Planning Your Facility Opening

Planning Your Facility Opening

2002 NIRSA Conference

Presented By:Maureen McGonagle & Brad Noyes

BRAILSFORD & DUNLAVEYwww.facilityplanners.com

DePaul University

Presentation OutlineIntroduction

Business Plans

Time Lines

Furniture, Fixtures & Equipment

Small Group Q & A

Wrap-up


DePaul University

Introduction

Maureen McGonagle, MBA, CRSSDirector of Campus Recreation, DePaul UniversityOver 12 years of University Recreation ExperienceBusiness / Campus Recreation

Brad NoyesVice President, Brailsford & DunlaveyOver 35 Sports & Recreation ProjectsArchitecture / Real Estate Finance / Strategic Planning

Today’s Speakers


DePaul University

Introduction

1. Participants will learn the importance and purpose of the business plan;

2. Participants will be able to set appropriate time lines; and

3. Participants will understand ff&e and learn strategies to coordinate it.


DePaul University

Recent Examples


DePaul University

Why Planning Is ImportantWhere are we in the process?

Time

Cost

Feasibility Design Construction


DePaul University

Why Planning Is Important


DePaul University

Why Do We Need A Plan?Construction Phase (12 to 24 months long)

Hit the ground runningStaffing & EquipmentOperating Issues & Policies

Why Planning Is Important

Management ToolBlueprint for ManagersAnnual Performance EvaluationInstitutionalization of Culture

External Decision-Making & Approvals


DePaul University


DePaul University

Planning Step by StepTimeline

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Business Planning

DesignFeasibility

Construction

Year 1 Year 2 Year 3

Pre-OpeningS t ar t Open

Start-Up


DePaul University

1. Case Statement2. Feasibility / Economic Justification3. Operating Paradigm / Service Delivery & Pricing Strategy4. Organizational Structure & Staffing Plan5. Marketing Plan & Budget6. Risk Mitigation Plan7. Implementation Schedule

Planning Step by Step12 Months - Business Plan


DePaul University

1. Case Statement a. Mission Statement


i. What services?ii. Services for who?iii. What are the targeted outcomes?iv. Why are the outcomes mission relevant?


DePaul University

1. Case Statement a. Mission Statementb. Current Conditions / Practices / Limitations


i. Facilitiesii. Financial condition (operating budget / reserves)iii. Staff (quantity & skills)iv. Services & Policiesv. Outcomes (positive / unattainable / negative)


DePaul University

1. Case Statement a. Mission Statementb. Current Conditions / Practices / Limitationsc. Projected Conditions & Targeted Outcomes

Planning Step by Step

i. Facilitiesii. Financial condition (operating budget / reserves)iii. Staff (quantity & skills)iv. Services & Policies

12 Months - Business Plan


DePaul University

1. Case Statement a. Mission Statementb. Current Conditions / Practices / Limitationsc. Projected Conditions & Targeted Outcomesd. Investment or Action Decision(s) Required


i. Facility / student fee / debtii. Additional staff (FTE)iii. Related policies



DePaul University




DePaul University

2. Financial Feasibility & Justificationa. Direct Market Researchb. Competitive Analysis c. Financial Analysis & Projectionsd. Industry Standards & Benchmarkse. Third Party Authority & Other Factual Supportf. The Risk of Doing Nothing



DePaul University




DePaul University

3. Operating Paradigm / Service Delivery / Prices


a. Income Generating Strategy

b. Level of Service Quality

c. Membership Benefit Packages

d. Pricing & Access Philosophy



DePaul University


DePaul University




DePaul University

4. Organizational Structure & Staffing Plan


a. Structure & Managerial Responsibilitiesb. Recruiting Strategyc. Compensation Pland. Full-time / Part-time Staff Distributione. Contracting Strategy (in-house vs. outsourced)



