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September 3, 2013

Tuesday, 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.


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