planningadministration

Space Planning Procedure

Space Planning is a process that coordinates UC Irvine Health with physical space over a specific period of time. UC Irvine Medical Center's goal is to achieve the best use and organization of space to meet the needs of:

  • Patient care
  • Medical education
  • Research

The medical center must determine its long-term space objectives regarding strategic positioning and highest and best use of physical space.

Submit a space request form ›

Program

Planning Administration includes under its purview the allocation of space throughout the medical center, oversees the space planning process and advises the Capital Space Planning Committee (CSPC) regarding current and future use of the medical center's space resources.

Planning Administration will survey and compile detailed space utilization data for each building. A staff member has been assigned to walk every building in order to classify and document the use of each room for the evaluation of the current development.

The results and findings will provide:

  • A valuable tool for evaluating each department's or unit's use of space
  • Allocated vs. actual utilization of space by users
  • Space availability update
  • Additional studies to support or modify the plan of action, such as utility
  • Threshold analysis of whether the highest priority departments/units are allocated with adequate space (part of master planning)
  • Assessment of present and future parking needs (part of master planning)

Space approval criteria

The CSPC will utilize the following criteria to form their basis when evaluating and determining the assignment of space in new, remodeled or vacated facilities:

 Criteria

Weight

Rating

Total Points

Necessity: Is the space request based on health, safety or emergency needs? 10 9 90
Support: Is the program a critical need for the medical center, and does it support the services we provide? 9 9 81
Impact: What negative impact would occur if space is not assigned, and what other programs might be affected?
8 9
72
Practicality: Does the benefit outweigh the cost? 7
9
63
Appropriateness: Is the space appropriate for the particular purpose?
6
9
54

Rating index

0=Does not assist in achieving the criteria

1=Assists in meeting the criteria

3=Accelerates the achievement of the criteria

9=Essential for meeting the criteria

Scale
Minimum: 0 points 50%: 180 points
Maximum: 360 points

The rating scale is 0, 1, 3 and 9. Scores exceeding 180, which is 50 percent of the total score, will generally receive a recommendation for approval of the project request from the Capital Space Planning Committee.

The process

1. For inclusion in the monthly agenda, users/project sponsors will submit a Space Request Form to the project governance manager. Space requests must be submitted at least two weeks prior to the meeting.

2. Capital Space Planning Committee convenes on the third Wednesday of each month to review, evaluate, manage and make recommendations regarding the requests for new and/or additional medical center space, existing space changes, temporary use of space, leases and/or space allocations.

3. Depending on the circumstances of the request, CSPC will evaluate the request using the space planning criteria for a fair and equitable determination.

4. Program administrator and space planning field officer may survey the physical space for further research and understanding of the requested space, and report the findings to CSPC.

5. Once CSPC has reached a decision or approval of the space request, the program administrator will contact the users/project sponsors to share their outcome.

6. Minutes will be taken at each monthly meeting.

Roles and responsibilities

Capital Space Planning Committee:  Planning Administration collaborates with the Chief Operating Officer and the Capital Space Planning Committee to evaluate and advise regarding the use of Medical Center space in relation to existing operational and projected Capital Plan needs and constraints.

Committee members

  • Kim Kerwin, Capital Space Program Administrator
  • Susan Christensen, Director of Medical Surgical Services
  • Paul Da Veiga, Senior Project Manager, Planning Administration
  • Pat Dolphin, Chief Ambulatory Officer
  • Krikor Jansezian, Director, Ancillary Services
  • Sonia Lane, Director of Critical Care Services
  • Scott Neiderhiser, Senior Project Manager, Planning Administration
  • Léon Roach, Director of Planning Administration
  • Neil Myers, Assistant Controller
  • Nathalie Anaya, Principal Finance Analyst

Planning Administration:  Planning Administration will administer the space inventory and space guidelines to facilitate the allocation and evaluation of space throughout the Medical Center on an ongoing basis.  Additional responsibilities will include, but not limited to, the following:

  • Plan for the long-term space management needs of the medical center
  • Identify options for space efficiency to meet organizational and academic priorities
  • Respond and evaluate to space requests
  • Allocate space as a medical center resource
  • Facilitate space planning programming efforts prior to project development
  • Integrate space planning with campus-wide planning objectives
Space Planning Field Officer:  Brandon Barbosa
  • Conduct field surveys of department's space (in all buildings) to verify physically each room's use, description and attributes
  • Ensure that the physical layout is reflected accurately on the floor plans
  • Confirm that room numbers listed on the floor plans match the actual room numbers for the space
  • Analyze and evaluate area relocations
  • Prepare and update the “Space Inventory Report”