1

FY 2006 Department Overview Presentation

Sal Chiarelli, Director of Physical Plant

July 19, 2005

2

Physical Plant Department255 Employees

• Heat Plant (11)• HVAC (16)• Controls (5)• Plumbing (12)• Electric shop (11)• CPR Shop (18)• Custodial (102)• TCO Asbestos/Lead (10)• Automotive (3)• Medical Complex (13)

• Recycling Sol. Waste (6)

• Administration (13)• Energy Management (1)

• Service Ops. (2)

• Material Management (3)

• Grounds/Moving (16)

• Project Management (2)

• Med. Complex Proj. (6)

• Trinity (5)

3

4

•Internal Partners (customers)

• UVM Staff• UVM Faculty• UVM Administration• Students• Residential Life• Parking and Transportation• Police Services• Athletics• Risk management• Campus Planning• Architectural/Engineering• All other AFS departments.

5

Customer Expectations

• Be invisible

• Like a utility

• I paid already (grants 50%)

• Varies according to the individual

• Be right over service

• Everything is an emergency

• Sometimes there is little or no planning

6

External Partners

•Local Utilities, VGS,BED,BPW

•State Organization

•APPA,NECERAPPA

•FAHC

•City of Burlington

•Vendors/Suppliers

•A/E Firms

•Contractors

7

Some Current Physical Plant Issues

• Deferred Maintenance • Longer hours of operation• More events/set ups. (not staffed for this)• Research requires less tolerance for down time• Energy efficiency• Higher than average turnover • Limited space for implementing zone maintenance • New codes/regulatory requirements eat at the budget. • Operating dollar increase is creating a buying power

issue • Significantly less management of the Physical Plant as a

result of cuts.

8

What Else Is Making Our Jobs Challenging

• More Research facilities

• Longer hours

• All spaces open to all people

• Eating/drinking normal

• More access to food and drink

• More utilization of space

• Everyone wants Air Conditioning

• There is a general feeling that all services should be free

• Building are getting older

• Newer buildings are more sophisticated

• Limited hiring pool in our area

• Construction/capital projects eats up PPD resources

• Limited IT resources in AFS

9

Where do we use technology

• FAMIS

• KRONOS

• Boiler controls

• Energy Management

• Card Access

• Thermography

• Building Automation

• Text Paging

• Cell Phones

• Predictive Maintenance

• Gas Purchasing

• Email

• Elevator Controls

• Water Treatment

• Metering

• Invoicing

• CADD

• All Typical Office Applications

• Many other areas

10

How Have We Changed The Department • Self Study

• Increased Communication

• Increased Visibility

• Job Order Contracting

• FAMIS

• KRONOS

• NEXTEL

• Paging

• Boiler Control System

• Facilities Assessment

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The goals for the project are as follows:

• Capture the relevant historical information

• Provide new information about customer satisfaction, employee issues, staffing, industry changes and innovations;

• Identify opportunities for increasing efficiency within the department;

• Develop priorities that will clarify funding requirements for the department and assist in the budgeting process;

• Develop an understanding of the external and internal drivers that force choices and changes within the department;

• Make recommendations for change and innovation for programs and services;

• Develop a replicable process that also increases the capacity of the staff to undertake similar studies in the future;

• Identify the consequences of not taking specific action or making sustainable changes; and

• Improve the department’s morale by creating a participatory process of self-study.

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How Did We Get Info• Focus groups

– Faculty

– Students

– PPD Staff

– Colleagues

• Surveys

• SWOT

• History

•Other Institutions

•APPA

•Current Database WO system

•Wellness Survey

•PPD Customer Surveys

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S.W.O.T.’s 

Strengths (Internal) Weaknesses (Internal) Opportunities (External) Threats (External)

Campus LocationCustomer ServiceEmployee Expertise and Dedication Well-respected work forceKnowledgeable leadershipDiverse Work ForceTeam WorkCustomer Feedback 

Campus LocationPreventive MaintenanceLoss of Corporate KnowledgeLack of Centralization Formal Training ProgramCommunicationDeferred MaintenanceOrganizational StructurePerformance Measures and AccountabilityEmployee RecognitionMoraleInadequate Financial ResourcesInformation Technology (IT)Undefined Priority ManagementFinancial Systems & Tools

