Building Coordinator Training

Transcription

1 Building Coordinator Training

2 Building Coordinator Program Overview Jacquie Vargas

3 Building Coordinator Program Purpose: The Building Coordinator Program mission will be to facilitate communications, support facility capital planning and represent user needs within the buildings. Fast Facts - Launches July Total of 150 coordinators - Responsible for each campus building Duties and Scope: The Building Coordinator will act as the primary liaison between individual buildings and the Facility Support Services department. Their duties will include but not limited to the following: Key contact between building occupants, service providers and emergency responders Communicates to occupants all building activities such as outages, repairs, enhancements and emergency plans Takes responsibility for all facility issues related to specific building

4 PROJECT AND PLANNING SERVICES

5 Facilities Management (FM) Sameer Kapileshwari, Melissa Rockwell, and Jacquie Vargas

6 Facilities Management: General Services Building, 4211 Elgin drive, Houston TX Moody Towers: 4401 Wheeler St, Houston TX Hours of operation: Our Mission Provide responsible and quality stewardship for the long term preservation and growth of the University s physical assets through unified delivery of planned work, while remaining cost effective and competitive. Our Vision Ensure a quality environment for students, faculty, staff and visitors in support of the University s mission of teaching, research and community service. Request service Online or call Fix-it (3-4948)

7 CAMPUS PHYSICAL PLANT 550 acres (Main campus alone) 9.4M GSF growing to 14.2M+ GSF by early Facilities By Fall 2013 targeted 8556 students living on campus (owned and partnership housing) Goal is to house 25% of student body by 2018 Predominate growth is in Research & Housing

8 Core values Professionalism Service Respect PRITAS Teamwork Integrity

9 Our Services Facilities Management is a service-oriented sector of Plant Operations that is structured to efficiently manage the maintenance of UH s facilities and grounds; including auxiliary groups (with exception of Hilton). The four primary areas of Facilities Management include: Central Facilities Services Minor & Planned Projects Utilities & Technical Services Business Services Service Guide Project Delivery and Planning Guideline

10 Our Services Central Facilities Services (Custodial, Access Control & Lock Shop, Auto, Fleet & Equipment Repair, Fleet Coordination, Solid Waste & Recycling, Pest control, Parking Garage & Lot Maintenance) Minor & Planned Projects (Minor Projects & Renovations Under $4M, JOC Projects, Civil, landscape, and irrigation projects.) Utilities & Technical Services (Skilled Trades, Electrical, Energy Management & Sustainability, Environmental Controls & Fire Alarm, HVAC Systems & Mechanical Maintenance, Utility Billing & Data Management, and Elevator Shop) Business Services (Work management, Facilities Services Center, Building Coordinator Program, Asset Management, Human Resources, Procurement and Resourcing, and Operational Accounting)

11 Why Centralization? Situation: The buildings on the UH campus have received varying degrees of investment, care and service due to decentralization and varying levels of planning, funding and service levels available to them. A thoughtful systematic approach to facilities planning, maintenance and capital planning is essential to the Tier One Objectives of UH. Objective: Develop Facilities Support Model to Support Tier One Objectives Residential Campus Research Sustainability Financial and Resource Challenges Service Focused

12 Key Planning Efforts: Supporting Strategy Facilities Condition Assessment Plan Capital Plan Development Service Level Minimum Standards and Supporting Financial Recommendations (phased) Infrastructure Planning FM Project Delivery Process Facilities Centralization Project Overview & Immediate Priorities Managed Care Model Facilities Support Services Facilities Service Center FAMIS Implementation Building Coordinator

13 FAQ FAQ How do I request service? A: There are (3) ways to report problems to Plant Operations Customer Fix-It Center. Online at Facilities Service Center (FIX-IT) Walk-in (General Services Building First Floor) What is a recoverable request? A: A recoverable requests is a request for which a department will be charged, such as event setups, re-keying, re-carpeting, etc. What is a service request? A: A service request is request for which there is no charge to the department, such as leaking faucets, hot & cold adjustments, no power, replacing lights, general custodial cleaning, pest control, etc.

14 What is the method of payment for services? A: Departments can pay with cash, check, or through their cost center. Cash and check payments must be made in person to the Facilities Service Center office, General Services Building, first floor. Who is a Certifying Official? A:The Certifying Official is usually your College of Business Administrator or Division Business Administrator and is responsible of certifying any work request and to provide billing information. Is there a Lost & Found? A: Yes. For questions regarding missing items, contact the Custodial Department at Is there a charge for painting a room? A: Rooms are repainted without charge every ten years. Repainting taking place within ten years includes an associated cost.

15 Questions and Discussion

16 Facilities Service Center and FME Conversion to FAMIS (Work Management) Daniel Cleaves

17 Key Planning Efforts: Supporting Strategy Facilities Condition Assessment Plan Infrastructure Planning FM Project Delivery Process Facilities Centralization Project Auxiliary Facilities Facilities Support Services Facilities Service Center Building Coordinator

18 Duties and Scope: Facilities Service Center Facilities Service Center The Facilities Service Center will serve as the central point of contact and processing of all work orders for facility services within the university. Their duties include: Primary contact for students, faculty, staff and building coordinators for facility needs Manages work order processes, addresses service issues, initiates facility communications and process key requests Acts as a liaison and dispatcher for service providers, emergency responders and building coordinators Documents and updates all work orders in a timely transparent fashion Hours of Operation: Monday-Friday: 7am to 10pm Saturday: 7am to 4pm Sunday: 12pm to 8pm Weekend and After Hours Process: Central Plant

19 Service Model: Facilities Support Services Centralizes the work and maintains end to end communication Service Center : Manages Work Order (WO)process Work order is created Service Provider executes WO Generated by students, faculty, staff and building coordinators Under one service organization Building Coordinator serves as a liaison between the work order and relationship between building and Facility Service Center as needed. WO order is completed Consistent reporting and tracking occurs Feedback loop initiated to all relevant customers

