space needs," says Shader, Manager of Space Planning and Management. ARCHIBUS serves as the base for about 50% of the information I need to do my job. It tells me who occupies what rooms and how much space a department currently has assigned." Shader's office bridges institutional data such as personnel, financial, and student data with the ARCHIBUS system to perform the space programming studies that are so crucial to an educational institution of this size and scope.

Space Planning from the Ground Up

The University of Missouri - Columbia recruited Shader from his position as a resource and policy analyst at University of Illinois. In his new role, he created a space planning office from scratch. At the time, the university's floor plans and space inventory resided on separate databases. Changes made in one database weren't automatically reflected in the other, thereby compromising the integrity of the information. Combining the two databases was the first chapter in the department's success story.

"Now that our AutoCAD floor plans and space inventory are combined in the ARCHIBUS database, we can see all our applications and retrieve space information in one setting. This frees up approximately ten hours per week of my staff's time that they used to spend making comparisons and running reports on paper," he says. Report turnaround time is quicker now, too.

Better Resource Management

Today, Shader's office maintains a computer aided facilities management (CAFM) system and is responsible for the upkeep of the university's voluminous floor plans and space inventory. It is one of the larger ARCHIBUS space deployments in the Educational domain. "We have over 2,000 floor plans to maintain and over 50,000 room records in our ARCHIBUS database," says Shader. Maintaining the information is an ongoing process, and the office conducts an annual Space Inventory Survey to verify its accuracy.

Another reponsibility is providing square footage information and floor plans for Indirect Cost Recovery (ICR). Many non-university related activities are held in university facilities, and the heating, electricity, and housekeeping of the rooms in which these events take place must be tracked. The government reimburses the university for these externallysponsored research activities based on the square footage used. With the integrated floor plans and space inventory information in the ARCHIBUS database, the university can easily furnish this information and recoup its dollars.

The university also receives reimbursement for the health services rendered to Medicare and Medicaid patients in the community. In a unique application of the ARCHIBUS Space Management module, Shader creates reports that calculate the amount of square footage used to support indigent care, ensuring that accurate records are submitted to the government.

Shader's office is also responsible for determining space needs at MU. A formula-driven projections model allows the staff to calculate how much square footage a college, school, or department needs based on their activities, responsibilities, and budgets. Then, they consult the ARCHIBUS system to compare the findings to the actual square footage currently being used.

Current and Future Projects

As the official source for campus mapping, Shader has taken all those floor plans that reside in the ARCHIBUS system and made them available on the Web. Shader also serves as campus facilities archivist. "I maintain all the drawings of anything that's been conceived, created, renovated, put up or torn down at the university since 1869," he says. "These images are on every kind of media you can imagine: onion skin, mylar, vellum, microfilm, microfiche, just about everything but stone. We are currently scanning and automating all these documents to make them available to architects and others who might be interested," he says. Shader's goal is to eventually Web-enable even more floor plans, allowing users from different departments to query the Space Use Inventory database for information. He also plans to integrate personnel data with the room records in the ARCHIBUS system. "We want to share information with the entire campus community," he says.

A Shining Example

Shader’s accomplishments at MU have been recognized by IFMA, and he's given numerous talks on how other organizations can realize similar success in facilities management. He and his staff have made a large, complex environment far more manageable.