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FACILITIES MANAGEMENT UPDATE OCTOBER 8, 2008

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Title: FACILITIES MANAGEMENT UPDATE OCTOBER 8, 2008


1
FACILITIES MANAGEMENT UPDATEOCTOBER 8, 2008
2
  • PHYSICAL PLANT Mark Rodolf
  • INVENTORY AND RECEIVING John McClure
  • ARCHITECTURAL ENGINEERING SERVICES
  • David Stapleton
  • Business Management Ann Barnes
  • SUSTAINABILITY Jay Yowell
  • SAFETY AND TRANSPORTATION SERVICES Chris
    Wooldridge

3
PHYSICAL PLANT
4
Audio/ Video Equipment
  • PP is not trained to do installations.
  • Installation and delivery should be part of your
    bid package.
  • Service after the installation should be
    considered. If unit requires repairs, who will
    pick it up from your building and make the
    repairs?
  • In most cases, local dealers will not service
    other equipment and will only service what they
    sell.

5
Start of Semester Checklist
  • PP and Surplus have created a simple checklist to
    help head off last minute requests and to
    minimize delays.
  • The goal is to help ensure office spaces are
    ready for new faculty and staff before they
    arrive on campus for the start of school.
  • The list will be sent out mid-May and early
    December.

6
UCO Recycling Program
  • Mark Rodolf
  • Director of Physical Plant
  • mrodolf_at_ucok.edu
  • (405) 974-2247

7
Facts
  • To produce 1 ton of paper 17 to 20 mature trees
  • Recycling a single run of the
    Sunday NY Times would save
    75,000 trees.
  • We use roughly 600 to 700 lbs
    of paper per person per year.

8
Facts
  • 1 recycled can
    saves enough
    energy to run your
    TV for 3 hours.
  • There is no limit
    to the number of
    times aluminum can
    can be recycled.

9
Landfills
  • 2006 - 251 mil tons of waste 82 mil tons
    recycled 169 mil tons to landfills.
  • US Landfills have declined from 7900 in 1988 to
    1750 in 2006.

10
Physical Plant Action
  • Formed a crew specifically for recycling and
    setups
  • Refurbished (recycled) van specifically for
    recycling
  • Divided campus into pickup zones (LA-Wed)
  • Created website for general information

www.ucorecycling.com
11
Physical Plant Action Plan
  • Purchased all new containers
  • Determined locations in buildings (on going)
  • Purchased bailer for cardboard/ plastic bulb
    crusher for lamps

12
Campus Recyclable Items
  • Recycling prior to May 07
  • Metals
  • Tires
  • Car batteries
  • Oil filters
  • Anti-freeze
  • Printer cartridges (Dale Rogers)
  • Cooking oil for BioD program

13
Paper (all types)
14
Plastic Bottles
15
Aluminum Cans
16
Cardboard
17
Batteries
18
Other Recycled Items
  • Light Bulbs (mercury)
  • Ceiling Tiles
  • Carpet
  • Grass Clippings/Limbs (mulching)
  • Cell Phones (911)

Note No glass is currently recycled due to
safety issues
19
Statistics (May 07- June 08)
  • Paper recycled 72 tons
  • Trees saved 1,740
  • Landfill saved 256 cubic yards
  • Water saved 506,850 gallons
  • Electricity saved 296,868 Kwh
  • Barrels of oil 500

20
Statistics (May 07- June 08)
  • Plastic bottles 4,090 lbs
  • Aluminum cans 1,606 lbs
  • Cardboard 7,845 lbs
  • Scrap Metal 56 tons
  • Mercury 13,744 Lamps
  • Batteries 800 lbs

21
Future Plans
  • Get students involved
  • Educational posters
  • Work to limit waste in recycling containers
  • Event setups Earth Day, Stampede week, sporting
    events, etc
  • Work w/ Housing and W.I.S.H. competitions, etc

22
Concerns and FAQs
  • Contaminationoften get food and other trash
  • Customer awarenessstill getting the word out
  • Cardboard where does it go for collection?
  • Place it beside paper containers
  • Contents emptiedno packing or trash
  • Can I bring things from home to recycle?
  • Yes, as long as we currently recycle it
  • Set out day before pickup if wont fit containers
  • Do you handle confidential records?
  • Only if shredded

23
Concerns and FAQs
  • Where do I recycle batteries and ink cartridges?
  • Small containers provided in buildings. Check
    with your Building Captain for locations.
  • Call Work Order desk at 2247 to request pick-up.
  • Can we get a large container outside my office?
  • If volume warrants
  • We dont have manpower to cover all the areas
  • Do you provide a small container for my office?
  • Yes, free of charge
  • Who is the point of contact for questions, ideas
    or concerns?
  • Call Mark Rodolf at 974-2247

24
UCO Recycling Program
  • Mark Rodolf
  • Director of Physical Plant
  • mrodolf_at_ucok.edu
  • (405) 974-2247

Website http//www.ucorecycling.com
25
Electrical Shop Requests
  • We are still short handed in the Electrical Shop.
  • We will continue to do estimated jobs as time
    permits.
  • There may be delays responding. Please try to
    plan ahead.
  • If we cant meet your schedule, we will assist
    with finding contractor or submit to AES.

