NACUBO Cover Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National association of College and University Business Officers (NACUBO).  You can read the full story online. Each month, Business Officer is delivered to representatives at over 2,100 higher education institutions with over 45,000 represented employees.


News — Facilities

  • July 20, 2015
    July 20, 2015 —

    All Projects Completed.

  • May 13, 2015
    May 13, 2015 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • This project is complete.

    Performance Managementimplement cultural change to improve staff engagement

    • This project is complete.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • This project is complete.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • The energy conservation specialist has been hired and starts May 26, 2015.
    • Energy reduction will be a continual process, therefore, this task should be 100% complete.  
  • April 15, 2015
    April 15, 2015 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • This project is complete.

    Performance Managementimplement cultural change to improve staff engagement

    • This project is complete.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • This project is complete.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • The Energy Programs office has hired an energy technician position to assist in managing building temperature controls systems for schedules and setbacks, and identify energy savings opportunities in buildings.  We are currently working with the Office of Sustainability to fill a position to work on energy behavioral management and broader sustainability areas to benefit KU with measurable energy savings from building audits and other behavioral outreach programs.  These two positions replace functions that were provided under the former ESP contract, and will help KU achieve measurable reductions in energy consumption on campus.  This position closes Sunday April 12, 2015 and we should be completing this project next quarter.
  • March 18, 2015
    March 18, 2015 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • This project is complete.

     

    Performance Managementimplement cultural change to improve staff engagement

    • This project is complete.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • This project is complete.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • We have hired Josh Wheeler to fill the Energy Technician position.  He starts at the end of March.
    • Working with DCM and Westar on the KU’s third metering point for Main Campus and the Central District. Trying to press Westar into measuring demand on the third metering point in conjunction with the other two metering points.  Not looking at demand in conjunction with the other meters could cause KU to have additional significant electric costs annually.
    • Getting prepared to bid natural gas on a 3-year contract.  Current prices are the lowest they have been in over 10 years.  We are monitoring prices and the market to see when the price will be right for making this bid.
  • February 18, 2015
    February 18, 2015 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • This project is complete.

    Performance Managementimplement cultural change to improve staff engagement

    • This project is complete.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • This project is complete.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Currently recruiting to fill the open Energy Technician position.
    • Recommendation made to change to LED lighting which offers great potential savings in bulbs, ballasts, energy, and labor hours.
  • January 12, 2015
    January 12, 2015 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Met with Central Shop Supervisors to discuss successes and issues
    • Continue to meet with Doug Carter to address any housing concerns

    Performance Managementimplement cultural change to improve staff engagement

    • Attended the “Hearing Protection” meeting regarding staff safety
    • Weekly meeting with Carol Cooper to discuss human resources needs and issues
    • Work with Steve Levenson and Craig Brooks to establish a Safety Risk Management
    • Work on Performance Evaluations
    • Participate in the meeting regarding the upkeep on Endowed and Iconic Landscapes
    • Hold an exit interview with Brian O’Keefe, leaving from the engineering department
    • Help to present an FS Employee with the University’s Employee of the Month, December
    • Evaluate the Custodial Service Agreement
    • Publish the December Foghorn and share with staff.
    • Welcome Lea Bryan as the new Work Management Manager for Facilities Services

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Met with Barry Swanson & others to discuss abandoned bicycles and how to better deal with them
    • Discuss and implement the addition of Zone Planner positions with Campus Operations
    • Meet with zone managers to discuss issues and opportunities

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Meet with George Werth to discuss most recent ideas to reduce energy usage and other projects

    Asset Inventory

    • Meet bi-weekly with Julie Bellucci to discuss inventory and other storeroom opportunities
    • Discuss Freon storage
    • Attend recurring meetings with DCM regarding the Procurement Advisory Committee
    • Review the receipt of New Chemical Products with the Safety Manager and Julie Bellucci
  • December 15, 2014
    December 15, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Continue to hold meetings with Doug Carter to discuss Housing and FS business
    • Met with Callie Long to review the GSP project and look at Housing & FS financial responsibilities.
    • Met with zone 2 and 6 to evaluate the Fall and Winter Break Projects, how they track and where we are at.
    • Assess the Zone Planner Positions with Callie Long & Shawn Harding.
    • Attended the retirement of long time employee Cynthia Woods.
    • Held discussion with Housing leadership on opportunities Maximo reset project could provide for better service delivery, asset management and facility reporting.

    Performance Managementimplement cultural change to improve staff engagement

    • Meet weekly with Carol to discuss possible Human Resource issues and resolutions.
    • Hold weekly leadership meeting to discuss challenges and opportunities for staff.
    • Present December Employee of the Month to Buddy Taylor of Zone 2.
    • Continue to work on finalizing a Custodial Service Level Agreement.
    • Issue comments and follow up to the November EAC meeting to all staff.
    • Work on the December Foghorn to share information with staff.
    • Set up Safety IV sessions to ensure staff safety with ladder usage.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Attend DCM coordination meeting to discuss projects and efficiencies with the department.
    • Met with Mike Russell & Steve Levenson to look at the Rolling Safety Strategic Plan.
    • Held a quarterly meeting with Leigh Driver of the KU Edwards campus.
    • Conducted a zone manger’s meeting to discuss overall zone maintenance and staff.
    • Working with new HVAC supervisor, Jarrod Sommer with his plans to expand PM program for HVAC assets.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Discuss Fume Hoods with Larry Cattoor.
    • Held a monthly meeting with George Werth to get an update on the program and projects.
    • With George Werth, Julie Bellucci and David Alvarez, met to discuss Schneider Electric Priority Support Agreement.

    Asset Inventory

    • Discuss Store Items with Julie Bellucci and Zone Managers
    • Held a biweekly meeting with Julie Bellucci to discuss assets and general purchasing issues.
    • Work with the Special Services crew to install new parking signs.
    • Continue to work with Daniel Tabakh to implement the use of Biodesel soap.
    • Continued efforts to clean up asset data as we begin to rely more on this data for asset management as well as service delivery through PM efforts.
    • Continued efforts to create ‘parent’ assets that tie collections of similar assets in a building together to create systems.  These parent assets are being used for PM programs that inspect whole systems of a building.
    • Created an inventory of building assets in Maximo.  Very useful for creating PMs for whole building services – ex. Pest control and elevator services.
  • December 1, 2014
    December 1, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Met with housing leadership to discuss the warranty versus service call protocol of the scholarship halls.

    Performance Managementimplement cultural change to improve staff engagement

    • Interviewed candidates for the Work Management Manager Position.
    • Attended the EAC meeting with the council as well as a follow up meeting with EAC leadership to resolve employee concerns.
    • Held a monthly meeting with Steve Levenson to get an update on the safety program and implementation.
    • Met with Central Shops leadership to discuss projects and how overall projects were progressing.
    • Held recurring meetings with Carol Cooper as well as managers regarding various staffing concerns.
    • Prepare list for weather essential employees.
    • Welcome Jarrod Sommer as the HVAC Supervisor.
    • Begin the annual voluntary Adopt a Family project for the holiday season.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Discuss Simples Fire Panel Issues with Bob Rombach, David Alvarez and Michael Thomas.
    • Attended the ADA meeting to discuss accommodation issues and opportunities.
    • Discuss the plan regarding the pilot buildings in the Grainger Project.
    • Met with DCM to discuss the implementation of hot work permits and sprinkler impairment notifications for both in house and contracted maintenance work projects.
    • Attended the Fire Alarms all projects coordination meeting.
    • Met with the steam shop to discuss the after hour boiler alarms.
    • Held a zone manager meeting as regularly scheduled.
    • Review the Custodial Service Level Agreement to provide the customer with a clear expectation of custodial work.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Welcome Steven Seifert as the new Environmental Technician.

    Asset Inventory

    • Met with Callie Long, Barry Swanson, and Shawn Harding to discuss Procurement within FS and the Org Chart, also discuss the budget with Callie.
    • Met with Julie Bellucci and Daniel Tabakh to review the possibilities of using Biodiesel soap.
    • Met with Julie Bellucci for bi weekly meeting to discuss various projects.
  • November 17, 2014
    November 17, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Attended meeting regarding the GSP HVAC unit with DCM. And another meeting to look at the Mechanical Issues at GSP
    • Attended the funeral of long time employee Ron Fowler of Zone 6
    • Continue meetings with Doug Carter & Diana Robertson to ensure the proper implementation of the SLA and the best interests for the university

    Performance Managementimplement cultural change to improve staff engagement

    • Hold regular meetings with Carol Cooper in HR to get updates on staff and various situations
    • Met with Pam Bray and Callie Long to review the CFE recommendations to see where the implementation of them stands
    • Met with Shannon Nelson on several occasions to discuss the funding for positions and roof discussions, and general FS budget concerns
    • Attended the Regents Facilities meeting in Emporia
    • Held a meeting with Jay Lee and Allen Humphrey for the Business Research Survey that the School of Business would like to do with FS
    • Working with PSO and DCM to develop recommendations to campus building access
    • Held interviews for the new HVAC supervisor
    • Met to discuss the changes to the bicycle policy
    • Offered basketball tickets to staff through a random drawing

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Met with Callie Long, Mark Reiske, Paul Graves, Pam Bray, Phil Ellsworth and Owen Mallonee to discuss the remodel of the warehouse to store Freon
    • Met with the Safety Manager, Steve Levenson and Carol Cooper to discuss ways to reduce vehicle accidents and thus  the costs involved with them
    • Met with zone managers for a regularly scheduled meeting
    • Developing the Custodial Agreement to be a document available to customers

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Discussed the selection of the new Energy Behavior Specialist position
    • Held the monthly check-in meeting with George Werth
    • Met with Gary Lawson, George Werth, Steve Scannell and Owen Mallonee to discuss coil protection for the air handlers in the new School of Business

    Asset Inventory

    • Attended the recurring meeting regarding the DCM/FS Procurement Advisory Committee
    • Attended the Siemens Operating Costs & Energy Savings meeting
    • Held a bi-weekly meeting with Julie Bellucci, the procurement manager
    • Check-in meeting for Zach and Grainger; follow-up discussion on the Grainger Project
    • Continue to process Historic Tax Credits for maintenance repairs
  • October 31, 2014
    October 31, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Attended meeting regarding the GSP HVAC unit with DCM. And another meeting to look at the Mechanical Issues at GSP.
    • Hosted a social gathering for the departure of Jay Phillips which also offered an opportunity for staff to socialize and work together.
    • Continue meetings with Doug Carter & Diana Robertson to ensure the proper implementation of the SLA and the best interests for the university.
    • Discuss outsourcing of Utility Locates for KU construction projects, added meeting with DCM to discuss the options.

    Performance Managementimplement cultural change to improve staff engagement

    • Attended the Performance Module Review Administrative & Finance Stakeholder Review session to drive the Talent Development initiative.
    • Attended the Safety Leadership Committee meeting to take part in implementing the campus task force recommendations whenever possible.
    • Had a representative attend the Tobacco Free Stakeholders meeting so that FS is a part of these discussions as well as the Diversity Leadership Council meetings.
    • Attended a meeting for a possible new attorney for the university.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Regular meeting with zone managers to ensure open lines of communication and efficiencies are being utilized.
    • Survey of Facility Workers for Jay Lee, still working on a time frame for this project for the Business School of Research.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Follow up and discussed the Behavioral Energy Position Description & Salary situation.
    • Discussed the trash and landfill savings with Eric Nelson of Sustainability to ensure the best economical state for the university’s dollar.

    Asset Inventory

    • Continue to work with Grainger to standardize the content of custodial dens and monitor the progress of the Grainger presence at the store room.
    • Worked with the Procurement Manager to discuss the contract renewals and savings with Associated Air Products in regards to Malott.
    • Attended a meeting to discuss increasing the opportunities for Automated Logic.
    • Continue to inventory large items such as Genie Lifts in addition to other large items.
  • October 20, 2014
    October 20, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Held two productive meetings on GSP HVAC issues with DCM, DSH, Contractors, Designers and Equipment Suppliers to define corrective actions and resolve problems with HVAC systems.  Substantial corrective work is planned for winter break period from 12/22/14 to 1/14/15.
    • Working with Student Housing in preparation for tour of facilities in conjunction with ACUHOI/APPA conference at the end of October.  Several FS representatives will attend conference.
    • FS representatives attended Big XII Housing conference during this time period, representing KU and benchmarking with other universities on issues as well as obtaining valuable training.

    Performance Managementimplement cultural change to improve staff engagement

    • FS representatives attended CAPPA conference during this time period, representing KU and benchmarking with other universities on issues as well as obtaining valuable training.
    • Met on pilot for Performance Management Module review with HR.  Admin & Finance units will work with this tool first and provide feedback to HR.
    • Presented FS communications tools to Compliance Partners Network to review Quarterly Foghorn, FS End-of Year report and EAC initiatives.
    • Presented FS EAC Employee of Month for October to William Bagwell in Zone 5. Congratulations Bags!
    • Completed and submitted FS end-of-year report for Campus Operations, with great feedback.
    • Completed and distributed September edition of the Foghorn.
    • Worked with Sustainability/Recycling on servicing of new outside dual receptacles for both trash and recycling.  FS will service both sides on Mondays and Recycling will take Wednesdays, and each will service their own side on Fridays.  If bin is less than half full, it won’t be emptied until next service day. 
    • Met to discuss Employees Advisory Council meeting results, finalized feedback and distributed meeting minutes to all FS staff.
    • Met with Campus Security and Safety committee and consultant to review proposals and progress for electronic building locking systems and KU proposed policy and vision in these critical areas.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Worked with DCM and Campus Ops to identify funding for RTU #1 coil replacement in Malott Hall.  Work must occur before really cold weather sets in.
    • Submitted Zone Planner PD to HR for review of title and salary recommendation. 
    • Provided FS input for R&R Program, including prioritized project recommendations to include for funding in future years.
    • Worked with Edwards campus to transition their fire alarm system testing to Simplex contract instead of FS electronic technicians traveling 2 hours round trip to perform testing and work.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Conducted interviews and selected candidate for Energy Technician position.  Made preliminary offer and negotiating salary this week.
    • Developed PD and working with Office of Sustainability to finalize PD and functional relationship for behavioral energy management position. 
    • The two energy program positions above were previously filled by contract employees under the Energy Savings Performance contract effort, and went away when the contract was terminated by KU.

    Asset Inventory

    • Grainger working on bar codes for custodial den products.  Awaiting Grainger feedback on custodial den plan to decide on best way forward to streamline ordering and product delivery.
    • Working to upgrade/replace “Gasboy” software system for tracking of fueling.  Old system failed just prior to new system being ready to install.  Manually tracking fuel dispensing until new system is installed.
    • State use procurement committee toured FS storeroom and warehouse.
    • Maximo integrations and Reset project kicked off this week with CFI consultants.  Project will revamp Maximo to “out of the box” functionality and evaluate potential integrations with other key systems.
  • October 3, 2014
    October 3, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Attended major meeting with DCM, Housing, GC, Designer and Contractor to work to resolve complex HVAC system problems at GSP residence Hall.  Pursuing designer and contractor possible liability in several key areas.  Corrosion in cooling loop, thermostat issues and clogged plate heat exchanger as well as compressor problem with frequent failure of equipment.
    • Met with Diana Robertson & Doug Carter, Dale Smith & Vince Avila to discuss the placement of Zone 3 shops in Oliver Hall.

