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RE-ALIGNMENT MEETING January 30, 2013

Meeting commenced at 1:30 p.m. – Facilities Operations, Conference Room #101 Present: Tom Callahan, Ken Egeberg, Ken Crowell, Logan Trimble, David Clokey, George Kraus, JP Lacombe, Ginny Holihan, Tony Weston, Kelly Wihbey, Melanie Savino Absent: John Saddlemire

1) McKinsey Report: JP informed the group that it has become apparent that 70-80% of the staff is

not familiar with the McKinsey report and its recommendations. He has shared pertinent data from the report with each group so that they can become familiar with the recommendations.

2) Group Meetings: - Ken E. informed the group that he had attended the Enterprise Dispatch Team meeting on

1/29/13. - JP stated that the Trades and Zones Team appears to be most challenging at this time. Tom

stated he would attend next meeting to help clarify any confusion as to the goal of the team. - JP will develop tasks to assist with assigning work and driving team along. - Ken E. reminded the group that clarity is important. If there are decisions that have been made

that are non-negotiable, they should be stated so the groups are aware. Education levels may vary between each group so clarity is important.

3) Flowcharts: JP shared a flowchart which was prepared to assist groups in understanding how

tasks can be performed.

4) Supervisor II’s: Tony informed the group that the shop supervisors also act as maintenance engineers and fill in to provide high-level troubleshooting. It is critical that this continue.

5) Zones: Ken C. stated that he does not believe that the zones should be collapsed. Action**JP,

Ken C. and Tony will meet next week to clarify understanding of realignment and to ferret out any issues that may need clarification from a management point of view. Items to be revisited at next week’s oversight committee meeting.

6) Vacancies: Logan queried into the status of refilling vacancies (i.e. Watson and Comprone who are

tentatively scheduled to retire by the end of the fiscal year). Tom informed the group that there needs to be a clear understanding of vacancies. Action**Logan to prepare a list of current vacancies and share it with the group.

Meeting adjourned at 2:30 p.m.

RE-ALIGNMENT MEETING January 10, 2012

Meeting commenced at 1:00 p.m. – Facilities Operations, Conference Room #101 Present: Tom Callahan, Ken Egeberg, Ken Crowell, John Saddlemire, Logan Trimble, David Clokey, George Kraus, Tony Weston, JP Lacombe, Melanie Savino Guests: Kelly Wihbey, Ginny Holihan, Patti Fazio, Stephanie Reitz

1) Communication: Tom informed the group that the following communication has been completed in preparation for the upcoming Open Forum scheduled for 1/11/13: - Patti Fazio prepared talking points. - Mike Kirk has prepared an announcement that is scheduled to be released on 1/14/13. - A Q&A page has been drafted and circulated and will be held until after the Open

Forum.

2) Agenda for Forum: Tom Callahan informed the group that the agenda for the Open Forum is as follows: - Tom will do opening remarks; - Rich Gray will discuss the new University Architect/Mater Planner and organizational changes that will occur;

- John Saddlemire will make a few remarks; - Questions will be accepted; - A presentation on the revitalization of FAMIS will occur; - Followed by a question and answer session.

• It was suggested by the group that the work groups be discussed at the forum so that

the employees felt they would be included in the realignment process. • Tom stated that representatives from CEIU, UCPEA, Labor Relations and Human

Resources would be present.

3) Project Plan: Tom shared that there have been question on campus about determining who is responsible for paying for certain repairs/services. For example, once a classroom is complete, who handles the cost of replacement of the furniture? Who pays for the ongoing repairs? Items such as these should be tracking going forward. There is concern that there is a lack of point of accountability, lack of resources/staff and lack of funding. Tom will discuss further with Amy Donahue and report back to the group.

4) Timing of Realignment: Tom announced that the change in reporting structure will be

administratively changed effective Monday, January 14th. Any payroll authorizations or budgetary transfers that are required will follow later on. In the meantime, with the exception of the change in Logan’s reporting structure, all will remain as it until everything is sorted out with the goal of reinventing and developing a new organization by 7/1/2013.

5) Teams: JP shared that he will oversee the various teams and will serve as project and communication support. Team leads will be responsible for running the groups and assigning and tracking tasks.

6) Work Force: Questions arose regarding whether employees like Miriam or Mary Ann Ives would

remain in Res Life or be part of the realignment. Given that touch points and interaction between the two organizations has not been clearly defined yet, all staff is to remain as part of the realignment until further discussions are held to clarify duties and roles.

7) Next Steps:

- It was suggested that a website be created for the initiative. [Action**JP to create] - Open Forums should be held four times a year to share status updates, answer questions, etc.

Forums could be held in March, June, August, and over Thanksgiving break. [Action** Melanie to schedule March meeting and inform group of date/time.]

Meeting adjourned at 2:00 p.m.

