UNIVERSITY OF WEST GEORGIA

ANNUAL REPORT

Fiscal Year 2007 (July 1, 2006 to June 30, 2007)

DEPARTMENT OF

Campus Planning and Facilities

Name of Department Head

Mike Renfrow

Name of Person Completing Report

Dan Lewis/Mike Renfrow

1*

Departmental Mission/Vision Statement (url only, required)

http://www.bf.westga.edu/cpf/

2*

Departmental Statement of Goals, Process to Assess These Goals, and Assessment Results (url only, required)

http://www.bf.westga.edu/EffectEval/Assessments/

3*

Give an Example of How your Department Used the Assessment of Goals and Outcomes to Change/Improve a Process (required)

§   Assessments in customer service, organizational trust, and customer service training during the past year have contributed to the following accomplishments:

1.      The implementation of customer service surveys for all three areas of CP&F using the performance metrics (i.e. responsive, courteous, knowledgeable, helpfulness, accessibility) that were prescribed by the University System of Georgia Board of Regents.

2.      The development of a series of presentations for CP&F leadership on such topics as leadership, Communication, Attitude, Motivation, Team Building, and Learning/Working Styles.

3.      Monthly departmental meetings to increase face-to-face communications with supervision, review future work plans, and discuss current working issues.

4.      Developmental training for entire department on working styles, success, and communication.

5.      Open house and tours for internal and external customers and suppliers of Facilities and Grounds.

6.      Monthly employee recognition in departmental newsletter and campus recognition through the quarterly program initiated by the Division of Business and Finance.

7.      Redesign of department website for better presentation of the services that are provided by the organization, its continuous improvement efforts, and project status.

§   BPR activity in each CP&F area, has stimulated the following accomplishments and action plans:

1.      Facility Focus reports coupled with assessments in performance measures, customer satisfaction, and employee trust, led to the completion and submission of the APPA’s Facility Performance Indicators, Strategic Assessment Model, and the Award of Excellence application.

2.      Evaluation of standard operating procedures in RM/EHS has created a need for establishing a standard format for all CP&F documents.  A BPR for FY2008 has been scheduled to review this process.

3.      A review of standard reports that were generated by our computer maintenance management system (Facility Focus) revealed the need for more meaningful data that can be applied to the planning, scheduling, and organizing of facilities and grounds work.  A total of 38 reports were developed for this purpose including the generation of a survey that is distributed every fifth work order.

4.      The CP&F website was modified to consolidate information on our continuous improvement efforts and enhance our customer service.  Information on our assessments, annual reports, customer surveys, and employee surveys, can be accessed along with pictures and job titles of the CP&F leadership team.  The website will undergo additional changes in FY2008 when a new template will be introduced

§   The development of a comprehensive report of parking and transportation needs that will be used in updating the Facilities Master Plan.  Through the efforts of an cross-functional campus committee that was comprised of students, faculty, and staff, along with parking consultant, Carl Walker and Associates, a report was submitted in March 2007 that included input from campus focus groups, community “town hall” meetings, and an electronic survey that was completed by over 800 respondents - 61% students.  The report addresses current /projected parking demand, projected enrollment/future development, parking expansion options and associated fees, parking and crosswalk lighting, shuttle transportation, and pedestrian safety.

§   CP&F remains vigilant of UWG energy conservation through:

ü      Systematic inspections and enforcement of the federal government’s standards for building temperature set-points

ü      HVAC system upgrades determined through facility condition analyses,  periodic building inspections, and capital planning

ü      The continuation of faculty and staff summer work schedules

ü      Input from our customers (i.e. students, faculty, & staff) using work requests, focus meetings, and surveys

ü      Two-way communication with energy suppliers on inventory/rate fluctuations, new equipment, and future changes in regulations

ü      Two-way communications via the energy committee, all faculty/staff list-serve, and the energy website.

ü      Our template is being used as a guide by the USG – one of our employees serves as a member on the USG energy committee.

The results of these efforts continue to produce impressive statistics.  With the opening of the Campus Center in August 2006, the overall square footage of campus buildings increased by 131,500, while natural gas and electricity consumption was 10% lower ($235,000) than estimated.

§   CP&F representatives attended several community planning meetings over the past year in order to obtain information as well as participated in the update of the Carrollton Comprehensive Plan. This is a document that sets the context for future growth and development in Carrollton. Required by state laws that specify its overall content and structure, the Comprehensive Plan is a community designed document that consists of a series of interrelated chapters, or elements, analyzing the community's future land use, transportation, parks and recreation, and other infrastructure and environmental issues, needs, challenges, and opportunities. 

4*

General Statement of Department Condition (required)

Campus Planning and Facilities (CP&F) is dedicated to enhancing the campus grounds, facilities, and environment.  Already considered as proactive in its approach to continuous improvement, CP&F employs such instruments as organizational assessments, technology upgrades, customer/market feedback, employee morale/development, performance metrics, and benchmarking opportunities to help monitor its performance and gauge its future development.  As we look forward to our future expansion as a campus and institution, we remain cognizant of the challenges in resources, energy, service expectations, environment, and competition.  Performance measurement data, facility reinvestment, customer service, safety, and energy resources remain the drivers for our sustainability and continued success.

