BUSINESS AND FINANCIAL AFFAIRS DIVISION ENVIRONMENTAL HEALTH & SAFETY

Transcription

1 Six Year Planning: Initiative Summary Title: EHS Administrative Systems Review, Selection and Implementation Initiative description, including statement of purpose and anticipated outcomes: The Environmental Health & Safety department s mission is to provide support for the Western community in efforts to keep ourselves and our environment healthy and safe. Our department has over a dozen different administrative systems, such as databases for tracking safety incidents, accidents and near-misses, safety training provided to the campus community and workers compensation claims. Data is managed separately causing inefficiencies. Statement of Purpose: A review of our business processes will reveal opportunities for efficiencies and help develop a plan to find innovative solutions utilizing current technologies. Anticipated outcomes: A more efficient department will yield best-in-class status and increase efforts towards building a stronger safety culture at Western. What University units (depts., colleges, etc.) will be involved? Environmental Health & Safety Business Services How does the initiative support the University Mission and Strategic Plan? This initiative supports Strategic Goal 5 to serve as a model for institutional effectiveness, innovation, diversity, and sustainability. How does the initiative support BFA or departmental strategic objectives? This initiative supports two BFA Strategic Objectives: (1) Update business practices to utilize current technology and processes. (5) Develop and empower BFA teams and staff to achieve best-in-class status. Are there potential partnerships with external organizations/institutions? No Page 1 of 2

2 Anticipated new positions needed to implement the initiative: Staff: None Graduate Students (supported): None Space needs (check one; attach note from Space Administration): Existing space is sufficient Existing space will be sufficient after modification New space may be required New equipment or other one-time costs: Implementation/Conversion costs: $29,000 Recurring operating costs: As above, potential technology solutions may have recurring subscription or other fees. Safety Management Software Annual Subscription: $6,500 Estimated timeline for implementation: Which biennium do you plan to implement? Review and analysis, RFP, implementation Potential funding sources (check all that apply; attach notes from University Advancement and University Relations) State operating budget (decision package) New enrollments (tuition-based) External Education (fee-based) Reallocation Federal Support (agency:) Grants Partnerships (organizations/institutions:) Private Funds Other (please specify: one time funds for implementation) What will be the potential outcome if this initiative is not implemented? The EHS department will continue to operate at inefficiencies thus resulting in among many things, sub-par customer service and lower employee morale. Page 2 of 2

3 Six Year Planning: Initiative Summary Title: Strengthen Laboratory Safety Practices at Western Initiative description, including statement of purpose and anticipated outcomes: Laboratory safety concerns and incidents are often times mitigated in a reactive way, rather than proactive. Relatively recent events and accidents at institutions of higher education across the country have shown a breakdown, after the fact, of certain areas of safety that had put student, faculty and staff at risk. Statement of Purpose: A consistent and transparent review of our lab safety processes and practices via a lab safety study will reveal opportunities for improvement and encourage collaboration among internal and external partners. Lab study deliverables will include a report with recommendations that will guide Western s planning and implementation efforts, such as but not limited to assessing Western s lab safety inspection processes and procedures, enhancing safety training, learning from incidents and accidents, and clarifying roles and expectations. The College of Science and Engineering has also requested support from Environmental Health & Safety in safety training and inspections. A lab safety study can also provide recommendations on how best to accommodate this need. Anticipated outcomes: Students instilled with safe science principles will reflect positively on the institution and larger community. A stronger lab safety culture at Western will help clarify roles and expectations, particularly among faculty, staff, and EHS personnel. Western students will remain marketable upon graduation with strong safe science practices already instilled. What University units (depts., colleges, etc.) will be involved? Environmental Health & Safety College of Science and Engineering College of Fine and Performing Arts Huxley College of the Environment College of Humanities and Social Sciences Fairhaven College Research & Sponsored Programs Risk Management Page 1 of 3

