UQ Space Planning and Management
We are committed to providing exceptional facilities management across all UQ sites and campuses, in line with the University's teaching and research goals and strategic objectives.
UQ Space Planning and Property is part of the UQ Property and Facilities Division. Its main objective is to deliver physical planning and management of the University sites and spaces, including master planning, site development planning, space management and space allocation, space record, and UQ signage. The section is divided in two main areas: Space Planning and Space Management.
Space Planning and Space Management
The Space Planning section is involved in planning and signage of spaces including:
- preparing new and updating existing Site Development Plans for University campuses;
- assessing and recommending sites for projects and particular uses;
- reviewing building or site proposals in terms of existing site conditions, proposed use and Site Development Plan requirements;
- preparing studies, including built form analysis and local area (precinct) studies;
- giving advice on development approval processes for major and minor building works and site development works (buildings, civil, works and landscaping projects) through various working parties, the Buildings and Grounds Committee and the Senate;
- participating in the Property and Facilities Planning Cell review and advice during project design;
- preparing design guides for University projects;
- coordinating supporting documentation (e.g. heritage protocols, property evaluation and landscape notes);
- providing CAD layout options for proposed space refurbishment;
- providing external and internal signage.
The Space Management section manages the occupancy of spaces and provides services and advice, including:
- giving recommendations for the allocation, reallocation, refurbishment, rehabilitation and adaptive reuse of existing spaces;
- providing annual and ad hoc space management reports for the government, the Tertiary Education Facilities Management Association (TEFMA) and Group of Eight (Go8) directors;
- periodically reviewing space allocation in consultation with Organisational Units;
- providing space utilisation reports and information for Faculties, Schools, Institutes, and Administration Units to produce their own reports on space utilisation and management;
- assisting in the utilisation of the space data platform Archibus, including the provision of trainings and presentations;
- providing UQ space user guidelines for professional staff offices, teaching facilities and other types of space;
- undertaking Space Utilisation Audit and coordinating Space Validation exercises;
- developing and managing people counting technology;
- organising space management events, such as Space Forums, trainings and seminars;
- providing space decanting solutions;
- Maintaining a ‘space bank’ for general purpose space to meet unforeseen demand.
Further information about space management, including policy and procedures, can be accessed through the Space Management Policies and Procedures [7.20].
1. Space Information
The UQ community can access space information via Archibus platform or by contacting the Space Management team who can provide information on UQ space portfolio and respond to general enquiries on space utilisation and management.
Access space data from Archibus
Archibus platform can provide the following information:
- Space inventory;
- Desk occupancy inventory through Where’s my desk (P&O) module;
- Team location inventory through Where’s my team module.
Training & Assistance with Space Modules
The Space Management team can provide one-on-one or group training on the following modules for arranging a one on one session training.
- How to use/update Space inventory module
- How to use/update Where’s my desk module
- How to use/update Where’s my team module
- How to do Space Validation
To arrange a training session please contact the Space Management team via phone or through the General Enquiries email.
How to report incorrect space data
Keeping the most updated space data is crucial for the efficient management of spaces, especially at the University of Queensland, which has a large portfolio comprising on more than 600 buildings with over 20,000 rooms. Data can be updated by Space Editors or by the Space Management team. To report incorrect data please contact the Space Management team via phone or through the General Enquiries email.
General Enquiries
For all general space enquiries, please contact P&F Space Management through the Customer Relationship Management (CRM) email space.pf@enquire.uq.edu.au
2. Space Reporting
The Space management team can provide a broad range of reports on space utilisation and growth trend analysis to UQ Org Units. Those reports can be used to support strategic management of space utilisation, through summaries of space data for particular locations, buildings, floors, or an entire portfolio, including:
- recorded historical space data for space utilisation trend analysis
- real-time space utilisation and occupancy,
- detailed space utilisation forecast;
All reports are user configurable, allowing standard reports to be adapted to departments/sections/faculties/schools and other organisations’ unique requirements, with the ability to include graphs, floor plans, and dynamic data demonstration. Users have also the ability to define pre-set values for dashboard reports, with values displayed in all customised designed graphs.
