Fasiliteitsbestuur Facilities Management Bulletin Junie 2012 From the office of the Chief Director We are entering the midyear recess and can look back on an eventful first semester of 2012: moving into our new building, a number of other completed new buildings, the decentralisation of the Facilities Managers, Small Capital works and Reactive Maintenance handyman tasks, as well as a quality evaluation of our department that was performed by a panel of external experts. We are still awaiting their official report, which will be applied to further strengthen our processes and procedures and assist us on our journey to service excellence, cost-efficiency and operational effectiveness. During the balance of 2012, management will be focusing on the updating of our business plans, the budgeting process and consolidating our strategies. Ons Fasiliteitsbestuurders in die onderskeie omgewings is reeds bemagtig om prosesse en projekte binne FB te fasiliteer en te koördineer - afgestem op ons strategiese doelwitte soos hierbo genoem. As n verdere ontwikkeling in die vaartbelyning van ons groter projekte, sal die Fasiliteitsbestuurders voortaan optree as Projekfasiliteerders wat sal toesien dat alle aktiwiteite tussen FB se projekspan, IT, Aankope en die eindgebruikers (ons kliënte) naatloos binne een oorkoepelende projekplan verpak word. Dit sal verseker dat alles volgens ooreenkoms in plek is by die ingebruikname van nuwe gedeeltes en dat tekortkominge na ingebruikname ordelik uitbestuur word. Aan diegene wat n bietjie gaan uitspan gedurende die reses, gaan laai gerus die batterye vir die uitdagings van die komende tweede semester. To those taking a break during the recess, make sure to charge those batteries to deal with the challenges of the coming second semester. Focus on Sustainability Integrated waste management Facilities Management has launched its integrated waste-management plan on the Stellenbosch, Tygerberg and Bellville Park campuses. The aim of this integrated waste-management programme is to achieve a long-term, environmentally sound wasteminimisation and prevention plan through effective and efficient management practices and technological expertise. The target for 2012 is to reduce the amount of waste going to landfill by 50%. We have already seen a reduction in the number of bins at the Neelsie student centre going to landfill and the programme has now been introduced to residences and academic buildings. A two-bin system is used to separate dry from wet waste. Dry waste includes paper, cans and tins, plastic, glass and polystyrene; wet waste is food waste and wet contaminated items.
New Operations Centre OpsCentre provides effective control and management of Facilities Management services and emergency calls When management took stock of the risks and challenges in our Department the effective control and management of enquiries, student safety, event safety and efficient power usage it decided to create an operations centre to catapult the level of client service into the 21st century. The OpsCentre is designed to be one of the most cuttingedge centres of its kind at South African Universities and was launched on 16 May. The strategic intent of the OpsCentre is the integration of the One Stop Help Desk, the CCTV-monitoring component of Security Services and the building systems and alarms. The new model includes the collation of information as a management tool, allowing decisions to be based on realtime data. This enables the highly skilled CCTV operators to anticipate security risks and therefore improve their response time to an occurrence on campus, such as theft or student harassment. A new updated alarm system allows Facilities Management to respond effectively to alarms in respect of burglaries, fires or equipment failure. The call centre provides a single point of entry for all requests and enquiries received for FM. Calls are logged on the EAM system, which enables each request to be tracked and managed until completion. The OpsCentre monitors the campus 24 hours a day, seven days a week. Nuwe gesigte Nuwe Personeel Sekuriteitsdienste Clinton Swartz Charlton Michau Fasiliteitsdienste Terence Visser Louis Fincham Beplanning en Ontwikkeling Elizabeth Michaels Hazel Alexander Baie Welkom by Fasiliteitsbestuur! Louis hou leisels in Opskamer As n ervare bestuurder het Louis Fincham reeds sy stempel afgedruk in die nuwe Opskamer. Hy het n bestuursdiploma aan die Touro- Kollege in Kalifornië, Amerika, verwerf, en het 27 jaar bestuursondervinding opgedoen gedurende sy loopbaan by ABSA, waar hy as kontaksentrum-, kliëntediens- en risikobestuurder gewerk het. Louis se visie vir die pas gestigte Opskamer is om deur middel van die monitering van diensvlakke binne Fasiliteitsbestuur n positiewe uitwerking op die kliënte-ervaring te hê. Die samevoeging van die Hulptoonbank en die geslotekringtelevisie-komponent van Sekuriteitsdienste maak dit nou moontlik om n eenstopdiens aan al die afdelings van die Universiteit te verskaf. Louis sê hy het n positiewe lewensbeskouing. Uitdagings word geleenthede vir verbetering en nuwe moontlikhede. Vir hom is dit opwindend om die bul by die horings te pak en positiewe resultate te skep. By die huis is hy n gesinsman wat gereeld saam met sy familie die teater besoek en n passie het vir musiekrolprente.
