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TELLING A STORY WITH DATA Space Analytics at Ayers Saint Gross


INTRODUCTION TO THE FIRM 4 WHAT IS SPACE ANALYTICS 6 WHY IS THIS IMPORTANT 8 SERVICES OFFERED 10 LARGE PUBLIC INSTITUTION 14 SMALL PRIVATE INSTITUTION 18 MID-SIZE PUBLIC INSTITUTION 22 ANALYTICS TOOLKIT 26 2

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Space analyses empower our clients to

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Introduction to the Firm Ayers Saint Gross is an employee-owned design firm with expertise in architecture, planning, landscape architecture, space analytics, interiors, and graphic design. We are unique in that all of our work is for missiondriven clients such as colleges, universities, and cultural institutions. Since the founding of our practice in 1912, Ayers Saint Gross has built a reputation for designing environments of enduring value. Our design is driven by a critical and analytical discourse, a respect for past wisdom, a mind to future potential, and a belief that we have an obligation to leave places better than we found them.

AYERS SAINT GROSS QUICK FACTS

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FO UND E D

F IR M PH ILO SO PH Y

1912

All of our work is for mission-driven clients.

FI R M P HI LOS O P H Y

“We engage people and places to create designs that enrich the world.” S TA FF

85% 10% 5% Higher Education

Cultural Institutions

K-12 and Private Sector

IN TER N ATIO N AL R EACH

170 72% Professional Staff Members

of our Staff Members are LEED Accredited

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What is Space Analytics? At Ayers Saint Gross, we like to start every planning project with space analytics. Space analytics is precisely what it sounds like—a study and quantification of existing space and a projection of current and future needs. In a world of constrained operational budgets, space analytics help institutions open up the dialog about achieving the highest and greatest use of capital assets. Without that analysis, a higher education institution’s use of capital resources is guesswork. And guesswork can be costly. Ayers Saint Gross uses a proprietary real-time space analytics tool, SAMi™, providing a snapshot of the existing campus space use and overlaying it on future projections to determine prospective needs. Key to the analysis is our team’s knowledge about academic trends and best practices as well as the ability to benchmark a client’s peer institutions and aspirational institutions. We have taken the guesswork out of planning and enabled higher education institutions to be ready for and often ahead of the future.

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Why is this important? Physical space is a critical resource for mission-driven institutions, and many lack effective space management systems. Often leaders view their inventory in terms of entire buildings, rather than space. This narrow view can limit the way in which space needs are addressed. Institutions also require a variety of tools to understand space allocations and needs, as well as ways to effectively communicate their findings to a variety of stakeholders. Understanding policy combined with how space is allocated and used can lead to more effective planning, and even mitigate the need for new construction. Space analytics is essential to thoughtful capital improvement programs.

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“Northwest Missouri State is developing an academic brand focusing on profession-based learning that includes four processes: creating, discovering, exploring, and integrating. The space analytics team is helping us think about our space differently. Through space, they are helping us create synergies around these processes that we hope will optimize learning outcomes. In a very short period of time, the Ayers Saint Gross space analytics team can articulate your space needs as though they have taught on your campus for years. Because they walk every building and visit every classroom, their recommendations are intuitive.”

Dr. Timothy P. Mottet Provost Northwest Missouri State University

“The space analytics study provided detailed and invaluable data that will inform our decisions as we consider opportunities for growth and development at Lebanon Valley College in the years to come.”

Steven P. O'Day, J.D. Vice President of Strategic Initiatives & Secretary of the College Lebanon Valley College

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Services Offered We develop short- and long-term strategies for the transformation and growth of physical resources by documenting existing conditions and providing real-time data on how an institution utilizes and manages its space. The services we provide our clients are diverse and can have immediate impact. Quantifying existing space and analyzing current and future space needs are just a start. A review of scheduling and space management policies as well as software tools can change the amount of space needed or perceptions of space. Our collaborative process builds consensus with respect for each institution’s mission.