5

Departmental Achievements

1.      Completed 17,780 work requests and preventative maintenance projects.

2.      A staff member serves on the Board of Regents Facilities Advisory Committee.

3.      Initiated a total of 55 projects and completed 58 (institutionally funded construction and A&E contracts).

4.      Initiated a total of 33 projects and completed 14 (MRR/GSFIC construction and A&E contracts).

5.      Managed 88 projects and completed 72 (Institutional & MRR/GSFIC combined).

6.      Produced the Capital and MRR requests for the institution.

7.      All UWG maps (i.e., Topographic, UWG Property, Parking Lots, Utilities, and Storm Drains) were updated.

8.      Provided risk, environmental, maintenance, grounds, and custodial support for all Centennial activities (i.e. tree planting, gala, statue, and concert), ensuring that events occurred according to plan and schedules.

9.      Designed new universal waste collection system.

10.  Updated the Facilities Room Utilization report.

11.  Applied for and received funding for two student research assistants program in Occupational Safety and Health Administration database.

12.  Updated building manager/coordinator information, created building specific LISTSERVs and submitted website design to ITS for development.

13.  Conducted our third annual employee survey on Organizational Trust and used the results to formulate the leadership training sessions that are targeted to enhance morale, employee development, and overall productivity.

14.  Provided project management for GEFA on groundwater contamination and assistance on installation air sparging unit for remediation.

15.  Two employees co-wrote an article on Business Process Redesign (BPR) for the February 2007 edition of the NACUBO Business Officer Magazine.

6

Staff Productivity

1.      RM/EHS staff designed and presented 54 safety training classes resulting in approximately 350 man hours of training per quarter.

2.       Four employees received Erosion and Sediment Control Certification.

3.      One employee is the secretary of the UWG Homeland Security Committee.

4.      One employee was certified in Chemical-Specific Training.

5.      Three employees are certified in EPA/AHERA/ASHARA Asbestos in Buildings Inspector and HAZWOPER Emergency Response training.  One employee is a certified in Hazardous Materials Management and three have been certified as an Emergency Responder.

6.      Conducted 67 building inspections on campus and corrected over 2,400 items for safety and environmental improvements.

7.      Documented and followed up on 70 employee injuries; submitted and facilitated 28 workers’ compensation claims.

8.      Performed all utility locates campus-wide.

9.      Two employees attended Six-Sigma green belt training at Southern Polytechnic State University.

10.  Three employees attended the College Business Management Institute.  One completed their third and final year while two others completed their first.

11.  Two employees attended the SCUP Southern Regional Conference.

12.  Drafted and submitted New Smoking Policy for PAC approval.

13.  Investigated, documented, processed, and resolved 259 safety concerns and incidents.

14.  One employee made a presentation at the Association of University Architects (AUA) conference.

15.  Four employees attended the GAPPA Annual Conference.

16.  One employee attended The Association of University Architects Conference in Austin, TX.

17.  Three employees attended the 2007 Pipeline Safety Seminar in Macon, Georgia – April 9-12, 2007 and received certification.

18.  Three employees attended the BOR Office of Facilities Regional Meetings.

19.  Conducted asbestos sampling in 19 buildings, submitting 65 samples for analysis.  Coordinated and/or facilitated 7 asbestos abatement projects.

20.  Updated fire evacuation plans in 40 campus buildings.

21.  Revised Natural Gas Operations Procedures Manual and OQ Program.

22.  Collected and processed 1.2 tons of chemical waste from various laboratories on campus and obtained turn key service for the disposal of three hazardous waste shipments.

23.  Identified, responded, and/or followed up on 107 environmental concerns.

24.  One employee chairs the University Safety Committee.

25.  One employee is a member the USG Energy Conservation Committee.

26.  Two employees are members of the UWG Energy Committee.

7

Student Achievements

1.      Over 40 student organizations interacted with RM/EHS for safety procedures/protocols when organizing events on campus.

2.      RM/EHS sponsored two student internships. The interns learned how to use the Department of Transportation and the Environmental Protection Agency regulations to inventory, process and dispose of hazardous waste from the Chemistry and Biology Department.

8

Other Awards, Distinctions, and Achievements

1.      One employee is chair of the UWG Safety Committee.

2.      One employee is past-president of the Alabama Society of Hazardous Materials Managers.

3.      One employee is a member the USG Energy Conservation Committee.

4.      Two employees are members of the UWG Energy Committee.

5.      One employee chairs the University Safety Committee.

6.      One employee is an administrator on the General University Matters Committee.

7.      One staff member serves on the Board of Regents Facilities Advisory Committee.

8.      One employee is a member of the National Fire Protection Agency.

9.      One employee is a member of the Southern Building Codes Congress International.

10.  One employee is certified to install, maintain or service boilers.

11.  One employee is a Notary Public.

12.  One employee is a member of the Society for College and University Planning.

13.  Two staff members maintain Commercial Drivers License.

14.  One employee maintains an unrestricted HVAC license.

15.  Three employees are members of the Georgia Higher Education Network for Environmental Health & Safety.

16.  Three employees are members of the Carrollton Kiwanis Club.  One serves as the current President-Elect and another is state chair of an annual art and talent competition that awards $15,000 in scholarships.

17.  One employee is a certified examiner for Georgia Oglethorpe, Inc.

18.  One employee is a member of the UWG Athletics committee Faculty/Senate.

19.  One employee serves on the Tallapoosa Watershed Authority.

20.  One employee received the UWG employee of the year award while two others received the division of Business and Finance quarterly customer service employee recognition award.

21.  One employee is past-president of the Alabama Society of Hazardous Materials Managers.