OATdb Archive

2010 - 2011

Facilities Management

Goal
Continually Improve The Support Services To Internal Constituents.
Continually improve the support services to internal constituents.

Objective
Implement Energy Performance Contract In FY 2011
Facilities Management will complete the implementation of an Energy Performance Contract in FY 2011.

Indicator
Document Award Of Energy Performance Contractor
Facilities Management will fund and award to the successful proposer an Energy Performance Contract for immediate implementation.  The awarding of this contract will be completed by a department established deadline.


Criterion
Award Energy Performance Contract By January 1, 2011
Facilities Management will award the Energy Performance Contract by January 1, 2011.


Finding
An Energy Performance Contract Was Prepared And Approved For Bond Issue
The Texas State University System Board of Regents approved the Energy Performance contract in November, 2010.  The Texas Higher Education Coordinating Board approved the Energy Performance Contract in March, 2011.  Project approval $21,630,436.00

Finding
The Energy Performance Contract Was Submitted For Bond Issue But Rejected
The Energy Performance Contract was submitted to the Texas Bond Review Board but they requested removal from consideration due to insufficient time for all Board Members to review and understand the details.

Finding
SHSU Is Seeking All Possible Financing And Execution Methods
A past audit of performance contract put such programs on hold for several years.  SHSU was first to process a performance contract since the moratorium on such programs was lifted by State Government.  As of August 31st, SHSU Administrators were seeking all possible methods to fund and execute contract

Finding
A Contract Was Not Awarded In FY 2011
SHSU was not able to award a contract in FY 2011 and will seek ways of completing the energy conservation retrofit measures in FY 2012.


Action
SHSU Staff Will Collectively Assess All Possible Means Of Executing Energy Retrofits
Facilities Staff and Administration will collectively review alternative financing and delivery methods in FY 2012 in order to accomplish the energy conservation retrofits identified in the completed building audit.

Objective
Minimizing Reportable Accidents In Facilities Management
Facilities Management will emphasize the investigation of accidents in the department, the correction of potential hazards, and the implementation of programs to prevent accidents in order to achieve zero reportable accidents.

Indicator
Worker Compensation Injury Reports For Facilities Management Employees
Accident reports for reportable injuries (lost time) are filed with the Environmental, Health, and Safety Office, the Human Resources Department, and the State Office of Risk Management.

Criterion
Zero (0) Reportable Accidents In Facilities Management
Facilities Management will strive to have zero reportable accidents during the period of this report.

Finding
Eleven Reportable Accidents Were Recorded In Facilities Management During FY 2011
During the twelve months of FY 2011, Facilities Management experienced a total of eleven (11) reportable worker's compensation injuries.


Finding
64% Of Accidents Reported In Custodial Services
Custodial Services had 64% of the reportable accidents.


Finding
All But One Accident Involved Slips Or Falls
Only one of eleven accidents did not involve a slip or fall incident

Action
Manager Of Custodial & Grounds To Prepare A Plan Of Action To Lower High Rate Of Accidents
The Manager of Custodial and Grounds will be asked to prepare a plan of action to reduce the number of accidents in the Custodial area and to include this focus of attention as a goal in the OATDB.

Action
Request Assistance From Office Of Risk Management To Bring Custodial Shop Accidents Down
Associate Vice President for Facilities will request assistance from the Office of Risk Management to bring down the number of accidents in Custodial area.

Objective
Indoor Air Quality Improvements Across Campus
Facilities Management will operate an operations and maintenance program that focuses available resources within our budget to improve the indoor air quality in our campus buildings.

Indicator
Plant Operations Will Incorporate Indoor Air Quality Improvements In Their Operations And Maintenance Program.
Plant Operations has the capability to perform a host of operations and maintenance actions which impact Indoor Air Quality.  These actions will be recorded as part of a plan for the period.  The number of Indoor Air Quality improvement we hope to accomplish will be dictated by the availability of resources within our budget. 

Criterion
Plant Operations Will Accomplish Seven (7) Building Indoor Air Quality Improvements
Plant Operations will accomplish seven (7) Indoor Air Quality Improvements this period to include air handler cleaning, duct cleaning, air filter improvement strategies, outside air modifications, etc.

Finding
Completed Thirteen (13) Indoor Air Quality Projects In FY 2011
Completed Thirteen (13) Indoor Air Quality Projects in FY 2011.  Project listing is attached.


Finding
Good Indoor Air Quality Projects Are Being Completed But Need To Measure Effectiveness
Although a number of good indoor air quality projects are being completed the effectiveness of these projects is not being measured and should be in order to determine benefits of the program.


Action
Use Building Assessments To Locate Indoor Air Quality Problem Areas
Facilities Management is currently performing a Campus Condition Index review of all campus buildings.  This is basically a walk through inspection of all building systems and components and preparing a list of repair and maintenance conditions requiring attention.  It also forecasts tasks which will need to be done in the future years.  The inspections are uncovering good opportunities to repair equipment that impact our indoor air quality.  All buildings are expected to be complete by June 2012. 