    Performance Managementimplement cultural change to improve staff engagement

    • Working with HR and Jamie Simpson on several requests for reasonable accommodation and/or temporary or long term medical restrictions.
    • Have successfully provided opportunities for light duty through the “early return to work” program for several employees.  Working to make process consistent.
    • Completed and submitted FS end of year report for Campus Operations, with great feedback.
    • Completed and distributed September edition of the Foghorn.
    • Met to discuss Employees Advisory Council meeting results, finalizing feedback and will distribute meeting minutes shortly.
    • Maximo integrations and Reset project kicked off this week with CFI consultants.  Project will revamp Maximo to “out of the box” functionality and evaluate potential integrations with other key systems.
    • Worked with Edwards campus to transition their fire alarm system testing to Simplex contract instead of FS electronic technicians traveling 2 hours round trip to perform testing and work.
    • Continued information gathering of the APPA annual submission of the Facilities Performance Indicators Report.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Identified needs and potential projects for R&R Program for FY16/17.  Submitted to DCM with copy to Campus Ops and request high priority projects be included in R&R program for funding.  IF not included in R&R program, alternate funding should be identified for all “A” priority projects to be completed within the next 1-3 years.
    • Worked with Sustainability/Recycling on servicing of new outside dual receptacles for both trash and recycling.  FS will service both sides on Mondays and Recycling will take Wednesdays, and each will service their own side on Fridays.  If bin is less than half full, it won’t be emptied until next service day. 
    • Met with Campus Security and Safety committee and consultant to review proposals and progress for electronic building locking systems and KU proposed policy and vision in these critical areas.
    • FS Ops Manager attended Maximo training in preparation for Maximo reset project with CFI. 
    • Work with Public Safety on a Activation of Emergency Public Address System

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Posted vacancy and conducting interviews for Energy Technician position.

    Asset Inventory

    • Grainger is working in custodial dens to standardize content, label quantities for efficient re-ordering and try to streamline supply ordering and delivery.  KU is waiting on their analysis and proposal in this area for consideration, negotiation and implementation.
    • State use procurement committee toured FS storeroom and warehouse.
    • Awaiting Grainger feedback on custodial den plan to decide on best way forward.
  • September 22, 2014
    September 22, 2014 —
    • Continuing work on the APPPA annual submission of Facilities Performance Indicators
    • Working with Jamie Simpson to explore reasonable accommodations for several employees; transitional work program has two candidates working successfully now in FS
    • Met with Pam Bray, Lydia Travis and Callie Long to discuss the policy on painting and carpet replacement regarding standard colors and defining billable vs. non-billable work
    • Continued work on the Year-End Review for Campus Operations
    • Several reps from FS, IT and Campus Ops attended Maximo training in preparation for Maximo Reset project

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Met on Dyche Hall HVAC issues on 7th floor to review Smith & Boucher Report and recommendations;  FS reps working with DCM to recommend actions short and long term
    • Met with Doug Wendel, Lied Center, to discuss ongoing maintenance needs for the Lied Center
    • Looked for options for the relocation of the Zone 3 shop and worked with various departments to search for options; have preliminary concept with Student Housing for Oliver Hall
    • Finalized the movement of 6 central shop positions to zones
    • Worked within FS to discuss better ways to do boiler monitoring;  concept is to configure JCI controls to display boiler alarms at central boiler plant for monitoring and response
    • Continue to work with the Edwards Campus on regular operations, and transition them to contract support rather than FS resources driving down and back for service
    • Finished road repairs on Sunnyside Ave?

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • PD for Engineering Technician position approved by HR, position posted; need final funding and interview and selection process.  Positions will replace functions provided by ESP contract.

    Asset Inventory

    • Met with Barry Swanson, Callie Long, Pam Bray, Kathy McCurley, Rick Beattie to discuss the Grainger Stores Project.  Vince Corum is joining the team as a project coordinator.  Grainger is planning on streamlining our custodial dens for inventory of cleaning supplies and helping with ordering points and re-ordering process for custodial supplies.
    • Completed entering inventory items previously unaccounted for in shops & zones
  • September 5, 2014
    September 5, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Continue to meet with Diana Robertson to ensure good relationships with housing & FS; move in day operations were very successful with good communication and response to any reported issues in housing areas.
    • Working to resolve GSP HVAC System Repairs (met with Laura Gagliano, Leigh Myers, Vince Avila, Owen Mallonee, Gerry McClaskey, Diana Robertson, Doug Carter, James Modig) to determine corrective actions and responsibilities.

    Performance Managementimplement cultural change to improve staff engagement

    • Developed good relations with the Diversity council by meeting with Dr. Nate Thomas. Mr. Vince Avila will be the FS representative to the Diversity Council.
    • Continued work on the Year End Review for Campus Operations.
    • Continuing work on the APPPA annual submission of Facilities Performance Indicators
    • Working with Jamie Simpson to explore reasonable accommodations for several FS employees.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Met with Pam Bray, Lydia Travis and Callie Long to discuss the Paint and Carpet Policy to improve standardization of color selections and provide guidance on billable versus non-billable work.
    • Finalized the movement of 6 central Shop positions to zones
    • Smith & Boucher Report: Dyche Hall (invited by Barry Swanson)
    • Met with Doug Wendel with the Lied Center to discuss ongoing maintenance needs for the Lied Center.
    • Looked for options for the relocation of the Zone 3 shop and worked with various departments to search for options.
    • Finished road repairs on Sunnyside Ave?

     

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Worked within FS to discuss better ways to do boiler monitoring.
    • Performed outage for Spencer museum to improve metering capability.
    • Developed strategy for Natural Gas procurement and working with state to renew contract; increasing variety of approved suppliers.  Adopted 3 tier lock-in program at set price points.

    Asset Inventory

    • Completed entering inventory items previously unaccounted for in shops & zones
    • Continuing tracking of assets and assigning Preventive Maintenance work orders to key assets.  Populated over 450 automated PM work orders to date.
    • Met with Barry Swanson, Callie Long, Pam Bray, Kathy McCurley, and Rick Beattie to discuss the Grainer Stores Project.  Have project plan and Grainger rep working on site.  Will be revamping all custodial dens with help from Grainger in coming weeks.
  • August 25, 2014
    August 25, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Scheduled overtime in Zones 2 & 6 to properly staff early move-in day.
    • Scheduled overtime for entire football season – first event is fan appreciation day Saturday 8/16.
    • Met with Zones, Central Shops and employees affected by re-allocation of positions from shops into Zones.  Targeting first pay period in September for transfer of 6 positions from Central Shops to Zones.
    • Finalized PD for Fire Extinguisher maintenance position, and posted vacancy.  Need to expedite process to have some time for overlap and training with incumbent, Ms. Karen Schoor who retires 9/15/14.
    • Working with DCM and DSH to resolve HVAC issues continuing at GSP.
    • Met with campus security committee to explore scalability of costs for recommendations to make progress in electronic swipe access to buildings.
    • Completing last minute projects and preparations for move-in day.

    Performance Managementimplement cultural change to improve staff engagement

    • Awarded FS Employee Advisory Council Employee of Month award for August to Mr. Ron England in Zone 1.
    • Attended Accessibility Advisory Committee meeting and toured HawkRoute to evaluate signage and gain appreciation for challenges with accessibility on campus.
    • Beginning preliminary work on collecting data for APPA annual submission of Facilities Performance Indicators.
    • Working on developing policy on billable vs. non-billable painting work and KU standard paint colors.
    • Maximo Reset project charter developed and project approved.  Seeking funding to award contract with CFI consultants.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Working with City of Lawrence to implement school year schedule for servicing of dumpsters on campus. Also working to have City pick up dumpster service in numerous locations currently served internally by KU.
    • Solicited volunteer among Boiler Operators to change to night shift to fill vacancy from retirement through a reassignment. 
    • Working road repairs on Sunnyside Ave to address worst sections on North side of road.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Met with Sustainability and Barry Swanson on energy savings programs and resource needs.
    • Finalized PD for Energy Technician to monitor and adjust building HVAC operating systems for setbacks and special events. 

    Asset Inventory

    • Grainger representative now scheduled for work in FS Storeroom 4 days a week Tuesday-Friday.  Grainger submitted inventory analysis and project plan for proposed changes in inventory management, including custodial dens and cleaning supplies.
    • Nearly complete in entering inventory items previously unaccounted for in Central Shops and Zones.
  • August 11, 2014
    August 11, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Met with campus operations on upcoming budget and changes to FS organization to re-allocate some positions to backfill vacancies that were defunded for FY 15.   Scheduled meeting with HR to detail changes and perform required Union notifications.
    • New refrigerant storage space being designed in warehouse building to meet code requirements for proper storage and control of refrigerants.

    Performance Managementimplement cultural change to improve staff engagement

    • FS Participating in GIS project with IT to make campus utility information more readily accurate and available.
    • Maximo reset project plan approved.  IT provided draft project charter for review and comments. Enrolled Shawn Harding in intensive Maximo training course the week of August 25th.  Also attending - Gregg Holcomb, Joe Friday and Robert Kinder with KUIT and Callie Long with Campus Operations as part of the scope of the Maximo reset project.
    • Workshop began for campus-wide GIS project with vendor 3-GIS.  Working with vendor one-on-one to outline new ways of collecting exterior asset locations and attributes.  Vendor has experience with Maximo integrations – pre-planning in place.  Will know more about these integration points as the Maximo reset project gets underway.  Thanks to IT for initiating this important project.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Loaned Service vehicle to KLETC after maintenance building fire.
    • Met with PSO Emergency Management Office, Electronics technicians and Fire Marshal to outline new process to conduct fire alarm drills in multiple buildings monthly. 
    • In talks with key DCM staff on building information handovers on new buildings and projects.  Specifically making preparations for handover on new School of Business.  Decisions on KU standards are being explored for the ongoing success of this effort.
    • Attended workshop for new campus event and space scheduling software – 25Live.  Working with University Ceremonies and Special Events office on this project to gain greater transparency on scheduled events, scheduling outages, scheduling planned work, and scheduling FS resources for events.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Successfully completed power outage on west campus to install electrical meter systems on numerous buildings.
    • Met with DCM and Center for Sustainability to determine locations for new trash and recycling receptacles along Jayhawk Boulevard.
    • Held meeting with Westar on proposal to relocate west campus power substation.  DCM now has project lead.
    • Developing PD for energy office technician to handle building monitoring and scheduling of HVAC systems to pick up functions from terminated ESP contract employees.

    Asset Inventory

    • Converting vehicle asset numbers from alphanumeric to numeric only in preparation for new fuel management system that requires numeric keypad entry for vehicle ID.
    • Continued efforts to replace standing work orders with automatically generated PM work orders.  Finding new, more accurate and transparent ways to track the work we do.
    • Selling off excess inventory of R-12 refrigerant valued at about $130,000.
    • Grainger providing person part time assist with storeroom/inventory projects
    • Inventory process for materials and supplies previously unaccounted for in shop areas progressing well.
  • July 28, 2014
    July 28, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • One-on-one with Diana Robertson
    • FS/DCM Coordination Meeting

    Performance Managementimplement cultural change to improve staff engagement

    • Central shop monthly meeting
    • Safety Training III session
    • Athletic event scheduling of trades
    • Classes for IPOD and Excel efficiencies
    • Presentation of FS Employee of the Month (Robert Baldwin)

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Met with Holly Zane – HR Employee Relations Coordinator
    • Zone Supervisors meeting
    • FS Leadership meeting (wkly.)
    • Zone building tours to familiarize with zone buildings

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • P3 utility and infrastructure working group (1st time meeting to discuss KU infrastructure)
    • Discuss city back-up water supply
    • Discussion on placement of new trash/recycle containers
    • Looking into tax credits for maintenance on historical buildings
    • Looking into new Facility Performance Indicators (report shows how KU FS compares to other universities, salaries, sq./ft. landscape, material control, etc.).

    Asset Inventory

    • Met with Procurement Manager to discuss asset inventory
    • Inventory guidelines and dollar threshold to identify material quantities, store space, etc. 
  • July 14, 2014
    July 14, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Eliminated 630 standing work orders that were replaced by PM programming; 526 remain with 422 dedicated to vehicles and equipment (primarily fueling) and 104 for various activities not yet associated with a PM program.  We will work over the coming months to further reduce these standing work orders.
    • Published FS KPI’s for June – Percentage of PM work orders (not labor hours) was 58% of the 8278 total work orders completed in June. 
    • Entered automated PM workorders in Maximo for emergency generator testing and other work load for 2nd Shift PM Shop.

    Performance Managementimplement cultural change to improve staff engagement

    • Continued working with KUIT and Campus Operations on outlining proposed budget and timeline for Maximo reset project.  We hope to submit for approval this week and have CFI begin work in August
    • FS Employee Advisory Council quarterly meeting held; Director fielded questions and variety of topics.  Bob Baldwin selected as FS Employee of Month for July.
    • Continued third round of Safety training for FS staff emphasizing eye and ear protections and OSHA equivalent benchmarking.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Reviewed pest control project to validate scope of contract and process for verification of service prior to payment of invoices.
    • Held annual meeting with NALCO reps on boiler and chiller water treatment programs.  Negotiated contract renewal increase cost to only 1% vs. proposed 3%.
    • FS Space analysis study completed; taking action to clean out several areas working with Tracy Horstman and other stakeholders.
    • Reviewed after hours response procedures with KUCR; provided direct contact list for response
    • Met with City of Lawrence utilities management staff; scheduled campus water outage for the city to replace a main water shut-off valve and meter scheduled for July 9, 2014

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Met on proposed energy dashboard to enable real time display of building energy usage. Effort is one key step in behavioral energy management.
    • Working with ESP reps to understand functions and requirements prior to termination of ESP contract effective July 1.

    Asset Inventory

    • FY14 inventory completed and updated on EXISTING items in Maximo.
    • Many shops have unreported inventory.  We are outlining a course of action for counting and entering these items into our Maximo inventory.  The process is difficult as item information such as cost and vendor are not always readily available.  We are working on entering the higher value items first so our inventory can reflect the change Working on a classification system for our inventory items to make it more accessible for our staff and to increase overall business intelligence of our inventory.
    • Identified key storeroom usage fields and worked with KUIT to make fields available for reporting.  Goal is to give shops more visibility on storeroom visits to improve efficiency by reducing/combining these visits.
    • Phone Conference with Grainger to negotiate plan for Grainger support to FS procurement, storeroom and inventory management.  Goal is to have part time Grainger employee assisting in FS Storeroom by end of month.
  • June 30, 2014
    June 30, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Assisting KU Construction with F.S. electricians to install Card Access Systems on campus projects to save about half the cost if outsourced.
    • Inventory / Storeroom:
      • FY14 inventory completed and updated on EXISTING items in Maximo.
      • Many shops have unreported inventory. We are outlining a course of action for counting and entering these items into our Maximo inventory. The process is difficult as item information such as cost and vendor are not always readily available. We are working on entering the higher value items first so our inventory can reflect the change.
      • Working on a classification system for our inventory items to make it more accessible for our staff and to increase overall business intelligence of our inventory.

