SpaceManagement–NPRASPolicy空间管理–npras政策.doc

SMG Paper 1The University of Edinburgh Space Management Group18 April 2007NPRASBrief description of the paper This paper sets out and seeks to clarify the existing policy with regard to trading of space under New Planning and Resource Allocation System (NPRAS) and also makes suggestions for how it might be developed to reflect the different circumstances that prevail now compared to when the policy was introduced some years ago. It also proposes which of the revised and agreed NPRAS rates should apply for projects that are approved or not yet approved and contained in the Capital Projections Plan. This will assist Colleges and Schools plan for the impact of the revised charges.Action requested The Space Management Group is invited to note the paper and comment as appropriate.Resource implicationsDoes the paper have resource implications? YesThe application of the revised rates will have cost implications for different projects. Risk AssessmentDoes the paper include a risk analysis? No Equality and DiversityDoes the paper have equality and diversity implications? NoAny other relevant informationNoneFreedom of informationCan this paper be included in open business? YesOriginators of the paperJohn Leishman, Depute Director Estates and Buildings, Callum Robertson, Estate Development Manager, Maureen Masson, Senior Administrator, April 2007Space Management NPRAS Policy1. Purpose This paper sets out and seeks to clarify the existing policy with regard to trading of space under New Planning and Resource Allocation System (NPRAS) and also makes suggestions for how it might be developed to reflect the different circumstances that prevail now compared to when the policy was introduced some years ago. It also proposes which of the revised and agreed NPRAS rates should apply for projects that are approved or not yet approved and contained in the Capital Projections Plan. This will assist Colleges and Schools plan for the impact of the revised charges.2. BackgroundThe introduction of the Estates and Building Information System (EBIS) in the late 1990s presented an opportunity for Estates and Buildings to update the quality of information it held on University space. Prior to EBIS, space information was held either in manual or electronic drawings, with no central repository for space data. The process of transferring records into EBIS started in 1999 and in 2000, the first space audit was undertaken. At that time the University was moving towards the implementation of NPRAS and it was agreed that a scheme, to encourage Colleges and Schools to think critically about the cost of space, should be developed. This took this form of the NPRAS trading scheme to incentivise the giving up of space and charging the same rate for any College/School that took on more space.3. Mode of measurement used and terminology in NPRASThe RICS code of practice is used for measurement of all areas within the Universitys estate.Terminology- GIA -RICS definitionNet Area- Net Assignable area in EBIS actual Room Area with no allowance for internal wallsVoids - As defined in RICS code of practice- Professional judgement needs to be made on voids in stairs and other areas4. Key aspects of existing procedure E&B cannot go back to the baseline year as we dont have the information in the data warehouse but we do have baseline figures and can only track back to the point when the data warehouse was set up. The current audit reflects the space projected as at October of the current calendar year. Initially we worked to the Financial Year but this was adjusted to start at the beginning of the academic year. The audit is started in spring and the sequence is as follows: returns by the Colleges and Support Groups are completed by May. The Space Management section then updates the database in June/July. NPRAS space transfers are published August -September NPRAS adjustments agreed for start of Academic year for the current year i.e. NPRAS adjustment as at Oct 07 is for the 07/08 Financial Year. Any disputes are settled by Vice-Principal and Director of Estates and their decision is regarded as final the Space Manager follows the rules of the process and is not empowered to amend or set aside the rules. It was originally intended that space released had to be a minimum of 100m2 of contiguous space This however has never been applied in practice and all occupied space has been included in the audit. Isolated small stores and cupboards are excluded. Transactions are carried out at College level/Support Group level. The annual transactions are recorded in the Space Managers spreadsheets and the data has been recorded in the data warehouse since 2003. Transactions are based on the increase or decrease in Net Assignable Space, however new buildings are measured at Gross Internal Area (G.I.A.). The G.I.A. is used to reflect the true additional cost of new buildings added to the estate. The NPRAS charge rate is a figure proposed and endorsed by the SMG and is representative of the average cost per square metre across the estate based on the full operational cost divided by gross internal area. If a whole building is given up under the present system the transaction would be based on the net assignable space only. Over the course of a major refurbishment NPRAS is suspended and treated as neutral. When the space is reoccupied following a refurbishment NPRAS reflects the new assignable space with no space trading. Additional temporary space to facilitate a refurbishment is not charged under NPRAS. i.e. hire/rental of temporary accommodation for decant/storage space. The transactions relating to space transfers in accommodation out with E&B budgets, ie space given up in the Medical Buildings in relation to moves to Chancellors Building, has been treated as neutral and excluded from the NPRAS system. Embedded Space in Trust Property is outwith the NPRAS system on the basis that it does not represent E&B operational activity. Category B and or rented space are also excluded from NPRAS. NPRAS cost/square metre was initially set at 45.00/sqm and has been adjusted for inflation. Currently it sits at 50.00/square metre for 06/07 transactions and will be inflated to 58.00/square metre for 07/08 transactions for projects currently above the line. The new NPRAS rates of 80 and 100 will be adopted as of August 07 for projects below the line. The projects falling into these cost categories have been defined by Estates and Buildings and are attached as Appendix 1. The Space Management Group is invited to comment on the key aspects and the rates attached in Appendix 1.5. NPRAS: Moving forward It is proposed that the method of measurement should remain as per our current practice The space returns made by the space representatives can now be made at any point during the year. At this point in time, however, the system will only allow one return to be made in any one year. This will be changed in the future to allow multiple returns to be made throughout the year. There will still be a cut off point at the end of May each year when the returns will be downloaded into the data warehouse and used to create the NPRAS adjustment figures for the projected position as at the start of the academic year. Reminders will be issued to Space representatives of the deadline each year. The new sustainable NPRAS rates of 80 and 100/sqm, which have been approved by CMG, are used to reflect moderately and highly serviced buildings respectively. There will also be abnormal rates for specialised buildings and farm type buildings that will be defined by the replacement value. This will be determined at building level and space trading within that building will be at a single rate. The new rates will be adjusted when Utilities budgets are devolved. Trading in space will continue to be based on the Net Assignable area (occupied space). Variations to this will be for new buildings and where a whole identifiable building is vacated where the Gross Internal Area will be used. Confirmed that all occupied space will be traded with now lower limit or contiguous category required. Mothballed space will be traded at full value and the differential between the rate and the actual savings to Estates and Buildings will be made up from a central contingency fund held by the Vice-Principal. This is estimated to be less than 50k in any one year and as any space comes back into circulation the compensation will be reduced.6. Other issues for considerationFor b