20 Facilities Service Center Questions and Discussion

21 Minor Projects and In-House Renovations Jim Norcom and Anna Wiesman

22 Minor and Planned Projects What We Do Minor & Planned Projects delivers renovation, renewal and deferred maintenance projects valuing from $5K - $4M in total project cost. -Current Projects: 154 Projects -Avg. Projects Per PM: Avg. Project Cost: $195, Statistics (gathered August 2010 current): -Monthly increase in Projects Project Turnover: 5K > 50K : 50K > 500K: 500K > 1M: Over 1M: 4-6 Months 6-8 Months 8 Months to 1 Year Year

23 Organizational Chart Melissa Rockwell Executive Director Facilities Management Research & Technical Team James Norcom Director Minor & Planned Projects E&G & Auxiliary Team Ken Oliver Project Manager Barry Simmons Project Manager Quinn Jenkins Project Manager Mike Davis Project Manager Kenneth Tolbert Project Manager Megan Connell Project Manager Anna Wiesman Project Manager

24 Meet the Team Research & Technical Team E&G & Auxiliary Team

25 In House Shop Services What We Do Utilities Skilled Trades Central Facilities Services Civil Engineering Infrastructure Carpentry Shop Custodial HVAC Electrical Shop Elevator Shop Fire Alarm/EMECS Plumbing General Maintenance Landscape Maintenance Labor Shop Auto Lock Shop Solid Waste In House Shops perform serviceable and billable requests including general maintenance and support. Shops may perform projects in coordination with Minor and Planned Projects.

26 FM Project Delivery Implementation Enforcement of University, State and Federal Requirements Developed and will implement (6/1) a project delivery process to serve as roadmap for successful cost, schedule, and quality performance on projects. Process being documented and supporting tools created to: Support FM in the delivery of Minor Projects per Year Incorporate project management best practices

27 FM Project Delivery Implementation Main Road Map

28 FM Project Delivery Implementation Questions and Discussion

29 Building Coordinator Program BREAK

30 Utilities Overview, Outage Planning and Restoration Sameer Kapileshwari and Melissa Rockwell

31 Utilities Overview, Outage Planning, and Restoration

32 Utilities Overview, Outage Planning, and Restoration UTILITIES: Electric Center Point Energy through UH Cougar Substation Natural Gas Center Point Gas Water, waste water, and storm City of Houston Chilled water & Steam Self generated (except TMC from TECO)

33 Utilities Overview, Outage Planning, and Restoration CURRENT AND PROPOSED CENTRAL PLANT CAPACITIES Main Central Plant Cooling Capacity 19,000 Tons (existing) and 25,000 Tons (after Central Plant expansion project) Main Central Plant Boiler Capacity 132,000 LBS/HR (existing with two low NOX boilers) and 135,000 LBS/HR (after the Central Plant expansion project three ultra low NOX boilers)

34 Utilities Overview, Outage Planning, and Restoration CURRENT AND PROPOSED CENTRAL PLANT CAPACITIES Cougar Sub-station - Existing (two XFMRS 33,000KVA 137KV/12.47KV) Proposed (one more XFMR 137KV/12.47KV) to possibly add ERP and future development on Main Campus) Other stand-alone building chillers and boilers - CRWC, Welcome Center, Computing Center, Cameron, GSB, Computing Center, Wortham House, ERP etc. Proposed Satellite Plants at HBSC and West campus.

35 Utilities Overview, Outage Planning, and Restoration FY 2010 Energy information for UH: 9,286,217 GSF Electric - 205,414,756 kwh $15,255,123 Gas - 434,670 MCF $2,395,065 Water - 374,823 MGAL $2,977,688 Energy utilization index (EUI) - 122,305 BTUs/SF/YR Thermal Energy - $127,282 (TMC Pharmacy)

36 Utilities Overview, Outage Planning, and Restoration Energy conservation steps taken Performance Contract with HL&P Lighting upgrades and controls Central Plant optimizations Heat recovery wheels After hour equipment shut off or resets AHU Fan and Pump speed control Condensate recovery On-going DDC upgrades and optimization HVAC system conversions (DD and MZ to VAV) Demand controlled ventilation strategies Central Plant expansion and equipment replacement

37 Utilities Overview, Outage Planning, and Restoration RCx, Demand response, and SOP Retro-commissioning Reduced electrical energy consumption Lower the cost of operations Improved indoor air quality UH participation Participated in the RCx program since its inception in 2004 with over 20 buildings. In 2009 UH - FM received a plaque recognizing it s efforts to promote efficient use of facility. Participated in demand management programs to reduce summer electrical peaks. Received over $600K in grants (gifts) to reduce energy. Another $400K currently approved but not yet funded

38 Utilities Overview, Outage Planning, and Restoration Consumption (Base year FY 2005-Present) FY Annual Electric kwh Annual Gas MCF Annual Water MGal GSF EUI (Btus/sf/yr) ,414, , ,823 9,286, , ,809, , ,299 7,508, , ,023, , ,557 7,581, , ,095, , ,894 7,348, , ,943, , ,916 7,364, , ,154, ,458 NA 6,700, ,366

39 Utilities Overview, Outage Planning, and Restoration Energy Efficiency Chart 12,000 Campus Space vs Energy utilization per sq ft 10,000 8,000 6,000 4,000 2, GSF x 1,000 EUI (Btus/sf/yr) x 100,000 Linear (GSF x 1,000) Linear (EUI (Btus/sf/yr) x 100,000)

40 Utilities Overview, Outage Planning, and Restoration Project related Planned Outage Process Evaluate Coordinate Request Schedule Execute & Communicate

41 Utilities Overview, Outage Planning, and Restoration Who takes action Process Evaluate Outage Coordinate Outage Request Outage Schedule Outage Execute and communicate Outage Who takes Action University Personnel who deems the outage necessary should review the policy to ensure the outage is not identified as an exception University representative for the party performing the work and Utilities supervisor University representative University Representative and Utilities supervisor Utilities supervisor and Communications Coordinator (when applicable)

42 Utilities Overview, Outage Planning, and Restoration Facility Management Department University representatives Central Services, Skilled Trades, Building Electric, Building Controls, Mechanical Supervisors, MPP Project Manager, and other Utilities Administrators Facilities Planning and Construction Project Managers and Construction Administrators Building Coordinators and Administrators

43 Utilities Overview, Outage Planning, and Restoration Planned Evaluate UH Rep/ PM Outage of water, heat, electricity or HVAC that will affect building systems. Planned Planned major repair work Emergency - Immediate repairs to safeguard property and health. Exception to the policy Outage to a point of service device that will result in loss of service to only specific equipment and where the party affected by the operation of the device is informed of the outage, duration and effects.

