Space Management

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Space request process

The Academic Health Center (AHC) Office of Facilities and Capital Planning provides space planning, reporting and analysis services to AHC schools, colleges, departments and programs. 

Space planning

Space assignments are delegated through the University of Minnesota President to the Academic Health Center Vice President for Health Sciences who has overall responsibility for AHC space. Space is assigned by the Vice President to respective collegiate units and managed internally by Deans and interdisciplinary units. 

The AHC Office of Facilities and Capital Planning works closely with units to ensure their assigned space is meeting their needs. Recommendations may include better use of existing inventory, reprogramming current space, or acquiring new space. The goal of every planning effort is to optimize our capital resources through more efficient space utilization and greater collaboration between schools and interdisciplinary units. This includes research core facilities, teaching, administrative, conference and student centered amenities spaces.

Optimal space planning principles include:

    1. Space is owned or leased by the University and the AHC is in alignment with the University’s Central Space utilization efforts.
    2. All units will work to maximize the utilization of existing square footage and ascertain that it is appropriate given the program priorities and available funding.
    3. Requests by the Deans for new space or release of existing space will undergo a programmatic review and will be approved through the annual compact process or a request to the Senior Vice President for Health Sciences. 
    4. All new leases and lease renewals will undergo a programmatic and financial review by the Senior Vice President for Health Sciences and respective Dean’s office.
    5. Space assignments will be viewed as an opportunity to:  
      1. Create adjacencies that result in greater efficiency
      2. Foster inter-professional collaboration between departments and schools
      3. Improve the patient experience
    6. Guidelines for private office vs. shared office/touchdown spaces will be established in consultation with the AHC Office of Facilities & Capital Planning, the Senior VP, Deans and interdisciplinary partners and implemented by the respective departments and schools.

Tracking

The University’s Office of Space Management maintains the system known as U-Space which is the backbone information for both institutional and localized reporting of space data. Our office works with the AHC Departmental Space Coordinators in providing and maintaining up-to-date space, researcher and occupancy information to the U-Space system.

Analysis

We work closely with the Vice President for Health Sciences and AHC Deans to provide the resources and analysis to support space assignments both within each school and across the Academic Health Center. A space analysis can include fit studies, occupancy and utilization reviews, as well as best and highest use assignment options for certain types of spaces or locations across a school, department or the whole AHC.