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Space Needs Assessment

Scheduled Use By Day & Time

We analyze how much space is needed and compare it to the amount of space currently built.

We illustrate the number of rooms scheduled by day and time, according to an institution’s scheduling grid.

Appropriate space metrics are used to determine the amount of space needed by space category (classrooms, offices, and research space). The total outcomes show a range of space need. Outcomes identify types of space and the units needing space. In some cases, an overage of space is identified through an assessment.

The analysis demonstrates if additional scheduling capacity exists throughout a week and determines popular scheduling times on campus—such as Monday through Thursday 10:00am–2:00pm. Outcomes identify scheduling inconsistencies which may prevent efficient scheduling. The analysis is precursor to reviewing scheduling policies at an institution.

Instructional Space Utilization

Classroom Demand

We determine how classrooms and class labs are scheduled and used.

We determine how course enrollments align with classroom capacities.

This analysis measures weekly room hours, seat fill percentage, weekly seat hours, and square feet per student seat on a room-by-room basis. It can be grouped, totaled, and averaged as appropriate to the institution. We understand how well spaces are being scheduled and how growth or changes in pedagogy could be better accommodated.

This assessment illustrates classroom capacities needed to support current and proposed curriculum course enrollments. For example, an institution may perceive the need for larger classrooms but course data reveals medium-sized classrooms are in demand. The outcome may demonstrate that technology within the larger classrooms is the actual need. It guides institutions to determine investment need (i.e. technology or furniture in classrooms) versus building new spaces.

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Facilities Audit + Inventory

Educational Efficacy Assessment

We develop a room-by-room inventory or update existing inventory.

We assess how well physical buildings address the functional needs of the programs they contain.

Our team collects existing information such as floor plans and inventory databases. We tour spaces on campus to document occupants, space classification, seat counts, and square footage. This audit provides a snapshot in time of valuable real estate assets.

A subjective assessment measures the functionality of a facility to its programs. A building may never suit its intended purpose. Issues such as floor to ceiling heights and access to daylight can affect various functional spaces. It provides an institution with additional qualitative views of space needs beyond the quantitative measure of space and the building condition.

Comparative Analysis

Space Metrics + Standards

We determine how space compares to peer and aspirational institutions.

We establish space metrics and standards to determine how much space an institution needs.

Data collected from a hand-selected group of institutions compares the number of students, faculty, square footage, characteristics, and program mix allowing an institution to see where its space ranks in different space categories. It identifies space shortages that may exist after conducting a normative analysis. Reviewing aspirational institutions identifies space growth areas an institution may require to transform itself based on future vision and mission.

Space metrics and standards create the foundation for a normative analysis. Different space categories require unique ways of determining space quantities. These are based upon credit hours, the number of students on campus, research productivity levels, the number of faculty and staff, and minimum dimensions of core facilities. It provides institutions with ways to calculate the amount of required space to conduct their day-to-day activities.

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Space Reallocation/Migration

Priority of Needs

We create a plan to reallocate space across a campus.

We rank needs based on complex issues to make informed decisions.

Campuses undergo multiple transformations. Programs and functions become spatially fragmented, and the addition of new programs creates functional misalignments. Expanding the built environment creates space vacancies providing opportunities to realign specific programs or functions. It develops synergies between programs and joins fragmented programs. The assessment creates a cohesive plan to best use space resources that reinforce strategic goals, vision, and mission.

A ranking and scoring tool incorporating objective/ quantifiable measures and subjective/qualitative measures. Objective measures may include space shortages, utilization, building quality, functional quality, growth, and research productivity. Subjective measures could include impacts of new construction, direct strategic initiatives, and targeted areas of growth. The tool illustrates academic and administrative programs with the greatest need for new or renovated space and helps prioritize needs on campus and eliminates the squeaky wheel syndrome.

Planning Tools

Program Planning

We develop planning tools to foster informed planning decisions.