Space utilisation is accounted through several reports and platforms including: Space Utilisation Reports, Power Bi Dashboard, TEFMA Reporting, and Go8 Reporting.
Space Utilisation Reports
The Space Management section conducts regular space audits, in order to verify the utilisation of rooms, such as classrooms and offices. These audits are undertaken through:
- Wi-Fi, using data from internet connectivity;
- Si-pass, using data stored from room access with swipe cards;
- camera counting, through Cohera using infrared system and Axis using images;
- casual or planned space audit, which are undertaken by trained space auditors, coordinated by the Space Planner.
The results of the audits are used to calculate frequency of occupancy, which form the basis for the proposition of options to optimise the utilisation of those spaces. For instance, before suggesting the reallocating a room from one Org Unit to another, the Space Management team verifies its utilisation using one of the aforementioned tools.
Power BI Reports
Power BI reports uses a bulk of data from different years by applying different filters to generate charts and table that can visually demonstrate the information requested. Questions related to space matters are often asked in a very specific way. Power BI makes it very easy to create customised visuals instead of plain excel graphs. Examples of charts and graphs generated by Power BI reports are:
Graph 1
Archibus Reports
Archibus can generate an array of reports from Space Management Module, Where’s my Desk Module, and Where’s my Team Module, such as Abdon
TEFMA & Go8 Reporting
The Space Management team also provides reports on UQ space portfolio for TEFMA and Go8, such as Graph 2, 3 & 4.
3. Space Request
There are two main types of space in The University of Queensland facilities: UQ Spaces and Non-UQ Spaces. The request for each type follows a different procedure.
UQ Space Request
The request for space at the University of Queensland should be done through a designated form. Click here to download the Space Request Form. The form allows the Space Management team to capture requests accurately and communicate effectively. The form also enable for the control the entire end-to-end work request process through a formal process for submitting, tracking, evaluating, and implementing space requests in a comprehensive way. For further information of the space allocation process refer to section 4 (Review of Space Allocation).
- Storage Space request
Non-UQ Space Request
The University receives many requests from external third parties to occupy University land or buildings for various purposes and for varying periods of time. The objective of the University entering into agreements regarding such requests is to provide benefits to the University’s activities. Proposals for the University to enter into an agreement with a proposed Occupier are encouraged to the extent that such agreements enhance the experiences of the University’s community.
For Non-UQ controlled entities space requests please contact P&F Property Team property.team@pf.uq.edu.au
4. Space Allocation
The allocation and management of space utilisation at the University of Queensland follows the Space Management Policy (document number 7.20.01a), approved by the Vice-Chancellor. The document can be accessed through the following link:
Space management Policies and Procedures [7.20].
Review of Space Allocation
The allocation of space follows five main steps:
- The client* completes the Space Request Form.