Bench marking with similar institutionsPartnering (Utilities, Services and Purchasing)Creative Financing (Grants, Loans and Bonds)Utilizing Faculty (Staff Development and Technology)Centralization of Similar Campus ServicesOutsourcingCustomer InputSenior (Upper-administrative) Level DirectionChange of Customer ExpectationsUtility Deregulation

OutsourcingInsufficient FundingCode Compliance IssuesMedia (Television, newspaper and radio)Changes (Technology, Environmental and Socioeconomic)Legal Issues (Personnel and Environmental)Changes in Upper-administrative, senior positionsWages and Salaries not competitiveUnforeseen expenditures (Personnel and projects)Key Personnel RetiringInstitutional CompetitionCustomer DissatisfactionUtility Cost Fluctuations  

Common Denominators

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Strategic Planning

• Re-evaluate our mission

• Create our Vision

• Develop goals

• Create strategies to reach goals

• Align with the University

16

Mission

• To maintain facilities, perform related services and provide responsible stewardship of the University of Vermont’s physical assets in support of the University’s mission.

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Vision• To be a highly effective facilities organization through:

– Continuous improvement and innovation

– Maximizing resources

– Encouraging employee growth and job satisfaction

– Promoting the values of UVM’s Common Ground and supporting the needs of the Campus Community

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Organizational chart

Produces Annual Report

Union labor

Employs student labor

Employs part-time labor

"Zones" for maintenance

Provides employee uniforms

Use employee identification badges

Provide/fund saftey shoes

Provide hand tools to trades

Employee orientation program

Employee recognition/awards

Formal employee training & development

Use electronic time/attendance

Maintain policies/procedures centrally

Use communication tools

Custodial combined w/Res Life

Recharge departments for services

Has own accounts payable function

Provides "free" service estimates

Has central stockroom

Uses integrated supply contracts

Periodic facilities condition audit

Computerized work order system

Performs minor renovation services

Has central gasoline pump system

Has central heating system

Has central cooling system

Has cogeneration

Fuel contract competitvely bid

Has energy management program

Energy policy/enforcement

Benchmarking/Surveying

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Outsourcing OfServices ‘01 Data

Summary of FY01 "Major" Outsourcing Activity: Sort by Shop

Department Function (F) or Task/ResponsibilityVendor (V)

Asbestos/Lead V ATCAsbestos/Lead V Clay PointAsbestos/Lead V All CycleAsbestos/Lead V AldersonAsbestos/Lead V EHMAutomotive V List was blankCHP V Barclay Water ManagementCHP V Westinghouse Process Control Co.CPR V Kevin ArmstrongCPR V Kris PalmerCPR V Able Paint & GlassCPR V Heritage EnvironmentalCPR V Hawthorn's RoofingCustodial V Coye: dust mop supplierCustodial V Terminex: pest controlCustodial V Kenco: supplies as neededCustodial V Lacey's: carpet replacementCustodial V Gordon's: shade repairElectrical V Simplex fire alarm serviceElectrical V Otis Elevator Co.Energy V C.E.D.: lamp ballastsEnergy V Burgess: lamp ballastsEnergy V Magnetek: motorsEnergy V Bearing Spec.Energy V Bailey AssociatesGrounds V Marcelino, IncGrounds V Levinsky: hort & turf maintenanceGrounds V Pleasant ValleyGrounds V D.J. Tree ServiceGrounds V Bartlett Tree ServiceHVAC/P V A. Marcelino & Co.HVAC/P V Vermont Heating & VentilatingHVAC/P V Cedar Ridge SprinklerHVAC/P V Barclay Water ManagementHVAC/P V Demag riggers & crane serviceMed Plex V Simplex: fire alarmsMed Plex V Packaged A/C units: NEASIMed Plex V Alpine RefrigerationMed Plex V Chiller servicesMMW V Burgess: electrical suppliesMMW V White River Paper: linersMMW V Kenco: paperMMW V Blodgetts: HVAC suppliesMMW V Gregory: building suppliesRecycling V Global RecyclingRecycling V Chittenden Solid Waste DistrictRecycling V WSIRecycling V All CycleSOS V No outside vendors listed

20

Services Analysis Charts Page 97 SS

21

Physical Plant (Non-Utility)Budget Cuts OverThe Years.

