Tracking & Reviewing Research Space Usage

Office of Technical Services

Tracking & Reviewing Research Space Usage

Tony WoodsDeputy Director, OTS

2Office of Technical Services

Overview• Griffith & Office of Technical Services • Space Management Role• Previous Research Space Surveys• National Research Developments• Current Review – over 400 rooms• Lessons Learned


Griffith University• Five campuses across

Brisbane – Gold Coast corridor– Southbank, Nathan, Mt Gravatt, Logan,

Gold Coast • Approx 32,000 students• New medical & dental schools & film school


Office of Technical Services (OTS)• Formed 1997 – most Griffith technical staff• Approx 115 permanent & 20 casual staff• Primary role – technical staff support to teaching & research• Other responsibilities include:

– Operating technical stores, workshops, animal facilities, anatomy facility

– Timetabling technical teaching space– Specialist H&S services and advice– Space Management


OTS StructureDirector

Deputy Director – Planning & Quality

Cross Campus Support Operations

4 xCampus Managers


Space Management Role• Most technical space in University:

– Teaching & research labs & studios– Other technical facilities –

stores, workshops, specialist facilities• Approx 30% of all Uni space• Space & Key database developed as management

tool


OTS Space & Key Database• Developed in Microsoft Access• Comprehensive details on all rooms for which OTS has

management responsibility (1,300 rooms)• Accessible by managers & staff from any location• Web-interfaced• Linked to key database (over 5,300 keys)• Security safeguards for key data• Room Condition information added


Research Space• 2001: DVC(R) requested survey of research area

usage• New module for Space & Key Database• Survey conducted using contract Project Officer• Repeated after 18 months • 2004: Space management policy modified

– PVCs responsible for assignment of research space


National Research Developments• Research Quality Framework (RQF)• ‘Building University Diversity’• Increased focus on research quality• Required Unis to review research effort and

directions• Reflected in Griffith University Strategic Plan


Review of Research Areas• Led by DVC(R) – to ensure usage optimised &

aligned with University’s strategic directions• Major instrumentation facilities also surveyed• Restricted to science, technology & health areas• OTS asked to conduct review• Over 400 rooms across 4 campuses• Very wide range of disciplines eg. chemistry,

biosciences, engineering, medicine


Review StagesStage 1: Planning

2: Confirm Current Users3: Gather Room Data4: Utilisation Status5: Future Needs & Major Instrumentation


Stage 1: Planning • Consultation with DVC(R)• Agreement on data sought• Planned detailed timelines & stages of project• Two OTS team leaders assigned to assist part-

time with project, plus admin support • Database field structure updated


Research Data Collected


Stage 2: Confirming Current Users• Project announcement - DVC(R) email to PVCs,

Deans, HOS and Research Centre Directors• Personal visits to HOS and Res Centre Directors

to confirm element and academic responsible for each area

• Database updated with revised information


Stage 3: Gathering Room Data• Email (Lotus Notes) to each academic responsible • Included extract from Space & Key Database

relating to their room• Researcher updated room details & sent reply via

email• Updated info pasted into Database.


Stage 4: Utilisation Status• Conducted by OTS Project Officers• Inspected each room, noted room condition, and

assigned utilisation status• Inspection consistency through guidelines & some

joint inspections


Stage 4: Utilisation Status (contd)• Utilisation status:

– Overcrowded– Fully & Efficiently Utilised– Potentially Some Spare Capacity *– Significant Spare Capacity *– Vacant/Available *– Unknown


Stage 5: Future Needs & Major Instrumentation

• Future space needs (1 to 5 years) requested from HOS & Res Centre Directors

• Major Instrumentation Facilities surveyed – current & planned


Data Consolidation• Database updated with room data, utilsation

status, and condition• Master room-data spreadsheet submitted to Office

for Research• Future usage & instrumentation facilities data

completed• Submitted to DVC(R) for analysis & review • OTS to provide advice based on local knowledge


Some Lessons Learned• Process Review• Advance Planning• Face to Face Meetings• Technology Use• Local Knowledge• Policy & Procedures Revisions


Conclusion• Review in response to national & Strategic Plan

focus on research quality• Surveyed research activity in over 400 spaces

across 4 campuses• Sought future space needs & major

instrumentation data• DVC(R) to review usage & if necessary re-allocate

some research space


Questions ?

Tracking & Reviewing Research Space Usage

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