Effectiveness Evaluation: Review Documents by Department
Campus Planning and Facilities
Annual Report FY 2003 – 2004
To professionally operate, maintain and support the development of quality
facilities, grounds, and services, and at the same time to support our campus
community, students, faculty and staff. Through our efforts we support the
university’s commitment to the pursuit of educational excellence
in a personal learning environment with cost-effectiveness, safety and in an
environmentally responsible manner.
Departmental Statement of Goals, Process to Assess These Goals,
and Assessment Results:
The goals for Campus Planning and Facilities are designed to further enhance
the overall mission of the university as well as support the bread and butter
goals specific to: the university experience, external relations, regional
collaboration for economic and community development and Campus infrastructure.
Organizational Development and Effectiveness - Outline and implement
a program in Campus Planning and Facilities to strengthen communication and
trust by designing and implementing programs in strategic trust, personal trust
and organizational trust.
- Determine current “status” of energy conservation programs; review financial and historical
trends; review current capital plans regarding utility infrastructure; review
current operation and maintenance programs and determine areas of improvement.
- Develop goals and strategies to conserve energy and reduce/contain rising energy costs.
- Implement energy “measures” in an effort for UWG to become a leader in energy conservation
in the University System of Georgia.
- Continue to upgrade controls to reduce and regulate consumption of energy.
- Continue to work with third-party entities to identify rate structures that are best
suited for our University.
Incorporate our Capital Plan Development and Space Planning management
into the Master Plan objectives.
- Define and provide examples of strategic trust, personal trust, and organizational trust.
- Review research literature to outline the links between trust and organizational performance.
- Conduct interviews, group sessions, and develop communication instruments to review managerial effectiveness regarding trust.
- Based on an “evaluation of the organization: develop materials that can be presented to explore opportunities to share information as well as insight into behavior of the organization---deal with the culture!
- Present information based on research and data about the organizational climate.
- Develop and implement a series of programs to enhance or rebuild trust.
- Implement a program to improve and enhance communication.
- Implement an organizational assessment “creating a culture in which strategies, values, and day-today behaviors are consistent and compatible.
- Continue to design, develop and review current “instruments” that can be implemented
on an annual basis to assess behavior as well as organizational effectiveness
- Complete the Georgia Oglethorpe self-assessment criteria for
October 2004 submission. Departmental areas to be evaluated include Social
Responsibility; Strategic Planning; Customer and Market Focus; Measurement,
Analysis and Knowledge Management; Human Resource Focus; Process Management;
and Business Results.
- Implement and complete Business Process Redesign within Campus Planning
and Facilities and establish partnerships with the remainder of the Business
and Finance Division in eliminating non-value added steps, and improving overall
- Perform departmental review in accordance with DRAC requirements for submission by September 2004.
Design and implement a comprehensive strategic facilities plan
structured around a system of performance measures to improve service delivery
and cost effectiveness.
- Gain support to initiate a comprehensive program to accommodate the expected significant growth in the number of students.
- Improve coordination of privatization efforts for buildings on campus.
Give an Example of How your Department used the Assessment of Goals and Outcomes to Change/Improve a Process:
Examples of Bread and Butter Goal accomplishments include:
- Bread & Butter Goal #5 – Continued to improve the
quality of the University Experience for both commuter and residential
students by renovations to the UCC Food Court and the Z-6 Dining Hall, completion
of a 386 space commuter parking lot, construction on improving front and middle
campus landscape, replacement of the west campus electrical distribution system,
completion of uniformed campus signage, residence hall renovations to Boykin
Hall, Gunn Hall, Row Hall and Tyus Hall, campus-wide asphalt paving, campus-wide
ADA improvements and constructing six-miles of nature trails.
- Bread & Butter Goal #7 - Forge stronger External
Relations by conducting forums and workshops with neighboring communities,
civic club presentations and representation, contributing with community on
improvements to roadways, traffic, water runoff, lighting, and historical preservation.
- Bread & Butter Goal #8 - Regional collaboration
for economic and community development through partnerships with Carroll
Tomorrow, Carroll County Chamber of Commerce, Chattahoochee Flint Reservoir,
Georgia conservation and the West Georgia Foundation, Inc.
- Bread & Butter Goal #10 - Improve campus infrastructure
through the development of Life Cycle Planning, designing a comprehensive strategic
facilities plan, replacement of the west campus electrical distribution system,
and improve HVAC design in 13 residence halls. Student housing was expanded
by creating a partnership with the West Georgia Foundation, Inc., for the construction
of 612-bed residence hall complex.
Additional accomplishments within Campus Planning and Facilities include:
- Reviewed the current department web site, which resulted in launching
an additional site, dedicated to campus projects in an effort to keep the campus
community, as well as, the local community better informed. The site is maintained
by individual Project Managers with updated information, pictures, and documents
concerning the various ongoing and completed campus projects.
- Developed a Master Plan Update Committee and subcommittees.
Each of these subcommittee reports were written by appropriate faculty, administration
and staff who are attempting to "speak to" any eventuality that may
require additional or modified facilities. Presentations regarding the future
Master Plan and the projected growth and expansion of the University were conducted
with the University faculty/staff, the Board of Regents Facilities Office and
the local community. Provided logistical support and assistance.
- Assisted in the successful implementation
of five major construction projects to improve Food Services.