This equates to approximately 21% of today’s budget

Year Rescission/Cut

1983 45500

1990 104178

1992 205377

1993 68477

1994 697823

1995 216983

1996 241299

1997 252279

2001 300000

2002 400000

2003 361168

2005 179000

TOTAL (06) $3,359,094Cumulative Total Over The Years. Lost Spending

$36,581,000

Today’s Dollars lost Spending Over The Years

$59,745,000

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Some Regulatory/Code Issues That Have Forced Change

• ADA• Elevator• Life Safety• Carbon Monoxide• Historical Preservation• Asbestos Abatement• Lead• Mold/Fungi• Pesticide Application• Energy Codes• Backflow prevention• Spill Prevention• Underground Storage

Tank

•Asbestos Awareness•Bloodborne Pathogens•Radiation Safety•Personal Equipment Protection•ADA•FMLA•Confined Space•Lock-Out Tag-Out•Right To Know (Haz Com)•Fall Protection•Respiratory Protection

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Some Departmental Licensing/Certifications

• Back Flow Prevention

• Electrical Joureyman

• Electrical Master

• Electrical Apprentice

• Plumber Apprentice

• Plumber Master

• Plumber Journeyman

• Natural Gas Certification

• Air Cond/Refrigeration

• Fire Alarm T-1

• Fire Alarm TQP

• Professional Engineer

•Refrigerant Processing•Lead Inspector•Lead Contractor Entity•Asbestos Inspector•CDL Driving•Fuel Oil Installer•Operating Engineer•Pesticide•Asbestos Project Designer•Asbestos Entity•Asbestos Project Monitor

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SOURCES OF FUNDS (2005)

SOURCE AMOUNT

General Fund 21,535

Parking and Transportation 365

Residential Life 4,235

Bond Money (One Time Dollars) 7,875

Departmental Projects 1,130

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Breakdown By Unit (05 Dollars)

Shop/Unit AMOUNT (1000)

Heat Plant 725

HVAC/ Plumbing 2,600

Controls

CPR Shop 1,415

Custodial 3,975

Electric 895

TCO Asbestos/Lead 850

Automotive 200

Medical Complex Projects

Grants

Administration 1,400

Energy Management

Project Management

Service Operations

Medical Complex Maintenance

1,350

Recycling Solid Waste 600

Material Management 100

Grounds management 1,700

Utilities/Other 11,455

TOTAL $27,265

PPD Budget

Administration5%

Grounds Management6%

Utilities42%

Heat Plant3%

HVAC/ Plumbing10%

Carpentry Painting Roofing

5%

Custodial 15%

Electrical3%

TCO Asbestos/Lead3%

Automotive1%

Medical Complex Maintenance

5%

Material Management0%

Recycling Solid Waste2%

Heat Plant

HVAC/ Plumbing

Carpentry Painting Roofing

Custodial

Electrical

TCO Asbestos/Lead

Automotive

Administration

Medical Complex Maintenance

Recycling Solid Waste

Material Management

Grounds Management

Utilities

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Example of the complexity of 1 units responsibilities. (Hand Out) Grounds TasksTASKS/RESPONSIBILITIES SEASON

GENERAL FUND IN HOUSE

GF CONTRACT SERVICES

TOTAL GENERAL

FUND RESID. LIFE IN HOUSE

RESID. LIFE CONTRACT SERVICES

TOTAL RES. LIFE

PARKING & TRANSPORT

ATION IN HOUSE

PARKING & TRANSPORT

ATION CONTRACT

TOTAL PARKING &

TRANSPORTATION

STORM POND IN HOUSE

STORM POND CONTRACT

TOTAL STORM POND

ATHLETICS IN HOUSE

ATHLETICS CONTRACT

TOTAL ATHLETICS

ENGLESBY IN HOUSE

TOTAL TRINITY

IN HOUSE TRINITY CONTRACT

TOTAL TRINITY

MEMORIAL PROGRAM

MISC RES LIFE

BUDGETS

MOVES AND OTHER MISC.

