Facilities Management Department Division and Unit Goals

Transcription

1 Facilities Management Department 2014 Division and Unit Goals

2 2

3 Administration Division Goals Business Operations Unit Improve Customer Service with Campus Community o Work with FM IT to provide customers with a way to proactively gain information on FM Charges (Business Officer s Page Redesign) within 6 months of WebTMA s first billing o Add a page counter to see how often it is used and to track activity for measuring once up and running and/or including a comments or option on the page for feedback Maintain Customer Service within FM Community and Offer Hands On Professional Experience for WMU Student(s). o Take steps to maintain internal customer service levels (turnaround and response times) with new systems, processes, and staffing Hire one new student by November 2013 Identify and assign job responsibilities between three full time staff by June 30, 2014 Hire additional student(s) within one month if/when current temporary employee leaves o Update process and policy forms to FM Intranet within two weeks of approval Increase Communication Between FM Business Operations and Other Campus Departments o Work with Purchasing, Business Services, and main WMU Accounting for clarification and a documented process on how to identify contracts for Purchasing and Business Services by June 30, 2014 o Work with main WMU Accounting to identify possible areas of improvement and ways to increase efficiencies. (Capitalization techniques and tracking, use tax, process for investigatory projects). Should prioritize identified areas and map out steps for resolution by June 30, 2014 Information Technology Unit Finish Windows 7 / WADE (Western Active Directory Environment) migration Consolidate and decommission all Novell services; PPMAIN, CFD and PPCAD servers onto WADE Improve backup and DR site. Finalize all aspect of migration to WebTMA from enterprise TMA Improve remote support capabilities. Provide support for Award for Excellence. 3

4 Labor Relations Unit Act as liaison for the operating directors to work with the committee tasked to make recommendations for a mid- and long-term plan for an ongoing training and development program for FM employees with WEcare as a foundation. Continue to serve on interview panels to assist with the hiring and retention of FM candidates with an increased emphasis on women, minorities and veterans. Continue to work closely with the director of labor relations, union leadership, directors and managers to enhance labor relations. This would include determining the one or two areas that require the greatest need for change to further enhance the FM culture. Provide support for Award for Excellence. Planning Division Goals Projects adhere to the principles and fundamental concepts of the Campus Master Plan. (WMU Strategic Plan) Promote, be involved in, and advance strategic discussions. (WMU Strategic Plan Goal #3) Educate the project participants on planning and design principles, standard practices, and university guidelines. (WMU Strategic Plan Goal #5) Review the Campus Master Plan in the context of and to align with the University s Strategic Plan. (WMU Strategic Plan) Measure and report outcomes in the WEcare initiative. Work toward Award for Excellence. Engineering Division Goals Engineering Division goals are designed to align with the University Strategic Plan, and the Office of Business and Finance Vision. Professional Development o Continue to focus on the areas of leadership, project management efficiency, customer service, time management, diversity and inclusion. o Continue to focus on acquiring and maintaining professional certifications and accreditations. Customer Service & Process Improvement o Design and develop project expectations for customers in collaboration with Projects and Construction Division. 4

5 o Revise, update, and maintain Engineering Division webpage to conform to the University approved format. General o Identify and track key performance indicators. o Coordinate and assist with STARs campus wide initiative. o Coordinate with other FM units to apply for the FM Excellence Award. o Design and develop a retro commissioning team to identify buildings for commissioning performance. o Building Information Modeling: attach primary equipment, operating and maintenance manuals to models. o Building Information Modeling: implement software interface using smart devices. o Design and develop Campus Utility Strategic Plan. o Design and develop Campus Energy Strategic Plan. o Design and develop Campus Chiller Replacement Strategic Plan. o Evaluate for LEED Platinum Building. o Design and develop energy and utility management dashboard for energy use and power distribution. o Implement operational systems review with specific trades between Engineering and Maintenance. o Implement Energy Educators program. o Perform asset management evaluation for infrastructure and utilities: roads, parking lots, structures electrical, sanitary and storm. o Geographic Information System integrate central database storage and migrate to new database platform o Provide documentation for Award for Excellence. Projects and Construction Division Goals Abatement and demolition of East and Main Campus buildings by December 31, 2013, within budget (5.1,b) Measure client satisfaction with survey form (WEcare) Establish and place on-line new forms for project requests and authorization for efficiency (WEcare) Estimate no details Estimate with details (design and drawings) requires F & CC Do it now - requires an authorized fund and cost center Initiate customer communication process on a schedule for weekly project updates (WEcare) 5