    Performance Managementimplement cultural change to improve staff engagement

    • Continued Safety 3 Training for Facilities Services Staff.
    • Met with City of Lawrence Utilities Mgt. staff to discuss campus water outage necessary to replace a main water shut-off valve and meter scheduled for July 9, 2014.
    • New Plumbing Supervisor (Dennis Madere) started June 23, 2014.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Of five custodial vacancies in Zone 5, only filling two with full-time staff and three with temp-staff while analyzing if all five full time are needed.
    • Identified key storeroom usage fields in Maximo and worked with KUIT to make fields available for reporting. Goal is to give zone shops more visibility on storeroom visits to improve efficiency by reducing/combining these visits.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Continued planning for transition from ESP contract effective July 1.

    Asset Inventory

    • Eliminated 630 standing work orders that were replaced by PM programming for FY15. 526 remain with 422 dedicated to vehicles and equipment (primarily fueling) and 104 for various activities not yet associated with a PM program. We will work over the coming months to further reduce these standing work orders.
    • Continued working with KUIT and Campus Operations on outlining proposed budget and timeline for Maximo reset project. We hope to submit for approval this week and have CFI begin work in August.
  • June 16, 2014
    June 16, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Phone Conference with Grainger to negotiate plan for Grainger support to FS procurement, storeroom and inventory management. Goal is to have part time Grainger employee assisting in FS Storeroom by end of month.
    • Reviewed pest control project to validate scope of contract and process for verification of service prior to payment of invoices.
    • Held annual meeting with NALCO reps on boiler and chiller water treatment programs. Housing facilities now fully integrated in contract. Negotiated contract renewal increase cost to only 1% vs. proposed 3%.
    • Continued providing ideas and suggestions with Operations to address budget pressures.

    Performance Managementimplement cultural change to improve staff engagement

    • Published FS KPI’s for May – Percentage of PM work orders (not labor hours) was 42% of the 7082 total work orders completed in May.
    • FS Employee Advisory Council quarterly meeting held; Director fielded questions and variety of topics.
    • FS Space analysis study completed; taking action to clean out several areas working with Tracy Horstman and other stakeholders.
    • Held 3rd round of Safety training sessions for staff.
    • Reviewed after-hours response procedures with KUCR; will provide direct contact list for response.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Entered automated PM work orders in Maximo for emergency generator testing and other work load for 2nd shift PM Shop.
    • Distributed MOU with Athletics for final review, comments, and signature.
    • Held quarterly conference call with Edwards campus facilities manager. Provided information on submission of work orders in Maximo and working toward Edwards becoming a more independent “Zone” with program support from KU Facilities Services.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Met on proposed energy dashboard to enable real time display of building energy usage. Effort is one key step in behavioral energy management.
    • Working with ESP reps to understand functions and requirements prior to termination of ESP contract effective July 1.

    Asset Inventory

    • PM stats to date: 1,410 automatically generated PM work orders. 252 different Preventive Maintenance Setups. 66 of those PMs have associated routes – multiple assets per PM for increased worker efficiency.
    • 6,532 total assets entered to date. Still working an Air Handler Unit inventory.
    • Discussing inventory process to figure out how to enter existing, significant unaccounted for inventory items into Maximo.
  • June 2, 2014
    June 2, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Continued meetings with Operations to discuss FS OOE budget and options for reductions and increases in efficiency
    • Director currently attending Big 12 Facilities Conference
    • Vacant Plumbing Supervisor position offered and accepted by Dennis Madere; to start June 23rd
    • Identified and communicated GU positions to transfer to 580 funding

    Performance Managementimplement cultural change to improve staff engagement

    • Completed first class of FS Safety – 3 training completed; more classes to follow
    • Annual steam shut-down successful with many necessary repairs completed

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Continued efforts to optimize PM maintenance.  Now that work orders are automatically generated, we are working with zones and shops to optimize these automations to increase efficient assignment and completion.
    • Housing zones rapidly increasing efforts to prepare for summer camps and schedule repairs in available housing spaces

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • No major updates to report during this reporting period

    Asset Inventory

    • PM stats to date: 1,410 automatically generated PM work orders.  252 different Preventive Maintenance Setups.  66 of those PMs have associated routes – multiple assets per PM for increased worker efficiency.
    • 6,532 total assets entered to date.  New entries for Electric Meters with plans to integrate meter data into Maximo.  Other meters planned for possible future integrations.
    • Zones continuing to turn in Air Handler information.  Coordinating with central HVAC to ensure Metasys nomenclature is part of HVAC asset records.
  • May 19, 2014
    May 19, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Met with operations to discuss FS OOE budget. Active discussions and process changes focused on ways to further ‘capitalize on the economies of scale’: Zones and Shops instructed to check with storeroom for all purchases to make sure products don not currently exist. Work Management actively identifying ‘non-essential’ work orders that take focus from essential maintenance and repair of facilities – drafting request denial language.
    • Site visits for space analysis of FS Spaces completed by Sabatini. Presentation of results of the study scheduled in near future.
    • Completed preparations for another great Commencement event – 2nd under new FS organization. No major problems to report. Many compliments received including retweet by @KUnews specifically about facilities crews. Zones and shops well-coordinated by Laura Sellers in Special Services.
    • P3 Utility study ongoing. Consultant meeting with 2nd shift crew next week to discuss Emergency Power systems.

    Performance Managementimplement cultural change to improve staff engagement

    • Mobile Workforce:  All intended maintenance shops now fully deployed and trained (192 current users) with mobile devices and EZMax for electronic work order management. Mobile devices also equipped with Email and Lync (voice and video call enabled) for significantly improved communications not only within our organization, but further connecting our maintenance staff throughout campus as a whole. (See ‘PM Program’ below for further details.)
    • Continuing efforts to engage maintenance staff in work logs on work orders in Maximo. This serves as a ‘running chat room’ on our work orders. This feature gives further transparency throughout our organization on these issues. Ex: comments from the zone responder can be seen by the assigned central shop worker directly through EZMax – also by work management and zone administration for increased customer service and status transparency. Siri-enabled devices allow workers to have their spoken updates translated into text.
    • Working with FS Garage on many process improvements. Solutions identified on improved fuel reporting, improved PM program on vehicles, and overall improved asset (vehicle) tracking. Will move operation to full 700 cost recovery and adjust rates appropriately.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Working with zones on maximizing summer project efficiency. Identifying key projects and identifying ‘shareable’ resources to increase budget efficiency and expedite critical projects.
    • Proposed change in custodial services discussions ongoing. Change proposed seeks to better align service and personnel with departmental needs. Budget discussions and HR factors will also play a role in this outcome.
    • Met with DCM and IAO to identify scope of work for summer improvements to sidewalks and to resolve several ADA accessibility issues.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Continued and ongoing discussions on ESP contract status. GC office has lead to draft termination document.
    • Westar chose KU to continue on as a potential site for installation of a 10kW solar array. KU has submitted proposals for 2 locations: AFH parking garage and M2SEC roof. This selection moves KU up to the next level for consideration.
    • Ongoing: Working with Sustainability office on waste diversion and recycling initiatives to reduce overall waste on campus and facilitate reporting of waste streams.
    • Ongoing: 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.
    • Proceeding with installation of new electrical meters on west campus. Installation set for July 26th. Meters will measure energy use and report back to central metering database.

    PM Program:

    • Mobile workforce: This was a major hurdle for PM as we have designed work order processing around our workers being able to receive PM and Asset information through these devices. This information was not possible to deliver through traditional paper methods.
    • Chillers: Found some missing chillers in the PM program. Working with HVAC shop to update. Also working with HVAC to optimize chiller check routing to increase efficiency.
    • Air Compressors: Basic PM program complete and fully automated. As time allows, we will be updating quarterly and annual PMs in this program.
    • Emergency Generators:  Found flaw in PM program – actively changing from ‘Generator’ PM to more relevant ‘Emergency Power System’ PM. Important distinction now allows for job plans to include inverters, battery backups, etc., as different buildings contain different types of systems. Now able to incorporate all relevant assets into the system asset. Also working with 2nd shift on scheduling these system checks in accordance with customer expectations.
    • Backflow preventers: All entered. Now working on separation of responsibility between backflows checked by central shop vs. zone. Actively scheduling ‘fire’ and ‘domestic’ backflows for central shops by using asset specifications in Maximo.
    • Roofs:  Fully automated indefinitely. Zones actively checking and completing roof checks based on our automated PM work orders.
    • Air Handling Units: No major change since last update. 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.
    • Maximo Reset:  Ongoing discussions with CFI and KU IT leadership. Identified critical need for CFI maintenance hours for updating and repairing our current system. Resubmittal by CFI now more accurately aligns CFI process with KU objectives. Continuing to discuss next steps, and pull together proposal for leadership review and approval.
  • May 5, 2014
    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.
  • April 21, 2014
    April 21, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • No new updates

    Performance Managementimplement cultural change to improve staff engagement

    • No new updates

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • No new updates

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • April 7, 2014
    April 7, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Developed draft policy on custodial service level standards and formal QA process; submitted for review Tuesday 3/18. Received minor updates and will publish to campus customers.
    • Johnson Controls contract renewed until 2015 with modest escalation of fees only.
    • Attended School of Business design development input meeting.
    • Attended Daisy Hill new construction design development meeting.
    • Mr. David Alvarez accepted offer for Electrical Shop Chief position. He comes from a commercial electric company where he is working on diagnostic, preventive maintenance and repair of large switch gear and transformers.  He is a licensed master electrician and has many years of supervisory experience.  He will start 14 April.
    • Central plumbing shop supervisor leaving for code inspector position with City of Lawrence.  Disappointing loss of excellent supervisor, despite offering to match salary.

    Performance Managementimplement cultural change to improve staff engagement

    • Met with KS State facilities personnel to benchmark and meet new staff.
    • Completed 7 of 7 scheduled sessions of customer service training for FS employees. Over 90% of day shift personnel have received training.
    • Published Foghorn quarterly newsletter Monday 3/17.  Next edition will be June 2014.
    • Met with FS Employee Advisory Council (EAC) leadership on their recent meeting and provided feedback on employee questions and concerns.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • KU Received CFI report.  Need to review and determine way forward with Maximo and or other enterprise application solutions and integrations.
    • Initiated space study to optimize space in current FS buildings, including storage areas used by others to identify opportunities for savings and efficiencies. Study will identify new location for Zone 3 since McCollum Hall scheduled for demolition.
    • Risk Management presented transitional duty program to FS Zone and Central Shop leaders 3/19.  Will pilot test program in FS.

    Energy Reduction and Sustainability:  execute plan with incentives for participation

    • Attended meeting with Black Hills energy regarding calibration and reconciling of gas meters.
    • Working with SSC Director and Dept. 118 Ops reps to ensure proper support for energy cap and utility meter data input, direct debiting and billing.  SSC and department level support people need to work closely with energy manager especially for training and transition periods.
    • Met with business reps from Dept. 118 to identify and gain consensus on reporting needs in energy management business areas. 

    Asset Inventory

    • KU received ESG final report on FS supply chain and inventory management.  Will issue RFP to examine vendor managed alternatives to run storeroom.
    • Working on adding assets to Maximo inventory.  Currently consolidating Air Handler Unit hard copy inventory information in and will enter electronically.
    • Will be working with Zones and Central Shops to provide more detailed asset information on equipment assets already entered in Maximo.
    • Deploying asset inventory tags; already completed for large chillers.
    • Developing planned approach to obtain PM information from Zones and Shops and then enter PM in Maximo for each asset category.
  • March 24, 2014
    March 24, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Finalizing spring break cleaning/project work planning for student housing buildings.
    • Safety training completed for two full rounds of employee training. Conducted sessions for new employees and for boiler operators this week.
    • Will short-list candidates for electric shop supervisor position this week and schedule interviews.
    • Continued multiple sessions of customer service training for FS employees. Five out of seven classes completed and over 75% of day shift personnel have received training.
    • Continuing roll-out of EZ Max version of Maximo in central shops areas; scheduled plumbing shop for training next week.

    Performance Managementimplement cultural change to improve staff engagement

    • Awarded Mr. Ron Allen from the central plumbing shop the FS Employee Advisory Council Employee of the Month for March 2014.
    • Collecting articles for Foghorn quarterly newsletter – for publication next week.
    • Met to finalize details of transitional duty program and will pilot test program in FS.
    • Rolling out transitional duty program info with risk management office at this week’s FS staff meeting for pilot test of program in FS.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Establishing custodial service level and quality assurance standards for review this week.
    • Supplied HVAC systems description for Animal Care Unit spaces for accreditation report. Working with DCM and ACU to correct air flow discrepancies in spaces.
    • Reviewing Master Plan sections; presentation meeting scheduled for Friday.
    • Working with SSC to address building cleaning and maintenance issues in Carruth O’Leary Hall.
    • Provided feedback to Employee Advisory Council on all issues and concerns raised at last meeting.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Calibrated Natural Gas meters on main boilers through SEGA monitoring system.
    • Comparing our metered consumption to Black Hills natural gas meters and billing info.
    • Attended meeting on Natural Gas reverse auction to explore possibilities. Will investigate gas consumption info from other KBOR colleges and check interest in bundling procurement.

    Asset Inventory

    • Will review CFI report/proposal on Maximo recommendations and scope of work once received.
    • Continued working on Air Handling Unit assets; information is scattered and difficult to collect and will take quite some time to enter completely in Maximo.
    • Working with IT on GIS/utility mapping software requirements.
    • Providing input on contract renewal for Johnson Controls contract, and for establishment of contract with TRANE.
  • March 10, 2014
    March 10, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Reviewing design docs for new Daisy hill construction project.
    • Campus safety and security team met to review recommendations to present to leadership on electronic lock systems and overall security and access program administration for KU.
    • SLA 2nd quarter financial results indicate FS is tracking just slightly over last year’s costs, but Student Housing prefers to include all types of work under the SLA rather than have improvements, and upgrades billed separately. Working with Housing to establish dollar value limit where consultation is required on work to decide if separately billed.
    • Met with Director of Admin/Ops Shared Service Center on implementation plan. Provided suggestions for meeting FS business needs for large department and workforce; viewed SSC work spaces; and working to clean and spruce up space as best we can.

    Performance Managementimplement cultural change to improve staff engagement

    • Met with Huron representatives on status of Maximo issues across the board, as well as general progress of FS post merge. Identified many things going well and continuing to improve as well as a few areas of slower progress.
    • Meetings held with CFI consultants for Maximo issues. Investigated business processes to define a scope of work and pricing for contract to guide KU in configuration and use of Maximo long term. Waiting on CFI report to define scope for Maximo work.
    • Continued with customer service training and second round of safety training for FS workforce.
    • Ms. Laura Sellers awarded KU Employee of the Month for February 2014. Congratulations Laura!
    • Posted vacancy for Electrical Shop supervisor position. Key position relied upon by both FS and DCM for input on medium voltage electrical distribution system. Mr. Bob Baldwin will be interim shop supervisor during hiring process.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Met with Operations business reps to refine “efficiency” measure for FS shops and Zones: spreadsheet measures amount of time allocated in Maximo compared to total time worked.
    • Met with Grainger reps and procurement to plan out transition to E&I contract to ensure consistent pricing for FS.
    • Working with Grainger to explore opportunities for satellite parts storage and dispensing, as well as labor support from Grainger. 