TOTAL ALL BUDGETS

% OF TOTAL BUDGET UVM CONTRACT

HORTICULTURE MAINTENANCE 71,103 88,963 160,066 67,427 33,946 101,373 7,856 7,856 0 122 122 5,230 0 1,400 1,400 110 276,157 18% 151,848 124,309

EDGE PLANT BEDS SP 0 0 0 0 0 0 0 0% 0 0

MULCH PLANT BEDS SP 0 0 0 0 0 0 0 0% 0 0

WEED PLANT BEDS S 0 0 0 0 0 0 0 0% 0 0

PLANT TREES AND SHRUBS SP, S, F 0 0 0 0 0 0 0 0% 0 0

PLANT FLOWERS SP, F 0 0 0 0 0 0 0 0% 0 0

SHEAR AND PRUNE SHRUBS ANNUAL 0 0 0 0 0 0 0 0% 0 0

PRUNE TREES ANNUAL 0 0 0 0 0 0 0 0% 0 0

REMOVE TREES AND SHRUBS SP, S, F 0 0 0 0 0 0 0 0% 0 0

HAUL BARK MULCH W 0 0 0 0 0 0 0 0% 0 0

LANDSCAPE DESIGN ANNUAL 0 0 0 0 0 0 0 0% 0 0

WATER TREES, SHRUBS, FLOWERS S 0 0 0 0 0 0 0 0% 0 0

PURCHASE TREES, SHRUBS, FLOWERS 0 0 0 0 0 0 0% 0 0

VINE REMOVAL FROM BLDGS. SP,S,F 0 0 0 0 0 0 0 0% 0 0

TURF MAINTENANCE 82,843 15,403 98,246 42,218 42,218 42,457 42,457 0 0 414 30,700 30,700 3,753 217,788 14% 171,685 46,103

MOW AND TRIM TURF SP,S,F 0 0 0 0 0 0 0 0% 0 0

REPAIR DAMAGED TURF SP,S,F 0 0 0 0 0 0 0 0% 0 0

TOPSOIL, GRADE, SEED SP,S,F 0 0 0 0 0 0 0 0% 0 0

STAKE ROPE INSTALL/ MAINTAIN SP,S,F 0 0 0 0 0 0 0 0% 0 0

LEAF CLEAN UP F 0 0 0 0 0 0 0 0% 0 0

MAINTAIN AND OPERATE IRRIGATION SP,S,F 0 0 0 0 0 0 0 0% 0 0

FERTILIZE SP,F 0 0 0 0 0 0 0 0% 0 0

WEED CONTROL S,F 0 0 0 0 0 0 0 0% 0 0

SOIL, SEED, FERTILIZER SP,S,F 0 0 0 0 0 0 0% 0 0

ATHLETIC FIELD MAINTENENCE 28,060 28,060 0 0 0 29,423 1,590 31,013 0 59,073 4% 57,483 1,590

MOW AND TRIM TURF SP,S,F 0 0 0 0 0 0 0 0% 0 0

AERATE SP,S,F 0 0 0 0 0 0 0 0% 0 0

OVERSEED SP,S,F 0 0 0 0 0 0 0 0% 0 0

FERTILIZE SP,S,F 0 0 0 0 0 0 0 0% 0 0

INFIELD PREP SP,S,F 0 0 0 0 0 0 0 0% 0 0

COORDINATE WITH EXPOS S,F 0 0 0 0 0 0 0 0% 0 0

DEBRIS 56,255 56,255 36,961 36,961 30,055 30,055 343 343 320 320 281 0 124,215 8% 124,215 0

EMPTY TRASH RECEPTACLES ANNUAL 0 0 0 0 0 0 0 0% 0 0

PICK UP LOOSE TRASH ON GROUNDS ANNUAL 0 0 0 0 0 0 0 0% 0 0

REMOVE POSTERS, STICKERS, SIGNS ANNUAL 0 0 0 0 0 0 0 0% 0 0

REMOVE GRAFFITI ANNUAL 0 0 0 0 0 0 0 0% 0 0

PICK UP DEAD ANIMALS ANNUAL 0 0 0 0 0 0 0 0% 0 0

CLEAN WINDOW WELLS LEAVES, H2O ANNUAL 0 0 0 0 0 0 0 0% 0 0

STORM POND MAINTENANCE 14,030 14,030 0 0 2,000 23,108 25,108 0 0 39,138 3% 16,030 23,108

MONITOR AND CLEAN STORM DRAINS ANNUAL 0 0 0 0 0 0 0 0% 0 0

REPAIR/REPLACE CATCH BASINS ANNUAL 0 0 0 0 0 0 0 0% 0 0

SNOW REMOVAL 91,445 5,500 96,945 64,989 64,989 92,411 77,797 170,208 0 0 21 18,931 18,931 3,272 354,366 23% 252,138 102,228

