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/policies/administrative/uw-health-administrative/material-management/517.policy

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UWHC,UWMF,

Policies,Administrative,UW Health Administrative,Material Management

UW Health Space Utilization Policy (5.17)

UW Health Space Utilization Policy (5.17) - Policies, Administrative, UW Health Administrative, Material Management

5.17

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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority as integrated effective July 1, 2015, including the legacy operations and staff of UWHC
and UWMF

Policy Title: UW Health Space Utilization Policy
Policy Number: 5.17
Effective Date: May 1, 2016
Chapter: Material Management
Version: Revision
I. PURPOSE
A process for managing space throughout the enterprise will be defined. The space utilization process will
follow a standard practice, employing quantitative data, qualitative information and include enterprise
strategic goals when determining how UW Health Space Utilization Committee will allocate space for all
services and locations.

II. DEFINITIONS

This policy applies to UWHC, UWMF owned and leased facilities, and space coordinated with the
SMPH.

III. POLICY ELEMENTS

UW Health will allocate space based on a number of different factors including the utilization of current
space, program development, enterprise strategic planning and facilities management. Departments
(clinical and administrative) that wish to request additional space for operations may submit a UW Health
Space Request proposal to be reviewed by UW Health Space Utilization Committee.

Space in which Protected Health Information (PHI) is present shall be evaluated for privacy and data
security configuration.

Departments are responsible for accommodating incremental growth and Full Time Equivalent (FTE)
replacement staff positions within their departmental space resources. If a department is unable to
accommodate growth in existing space, then they should use the Space Utilization Request Form to
request space.

Once every three years, a review of the official space inventory will be made to ensure accuracy of the
space assignments. This activity will be coordinated by the Planning, Design & Construction and
Facilities & Engineering Services Departments. At the end of the inventory, UWHC will provide UW
Campus Space Management Office with an updated listing of hospital spaces assignments for their
record.
Annually, Transplant and the Organ Procurement Organization space assignments will be reviewed and
updated in UWHC’s space management system.

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IV. PROCEDURE

1. When requesting additional administrative or clinical (ambulatory and inpatient) space
for operations, a director will submit a UW Health Space Request Proposal. The
department should be meeting current space utilization benchmarks or plan to be at
benchmark guidelines with the proposed request.
2. The completed proposal will be forwarded to the responsible Senior Vice President or
Vice President for acknowledgement and review.
3. If the request involves a new program, clinical or administrative, it will require
institutional support from the Business Planning and Development (BPAD) review
process to ensure the request supports UW Health Strategic Plan and financial objectives.
4. If the requirement is not for a new program, the request for additional space can be
submitted through ServiceNow.
5. The UW Health Space Utilization Committee will convene and evaluate the request.
They will take into consideration a number of factors including: the efficiency and
productivity of the existing space, programmatic drivers, age of facilities, and/or
marketplace changes.
6. After the proposal has been reviewed and any additional or clarifying questions have
been answered, the proposal will be forwarded to the UW Health Operations Council
with the Space Utilization Committee’s recommendation.

V. FORM

Space Utilization Request Form found under the Facilities tab on ServiceNow.

VI. OTHER

UW Health is a cohesive, united and integrated academic medical enterprise comprised of several entities.
This policy applies to facilities and programs operated by the University of Wisconsin Hospital and
Clinics and the University of Wisconsin Medical Foundation, Inc., and to clinical facilities and programs
administered by the University of Wisconsin School of Medicine and Public Health. Each entity is
responsible for enforcement of this policy in relation to the facilities and programs that it operates.

VII. COORDINATION

Sr. Management Sponsor: VP, Facilities & Support Services
Author: Director, Planning, Design & Construction
Reviewer(s): UW Health Space Utilization Committee; Dean, UW School of Medicine & Public Health

Approval Committee: UW Health Administrative Policy and Procedure Committee

SIGNED BY:

Ronald Sliwinski
President, University of Wisconsin Hospitals
Chief of Clinical Operations

Revision Detail:

Previous revision: 062015
Next revision: 052019