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Energy Manager finalized application for solar power grant from Westar after incorporating all review comments. Application was submitted by deadline of March 1st.
    • Provided info in interview for UDK article on heating and cooling of buildings and energy usage and controls systems; explaining why some older buildings are more difficult to control temps consistently
    • Met with Midwestern Higher Education Compact reps to explore opportunities for better procurement of facilities and/or energy services.
    • Calibrated boiler burners and internal metering to compare natural gas consumption with Black Hills metering and billing.

    Asset Inventory

    • Actively working on entering assets in Maximo in the following categories currently: Steam traps, fire extinguishers, and air handling units. Air handling units are numerous and asset documentation is all hard copy, so entry will be data entry/labor intensive.
    • Assets already entered in Maximo include: Air Compressors, HVAC Chillers, HVAC Cooling Towers, Boilers, Fire Extinguishers, Fire Sprinkler Systems, Fire Alarm Systems, Emergency Generators, Backflow Preventers, and Condensate Pumps.
    • Asset tags have only been deployed for a small number of the above assets as they are a lower priority need at this time.
    • We will continue to focus on asset entry along with the next critical priority of Preventive Maintenance (PM) plans for each asset class and automating generation of PM work orders using Maximo. Air compressors in Zones 2 & 6 currently have an automated PM work order generated weekly, as an example.
  • February 24, 2014
    February 24, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Record-setting snow storm closed campus for two days this week.  FS equipment operators worked nearly around the clock, and all weather essential employees worked to get campus operational, clearing 14 inches of snow.
    • Last progress review of FS CFE initiatives being scheduled with Huron reps for week of 2/17
    • Received 2nd quarter report on SLA financial tracking.  Costs of service tracking just slightly over last year’s level at midpoint of Fiscal Year.

    Performance Managementimplement cultural change to improve staff engagement

    • Postponed first session of Customer Service Training this week due to snow.  Multiple sessions for FS scheduled over next 6 weeks.
    • Annual performance evaluations for staff complete
    • Postponed kick-off meeting with CFI this week.  Will need to reschedule quickly to define scope of work for Maximo and other application integration projects with KU reps from FS, Accounting and IT.
    • EZ Max Mobile training and distribution of handheld devices to Central Shops will start up again.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Completed 3,440 work orders in January 2014 with 90%+ satisfaction rate overall from survey results
    • Working to reinvigorate PM program development and asset population in Maximo now that primary position for Maximo is filled.  These areas need to remain high priority in Maximo workload.
    • Served on the roofing contractor interview committee for on-call roofing contract.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Identified short list of potential locations for submission of grant request for solar power panel installation.  Project for 10-30KW solar power panel installation would be completely funded by Westar.  Sustainability, DCM and FS are working together on application submission.
    • Working on automating meters and server upgrades for metering to better gather building energy use data.  Also investigating building energy dashboard products.

    Asset Inventory

    • Decision made to transition motor pool to Enterprise contract operation.  Notification to customers and procedures document complete.  Need to push out to customers and post on web next week.  Transition to new procedures scheduled for March 1st
    • Awarded FS EAC Employee of the Month award to Mr. Allan Flanner at the Storeroom.  Allan worked extra hard to keep the storeroom running smoothly during a period of transition with two vacancies.
    • Received draft ESG Consulting group report on the Storeroom and warehousing/inventory issues. Need to set up meeting to review results and agree on action plan.
    • Attending Grainger conference to learn more on inventory management solutions.
  • February 10, 2014
    February 10, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • No new updates

    Performance Managementimplement cultural change to improve staff engagement

    • Working with Facilities Services leadership staff on developing staff goals for 2014.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Completed over 3000 work orders with around 90% satisfaction rate from customers.
    • Updating the Electrical Supervisor position description to start recruitment of this recently vacated position. 
    • Met with Animal Care Unit (ACU) staff to discuss how best to meet their department’s certification inspection coming up in April 2014.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • January 27, 2014
    January 27, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Implemented new process for DCM, IT, and FS to meet and confer prior to excavation near utilities. Working with IT on potential utility tracking software change.
    • Move-in weekend resulted in many after-hours responses: FS response to sprinkler head damage in Jayhawker towers building A was fast and limited damage.

    Performance Managementimplement cultural change to improve staff engagement

    • Second round of Safety Training for FS employees being conducted now.
    • Reviewing progress with Huron reps this week to determine if final site visit is necessary.
    • Working with CFI (IT consultant) to define scope of work for Maximo and other application integration projects with KU reps from FS, Accounting, and IT. Kickoff visit being scheduled first week of Feb.
    • Selected Robert Kinder for Maximo position; he started work January 6.
    • Working to reinvigorate PM program development and asset population in Maximo now that primary position for Maximo is filled. These areas need to remain high priority in Maximo workload.
    • Will award FS EAC Employee of the month award to Mr. Allen Flanner at the Storeroom. Allen worked extra hard to keep the storeroom running smoothly during the period of transition with two vacancies, including the supervisor position.

    Zone Maintenance:  develop system to reduce supervisory staff and improve efficiency

    • Completed 3047 work orders in December 2013, with 100% satisfaction rate from survey results.
    • Met with Athletics on proposal to establish MOU for service levels that FS will provide in support of Athletics facilities. Conceptually agreed on approach where FS will perform all requested work up to a certain dollar amount annually as non-billable and then all work beyond that dollar amount will be billable up to the end of the Fiscal Year. Draft MOU circulated to stakeholders for comment/input. Events support and preparation, and utilities reimbursement will remain separately billable items.
    • Reviewing snow removal plan for updates and reminding FS workers of importance of accessible pathways during snow removal operations.
    • Working on annual performance evaluations for staff. High percentage of evaluations are complete; following up to make sure we have all evaluations complete and submitted to HR.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Energy efficient LED lighting project completed at Mississippi and AFH parking garages prior to end of year for energy savings tax credit. One faulty light fixture will be replaced by FS, not contractor.
    • Met with Westar reps, DCM, and Sustainability on grant program for solar power panel installation. Project for 10-30KW solar power panel project completely funded by Westar is possible. Working with stakeholders to identify building and site for application.
    • Worked with Sustainability on strategic planning and goal setting where FS has role for energy conservation, metering, and other energy related topics.
    • Continue to work issues with Energy Savings Contract. Energy Manager working on improved metering for electrical and steam (condensate return meters).

    Asset Inventory

    • Selected candidate for FS Storeroom Supervisor position: Ms. Michelle Swisher (internal candidate) will be starting February 3.
    • Received ESG Consulting group report on the Storeroom and warehousing/inventory issues. Will need to review results and agree on action plan to move forward.
    • Decision made to transition motor pool to Enterprise contract operation: working on drafting procedures and will target transition to contract by March 1, 2014.
  • January 13, 2014
    January 13, 2014 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Worked with Public Affairs on Wall Street Journal article on CFE Savings in FS.  Escorted photographer to various locations for pictures of FS employees on the job.
    • Assisted Memorial Union with emergency repairs to fire main sprinkler; partnered with DCM, and Union employees as well as McElroys for successful emergency repair to critical system.
    • Work in housing buildings and cleaning in academic areas will be ongoing during the several week period of student vacation.
    • Working through HVAC and plumbing issues in several buildings due to extreme cold snap and damage to some systems. 

    Performance Managementimplement cultural change to improve staff engagement

    • Continued Safety training for overnight shifts and started second round of safety training (safety overview, ergonomics, lifting) for day shift employees. 
    • Held electrical code and arc flash safety training for electricians.
    • Recognized two FS employee Advisory Council employees of the month, Larry Higgins for December and Natalya Vorobey for January.
    • Delivered over $900 in merchandise and gift card donations to FS adopted family for the holidays through the Salvation Army.
    • Submitted APPA Facilities Performance Indicators (FPI) Survey this week.  This enables free access to other participants’ data for benchmarking  once APPA validates data and publishes the results.
    • Selected Robert Kinder for Maximo position; he will return to KU in early January.
    • Contract for CFI0 (IT consultant) signed and underway.  CFI will help define scope of work for Maximo and integration projects with KU reps from FS, Accounting, and IT

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Completed 3047 work orders in December, with 100% satisfaction rating from automated survey responses.
    • Wi-Fi projects completed on west campus to improve coverage for handheld devices.   
    • EZ Max Mobile and handheld devices rolled out to about 70% of maintenance employees and custodial supervisory staff.  Central Plumbing shop scheduled early in January.  Initial feedback positive.
    • Zones responsible for housing areas are working through firewall issues and will be able to use handhelds in their areas through ResNet.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Worked with Center for Sustainability to populate Strategy Table goals and objectives in energy related areas of Sustainability Plan.
    • Completed project for LED lighting installation in Mississippi and AFH garages enabling submission of tax credit for parking funded project.

    Asset Inventory

    • Expecting ESG consulting report on warehouse and inventory management soon. 
    • Received proposals from Enterprise to transition motor pool to Enterprise contract operation; working with procurement and drafting procedures for customers to use contract directly.
    • Exploring pilot opportunity with Grainger to dispense PPE and tools through vending like machine – free service with Grainger at our customer spending level.
    • Filled one Storekeeper vacancy, and currently interviewing for Storeroom Supervisor position.
  • December 9, 2013
    December 9, 2013 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • No new updates

    Performance Managementimplement cultural change to improve staff engagement

    • No new updates

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • No new updates

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • November 25, 2013
    November 25, 2013 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Agreed on annual assessment number for 2014 Service Level Agreement with Student Housing; will update SLA and route for signature.
    • Planning winter break work in the two housing Zones

    Performance Managementimplement cultural change to improve staff engagement

    • Rolling out handheld devices and training one Zone and Central Shop at a time over several weeks. Half of Zone 2 training completed this week. Initial feedback very positive and about 2/3 of FS maintenance staff now trained on handhelds. 
    • Work underway for Wi-Fi projects starting on west campus late this week with scheduled completion by Thanksgiving to improve coverage for handheld devices
    • Participating in Dept. 118 Performance Based Budgeting project for Public Administration class.  Provided feedback on survey questions deploying surveys now

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Scheduled safety training for 3rd shift custodial crews – only remaining group needing to receive training.  Conducting 3-4 late night sessions for 3rd shift personnel. 
    • Implemented improved procedures for Lock Out and Tag Out program for shops and zones working on hazardous equipment. 
    • Scheduled Arc Flash and electric code required safety training for early December timeframe.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Working on automating electrical meter reading to improve accuracy and reduce manual reading of meters.  Requires server upgrade work and coordination with IT.
    • Working with contractor to replace non-functioning steam meter in M2SEC building.
    • Attended Energy Savings Performance Contract negotiation meeting with CFO and General Counsel to address issues and advise CFO on potential settlement.
    • Energy efficient LED lighting project at Mississippi and AFH parking garages on track for expedited completion for energy savings tax credit.  Fixtures ordered and PO entered for contractor installation beginning in early December
    • Competed Natural Gas supply pricing among two vendors for contract period through May 2014.  Atmos Energy is new provider as of 1 December (replacing Constellation).  Will work with Procurement on new contract mechanism toward end of this calendar year to ensure contract in place by May 2014.

    Asset Inventory

    • ESG Consulting (E&I Affiliate) scheduled follow-up visit week of 11/18 to analyze top spending categories in FS and make recommendations to improve sourcing, procurement, inventory management and warehousing processes and provide road map for improvements
    • Hal Kopsa will retire from storeroom Dec 6th, after many years of service to KU.
    • Received proposals from Enterprise to transition motor pool to Enterprise contract operation; evaluating proposals and deciding which service option best fits KU needs.
  • November 11, 2013
    November 11, 2013 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • No new updates

    Performance Managementimplement cultural change to improve staff engagement

    • No new updates

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • No new updates

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • October 28, 2013
    October 28, 2013 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Finalized Service Level Agreement with exception of budget number for this year.  Scheduled meeting with accounting and Student Housing reps to arrive at recommended budget number.
    • Sent Zone Managers in Zones 2 and 6 to Big 12 housing conference with Student Housing representatives. 
    • Started distributing handheld devices to Zone 2 and providing training.  We have ResNet access, but need to work out the details of running EZ Max Mobile on different network access.

    Performance Managementimplement cultural change to improve staff engagement

    • Completed safety and operator training for forklift operations for FS and other interested partners over the past month, per OSHA requirements.  Inspected all forklifts and corrected several discrepancies.  All operators now certified, and must display certifications during operation of any forklift.
    • Participating in Dept. 118 Performance Based Budgeting project for Public Administration class.  Will survey partners and stakeholders in coming weeks. Internal supervisory team surveyed and data presented with Directors on 10/9.
    • Distributed minutes from Employee Advisory Council meeting to all employees.  Several initiatives suggested by employees and council have already been implemented or are planned for work on the schedule.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Continued routine communication meetings with both Zone and Central shop leadership; always working to improve and standardize procedures across lines.
    • Rolling out handheld devices and training one Zone and Central Shop at a time over several weeks.  Zone 4 training completed this period.  Initial feedback very positive. 
    • Wi-Fi projects on west campus (especially at storeroom and warehouse) will help maintain connections and ease of use.  Projects funded and pre-construction meeting scheduled w/IT.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Energy Manager working project for LED light replacement for Parking and Transit garages at Mississippi Street and Allen Field House.
    • Pursuing additional capability for automatic metering interface with Energy Cap reporting software and investigating energy dashboard capabilities for buildings.
    • Sent Natural Gas nomination and price locking strategy to procurement for remaining contract period through May 2014.  Will need to work with Procurement to determine new contract mechanism toward end of this calendar year to ensure contract in place by May 2014.
    • Drafting reminder on Energy Policy and set points for distribution during change-over of buildings from cooling to heating season.
    • Infrastructure alternatives for Master Plan presentation completed along with other Master Plan meetings.  General course of action is to move toward better reliability of systems through multi-building loop systems where optimal.

    Asset Inventory

    • ESG Consulting (E&I Affiliate) completed initial interview process with FS representatives last week to evaluate sourcing, procurement, inventory and warehousing processes and provide road map for improvements.  Sending additional info and asking about schedule and deliverables.
    • Met with E&I representatives to discuss strategic sourcing and use of cooperative contracts; specifically addressed concerns with Grainger contract.
    • Meeting with Security policy group to report on subcommittee work on key and electronic lock systems policy and procedures update.  Preliminary drafts of documents reflect KU vision of progressing to swipe card systems for exterior building exits and access control, and greater programmatic role for PSO in approving building access.
  • October 14, 2013
    October 14, 2013 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Housing SLA updated with linen contract and carpet replacement procedures. Accounting refinements and first quarter financial update presented Student housing for review. 
    • Meeting with Security policy group to report on subcommittee work on key and electronic lock systems policy and procedures update. Preliminary drafts of documents reflect KU vision of progressing to swipe card systems for exterior building exits and access control, and greater programmatic role for PSO in approving building access. 