SNOW PLOW ROADS AND LOTS W 0 0 0 0 0 0 0 0% 0 0

SHOVEL WALKS AND STEPS W 0 0 0 0 0 0 0 0% 0 0

SAND/SALT WALKS LOTS ROADS W 0 0 0 0 0 0 0 0% 0 0

HAUL SNOW PILES W 0 0 0 0 0 0 0 0% 0 0

MONITOR FOR SLIPPERY AREAS W 0 0 0 0 0 0 0 0% 0 0

MAINTAIN ROADS, WALKS, LOTS 14,545 6,830 21,375 15,323 15,323 18,757 18,757 0 0 1,425 1,425 56,880 4% 48,625 8,255

FILL POTHOLES ANNUAL 0 0 0 0 0 0 0 0% 0 0

GRADE DIRT LOTS, ROADS SP,S,F 0 0 0 0 0 0 0 0% 0 0

MONITOR FOR MAINTENANCE SP,S,F 0 0 0 0 0 0 0 0% 0 0

CLEAN FUEL/ANTIFREEZE SPILLS ANNUAL 0 0 0 0 0 0 0 0% 0 0

REMOVE WINTER SAND SP 0 0 0 0 0 0 0 0% 0 0

MECHANICAL R&M 71,884 52,081 123,965 0 0 0 0 0 347 124,312 8% 72,231 52,081

LIGHT REPAIRS ON TRUCKS/ EQUIPANNUAL 0 0 0 0 0 0 0 0% 0 0

MOWING EQUIPMENT R&M SP,S,F 0 0 0 0 0 0 0 0% 0 0

SNOW REMOVAL EQUIP. R&M F,W 0 0 0 0 0 0 0 0% 0 0

ORDER/PURCHASE PARTS ANNUAL 0 0 0 0 0 0 0 0% 0 0

WINTER EQUIPMENT CHANGE OVER F 0 0 0 0 0 0 0 0% 0 0

SPRING EQUIPMENT CHANGE OVER W 0 0 0 0 0 0 0 0% 0 0

GROUNDS TOOLS 0 0 0 0 0 0 0% 0 0

TRADES R&M 7,124 7,124 0 0 0 0 0 7,124 0% 7,124 0

MOVING & DELIVERY SERVICES 14,030 14,030 0 0 0 0 0 83 49,005 63,118 4% 63,118 0

COORDINATE MOVES/DELIVERIES ANNUAL 0 0 0 0 0 0 0 0% 0 0

MOVE FURNITURE/SUPPLIES/OTHER ANNUAL 0 0 0 0 0 0 0 0% 0 0

DELIVERTABLES/CHAIRS/OTHERS ANNUAL 0 0 0 0 0 0 0 0% 0 0

SET UP/TAKE DOWN OUTDOOR EVENTANNUAL 0 0 0 0 0 0 0 0% 0 0

GROUNDS FUELING SYSTEM 22,400 22,400 0 0 0 0 0 22,400 1% 22,400 0

MONOTOR ANNUAL 0 0 0 0 0 0 0 0% 0 0

ARRANGE FOR FULE ANNUAL 0 0 0 0 0 0 0 0% 0 0

ORDER FUEL ANNUAL 0 0 0 0 0 0 0 0% 0 0

MEMORIAL ITEMS 14,030 14,030 0 0 0 0 0 32,237 46,267 3% 46,267 0

PLANT TREES AND SHRUBS SP,S,F 0 0 0 0 0 0 0 0% 0 0

INSTALL PLAQUES SP,S,F 0 0 0 0 0 0 0 0% 0 0

INSTALL BENCHES SP,S,F 0 0 0 0 0 0 0 0% 0 0

MISCELLANEOUS 42,090 7,000 49,090 15,148 15,148 6,254 6,254 344 344 0 4,690 4,690 75,526 5% 63,836 11,690

UNLOCK BIKE LOCKS SP,S,F 0 0 0 0 0 0 0 0% 0 0

PURCHASE/MAINTAIN BIKE RACKS SP,S,F 0 0 0 0 0 0 0 0% 0 0

MAINTAIN BENCHES SP,S,F 0 0 0 0 0 0 0 0% 0 0

MAINTAIN FENCES SP,S,F 0 0 0 0 0 0 0 0% 0 0

INSTALL CHRISTMAS LIGHTS W 0 0 0 0 0 0 0 0% 0 0

CLEAN OPERATE FOUNTAIN SP,S,F 0 0 0 0 0 0 0 0% 0 0

MAINTAIN POND ENGLESBY SP,S,F 0 0 0 0 0 0 0 0% 0 0

REVIEW CONSTRUCTION DOCUMENTSANNUAL 0 0 0 0 0 0 0 0% 0 0

COORDINATE EVENTS ANNUAL 0 0 0 0 0 0 0 0% 0 0

SIT ON UNIVERSITY COMMITTEES ANNUAL 0 0 0 0 0 0 0 0% 0 0

EQUIPMENT PURCHASE 66,685 66,685 0 0 0 0 0 66,685 4% 66,685 0

TOTALS 596,524 175,777 772,301 242,066 33,946 276,012 197,790 77,797 275,587 2,687 23,108 25,795 29,865 1,590 31,455 5,946 0 57,146 57,146 32,237 7,565 49,005 1,533,049 100% 1,163,685 369,364

