Physical Plant. Detailed Assessment Report

Transcription

1 Physical Plant Detailed Assessment Report Mission / Purpose The Physical Plant Department enhances the University of West Alabama s mission to provide opportunities for students to pursue a quality education by insuring a safe, clean, attractive physical environment for the University community. I. Goals and Outcomes/Objectives, with Any Related Measures, Targets, Findings, and Action Plans A. Goal: Provide effective administrative services to support the mission Provide effective administrative services to support the mission. 1. Objective: Complete all service requests The Physical Plant will complete all routine service requests and requests for special or emergency services. a. Measure: Annual review of service requests in the work order database The Physical Plant will complete all routine service requests and requests for special or emergency services. A database of all requests for service will be maintained, documenting dates and nature of requests; dates of completion; and costs of materials and labor. Annually, a report will be compiled to verify the percentage of completed work orders. The Director of the Physical Plant will review the report to insure the timely completion of all requested services. 1. Achievement Target: Work order records will reflect at least a 95% completion rate for all requests received for Physical Plant services. (This excludes departmental requests for special services.) 2. Findings ( ) Target: Met Work order records reflect a 95.4% completion rate for Physical Plant services excluding departmental requests for special services. 2. Objective: Complete 20% of all approved deferred maintenance projects The Physical Plant will include all approved deferred maintenance projects in the fiveyear plan and schedule at least 20% for completion annually. a. Measure: Annual review of the five-year plan The five-year plan will be reviewed annually to confirm that at least 20% of all approved deferred maintenance projects have been completed. Completed projects will be removed from the five-year plan; those projects which have not been completed will be re-evaluated and carried forward to the following fiscal year. The Director of the Physical Plant will review budgets, records of completed work, and revise the five-year plan as necessary. The director will plan for necessary improvements to facilities and equipment that require additional or multi-year funding. The director will assign an implementation date for each planned improvement. Page 1 of 6

2 1. Achievement Target: Complete at least 20% of all approved deferred maintenance projects. 2. Findings ( ) Target: Met At least 20% of all approved deferred maintenance requests in the five-year plan were scheduled and completed. 3. Objective: Carry out a preventive maintenance program The Physical Plant will carry out a preventive maintenance program for mechanical systems to reduce equipment failures, unbudgeted man-hours, and expenses incurred on emergency repairs. a. Measure: Annual review of inspection/service records All mechanical system components will be inspected and serviced as recommended by manufacturers. An inspection schedule has been incorporated into the work order database; this record will insure the schedule is being followed. 1. Achievement Target: All mechanical system components will be inspected and serviced as recommended by manufacturers. 2. Findings ( ) - Target: Met All mechanical systems in the preventive maintenance program have been inspected and serviced as scheduled. II. Other Plans for Improvement A. Paving, Landscaping, Sidewalk & Lighting Improvements Paving, landscaping, sidewalk & lighting improvements Established in Cycle: Implementation Status: In-Progress Budget Amount Requested: $78, (recurring) B. Renovate 2 elevators Renovate 2 elevators Established in Cycle: Implementation Description: Spieth, Selden, and Wallace elevators were replaced in ; Webb elevator and two at the Student Union were replaced by September, The Stickney and Bibb Graves elevators still need to be replaced. Funding has not yet been available for this project. Responsible Person/Group: Bob Holycross Budget Amount Requested: $550, (recurring) C. Replace 20% of special events equipment Replacement of 20% of all special events equipment (chairs/tables/platforms) annually Established in Cycle: Implementation Status: In-Progress Page 2 of 6

3 Responsible Person/Group: Bob Holycross Budget Amount Requested: $6, (recurring) D. Replace doors and hardware Replacement of doors and hardware for Wallace entrances, Pruitt, Webb stairwells, Brock, Bibb Graves, Patterson, and Selden Established in Cycle: Implementation Description: Doors and hardware will not be needed at Spieth and Selden because they will be completely renovated. Budget Amount Requested: $161, (recurring) E. Expand Young Cafeteria This project will make additional kitchen space available for coolers and food storage as well as increase the dining area by approximately one-third. Established in Cycle: Implementation Status: Finished Implementation Description: Bid project, work with architects and contractors, complete some work in-house. Projected Completion Date: 09/28/2013 Additional Resources Requested: In order to complete O & M projects and services, additional personnel will be needed for this and other special construction projects. Budget Amount Requested: $4,500, (no request) Implementation Notes: 9/10/2013 The addition to Young Hall was completed in August. F. Replace HVAC at SUB This project is the replacement of the HVAC system at the Student Union. Established in Cycle: Implementation Status: Finished Implementation Description: Bid project, work with architect and contractors to design and install the new system. This project completed in August. Projected Completion Date: 09/28/2013 Additional Resources Requested: None Budget Amount Requested: $1,500, (recurring) G. Special Projects team Hire a team of skilled tradesmen who would carry out routine maintenance responsibilities while being available for special projects, departmental service requests, and coordinating work with outside contractors. Established in Cycle: Implementation Description: Hire a carpenter who would also serve as team leader and work coordinator; two painters/carpenters' assistants; one electrician with HVAC experience, and a plumber. Cross-train so that all but the most technical tasks could be performed by any Page 3 of 6