    Performance Managementimplement cultural change to improve staff engagement

    • Working with Performance Based Budgeting class to evaluate budget outcomes and attempt to make strategic link between budget and desired outcomes.
    • Infrastructure alternatives for Master Plan presentation completed along with other Master Plan meetings. General course of action is to move toward better reliability of systems through multi-building loop systems where optimal

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Rolling out handheld devices and training one Zone and Central Shop at a time over several weeks. Zone 4 training completed this week. Initial feedback very positive. Wi-Fi projects on west campus (especially at storeroom and warehouse) will help maintain connections and ease of use.
    • Benchmarked with Iowa State on IT and Web tools, including interactive mapping display on web site, linked to back end databases and real time project updates. We need to make a fundamental selection of enterprise software and develop a plan to move forward in these areas. They have approximately 7 FTE of IT support embedded within their facilities group to maintain their enterprise software equivalent to Maximo/Tririga.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Presented energy savings alternatives analysis to parking for AFH and Mississippi parking garage lighting project. Recommended alternative is LED lighting with 10 yr warranty.
    • Sent Natural Gas nomination and price locking strategy to procurement for remaining contract period through May 2014. Will need to work with procurement to determine new contract mechanism toward end of this calendar year to ensure contract in place by May 2014.

    Asset Inventory

    • ESG Consulting (E&I Affiliate) completed initial interview process with FS representatives this week to evaluate sourcing, procurement, inventory, and warehousing processes and provide road map for improvements.
    • Created on line form for submission of asset information to work management.
  • September 16, 2013
    September 16, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Met with Housing on updated SLA, need to include linen and carpet process updates and finalize for signature for current FY. Move in week largely successful with minor process improvements to address, including sound prioritization of summer surge work and responsive staffing for HVAC issues identified late in process.
    • Working with HR to adjust PM shop schedule to provide better continuity, after hours, and weekend coverage. Half of the crew will go on a Sun-Thurs normal second shift schedule and half will go on a Tues-Fri normal second shift (1:30-10:00 pm) schedule. Weekend days for this crew will be 9am-5:30pm as normal schedule. Change scheduled to occur next pay period.

    Performance Management: implement cultural change to improve staff engagement

    • Continued meeting with staff for feedback & info sharing, including Zone 3 and Zone 6 shops this week.
    • Working with HR on market survey results – finalized job titles and levels, finalizing actual crosswalk of all employees to the new titles and proper levels. Correcting many long time discrepancies on position titles that do not reflect what employee does for KU and FS organization
    • Reviewing new budgeting method with each Zone and Central Shop, as well as discussing how to address larger budget repair items that will have greater impact to individual Zones/Shops. Will roll up larger purchases for discussion with accounting and Shannan Nelson.
    • Obtained estimates to expand Wi-Fi capability in shop building, storeroom, and warehouse FS areas that don’t have capability. Will forward on proposals this week for funding assistance
    • Provided feedback to Employee Advisory Council on issues from last meeting. Addressing employee concerns in garage area and in organizational shirt selection.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Draft RFQ for consulting services on larger Maximo/Work Management software enterprise needs (including potential systems interface needs) finalized and sent out by procurement.
    • Evaluating FS KPI’s and measures to improve them – Completed 4,264 work orders in August. Need to eliminate or not measure “standing” work orders since they drive up “average age” of work orders in current Maximo dashboard.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Finalizing proposals to assume service contract for Phoenix controls and Aircuity sensor systems in Haworth and Malott Halls. Service contracts initiated under the ESP Contract and now no longer included under that contract, but must remain in place to keep sensitive equipment operating properly. New cost is about $55K annually to maintain current levels of energy savings.

    Asset Inventory:

    • Completed all annual inventories; accounting making inventory adjustments and will submit this week.
    • ESG Consulting group scheduled to visit next week to kick off evaluation of FS procurement, inventory, and warehousing process improvements.
  • September 3, 2013
    September 3, 2013 —

    Consolidate FO and Housing Maintenance Staffcapitalize on economies of scale

    • Continued meeting with staff for feedback & info sharing, including Zone 4, steam shop and central crafts shop this period.
    • Met with Nalco water treatment contractor on status of treating all housing buildings, and transition there is nearly complete, with all new equipment installed and the contractor team working to provide quality service in all areas.  Contractor hired a KU Chemical Engineering intern to help perform testing on our equipment.
    • Working with HR on market survey results – finalized job titles and levels this week, currently working on employee crosswalk to new titles and levels.
    • Met with Housing on routine issues and status of updated SLA, ready for signature for current fiscal year with additions of linen and carpet process clarifications. Concluding summer surge work in all housing facilities and scheduling staff availability for move-in this week; partial move-in successful last week due to FS staff on site.

    Performance Managementimplement cultural change to improve staff engagement

    • Interviews concluded on Maximo IT rep to replace Robert Kinder.  Top candidates very well qualified.  Checking status of HR offer, imperative to hire top candidate in a timely manner.  Alternate candidate strong in dashboards and general database work – may want to consider a temp position to leverage these talents.
    • Attended meeting with IT to discuss Maximo Reset project and establish scope and priority of this in light of bigger picture IT needs.  Group refined draft RFQ for consulting services on larger enterprise needs (including potential systems interface needs) for asset/workplace management software.  RFQ went out from procurement this week.
    • Evaluating FS KPIs and measures.  Completed 3056 work orders in July.  Need to eliminate or not measure “standing” work orders since they drive up “average age” of work orders in current Maximo dashboard. 
    • Second shift appreciation event held 5:30-6:30pm Wednesday 21 August at Spooner Hall Commons area – great success for smaller 2nd shift crew unable to attend day shift event.
    • Obtained estimates to expand Wi-Fi capability in shop building, storeroom and warehouse FS areas that don’t have capability. Still waiting on proposals to update garage and landscape building. Wi-Fi required to support EZ Max Mobile application. 
    • Held several meetings with Huron representatives for climate survey results and overall check- in on progress for FS organization. Survey results favorable overall compared to last survey. Progress results trending upward or stable with focus areas already identified.

    Zone Maintenancedevelop system to reduce supervisory staff and improve efficiency

    • Making minor adjustments to FS organizational staffing; moving two welders from plumbing shop to the steam-fitting shop.  Moving three HVAC Worker Seniors from central shop to Zones (one to Zone 3 and two to Zone 4).  Central HVAC shop will fill one vacancy from Zone 4 to work in that shop.  Moves effective 1 September.
    • Met with Athletics to check on FS customer service and ensure communication is good.  Need to research background on what is billable and non-billable for athletic facilities.
    • Held follow-up meeting with Trane rep to discuss KU needs for training and PM of HVAC equipment.
    • Concluding major paving repairs on Sunnyside Avenue – encountered two areas of changed conditions, negotiated solutions with contractor and kept work on schedule.
    • Obtained quotes from several sources for roof work on Ekdahl Dining facility to present to Housing.  Housing will fund two sections of roof repair/replacement.
    • Scheduled maintenance crews for football season events by seniority per Union MOA.  Need to schedule basketball events well in advance of start of that season.  Working with HR to refine process and involving Zone leadership in process.

    Energy Reduction and Sustainabilityexecute plan with incentives for participation

    • Finalizing proposals to assume service contract for Phoenix controls and Aircuity sensor systems in Haworth and Malott Halls.  Service contracts initiated under the ESP Contract and now no longer included under that contract, but must remain in place to keep sensitive equipment operating properly.  New cost is about $55K annually to maintain current levels of energy savings.
    • Met on campus master planning initiatives, including climate action plan and infrastructure issues regarding central plants and energy consumption options.
    • Energy manager evaluating LED lights in Eaton Hall – If light quality acceptable and reliability of fixtures is good, project will yield up to $400 energy savings annually as well as significant maintenance cost avoidance in light bulb change outs.  
    • Also evaluating lighting options for parking garage for similar potential savings.

    Asset Inventory

    • Completed all annual inventories; accounting making inventory adjustments and will submit by agreed upon deadline (end of August).
    • A consultant has been hired to assist in evaluating and re-engineering the FS Supply Chain.
  • August 19, 2013
    August 19, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued meeting with staff for feedback and info sharing, including Steam Shop and FS Engineering shop.
    • Met with Athletics to check on FS customer service and ensure communication is good. Need to follow up to find out what is funded in FS budget model for maintenance and repair of Athletics buildings and document understanding with Athletics.
    • Met with Housing on routine issues and status of updated SLA. Concluding summer surge work in all housing facilities and scheduling staff availability for move in.

    Performance Management: implement cultural change to improve staff engagement

    • Several meetings with Huron representatives for climate survey results and overall check in on progress for FS organization. Survey results favorable overall compared to last survey.
    • Working with HR on market survey results – finalizing job titles and levels this week.
    • Obtained estimates to expand Wi-Fi capability in several FS areas that don’t have capability. Wi-Fi required to support EZ Max Mobile application.
    • Evaluating FS KPI’s and measures to improve them – Completed 3056 work orders in July.
    • Attended APPA National Conference end of first week in August.
    • Met with Emergency Management (John Marmon) to update FS points of contact for Building Emergency Liaison (BEL) system. Steve Levenson, FS Safety Manager is lead point of contact.
    • Met with DCM on Infrastructure Fee Policy and potential example projects. Need to refine examples and process for how funds will be administered.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Meeting with IT to discuss Maximo Reset project and establish scope and priority of this in light of bigger picture IT needs.
    • Held follow-up meeting with Trane rep to discuss KU needs for training and PM of HVAC equipment.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Met on campus master planning initiatives, including climate action plan.
    • Pursuing maintenance contract for specialty HVAC sensing and control equipment for Malott and Haworth labs to continue energy savings efforts after ESP contract support no longer provides this service for KU. Estimated cost is $50K+ annually.

    Asset Inventory

    • Wrapping up annual inventories by 8/16, will review and submit next week.
    • Provided feedback on consultant proposal to evaluate FS procurement, inventory management, and strategic sourcing.
    • Working with KUPPS and trying to come up to speed, with significant concerns on double data entry and coordinating KUPPS and Maximo needs. Initial training emphasis helped a little, now encountering questions on more detailed user issues.
  • August 5, 2013
    August 5, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued meeting with staff for feedback including central Plumbing and Landscape shops.
    • Met with Trane to strengthen relationships after problems with dispute in Oliver Hall.
    • Continued meeting with staff for feedback including Zone 5 and Garage trades people.
    • Met with Housing to discuss some procurement processes for carpet. Transmitted updated SLA to housing for review.
    • Met on campus master planning initiatives, including infrastructure aspects.

    Performance Management: implement cultural change to improve staff engagement

    • Extended FS climate survey to end of July and reassured staff that we don’t track individual responses for any purposes, only demographic info for data purposes.
    • Obtained expanded licensing for 200 for EZ Max Mobile.  Developing training module for staff.
    • Working with HR on market survey results in areas of position descriptions, job titles and levels, and career progression for staff – held meeting Friday to address discrepancies and answer questions.
    • Held follow-up meeting with Employee Advisory Council leadership after second meeting.
    • Met with accounting to review and validate labor recovery rates to be adopted for this year.
    • Attended compliance partners meeting and early return to work meeting.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Conducted second round of interviews and selected new HVAC Shop Supervisor – critical position.  Owen Mallonee will start 8/4/13.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates.

    Asset Inventory

    • Received annual inventory tasking and worked with Comptroller’s Office and Accounting to extend deadline and discuss and clarify annual process. Will complete by 8/16.
  • July 22, 2013
    July 22, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued bi-weekly meetings with Housing to ensure good communication and service provision per the SLA. 
    • Evaluating procurement processes with housing to determine opportunities for streamlining in areas like carpet purchase.
    • Scheduled moving assistance for Jayhawk Towers renovations and furniture deliveries.

    Performance Management: implement cultural change to improve staff engagement

    • Published Facilities Services Climate Survey to all FS employees. Emphasized importance and facilitated employee time to take survey in computer labs.
    • Expanded EZ Max mobile licensing to enterprise level with ability for 200 staff members to use application in the field.
    • Director scheduled meeting with Zones and Central Shops crews over the next few weeks to check in with employees for Q&A.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers/Supervisors and Central Shop Supervisors to improve communications and workflow between Zones and Central Shops.
    • Conducted interviews for HVAC Shop supervisor; successfully identified two candidates for second round of interviews.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Energy Manager selected and hired successfully. Mr. George Werth started with FS at KU on July 8, 2013. 
    • Continued high level discussion on next steps with Energy Savings Contract while working to maintain savings and normal procedures in field.

    Asset Inventory

    • Scheduled and attended special training session for KUPPS procurement for FS. Use of KUPPS requires additional data entry for FS personnel until systems are integrated on back end. Will evaluate level of effort required for sustained use of KUPPS by FS personnel.
  • July 8, 2013
    July 8, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued bi-weekly meetings with housing to ensure good communication and service provision per the SLA. 
    • Provided list of personnel needing ResNet access for use of handheld mobile devices and EZ Max Mobile.  Need to get WIFI access in housing zones.
    • Met with Public Administration grad student to initiate some analysis of SLA as a contract. Also working to better define costs that were attributed to SLA and identify positions appropriately funded through SLA.
    • Summer special projects, maintenance and repairs continue in targeted buildings along with summer camps and normal cleaning, maintenance and repair functions. 
    • Augmented with student labor pools for painting and custodial crews, and shifted small number of custodians from night shift in academic zones to day shift in housing zones.

    Performance Management: implement cultural change to improve staff engagement

    • Published quarterly newsletter, FS Foghorn with newsworthy updates and information for staff, and emphasis on FS employees.
    • Held phone conference discussions with Huron reps to plan for annual climate survey in FS.  Climate survey will be deployed in early July, and remain open for several weeks.  FS will have dedicated time at work allotted in computer labs to facilitate a high rate of survey completion.
    • Coordinating new employee orientation and required safety training program for all FS employees with new FS Safety Manager and benchmarking with EHS. 
    • All FS maintenance employees scheduled to complete initial training by end of July.  HR now scheduling new employees for 1st day safety training.
    • Diverse group working on Lock-out, Tag-out program for safety to ensure dangerous equipment cannot be energized while people are working on the equipment.
    • Scheduled Forklift operations and safety training for FS and other stakeholders on campus.
    • Safety Manager attended meeting at LMH for local safety committee being formed by several interested parties in Lawrence.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers/Supervisors and Central Shop Supervisors to improve communications and workflow between Zones and Central Shops.
    • Provided input to annual budget cycle regarding positions and OOE funding; working to identify funding for several shortfall positions critical to the success of CFE organization.
    • Met with HR to review results of Job Analysis Questionnaire and standard job titles for FS organization.  Results very much in line with status quo of existing titles and descriptions with no substantive recommendations provided by consultant.
    • Interviewing candidates for critical positions of HVAC central shop supervisor

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Successfully hired Campus Energy Manager; Mr. George Werth will start on July 8, 2013
    • Met with Natural Gas supply company to review strategies for procurement of NG by either locking in fixed pricing for periods of time, or riding the market index for cost.  Will work strategy and decision with business office and Energy Manager.
    • Met with Director of Sustainability on preliminary discussion for spring energy partnership conference for KS Regents schools; possible combination with student energy club meeting.