- Maintained a ‘base of knowledge’
including, but not limited to building and life safety codes, NACUBO, APPA,
ADA standards, Board of Regents Building Project Procedures, NFPA Manuals and
- Conducted a “campus wide” survey concerning Facilities and its
functions/services using the results, changed staffing to accommodate noted
weaknesses within the department. A 10% increase has been experienced in client
satisfaction over the past two years.
- Developed and implemented a Project Management methodology for
Building Projects, using the concept of Project Advocate to negotiate and mediate
issues between Faculty and staff building users, Administration and Architect
team. Conducted educational sessions for Faculty and staff involved in the
design of future buildings to prepare and educate them on design and construction
terminology, budget considerations, project schedules, etc.
- Initiated a department-wide self-assessment in accordance with
the Georgia Oglethorpe Criteria for Performance Excellence. This is the same
criteria used in determining the Malcolm Baldridge Award and will help to measure the department’s
performance in the areas of Social Responsibility; Strategic Planning; Customer and Market Focus; Measurement,
Analysis and Knowledge Management; Human Resource Focus; Process Management;
and Business Results.
- Implemented Business Process Redesign and identified fifteen
core business processes and over 80 sub-processes. Cross-functional teams within
the University have been selected and will focus on Project Management, Chemical
Safety, Return to Work, and Budget Process.
- The Safety and Loss Control Manual was completely revised. It
was signed and adopted by the President on October 24, 2003.
The Chemical Management Guide was also published with the
Safety and Loss Control Manual and distributed
to those departments that generate chemical waste.
- Conducted 13 building inspections and identified 1300 discrepancies.
RM/EHS collaborated with over twenty different departments to correct these items.
- Completed annual performance reviews for all employees.
- Reviewed our energy plan resulting
in upgraded controls, with controls being installed in Melson Hall and Richards
College of Business; replaced equipment (boilers, chillers, etc.) with new high
efficiency units in buildings on campus (ex: Education Center); conducted meetings
with Georgia Power and Georgia Natural Gas to identify rate structures that
are best suited for the University and saved significant budget dollars as a
direct result of energy audits and energy conservation.
- Planned and implemented an innovative project method to deliver
two privatized building projects for the University. Using the team approach,
and involving from the early stages, professional Program Managers, Contractors
and Architects in conjunction with the University as Owner, this delivery method
utilizes many tested and proven principles and means used successfully in the
private sector adapting them to the University setting. This strategy will
allow these projects to be delivered in a cost effective manner, meeting the
institutions requirements for quality, cost and schedule.
General Statement of Department Condition:
Campus Planning and Facilities has implemented several
“major” organizational changes to help strengthen our leadership efforts. Performance measures
have been implemented to improve productivity as well as control costs. Our
feedback from our constituent groups on campus has been very positive. Feedback
from the Carrollton community has been nothing short of fantastic. Our efforts
to improve communication with our external and internal customers have been
very successful. However, we face an era of declining resources coupled with
enhanced expectations regarding our services will present a number of challenges.
We endeavor to strive to improve, but continue to be challenged by “doing more
with less.” We are not complaining, but feel compelled to make the case for
- Completion of 13,899 work requests and preventative maintenance projects.
- Completed Campus Wide ADA projects in excess of $364,000.
- Managed a total of 60 projects on campus.
- Updated the Facilities Room Utilization report.
- Produced the Major/Minor Capital and MRR requests for the institution.
- Reduced total recycling costs by 78%. Reduced ballast-recycling
costs by 89%. Overall, our efforts saved Facilities approximately $6,500.00
during FY 04.
- Tracked and/or updated 191 uniquely-designed Fire Evacuation
Plans on campus. Designed and/or installed an additional 28 plans in five other
- Hosted the Georgia Higher Education Network Environmental Health
and Safety (GHENEHS) meeting on campus.
- Designed and presented 22 safety training classes to 695 Facilities,
Archaeology, ITS and Townsend personnel throughout the year. Tracked the attendance
of each training session and forwarded reports to Continuing Education.
- Investigated, documented, and processed 66 insurance claims for
auto-property damage, general liability claims, safety hazards, and environmental concerns.
- Hosted Georgia Extension Service Annual meeting.
- One employee completed APPA’s Facilities Management Training Institute.
- Two employees attended the SCUP Southern Regional Conference.
- Two employees attended the GAPPA Annual Conference
- One employee attended ISES Symposium
- Two employees are members of the Georgia Higher Ed Network for Environmental Health and Safety.
- Two employees attended refresher courses for Asbestos, and one completed their RCRA and DOT certifications.
- One employee was re-certified as a Master Level Hazardous Materials Manager and as an Environmental Trainer.
- One employee received 30 hours of OSHA training certification.
- One employee attended the Turf Grass Institute and Trade Show.
- One employee received web site maintenance training.
Other Awards, Distinctions, and Achievements:
- Selected as a Beta Site for the Board of Regents Preventative Maintenance study.
- One employee is administrator on the General University Matters Committee.
- Submitted “Best Practice” criteria for Campus Beautification and Energy Partnerships.
- Established a thirteen-member University Safety Committee.
- One employee served as advisor to a Carrollton High School CAD class.
- One employee is a member of the State-wide University System Preventive Maintenance Program Implementation team.
- One staff member serves on the Board of Regents Facilities Advisory Committee.
- One employee is the secretary of the UWG Homeland Security Committee.
- One employee serves on the Tallapoosa Watershed Authority.
- One employee serves as Immediate Past-President of the Carrollton Kiwanis Club and three employees are members.