Sue Holmes, Director of Estates and Facilities Management, Oxford Brookes University; AUDE chair 2015-2016

It has been more than twenty-five years since estate directors began compiling and sharing statistics in order to aid understanding and management of our estates. Working with HEFCE, and then HESA, the Estate Management Record (EMR) has developed and changed, along with our needs and the way we use it. Data from other collections, such as those relating to student and staff numbers and to finance, is embedded in the data set so as to provide a complete estates data set for higher education institutions (HEIs). Understanding and using this information supports management of estates.

Key record areas relate to space measurement, buildings and functionality, environment, energy, emissions and waste, and, more recently, health and safety data. The annual data collection system has clear definitions, and the data entry process allows verification in-year and an instant three-year comparison against previously input details. Various ratios and calculations are provided, and this allows each of us to understand changes and variances across a number of detailed areas in the estate. Once all HEIs have inputted information, details of the whole sector are available and allow each of us to benchmark with institutions of our choice in specific areas of importance or relevance.

The record has undergone several formal reviews, looking at data needs and definitions, and currently provides more detailed granularity so as to help to compare or understand differences or opportunities and to ensure clarity of data in relation to areas of compliance. There is currently focus on cost as well as looking for opportunities to make future savings.

Initially the system allowed the funding councils to gain an overview of the sector in terms of the estate, its use, condition and costs. Since 2012 AUDE has taken on responsibility for producing an annual report, which has been able to demonstrate the health of the estate and progress in a number of areas.

The use of metrics to predict needs, assess past expenditure and compare ourselves with peer institutions is essential to sound management. In some cases the data creates more questions than answers, but it does create a check for individual HEIs in terms of input data, cost and focus. The data then confers multiple benefits. Funding councils also use the metrics to support the Capital Investment Fund, providing an institutional overview of estate health.

As a sector, the ability to demonstrate an overview helps us to see where we sit in a range of categories. The information has been used by funding bodies and government to demonstrate both momentum and improvement. We can evidence significant increases in capital investment as well as improved space efficiency, reduced backlog and lower energy consumption. Many directors of estates use the data set to advise senior colleagues and
governors on estate standards and issues, and to validate discussions and decisions on investment and targets.

In the past three years, AUDE has developed a set of critical key performance indicators (KPIs) based on critical ratios. These have been useful in demonstrating improvements, such as carbon reduction, and in tackling concerns such as increases in backlog maintenance. Again KPIs are growing in use both at sector level and within institutions, and highlight critical areas for us to focus on in order to make the best impact to support students’ experience and well-managed, safe estates.

----------------------------------------------------------------------------------------------------------------------------------------------------------------

Article taken from the book ‘AUDE: The First 25 Years’. Digital and hard copies available to buy.

Content for the book was drafted during 2016 and 2017 and was correct at the time of writing.