UNIVERSITY OF WEST GEORGIA

ANNUAL REPORT

Fiscal Year 2008 (July 1, 2007 to June 30, 2008)

DEPARTMENT OF

Campus Planning and Facilities

Name of Department Head

Mike Renfrow

Name of Person Completing Report

Teresa D’Emilio and Dan Lewis

1*

Departmental Mission/Vision Statement (url only, required)

http://www.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)

§ Previous assessments with such outside agencies as Georgia Oglethorpe and APPA helped in the preparation of the February 2008 Facilities Peer Review by the University System of Georgia (USG) Board of Regents and the March 2008 Woodard and Curran Environmental Protection Agency (EPA) audit. 

The “peer review” was comprised of a working group of USG facilities professionals who evaluated existing, time-tested programs such as the APPA Management Evaluation Program in developing criteria that addressed the need to define and standardize operations and maintenance (O&M) core data elements across the USG, to develop and communicate a common set of performance metrics for facilities (O&M), and to set practical institutional targets for continuous improvement.  Auditors that were involved in the assessment were provided in advance with an on-line checklist of required documentation that helped to expedite the process and allow for additional customer and employee interview time. The results of this review provided very positive comments in such areas as mission alignment, customer focus, management, budget, and environmental health and safety.  Recommendations for improvement included enhancement of performance metrics and standards, reevaluation of older building renovations, furniture replacement, and updating of the palate of colors and finishes available.

The EPA audit was a week-long comprehensive, multimedia environmental audit of all campus facilities and operations.  A five-member audit team was comprised of individuals from a private firm (Woodard and Curran) and the University System of Georgia.  The audit team was also provided with an on-line checklist in advance to help expedite the process.  Recommendations for improvement included purchasing, labeling and disposal of chemicals; understanding guidelines; central accumulation; and a spill and prevention control plan.

§ Using our continuous improvement tool, Business Process Redesign (BPR), the development of standard operating procedures was initiated in August 2007.  While most of the effort from this cross-functional team focused on the format of the template, training was provided to all CP&F areas in the spring and 20 procedures were completed by the close of FY08.  We will strive to complete SOP’s in all areas of CP&F by the end of FY 09.

§ Confronted with surging increases in energy costs not to mention a drought, UWG remained a leader within the USG in energy consumption and water conservation for FY08.  At the close of year, UWG achieved a .07% reduction in electricity BTU consumption, a 1% reduction in natural gas BTU consumption, and a 14% reduction in gallon consumption in comparison to FY07 while experiencing a 5% increase in student enrollment, a 4.5% increase in students living on campus, an 11.6% increase in summer enrollment, and a 1.4% increase in faculty and staff.  CP&F continues to support UWG in this endeavor through operational analyses, education, and continued investment in controls and technical staffing.

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

§         The Callaway Building Renovation and Addition project is on time and on budget.  This project has been successfully managed by our Campus Planning and Development department (CP&D) and is scheduled to be completed by August 5^th, 2008.

§         The finalization of the Health and Wellness building marks the culmination of an eight-year effort that began construction in August of 2007 and is scheduled to be on time and on budget for opening by January of 2009 The building will be used for instructional purposes as well as freshman convocation, graduation, athletic events, trade shows/conventions, concerts, and summer camps. 

§         The UWG Foundation intends to finance, design, and build a 254 bed Greek Village complex and an activity building on a 14 acre parcel of land owned by the Foundation, directly adjacent to the University of West Georgia.  This project was approved by the Board of Regents on June 10, 2008.

§         After numerous revisions and meetings, the transfer of land (approx. 246 acres) by the City of Carrollton remains a work in progress and it is closer to finalization. 

§         Further progress was made on the plans to build an Athletics Complex on the newly acquired land.  The complex will serve as the center of most intercollegiate athletic activities including athletic administration, facilities for practice and competition, weight and training facilities, academic support, and game day activities.    Weekly athletic complex meetings continue to be held by CP&F. The project is on target to be completed by the Fall of 2009.

§         The University suffered two major storm events during FY08.  One on February 27, 2008 and one on May 11^th, 2008.  Both events required extensive support and resources from the Facilities dept. Damage estimates include numerous tree removals, roof repairs, campus signage repairs, major landscape repairs, electrical repairs, etc.  The estimated damages from both events amount to a total of approximately $287,000.00.

