5.6 Data Analysis and Reporting
The array of building, room/space, function, and academic discipline data elements described previously enable an institution to generate and analyze a wide variety of information for analysis, reporting, planning, and decisionmaking. Following are examples of the types of internal (intrainstitutional) reports that can be generated from these types of data, and the types of questions to which such reports can provide answers.
Reports by organizational unit (and/or by academic discipline and functional
Reports by building:
Detailed space-by-space listings for each building. This report will
answer questions such as:
What is the use of each space?
What is each space’s floor area and number of stations?
To what institutional organizational unit is it assigned?
Summaries for each building by space use category, by functional category,
and by organizational unit. These summaries can answer such questions
How many spaces are there in the building by each space use category?
How many square feet of space are there in each space use category
for that building?
How many spaces are assigned to each organizational unit in the building
by each space use category?
How many spaces are assigned to each academic discipline or functional
category in the building by each space use category?
How many square feet does each organizational unit have in the building?
What is the ratio of net assignable area to gross area in that building?
Figure 5-2 illustrates a report of a campus summary by space use
category, formatted in the same manner as figure 3-1, Conceptual
framework for analyzing building space, in chapter 3.
Reports by space use category:
Detailed list of each space by the organizational unit to which it is assigned.
This report can address such questions as:
What spaces are assigned to this organizational unit, by space use
In what buildings are those spaces located?
Summaries by space use category and by building. These summaries
can answer questions such as:
What is the total area assigned to each organizational unit, by space
What is the total assignable area assigned to that unit and the percentage
of each building that it occupies?
What is the total area assigned to each organizational unit in all
Detailed list of all spaces by space use category. This report can
answer such questions as:
How many classrooms (or laboratories, or offices, etc.) does the
What is the area and number of stations in each?
Summaries by space use category. This report can answer a question
- What is the area of each space use category within the institution?
Figure 5-2. Sample campus summary, by space use category
NOTE: All percentages are rounded to nearest tenth; Bolded % are based
on Gross Square Feet; Unbolded % are based on Net Usable Square Feet; “Classrooms” are
all teaching spaces, centrally scheduled or not.
SOURCE: “ABC” University’s INSITETM System; “ABC” University Office of
Cost Analysis; Space Use definitions: 2006 Facilities Inventory Classification Manual, National Center for Education Statistics.
- Comparisons of the capacity of the facilities with their actual utilization.
Note: These reports depend on being able to link the facilities files with
current utilization records. These reports can answer such questions as:
- For each type or size
of classroom or laboratory, what percentages of each type of spaces are
in use at each hour of the day? How many hours per week are certain spaces
in use, and for what purposes? Are there “valleys” in
the utilization pattern that could be better scheduled?
- For classrooms or laboratories
with different numbers of stations, what percentages of the stations
are used at each hour? Where could more students be accommodated?
Based on standards or criteria the institution or system wishes to use,
how many students (or weekly student contact hours) can be accommodated
in the existing physical plant? Does the institution have enough space?
Too much? What categories of space are needed to accommodate additional
students or program changes?
- Uses of the facilities inventory
database for space management and facility management decisions, to answer
such questions as:
- What are the options for
finding space for Professor X?
With the shift in enrollment patterns, can some of the space assigned
to Department Z be made available to Department Y?
If I plan to repaint all classrooms every 8 years but complete whole
buildings one at a time, how can I best schedule all the buildings, knowing
the number of classrooms and approximate square footage and stations