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Grounds Tasks

MISCELLANEOUS, 75,526, 5%EQUIPMENT PURCHASE,

66,685, 4% HORTICULTURE MAINTENANCE, 276,157, 18%

TURF MAINTENANCE, 217,788, 14%

ATHLETIC FIELD MAINTENENCE, 59,073, 4%

DEBRIS , 124,215, 8%

STORM POND MAINTENANCE, 39,138, 3%SNOW REMOVAL, 354,366,

24%

MAINTAIN ROADS, WALKS, LOTS, 56,880, 4%

MECHANICAL R&M, 124,312, 8%

TRADES R&M, 7,124, 0%

MOVING & DELIVERY SERVICES, 63,118, 4%

GROUNDS FUELING SYSTEM, 22,400, 1%

MEMORIAL ITEMS, 46,267, 3%

HORTICULTURE MAINTENANCE

TURF MAINTENANCE

ATHLETIC FIELD MAINTENENCE

DEBRIS

STORM POND MAINTENANCE

SNOW REMOVAL

MAINTAIN ROADS, WALKS, LOTS

MECHANICAL R&M

TRADES R&M

MOVING & DELIVERY SERVICES

GROUNDS FUELING SYSTEM

MEMORIAL ITEMS

MISCELLANEOUS

EQUIPMENT PURCHASE

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Energy Conservation

• Pro-active

• Working with departments

• Formed a Utility Team

• More proactive in repairs

• Working with utilities

• Real time metering

• Get message out to students/faculty/staff

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The University of VermontElectrical Consumption (FY '75 - FY '05)

8

9

10

11

12

13

14

15

16

17

18

'75 '76 '77 '78 '79 '80 '81 '82 '83 '84 '85 '86 '87 '88 '89 '90 '91 '92 '93 '94 '95 '96 '97 '98 '99 '00 '01 '02 '03 '04

Fiscal Year (FY)

Kw

H /

Sq

. Ft.

8

9

10

11

12

13

14

15

16

17

18

No Energy Conservation With Energy Conservation

Trend (With Energy Con.) Trend (No Energy Con.)

Avoided Cost Figure (Estim ated for FY'04):Based upon 3,816,286 Sq. Ft. and19,081,430 Kw H @ $0.10 / Kw H = $1,908,143

By taking a proactive approach w ith energy conservation, UVM has reduced greenhouse gases involved w ith the generation of electricity by, at least, the follow ing quantities (thru FY '03): CO2 - 6,700 tons SO2 - 36 tons NOX - 12 tons

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Some Actions Taken As A Result Of The Study

Customer Focus• Maintenance specialists

• Building contact person

• Road show

• Mastering the maze

• Surveys

• Monthly meetings/visits

• Building contact info sessions

• FAMIS

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Some Communication Improvements

• Deans/Department Heads

• Unit meetings

• Cell phones

• Getting people out- seminars, training etc

• Emergency Logs

• Required Email

• Email Lists

• ESL

• Translators Bosnian/Vietnamese

• Web Site

• Services Day Lunch

• Annual report

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Creating A Team Atmosphere• Walk around

