Require Directors/AVP's to integrate a culture of continuous improvement within their departments.
Objective
Integrate Project Management Software And University Accounting Database
Utilizing web-based product, e-Builder, to capitalize on "real-time" construction project tracking and management from planning phases through completion of FPC projects. Information can be accessed at multiple levels of the project phases and organizational structure. Ultimately, enhancing the over-all project delivery. The integration of BANNER, the University's accounting database, with the project management software, reflects accurate information and an intense process of checks and balances.
KPI
Comparison Of Project Costs Via Cognos Report
Review monthly the FPC Monthly Manager Reports and Cognos dashboards to track Project softcosts, Design and General Contractor Contracts and Project change orders in comparison to Total Project Cost (TPC) and BANNER Budget pools. The Cognos report run daily compares BANNER and eBuilder project costs and is used to determine need for redirection and analysis of risks exposure. Less than a 1% variance is considered successful when comparing Banner and eBuilder...: 1. Project Budgets 2. Expenditures 3. Encumbrances 4. Rem Balances
The variances are a result of time between the different departments necessary to process information. Purchasing, Budgets, Accounts Payable and Facilities Planning processes must be sequenced. Not all events can happen simulataneously.
Continue current efforts and provide supportive analysis. Manual input will be necessary.
Goal
Provide For Continued Improvement In Campus Facilities And Grounds
Boost participation of campus departments in the verification of their facilities space and improve departmental understanding of the Texas Higher Education Coordinating Board (THECB) space coding structure.
Objective
Increase Campus Participation In The Verification Of Their Facilities Space
With the constructed environment expanding every year and the existing campus rooms in a constant state of change, it is important that campus spaces are reviewed on a regular basis. We can make significant improvements in the use of space through reliable information. It is imperative that the space users collaborate with the Facilities Planning Office to ensure that the facilities space data sent to the THECB is accurate. There are a number of decisions made by the THECB and state legislature based on this data, including funding for new construction.
KPI
Achieve 100 Percent Annual Inventory Responses From Departments
Annual inventory review performed by the institution’s departments during March-April of each year. A new web program has been designed to access buildings and rooms by department. Review requests will be communicated to department contacts and managers. A percentage of the departments responding will be reported to the Director of Facilities Planning & Construction and the Associate VP of Facilities Management. The introduction of the program yielded only a 55% response. A range of 98%-100% response is desired.
Result
Department Participation
- The initial request for departmental facilities space review went out to the campus departments in March 2015: 78% responded.
- The reminder email was sent out the first week of June 2015 to those departments not responding with a copy to their College Dean. An additional 18% responded.
- A total of 122 out of 127 departments responded for this year’s annual facilities space review. This total response of 96% is a great improvement over 66% last year and 55% at the introduction of the program.
Action
Educate Faculty About Space Management Procedures
Coordination with IT Enterprise Services to document our space management processes to effectively improve their support. A bi-annual departmental training to educate faculty in regards to annual inventory responses and space managment processes. All replies for the annual inventory must be received by August 1st.