    Asset Inventory

    • Dedicated KUPPS training for FS personnel only scheduled for July 1 & 2 for initial “hands-on the computer” training sessions. 
    • Held conference call with E&I Consortium consulting group to consider proposal for evaluation and improvement of procurement and inventory practices.
    • Met with Accounting and Procurement reps to solidify KUPPS transition plan for FS.  Accounting rep will attend training to answer Maximo type questions.  Concern is “duplicate entry” extra workload and must be evaluated.  Will have several week soft transition and eventual hard deadline for FS personnel required to use KUPPS.  Accounting and procurement reps will be available to help FS personnel with specific transactions during transition period.  Will re-visit with leadership if duplicate entry too resource intensive for FS personnel.
  • June 24, 2013
    June 24, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued bi-weekly meetings with housing to ensure good communication and service provision per the SLA.
    • FS Procurement Manager met with Student Housing procurement rep to investigate streamlining of custodial supply purchasing. Updating order sheets to better track procurements.
    • Updating SLA with most recent service contract info from meeting last period.
    • Identified proper funding of positions in various service areas under FS to improve accounting for FTE, labor costs, and fringes in SLA.

    Performance Management: implement cultural change to improve staff engagement

    • Coordinating new employee orientation and required safety training program for all FS employees with new FS Safety Manager, and benchmarking with EHS. All FS maintenance employees scheduled to complete initial training by end of July. HR now scheduling new employees for first-day safety training.
    • Diverse group working on Lock-out, Tag-out program for safety to ensure dangerous equipment cannot be energized while people are working on the equipment.
    • Scheduled forklift operations and safety training for FS and other stakeholders on campus.
    • Conducted Safety training session for FS personnel.
    • Participating in Distracted Driving policy group to create new policy for KU.
    • Held debrief and lessons-learned meeting on Commencement preparations and operations. Feedback was very positive that all requirements were met in a timely manner.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers/Supervisors and Central Shop Supervisors to improve communications and workflow between Zones and Central Shops.
    • Provided input to annual budget cycle regarding positions and OOE funding; working to identify funding for several shortfall positions critical to the success of CFE organization.
    • Obtaining quotes for expanded licensing of EZ Max Mobile, handheld units, and cases to expand Maximo Mobile capabilities beyond pilot project level. Current plan will have majority of maintenance personnel and custodial supervisory personnel with mobile capability.
    • Held Maximo Roadmap meeting with central IT. Continued work on Maximo permissions aligning with functional user groups, and change/configuration approval process.
    • Emphasizing cross training with HVAC Techs in Zones and Central Shops. Techs required collaborate on projects where appropriate.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Successfully negotiated with selected candidates for energy manager position; Mr. George Werth will start with KU on July 8, 2013.
    • Scheduled meeting with Natural Gas supplier to review strategies for procurement of NG by either locking in fixed pricing for periods of time, or riding the market index for cost.

    Asset Inventory

    • Working with accounting and procurement offices to obtain KUPPS training for FS personnel, including transition plan that will address questions regarding Maximo. Concern is some level of duplicate entry for each procurement.
    • Received proposal from E&I consulting group to evaluate and streamline inventory management processes; scheduled conference call with consultant.
  • June 10, 2013
    June 10, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • No new updates

    Performance Management: implement cultural change to improve staff engagement

    • No new updates

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • No new updates

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • May 24, 2013
    May 24, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued bi-weekly meetings with housing to ensure good communication and service provision per the SLA.
    • 3rd quarter SLA finance report tracking very closely to annual funding projection.
    • Scheduled meeting to review service contracts and streamline custodial supply ordering.
    • Moving forward with consolidated contract for make-up water treatment programs for chiller and boiler systems; combining housing needs under existing FS contract arrangement.
    • Move out day operations were hectic but successful in all transitions as students vacated dormitories, scholarship halls, and apartments. Aggressive schedules for camps, and summer cleaning, maintenance and construction projects and apartment turns being coordinated.

    Performance Management: implement cultural change to improve staff engagement

    • Held follow-up meeting with FS Employee Advisory Council leadership. Distributing results of meeting to all FS employees.
    • Coordinating new employee orientation and required safety training program for all FS employees with new FS Safety Manager and benchmarking with EHS. All FS maintenance employees scheduled to complete initial training by end of July. HR now scheduling new employees for 1st day safety training.
    • Ordered Safety signage for posting in all shop areas.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers/Supervisors and Central Shop Supervisors to improve communications and workflow between Zones and Central Shops.
    • Provided input to annual budget cycle regarding positions and OOE funding; working to identify funding for several shortfall positions critical to the success of CFE organization.
    • FS/DCM held coordination meeting on road maintenance and repair crew to determine best organizational fit for crew and method of funding in budget.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Conducted interviews for Campus Energy Manager; search committee selected primary and alternate candidates.

    Asset Inventory

    • Held meeting with Operations-level leadership on inventory management goals and purchasing goals for new FS Procurement Manager.
    • Storeroom will no longer stock office supplies. FS personnel will order these supplies through KUPPS for direct delivery to needed location.
    • Procurement Manager learning and evaluating other procurement and inventory processes for streamlining.
  • May 13, 2013
    May 13, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued bi-weekly meetings with housing to ensure good communication and service provision per the SLA. Third quarter SLA finance report tracking very closely to annual funding projection. Obtained energy consumption data from housing for campus master plan.
    • Met with contractors about consolidation water treatment services for makeup feed water for boiler and chiller systems; incorporating housing into larger, single source contract.

    Performance Management: implement cultural change to improve staff engagement

    • Scheduled follow-up on first meeting of FS Employee Advisory Council to provide feedback to Council and to all FS employees.
    • Coordinating new employee orientation and required safety training program for all FS employees with new FS Safety Manager and benchmarking with EHS. All FS maintenance employees scheduled to complete initial training by end of July.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers/Supervisors and Central Shop Supervisors to improve communications and workflow between Zones and Central Shops.
    • Conducted internal FS Commencement meeting to ensure preps and staffing issues are covered in planning and execution. Working with HR on scheduled overtime issue to offer opportunities by seniority where appropriate.
    • Imported EZ Max Mobile to production servers with only a couple of issues to work through prior to full scale testing with employees.
    • Established Maximo “requested changes” list and prioritized with central IT and stakeholders. Requested population of assets in Maximo and provided list of large boilers, chillers, and emergency generators. Still resolving asset population issues.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Short listed candidates for interviews for Campus Energy Engineer position.
    • Energy saving competition concluded. Nunemaker Center won the Lights Out! Challenge among 23 buildings with over 30% energy savings in a 6 week period.
    • Provided energy and utility infrastructure information to campus Master Plan consultants and toured power plant and chill water plants.

    Asset Inventory

    • Selected new procurement/inventory manager; Ms. Julie Bellucci started 4/29/13.
    • Discussed long-term goals for inventory and supply chain management.
    • Implemented contract with Enterprise to provide commercial vehicles for KU motor pool.
  • April 30, 2013
    April 30, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Conducted interviews and selected Procurement Manager, Julie Bellucci, who will start 4/29/13.
    • Provided CFE update to interim Vice Chancellor, Mary Ryan, for the Edwards Campus facilities maintenance.
    • Hosted Regents Facilities Conference with FS making a presentation on the status of the merger and zone model of service delivery; DCM provided the program on deferred maintenance issues and the campus master plan. All Kansas Regents universities facilities organizations were represented with 36 total attendees. The conference went extremely well with very positive feedback and interaction with other university facilities representatives.
    • Vehicle motor pool contract implemented for KU internal rentals; vehicles mostly redistributed for department 118 needs.

    Performance Management: implement cultural change to improve staff engagement

    • Held first Employee Advisory Council meeting on 4/15/13 with FS, USS Senate, and HR representatives. The group will set up their leadership and meet with FS leadership after each meeting. Suggestion boxes have already been established for the FS work areas.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with zone managers, zone supervisors, and central shop supervisors to improve communications and workflow between the zones and central shops.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Held meeting on energy initiatives including energy dashboard and metering.

    Asset Inventory

    • IT Roadmap meeting was held on 4/19/13 to discuss Maximo governance long-term and short-term work lists. Successfully identified needs and set up future meetings to prioritize and accomplish Maximo work.
  • April 15, 2013
    April 15, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Search committee & HR scheduled interviews and generated questions for procurement manager position.
    • Huron Representatives visited campus to update progress of FS CFE initiatives, climate, morale and business processes
    • Conducted meeting with DCM on CFE issues, budgeting, charge backs and assignment of work. BOSC working on removing charge back concerns; eventual desire is to identify and assign work through one central point (work management office) for both FS and DCM KU Construction.

    Performance Management: implement cultural change to improve staff engagement

    • Met with Director of Student Housing to discuss minor adjustments to SLA; agreed to all proposed changes.
    • Participated in campus master plan steering committee meetings.
    • Conducted benchmarking visit with KU Medical Center Facilities staff to discuss common issues and areas to collaborate.
    • Safety Manager, Steve Levenson, reported to work; set initial expectations and setup meeting with EHS.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors, and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • JOC Contractor (B.A. Green construction) started Zone 6 renovations.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates.

    Asset Inventory

    • Conducted regular meeting on Maximo status; working on loading EZ Max Mobile.
  • April 1, 2013
    April 1, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Amber Wood, new Admin Assistant for FS and Director, reported to work last week and hit the ground running.
    • Conducted interviews for Zone 1 Manager position; made selection and offer accepted by Mr. Wayne Hathaway.
    • Gave update to CFE Advisory committee on FS merger and zone model of service delivery 3/13/13.
    • Search committee short listed top 3 candidates for interviews for procurement manager position.
    • Held meeting on transition of motor pool to commercial provider; outlook very positive for change in April timeframe.
    • Renovation in FS administration building on-going; Directors office being completed the week of March 18-22.
    • Held meeting on transition of motor pool to commercial provider; outlook very positive for change in April timeframe.
    • Huron representatives visited campus to update progress of FS CFE initiatives, climate, morale and business processes.

    Performance Management: implement cultural change to improve staff engagement

    • Met with Director of Student Housing to discuss minor adjustments to SLA; agreed to all proposed changes. Just need to sign final version of document.
    • Held meeting with DCM and Central IT on Maximo governance process and workload identification/prioritization.
    • Providing utility and infrastructure data to Master Plan consultants for campus planning efforts.
    • Participated in campus master plan steering committee meetings.
    • Hosting and planning Spring Regents meeting for Facilities organizations at KS Regents Universities on 18 April 2013.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • Construction of partition walls/offices for Zones 2 and 3 in McCollum Hall continues with in-house forces.
    • Bids on renovations for Zone 6 from JOC Contractor came in favorably; requested award and start as soon as possible.
    • Collecting costs on storms for submission for possible FEMA reimbursement.
    • Held meeting with E&I representative, Mr. Dick Scharfe, and toured FS areas to discuss procurement and inventory issues.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates.

    Asset Inventory

    • Held bi-weekly meeting on Maximo issues with work management and IT. Still need to resolve population of assets problem.
  • March 18, 2013
    March 18, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Conducted in-person interviews for Safety Manager position.
    • Search committee selected excellent candidate and alternate.

    Performance Management: implement cultural change to improve staff engagement

    • Identifying Employee Advisory Council (EAC) representatives from each Zone and Central Shop.
    • Suggested edits back to Student Housing in reply to their additional changes to Service Level Agreement.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • Zone 4 moving from west campus location to FS Administration building this week. Still trying to resolve computer and phone line connectivity issues
    • Started construction of partition walls/offices for Zones 2 and 3 in McCollum Hall. Reduced scope since building scheduled for demolition in 2-3 years.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates.

    Asset Inventory

    • IT Meetings to discuss resources, service provision and configuration/customization process for Maximo held 3/1/13. Resource issues mostly resolved except for Maximo "power user" support positions with follow-on meeting needed on configuration/change management process for Maximo as well.
  • March 4, 2013
    March 4, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Conducted phone interviews for Safety Manager position; selected three candidates for face-to-face interviews.
    • FS Procurement Manager position advertised and announced for internal and external applicants; closes 2/24/13.
    • Zone 1 Manager position advertised and announced for internal and external applicants: closes 2/24/13.
    • Finalized Energy Manager PD and sent to HR for announcement and advertising.
    • Additional HR person added to HR BOSC from the ROC.
    • FS accounting transitioned to BOSC in renovated section of FS building.

    Performance Management: implement cultural change to improve staff engagement

    • Notified Union and sent email announcement for FS Employee Advisory Council (EAC) and distribution of FS Employee Guide; in the process of identifying representatives for the EAC from each zone and central shop.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • Held meeting with Zone Managers and HVAC central shop to discuss and resolve questions/issues.
    • Zone 4 moving from west campus location to FS Administration building. Working with IT to resolve computer and phone line connectivity issues.
    • Initiated procurement of utility vehicles to assist zones with transportation needs; evaluating vehicle needs overall.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates.

    Asset Inventory

    • Meetings have been scheduled with IT to discuss resources, service provision and configuration/customization process for Maximo.
  • February 17, 2013
    February 17, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Established search committee for Safety Manager position, closing at end of this week.
    • Conducted last interview, made selection and offer for AA Sr. position Assistant to FS Director – not yet accepted.
    • Sent draft final PD for FS Procurement Manager to search committee for last review.

    Performance Management: implement cultural change to improve staff engagement

    • Held recognition reception for night shift custodial crew at Union. Recognized employees and reviewed FS progress, new emphasis on communications and solicited employee input. Very well received by work force.
    • Attended Campus Master Plan meetings and provided feedback as part of steering committee.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • KU Construction completed work in Zones 4 & 5. FS has occupancy and is changing locks this week.
    • Finalized PD and sent announcement for Zone 1 Manager position to ROC for posting.
    • Attended familiarization and CFE meeting at Edwards Campus for provision of Facilities Services.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Sent draft PD for Campus Energy Manager to Stakeholders for review and comment.

    Asset Inventory

    • Completed EZ Max Mobile procurement with SLA and License agreement. Procured new IPod touches for use with new application.
  • February 4, 2013
    February 4, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Extended Safety Manager position announcement closing date to January 25, 2013, and advertised. Established search committee.
    • Selected Shawn Harding for Work Management Manager position. Offer made and accepted with start date of February 17, 2013.
    • Conducted phone interviews and then held one of two face-to-face interviews for Administrative Associate Sr. (Assistant to FS Director).

    Performance Management: implement cultural change to improve staff engagement

    • Attended meeting to participate in CFE process for Facilities Services provision at the Edwards Campus.
    • Continued discussion with DCM on Facilities Life Cycle Management for guidelines on funding levels for maintenance and repair (operations) versus larger projects (capital asset management). Adopted $10K guideline to trigger discussion.
    • Met with Student Housing on financial structure of SLA, including current pace of spending and overhead discussion. Will obtain previous data on overhead, and need to provide building specific cost breakdown for housing reporting needs.
    • Toured several KU buildings with Travelers' representative and the Fire Marshall; reviewed FS role in providing life/fire safety.
    • Attended first meeting of Institutional Compliance Partners Network.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors, and Central Shop Supervisors to improve communications and workflow between the zones and central shops.
    • Held meeting with Zone Managers to deliver EHS training and dealing with universal and hazardous waste streams.
    • Held meeting on commencement requirements with Chancellor's Office staff to ensure all needs covered by FS under new service delivery model. Laura Sellers from Special Services central shop is one lead POC and Zone 5 is the other key POC.
    • KU Construction working to resolve plumbing issues in Zone spaces with lift station.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • January 22, 2013
    January 22, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Reviewed applicants for Workforce Management Manager position, and selected four candidates for interviews.
    • Finalized Safety Manager PD and posted job announcement on web site. Position closed 1/13/13; however, plan to extend position and advertise again to ensure better exposure and increase the number of qualified candidates. New closing date will be 1/25/13.
    • Selected candidates for preliminary phone interviews for Administrative Associate Sr. position (Assistant to FS Director).