44 Utilities Overview, Outage Planning, and Restoration Planned Coordinate UH rep/pm with Utility services and Building rep University representative - complete the outage request form and contact appropriate Utilities Supervisor to discuss the outage, Impacts Preferred Scheduling Outage Duration Contingency plans to minimize disruption and protect the building system. Contact information for the designated person and their availability during outage. Work may not proceed without the approval of the Utilities Supervisor for the outage and its associated details.

45 Utilities Overview, Outage Planning, and Restoration Planned Request UH rep/pm Prepare the appropriate notifications and submit to the Utilities Supervisor for final approval and publication. Use the standard template form. Attachment- 4 of policy

46 Utilities Overview, Outage Planning, and Restoration Planned Schedule UH rep/pm Coordinate with the building manager /coordinator or department representatives in an attempt to minimize impacts. Provide 120 hour (five business days) notice to facility users and key service providers using the Utilities Department Scheduled Outage Notification Procedure Ensure through notification acknowledgement from the affected parties, that the building coordinator, business manager or representatives to be affected by a scheduled outage have been contacted directly and are aware of the impending outage.

47 Utilities Overview, Outage Planning, and Restoration Planned Execute and Communicate Outage notifications shall be issued 120 hours (5 business days) prior to the scheduled outage to all persons identified by the Utilities Outage Notification Procedure and the building managers and representatives of the buildings to be affected. When outages have widespread impact an additional correspondence will be sent to the campus community by the Communications Coordinator. This does not apply to cases of emergency or imminent failure

48 Utilities Overview, Outage Planning, and Restoration Planned Execute and Communicate Outage notifications will be distributed through various outlets depending on the level of impact. UHPD and campus IT will be copied on all outages. Sample outlets and means of communication will include: UH Building Contact or Representative Faculty/Staff Listserv Department Business Administrators Listserv Student Listserv Administration & Finance Website Plant Operations Website PIER System UH Today Daily Cougar

49 Utilities Overview, Outage Planning, and Restoration Planned Planed & Emergency Outage Notification form Planned & Emergency Outage Notification Outage Schedule / Building Outage Start Date: Start Time: Building(s) Affected: Building(s) Affected: Building(s) Affected: Building(s) Affected: Building(s) Affected: Outage End Date: End Time: Building No: Building No: Building No: Building No: Building No: Type of Outage Electric Gas Domestic Water DI Water Condensate Chilled Water Steam Compressed Air Domestic Hot Water Vacuum Other: Additional Comments/Impact: Outage Contact Name: Title/Department: Telephone: Outage Approved by: Outage Notice Issued by: Approval Date: Issue Date:

50 Utilities Overview, Outage Planning, and Restoration Emergency Outage Emergency outages are the type of repairs that must be accomplished immediately to safeguard property and health. RESPONSIBLE PARTY handling an emergency outage shall call the Facility Service Center (FIX-IT) if outage occurs during normal working hours and the Central Plant operator (3-5791) if outage occurs during non-working hours. The Central Plant operator or the Facility Service Center will contact the appropriate people at that time.

51 Utilities Overview, Outage Planning, and Restoration Restoration of Service Services would be restored in the general priority below: 1. Building Life Safety 2. Research Buildings 3. Residential Life and Hilton Hotel 4. Auxiliary Areas 5. Classrooms and Offices After restoration of services, technicians representing each technical area will survey the affected buildings/areas ensure all systems in their respective areas are operational equipment set in their normal operating positions.

52 Utilities Overview, Outage Planning, and Restoration Fire alarm Fire alarm technicians All fire alarm panels are on battery backup. outage is less than 48 hours and there are no fire alarm events, all the systems will continue to stay online. extended outage scenario, fire alarm batteries will start recharging after power is Restored. After Power Restoration - Fire alarm technicians will log on to their True Site workstation confirm working of the campus fire alarm system. Buildings with a failed fire alarm be addressed

53 Utilities Overview, Outage Planning, and Restoration HVAC and Controls Mechanical and controls technician Lead mechanical technician will Confirm all equipment and systems that were locked down and tagged out during the outage are ready for start up. (chillers, boilers, air-handlers, pumps, exhaust fans, fume hoods, and domestic water system, etc) Bring these systems on-line to pre-event operating Conditions. Controls technician will Start the equipment and building checkups via controls workstation interface (onsite or remotely). For buildings without direct digital control (DDC) systems, the controls technician will physically visit each area of the building and confirm the operations of heating, ventilation and cooling systems.

54 Utilities Overview, Outage Planning, and Restoration Elevators Elev. Technicians Prior to the outage all building elevators would be brought to the lower level and locked in place to prevent entrapments Technicians in elevator shop will confirm operations of elevators in affected buildings, after the outage event.

55 Utilities Overview, Outage Planning, and Restoration Electrical High voltage Electricians High voltage (12.47kV and greater) system outages prior to de-energizing feeders, electricians will take the amperage readings on primary and secondary campus feeders de-energize the electrical feeders involved in the outage and rack out breakers and ground when necessary After work is completed, steps above will be followed in a reverse order prior to re-energizing the feeders and feeder readings compared to pre-event readings to confirm all systems are back in operation. Critical systems like domestic pumps, chillers, pumps, air handlers will be physical checked.

56 Utilities Overview, Outage Planning, and Restoration Electrical Building voltage systems Electricians Prior to any repairs electricians will de-energize the building 480V main switch lock out and tag out Post outage event, the electricians will confirm the electrical systems are ready to be put back in. remove the locks and tag. re-energize the system. Critical building systems will be physically checked by the electricians in the affected buildings.

