May 5, 2014

Monday, May 5, 2014

Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

  • P3 Utility study kick- off held, and information/data gathering effort underway.  DCM reps and FS reps and Central Shop Supervisors will be providing detailed information on all utility systems this week.  Out-brief held Thursday.  Consultant pleased with progress during week.
  • Site visits for space analysis of FS Spaces being conducted this week and next.  Sabatini architects contacting FS supervisors to coordinate visits. 
  • Attended Accessibility Advisory Council meeting, will identify accessibility work to be completed in sidewalk areas with DCM reps and Jamie Simpson and accomplish work this summer.
  • Attended meeting on Studio 804 project, Marvin Hall addition regarding HVAC and building control systems.  Need to have compatible controls installed in addition with the rest of the building in accordance with DCM design standards.
  • Met on Department 118 budget process for upcoming FY15.  Funds being rolled up to Department level administration and labor rates being blended with KUC to provide standard rates across Ops enterprise.

Performance Managementimplement cultural change to improve staff engagement

  • Providing data fields desired for tracking of lost time accidents in an OSHA similar format in the PeopleSoft application for long term benefit to KU. Working closely with HR and risk management.
  • Met with BOSC HR rep to explore ways to improve OT scheduling for Athletic and other planned events.  Developing more detailed written guidelines.
  • Held meetings on smoke free campus initiative with custodial crews. FS Rep on steering committee is Mr. Vince Avila.

Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

  • Attended spring meeting of KBOR institutions facilities engineers at Pittsburg State University (PSU).   Topics included Tobacco Free campus initiatives – PSU and Ft. Hays State are actively moving in that direction with implementations in the coming year.  PSU also submitted for Westar Solar panel grant similar to KU.  Compared notes on PM programs (no schools have mature, formalized, automated PM programs), recycling and waste reduction, and natural gas supply procurement process.
  • Proposed change in custodial service to several buildings to better align Zone responsibility and improve custodial support to customers in buildings.  Working with Departments to gain consensus on change and then HR for notification to union and discussion with employees.  Will be able to make change with minimal disruption to employee schedules.  Buildings involved are JRP, Carruth O’Leary and Murphy Halls.

Energy Reduction and Sustainabilityexecute plan with incentives for participation

  • Attended annual update meeting with Westar energy, including DCM rep.  Westar identified potential project to install new substation to better serve west campus.  Provided project description to Jim Modig and Barry Swanson to initiate discussion and planning process.
  • Met with GC, CFO, Ops Business Manager and Energy Manager on ESP contract status.  Made recommendations to CFO and waiting for 2nd annual savings report from Contractor prior to any decision on status of contract.
  • Will support DCM as lead for second phase of Westar Solar panel grant for 30 KW solar panel project.  Need to work with Procurement to schedule visits with qualified vendors to submit proposal for evaluation by Westar. Deadline for next phase submission is June 17, 2014.
  • Working with Sustainability office on waste diversion and recycling initiatives to reduce overall waste on campus and facilitate reporting of waste streams. 
  • Working on committee to select KU preferred standard trash receptacles from recent RFP results.  Four vendors presented alternatives.  Committee recommended a dual receptacle with both trash and recycling bins.  Summary and recommendation being finalized and will be provided to leadership next week.

Asset Inventory

  • Chillers: All 52 entered and weekly chiller PM work orders fully automated.
  • Air Compressors: All 142 entered and weekly PM work orders fully automated to Zones 2, 3, 5 and 6.
  • Fire Sprinkler Systems: All 101 entered and all sprinkler system PM work orders fully automated to the central plumbing shop.  Sprinkler systems routed by zone into 6 automated monthly work orders.
  • Emergency Generators:  All 51 entered.  Working with 2nd shift on scheduling.  Automating these PMs are slightly more complicated as some generators are tested at certain dates to comply with customer requests.
  • Backflow preventers: all 438 entered.  Execution plan identified with Central Plumbing to share backflow testing responsibility with the zones.
  • Roofs:  Per our inspection with Traveler’s Insurance, an organized PM plan for roof inspections was required.  The plan is now active and fully automated in Maximo.  All roofs in each zone are routed together under 6 parent work orders (one for each zone)
  • Steam Traps: All 940 ready in DEV system – verification needed by steam shop before entry into production.
  • Fire Hydrants: All 130 identified and ready for import into DEV system.
  • Air Handling Units: All Zones working to verify hard copy data; still much work and data gathering to be done since there are so many AHU’s on campus, and no electronic records or inventories were available.


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