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The Challenge
In fall 2004, Auburn University was undertaking a reorganization initiative that entailed creating a new organization with responsibility for Space Management and integrating this department with the Campus Planning function which resided within the Facilities Department. Prior to this initiative, responsibility for space on the campus had been decentralized with many strategic decisions taking place at the school/department level. The objective for Auburn University was to implement a more integrated approach to facility planning and space management via the creation of the Office of Campus Planning & Space Management (CP&SM).
Auburn University engaged the services of Draper & Associates to assist in all aspects associated with the planning and implementation of the new office.
The Draper Approach
Based upon experience with previous engagements involving organizational development, the Draper consultants developed and managed a project plan focused on the following major deliverables:
- Develop CP&SM Strategic Plan
- Mission Statement
- Guiding principles
- Goals and Objectives
- Communications Strategy with major stakeholders (i.e., academic, administrative, athletic and housing departments, Board of Trustees, etc.)
- Develop Operational Framework for CP&SM
- Define interim organizational structure
- Define long-term organizational structure
- Develop position descriptions supporting the organization
- Create an initial operating budget
- Develop departmental policies, processes and procedures
- Create standards for academic and non-academic space
- Establish a program scope and decision framework based on goals, priorities and funding constraints
- Develop process flows, data formats and communications practices regarding interaction internally within CP&SM and with key administrators and units throughout campus (i.e., the Design Review and Building Facilities Committees, Board of Trustees, etc.)
- Develop preliminary project plans and budgets based on decision framework
- Develop CRDM/Capital Programs optimization strategy
- Address PM vs. Capital Renewal/replacement decisions for major building systems
- Identify and Validate Business System Requirements
- Define Facility Condition Assessment and Space Audits Processes
- Develop process, procedures, schedule and needed resources for conducting campus-wide facility assessments and space audits
Other services performed by Draper include:
- College of Engineering Facility Requirements Validation Study - review and validation of the requirement for the additional facility proposed for the College of Engineering in the context of timing and priority given other possible facility requirements for Auburn University.
Results Realized
While still in the implementation stage, Draper & Associates has delivered to Auburn the roadmap for the Office of Campus Planning & Space Management. Draper staff developed and implemented the CP&SM Website that defines the vision, standards, processes, policies and procedures associated with the Office.
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