RPC Space Use Exercise – Key Facts
Updated 10 January 2019
Why are desk and office sensors being installed?
- Desk space is limited in the Radcliffe Primary Care Building, and the department continues to expand. While we continue to push the University for additional space as close to the ROQ as possible, there is currently no guarantee of this in the near term.
- Our priority is to ensure research teams are kept together in, or as close as possible to, Radcliffe Primary Care. We therefore need to ensure we optimise our use of existing space
- Taking a data-driven approach, OccupEye sensor technology will help us to better understand our space requirements so we can gain an accurate measure of how much use is occurring at all desks and offices in the department, at what times and on what days.
- Combined with qualitative data, the data obtained will enable the department to identify whether there are opportunities to make better use of the Radcliffe Primary Care Building while we seek additional office space nearby.
- The sensors will be installed on Saturday 12 January 2019 for a three-month trial period.
What are the sensors and how do they work?
- The sensors monitor for the presence of a human being via a combination of motion and heat.
- The sensors are 100% accurate and record by the second. This provides us with reassurance that our space needs and demands are fully understood based on around-the-clock analysis – as opposed to a person with a clipboard making assessments on a daily basis.
- This technology has the potential to integrate with our existing building management systems, for example - we may be able to use it to power a smart desk-booking system.
Where will the sensors be placed?
- Sensors will be installed for this trial period throughout the offices in RPC. In open plan and smaller offices the sensors will be mounted underneath desks. In individual offices they will be ceiling mounted.
Can individuals be identified?
- This exercise is to monitor desk and PI room occupancy.
- The sensors will not in themselves allow us to monitor the work patterns of individual staff.
- Sensors do not identify who is using each desk and do not record pictures or sound.
- Sensors are non-intrusive, and the data gathered is anonymous. This is the least intrusive technology available to understand how space is utilised in a building.
Who will have access to the data?
- Tanya Baldwin and Jessy Morton (in their roles as Head of Administration and Finance and Office Manager respectively) will have access to the data. Group-level data may be shared in the first instance with PIs/research group leads and with the department’s Senior Management Committee, if it raises issues for discussion.
If I’m not at my desk 5 days per week, is there a chance I will lose it?
- This exercise will inform discussions with teams about how their offices and allocated desks can best be utilised. These discussions may therefore provide opportunities for desk sharing in areas with spare capacity. In the meantime, we are seeking information from teams on how they are already maximising desk space, and their ideas or tips for others. This will enable you to input into discussions about future space use.
What qualitative data is being gathered?
Each unit is asked to provide no more than one paragraph describing how they currently maximise desk space by 8th February. We are interested in finding out:
- What are the main desk space challenges you face as a unit?
- Do you formally desk-share or have a booking system for doing private work in single-occupancy offices?
- Do you have any tips that other units might find helpful?