    Performance Management: implement cultural change to improve staff engagement

    • Held phone conference with Huron reps and discussed host of issues, including IT support with Maximo, configuration of assets for proper entry into Maximo, and need to meet with KU FS IT Support with Huron when they visit. Next visit scheduled for late January.
    • Met with DCM to discuss funding guidelines and definitions for various types of work for FS versus DCM versus potentially shared responsibility, which was prompted by the piping replacement project at dining facility in Mrs. E's.
    • DCM found document on line regarding Facilities Life Cycle Cost Management for rough guidelines on funding levels for Maintenance and Repair (operations) versus larger projects (capital asset management).
    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • Routed SLA to Student Housing with request for final review and signature. Scheduling meeting for accounting issues and overhead discussion for financial aspects of the SLA.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Six (6) HVAC technicians started in zones on 1/7/13. Two service vehicles and one utility scooter were transferred from the central HVAC shop to the zones.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates

    Asset Inventory

    • No new updates
  • January 7, 2013
    January 7, 2013 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Held meeting with FS HR on status of critical hiring needs. 10+ position announcements (some for multiple fills) currently published on line with boiler operators advertised in local papers additionally.

    Performance Management: implement cultural change to improve staff engagement

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops.
    • Made all agreed upon edits in SLA. Will route for final signature and schedule finance meeting on SLA with Student Housing and Shannan Nelson to discuss accuracy of accounting and overhead questions.
    • Gathered articles (including safety reminders) for FS Foghorn and published newsletter to FS Employees.
    • Posted FS Employee Reference book and Foghorn on FS Web page.
    • Met with Huron reps and discussed host of issues. Resolved problem with Maximo automatic notification and survey information and scheduled to complete repair through IT in early January.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Exercised new snow removal plan with storm on 12/20; no major problems reported and good coordination of shoveling walks and stairs across zone and central shop lines.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No current updates

    Asset Inventory

    • No current updates
  • December 26, 2012
    December 26, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Held meeting with FS HR on status of critical hiring needs. 10 Position announcements (some for multiple fills) currently published on line with boiler operators advertised in local papers additionally.
    • Received feedback on Safety Manager PD.
    • Met with DSH on Service Level Agreement comments/concerns. Resolved all questions, and will make final edits for signature.

    Performance Management: implement cultural change to improve staff engagement

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops. Meetings going well with communications across lines.
    • Scheduled FS recognition events for both day and night shifts with early morning reception scheduled for Thursday 1/31 (for custodial night shift) and afternoon reception scheduled Wed 2/6 for all day shift (both maintenance & custodial).
    • Posted KPIs for work order completion on CFE Website using Maximo data. Identified problem with Maximo automatic notifications and surveys – resolving with IT.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Met with Zone managers to identify concerns in work order routing in Maximo to pick up with Huron reps during next week's visit.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Finalized PD for recycling coordinator under new sustainability model, and sent to ROC for announcement. Sustainability office will relocate to FS Main building after winter break minor renovations.

    Asset Inventory

    • Solicited input on tool requirements between zones and central shops. Larger, special equipment type tools will be stocked in proper numbers in 3 general locations – central shop, satellite tool locker at Zones 2/3 and satellite location at Zones 4/5/6.
  • December 10, 2012
    December 10, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Held meeting with FS HR on status of critical hiring needs. Ten position announcements (some multiple fills) currently published online, with boiler operators also advertised in local papers.

    Performance Management: implement cultural change to improve staff engagement

    • Scheduled FS recognition events for both day and night shifts with early morning reception scheduled for Thursday 1/31 (for custodial night shift) and afternoon reception scheduled Wed 2/6 for all day shift (both maintenance & custodial).
    • Received feedback on Safety Manager PD.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops. Meetings going well with communications across lines.
    • Solicited input on tool requirements between zones and central shops. Larger, special equipment type tools will be stocked in proper numbers in 3 general locations – central shop, satellite tool locker at Zones 2/3 and satellite location at Zones 4/5/6.

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Finalized PD for recycling coordinator under new sustainability model and sent to ROC for posting. Sustainability office relocating to FS Main site after winter break minor renovations.

    Asset Inventory

    • No current updates
  • November 26, 2012
    November 26, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Met with Parking and Transportation and DCM construction to finalize the 2012 FS snow removal plan regarding parking areas and availability of equipment operators, as well as procedures to activate contract for removal of snow in parking garages.
    • Met with Jim Belshe of Huron to discuss transition and outstanding CFE goals. Huron provided copies of some PD's for key positions and will forward vendor quote for expansion of EZ Max pilot. Next visit scheduled 12/18.
    • Held meeting with FS HR on status of high priority hiring needs. Working with HR to streamline job announcements.

    Performance Management: implement cultural change to improve staff engagement

    • Received Huron deliverables on 11/6 of Maximo procedure guides, FS Services Guide, FS employee handbook and several process maps. Disseminated Maximo procedures to Zones and shops, and reviewing other deliverables.
    • Met with Central IT on plan for transition of FS desktop support and Maximo application configuration, development and support to migrate under supervisory umbrella of IT.

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly meeting with Zone Managers, Zone Supervisors and Central Shop Supervisors to improve communications and workflow between the Zones and Central Shops. Provided training on HR timekeeping and TCD procedures.
    • Provided Maximo training to new Zone AA's (Huron rep – Andrew Billing)

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Provided proposed Sustainability organization with emphasis on recycling, waste reduction and surplus programs.

    Asset Inventory

    • No current updates
  • November 12, 2012
    November 12, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Drafted position descriptions for FS Procurement Manager, Custodial Coordinator, and Assistant Director of Accounting & Human Resources

    Performance Management: implement cultural change to improve staff engagement

    • Provided Maximo training for housing staff and custodial supervisors
    • Made final revision to Service Level Agreement (SLA) – currently in the process of obtaining signatures from FS and DSH Directors
    • Continued working with Maximo users to identify and correct bugs in Maximo version 7.5
    • Worked with EZMax vendor to determine level of effort required for the implementation of full EZMax functionality; vendor is in the process of generating Scope of Work (SOW) and cost estimate
    • Completed Excel-based work order metrics/KPI tracking tool; transitioned workbook to the Director of Business Operations to generate future reports from Maximo data

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held weekly staff meeting with the Zone Managers, Zone Administrative Assistant, and Work Management

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No current updates

    Asset Inventory

    • Completed upload process of asset data information into Maximo Preventive Maintenance (PM) module
    • Developed master PM records in PM module; working with IT staff to resolve scheduling issues
    • Completed process summary document that summarizes data collection and entry process moving forward
  • October 29, 2012
    October 29, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • No current updates

    Performance Management: implement cultural change to improve staff engagement

    • Continued working with Maximo users to identify and correct bugs in Maximo Version 7.5
    • Met with the Work Management group and the supervisor of the custodial day shift and resolved work order process issues for pest control tickets and custodial equipment repair
    • Worked with the Director of Business Operations and the Work Management group to review and close backlog of old work orders in Maximo that were created before the go-live of the new system
    • Rolled out EZMax mobile Maximo pilot to the HVAC shop and provided training to HVAC staff
    • Set up account access in Maximo for users in the Department of Student Housing

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Completed draft work order metrics report using work order data in Maximo since the July 9th merger; working with Director of Business Operations to create additional reporting requirements
    • Continued testing EZMax in Zone 1 and trained zone staff on the functionality and use of the EZMax application
    • Met with zone managers and shop supervisors to finalize the 2012 snow removal plan

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No current updates
  • October 15, 2012
    October 15, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Completed the closeout of aging estimates and work orders that were opened prior to the merger of FS and DSH

    Performance Management: implement cultural change to improve staff engagement

    • Trained staff on the Maximo estimate module and revised the estimate process
    • Continued working with Maximo users to identify and correct bugs in Maximo 7.5
    • Continued meeting one-on-one as needed with managers and supervisors to address Maximo issues
    • Met with DCM to discuss division of workload between FS and DCM and the routing of work orders that involve contracted services
    • Held meeting with the new Director of Business Operations to discuss issues and address staffing of the zones and central shops and the allocation of resources to meet workload requirements
    • Revised FS org chart and drafted future state of business services once the Director of Business Operations is moved out of the FS organization
    • Migrated EZMax mobile application to the 7.5 development environment

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held additional meetings with the zone managers and central shop supervisors to address operational challenges and resolve issues with workflow and processes in Maximo
    • Compiled list of building contacts currently in use by FS and zone managers; list will be used as a starting point for developing a formalized building coordinator program
    • Rolled out EZMax to Zone 1 maintenance staff and began pilot test phase of mobile devices

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Fraser Hall energy conservation team performed facilities audit of Fraser Hall to create a baseline for measuring progress of the energy conservation pilot
  • October 1, 2012
    October 1, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Met with staff members from the zones and central shops, and custodial staff from the new night shift, to discuss post-merger progress and identify challenges and issues that need to be resolved moving forward
    • Met with Richard McKinney to review FY13 budget/funding issues that have surfaced following FS and DSH merger
    • Worked on analysis of FY13 FS budget including preparation of a listing of all employment-related and OOE costs by cost center and fund as compared to budget

    Performance Management: implement cultural change to improve staff engagement

    • Held weekly meeting with FS accounting staff to discuss accounting and business process changes after the Maximo re-implementation
    • Designed a new after-hours call-in process to reduce the number of trivial after-hours emergency calls and direct customers to a web request form when calling in non-emergencies after hours
    • Met jointly with zone managers and central shop supervisors to address operational challenges and resolve process issues with communications and work flow management between zones and central shops
    • Met with DCM to discuss snow removal policy and develop a process for coordinating resources between FS and DCM
    • Continued working with Maximo users to identify and correct bugs in Maximo 7.5
    • Met one-on-one with various shop and zone supervisors to provide individual training and address technical issues in Maximo 7.5
    • Completed installation and testing of EZMax in Maximo 7.5 development environment

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Met with zone managers and supervisors to review work orders and address challenges with after-hours communications and emergency responses

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Completed roll-out and go-live of the Fraser Hall energy conservation and sustainability pilot site
  • September 17, 2012
    September 17, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Met with staff members from the zones and central shops, and custodial staff from the new night shift, to discuss post-merger progress and identify challenges and issues that need to be resolved moving forward
    • Interviewed the first two candidates for the new Director of Facilities Services position
    • Posted job openings for the Manager of Work Management and Zone Administrative Associates
    • Worked on FY2013 budget/funding issues that have surfaced following FO/DSH merger
    • Worked on interim reporting of costs incurred under the SLA with Student Housing
    • Completed preparation of Rate Request justification for FS student employees who charge FS work orders; submitted to the Comptroller's Office for review and approval

    Performance Management: implement cultural change to improve staff engagement

    • Re-implementation of work order module in Maximo V7.5 completed
    • Worked with FS Work Management, Accounting, Storeroom, Zone Managers, and Shop staff to identify and resolve issues with Maximo, and provided direction on process changes
    • Met daily with Work Management and Accounting staff to resolve work order process questions and issues as they arose while processing work orders
    • Provided training on the new Maximo work order module to Work Management, Accounting, Zone Managers, and Central Shop supervisors
    • Completed initial economic feasibility study of V-belt replacement material

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Continued meeting regularly with the Zone Managers and Supervisors to discuss status of work orders and address operational issues

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No current updates
  • September 4, 2012
    September 4, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Analyzed current staffing levels in the new FS organization and estimated total FY13 labor budget using end-of-year staffing projections that accounted for changes due to VSIP and re-organization
    • Worked on rate request justification for FS student employees who charge FS work orders
    • Completed identification of FS vehicles by cost center in connection with ongoing project of determining future campus vehicle needs

    Performance Management: implement cultural change to improve staff engagement

    • Completed development of new work order module in Maximo and completed testing in preparation for the cutover to Maximo 7.5
    • Reviewed suggested changes by Student Housing to the latest draft of the SLA

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Met with central shop supervisors and zone managers to review new work order management process and discuss workflow between zones and central shops after the Maximo re-implementation
    • Met with zone managers and shop supervisors to discuss the first two months of the new FS organization and identify challenges and issues that need to be resolved moving forward

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Met with the Director of the Center for Sustainability to develop a plan for creating marketing materials for the Fraser Hall energy conservation effort using KU Student Design Center staff
  • August 20, 2012
    August 20, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Created position descriptions for the Manager of Work Management and Zone Administrative Assistants
    • Completed compilation of vehicles by zone and updated cost center ownership in Maximo
    • Continued working on inventory management

    Performance Management: implement cultural change to improve staff engagement

    • Met with HR, General Counsel, and the KU Risk Management Office to discuss safety and training needs associated with return to work policies in FS
    • Redesigned the work order format in Maximo with input from the Zone Managers and FS administrative staff to remove unnecessary data fields
    • Continued to prepare the Maximo production environments for the cutover to 7.5 in late August
    • Completed the purchase and delivery of iPad and iPod Touches that will be used in the EXMax Mobile pilot and asset collection process
    • Worked with KU IT staff and Asset Partners to complete escalations in Maximo for customer notification; completed email notification scripts
    • Reviewed latest draft of Service Level Agreement (SLA) between FS and Student Housing

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Continued meeting with Zone Managers and Supervisors daily to discuss status of work orders and address operational issues

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Met with University Relations about creating a marketing camp and materials for the energy conservation pilot site in Fraser hall in September
    • Worked with the Director of Sustainability to revise the KU Energy policy after receiving objections from Student Housing about restrictions on domestic appliances
    • Met with Barry Swanson and FS management to discuss job description for newly created Campus Energy Manager position; analyzed utility cost and recharge information for FY 2012 in connection with this meeting
  • August 6, 2012
    August 6, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Held two town hall meetings with Facilities Services (FS) maintenance and custodial staff to communicate final organization changes, address employee concerns, and answer questions
    • Finalized position descriptions for the Assistant Director of Business Support Services and the Assistant Director of Central Maintenance and Operations; reviewed draft position description for the Manager of Workplace Safety with HR and Risk Management
    • Completed final draft of the Service Level Agreement (SLA) between FS and Student Housing

    Performance Management: implement cultural change to improve staff engagement

    • Established a work order prioritization system that simplifies levels using a 1, 2, or 3 ranking based on urgency
    • Created draft template for collecting building asset inventory data and began discussions with Zone Managers to create a plan for collecting asset data in zones for the preventive maintenance program
    • Met with KU Purchasing to plan the initial purchase of iPads, iPod Touches, and licenses for the EZ Max mobile Maximo application
    • Worked on devising a mechanism for work order labor reporting for custodial personnel

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Continued meeting daily with the Zone Managers and Supervisors to discuss status of work orders and address operational issues as they arise

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Reviewed draft KU Energy Policy, which includes enhanced energy conservation and sustainability measures, with the Director of Sustainability; the Energy workgroup will review and evaluate the revised plan the week of July 30
  • July 23, 2012
    July 23, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Finalized new FS org chart and communicated final organization structure to all staff
    • Executed merger, rolled out new FS organization model, and transferred designated staff to DCM

