ABOUT

Space Audit Systems Ltd has developed HEIcount. HEIcount is a sophisticated web based system that facilitates data collection. It enables powerful real-time reporting against timetable data, with an easy-to-use app for data collection providing practical benefits for staff and students. By taking advantage of new technology, HEIcount has improved the integrity of the data collected and how it can then be used within the University.

HEIcount in Action

The University of Wolverhampton’s utilisation has improved by over 12% through adopting HEIcount, moving to the upper quartile sector for space utilisation. Following a series of robust teaching space audits which initiated action to improve the accuracy of the timetable and remove/replace the least effective teaching space from the estate, the University’s space utilisation has improved dramatically.

Central Services are now driving change in academic faculties, breaking the culture of over booking teaching space and improving the student experience.

HEIcount assists in the accurate and efficient collection of teaching space audit information which is used by Faculty Management seeking continuous improvement in the planning and organisation of their modules and courses.

HEIcount can help manage the use of your university building resources by identifying teaching space that is being over or underutilised. This information is critical in optimising the use of teaching space, helping to save significant costs associated with poor room utilisation.

Understanding the True Costs of Resources

Misused teaching space is an expensive and unnecessary cost for universities:

Teaching space on average costs around £2,000 to £3,000 per square metre to construct, furnish and add typical IT equipment. The figures below show how much on average teaching space costs a university. These are very substantial figures and identify that if these teaching spaces are not being utilised efficiently and effectively then the university is wasting/losing money on its estate:

Room type	Cost (average)
Lecture Theatre	£326,188
Teaching room	£290,788
IT Suite	£332,525

*The figures represented are from the University of Wolverhampton based on teaching space value being £2,500 per square metre

Why the need for HEIcount?

UK Higher Education Institutes (HEIs) have a regulatory obligation to conduct space utilisation audits of their teaching space in at least two instances:

• As part of the Space Measurement return (EMR) made to the Higher Education Statistics Agency (HESA)
• As part of the approval processes used in the justification for investment in new buildings

UK HEIs currently address their space audit obligations in different ways. HESA identifies two-methodologies for calculating occupancy and frequency data: a “survey-based measure” and a “timetabled” use approach. HESAs preference is for HEIs to use the survey approach which is based upon data generated through a physical inspection of premises with the output being occupancy and frequency data for a standard week in the year.

How does HEIcount work?

	So how does Headcount work? There are two parts to HEIcount. The web-based management system is part one which is the back office side used by the administrator to set up the room types, rooms, routes, audits, run the audits and report on the data as well as monitoring the auditors when an audit is taking place.
	The app is part two which we recommend being used on an Apple (iOS) device such as an iPad. This app allows the auditor to work through the route assigned to them, sending the collected data in real time to the administrator monitoring the data coming in from the web-based management system.
	Once the data has been collected from the audit the results can be exported from the web-based management system into Excel ready for the data to be formatted into whatever shape and form needed to report on.