WUSM Education & Campus Support Services Program Model Management Council January 13, 2017
2 WUSM Education & Campus Support Services Program • What did we learn as we planned medical education space and looked at collaborative spaces? ▫ Problem Statement Historical “rules” surrounding FLTC and EPNEC resulted in low utilization (23% on average, both locations) Costs of EPNEC rentals have been a deterrent for some departments to reserve or utilize this space Duplicate management structures in place for various operations There was a desire and need for campus meeting and teaching spaces that were unmet or went off-campus Alignment of these spaces with campus planning, projects and capital planning would improve coordination, facilities, access and reduce the need to build new space in campus central locations
3 Review Committee Members (1 of 3) 25 members Name Title Asst. Vice Chancellor, Asst. Dean of Operations & Facilities Melissa Hopkins Management Kevin Froehlich Manager, FLTC Rudo Gray Room Reservation Coordinator Michelle Gubin Planner, Communication & Programs Emergency Management & Protective Services Program Theresa Horn Coordinator Director, Finance and Business Operations Office of Education Amy Meyer and Office of Medical Student Education Jamie Ryan Director of EPNEC Karen Seifert Director of Business Operations Amy Walter Senior Director, Information Technology Ken Zimmerman Asst. Director, Security & Campus Transportation
4 Review Committee Members (2 of 3) Name Title Dr. Michael Awad Assistant Professor of Surgery Bill Bauer Manager of Business Depts. OT Miriam Ben Abdallah Medical Student Government Tia Drake Executive Director for GME Beth Elliott Director, Financial & Student/Academic Affairs Elaine Halley Program & Recruitment Manager of Graduate Studies Jocelyn Johnson Pre-Clinical Business Manager Dr. Mary Klingensmith Mary Culver Distinguished Professor
5 Review Committee Members (3 of 3) Name Title Associate Dean for Medical Research, Director of the Office Dr. Koong-Nah Chung of Medical Student Research Anna Linsenman Director of Finance & Administration Dr. Rebecca McAlister Professor of OB/GYN Kelly Noll Director of Curriculum Office Dr. Valerie Ratts Professor of OB/GYN Katy Winningham Administrative Coordinator Dr. Alison Zazulia Professor of Neurology
6 WUSM Education & Campus Meeting Support Services Phase One Recommendations – Program Outline • Program Mission: ▫ Management of a business support model that effectively manages all shared space at the School of Medicine. Successful delivery of this program includes effective utilization, quality program support, sound financial management and physical stewardship. ▫ Our program and core services will support the campus core mission of education, clinical care and innovative research.
7 Program Critical Success Factors • Mission support will be achieved through improved utilization and improved access • Established policies and procedures • Program will be fluid and adaptable; based on access and not on ownership • Financially viable • Annual renewal plan for program space • Access to adequate room resources • Quality customer service • Sound communication plan
8 Program Model Core Services – Non Billable • Core Services ▫ Space Management ▫ Room Management & Room Scheduling (Reservations, General Custodial, Fixed Resources) ▫ Annual Space Renewal Planning ▫ Business Support Operations (Financial, Service, Physical Operations, Curriculum Support) ▫ Lobby Customer Service/Information Attendants (FLTC, MCC & EPNEC)
9 Secondary Services - Billable • Secondary Services ▫ Event/Conference Management Planning (assistance with the planning of an event/conference) Support Services (physical setup and take down, catering, technology, transportation planning, creative services (music, decorations, flowers, etc.), custodial, security, equipment, photography, videography, a/v) General Business Support (copying, name tags, faxing, tent cards, etc.) Other Specialty Services
10 School of Medicine Users • Members of the Washington University community whose roles and responsibilities support the primary mission of the School of Medicine ▫ Campus core mission: education, clinical care and innovative research. ▫ WUSM students are included in this user category
11 Partner Events – Secondary Users • Primary partners of the Washington University School of Medicine core mission of clinical care, innovative research and education. ▫ BJH, BJC, SLCH Partners ▫ WUSTL non-fee based events ▫ CME • WUSTL events where fees are charged for attendance will be included in the tertiary category and will pay tertiary rates.
12 School of Medicine Tertiary Users • A non-Washington University entity who requests space for the purpose of a meeting, event, or conference that is not in conflict with the School of Medicine mission
13 Key Buildings in the Program Model • 4444 Forest Park • Farrell Learning & Teaching Center • 4515 McKinley • Mid Campus Center • Becker Medical Library • McDonnell Science • Biotechnology Center • North Building • Clinical Sciences • West Building Research Building – • Wohl Clinic North Tower Addition • Wohl Hospital • Eric P. Newman • Other (under review) Education Center
14 Other Reservable Spaces – Gathering Spaces • Hope Plaza • CSRB Link • BJCIH Lobby • CID Lobby • Olin Link/Shell • FLTC Atrium Seating • FLTC Hearth • Shaffer Courtyard • Olin Gym • McDonnell Science Lobby • McDonnell Pediatric Lobby
15 Shared Space Types Included (Assigned to Dean) • Conference & Meeting Rooms • Classrooms • Assembly & Auditorium • Lobbies, Courtyards & Plazas • Classroom Laboratory (FLTC) • Reading/Study Rooms • Other/Common Gathering Assigned to Dean • Computer Lab
16 How will use be prioritized? • Each space has been reviewed and assigned a use type. Use types include education, general use/multi-purpose, executive and social gathering/event/conference. • Priority use for certain spaces has been identified. For space where a priority user is identified, these users will have the ability to roll ongoing room reservations forward year to year based on actual usage from the previous year. (EOC Example) • Any needs identified after the start of the academic calendar year or fiscal year, including needs that arise as programs and/or business needs change, will be addressed through the new service model. • A tiered “just in time” procedure will accommodate any required relocations.
17 Capital Planning & Room Standards • Design & AV Standards for classroom and meeting space have been established • Initial Capital Plan Developed ▫ Phase 1 ($151,737) ▫ Phase 2 ($218, 556) ▫ Phase 3-5 – TBD ▫ Study to be completed in FY 18 on Cori & Erlanger Auditoriums ▫ Access control to be added to all corridor meeting spaces in the model to allow access for students and WUSM users without human intervention (FLTC example – 2 nd floor)
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