26
On-line Project List
  • Listing and timeline of PPs minor projects is
    listed on our website.
  • Updated on the 1st and middle of each month.
  • Access by going to Administration Finance,
    click Departments, next click Physical Plant, go
    to services, click Project List.

27
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28
Custodial Services
  • New contractor (GCA) has started and getting up
    to speed.
  • Back on line with CSRs for complaints and
    concerns.
  • We will be inspecting daily as before with FMC.
  • Please let us know of any upcoming events in your
    building that may require extra
    service..Homecoming, etc.

29
Sample Infrared Roof Scan(Communications Bldg)
30
INVENTORY AND RECEIVING
  • CENTRAL RECEIVING
  • INVENTORY CONTROL
  • SURPLUS PROPERTY

31
CENTRAL RECEIVING
  • HOURS
  • PO VS. CREDIT CARD
  • NON-CR DELIVERIES
  • 974-3867
  • UPS SHIPPING SERVICE
  • TONER/INK CARTRIDGE RECYCLING

32
INVENTORY CONTROL
  • ITS ALL UNIVERSITY PROPERTY
  • 2,500 THRESHOLD
  • TRANSFER OF PROPERTY
  • VERIFICATION

33
SURPLUS PROPERTY
  • PLAN, PLAN, PLAN COMMUNICATE
  • SURPLUS PROPERTY SHOWROOM
  • FORMS 974-3867
  • UCO SURPLUS ON EBAY

34
Total to date 154,547
35
AE Services
  • Project Update Report
  • Fall 2008

36
Campus Display Gardens
  • Create a UCO Botanical Garden by planning
    multiple Display Gardens over several years
  • Multiple gardens now in place
  • Major tree planting program to begin
  • Complete Sun Garden, Cactus Garden
  • Native Oklahoma Garden

37
Forensic Science Institute Phase 1 2
  • Project is under construction for completion
    November/December 2009
  • 12,000,000 Total Project Budget
  • 32,000 square feet
  • Timberlake Construction Company

38
Center for Transformational Learning
  • Project to advertise for bid in October
  • Completion May 2010
  • 12,200,000
  • 32,300 square feet

39
Old North Renovation
  • Phase 2 Structural Repairs
  • Project to advertise for bid in October
  • Completion September 2009
  • 1,500,000

40
Mitchell Hall Catwalk Renovation
  • Replace existing catwalk and electrical system in
    the ceiling of Mitchell Hall for completion
    January 2009
  • 955,000
  • Diversified Construction of Okla

41
Campus Master Plan
  • Prepare a guide for development of Campus growth
  • Complete

42
Thatcher Hall HVAC Piping Replacement
  • Replacement of worn out chilled water piping and
    connections thru out the building
  • On Going work over breaks
  • 612,000
  • JCI

43
Wellness Lake Arcadia Waterfront Facility
  • Under Construction
  • Scheduled for completion March 2009
  • 1,250,000
  • Nashert Constructors, Inc.

44
Chowning Street Parking Lot 2
  • Complete pending landscape
  • 650,000
  • Diversified Construction of Okla
  • Connelly Paving

45
Performance Contract Phase V and VI
  • Campus Lighting Retrofit HVAC system upgrades
  • ALL campus parking lights, walkways and canopy
    lights
  • HFH, HPE, NUC
  • 98 complete
  • 2,375,000
  • JCI

46
Hilton Garden Inn Hotel
  • Construction of a new -140 room Hotel on Campus
  • Completion possible August 2009

47
Soccer Field Improvements Phase 1
  • Create seating, field improvements and entry
    elements
  • Completion November 2008
  • 615,000
  • Diversified Construction of Okla

48
Coyner Hall Room 161
  • Complete design for HVAC modifications
  • Advertise for bid October
  • 125,000

49
Jazz Walk of Stars
  • Completed 9/12/08
  • 21 stars to commemorate major performers at UCO
    JazzLab
  • Diversified Construction of Okla

50
NUC Ballroom Doors
  • Finalize Quotes for installation of new divider
    doors
  • Installation January 2009
  • Diversified Construction of Okla

51
NUC Stair Repairs
  • Finalize Quotes for major repairs to west
    stair/bridge/walkway
  • 400,000
  • October 2008
  • Diversified Construction of Okla