4 team member. Once funding is available, the Physical Plant will implement this team of tradesmen. Additional Resources Requested: Five additional staff members Budget Amount Requested: $176, (recurring) H. Bibb Graves brickwork Seal and waterproof exterior of Bibb Graves. Projected Completion Date: 09/29/2015 Budget Amount Requested: $100, (recurring) I. Half roof Bibb Graves Replace one-half of the roof at Bibb Graves. Projected Completion Date: 09/29/2015 Budget Amount Requested: $85, (recurring) J. Purchase utility vehicle Purchase a EZ-GO utility vehicle for the Grounds Department. Implementation Status: Finished Projected Completion Date: 09/28/2013 Implementation Notes: 9/10/2013 The Physical Plant purchased the utility vehicle for the Grounds Department in June. K. Reed roof Replace roof at Reed Hall. Budget Amount Requested: $50, (recurring) L. Webb brickwork Tuck and point brick at Webb Hall. Budget Amount Requested: $40, (recurring) Page 4 of 6

5 III. Analysis Questions and Analysis Answers A. What specific strengths did your assessments show? (Strengths) The Physical Plant s assessments verify that the department has been able to continue to provide Physical Plant (O & M) services. The completion rates for both preventive maintenance and routine requests show we are meeting our basic objectives. B. What specific weaknesses or challenges did your assessments show? (Weaknesses) The Physical Plant s assessments show that even though the department is completing Physical Plant (O & M) services, the time between opening and closing work orders has increased. The number and scope of the completed projects that were not listed as plans for the year are indicators of the challenges the department faces. C. What plans were implemented? Expansion of Young Cafeteria Replacement of the HVAC system at the Student Union Purchase Gator/utility vehicle D. What plans were not implemented? Replacement of doors and hardware for Wallace entrances, Pruitt, Webb stairwells, Brock, Bibb Graves, and Patterson; Replacement of elevators at Bibb Graves and Stickney; Special Projects Team; Brickwork at Bibb Graves; Half-roof Bibb Graves; Reed roof; Webb brickwork E. How will assessment results be used for continuous improvement? The Physical Plant Department will continue to use these results to insure that work that falls within the Operations and Maintenance budget is completed. As more calls are made on the department for assistance with projects outside the O & M budget, it has become very difficult to complete preventive maintenance and routine requests in a timely manner. The work order and preventive maintenance programs allow the department to monitor progress constantly and change priorities when necessary to meet departmental objectives. IV. Annual Report Section Responses A. Key Achievements - Installed new HVAC at SUB, Tiger Stadium Press Box, Truelove Hall, Craiger House dispatch office, Gilbert Hall vending area, Bibb Graves Auditorium stage, Tutwiler Library offices, and Webb Admissions conference room - Installed new boiler at Homer Fieldhouse - Installed underground electrical service for Brock Hall, Webb Hall, and Bell Conference - Installed new sewer lines at Campbell House, Pruitt, Foust, Webb, Bell, Brock - Calibrated thermostats at Selden and Wallace - Completed expansion of Young Cafeteria - Installed a 6' security fence on property line near Land Hall (near Hardees's) - Installed the Dryvit system to all brick campus entrance signs - Added 10 new concrete pads for bike racks at all the dorms - Renovated Foust room 10 for new golf coach - Created a new PLC lab and break room at Hunt Tech Building - Removed old and poured new concrete entrance to Pruitt Hall - Added carpet and storage rooms to the Tiger's Den at the SUB - Installed wood fence at Patterson to conceal A/C units - Replaced all deck boards and handrails at the Alfa Page 5 of 6

6 Building - Installed new cabinets for Dr. Stanton in the Ecology lab at BG - Installed new cabinets in the registrar's office at Webb Hall - Poured concrete pads and helped install the Code Blue security towers around Wise Loop - Started the new golf driving range near the Rodeo facility - Finalized plans and started construction for the Homer Fieldhouse addition - Added a new sidewalk and handicapped ramp at the Library - Completed phase 1 at the Black Belt Museum (downtown) - Installed a new hardwood gym flooring system at Pruitt Hall - Installed new retracting bleachers with chair backs at Pruitt Hall - Installed new TPO roof on the Tiger Stadium Press box - Added new concrete steps and a crosswalk at Gilbert Hall - Added a new door with electronic hardware for added security in Gilbert Hall - Added a new deck at the International/Honors House - Started construction on the new Campus Central Walkway - Constructed brick columns at the entrance of Tartt Field - Created a new office and cut a new doorway in BG room 207 for the Science and Math Dept - Created plans and started installation for three Mitsubishi HVAC systems in the Campbell House - Installed a 3 ton gas package air unit at the Campus School - Started program to replace all whirlpool washers and dryers on campus with a higher quality Speed Queen - Installed decorative light poles at Gilbert Hall, SUB, Patterson Apartments crosswalk and parking lot - Installed new LED wall pack lighting units at Webb Hall, Young Hall, and Stickney Hall, Hoover Apartments - Installed new LED lights at Softball Clubhouse - Installed new electrical circuits for Wallace Hall computer labs - Installed energy efficient lighting at Patterson Apartments and Reed Hall dorm rooms - Installed all new battery back-up smoke detectors on campus - Replaced all floor sinks in kitchen, replaced all plumbing in restrooms, relocated water heater, and installed new water service at Young Hall - Removed old boilers and equipment, replaced water and gas piping with underground service to Foust Hall - Installed new post indicator valve on fire suppression system at Webb Hall, Bibb Graves - Installed new storm drainage system and irrigation at the Library - Installed new chilled water valves on all floors of Selden Hall - Installed new irrigation system along University Drive near Hoover Apartments - Replaced all gas piping with underground service at Wallace Hall - Replaced all plumbing at all laundry rooms at Patterson Apartments - Replaced two commercial water heaters at Tartt Field - Installed irrigation systems at Pruitt Hall, Library, Young Hall, and President's Home - Planted approximately 180 trees around campus - Purchased a new skid-steer loader, utility vehicle, and a hydraulic dump trailer for the Grounds department. Page 6 of 6

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