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H/2.1 Planning and management of physical facilities |
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2.1.1 Definitions 2.1.1 DefinitionsTerms in common usage within the field of facilities management may sometimes have a specific meaning which is different from that in common usage. Clear definition of specialist terms will be of use in understanding the various policies relating to QUT's physical facilities and some of these terms are defined as follows: built environment - refers to fixed structures located on the site, ie buildings etc. electronic access - refers to authorised entry and exit at facilities controlled by means other than keys. external environment - is that part of the site other than the built environment, ie grounds. facilities - is a term that encompasses site, the built and external environments, and associated services. maintenance - refers to work carried out in order to retain an item or asset in or restore it to its original condition. property - refers to any building, premises, physical asset, or land belonging to the University or for which the University is responsible. This includes all aspects of the University's built and external environments as well as physical assets such as motor vehicles, furniture, plant and operating equipment. QUT lands - means lands vested in or held by or under the management or control of QUT and includes all buildings and structures of any kind standing or being on such lands. services - are those on-site utilities (ie water, electricity, gas etc) and physical systems (ie voice and data communications) that enable the property to function. site - means an area identified by geographical location. space - is a designated area within a building, assigned to an organisational unit (eg teaching space, laboratories, offices etc) or identified for a particular purpose (eg lift wells, service corridors etc). University vehicle - means any vehicle owned or leased by the University works - refers to projects undertaken in relation to both construction and maintenance of University property. 2.1.2 Physical facilities planning and management at QUTCouncil 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 Planning and Resources Committee. Through an integrated planning and resource allocation process, a five-yearly strategic Asset Management Plan is developed and approved by Council. The Vice-Chancellor, as the University's chief executive officer, is responsible for the implementation of the Asset Management Plan and is assisted in this by the Executive Director, Finance and Resource Planning and the Director, Facilities Management. Facilities management within the University cuts across organisational boundaries. The Executive Director, Finance and Resource Planning, assisted by the Director, Facilities Management coordinates the capital and financial planning process which culminates in the Asset Management Plan being developed. The Facilities Management Department is responsible for delivery of the approved capital management plan and the ongoing program of maintenance for University property with strategic oversight by the Executive Director, Finance and Resource Planning. In addition, each faculty and division has direct responsibility for the management of facilities located within its allocated space. Facilities Management also has responsibility for the operation of Business Services and provides the links between the University and its tenants. 2.1.3 Responsibilities of Division of Finance and Resource PlanningThe Division of Finance and Resource Planning is responsible for strategic planning and resource allocation for the University. In relation to the development of the Asset Management Plan (see section H/2.1.2 and H/2.1.7 ), the Division of Finance and Resource Planning is responsible for
The Executive Director, Finance and Resource Planning is responsible to the Vice-Chancellor across the following areas
The Division of Finance and Resource Planning liaises closely in the context of the University's Asset Management Plan with the Facilities Management Department. 2.1.4 Responsibilities of Facilities Management DepartmentThe Facilities Management Department is responsible for the operational aspects of facilities management and assists the Division of Finance and Resource Planning in the strategic aspects of facilities planning. The Director - Facilities Management is responsible, through the Registrar to the Vice-Chancellor, for a number of functional areas as follows:
2.1.5 Responsibilities of executive deans of faculty / heads of divisionExecutive deans of faculty and heads of division are responsible for the overall administration of their faculty/division, including distribution of resources among schools, departments and independent sections. There will be occasions when the executive dean of faculty or head of division 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
Guidelines on how to submit capital works and maintenance requests are located on the Facilities Management web page. 2.1.6 Committee structure relating to management of physical facilitiesa) Planning and Resources Committee of Council Planning and Resources Committee of Council is responsible for recommending the strategic directions of the University to Council in the context of development of the University's plans and their resourcing strategies. It also provides advice to Council and to senior management on issues arising from these plans. A full description of the role of Planning and Resources Committee, including its role in relation to physical facilities, is at A/3.2.5 . b) Physical and Virtual Steering Committee Physical and Virtual Steering Committee was disestablished by Council 13.06.07. c) Physical Infrastructure Advisory Committee Physical Infrastructure Advisory Committee recommends planning and funding priorities and provides advice on strategic issues relating to the physical infrastructure of the University. A full description of the role of Physical Infrastructure Advisory Committee is at H/2.2 . 2.1.7 Asset Management PlanThe University Council adopts an Asset Management Plan, on recommendation from Planning and Resources Committee, as one of the institutional support plans. The Asset Management Plan includes provision for deferred and recurrent maintenance and a funding flow to implement these programs. As a rolling five year plan it is designed to accommodate the need to revise priorities, while at the same time providing the maximum planned outcome within a funding horizon of five years. Broad parameters inform physical facilities management and development of the Asset Management Plan, including
To ensure that funds are allocated productively, Project Evaluation Guidelines, which require all major capital projects be subject to a Business Case, have been introduced. The Asset Management Plan program is regularly reviewed in the light of actual expenditure, changing priorities and the overall financial position of the University, eg the strategy is revised after a major building has been completed and the actual costs, as opposed to those estimated, are known. The Executive Director, Finance and Resource Planning is responsible for submission of the Asset Management Plan to Planning and Resources Committee. Progress on its implementation is constantly monitored by the Director, Facilities Management and the Executive Director, Finance and Resource Planning.2.1.8 Space Management System (SMS)The Space Management System (SMS) is an asset management database for the University and is maintained by Facilities Management Operations Section (Standards and Records). It is the definitive database for space management within the University. In addition, the SMS provides on line access to floor plans of all campus buildings. A geographical information database is maintained on a separate system. Heads of organisational units are responsible for informing the Standards and Records Section of any changes to space allocation made by them, such as room changes for staff, research or other purposes. The Executive Director, Finance and Resource Planning is responsible for strategic space allocation across all campuses and any proposed change must be approved as consistent with strategic space allocation. The SMS is reviewed regularly by Facilities Management and updated for changes to space usage resulting from building renovations, demolitions and new constructions, or from alterations to room use or occupancy. Project managers are responsible for providing project drawings and any subsequent amendments, additions, refurbishments etc, and for maintaining campus site plans. The Division of Finance and Resource Planning is reliant on the SMS for accurate statistical information to inform strategic planning and strategic space allocation, review the Asset Management Plan, and meet statutory reporting and accountability requirements. 2.1.9 Tenants and other usersTenants and other users of University property have obligations to work within the specific conditions of their individual lease agreement with the University (see H/3.2.4 ). There will be occasions when tenants may wish to allocate resources that impact on the physical fabric of the University, eg 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 . Modification History
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