We determine space needed for renovation and new construction projects.

Institutions need tools that allow them to change analysis outcomes by altering key inputs. These customized planning tools, whether spreadsheet based or a full database management system, reflect the needs of stakeholders.

Program planning creates a space program based upon use expectations, delivery methods, and vision. It provides efficient, functional space and helps guide decision making when budget restrictions force an alternate plan. It also ensures the academic vision is realized in the physical design response.

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Large Public Institution Ayers Saint Gross, working at three campuses of a large public institution in the Midwest, conducted a full space needs assessment. This complex land-grant institution supports 27,000 students and contains 4,400,000 net assignable square feet of non-residential space. At the time of the study, the institution had multiple projects under construction. The assessment provided recommendations on current need and future growth.

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Project Data

The full assessment included multiple services:

NASF: 4,000,000

Space Needs Assessment: Quantification of the space units occupied coupled with a qualitative assessment for a comprehensive examination of how space is functioning for its programs.

Size: 5,000 acres Enrollment: 32,000 Completed: 2014

Analysis of Research Space: Examination of all research space on campus including the College of Veterinary Medicine and Biomedical Sciences to look at productivity metrics and assess whether there are enough core facilities to support the research enterprise. Instructional Utilization: Determination of whether the classrooms and class laboratories are being scheduled and used efficiently. The team has interviewed more than 50 key stakeholders including vice presidents, deans, and directors through a series of individual meetings to discuss program, growth, and existing space issues. With the campuses spread out over 5,000 acres, an important issue was understanding the need for duplicate office space for faculty and researchers working at the three locations. Program adjacencies and the impact on research space were also assessed.

Building Conditions

≥ 90 80–89 70–79 60–69 <60

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Enrollment Growth

FALL 2014 ENROLLMENTS Undergraduates Graduates Professionals PROJECTED GROWTH Undergraduates Graduates Professionals

Future Space Needs Assessment

Future Needs Space Assessment 6,000,000

Future Existing NASF

5,500,000

5% Growth

5,000,000

10% Growth

4,500,000 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 Instructional Space

Research Space

All Other Academic Space

Future Existing NASF

SPACE ANALYTICS AT AYERS SAINT GROSS

Support Space

5% Growth

Student Space inc. Athletics

Main / South / Foothills Total

10% Growth

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Small Private Institution In conjunction with a campus master plan, Ayers Saint Gross provided full space needs assessment services for a small liberal arts campus in rural Pennsylvania. The goal of the study was to examine the full portfolio of facilities. The proposed capital plan will determine what the college will need to invest in over a five- to 10-year period to accommodate their goal to grow to a total of 2,400 students.

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Project Data

For this client, Ayers Saint Gross created a full facilities inventory of the campus documenting the square footage, occupancy, number of students, and space classification for each classroom and class lab. The findings from the space needs assessment determined that the current classroom spaces were designed for a different pedagogy than what is actually being implemented in the classrooms. The result also showed the need for smaller classrooms with more enriching technology and the need for large meeting spaces with capacity of 50â&#x20AC;&#x201C;100.

NASF: 412,000 Size: 360 acres Enrollment: 1,700 Completed: 2015

Oversized administrative spaces are claiming valuable space in important academic buildings. Recommendations included exploring more open and collaborative office space to make room for more group collaboration space within the administrative buildings that could serve the larger college community. The needs assessment, priority rankings, and building quality analyses helped to focus and prioritize building needs.