57 Utilities Overview, Outage Planning, and Restoration Plumbing Plumbers After the services are restored, Facility Management plumbers will walk the affected buildings to confirm all the fixtures and systems are operational and set back to the normal operating conditions

58 Utilities Overview, Outage Planning, and Restoration Emergency Response & Management Services Emergency response contract established in year term with 2 one year renewal options In case of emergency situations, FM performs restoration through external company COTTON System-wide contract Full restoration services from water extraction to full GC services Campus is zoned for response Physical restoration will be team based and include zone teams made up of FM, Cotton, EHS, IT, Fire Marshall, PM and Building Coordinator Pre & Post event preparation checklists and plans in place

59 Utilities Overview, Outage Planning, and Restoration Tours for campus community Tours will be offered on the first Wednesday of every month at 10:30AM and will be lead by a FM staff member. Tour registrations are available online. Every month, we will alternate between one of the following tours: Central Plant (currently suspended) Cougar Substation Underground Tunnels and High Voltage Vault Questions and Discussion

60 Facilities Condition Assessment, Infrastructure and CRDM Melissa Rockwell and Sameer Kapileshwari

61 Facilities Conditions Assessment Plan Phase 1 work in progress Assess exterior, roof systems, and mechanical aspects of buildings Assess dining facilities and associated kitchen equipment. Assess IT and security. Pilot building completed: CRWC Phase 1: SR1, SR2, Engineering 1, Engineering 2, Health Science Center, Settegast Hall, Bates Hall, Taub Hall, Oberholtzer Hall, Moody Towers Phase 2: All other buildings on UH Main Campus Managed by Jim Norcom

62 FCA Results How will they be delivered? Prioritization 1. Priority 1 Currently Critical (Immediate) 2. Priority 2 Potentially Critical (One year) 3. Priority 3 Not yet Critical (2-5 years) 4. Priority 4 Recommended (6-10+ years) Findings Categories The findings from the FCA project will provide the findings by priority as well as category. The categories will align with the CB reporting requirements and include (1) Facility Adaptation, (2) Deferred Maintenance, and (3) Planned Maintenance & Renewal.

63 Capital Renewal & Deferred Maintenance (CRDM) CRDM funds are used for maintenance and repairs to public areas of buildings and grounds, including HVAC systems, plumbing systems, electrical systems, elevators, fire alarms, roofs, window replacements, masonry work, painting, plazas, road/sidewalk repair, and etc. CRDM Members CRDM Meeting Schedule and Minutes CRDM Guidelines CRDM Process Improvement Update Project Funding Request Form Funding Reports Emergency CRDM Requests

64 Overall Infrastructure Need Campus infrastructure has surpassed its renewal age Area s of disrepair exist across campus Historically issues have been addressed as emergencies occur or as new projects were planned A strong infrastructure plan will allow the university to plan proactively and replace critical systems prior to failure Data from the plan will help guide site and design decisions Plan is essential to university s to support Research mission and ensure future business continuity Investment will need to be thoughtful and staged with other master planning efforts

65 1 Study Chilled Water, Condensate and Steam Capital Improvement Plan Projected Budget Estimated Completion Date $51,500 Substantially Complete 2 Electrical Capital Improvement Plan $145,950 Substantially Complete Landscape, Sidewalk & Irrigation Capital Improvement Plan Utility Survey Location documentation of water, sanitary, storm, natural gas, and fiber optics Water, Sanitary & Storm Capital Improvement Plan Will include drainage and detention plan $255,000 October 2011 $335,280 July 2011 $170,000 November Transportation Capital Improvement Plan $140,000 December Infrastructure Improvements Integration Plan Will integrate all CIP s and IT needs into one overall CIP Facilities Conditions Assessment Plan Broad overview of conditions of every building on campus $115,000 April 2012 $316,413 April 2012 Note: FCA & Infrastructure Recommendations to be merged into one Capital Plan with 20+ Year Recommendations once complete Update every 3-5 Years for Rolling Plan

66 Prioritization 1. Priority 1 Currently Critical (Immediate) 2. Priority 2 Potentially Critical (One year) 3. Priority 3 Not yet Critical (2-5 years) 4. Priority 4 Recommended (6-10+ years)

67 1. Chilled Water, Condensate and Steam CIP 2. Electrical CIP Investigated ability of central plant and power supply to support existing and future development Both are fully funded and substantially complete A separate electrical study for ERP to commence in July 2011 Managed by Sameer Kapileshwari

68 1. Chilled Water, Condensate and Steam CIP Status: Work is substantially complete. Draft report for chilled water, steam and condensate has been completed. Findings: Currently critical (Immediate) $107K Conduct non destructive testing to determine corrosion levels of 50(+) year old chilled water piping in tunnel M (Technology to SERC), tunnel C (Technology to Quads), and tunnel N (E. Cullen to McElhinney). Year 1: Potentially critical (1 year) - $1.5M to replace and upsize chilled water lines in tunnel M from 20 to 24 and in tunnels C and N from 16 to 20.

69 2. Electrical CIP Status: Work is substantially complete. Draft report for electrical has been completed. Work to soon begin for ERP. Findings: Immediate: $300K for detailed assessment of equipment and feeder (Meg/Hi-Pot tests, oil tests for Xfmrs, reliability tests) Year 1: $4M for Phase 1 Equipment and Feeder repair/replacement (some primary and secondary feeders plus some electrical equipment). This price is approximate and will be further refined after detailed equipment assessment and testing. Year 2 to 5: $7M for adding capacity from Substation to building for core campus (some primary and secondary feeders) Year 6-10: $7M Equipment upgrade Phase 2 (equipment replacement and upgrades). This price is approximate and will be further refined after detailed equipment assessment and testing.

70 3. Landscape, Sidewalk & Irrigation CIP Landscaping throughout campus does not follow an overall plan. Many sidewalks in disrepair, presenting safety hazards and ADA liability. Irrigation system at end of life-span with out-of-date mainlines and components Internal campus circulation routes and sidewalk widths to be studied as part of Landscape MP Landscaping and irrigation can be updated to reduce maintenance demand and water consumption Managed by Roger Warner

71 4. Water, Sanitary, Storm, Natural Gas, Fiber Optic Survey Fully funded Work is substantially complete First major effort by UH to document these utilities Managed by Keith Ivy

72 5. Water, Sanitary, Storm CIP Many areas of the campus water infrastructure systems are aging Will perform analysis of demand vs. capacity and indicate where improvements are needed for current and future development Will investigate options for addressing storm water detention requirements for campus UH has not previously performed a campus-wide study for these systems Study results may provide support for City improvements to City utilities Managed by Keith Ivy