HR matters Sick leave is a privilege We have a problem in Facilities Management: sick leave compared to industry is not favourable. Personeelerkenning Management is concerned and is therefore monitoring the situation on an ongoing basis. Staff members should understand that sick leave is not a right but a privilege and that it can be used only for actual illness. Staff should also participate in wellness programmes and preventative actions, such as flu injections at Campus Health Service. Where there is ongoing absenteeism due to sick leave, management has a duty to investigate the matter in line with Stellenbosch University policies. Staff are encouraged to consult with management if they are suffering from an ongoing illness. Erkenningsbewyse deur die Hoofdirekteur Sedert die vorige nuusbrief, is erkenning gegee aan die volgende personeellede wat bydraes gelewer het tot voortreflike diens en kostebesparing. Gretha Jacobs Beplanning en Ontwikkeling Malan Oosthuizen Fasiliteitsdienste Personeellede verenig en GaanGroen om Fasiliteitsbestuur se naam hoog te hou tydens die welweesstap wat op 19 April plaasgevind het. Did u know?? FM is currently downgrading the vehicle fleet by replacing 30 petrol vehicles with 16 electrical vehicles. Planning and Development have 174 active projects costing almost R200,000,000. The decentralized maintenance team repaired 174 doorknobs during June. Security services arrested 42 people during May. The OpsCentre dealt with 8500 requests during the first quarter of the year. Studiesuksesse/Study achievements Recognition of Prior Learning is a process whereby employees are formally recognised in terms of registered qualifications and unit standards. These following employees have recently completed and benefited from this project. Mzolelwe Ntala Electrical trade test Jonguxolo Tukwayo Carpentry
Small-group-activities Small Group discusses operational cost-savings ideas Facilities Management and the University as a whole, spend phenominal amounts on operational costs every month. Costs which can easily be minimized and utilised more efficiently. Staff members are becoming more aware of the consequences of wastage. By considering responsible ways to save money, while increasing productivity and efficiency, each employee can positively contribute to the financial goals of Facilities Management. Facilities Management communicates and promotes a culture of saving, recycling, re-using and paperless procedures. Other cost saving suggestions recently made by a Planning and Development Small-group-activities, are: Only print final copies of documents; make use of track changes for drafts. Print reports on both sides of the paper and re-use the clear side when possible. Switch off air-conditioners, lights and other electrical appliances when not in use. When upgrading or repairing buildings, install cost and energy-saving technology. Modernise, modify, repair and re-use existing furniture. (Management periodically examines suggestions made by Small-Group-activities and provides feedback on the implementation thereof, thereby considering each staff members expertise and valuable contribution) Ken jou kollegas! Ruimtebestuur bou aan moderne kampus Het jy al gewonder waar die kaarte en inligting van US se infrakstruktuur en geboue op die Intranet vandaan kom? Die toegewyde span van Ruimtebestuur en Ontwikkelingsbeplanning ondersteun fakulteite en steundiensomgewings op n daaglikse grondslag deur aandag te skenk aan alle sake met betrekking tot ruimtes van die US, langtermyngrondgebruikbeplanning, die huur en verhuring van US-eiendom, die verskaffing van ruimtestatistieke, die skep van geografiese uitbeeldings vir voorleggings en besluitneming, sowel as die verwerking van versoeke vir grafiese data oor geboue-infrastruktuur en die omgewing. Die Geografiese Inligtingstelsel (GIS) van die US se bates, eiendomme, geboue en ruimtes word boonop voortdurend aangevul en in stand gehou. Francois Swart, Ragmah Abrahams, Warren Jacobs, Peter Willoughby Deurlopende wisselwerking met interne en eksterne kliënte verseker goeie dienslewering. Die uitbou en ontwikkeling van positiewe verhoudinge en vennootskappe met hierdie kliënte én ander rolspelers, soos konsultante, plaaslike owerhede en inwoners van Stellenbosch, is onontbeerlik, want die US-kampus is immers onlosmaaklik deel van die groter gemeenskap. Ruimtebestuur en Ontwikkelingsbeplanning se missie is om ʼn moderne, doeltreffende werkplek te verseker en ʼn volhoubare 21ste-eeuse kampusomgewing te ontwikkel wat in die behoeftes van toekomstige generasies sal voorsien. Die GIS stelsel wat deur Ruimtebestuur gebruik word.