Space Needs Assessment

Space Needs Assessment Fall 2014

Projected 2020 Future Existing NASF

Proposed NASF

(1,031)

25,450

31,629

(6,179)

(8,690)

67,470

94,463

(26,993)

46,529

(2,866)

43,663

58,652

(14,989)

20,911

(3,794)

17,117

24,871

(7,754)

6,690

8,720

(2,030)

6,690

10,940

(4,250)

Academic Offices

37,870

39,550

(1,680)

37,870

45,010

(7,140)

Library & Study Space

31,035

33,994

(2,959)

31,035

38,163

(7,128)

Other Academic Space

9,237

14,258

(5,021)

9,237

16,958

(7,721)

171,062

190,443

(19,381)

171,062

226,223

(55,161)

Administrative Offices

32,246

36,535

(4,289)

32,246

36,940

(4,694)

Other Administrative Space

10,172

15,208

(5,036)

10,172

18,088

(7,916)

Assembly & Exhibit Space

17,189

25,450

(8,261)

17,189

25,450

(8,261)

Chapel

10,918

10,918

0

10,918

10,918

0

Physical Plant

36,965

26,880

10,085

36,965

33,020

3,945

107,490

114,991

(7,501)

107,490

124,416

(16,926)

Existing NASF

Proposed NASF

Classrooms

25,450

26,481

Laboratories

67,470

76,160

Class Laboratories

43,663

Open Laboratories

17,117

Overage/ (Need)

Overage/ (Need)

Academic Space

Research Laboratories

Academic Space Total

Academic Support Space

Academic Support Space Total

Student Space 95,821

109,005

(13,184)

95,821

110,805

(14,984)

Recreation

30,707

34,005

(3,298)

30,707

35,805

(5,098)

Intercollegiate Athletics

65,114

75,000

(9,886)

65,114

75,000

(9,886)

Student Center

36,213

41,822

(5,609)

36,213

45,220

(9,007)

Student Health

1,183

2,852

(1,669)

1,183

2,852

(1,669)

Student Space Total

133,217

153,679

(20,462)

133,217

158,877

(25,660)

TOTAL

411,769

459,113

(47,344)

411,769

509,516

(97,747)

Athletics / Recreation

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Classroom Utilization by Building

Most Productive (20.4 seat hours) Productive (15–18.3 seat hours) Least Productive (7.5 seat hours)

Comparison of Classroom Capacities to Course Enrollments

Classroom Capacity Distribution

Course Enrollment Distribution

15 and under 16–20 21–25 26–30 31–35 36–40 41–45 46–50 51–60 61–70 71–80 81–110 111–184

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Mid-Size Public Institution As part of its master planning effort, Ayers Saint Gross performed a campuswide space needs assessment to identify current and projected space surpluses and deficits by space type. Current enrollment and staffing levels served as the baseline for comparison to an ideal model, based on metrics and in-house benchmark data. Adjustments were made as needed to address the unique nature of the university such as its large agriculture program and its status as the stateâ&#x20AC;&#x2122;s arboretum. One of the notable outcomes of the study was a space reallocation strategy.

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Project Data NASF: 1,420,000 Size: 450 acres Enrollment: 6,600 Completed: 2016

Initial findings identified immediate opportunities to address needs through a reallocation strategy in some key buildings on campus. In stakeholder meetings, it was routinely noted there was a lack of a one-stop shop for student services such as registration, academic advising, and financial aid. The consultant team developed a migration plan to address this need as well as others in the Administration Building, the institutionâ&#x20AC;&#x2122;s most iconic building on campus. The analysis of classroom space revealed the opportunity to address scheduling practices and the need for rooms with specific capacities. By applying utilization metrics, Ayers Saint Gross identified the need for NORTHWEST MISSOURI STATE UNIVERSITY additional 40-seat capacity classrooms as well as at least one room that Main Campus seats 150 students. The analysis also identified the need for more flexible learning spaces with modern classroom furniture that allows for room reconfiguration. Space Needs Assessment by Space Category

DRAFT

Fall 2014

Space Needs Assessment

Existing NASF

Proposed NASF

Overage/ (Need)

Academic Space Classrooms

75,339

71,117

4,222

Laboratories

151,053

131,276

19,777

Class Laboratories

93,523

84,650

8,873

Open Laboratories

46,835

32,786

14,049

Research Laboratories

10,695

13,840

(3,145)