4 How does the initiative support the University Mission and Strategic Plan? This initiative supports Strategic Goal 5 to serve as a model for institutional effectiveness, innovation, diversity, and sustainability. How does the initiative support BFA or departmental strategic objectives? BFA Strategic Objectives: (1) Update business practices to utilize current technology and processes. (6) Deliver excellent services that solve customer problems and concerns. Are there potential partnerships with external organizations/institutions? Yes. Partnering with external organizations, who are leaders in safety, will provide learning opportunities and help in updating current practices. Additionally, transferring safe science knowledge to our students is critical. Maintaining relationships with external partners helps Western remain relevant and shows a strong commitment to safety. Anticipated new positions needed to implement the initiative: Staff: 1 FTE (Safety Officer II - Salary Range 53) A position may be needed to implement recommendations from the lab safety study. Total Annual Compensation (salary & benefits): $62,073 Space needs (check one; attach note from Space Administration): Existing space is sufficient Existing space will be sufficient after modification New space may be required New equipment or other one-time costs: Lab Safety Consultant - $30,000-40,000 Potential if study recommends increased staffing levels: Set-up costs: $2,500 Recurring operating costs: Professional development: $2,500 Miscellaneous Inspection Equipment: $500 Lab Safety Institute Membership: $200 Page 2 of 3

5 Estimated timeline for implementation: RFQ and completion of lab safety study 12 months, Assessment and acquiring resources for implementation 6-10 months, Implementation of program 6-10 months. Which biennium do you plan to implement? Lab Safety Study, assessment of recommendations Development of position description (if warranted), hiring process, development of program outreach to stakeholders, implementation, request feedback from stakeholders Potential funding sources (check all that apply; attach notes from University Advancement and University Relations) State operating budget (decision package) New enrollments (tuition-based) External Education (fee-based) Reallocation Federal Support (agency:) Grants Partnerships (organizations/institutions: British Petroleum, Boeing) Private Funds Other (please specify:) What will be the potential outcome if this initiative is not implemented? Lab accidents with high impact to student, faculty, and staff welfare are a potential outcome if this initiative is not implemented. EHS will continue to react to reported incidents and concerns in laboratories with limited time for proactive measures towards improving a positive lab safety culture. Page 3 of 3

6 Six Year Planning: Initiative Summary Title: Complete and Update the Comprehensive Emergency Management Plan (CEMP), Including Training and Exercises Initiative description, including statement of purpose and anticipated outcomes: In October 2012, Western completed a two year grant period aimed at enhancing campus emergency management planning efforts for local higher educational institutions. Additionally, strong relationships have been built with local emergency management partners. Emergency planning and readiness continues to be a critical responsibility for institutions of higher education entrusted to provide a safe and healthy environment for students, faculty and staff. Statement of Purpose: Future attention is needed to complete Western s Comprehensive Emergency Management Plan, review current chapters and build on training and exercise efforts. The goal is to prepare the Western community for the full spectrum of emergencies that can occur with little to no warning. Anticipated outcomes: An anticipated outcome is a resilient campus community. A prepared Western ready to serve in times of need will have far-reaching benefits outside our campus community. Shared expectations and understanding of the need for planning and preparedness will be established within the campus community. What University units (depts., colleges, etc.) will be involved? Public Safety, Emergency Management Committee How does the initiative support the University Mission and Strategic Plan? This initiative supports Strategic Goal 5 to serve as a model for institutional effectiveness, innovation, diversity, and sustainability. How does the initiative support BFA or departmental strategic objectives? BFA Strategic Objectives: (1) Update business practices to utilize current technology and processes. (5) Develop and empower BFA teams and staff to achieve best-in-class status. Page 1 of 3