    Performance Management: implement cultural change to improve staff engagement

    • Executed custodial shift and assignment changes; working with zone managers and FS staff to balance custodial workers across the zones to meet workload requirements
    • Provided zone managers with paper copies of all work orders that were open prior to the July 9th merger to ensure that work is completed on existing orders
    • Met daily with the zone managers and work management staff to review and respond to work orders and to discuss and resolve operating issues as they arise
    • Decision was made to discontinue use of the Peachtree Accounting "shadow" system
    • Trained work management and zone managers on interim, paper-based work order management process that will be utilized until the Maximo reimplementation is complete
    • Worked with IT staff and asset partners to begin developing workflow in Maximo for the future state work order management process
    • Revised previous draft of Financial Agreement of the SLA based on discussion with Student Housing and the Comptroller
    • Physical inventories of FS shops were completed the last week of June, and all adjustments were entered into Maximo the first week of July
    • Compiled year-end inventory valuation reports of consumable supplies for FY2012
    • Developed budget estimate for a phased roll-out of mobile Maximo devices beginning with a pilot and first wave implementation in the Fall

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Assigned assistant custodial supervisors to zones

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Interim Director of Business Services met with Property Accounting, Environmental Stewardship, and Barry Swanson to discuss general plans to control and dispose of surplus property
  • July 9, 2012
    July 9, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Continued meetings with the Zone Managers to plan operational details for the transition to the merger and rollout of the zone offices
    • Worked with the zone managers to balance trades and skillsets across the new maintenance zones as well as to balance custodial staff to ensure efficient coverage across zones moving forward
    • Began conducting interviews for the zone assistant custodial supervisor positions; process will be completed by the end of the week with announcements to staff next week

    Performance Management: implement cultural change to improve staff engagement

    • Developed interim, paper-based work order management process that will be utilized after the July 9th merger until the go-live of the new Maximo work order module
    • Worked with IT staff and Asset Partners to review current customizations in Maximo and to determine their impact on development efforts moving forward

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Met with DCM to finalize the roll-out schedule for zone office spaces and ensure that work was progressing according to plan – 5 of 6 zone offices will be ready for move-in on the July 9th merger date; Zone 4 will be temporarily housed in the Housing Maintenance building with Zone 1

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • No new updates
  • June 25, 2012
    June 25, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Collected Zone preference forms from Facilities Services and Student Housing staff and completed a top-to-bottom draft of the future state FS organization structure
    • Reviewed all resumes submitted to date for the Director of Facilities Services position

    Performance Management: implement cultural change to improve staff engagement

    • Met with members of the Maximo workgroup and FS IT support staff to finalize the new work order management process and began developing decision rules for workflow design in Maximo
    • Revised Service Level Agreement (SLA) reviewed by leadership and forwarded to General Counsel for review

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Held initial meetings with the Zone Managers and began operational details for the transition to the merger and rollout of the zone offices

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Energy workgroup refined building assessment proposal and began identifying energy conservation measures (ECMs) that will be deployed in the energy conservation pilot site
  • June 11, 2012
    June 11, 2012 —

    Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale

    • Jim Hobt began interim position as associate director of Business Services in FS; he held various meetings with key stakeholders and leadership in FS and other areas
    • Completed analysis of staffing and budget impacts associated with personnel that requested early retirement via the Voluntary Separation Incentive Program (VSIP)
    • Reviewed position description for the Director of Facilities Services position with representatives from HR and the Facilities Steering Committee, and advertised the position in various local and national media and job search sources
    • Worked with interim director of FS and current FS leadership to identify which resources and skill sets must remain centralized; information will be used to determine total pool of resources that will be allocated to the zone program
    • Meeting held with the Comptroller to discuss general accounting activities, concerns regarding FO and DHS merger, and other year-end activities

    Performance Management: implement cultural change to improve staff engagement

    • Completed approximately 95% of Maximo release 7.5 user acceptance testing; Asset Partners is debugging the 7.5 install based on user testing
    • Working with Asset Partners to identify all customizations made by KU to Maximo to understand the differences between the KU environment and Maximo “out of the box;” assessing which customizations will need to be included in the reimplementation
    • KU building, floor, and room number data analyzed for consistency in preparation to upload location data into Maximo
    • A Service Level Agreement (SLA) meeting was held with the Department of Student Housing (DSH), Comptroller and FS to discuss determination of FY2013 annual assessment to be charged to DSH; FY2011 actual costs will be reviewed by DSH to establish a baseline to be adjusted for organization and other changes, as appropriate
    • Several meetings were held with FS business personnel to clarify priorities between now and July 1, 2012

    Zone Maintenance: develop system to reduce supervisory staff and improve efficiency

    • Interview committee selected six candidates for the Zone Manager positions and notified selectees on Monday, May 21; all selectees accepted the offer
    • Completed interview process for zone maintenance supervisors, zone custodial supervisors, and central shop supervisors; selectees will be notified on Monday, June 11
    • Met with Custodial workgroup to discuss the key decisions regarding the design of the future state FS operating model; workgroup will not meet regularly moving forward

    Energy Reduction and Sustainability: execute plan with incentives for participation

    • Energy sub-workgroups completed building assessment methodology reports for the energy conservation pilot site that will be rolled out the beginning of Fall semester
  • May 29, 2012
    May 29, 2012 —
      Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale
    • Interview committee interviewed 25 candidates for the Zone Manager positions. Selections were communicated late in the day on Friday, May 18.
    • Finalized position descriptions for the new Director of Facilities Services (FS) and Director of Business Operations within FS. Positions will be advertised externally.
      Performance Management: implement cultural change to improve staff engagement
    • Completed set-up of virtual development environment for Maximo reimplementation. Working with Access Partners to load KU data into development environment.
    • Met with Design and Construction Management (DCM) to begin planning the transition of construction services from FS to DCM, and to begin designing what that new organizational model will look like
      Energy Reduction and Sustainability: execute plan with incentives for participation
    • Drafted position description for Energy/Utility Manager who will work with FS and likely report to DCM
    • Energy sub-workgroups continued to work on different aspects of the building assessment methodology for the energy conservation pilot site

    May 16, 2012

  • May 14, 2012
    May 14, 2012 —
      Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale
    • Collected applications from the workforce for the new Zone Manager positions; interview committee will review and select interview candidates by the end of this week.
    • Drafted position descriptions for the new Director of Facilities Services and Associate Director of Business Services within Facilities Services (FS); positions to be advertised and competed externally.
    • Conducted interview skills workshops for FO and Student Housing staff who are interested in applying to open FS positions.
      Performance Management: implement cultural change to improve staff engagement
    • Completed review of draft employee handbook guide and policy guide pamphlet for FS employees, to be distributed to FS leadership for feedback, and to HR to ensure alignment with KU policies.
    • Built progress tracker for Focus Group recommendations and posted to the CFE Facilities website, along with the final Focus Group report.
      Zone Maintenance: develop system to reduce supervisory staff and improve efficiency
    • Agreed to hierarchical numbering system for building and space information that will be used for associating assets with locations in Maximo.
    • Completed set up of virtual development environment for Maximo reimplementation.
      Energy Reduction and Sustainability: execute plan with incentives for participation
    • Divided Energy workgroup members into subgroups that will each work on a separate aspect of the building assessment methodology for the energy conservation pilot site.
  • April 30, 2012
    April 30, 2012 —
      Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale
    • Finished drafting Custodial services staffing model with the Custodial workgroup; model includes proposed supervisory structure and shift change.
    • Met with the Custodial workgroup and discussed the possible need for custodial project teams in the new Facilities Services custodial organization – developed proposal for three custodial project teams of three FTE each.
      Performance Management: implement cultural change to improve staff engagement
    • Met with all of the Employee Morale focus group participants to share all of the groups' recommendations and discuss next steps for senior leadership.
    • Completed final report of the Focus Group results with recommendations as to which actions to pursue for both quick wins and intermediate workplace improvement actions.
    • Completed final draft of the Service Level Agreement (SLA) between Student Housing and Facilities Services.
    • Began reviewing customization history of Maximo in preparation for implementation development efforts that will be performed by Asset Partners.
    • IBM provided demos to members of the KUFIS and Maximo teams of a fully functioning Maximo system and Tririga space management system.
    • Negotiated Virtual Memory (VM) space with Central IT to house the Maximo system that we will be optimizing. IT is currently preparing the system for Asset Partners to provide installation support.
      Zone Maintenance: develop system to reduce supervisory staff and improve efficiency
    • Worked on finalizing details for the merger of the Facilities Operations and Student Housing Maintenance and Custodial Services organizations, i.e. timeline of activities, managerial organizational chart, campus map identifying the new maintenance and custodial zone boundaries, position description for newly created positions with FS, and a job questionnaire for those interested in the new positions.
      Energy Reduction and Sustainability: execute plan with incentives for participation
    • Continued working with the Energy workgroup to prepare draft marketing plan for KU conservation and sustainability efforts.
  • April 16, 2012
    April 16, 2012 —
      Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale
    • Completed focus group discussions and analyzed the groups' rankings of their proposed solutions with respect to issue importance and feasibility of implementation.
    • Administrative workgroup developed a list of HR and policy issues that will be compiled in a consolidated Facilities Services (FS) employee handbook.
    • Performance Management: implement cultural change to improve staff engagement
    • Maximo process subgroup mapping current state work-order management process and beginning the design on the future state process.
    • Conference call with IBM to discuss setting up a Maximo demo to gain a better understanding of the capabilities and desired future state of Maximo and Tririga at KU.
    • Maximo implementation subgroup met to develop high-level implementation plan and to discuss the process for setting up development and Maximo test environments.
    • Zone Maintenance: develop system to reduce supervisory staff and improve efficiency
    • Custodial workgroup continues discussions on the zone model with respect to Custodial Services; identified custodial challenges and opportunities within each zone, and began drafting custodial staffing model within the zone structure.
    • Zone Maintenance workgroup met to analyze feedback from the Steering Committee regarding the group's proposed model and to revisit the group's zone staffing recommendations, logistics issues, and zone shop supplies in the maintenance zones.
    • Energy Reduction and Sustainability: execute plan with incentives for participation
    • Energy and Sustainability workgroup continues to draft input to the Energy marketing plan that will be communicated to the Steering Committee in mid-April.
    • Energy workgroup coordinating with University Relations to ensure that energy conservation campaign branding and tag lines are in accordance with University policy.
  • April 2, 2012
    April 2, 2012 —
      Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale
    • Met with the Custodial workgroup to continue discussing staffing levels and shift times as well as to begin drafting input for the SLA with Student Housing and a comprehensive Guide to Services.
    • Met with the Administrative workgroup to discuss storeroom processes for both FO and Student Housing, and to outline future state processes for buying, storing, and delivering Student Housing specific items such as furniture and fixtures.
    • Performance Management: implement cultural change to improve staff engagement
    • Held first meeting with KUFIS subgroup to begin outlining an overall implementation plan for Facilities Information Systems, including Maximo and Tririga, as well to define responsibilities and to coordinate activities of the KUFIS and Maximo workgroups.
    • Completed second round discussions with the Safety, Communications, and Employee Morale and Recognition focus groups.
    • Zone Maintenance: develop system to reduce supervisory staff and improve efficiency
    • Need to finalize method for selecting Zone Managers.
    • Energy Reduction and Sustainability: execute plan with incentives for participation
    • Collected input from the Energy Workgroup needed to begin drafting the marketing plan. The plan will be communicated to the Steering Committee in mid-April.
  • March 19, 2012
    March 19, 2012 —
      Consolidate FO and Housing Maintenance Staff: capitalize on economies of scale
    • Held second meeting with Custodial Workgroup to review current shifts and staffing levels and evaluate current equipment and chemicals inventories in order to begin discussing consolidation.
    • Completed second focus group discussion with the Training focus group.
    • Performance Management: implement cultural change to improve staff engagement
    • Viewed demo of current Maximo configuration at KU and discussed best practices from the Maximo user conference that the FO IT staff attended.
    • Analyzed differences between FO and Student Housing in current staff titles, pay, and tenure in order to understand the overall magnitude of HR change requirements and potential union issues.
    • Zone Maintenance: develop system to reduce supervisory staff and improve efficiency
    • Met with shop supervisors from FO Plumbing, Electric, HVAC, Carpentry, and PM Life Safety Systems to better understand maintenance workloads across the proposed zones.
    • Developed framework for the Steering Committee to evaluate differences between proposed zone models and to understand which models best meet project objectives.
    • Energy Reduction and Sustainability: execute plan with incentives for participation
    • Held second Energy workgroup meeting to discuss branding campaign and marketing plan development for integrated conservation and sustainability efforts.
  • March 5, 2012
    March 5, 2012 —
    • Held initial meetings with the Team Leads, Huron, and the Change Facilitators for the Energy, Custodial, Zone Maintenance, Administrative, and Maximo workgroups.
    • Facilities Steering Committee made decisions regarding how to provide direction to Zone Maintenance and Custodial workgroups. The Steering Committee will also provide basic parameters of the future state models, which the workgroups will operationalize.
    • Draft Service Level Agreements (SLAs) templates were created and will be edited by FO and Student Housing representatives on the Steering Committee to build future state SLAs.
    • Completed sign-up process with FO and Student Housing employees to identify volunteers for the Focus Groups.
    • Held the first meeting of the Maximo workgroup with all team members present. Initial discussions focused on current use of Maximo and how the system could be enhanced to improve current processes and gain efficiencies.
    • Kickoff meeting was held with the Zone Maintenance workgroup. The meeting focused on improving the team members' understanding of FO and Student Housing processes and the similarities/differences in workload, maintenance practices, and work order management.
    • Members of the Steering Committee drafted an operational concept of the future state zone maintenance structure to assist in determining which skill sets will be needed in the zones and which will remain aligned under central shops.
    • Met with Jeff Severin to develop preliminary work plans and milestones for the Energy Conservation and Sustainability workgroup.
  • February 13, 2012
    February 13, 2012 —

    Steering Committee convened to review the Project Charter, Focus Groups development, and the future-state organization structure.

  • February 6, 2012
    February 6, 2012 —
    • Completed second round nomination process for selecting workgroup members from both FO and Student Housing.
    • Finalized workgroups and reviewed results with Executive Sponsors.
    • Met with Maximo system administrator and key FO users to review functionality, processes, and which modules are currently in development and which are not being utilized.
    • Worked with FO staff and Maximo system administrators to extract complete work order history, and begin developing historical labor and material demand analysis across current maintenance zones.
    • Developed FO and Housing focus group preliminary schedule to conduct follow-up meetings over the next three weeks.
    • Effective February 3rd, Vince Avila began serving as Interim Director of Facilities Operations. Vince will serve in this role while a national search is conducted.
  • January 30, 2012
    January 30, 2012 —

    Climate Survey was conducted with participation of 120 Housing Maintenance personnel and 403 Facilities Operations personnel.

  • January 23, 2012
    January 23, 2012 —

    Steering Committee met and reviewed draft charters for all functional workgroups. Finalized process decisions for the following workgroups: Maximo, Zone Maintenance, Administrative, Custodial, and Energy Conservation & Sustainability.

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