Academic Offices

87,594

80,155

7,439

Library & Study Space

63,894

78,039

(14,145)

Other Academic Space

25,878

42,497

(16,619)

7,034

7,034

0

410,792

410,118

674

Administrative Offices

49,982

45,195

4,787

Other Administrative Space

30,578

32,110

(1,532)

Assembly & Exhibit Space

38,835

55,701

(16,866)

Physical Plant

95,869

65,374

30,495

215,264

198,380

16,884

150,560

284,818

(134,258)

Greenhouses Academic Space Total

Support Space

Support Space Total

Student Space Athletics / Physical Education / Recreation Physical Education & Recreation

69,211

65,812

3,399

Athletic Space

81,349

219,006

(137,657)

Student Center

85,676

71,064

14,612

2,887

3,849

(962)

Student Space Total

239,123

359,731

(120,608)

968,229

(103,050)

Health Care Facilities

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TOTAL

865,179

Laboratory Schools

25,384

Farm/Equine Center

68,475

Residence Life

478,818

Inactive / Conversion

19,356

CIE - Incubator Space

14,606

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Space Adequacy Diagram Good Average Below Average Poor

As a part of the space needs analysis process, a high-level adequacy assessment was completed for all nonresidential buildings. Often when the current allocation of space is inadequate for the functional needs, there is a perceived need for additional square footage. The consultant team toured each non-residential facility and took into consideration the primary functional use of each building. Space Reallocation Strategy

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Analytics Toolkit Our iterative process is not a rote exercise. Telling the right story in numbers is an ongoing, interpretive process. An integral part of any assessment is client engagement. We will help you understand your campus needs through two unique applications: SAM© (Space Analytics + Modeling) and SAMi™ (Space Analytics + Modeling interactive data visualization). We also offer Campus Mapping and Quickboard tools to help you see and understand your institution’s space and physical resources.

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SAM© Space Analytics + Modeling

SAMi™ Space Analytics + Modeling interactive data visualization

CAMPUS MAPPING

QUICKBOARD

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SAM©

SAM©, Space Analytics + Modeling, is the proprietary software developed by Ayers Saint Gross to crunch and analyze data. In SAM©, we blend several datasets and apply a variety of metrics to identify baseline space needs. The software is designed to model up to four future scenarios, which is critical for institutions as they make decisions about allocation of space and level of future investment in capital assets.

Space Analytics + Modeling

School of the Arts Space Assessment Outcomes School of the Arts

Space Assessment Outcomes

Space Assessment Outcomes

Existing NASF

Class Labs

Class Labs

Post Construction Proposed NASF

Open Labs

Fall Proposed NASF

Open Labs

Future Existing NASF

Office Space Office Space

Assembly & Exhibit Assembly & Exhibit

Other Dept. Space

Other Dept. Space

0

20,000

0

Existing NASF

Existing NASF

20,000

40,000

60,000

40,000

Future Existing NASF

80,000

60,000

100,000

80,000

Fall 2014 Proposed NASF

Future Existing NASF

Proposed NASF

198,942

243,199

(44,257)

198,943

243,199

45,922

59,530

(13,608)

49,590

61,580

7,736

9,839

Existing NASF

Academic + Research Space Laboratories

Other Academic Space

Academic Offices

Academic + Research Space Total

Other Academic Space

Academic + Research Space Total

Assembly + Exhibit Space

Support Space

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TOTAL

Overage/ (Need)

Existing NASF

Proposed NASF

Overage/ (Need)

(44,256) (11,990)

243,199

(44,257)

198,943

243,199

(44,256)

45,922

59,530

(13,608)

49,590

61,580

(11,990)

7,736

9,839

(2,103)

9,833

252,600

312,568

(59,968)

312,568

39,512

135,453

39,512

135,453

(2,103)

(59,968)

(95,941) (95,941)

9,833

258,366

61,000

9,839

314,618

258,366

135,453

(6)