Action
Develop Mechanism For Measuring Effectiveness Of Indoor Air Quality Projects
Staff will develop a mechanism for measuring the effectiveness of indoor air quality projects.  Possible mechanisms could be number of complaints or amount of energy use.

Goal
Recruit/Retain Quality Administrators
Recruit/Retain Quality Administrators


Objective
Department Will Support The University's Annual Fund Drive
Facilities Management staff will support the Annual Fund Drive through contributions to the Physical Plant Scholarship fund for designated dependents of facilities employees.

Indicator
Department Will Record Employee Contributions To The Annual Fund Drive
The department will seek voluntary contributions from employees for the Physical Plant Scholarship fund which awards scholarships to dependents of Facilities Management.  Contributions will be tracked and recorded.

Criterion
Department Will Collect $3,500.00 For The Annual Fund
Last year's target of $2500.00 was easily met and this years target has been raised to $3,500.00.

Finding
Facilities Management Staff Contribute $4,455.00 To Annual Fund In FY 2011
Staff from Facilities Management contributed $4,455.00 to the SHSU Annual Fund in FY 2011.  The participation rate was 50%.  These contributions go to a scholarship fund for dependents of Facilities employees.

Finding
The Scholarship Fund Is Growing And Needs Qualified Applicants
We have discovered that the scholarship fund is growing quickly and the number of qualified applicants is small.  We will need to investigate ways of getting more of the money out to those who need it.

Action
Facilities Employee Committee Will Be Asked To Prepare A Plan To Increase Awards
The Associate Vice President for Facilities will request that the Facilities Employee Committee prepare a plan to increase the number of scholarship awards and will work with them to prepare the plan.

Objective
Expand Professional Knowledge Of Department Employees
Facilities Management will focus on expanding the professional knowledge of department employees by promoting attendance at conferences, seminars, and technical training programs.

Indicator
Facilities Management Administration Training Database Report
Facilities Management Administration office maintains a database of all employee trips to conferences, seminars, and technical training programs.  (Report is attached at the Indicator Level)

Criterion
25% Of The Department's Employees Will Attend Conferences, Seminars, Or Training Classes
The previous year's criterion was to send 20% of the employees to conferences, seminars, or training programs.  This was achieved and therefore our criterion for this period was increased to 25% participation.

Finding
Forty-Four Employees Have Attended Professional Development Programs Through July, 2011
Forty-Four (44) employees or about 26 percent of the staff have attended some form of professional development through the month of July, 2011.  The roster of attendees and programs is attached.

Finding
Professional Development Program Needs Employee Feedback
Although a good percentage of employees attended professional development and the programs attended are centered on our needs, we need to survey employees on professional development for improvements next year.

Action
Develop And Administer Survey Of Employees On Professional Development
In FY 2012 the office of the Associate Vice President for Facilities Management will survey employees for their input on improving our professional development delivery.  Results will be used to steer the FY 2012 programs and beyond.

Goal
Enhance The Link Between Planning And Budgeting As Well As Determining Resource Needs And Uses Both Short And Long Term.
Improve planning activities to make budgeting process more efficient and determining resources needed over the short and long term.


Objective
Reduce The Use Of Energy In Campus Buildings
Facilities Management will support the Governor's Energy Program and decrease the resources needed short and long term by establishing energy reduction goals for campus buildings and initiating programs to reduce energy consumption.

Indicator
Energy Utilization Index Will Be Tracked And Recorded
The Energy Utilization Index (Total campus energy consumption per square foot will be calculated and reported monthly) is a measure of energy efficiency in buildings.  This index will be tracked and recorded.

Criterion
Reduce FY 2011 Energy Utilization Index By 6% Below FY 2005.
Reduce FY 2011 Energy Utilization Index By 6% Below FY 2005.

Finding
FY 2011 Energy Utilization Index Is 10.89 Percent Above FY 2005
FY 2011 energy usage was 10.89 percent above FY 2005.  This is a significant increase in the EUI and likely represents the drought impact among other issues.


Finding
Energy Performance Contract Not Implemented
Failure to implement the Energy Performance Contract is preventing the University from meeting its energy goals.  This or an equal program must be implemented to meet our goals.

Finding
Campus Wide Temperature Standards Not Implemented
We slowed down our approach to implementing campus wide temperature control in hopes of getting the Energy Performance Contract underway.  This contract has a large portion of work devoted to controls which would give our shops more control over indoor environments.  We need to prepare the standards to be ready for the contract implementation.

Finding
Seasonal Heating And Cooling Requirements Increase Consumption
Both heating and cooling degree days rose sharply from FY 2005 and drought conditions in Texas led to unseasonably higher energy usage.

Action
Implement Energy Performance Contract Or Alternate Energy Retrofit Program
With full implementation of the Energy Performance Contract the University could meet its Energy goals by the year 2013 if all of the energy retrofit opportunities are successful.  Staff will now look for less costly delivery methods for accomplishing energy retrofits.