73 6. Transportation CIP Campus is surrounded by aging City roadways. Results of plan can be used when discussing need for improvements to with City Plan will investigate if there are needs for new UH roads, adjustment of existing roads, or ability to remove existing roads Will coordinate with Landscape, Sidewalk, & Irrigation CIP to improve pedestrian safety across roadways Managed by Keith Ivy

74 7. Infrastructure CIP Integration Effort to mesh all known planning initiatives into one comprehensive plan Allows University to better understand infrastructure funding needs and timing for next years Allows plans to be compared against non-infrastructure campus needs

75 Project Schedules 1. Chilled Water, Condensate and Steam CIP Draft Complete 2. Electrical CIP Draft Complete 3. Landscape, Sidewalk, & Irrigation CIP Complete October Water, Sanitary, Storm, Natural Gas, Fiber Optic Survey Complete July Water, Sanitary, Storm CIP Complete November Transportation CIP Complete December Infrastructure CIP Integration Complete April Facilities Conditions Assessment Plan Complete April 2012

76 Facilities Planning and Construction Overview Jonathan Thurston

77 Facilities Planning and Construction What Service Do We Provide? Life Cycle Program Management Project Validation Programming Procurement Design Development Construction Management Activation Commissioning Closeout Lessons Learned Warranty Period Management

78 Facilities Planning and Construction Who are we & how do we function? Organization Chart Project Delivery Process How will we engage building coordinators?

79 Facilities Planning and Construction

80 Facilities Planning and Construction 7-Step Project Delivery Process

81 Facilities Planning and Construction How Will FP&C Engage You? Program Confirmation/Affirmation Design Development Process Construction Meetings/Updates Building Activation Process Warranty Management

82 Facilities Planning and Construction How We Can/Will Support You? Serve as the primary communication liaison between campus support agencies and building occupants. Notify occupants of impending access interruption to public areas or utilities in the building. Post notices of renovation and construction work in the building that could affect occupants Periodically schedule time with Plant Operations and Public Safety to discuss specific problems or concerns within their assigned building

83 Space Management (FAMIS) Lillian Wanjagi

84 OFFICE OF FACILITIES INFORMATION The Office of Facilities Information maintains facilities data for UH and UH System to support the decision and planning processes of the University of Houston and its many constituencies. We are responsible for the official record of buildings and rooms. This is a Texas Higher Education Coordinating Board requirement. Lillian Wanjagi Director, Facilities Information Camille Porter Space Inventory Mgr Eva Lyon CAD/GIS Manager Plant Operations IT Dawn Taylor Space Coordinator CAD Students

85 FAMIS IMPLEMENTATION (Space Management) # of Buildings # of Rooms GSF NASF E&G UH ,085 10,410,836 6,648,730 3,039,613 UHS , , ,784 UHD 10 1,915 1,424, , ,303 UHV , , ,237 UHCL 14 1, , , ,750 The Texas Higher Education Coordinating Board uses this data to: Validate maintenance $ funding levels Evaluate large scale construction needs Evaluate classroom utilization

86 FAMIS IMPLEMENTATION (Space Management) Business Needs that FAMIS will address Compliance with CB facilities reporting requirements Compliance with Circular A-21 Requirements for the facilities portion of the Facilities & Administrative (F&A) Indirect Cost recovery Efficient use of space utilization via metrics related to costs and revenues generated space/room(s) based on programs e.g. research dollars IRS reporting requirements for private and public use of facilities that are bonded with interest-free bonds Accurate and detailed facilities data needed for internal decision making occupancy, move management, etc. FAMIS

87 Building Coordinator Program LUNCH BREAK

88 OTHER UNIVERSITY SERVICES

89 Green UH, Sustainability and Recycling Emily Messa and Leah Wolfthal

90 Quiz time!

91 Sustainable behavior is A. Exchanging my hummer for an electric car? B. Exchanging my electric car for a bicycle, even though I live in Katy? C. Buying organic produce at Whole Foods? D. Taking my children to the park? E. Investing my retirement money in socially/environmentally responsible funds? F. Setting the default setting on my computer to double-sided printing? G. Considering environmental issues when I vote?

92 Agree or Disagree: 1. Climate change (a.k.a. global warming ) is a problem. 2. When I think about climate change, I get scared and/or depressed. 3. I could care less about climate change. 4. Environmental concerns should be weighed with financial, and other, concerns. 5. I support sustainability when it means resource efficiency, waste reduction, and high-performing buildings.

93 True or False: 1. If you are really excited about helping your building become more sustainable, you should: (a) call or (b) become a fan of the GreenUH facebook page 2. If you don t call me, I will likely call you, as we design and implement fall building-specific educational campaigns 3. If your recycling bin is full, call extension to report this and have it emptied 4. Staff can volunteer at the campus community garden; to sign up go to: uhcampuscommunitygarden@gmail

94 Questions and Discussion

95 Property Management - Karin Livingston and Minhthu Pham

96 Property Management Services Coordination of annual inventory. Recording and reconciling all capital and controlled assets in the PeopleSoft Asset Management System, the State Property Accounting System, and the PeopleSoft General Ledger. Retention of all inventory documentation. Submission of required annual inventory reports to the state. Preparation of inventory reports for assets purchased with sponsored funds.

97 Surplus Property Services Evaluation of best method of disposal of University property Assistance in coordinating transfer of departmental property to surplus property Redistribution of surplus property to University departments (availability dependent on items sent to surplus) Office furniture (chairs, desks, tables, filing cabinets)

98 Surplus Property Services (continued) Electronic equipment and peripherals (CPUs, monitors, printers, phones, cameras, cords, cables, keyboards, mice, scientific equipment) Computer components (salvage of components such as hard drives, RAM cards, monitor cards, etc., is the responsibility of the requesting department) Coordination of sale (via auction) of surplus property that remains unused in the surplus property warehouse. Coordination of data-destruction and recycling of data processing equipment in accordance with Texas Administrative Code 202.

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100 Property Management Services Property Management Services Surplus Warehouse Location Energy Research Park Building 19 Office Hours Monday, Wednesday, Friday 9:00 AM 11:00 AM & 1:00 PM 3:00 PM Also by appointment Contact Raymon Matthews Warehouse Coordinator

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106 Upcoming Changes and Initiatives Workflow for all Property Management forms. Testing is currently in progress; depending on the results of our testing, we hope to begin doing user testing after fiscal year close and begin rolling out implementation by College/Division in the summer of Improvement of the coordination of sending surplus property to the warehouse. We will be presenting this as an issue at the August 2011 College Division Administrators meeting and requesting volunteers for a committee to discuss the issues and potential solutions.