DePaul University


StudentEmployees

Intramural SportsClub Sports

StudentEmployees

Special EventsSummer Programs

StudentEmployees

Open RecreationWellness

Associate DirectorPrograms

StudentEmployees

Building Operations

StudentEmployees

BusinessAccounting

StudentEmployees

Customer ServiceMarketing

Associate DirectorOperations

DirectorCampus Recreation


DePaul University


DePaul University




DePaul University

5. Marketing Plan & Budget


a. Establish Pre-Open Strategy (budget)b. Direct Mail Plan (budget)c. Patron Development / Customer Service

Plan (budget)d. Information Technology Plan (budget)



DePaul University




DePaul University

6. Risk Mitigation Plan


a. Identification of Potential Problemsi. Market demand shiftsii. Fee base (enrollment stability)iii. Increased competition (off-campus / other schools)iv. Increased operating costs (utilities, salaries, reserve)

b. Risk Mitigation & Contingency Plansi. Pre-opening periodii. Start-up periodiii. On-going research & quality control initiatives



DePaul University




DePaul University

7. Implementation Schedule


a. Pre-opening period (12 months to 3 months out)i. Building constructionii. Staff developmentiii. Systems development & integrationiv. Program developmentv. Marketing & public relations

b. Start-up period (3 months to opening)



DePaul University

Address the Audience Appropriately• Background Knowledge• Target The Right Issues / Questions / ConcernsTreat “Why” Explanations as Most ImportantBe Specific & Back-up FactsLimit the Length (40 pages + exhibits)Ensure Internal Consistency



DePaul University

• Furniture Fixtures & Equipment


i. What is In and What is Outii. Conceptual Budgetingiii. Opportunities for Reuse & Phasingiv. Build Tracking Modelv. Defend the Budget!

12 Months – Business Plan


DePaul University

• Building construction• Staff development• Systems development & integration• Program development

Executing the Plan9 Months - Pre-opening Period


DePaul University

• Building Construction

Executing the Plan

i. Review designii. Attend owner trailer meetingsiii. Seek advice from colleaguesiv. Changes are increasingly expensive

9 Months - Pre-opening Period


DePaul University

• Staff Development

Executing the Plan

i. Recruitmentii. Trainingiii. Contractingiv. Start early



DePaul University

• Systems development & integration

Executing the Plan

i. Marketingii. Membershipsiii. Level of Serviceiv. Consistency with business plan



DePaul University


DePaul University

• Program Development

Executing the Plan

i. Scopeii. Depthiii. Prioritiesiv. Policies/Fees



DePaul University

• Creating a New Program?

Executing the Plan

i. Learn Campus Cultureii. Networkiii. Educate University Communityiv. Promote Opportunities



DePaul University


DePaul University


Executing the Plan

i. How Much of Whatii. Quality and Aestheticsiii. Schedule and Phasingiv. User Input and Room Layoutsv. Vendor/Product Identificationvi. Site Tours



DePaul University

• Student staff hiring & training• Marketing• Negotiating contracts• Membership services• Outside revenues

Executing the Plan3 Months - Start-up Period


DePaul University


Executing the Plan

i. How Muchii. Institutional Requirementsiii. Specificationsiv. Lead Timesv. Bid Durationvi. Purchase Orders/Credit Applicationsvii. Delivery Coordination

3 Months - Start-up Period


DePaul University

Wrap-upKey Points

Your Planning EffortUse an Appropriate Level of Detail Macro (strategies & targets) => Micro (detailed answers)Target Your Audience & Answer Key Questions

ExecutionFollow the PlanWatch the ClockBuild the Team


DePaul University

Wrap-upKey Points

FF&EStart EarlyBuy In BulkStagger PurchasingUse a Budget Tracking ModelAllocate Adequate Staff TimeAllocate Smaller Items as Budgets

Planning Your Facility Opening

2002 NIRSA Conference

Small Group Question & Answer

San Antonio, TXApril 10, 2002

Documents

Planning Your Facility Opening