7 Are there potential partnerships with external organizations/institutions? Current partnerships with Bellingham Technical College and Whatcom Community College already exist with the sharing of an emergency management FTE. Western contributes 0.25 FTE for this position. Anticipated new positions needed to implement the initiative: (see below) Space needs (check one; attach note from Space Administration): Existing space is sufficient Existing space will be sufficient after modification New space may be required New equipment or other one-time costs: Staff: 1 FTE Project Position for Emergency Management Program Specialist 2 Emergency management support in completing and reviewing the CEMP. This position will also support planning and helping to establish a structure of periodic campus trainings and exercises. Total compensation for 1 year (salary & benefits): $60,765 Recurring operating costs: None Estimated timeline for implementation: Which biennium do you plan to implement? Potential funding sources (check all that apply; attach notes from University Advancement and University Relations) State operating budget (decision package) New enrollments (tuition-based) External Education (fee-based) Reallocation Federal Support (agency:) Grants Partnerships (organizations/institutions:) Private Funds Other (please specify:) Page 2 of 3

8 What will be the potential outcome if this initiative is not implemented? Completion of the CEMP may take many years and some chapters will lack current practices and procedures. In addition, effective training and exercises may not occur as frequently as intended. Page 3 of 3

9 Six Year Planning: Initiative Summary Title: Improve Emergency Communications Through Upgrades and Enhancements to Warning and Notification Systems Initiative description, including statement of purpose and anticipated outcomes: Western has progressively enhanced its warning and notification systems through improvements in indoor notification, text messaging, and desktop notification. This initiative seeks to continue our efforts to strengthen and expand on current emergency communication channels. Statement of Purpose: Continuing to enhance Western s emergency communications systems will help to ensure that the campus community is informed of emerging situations. Other means of communicating to campus include digital reader boards on campus, enhanced outdoor enunciation system, and utilizing blue light call-boxes. Anticipated outcomes: Enhancing Western s alerting channels will result in information delivered in a more timely, efficient and comprehensive manner. Additionally, Western will be broader in its messaging approach through overlapping communication channels and more reliable in reaching the whole community, particularly persons with disabilities and visitors on campus. What University units (depts., colleges, etc.) will be involved? Environmental Health & Safety Facilities Design & Capital Budget Facilities Management Public Safety Enrollment & Student Services Academic Affairs University Communications How does the initiative support the University Mission and Strategic Plan? This initiative supports Strategic Goal 5 to serve as a model for institutional effectiveness, innovation, diversity, and sustainability. Page 1 of 3

10 How does the initiative support BFA or departmental strategic objectives? BFA Strategic Objectives: (1) Update business practices to utilize current technology and processes. (3) Communicate effectively with our Western community. Are there potential partnerships with external organizations/institutions? No Anticipated new positions needed to implement the initiative: None Space needs (check one; attach note from Space Administration): Existing space is sufficient Existing space will be sufficient after modification New space may be required New equipment or other one-time costs: 1. Enhance Outdoor Enunciation: a. Projected costs for retrofitting blue-light emergency call boxes to provide outdoor enunciation capability are $1,000 - $3,000 each. (Call boxes operate on a radio frequency) Set-up one time fees is estimated at $5000. Additional funds may be needed to hardwire call boxes to fire alarm system. b. Capital project submitted in 2014 as a part of the minor works programmatic list for upgrading campus emergency notifications. Total = $250,000- $300, Synchronized electronic message boards = $5,000-10,000 Annual maintenance and recurring operating costs: 1. Blue light call boxes = (personnel time & materials costs) FM Electric Shop 2. Outdoor enunciation = (FM Technical Maintenance for costs) 3. Synchronized electronic message boards = (Future cost for replacement of digital displays) Estimated timeline for implementation: FY 16 Which biennium do you plan to implement? Blue light call boxes, enhance outdoor enunciation, Electronic reader boards Page 2 of 3

11 Potential funding sources (check all that apply; attach notes from University Advancement and University Relations) State operating budget (capital request?) New enrollments (tuition-based) External Education (fee-based) Reallocation Federal Support (agency:) Grants Partnerships (organizations/institutions:) Private Funds Other (please specify: Capital funds) What will be the potential outcome if this initiative is not implemented? Western s current channels of communicating emergency messaging meets compliance but is limited in its ability to reach vulnerable populations and campus visitors. Without taking these measures, we will fall behind peer institutions and struggle to provide best-in-class service. Page 3 of 3