§         CP&F conducted our fourth 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.

§         5 employees were trained in RedDot, a content management system which has allowed those employees to manage and maintain the content of our website.  Using this system, we have been able to upload information for immediate use by not only the campus community, but it has allowed us to aid others during such projects as the EPA audit and USG Peer Review.

§         The Projects section of the website was created through meetings with the ITS dept.  The projects link went live and now provides a link to featured and current projects happening thru the CP&F dept.  Improvements are expected to continue into FY09.  

§         Completed 20,644 work requests and preventative maintenance projects.

§         Initiated a total of 63 projects and completed 79 (institutionally funded construction and A&E contracts).

§         Initiated a total of 19 projects and completed 5 (MRR/GSFIC construction and A&E contracts).

§         Managed 82 projects and completed 84 (Institutional & MRR/GSFIC combined).

§         Produced the Capital and MRR requests for the Institution.

6

Staff Productivity

§         Various members of staff serve on the following committees and councils: UWG Homeland Security Committee, Staff Advisory Committee, Energy Conservation Committee, UWG Homeland Security Committee, UWG Emergency Communication Sub-Committee, Strategic Enrollment Committee, Strategic Planning Committee, Board of Regents Facilities Advisory Committee, University Safety Committee, Technology Security Task-force (currently decommissioned, BOR Environmental Safety Advisory Council

§         Various members of staff are participating in the following organizations: National Fire Protection Agency, Southern Building Codes Congress International, and Georgia Higher Education Network for Environmental Health & Safety (GHENEHS).

§         One employee currently studying for Risk Management Certification.

§         4 employees attended the NACUBO sponsored CBMI last year at the University of Kentucky.

§         One employee maintains an unrestricted HVAC license.

§         One employee attended Six-Sigma white-belt training that was administered on campus by Southern Polytechnic State University

§         Inspected 59 buildings on campus and documented over 1650 discrepancies..

§         Assessed, reported, and provided training on vehicle accident trends.

§         Updated and submitted hazardous materials inventories to the BOR for UWG in December 07 and June 08.

§         Updated the Facilities Room Utilization report.

§         A total of 2,622 training hours were completed by the Campus Planning and Facilities  dept. (Does not include CP&F admin)

§         All employees trained in “Right-to-Know” from RM/EHS dept.

§         All UWG maps (i.e. Topographic, UWG Property, Parking Lots, Utilities, and Storm Drain Maps) were updated.

§         One of our BPR’s included revisions that were made to the CP&F Employee Handbook.  The revisions included a more definitive absentee policy and progressive disciplinary procedures.

§         A presentation was held on 12/7/07 for the Facilities supervisors that included a review of the Organizational Trust Survey results as well as information on any pertinent changes made to the Employee Handbook. 

§          Approximately 7 ADA projects that amounted to more than $100,000 were funded and managed in FY08. In particular, Gunn Hall, where the advanced academy is housed, underwent ADA consultations and renovations throughout FY08.

7

Student Achievements

§         Student worker contribution was instrumental in updating chemical inventories and MSDS for the campus. 

§         Completed Fire Extinguisher Safety Training.

§         Assisted with buildings inspections, installing posters, and other tasks.

8

Other Awards, Distinctions, and Achievements

§         Three employees are members of the Carrollton Kiwanis Club.  One serves as the current President and another is State chair of an annual art and talent competition (community service).

§         Three employees received the division of Business and Finance quarterly customer service employee recognition award.

§         One employee in CP&D won the 2008 Business and Finance Divisional Award of Excellence.

§         The Facilities and Grounds dept. was recognized at the Facilities Officers Conference in the Fall of 07 with a Campus Beautification trophy for the Campus Center Project.  An official awards ceremony is being held on August 7, 2008 in which Linda Daniels will present the award to the University.    

§         An Ice Cream Social was held to honor the facilities Dept. on June 19^th at the Alumni House.  Remarks were given by Dr. Sethna and Mr. Jim Sutherland in appreciation of the hard work of the facilities dept. during the storms of February and May.