Facilities Management funding model Transparent funding model designed to reflect flow of funds between FM and SU departments and faculties Stellenbosch University (SU) departments and faculties expressed a need to see exactly how much was spent on their facilities. At the beginning of 2012, this information was produced for the first time, reflecting 2011 results. This was enabled through the Facilities Management (FM) funding model, designed to reflect the flow of funds to and from FM in a transparent manner. Various sources of funding whether from central budgets, the Department of Higher Education, faculties or other funding sources together comprise the total funding allocated to FM each year. In 2011, FM spent 96% of the total funding of R712 million allocated to it. The aim is to spend, responsibly and effectively, as much of the allocated funds within the relevant financial year. Any funds flowing to FM to enable its operations are indicated separately. These enablers consist of staff costs, consultant and contractor fees, and operating, equipment and system costs. The enablers for 2011 amounted to 7% of the spending of the available funds. A key strategic goal for FM is to strive for cost efficiency to drive down costs. Value-added services provided by FM are listed by faculty, by residence and the Neelsie student centre, and by support and other services. These services include capital projects, small-capital works and facility services (maintenance, gardens and soft services). The amounts spent on facility services and small-capital works are offset against full cost rental charges and budget allocations, for the first time indicating how much is spent per faculty and what the accumulative balance is. Funds are allocated on the stokvel principle, meaning that the cross-subsidisation of funds will be spread evenly among contributors over a longer period. Enquiries can be made by Dan Prata at extension 4177. Engineering Faculty expands Modern addition to Process Engineering The addition to Process Engineering covers 1 600 m² over three floors and modernises the once formerly blank wall of the building facing Banghoek and Bosman streets. The new building accommodates undergraduate laboratories on the ground floor, tutorial, student workspaces and lecturers offices on the other two floors. The project was overseen by Japie Engelbrecht. The construction necessitated the relocation of the old chemical and gas stores, which presented an opportunity to build a facility that complies with the latest statutory requirements, as set out in the National Building and Health and Safety Regulations. This required close attention to detail, as a multitude of services, like gas, water, compressed air and electricity, had to be added to existing services. The Facility Manager, Nadeem Gafieldien, is working closely with the Process Engineering laboratory manager to implement the relocation and occupation of the new facility, which is planned for July. Training and the handover of various manuals of specialised services from the professional team to the technical staff of the laboratories also form part of the relocation plan. As Facilities Management staff members, we can be rightly proud of being part of these new developments at the Engineering Faculty!
Improving Sport facilities Indoor-pool facilities at Coetzenburg use oxidation process to purify pool water Facilities Management introduced a hassle-free pool maintenance system and an eco-friendly alternative to chlorine and salt chlorination at the indoor pool at Coetzenburg. The e-clear system was installed at Coetzenburg to replace the chlorine purification system, as the water purifies itself, is safe and healthy and is much more enviro-friendly and less wasteful. An added advantage of the e-clear system is that it effectively destroys all water-borne parasites, it produces no harmful chloramines or disinfection by-products and ultimately brings about huge savings in chemical costs. The unique stack hyper-oxidation technology shows phenomenal success globally by reducing chlorine consumption in swimming-pools by 98% to 100% and reducing maintenance costs to a minimum. Swimmers have peace of mind knowing that they can swim in healthy, oxygen-rich mineral water and have pool water that is safe and even fit to drink. As a matter of interest, this technology was developed by NASA in 1967 for the Apollo Space Program to provide safe drinking water. The copper ions, which are also produced, provide long-lasting and effective protection against bacteria, algae and most viruses. Copper is furthermore an essential trace element for plants and animals and is excellent for hair growth and skin. This is definitely a healthy alternative to chlorine! There are already fewer complaints about swimmers burning or coughing due to chlorine in the water and, from a sustainability point of view, the water is safe to backwash to irrigation. Energy Management Energy saving starts with us Prof van Huyssteen recently said that: Energy is one of the themes of the SU s overarching sustainability initiative. This overarching initiative is aimed at integrating sustainability with teaching and learning, research and community interaction as well as the management of the University. Saving energy is particularly relevant because it not only affects us financially, but is also a mechanism to decrease our impact on the environment thereby contributing to financial and environmental sustainability. FM is implementing quick win energy saving initiatives in several buildings. These initiatives include changing the operating hours and setting of equipment as well as replacing light fittings with energy efficient fittings. With implementing these changes we expect an energy saving of approximately 16% and are working towards even greater savings. Visit our new Facilities Management website for more ideas on saving energy. Power Watch is used to monitor energy usage. The final word: It s hard to believe we ve already past the halfway mark of 2012. In most sporting events, the participants use half time to reflect on the first half of the game and position themselves; strategizing for what lies ahead as the game is always won or lost in the second half. Don t just live life everyday, stop, check your position, re-visit your goals and adjust your course to achieve what you ve set out to do or be. Your kind contributions are appreciated, without it, this newsletter would not be possible. Heidi