107 Parking and Transportation Bob Browand

108 Parking and Transportation Department Overview The Department of Parking and Transportation Services is a part of University Services family and falls under the Division of Finance and Administration. Its mission is to effectively meet the parking and transportation demands of the campus community while providing an equitable and quality service within the scope of available resources.

109 Parking and Transportation Organizational Chart Haseen Mazhar Director Enterprise Systems - Academic Emily Messa Assistant Vice President University Services Fidel Ramirez Assistant Director PTS (Information Technology) i.e. Flex. Nextbus, PeopleSoft, B.A.S.I.S, Network Connectivity, Telecom, S&B, PCI, Electronic Document Storage Robert Browand Director Planning & Development Policies & Procedures Public Relations Paul Lozano Assistant Director - PTS Operations Transportation Services, Parking Operations, Garages and Visitor Information Booths, Marketing and Customer Service Call Center Kathy Tran Department Business Administrator Finance & Accounting Human Resources & Payroll Administrative Operations, Training Customer Service Parking Operations Staff of 3 FTE and 3 work studies Eric Holamon Manager Customer Service AM and PM Parking Operations Coordinators Call Center 4 Customer Service Representatives Service Counters WCG, Visitors Information Booth 1 & 15 Parking Citation Appeals

110 Parking and Transportation Services Parking Permit and Citation Management Administers Commute Club Program Visitor Parking Coordination Parking Citation Appeals Management Parking Lot and University Street Maintenance Administers UH Shuttle Service Contract Parking Planning and Development

111 Parking and Transportation Contact Information Customer Service 1. Call Center (M-F 8AM to 5PM) , 2. WCG Service Counter (M-F 7AM to 8PM) Information Booths (M-F 7PM to 8PM) a. Entrance b. Lot 15G Parking Citation Appeals (M-F 8AM to 5PM) Linda Steber, , lasteber@central.uh.edu 5. Customer Service Manager (M-F 8AM to 5PM) Eric Holamon, , esholamo@central.uh.edu Parking Operations (M-F 8AM to 5PM) Paul Lozano , plozano@central.uh.edu Financial and Administration (M-F 8AM to 5PM) 1. Kathy Tran, DBA, , bntran@central.uh.edu 2. Robert Browand, Director, , rjbrowand@central.uh.edu

112 Computing and IT Security Rita Barrantes and David Johnson

113 104 FTE 4 FTE 16 FTE 103 FTE 9 FTE 4 FTE U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Leadership Team & Organization Office of the CIO Dennis Fouty, Ph.D. Associate Vice Chancellor / Associate Vice President & Chief Information Officer Enterprise Systems Arun Jain, Ph.D. Associate Vice President Data Center Network Infrastructure Enterprise Systems and Services Technology Services and Support Office of the CIO IT Security IT Security Rita Barrantes, M.B.A. Associate to the CIO College Technology Reviews Mary Dickerson, M.B.A. Executive Director Business and Performance Services Nicole Broyles, M.B.A. Executive Director The University IT organization supports the University of Houston-System (UHS) and University of Houston (UH) goals through the delivery of technology services. David W. Johnson, M.S. Executive Director Administration of IT Organization IT Policy High Performance Computing Desktop / User Support Help Desk Instructional Technology Telephony Web Support Services Research Computing Keith Crabb, B.S. Manager

114 U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Service Portfolio INFRASTRUCTURE AND SECURITY Network Services UHS Intranet Internet (I1) High Performance Networks Telephony Video Security and Compliance Technology Consulting ENTERPRISE APPLICATIONS Oracle PeopleSoft ERP Student Finance HR/Payroll Infrastructure and Operations Blackboard LMS Data Warehouse University Advancement SUPPORT SERVICES Account Management Technical Support (ADMIN/Remedy) Web Services Software IT Training Emergency Communications Service Provided To: UH UHCL UHV UHD

115 U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Most Relevant UIT Services to Building Coordinators: Telecommunication Services: telephones, long distance, voic , data ports, fax servers, conference bridges, CougarOne card Classroom Support: general purpose classrooms IT Security: security risk assessments, computer security awareness training, computer security scanning for vulnerabilities

116 U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y

117 U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Requesting UIT Services: Contact the UIT Support Center: Phone: x support@uh.edu. Walk-ins: 116 PGH. Live Chat: uhhelpdesk.custhelp.com/app/chat/chat_launch To request Telecommunication Services: Online: For information about outages: Online: Go to ListServ: Join the ITAC notification list at

118 U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Telecommunications Equipment in UH Facilities List of facilities with telecommunication equipment is available and will be posted in the Facilities Coordinator SharePoint site. If you would like to have a walk through the technology facilities in your building, contact: Sam Longoria Telecommunication Manager slongoria@uh.edu, x Mark Aycock IT Facilities & Env Manager mlaycock@uh.edu, x To report an incident regarding a telecommunications facility: IT Availability Center (ITAC) itac@uh.edu, x To report IT Security incidents: security@uh.edu, x2-4695

119 University Information Technology (UIT) U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Technology Partners Program UH Colleges College Technology Manager Information Security Officer Network Infrastructure Architecture Business David Brashear - dwbrashear@uh.edu Trent Ramsey tjramsey@uh.edu, x (same) Peter Truong ptruong@uh.edu Data Center Education Timothy Rosas trosas@uh.edu, x Michael Rapp mdrapp@uh.edu Engineering Kiet Luong kietl@uh.edu, x John Young cjyoung@egr.uh.edu Enterprise Applications Honors College Hugo Pachas-Luna hdpachas-luna@uh.edu (same) Hotel and Rest Mgt Michael Scott - michael@uh.edu, x (same) IT Security Law Center Jorge Perez japerez6@uh.edu, x (same) Pharmacy David Wallace dwallace@uh.edu, (same) Instructional Technology NSM Salvador Baez-Franceschi, sbf@uh.edu, x (same) CLASS Frank Houston, fhouston@uh.edu, x (same) Support Center Social Work David Nguyen, dhnguyen2@uh.edu (same) Technology Tom Jones, tjones@uh.edu, x (same) Telephony Optometry Masood Haroon, mharoon@uh.edu, x (same)