- Once the Space Request Form is submitted, the Space Management Team reviews its space, utilisation, and condition data. If the requested space relates to a large area the submission will need to be approved by the Director of Property and Facilities. If the space requested relates to the construction or refurbishment the submission might also need to be approved in a Capital Management Group (CMG) meeting;
- The client will then be either communicated of the result of the application or asked to provide incomplete or further information;
- If the space allocation is approved, the client will receive instruction of how to take ownership of it, including how to get access to the space with keys and/or swipe cards. If the allocation involves the relocation from one place to another, the Transitions Project Manager will be contacted to assist with the moving and recommended timelines of notification. Further information regarding relocation can be found in section 7 of this document;
- Stakeholders from Property and Facilities will be advised of the proposed changes including: the space database (Archibus) will be updated and the Operations section (Cleaning and Security). * In this case the client is the Org Unit that requests the space
Space Allocation Principles
The allocation of workspaces for faculties/institutes should be based on the following principles:
- Academic Level C, Level D, Level E, Faculty/Institute Executives1 and direct reports to a member of the Vice-Chancellor’s Committee (VCC) are eligible for a cellular office. The allocation of a cellular office is not an absolute entitlement; Academic Level A and B will be provided with an appropriate shared office environment, which may vary depending upon the discipline or function of the staff; Emeritus Professors who remain research active or have a teaching load may be allocated an office if approved by the Provost;
- Faculty/Institute professional and technical staff (HEW 4-10) will be provided with an open planned or shared office environment;
- Casual/sessional and fractional appointments will be expected to share an office or workspace with other staff, including bookable desks or hot-desks and Adjunct staff will be provided with access to hot desks where required; For fixed-term appointments of six months or less, the allocation of individual office space will be at the discretion of the Head of School or the employee’s manager;
- For leave or off campus periods of four months or more, office/desk space may be reallocated to others. When staff are on leave, or assigned to another location, their space may be used by other staff at the discretion of the Head of School or the employee’s manager;
- Staff working in various locations that have an office in one location will be required to share space at other locations in a hot desk or similar arrangement.
- Higher Degree by Research (HDR) students will be provided with an open planned or shared office environment;
- an appropriate number of small meeting rooms booths or semi-private spaces will be provided for staff accommodated in shared or open-plan work areas to provide privacy for meetings, phone calls and activities requiring privacy;
The allocation of workspaces for non-faculty/institute, including those in central divisions: should be based on the following principles:
- Only direct reports to a member of VCC are eligible for a cellular office. Allocation of a cellular office is not an absolute entitlement. Individual allocation will be considered based on usable space availability, building configuration, services availability and discipline/function dependency. A request for a cellular office must be supported by a member of VCC.
- Professional staff (HEW 4-10) will be provided with an open planned or shared office environment, which may vary depending upon the discipline or function of the staff.
- Part-time and fractional appointments may be expected to share an office or workspace with other staff (e.g. ‘hoteling’ or hot-desking);
- Staff working in various locations that have an office in one location will be required to share space at other locations in a hot desk or similar arrangement.
6. Space Relocation
If a client (person or team) needs to be relocated from their current space, be it temporarily (decanting) or permanently, the client will be advised of the new space allocated to them and the Transitions Project Manager will be contacted to arrange the move.
The relocation procedure follows 5 steps:
- Communication of the new allocated space
- Assign a Client’s Relocation Coordinator to look after the relocation on behalf of the Office or Lab that is being displaced
- Arrange to meet Project Delivery’s Transitions Project Manager
- Follow the schedule below
7. Space Auditing and Validation
Space Audit at the University of Queensland is divided in two main exercises: General Space Audit and Space Utilisation Audit.
General Space Audit comprises the inspection of all spaces, including offices, labs, teaching rooms, meeting rooms, retail spaces, toilets, circulation, etc. Auditors, who receive appropriate training prior to the audit visit all rooms, crosschecking the information currently available in Archibus, and taking photographs to be uploaded to the database. The information obtained from the audit provide the University with better knowledge on the current occupancy of spaces, and is used to verify and update the space data in Archibus. The exercise is also of great value in space management and planning for the University future growth. Click here to find out about the next General Space Audit.
The General Space Audit and consequent review of the data collected is done in four phases:
Phase 1 – Physical space audit
Phase 2 – Review of data collected and updating of Archibus
Phase 3 – Data Analysis
Phase 4 – Feedback to Org Units
For each room, five main information is verified:
- Org Unit allocation
- Primary/Room Type and Primary/Room Function classification
- Occupancy Use
- Room capacity and furniture, including the number of workstations
- Accuracy of floor plans & built-in furniture records
Besides the abovementioned information, photographs of each room are also taken. The data is then reviewed by the Space Planner who updated the Archibus records accordingly. Due to security and privacy reasons, some rooms are not able to be audited. Those spaces were:
- Child care centres – Buildings 0073, 0093D, and 0093E
- CSIRO spaces – Part of Buildings 0080, 0080A, and 0080B
- Restricted Access – ITS (0042-Level 1), Security (0042-Part of Level 2)
- Areas under construction/refurbishment
Teaching Space Utilisation Audit is a Federal Government reporting requirement (DEEWR IPP Report). The information obtained from this report is of great value in planning for the University future growth. The report also provides the University with better knowledge to offer the best facilities for teaching and research purposes. The information also assists faculties and central administration with the management of their teaching space.
