Manual of Policies and Procedures

H/1.1 Physical facilities planning and management

Contact Officer

Executive Director, Facilities Management

Approval Date

15/08/2011

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/09/2014

1.1.1 Legislative environment
1.1.2 Physical facilities planning and management at QUT
1.1.3 Capital Management Plan
1.1.4 Roles and responsibilities
Related Documents
Modification History

1.1.1 Legislative environment

QUT, as a statutory authority constituted in terms of the Queensland University of Technology Act 1998 (the QUT Act) and under Queensland legislation, must comply with relevant building and financial legislation, principally

  • the QUT Act, in particular Schedule 1 to the Act concerning Control of Traffic and Conduct on University Land
  • the Building Act 1975 (Qld) (including the Standard Building Regulation 1993 and the Building Code of Australia 2005 ). The University performs the duties of a local authority, as defined in the Building Act, for building works carried out for University purposes.
  • the Work Health and Safety Act 2011 (Qld), the Work Health and Safety Regulation 2011, the Codes of Practice and the Industry Codes of Practice (https://www.worksafe.qld.gov.au/laws-and-compliance) as well as relevant Australian Standards and national standards and guidelines.
  • the Electrical Safety Act 2002 and subordinate legislation
  • the Financial Accountability Act 2009 (Qld) and the associated Financial and Performance Management Standard 2009. Of particular significance is the adoption by the University of the provisions of the Queensland Procurement Policy, issued in accordance with the Financial Management Standard, as a guide to its purchasing decisions. These provisions impact on the procurement of works and services and require the University to ensure that accountable and competitive practices are employed with a view to obtaining value for money in the supply of all goods and services (see Chapter G, and the Financial Management Practice and Procedures Manual). The Financial Management Standard also requires strategic planning for physical assets.
  • the Sustainable Planning Act 2009 (Qld). The University has achieved the designation of the majority of its land as community infrastructure under the Sustainable Planning Act. The exact lots of land which have been designated vary from time to time and are available from Facilities Management. Developments on designated land do not require Brisbane City Council approval, providing they are in accordance with the approved QUT Master Plan which has been developed in consultation with the Brisbane City Council and other stakeholders.

Top

1.1.2 Physical facilities planning and management

QUT Council, as the University's governing body, sets its strategic direction through overall long-term planning which encompasses capital development and preservation. The key advisory committee to Council in this area is Finance and Planning Committee.

Top

1.1.3 Capital Management Plan

Through an integrated planning and resource allocation process, a five-year strategic Capital Management Plan (CMP) is developed and approved by Council as part of the University's budget process. The Vice-Chancellor and President, as the University's chief executive officer, is responsible for implementation of the CMP and is assisted in this by the Chief Financial Officer and the Executive Director, Facilities Management.

The CMP, which outlines all major capital expenditure for the ensuing five-year period, includes provision for deferred and recurrent maintenance and a funding flow to implement these programs. The CMP is reviewed annually as part of the University's annual planning process.

The CMP seeks to provide a responsible balance between the objectives of the University's capital program and the ongoing teaching and research programs of the University through the following priorities:

  • enhancement of the University's capacity for teaching, research and support
  • improvement of the quality of existing accommodation
  • efficient use of space
  • maintenance of the University's physical infrastructure.

Progress on implementation of the CMP is constantly monitored by the Executive Director, Facilities Management and the Chief Financial Officer.

Top

1.1.4 Roles and responsibilities

Finance and Planning Committee

Finance and Planning Committee is responsible for

  • recommending to Council the CMP, including priorities for capital and information technology development and maintenance, and associated resource strategies;
  • recommending to Council on site planning and design matters relating to the built environment of the University
  • recommending the strategic directions of the University to Council in the context of development of the University's plans and their resourcing strategies
  • providing advice to Council and to senior management on issues arising from these plans.

Chief Financial Officer

The Chief Financial Officer, with advice from the Executive Director, Facilities Management, has strategic responsibility for the financial investment of capital physical resources, including

  • submission of the CMP to Finance and Planning Committee
  • monitoring implementation of the CMP
  • oversight and support of project proposal analysis
  • development of funding proposals for externally funded projects including, in the case of commercially funded projects, reference checks on developers’ business practices and engagement of a probity auditor for the process
  • development, recommendation and implementation of policy and procedures to enhance the use of accountability for, and safeguarding of, QUT capital resources
  • provision of student and staff load figures and yearly projections
  • providing advice to the Vice-Chancellor and President on proposals and agreements for development or delivery of physical facilities.

Executive Director, Facilities Management

The Executive Director, Facilities Management is responsible for delivering the physical resource strategies of the Finance and Infrastructure Plan and for overall performance of physical resources, including:

  • facilitating master planning for the University in line with the vision and goals articulated in the Blueprint
  • providing advice to the Vice-Chancellor and President on strategic and policy matters relating to overall management, planning and development of University facilities
  • providing recommendations to the Vice-Chancellor and President regarding the allocation of space, drawing on utilisation studies, links to the physical master plan and, on advice from Finance and Resource Planning, on projected student and staff load
  • space planning policy development and implementation issues
  • overseeing strategic space allocation to meet both short and long term objectives, including on-going review of, and alignment with, the physical master plan
  • considering space planning initiatives and providing advice and input into the CMP on further initiative development.

The Executive Director, Facilities Management is also responsible for the operational aspects of space management and providing the links between the University and its occupiers of space.  Functions of the Facilities Management Department in this regard include:

  • overseeing day-to-day space management and allocation issues
  • administering timetabling activities
  • maintaining a timely, accurate, and authoritative database of the University’s property and space inventory with associated floor plans  
  • developing periodic space management reports including details on space allocation and use
  • undertaking space allocation and utilisation audits, as required.

Executive deans of faculty / heads of division / institute directors

Executive deans of faculty / heads of division / institute directors have direct responsibility for the management of space types located within their allocated space. Facilities Management may analyse usage and occupancy rates in order to provide advice to faculties / divisions / institutes for efficient usage. The head of each organisational unit is responsible for the efficient utilisation of space allocated to that unit.
There will be occasions when the executive dean of faculty / head of division / institute director wishes to allocate resources that impact on the physical fabric of the University, for example a minor works project. In such situations it is essential that work requests be referred to Facilities Management to ensure:

  • compliance with the range of legislative requirements to which the University is subject, in particular the Building Code of Australia
  • updating of the Space Management System (SMS)
  • confirmation that the proposal is compatible with strategic space allocation.
Executive deans of faculty / heads of division / institute directors are also responsible for monitoring equipment and furniture use and are expected to keep the facilities in reasonable order whilst adhering to required health and safety measures.

Top

Related Documents

Building Act 1975 (Qld)
Building Code of Australia 2005
Electrical Safety Act 2002
Financial Accountability Act 2009 (Qld)
Financial and Performance Management Standard 2009
Financial Management Practice and Procedures Manual (QUT staff access only)
Standard Building Regulation 1993
Sustainable Planning Act 2009 (Qld)
Work Health and Safety Act 2011
Work Health and Safety Regulation 2011

Top

Modification History

Date Sections Source Details
06.07.14 H/1.1.4 Executive Director, Finance and Resource Planning Policy revised to reflect the Project Proposal Framework replacing the Business Case Framework
15.08.11 All Vice-Chancellor Revised Policy - Chapter restructured
24.11.10 All Planning and Resources Committee Approval authority changed to Registrar
14.11.05 All Planning and Resources Committee Policy updated
20.12.01 All Director, Facilities Management Updated

Top