120 University Information Technology (UIT) U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Technology Partners Program UH Divisions Division Technology Manager Information Security Officer Network Infrastructure Office of the President Patrick McNeil - pmcneil@uh.edu, x (same) Data Center Office of the Provost Patrick McNeil - pmcneil@uh.edu, x (same) Enterprise Applications Administration and Finance David Johnson dwjohnson@uh.edu, x (same) IT Security Research Chandresh (CV) Patel cvpatel@uh.edu, x (same) Instructional Technology Student Affairs Sam Nguyen, stnguyen@uh.edu, x Sudarat Saudale, x Support Center University Advancement Ruth Cutting, rcutting@uh.edu, x (same) Telephony Athletics Steven Beatty, srbeatty@uh.edu, x (same)

121 U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y Technology Partners Program UH Divisions Questions and Discussion

122 CAMPUS AND ENVIRONMENTAL SAFETY SERVICES

123 Environmental Health and Safety / Risk Management Bob Schneller and Lisa Benford

124 Environmental Health and Safety Risk Management Agenda Reporting Suspected Safety Hazards Hazardous Waste Program Safety Training Workers Compensation Contact List

125 Environmental Health and Safety Risk Management Environmental Health & Safety Organizational Charts Risk Management

126 Environmental Health and Safety Risk Management Suspected Safety Hazards Non-Emergencies Plant Operations Facilities Service Center (3-4948) Emergencies Police Dispatch (3-3333)

127 Environmental Health and Safety Risk Management Hazardous Waste The University of Houston generates many different types of waste. Those considered to be hazardous, and handled by EHS: Chemical Biological Radiological

128 Environmental Health and Safety Risk Management Hazardous Waste Containers Properly package the hazardous waste. Make sure containers are compatible with the materials inside and if not, transfer to a proper container. Containers must be leak free, have a tight fitting cap (no rubber stoppers or corks) and have no contamination on the outside. Containers should be no more than 90% full.

129 Environmental Health and Safety Risk Management Labeling

130 Environmental Health and Safety Risk Management On-Line Waste Pick up Submit a UH Hazardous Waste Pickup Request : Go to: a. Hazardous Waste Disposal Quick-Link b. Information on the container label must agree with the information on the UH Hazardous Waste Pickup Request. c. Please be accurate and concise when identifying contents

131 Environmental Health and Safety Risk Management Waste Disposal Supplies EHS provides yellow radioactive waste bags Red or orange biological waste bags Biological waste boxes 5 gallon carboys for liquids.

132 Environmental Health and Safety Risk Management Instructor Led Safety Training Classes Bloodborne Pathogens Bio-Hazard Shipping General Lab Safety Hazard Communication Respiratory Protection Biological Safety Radiation Safety X-Ray Machine Safety Laser Safety Others by request EHS Trains about 1,300 people per year (faculty, students, staff) All classes are free, and worth every penny!

133 Environmental Health and Safety Risk Management On-Line Safety Training Hazardous Waste Procedures Asbestos Awareness Environmental Compliance Bloodborne Pathogen Refresher Insurance Program Workers Compensation Biological Safety Refresher Radiation Safety Refresher X-Ray Machine Safety Refresher Laser Safety Refresher Indoor Air Quality/Mold

134 Environmental Health and Safety Risk Management Workers Compensation Coverage Who is covered Course and Scope No Fault Medical Bills No Limit Lost Wages - Limited

135 Environmental Health and Safety Risk Management Workers Compensation Responsibilities Workers Compensation Coordinator Liaison between insurance carrier & injured worker Claims Coordinator - Hiromi Takiguchi Risk Manager Eno Udoh Insurance Claims Representative Determines compensability Approves medical payments & benefits

136 Environmental Health and Safety Risk Management Workers Compensation Forms Injured Employee and Supervisor complete and submit forms to Claims Coordinator

137 Environmental Health and Safety Risk Management Principal Contacts NAME TITLE PHONE Bob Schneller Director, EHS & Risk Management Lisa Benford Manager, Biological Safety Otu Inyang Manager, Radiation Safety Emmett Sullivan Manager, Chemical & Occupational Safety Eno Udoh Risk Manager Hiromi Takiguchi Claims & Safety Coordinator

138 Environmental Health and Safety Risk Management For Assistance Main Line Environmental Health and Safety Website Risk Management Website

139 Public Safety s Role in the Building Coordinator Program Brad Wigtil

140 Public Safety University of Houston Department of Public Safety

141 Public Safety UHDPS Location

142 Public Safety How are we Organized

143 Public Safety Getting In Touch Staying In Touch Phone: (713) Emergency: 911 Website:

144 Public Safety Who is UHDPS

145 Public Safety Providing Safety Services Is What We Do!

146 Public Safety Police Services

147 Public Safety Parking Enforcement Services

148 Public Safety Security Services

149 Public Safety UHDPS & UH Building Coordinators Partnering together to build a safer community

150 Public Safety UHDPS Role in Building Coordinator Program Emergency Response We will immediately respond to any safety emergency in your building that you or the occupants report

151 Public Safety UHDPS Role in Building Coordinator Program Beat Contact Program Assigned Officers meet with the Building Coordinators to discuss and resolve safety issues for the building Building Coordinators elicits the safety concerns of building occupants

152 Public Safety UHDPS Role in Building Coordinator Program Building Safety Surveys Upon your request trained crime prevention specialist will conduct a crime prevention survey and make recommendations to help increase the security of your building

153 Public Safety UHDPS Role in Building Coordinator Program Crime Prevention Programming UHDPS has numerous crime prevention presentations to address the safety concerns of the occupants of the building.

154 Public Safety UHDPS Role in Building Coordinator Program Emergency Contact UHDPS will contact you when incidents effect the serviceability of the building or impacts normal business operations. Sorry in advance for the early AM phone calls!