RE-ALIGNMENT MEETING January 16, 2013

Meeting commenced at 1:00 p.m. – Facilities Operations, Conference Room #101 Present: Tom Callahan, Ken Egeberg, Ken Crowell, John Saddlemire, Logan Trimble, David Clokey, George Kraus, Tony Weston, JP Lacombe, Melanie Savino Absent: John Saddlemire, Kelly Wihbey, Ginny Holihan

1) Comments on Open Forum: Logan Trimble and Ken Egeberg stated that things seem to be going well and that the rumor mill has died down. George Kraus added that the AEBS employees appreciated the meeting and feel that the team approach is good as it will allow input and response from the community.

2) Teams: Tom Callahan informed the group that there has been quite a bit of feedback and folks who volunteered from the Facilities side, but that more volunteers are needed from Residential Life. Action**Logan to provide additional names of folks who may want to participate. - Tom stated that anyone who volunteers will be considered. If the groups become too large, the

teams will then be managed differently. - JP shared the team lists as established to date [see handout]. Each team will be co-lead

by a member of Facilities and Res Life. - JP shared a packet that included a draft agenda, team process, team roles [see

handout], and explained the roles. He stated further that the current oversight group will develop a project plan, keep it organized and moving; address critical issues; and make sure there is interdigitation between the teams and things move smoothly along.

- Teams will communicate with the oversight group through newsletters/updates that JP will orchestrate.

- JP informed the group that each team will have a project charge. - Ken E. stated that it would be good for the oversight group to review the McKinsey report and familiarize themselves with the changes that were recommended. The report could be used as a starting point.

- JP suggested that he share the report with each team plan. Tom agreed that it should be shared and the teams should be asked for input on what makes sense and what does not. Action**JP will resend his plan and will include references to the pertinent McKinsey slides. The entire report will be shared down the road if desired. Group agreed. Action**All to read the McKinsey report to familiarize themselves with recommendations and address issues going forward, should they arise.

3) FAQ’s: Tom is reviewing the final draft of the FAQ’s. Once completed, the document will be sent to Logan and Tony to post on their respective websites.

4) FAMIS: The group felt that the audience was very impressed with FAMIS and what it can offer and look forward to seeing the changes. The question may be as to whether it comes down to

FAMIS vs. Felix. Tom stated that this would be addressed in time. For now, folks may need assistance in making sure they can pull up the data needed.

5) Zones: Ken Crowell stated that the zones could not be collapsed until Tony‘s piece/team is

assembled as it will be difficult to schedule work without knowing what Tony’s team will look like.

- Ken Egeberg stated that every salary must be managed by work orders. Work groups will realize they can get work done.

- JP stated that a business plan will be required for each of the areas. Tony will need to define what each of the positions will be. The plan will then drive the business needs.

- Logan stated that work orders currently print at night so that they are ready in the morning for the staff. The staff knows the points of entry the best. They will be able to help.

- Tom stated that one may not be able to think about this sequentially but that dependencies may be found as we move along. There is a lot of work to do, but we cannot necessarily rely on these two dots to be connected now.

6) Next Steps: - It was suggested that a website be created for the initiative. [Action**JP to create] - Open Forums should be held four times a year to share status updates, answer questions, etc.

Forums could be held in March, June, August, and over Thanksgiving break. [Action** Melanie to schedule March meeting and inform group of date/time.]

Meeting adjourned at 2:00 p.m.

RE-ALIGNMENT MEETING January 23, 2013

Meeting commenced at 1:30 p.m. – Facilities Operations, Conference Room #101 Present: Tom Callahan, Ken Egeberg, Ken Crowell, Logan Trimble, David Clokey, George Kraus, JP Lacombe, Ginny Holihan, Melanie Savino Absent: John Saddlemire, Tony Weston, Kelly Wihbey

1) Comments on Realignment: Tom queried as to how things are going and whether there have been any concerns or issues. Logan Trimble and Ken Egeberg stated that things seem to be going well.

2) FAQ’s: Tom informed the group that he had reviewed the final FAQ listing. Action**Melanie to send to Logan and Tony for posting on the respective websites.

3) Workgroups: [See handout from JP]. JP informed the group that the four of the six workgroups

have met. He shared with them an overview of their respective charge, various roles they will play, and discussed schedule and assignments going forward. He stated further that he will be presenting ideas/updates to the oversight committee. - Tom queried as to whether Ken/Logan are participating in the workgroup meetings. Logan

stated he is part of three groups. Ken stated he has not participated. Tom stated he should. - JP stated that one concern from the groups thus far is that there needs to be an

alignment/understanding of the direction of each group and how they align with what is to be done. For example, in discussing how zones will be structured going forward, the question has arisen as to whether supervisors will still be the same. Some folks think that decisions have already been made about this without their input so are not sure what their role is in this decision. Ken replied that folks that are just coming into the realignment process are not aware of all that has already transpired. He stated further that it definitions must be clear on changes such as the resource planners.

- Tom stated that everyone should be acclimated as to what is going on. He instructed JP to address concerns that arise in the groups as he can. If unable to address issues, he should reach out to Ken, Logan or Tom to discuss the matter further.