52
NUC Roof Repairs
  • Finalize documents to advertise for bid in
    October
  • 500,000

53
Fund Raising Planning
  • Prepare feasibility studies
  • Wellness Center Paralympic Annex (Training)
  • Archery Complex (Training and education)
  • Forensic Science Phase 3
  • Old North Phase 3

54
Current Active Projects
  • HOH 214
  • Coyner Hall
  • Communications Bldg.
  • Business Bldg. PGA
  • Evans Hall Stair Railings

55
Pending Projects
  • Rappel Tower/ropes course relocation (Prior to
    November 2008)
  • HOH Wet Specimen Lab
  • NUC Volunteer Area
  • NUC Counseling Area

56
Next Projects (not yet funded)
  • Thatcher Roof
  • Business Roof

57
UCO Campus Map
58
Questions?
59
BUSINESS MANAGEMENT
60
SERVICE REQUESTS WORK ORDERS
  • Your service request is turned into a work order
    the day it is entered into FAMIS, (Monday
    Friday) unless an estimate is required.
  • Work Orders are scheduled by the individual shops.
  • If your service request needs an estimate, the
    supervisor of the shop doing the work will
    contact you with this information prior to
    proceeding with the work.
  • There are some service requests that require
    additional information. These requests are put in
    review status and forwarded to the Director of
    the Physical Plant.
  • An example of a service request in review status
    would be a request to repair an appliance. The
    Physical Plant does not repair an appliance.
  • The Director would cancel this request and
    immediately notify the department of this
    cancellation.

61
SERVICE REQUESTS WORK ORDERS
  • If a reviewed request is approved, the Director
    processes the request and sends it directly to
    the appropriate shop for scheduling.
  • If a service request falls under the category of
    repair and maintenance, this request is also put
    in review status.
  • The Director reviews the repair and maintenance
    service request and evaluates whether this
    request needs an estimate.
  • Example of a repair and maintenance service
    request If a department requested new flooring
    because they had their walls painted a new
    different color.
  • If the flooring was relatively new, an estimate
    would be generated for new flooring and would be
    the expense of the department instead of the
    Physical Plant.
  • A service request for which an estimate has been
    provided and is awaiting approval from the
    requestor for 30 days will be closed.

62
Service Requests Work Orders
  • The department will be notified that the service
    request in review status for 30 days will be
    closed the following day. The pending
    cancellation can be extended by the department if
    the work will be moving forward.
  • A FAMIS upgrade is scheduled to take place on
    October 25th.
  • We will be testing the upgrade the first of
    October prior to the conversion.
  • .

63
Service Requests Work Orders
  • Call Barbara Jones at
    extension 2247 IF
  • You need to add someone in FAMIS as a Building
    Captain or backup
  • Need additional training on how to enter a
    service request
  • General questions about your service request /
    work order

64
Billing
  • Work orders that are completed and closed by the
    last working day of the month will be billed to
    your ORG the following month.
  • The charges associated with your work order will
    be charged to your ORG by the last working day of
    the following month. There are two holiday
    exceptions Christmas and Year End.

Billing questions - Call Debi
Young at ext. 2199
  • A work order survey is automatically sent to the
    requestor when the work order is closed. We
    would appreciate it if you would take the time to
    fill out our survey. It helps us look at what we
    are doing right and where we need to improve.

65
SUSTAINABILITY
66
UCO SUSTAINABILITY
  • CURRENT
  • Performance Contract with JCI to help with energy
    efficiency and utility costs
  • UCO has purchased 100 wind power since April
    2006.
  • Conservation efforts in water usage, hazardous
    materials management and transportation.
  • Innovative biodiesel program
  • Recycling programs
  • Use of technology for efficiency and waste
    reduction.

67
UCO SUSTAINABILITY
  • FUTURE
  • Complete Greenhouse Gas Inventory as part of
    Presidents Climate Commitment.
  • Give UCO a picture of what our carbon footprint
    is
  • Also provide guidelines for future initiatives.
  • Rainwater collection for landscape irrigation.
  • Expansion of current programs
  • Sustainable Green Purchasing
  • Green cleaning products
  • Buy Local Food campaign for dining facilities
  • Incorporate sustainability into academics

68
ACCESS CONTROL
69
Facility Access for Groups/Individuals
  • Opening of rooms/buildings for special activities
    is coordinated by Police Services.
  • ALL requests should be routed to the Facility
    Manager (Building Captain).
  • Only the Facility Manager at each facility can
    access the automated system to schedule the
    unlock/locking by Police Services staff.
  • If you have not been trained on the system or
    given access to it, please contact Natisha Howard
    at Police Services, x2345.

70
Annual Customer Satisfaction Survey Coming
soon!Please participate!
71
PowerPoint presentation to be placed on
Facilities Management page of UCO website
72
Facilities Management Update
  • Questions?
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