155 Public Safety Building Coordinator s Role With UHDPS Keep your ears to the ground and eyes open! Stay in tune with the personal and property safety concerns of the building occupants Be watchful for unsafe conditions Report concerns to UHDPS

156 Public Safety Building Coordinator s Role With UHDPS Develop a notification tree. UHDPS cannot track who is in every office and lab on campus When an office, lab or other type facility is impacted by a facility failure or crime we need you to help contact the occupant so the incident can be resolved.

157 Public Safety Building Coordinator s Role With UHDPS Questions

158 Building Coordinator Program BREAK

159 Fire Safety and Life Safety Bob Bowden

160 Fire Safety and Life Safety Fire Marshal s Office Staff Services Contact list

161 UH Fire Marshal s Office Staff Fire Marshal - Bob Bowden Assistant Fire Marshal Joe Tremont Deputy Fire Marshal (Building/Construction Inspector) - Lance Wilson Deputy Fire Marshal (Building/Construction Inspector) Chris McDonald Deputy Fire Marshal (Fire Protection Equipment) Huey Joseph Food Safety Specialist Sondra Washington

162 UH Fire Marshal s Office Staff

163 UH Fire Marshal Services Emergency Response Provide Emergency Response Assistance as Needed Including: Providing Building Plans to emergency responders Establishing Perimeters Evacuating Buildings First Responder Building Fires Car Fires Trash Can/Dumpster Fires

164 UH Fire Marshal Services Emergency Response First Responder Fire Alarms Smell of Natural Gas HAZMAT Incidents Food-borne Illness investigations Benefits to UH Rapid Internal Response Trained Responders Minimal Interruption

165 UH Fire Marshal Services Building Inspections Complete Inspection of Facilities for Fire and Life Safety Issues Sample Issues: Extension cords used as permanent wiring Candles Space Heaters Blocked Exits/Corridors Excessive Storage Excessive Chemical Storage

166 UH Fire Marshal Services Benefits to UH: Establish Safe Working and Learning Environment Business Continuity Compliance with Accepted Standards Minimizes Risk

167 UH Fire Marshal Services Fire Protection Systems Provide plan review, code interpretation, acceptance and routine inspections: Fire extinguishers Fire sprinkler systems Fire pumps Standpipe systems Fixed chemical systems Fire alarm

168 UH Fire Marshal Services Benefits to UH: Establish Safe Working and Learning Environment Business Continuity Compliance with Accepted Standards Minimizes Risk

169 UH Fire Marshal Services Food Safety Program Inspection and Investigations for Food Compliance with Sanitation Codes Food Establishments Temporary Food Dealers Fund Raisers Outside Catering Special Events Food Borne Illness Investigations

170 UH Fire Marshal Services Benefits to UH: Establish Safe Consistent Food Preparation Practices Ensures sources of Food Supplies Compliance with Accepted Standards Ensures Caterers are Licensed Ensures Alleged Outbreaks Will Be Investigated

171 UH Fire Marshal Services Construction/Renovation Ensure New Construction and Renovations Comply With National Fire Protection Life Safety Code 101 Plan Review Construction Meetings Inspections Acceptance Testing Certificate of Occupancy

172 UH Fire Marshal Services Benefits to UH: Establish Safe Working and Learning Environment Compliance with Accepted Standards Minimizes Risk Selling Point

173 UH Fire Marshal Services Permits Provides A Means of Ensuring Awareness and Control of Activities on Campus Temporary Food Dealer s Open Flame Tent(s) Fire Protection System Shutdown Fire Alarm Welding, Cutting and Dust Production

174 UH Fire Marshal Services Benefits to UH: Awareness of Activities on Campus Establishes Accountability/Responsibility Reduces Number of Unwanted Alarms Minimizes Risk Promotes Local Control

175 UH Fire Marshal Services Name Title Phone Bob Bowden Fire Marshal X Joe Tremont Huey Joseph Lance Wilson Sondra Washington Chris McDonald Assistant Fire Marshal Deputy Fire Marshal Deputy Fire Marshal Food Safety Specialist Deputy Fire Marshal X X X X X du

176 UH Fire Marshal Services QUESTIONS?

177 Emergency and Disaster Preparedness - Joe Mendez

178 Emergency and Disaster Preparedness The mission of the emergency management at the University of Houston is to: Prevent Mitigate Prepare for Response to and Recovery from all incidents, emergencies or disasters with an approach using the Four Phases of EM

179 UH Emergency Preparedness Personal Preparedness Know your surroundings Have a plan Have a kit Campus Preparedness o Know your location o o o o o Know evacuation plans Know how to contact UH Police Department (713) or 911 from a campus phone Know where the nearest Blue Light phone is located Know where the nearest fire alarm is located Know how to tell if the Campus is closed and what to do UH Delays and Closures:

180 Emergency Preparedness and Planning Objectives: Save, Promote, Minimize and Restore Save lives and prevent injuries Promote an effective action in responding to emergencies Minimize loss of campus property Restore conditions to normal and with minimal confusion Incident objectives are established based on the following priorities: Life Safety Incident Stabilization Property Preservation

181 What is All-Hazard System Planning

182 Communication Systems? GOAL: To communicate to students, faculty and staff and visitors in the event of an impending threat on campus. PEIR - Notification System Severe weather conditions Major power outage disrupts campus Campus intruder or active shooter METHODS: , SMS (text messaging), and text to voice Alertus Beacons UH Emergency Operations Webpage Warning Outdoor Siren System Step One: Seek shelter in the nearest building Step Two: Seek additional information from: Text ALERTS Alerts UH Web Page Local Media

183 Why Prepare? Students, faculty and staff are more composed when faced with an emergency. Prevent, respond to, and recover from incident effectively, and efficiently. To know - what to do and where to go.

184 What is your role? Develop a phone call-tree for your department or residence hall. Practice your evacuation plans with friends and coworkers until everyone knows them well. Review and revise plans regularly to include new people and room changes. Share emergency alert information received from the PIER Text or alert systems with those who may not have received it. Update your emergency contact information through:

185 Emergency Safety Tips Listen to emergency announcements Follow all instructions Seek shelter Find the safest route into or out of a building Remain calm Notify the Campus Police or call 911

186 Summary Know plans and procedures and what is expected of you Watch out for one another Be part of the solution QUESTIONS? Joe S. Méndez Director, Emergency Management Bureau Department of Public Safety 3869 Wheeler St. Houston, TX (832) Office (713) Fax