- Logan inquired as to how topics/ideas discussed at the workgroup meetings would be shared since there may be overlap between the groups. JP stated that he will provide updates to the oversight committee and post minutes on a website.

4) Dispatch/Resource Group – Ken Crowell queried as to whether someone from procurement or

the warehouse should participate on the Enterprise Dispatch Team as there will be questions on what items should b sourced through the warehouse relating to supply chain and procurement needs. Action** Tom to discuss with Matt Larson and Bill Wendt.

5) FAMIS: Tom stated that the workgroup could use additional representation from Residential Life.

Action**Logan will recommend at least two additional representatives. - Ken Egeberg asked JP to include information/slide relating to Life Safety as it should be included in deciding prioritization of work. JP agreed.

6) Process: Logan inquired as to whether the “U-Count” initiative teams could/should be included

with the workgroup teams as there will be a lot of overlap. Tom suggested that the new structure drive the groups and that as opportunities arise, others could be invited to attend meeting with the groups to discuss ideas.

Meeting adjourned at 2:00 p.m.

RE-ALIGNMENT MEETING February 6, 2013

Meeting commenced at 1:30 p.m. – Facilities Operations, Conference Room #101 Present: Tom Callahan, Ken Egeberg, Ken Crowell, Logan Trimble, David Clokey, George Kraus, JP Lacombe, Tony Weston, Melanie Savino Absent: John Saddlemire, Ginny Holihan, Kelly Wihbey

1) Plan/timeline: JP shared a tentative timeline with the group [see handout dated 2/6/12].

2) Service Level Agreements: It was agreed that SLA’s are critical for moving the alignment forward.

Questions arose as to how many are required, what detail should be included, and how they will be funded. SLA’s should be broad enough to encompass all services and not just Res Life/Student Affairs. Action**Melanie to find samples relating to Facilities Operations and share with JP and Tom.

3) Hiring: All agreed that the resource planner positions are key and that positions should be filled sooner rather than later. Tony stated that there are seven qualified individuals and, as the posting has closed, interviews are being scheduled. The question arose as to whether position should be reposted given the realignment as it now offers new opportunities for folks who may not have considered it previously. It was determined that the scheduled interviews would go forward and the position would be reposted to possibly add additional resource planners. In addition, the positions of maintenance engineers and manager of maintenance renovations will also be filled in the near future. Tom informed the group that OPM/DAS will now play a deeper role in the hiring process at UConn. Action**Tony to prepare a plan by Friday to include: org chart, which positions need to l be filled, justification as to why they are needed, how many are required, over what period of time will they be filled and at what projected salary. Tom would like to share the plan with Rich Gray to discuss needs as soon as possible.

4) Electricians: In light of the recent discussions regarding moving electricians from Res Life over to

Facilities, it was determined that as positions become available to move, they should and any related paperwork will catch up. In the meantime, in order to allow business to continue, payroll would stay with Res Life until all Payroll Authorizations could be done at once. Group agreed.

5) Trade Groups: Ken Crowell queried as to whether each shop should be moved in spurts instead of all at once to ensure that each move is successful. Given that the resource planners will soon be hired, this would also allow each alignment to be tested as they occur. The group agreed. Tom concurred stated that shops should be moved sooner rather than later to have all completed prior to July 1st.

6) Kuali: Ken Crowell stated that Kuali is very labor intensive and that Procurement requires them to

verify pricing against schedules. This has hindered operations in that it takes more time to get items ordered in order to complete tasks timely. Tom asked that the group keep issues separate

and look at the two buckets separately: (1) those related to the realignment; and (2) pain index associated with doing their jobs.

7) Projects: Dave Clokey stated that Student Affairs has projects that are not moving forward

without discussion with senior management as they need to make the determination as to what will be funding. Logan stated that renovations are different and wanted to know how they should be presented as Facilities currently does not have a dedicated team to handle these projects. Tom queried as to what types of projects would be handled annually. Logan provided the example of cleaning of air conditioners which is approximately $300k a year. Tom inquired as to whether there was capacity to do the work in-house. If not, a plan should be laid out to show work required, additional new space and whether work could be handled at a lower cost on over-time rather than outsourced. Tom stated that the group needs to be able to clearly show what drives overtime, if it is needed. For example, what is in the base budget? What is not? If not included, is it cheaper to cover on overtime or outsourced? He reminded the group that overtime is driven by the operational decisions that are made by managers. Tom queried as to whether there are additional projects that would normally be planned during the year. George stated that there is normally a forecast for DRL projects for the remainder of the fiscal year and then into summer as enhancements are normally done during the summer. Tom stated that projects should be transparent. Action** Logan to share DRL’s list of pending projects.

8) Realignment: Tom asked Dave/Logan to touch base with John Saddlemire regarding a division-wide realignment which would include the Student Union.

Meeting adjourned at 2:30 p.m.