6 Establish a data base of recycling results for demolition and new construction and place on-line at the Projects and Construction Website (5.2,a,b,c; STARS) Measure client complaints with a goal of a 90 percent reduction (WEcare) Track individual efficiency by number of chargeable hours recorded on the weekly Project Time Report (5.1,a,b) Establish and place on-line new project request format for signage needs (WEcare) Each item above is to be included in the annual performance review as appropriate (WEcare) Provide documentation for Award for Excellence. Operations Division Goals Building Custodial and Support Services Unit Completion of Green Seal Certification submission- to include completion of process and procedure development in the following areas o Comprehensive customer communication plan o Site specific (building- CHHS) green cleaning program including staffing, scheduling and work requirements. This will include SOP review for all BCSS procedures to insure compliance with Green Seal requirements. o Equipment preventative maintenance program o Auditing/inspection program o Floor (hard surface and carpeting) care program APPA Award for Excellence- custodial module- work completed for Green Seal will apply towards APPA Award for Excellence Landscape Services Unit Provide Educational Opportunity o Improve public relations o Promote professional development o Encourage educational opportunities Create a Campus Image o Create a sense of place o Plan a four season campus o Develop landscape features o Develop campus edges and entrances o Protect the Valleys Increase Environmental Stewardship o Restore ecosystem health, structure, and function o Increase awareness concerning road salt 6

7 o Manage campus woodlots o Implement storm water BMP s o Reduce pesticide and fertilizer usage o Increase sustainability of campus landscape Promote Safety and Enhance Community o Improve visibility o Retain integrity of open spaces o Create community destinations Measure and report outcomes in the WEcare initiative Provide documentation for Award for Excellence. Maintenance Services Unit Maintenance Services goals were established based on the University Strategic Plan and the Office of Business and Finance Vision. Professional Development o Develop and implement WEcare Program leadership, interaction and customer service training, time management, sensitivity, diversity growth and awareness o Credentialing - acquire certification/accreditation by Facilities Management personnel o Streamline collective bargaining contract review for consistency and uniformity. o Implement structured training for Service Center students. Enhance Customer Service o Implement customer survey feedback for work orders o Website Improvement - Service Guide A-Z online reference guide) o Develop online help videos for students for common questions about facility usage residence halls. o Provide smart devices for work orders to improve accessibility for information and faster response time on campus o Analyze common (top 5) frequent requests and evaluate strategies to reduce reoccurrences Process Improvement o Evaluate effectiveness of Residence Hall room to room in the summer, apartment turnover with labor utilization for projects. o Review current budget expenses by specific category and evaluate cost effectiveness o Review operations effectiveness and benchmark against published benchmarks o Re-balance labor resource between shops for faster response time 7

8 o Re balance labor resources to increase preventative and predictive maintenance program against service calls. o Review and determine operational implementation of summer public space analysis General o Identify and track 5 key performance indicators o Coordinate and assist with STARS campus wide initiative o Coordinate with other FM units towards applying for the FM Excellence Award o Revised Maintenance Services webpage to conform to the University approved format. o Recognize and celebrate accomplishments. Power Plant Unit Administrative o Support goals and efforts of APPA Award for Excellence for Facilities Management o Continue support of STARS and We Care initiatives o Renewable Operating Permit - begin next cycle of stack emission testing o New water treatment services contract to be bid out o Transition to new web based TMA Staff Training/Labor Relations o Begin implementation of new staff development program starting with filling of new bargaining unit position created in process o Follow through on efforts to optimize work schedules for employees - currently conducting a 6 man relief shift trail schedule for 6 months o Strive for incremental continuous improvement in apprenticeship and training program o Continue to foster and encourage a positive and supportive workplace environment Operational (Systems/Equipment) o Gas Turbines: complete major overhaul of #7 engine; upgrade gas valves and computer controls; install new gear box on #8 o Steam Turbine: Optimize steam throughput o Further identify opportunities for improving heat recovery capabilities in plant o Further identify, quantify and reduce parasitic loads in plant o Improve power plant data collection and analysis; 8

9 Transportation Services Unit Maintain good communications with our customers to make sure all of their concerns are addressed. Ensure preventative maintenance on university vehicles, equipment and generators are completed within 45 days from the time they are scheduled. Monitor, update and modifying our parts inventory to coincide with the current model year vehicles in an effort to contain expenses as much as possible. Continue the educational training of university vehicle mechanics in an effort to keep up to date with new technologies. Make sure our recycling efforts continue by using recycled antifreeze and by recycling our waste oil, waste antifreeze, used oil filters, metal, plastic, cardboard and paper products and by having waste tires disposed of through a tire reclamation vendor. (5.2a) Specify, Bid and purchase new fleet vehicles for those select units that have exceeded the replacement life cycle. Take advantage of trading in the old vehicles whenever the value given is acceptable and in Western Michigan University s best interest. When purchasing new vehicles or equipment, work with each department in developing specification that will meet their needs and be cost effective while keeping the best sustainable practices in mind. Continue to evaluate vehicle life cycles to determine when it is most cost effective to replace the vehicle. Monitor new technologies in an effort to upgrade our fleet to more fuel efficient and more sustainable vehicles as they become available. Investigate, Identify and evaluate a good quality low cost idle reduction system that could be installed in the fleet vehicles which would eliminate unnecessary engine idling. Evaluate our web site and determine things we can do to make it more user friendly and inviting to visitors. Provide support for Award for Excellence. 9