The audit takes place in four different campuses of the University of Queensland (St Lucia, Gatton, Heston and PACE/TRI) in week 4 or 5 of the first semester of each year. During the audit, data is collected through inspection of rooms and spaces in the four campuses every hour between 8am and 6pm and includes auditing of teaching spaces (lecture theatres, classrooms, tutorial rooms, and teaching laboratories) and informal learning spaces.
Before the audit starts, a list of all proposed rooms to be inspected is sent to all Faculties, Institutes, Library, and Teaching and Learning managers. They are required to provide a feedback regarding the feasibility to audit the rooms allocated to them. Once the list of rooms to be audited is finalised, there process of hiring and training auditors start.
Once all data is collected and processed a report is produced. The report contains comparisons between data from the central booking system (Syllabus Plus) and the actual occupancy of the rooms. The utilisation results per room audited can be viewed in ARCHIBUS (UQ login required).The audit also produces a Power BI dashboard with three main booking and audit results of each room visited: room frequency factor (RFF), seat occupancy factor (SOF), and room utilisation (UTIL). The results of current and previous audits can be filtered by room, Org Unit, room category, size, campus, etc. and can be accessed through the Space Reporting Page. Click here to find out about past and future Space Utilisation Audits.
Besides the space audits the Space Management team also conducts space validations.
Space Validation consisted of Org Units reviewing all data related to their allocated spaces, updating the ones that have changed in the past year, and validating the ones that have remained unchanged.
The validation exercise is important because it keeps the space data inventory up to date. The room inventory maintained by Property and Facilities in Archibus is crucial to management, planning and reporting of UQ space, therefore, it is vital that this data is accurate. The validation is followed by a review of all data changed by the Space Officer.
The space editors of the Org Units are assisted by the Space Management team through weekly Zoom Q&A meetings, and a manual, organized to assist in the process. The space validation manual is available at https://staff.uq.edu.au/files/6889/space-management-editing.pdf. Information about Room Type and Room Function definitions can be found on the "Go8 Definitions" link at https://staff.uq.edu.au/files/6865/go8-universities-space-management.pdf.
Click here to find out about the next Space Validation
8. Space Events and Tours
The Space Management Team organises events throughout the year, such as Space Forum and Space Tour.
Space Forum
Every year the Space Planning team organizes Space Forums for the UQ Community. The Forums are an opportunity to further people’s knowledge on space management, discuss and exchange ideas and experiences, and learn about the latest trends in academic space, including teaching facilities and office environments.
Presenters include the Director of Property and Facilities, the UQ Space Manager, the Archibus Project Manager, as well as invited architects and facility managers of Schools and Faculties.
The Forums occur once each semester, when the University community is invited to register. Click here to find out about past and future Space Forums.
Space Tour
Every year the Space Planning team organizes a Space Tour for the UQ Community. The tour aims to present to the staff and visitors the changes that have occurred in the campuses regarding new and refurbished spaces. Click here to find out about the next Space Tour.
9. Contacts
Property & Facilities Division - Space Management Team
Email: space.pf@enquire.uq.edu.au
Website: pf.uq.edu.au
Staff Contacts
Barbara Robinson – Space Manager: +61 7 3365 7973
Abdon Dantas – Space Planner : +61 7 3346 1287
Xiangyu (Edward) Su – Space Officer: +61 7 3346 1286