(56,252)

9,839

(6)

314,618

(56,252)

(74,453)

61,000

135,453

(74,453)

292,112 39,512 448,021 135,453 (155,909) (95,941) 319,366

61,000 450,071

135,453 (130,705)

(74,453)

Support Space Total

Assembly + Exhibit Space

Proposed NASF

198,942

252,600

Support Space

Overage/ (Need)

Support Space Total

39,512

135,453

(95,941)

61,000

135,453

(74,453)

TOTAL

292,112

448,021

(155,909)

319,366

450,071

(130,705)

TELLING A STORY WITH DATA

160,000

Post Construction Proposed NASF

Future Post Construction Existing Proposed Overage/ Future NASF NASF (Need)

Existing NASF

Academic Offices

160,000

140,000

Post Construction

Fall 2014

Academic + Research Space

140,000

120,000

Post Construction Proposed NASF

Fall 2014 Proposed NASF

Fall 2014

Laboratories

120,000

100,000


SAMi™ Space Analytics + Modeling interactive data visualization

SAMi™ is an interactive data visualization tool designed by Ayers Saint Gross which displays the outcomes of the space analysis and utilization findings in an interactive manner. Flexible report options allow clients to view and absorb data and outcomes at their leisure. SAMi™ is introduced early in the process so that stakeholders can learn how to use and interact with the content. Hosted on a private website, data is secure and viewable only by designated campus stakeholders. The interactive content takes the place of volumes of printed reports, allowing for a deeper understanding of an institution’s existing space resources and future needs based on projections and goals. KEY SAMI™ ASPECTS Space Quality: View quality of distribution by space category, primary unit, summary level Space Needs Assessment Outcomes: Quick visual of needs, balances, and overages Research Performance: Ability to view space and dollar productivity Classroom Use Grid: Easily see peak usage times by capacity or day and time with added benefit of ability to drill down by room for scheduled and unscheduled rooms

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Campus Mapping

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The Campus Mapping tool leverages existing GIS data to map an institutionâ&#x20AC;&#x2122;s campus (or campuses) so that a variety of qualitative and quantitative overlays can be applied. Typical overlays include building condition/space efficacy, classroom quantity by building, net assignable square feet per student in classrooms, and research space. The data can be displayed by program as necessary. Quantity of space is easily identifiable based on the size of data bubbles.

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Quickboard

Quickboard is yet another visualization tool available to our clients. The board can be customized based on each clientâ&#x20AC;&#x2122;s specific needs. Quickboard provides a comparative snapshot of space needs outcomes by unit. With clean, crisp graphics, decision-makers can quickly and easily identify overages and deficits by space type such as instructional and research space.

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Select Clients Bridgewater College Colorado State University DC Public Education System Elon University Harvard Medical School Hawaii Pacific University Kansas State University Kutztown University Lebanon Valley College Lynchburg College Medical University of South Carolina Moravian College North Lake College (Dallas County Community College District)

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Northern Arizona University Northwest Missouri State University The Ohio State University Ohio University Rush University Salisbury University Smithsonian Institution Swarthmore College Towson University University of Baltimore University of North Carolina at Chapel Hill University of Northern Iowa University of Richmond University of Wisconsin Whitewater Virginia Commonwealth University


SEE SOMETHING YOU LIKE? Ayers Saint Gross is always on the look out for new and interesting collaborations. PLEASE CONTACT: Lisa M. Keith, Principal lkeith@asg-architects.com

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BALT IMORE 1040 Hull Street Suite 100 Baltimore, MD 21230 WASHINGT ON D. C. 1100 First Street, NE Suite 800 Washington, DC 20002 TEMPE 60 E. Rio Salado Pkwy. Suite 701 Tempe, AZ 85281 An employee-owned design firm.

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Telling a Story with Data: Space Analytics at Ayers Saint Gross  

Space analytics is a study and quantification of existing space and a projection of current and future needs.

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