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University of West Georgia
CPF: Annual Report FY03
To professionally operate, maintain and support the development of quality facilities, grounds, and services, and at the same time to support our campus community, students, faculty and staff. Through our efforts we support the university’s commitment to the pursuit of academic excellence in a personal learning environment with cost-effectiveness, safety and in an environmentally responsible manner.
Departmental Statement of Goals, Process to Assess These Goals, and Assessment Results:
The goals for Campus Planning and Facilities are designed to further enhance the overall mission of the university as well as support the bread and butter goals specific to: the university experience, external relations, regional collaboration for economic and community development and Campus infrastructure.
Goals and Assessment Objectives- FY 2003-2004
· Develop and implement Life Cycle Planning that allows UWG to create multi-year plans for Facilities renewal.
1. Renew existing Facilities Condition Analysis for our Academic buildings.
a) Discuss current backlogged maintenance needs by building component by comparing it against future facilities renewal needs.
b) Outline a strategy to take the existing information into a long-term facilities renewal plan.
c) Develop a “paper” that outlines “why” these previously identified conditions exist and the plan to correct the existing conditions.
2. Develop the Life Cycle Planning renewal curve to insure that the on-going cyclical cost off capital renewal is identified.
a) Outline/develop a report that identifies funds needed to keep the current facilities adequately renewed.
b) Produce a “backlog report” that includes an analysis of systems that may fail in the next 5 years.
3. Produce the Life Cycle Planning report as compared against the estimated allocation for major repair replacement funding for each of the next five years.
· Develop and implement a Comprehensive Energy Policy as part of an Energy Conservation Program.
1. Develop a purpose and a vision for Energy Management and Conservation at UWG.
2. Establish an energy conservation committee that involves students, faculty and staff.
3. Determine current “status” of energy conservation programs; review financial and historical trends; review current capital plans regarding utility infrastructure; review current operation and maintenance programs and determine areas of improvement.
4. Develop goals and strategies to conserve energy and reduce/contain rising energy costs.
5. Implement energy “measures” in an effort for UWG to become a leader in energy conservation in the University System of Georgia.
· Master Plan Update.
1. Space planning and management.
2. Capital Plan development.
· Organizational Development and Effectiveness - Outline and implement a program in Campus Planning and Facilities to strengthen communication and trust by designing and implementing programs in strategic trust, personal trust and organizational trust.
1. Define and provide examples of strategic trust, personal trust, and organizational trust.
a) Review research literature to outline the links between trust and organizational performance.
b) Conduct interviews, group sessions, and communication instruments to review managerial effectiveness regarding trust.
c) Based on an “evaluation of the organization: develop materials that can be presented to explore opportunities to share information as well as insight into behavior of the organization---deal with the culture!
d) Present information based on research and data about the organizational climate.
2. Develop and implement a series of programs to enhance or rebuild trust.
a) Improve managerial and leadership skills by presenting a program on emotional intelligence.
b) Follow-I[previous session on “Determine the Focus and Direction” program and present to senior management.
c) Implement a program to improve and enhance communication.
d) Implement an organizational assessment “creating a culture in which strategies, values, and day-today behaviors are consistent and compatible.
3. Design, and develop “instruments” that can be implemented on an annual basis to assess behavior as well as organizational effectiveness regarding trust.
4. Implement first analysis during the Fall Semester, 2004.
· Design and implement a comprehensive strategic facilities plan structural around a system of performance measures to improve service delivery and cost effectiveness.
Give an Example of How your Department used the Assessment of Goals and Outcomes to Change/Improve a Process:
· Completed APPA Comparative Cost and Staffing Survey
· Completed APPA Strategic Assessment Model
· Completed Landscape and Maintenance Benchmark with sister institutions across the country as defined by the University of West Florida.
· Siemen’s review of staff qualifications for HVAC department
· Historical landscape designs
· Created a Facilities Department Staff Advisory Committee to address day-to-day issues.
· Maintain a ‘base of knowledge’ including, but not limited to building and life safety codes, NACUBO, APPA, ADA standards, Board of Regents Building Project Procedures and ANSI/ASHRAE Standards.
· Monthly safety training sessions are designed and conducted for Facilities personnel based on their job duties.
· Reduction by over 14% of universal waste cost through research, training and vigilance.
General Statement of Department Condition:
Campus Planning and Facilities has implemented several “major” organizational changes to strengthen our leadership efforts. Performance measures have been implemented to improve productivity as well as control costs. Our feedback from our constituent groups on campus has been very positive. Feedback from the Carrollton community has been nothing short of fantastic. Our efforts to improve communication with our external and internal customers have been very successful. However, we face an era of declining resources coupled with enhanced expectations regarding our services will present a number of challenges. We endeavor to strive to improve, but continue to be challenged by “doing more with less.” We are not complaining, but feel compelled to make the case for additional resources.
· Assisted in the successful implementation of a Privatized Housing strategy with the UWG Foundation.
· Provided logistical support and assistance in the strategic planning for the Facilities Master Plan Update.
· Assisted in the successful implementation of five major construction projects to improve Food Services.
· Re-designed the UWG Safety Manual.
· Completion of over 14,000 work requests and preventative maintenance projects.
· Saved significant budget dollars as a direct result of energy audits and energy conservation.
· Submitted “Best Practice” criteria for Campus Beautification and Energy Partnerships.
· Selected as a Beta Site for the Board of Regents Preventative Maintenance study.
· Managed a total of 166 projects on campus.
· Produced the Major/Minor Capital and MRR requests for the institution.
· Updated the Facilities Room Utilization Report.
· Established a thirteen-member University Safety Committee
· Developed and installed 191 uniquely-designed Fire Evacuations Plans in 16 University Buildings.
· Designed and presented 21 safety training classes to Facilities and Warehouse personnel throughout the year.
· Five employees attended GAPPA
· Four employees attended Sherwin Williams conference
· Two employees attended Energy Coalition conference
· Three employees re-certified for Pesticide applicators license
· One employee attended the Institute of Facilities – Facilities Management
· Two employees attended the SRAPPA Conference
· One employee attended the SCUP meeting
· One employee attended the NACUBO Conference
· A staff member served on the Board of Regents search committee for the Assistant Vice Chancellor of Facilities
· A staff member serves on the Board of Regents Facilities Advisory Committee.
· A staff member serves on the University Matters Committee.
· Updated UWG maps; i.e. Topographic, UWG Property, Parking Lots, Utilities and Storm Drains.
· Two employees attended OSHA Industry training.
· Two employees attended the Georgia Department of Administration Services Customer Conference.
· One member is the Secretary of the UWG Homeland Security Committee.
· One employee is a member of the Board of Regents Environmental Safety Advisory Council.
· One staff employee is a member of the Georgia Higher Education Network for Environmental Health and Safety.
· One employee is the chair of the University Safety Committee.
Other Awards, Distinctions, and Achievements:
· The Facilities and Grounds Department was awarded an AmeriCorps Grant
· The Facilities and Grounds Department hosted a community tour of “Hidden Gardens”
· The Facilities and Grounds Department received a grant from the Department of Human Resources.
· A Project Superintendent received the Business and Finance 2003 Divisional Award of Excellence.
· An employee received the University System of Georgia Distinguished Service Award.
· One employee served as advisor to a Carrollton High School CAD class.
· A staff employee delivered a Georgia Higher Education Network for Environmental Health and Safety presentation concerning the effectiveness of combining the departments of Risk Management and Environmental Health and Safety at Colleges and Universities.