Action
Make Recommendation For Campus Wide Temperature Guidelines For Approval
Complete the energy policy which would place limits on the minimum and maximum temperatures for air conditioning and heating in buildings.

Action
Analyze High Consumption Facilities For Possible Energy Saving Improvements
Staff will calculate usage rates (EUI) for the top 20 percent of our buildings according to square feet of area and perform an analysis of the energy consuming elements of the building to look for ways of reducing energy usage. 

Goal
Encourage Units To Actively Participate In Local, State And National Organizations.
Encourage Units To Actively Participate In Local, State And National Organizations.

Objective
Provide Leadership For Annual Walker County Fair Livestock Auction
Facilities Management staff will provide leadership for campus contributions to the Annual Walker County fair purchase at the livestock auction.

Indicator
Dollars Raised For Walker City Fair Livestock Auction
The measure of leadership for campus participation in the Annual Walker County Fair will be the number of dollars raised for the County Fair Livestock Auction.  This number will be tracked and recorded.


Criterion
Raise $1750 For Walker County Fair Livestock Auction
The Department will try to raise $1750 for the livestock auction.

Finding
Facilities Management Employees Contribute $1,000 To The Walker County Fair Auction
Participation in the contributions for the Walker County Fair Auction was down this year from our criterion of $1,750.

Action
Employee Committee Will Provide More Visibility To Contribution Effort
The information about contributing was not widely distributed and this needs to be improved next year through meetings and postings in the general Facilities work areas.

Update to previous cycle's plan for continuous improvement
Plan for continuous improvement The University is tackling energy conservation through the use of an Energy Performance Contract.  A moratorium on Energy Performance Contracts that had been in effect for several years due to poor audit results on completed contracts was lifted.  SHSU conducted a detail energy audit of campus buildings.  By identifying good payback energy saving opportunities and implementing them, a significant reduction in use of energy is possible in the coming years.  In fact we estimate the annual savings would help us meet our goals in the year 2013.  The program was to be bonded and underway by June 2011.  All agency approvals were obtained, however the Texas Bond Review Board asked that we withdraw the bond approval request.  SHSU's project was the first to go through bond review since the moratorium was lifted.  SHSU is now looking at not only optional financing opportunities but alternate less costly delivery methods.  It is hoped a project or projects can be funded in FY 2012.

Reductions in energy use continue to be difficult.  A large effort was placed on securing an Energy Performance Contract with hopes it would provide the push to get our energy use down to meet the goals established.  We believe the project would help meet our goals by 2013.  We will pursue the contract and are optimistic it or an alternate contracting method will be implemented in the coming months.  In addition to lighting energy reductions, the contract would improve HVAC controls around campus, thus permitting us to implement temperature guidelines that can be met by our shops and provide equitable indoor environments across our buildings.  Unseasonably high degree days on both the cooling and heating side have raised the level of use in all campus buildings.  In addition, Texas drought conditions have produced an historically high number of +100 degree days this summer.  Energy per square foot numbers for the campus were markedly affected.

Saving University dollars happens in other ways as well.  Workers compensation claims costs the University thousands of dollars annually and having a zero reportable accidents goal in the department can result in immediate and long term savings.  We have a majority of serious injuries in our custodial services area despite more training on the conditions that cause injuries.  A new Risk Management office has been established in the University and Facilities safety staff moved to the new office leaving Facilities with no assigned safety manager.  In the next several months we will be reviewing our safety program and how we can handle an obvious need for full time safety oversight in the Facilities area.  The Manager of Custodial and Grounds will also work on a plan to reduce injuries and the AVP for Facilities will work with the new Risk Management office to secure ideas on reducing injuries.

Facilities Management’s new Plant Operations Director is very proactive in the indoor air quality area working with maintenance to ensure equipment is operating properly and effectively.  Likewise the Plant Operations Director is involved with the Energy Performance Contract to improve CO2 levels through fresh air programs in buildings and humidity levels through improved air conditioning and heating systems.  An Indoor Air Quality Management Plan has been developed to lay out standardized procedures for handling identified problems in a consistent and responsible manner.  Additionally we are executing a campus wide condition index assessment of all buildings which will help us identify even more opportunities to correct hidden Indoor Air Quality related problems.  A number of good quality Indoor Air Quality projects were completed this year but we need to step up to a measuring program to ensure our dollars are being effective.

Our employees are generous and supportive of the University’s Annual Fund campaign each year as well as the local Walker County Fair.  We continue to surpass our target giving levels in the Annual Fund arena.  We were one of the first departments to establish a scholarship program for qualified sons and daughters of the Facilities Management department.  That fund has grown and qualified awardees are not coming forward.  Our employee committee will be looking at how we can award more scholarships in the coming years.  And we’ve always been a leader in contributing to the funding for purchase of livestock at the Walker County Fair.  This year we did not meet our goal.  Advertising for the contributions was less than in past years and although no statistics are available, the economy may have had an effect also.  These are programs in which the employees give back to the community.

Sam Houston State University | A Member of The Texas State University System