• Show up

• Discuss issues

• Support from the top

• Everyone is important

• All hands meetings

• Bring people to shops

• Dept heads come to meetings

35

All Hands Meeting

• Everyone attend

• Presentations of accomplishments

• Give people a chance to show off

• Get the message out

• Part of the big picture

• Invite guest speakers

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Sharing Information/Resources

• More valuable if you share

• People holding back

• No interdepartmental sharing of resources

• Types

• Prints, specs, databases, vendors

• Look for best practices

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Custodial Vendor Managed InventoryUniversity Of Maryland Model

• Goals– Reduce inventory

– Stop complaints

– Let custodians/supervisors work

– Standardization

• Solution – Looked for best practice

– Vendor managed inventory

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Business Partners

• Long term commitments

• Team approach

• Responsibility

• Help us reduce waste

• Assist with best practices

40

Facilities Standards

• One of everything on campus

• No consistency

• Negative impact on operations costs

• Not intended to limit design intent

• Partnering with A/E to create final

document (Dartmouth Model)

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42

Utilities Master Plan

What are the opportunities

• Tri-generation (electric/steam/chilled water)

• Own more of our infrastructure

• Central chilled water plant

• Capacities

• Plan the campus

• Reduce demand

• Spend less per square foot as the campus grows

43

Facilities Management Software (FAMIS)• Space management

• Work control

• Capital Projects

• Key Control

• Inventory

• Wireless interface

• Scheduling

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Event and Room Scheduling

• Duplicates

• Conflicts

• 1000/1000/1000

• Consistency

• Revisions

• Scheduled maintenance

• Block out rooms

• Hiring new position (PPD Events Coordinator)

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UNIVERSITY OF VERMONTFACILITIES RENEWAL PROJECTIONS

THROUGH FISCAL YEAR 2015(Calculated in FY' 05 Dollars)

SITE & TOTALALL FACILITIES UTILITIES

Current Backlog (through FY'10 170,500,000 7,000,000 177,500,000 Renewal (FY'11-FY'15) 48,514,400 2,200,000 50,714,400

Sub-total 219,014,400 9,200,000 228,214,400ANTICIPATED REDUCTIONSGeneral Obligation Bonds

Residential Hall Renovations: Living/Learning ('05) (7,724,178) (7,724,178) Wing/Davis/Wilks ('06) (5,874,923) (5,874,923) Slade ('06) (777,979) (777,979) Mason/Simpson/Hamilton ('07) (3,638,196) (3,638,196) Harris/Millis ('08) (3,979,739) (3,979,739) Marsh/Austin/Tupper ('07) (3,189,713) (3,189,713) Coolidge ('10) (632,843) (632,843) Chittenden/Buckham/Wills ('10) (859,965) (859,965)Sub-total Residential Hall Renovations (26,677,536) (26,677,536)

Deferred Maintenance: Future Bond Allocation (24,000,000) (1,000,000) (25,000,000) Utility Infrastructure Upgrades (3,000,000) (3,000,000) Sub-total Deferred Maintenance (24,000,000) (1,000,000) (28,000,000)

OTHER SOURCES

General Funds: Annual Budget Allocation (18,000,000) (3,000,000) (21,000,000)

State Capital AppropriationsWilliams Hall FY07/08 (3,000,000) (3,000,000)Other Projects FY09-15 (10,500,000) (10,500,000)

Anticipated Demolitions: Carrigan Building (567,576) (567,576) UVM Bookstore (900,000) (900,000) 622 Main Street (198,072) (198,072) Ag Engineering (492,966) (492,966) BioResearch Lab (523,604) (523,604) Sub-total Anticipated Demolitions (2,682,218) (2,682,218)

ANTICIPATED BACKLOG (2015) 144,654,646 5,200,000 136,354,646

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Project Management

• Facilities condition audit

• New project management position

• Charge projects

• New project management module

• Consistency

• Job Order Contracting

51

Time and Attendance• Computerized

• Free up resources for other use

• Fair

• Flexibility

• Reporting

52

53

Some Results So Far• Accountable

• Reinvest in department/university

• Prioritization

• More proactive less reactive

• Better trained

• Less Down Time

• Participatory Process

• Highly effective

• Agile

• Reduction in emergencies and recurring problems

• Improved morale (in some areas) /reduce turnover