2. Developing A Comprehensive Facilities Plan At UVM Sal Chiarelli, Director of Physical Plant, UVM

3. Salvatore Chiarelli Director Of Physical Plant UVM 284 East Avenue, Burlington VT 05405 (802)656-1072 (802)656-1075 fax salc@afsrvr.uvm.edu http://www.uvm.edu/~uvmppd

4. My Background New York City Technical College State University of New York At Binghamton New Jersey Institute of Technology Machine Tool Industry Hospital Services Areas Consolidated Edison Co Of New York New York City Board of Ed Union County College University of Vermont Sal Chiarelli, Director of Physical Plant, UVM

5. What I Expect To Share With You Today Some of the general information involved in the transition of a Physical Plant Department within a very complex Organization. How we are becoming a driving force to promote change at UVM No Rocket Science Sal Chiarelli, Director of Physical Plant, UVM

6. UVM Overview Sal Chiarelli, Director of Physical Plant, UVM

8. A Variety Of Buildings Sal Chiarelli, Director of Physical Plant, UVM

9. University Row

10. 109 South Prospect 1895

11. Converse Hall 1895

12. Gutterson Field House 1961

13. Billings Hall 1885

14. Ira Allen Chapel 1925 Grassmount 1804

15. Southwick 1934

16. Rowell 1970

17. How Does PPD Fit Into The Organization Sal Chiarelli, Director of Physical Plant, UVM

18. Need to update this chart footers

20. Physical Plant Department 265 Employees Sal Chiarelli, Director of Physical Plant, UVM Heat Plant HVAC CPR Shop Custodial Plumbing Electric shop Asbestos/lead Recycling Solid Waste Admin Service Ops. Material Management Grounds Projects

21. PPD As Is 8/1999 Low Morale Lots of Emergencies Budget Cuts Continuously Good People Bad Systems No Checks/balances Little use of technology Limited Accountability Building systems neglected Sal Chiarelli, Director of Physical Plant, UVM Disconnected Poor Image Little customer focus Overlapping Duplication Do everything No Prioritization And more

22. Comprehensive Self Study Review In PPD Sal Chiarelli, Director of Physical Plant, UVM A.

23. Sal Chiarelli, Director of Physical Plant, UVM The main purposes of the study were: To document the current status of the UVM Physical Plant Department Identify opportunities for increasing efficiency Benchmark specific indicators against similar departments in other universities and colleges Create performance indicators for a continuous improvement program.

24. WHY ARE WE DOING THIS Sal Chiarelli, Director of Physical Plant, UVM

25. Driving Forces High tuition/room/board (27K) Over 50% choose facility related items Highly competitive market Customer expectations Chaotic/reactive Outsourcing seen as a threat Facilities is overhead Sal Chiarelli, Director of Physical Plant, UVM

26. Customer Expectations Be invisible Like a utility I paid already (grants 50%) Varies according to the individual Be right over service Everything is an emergency Little or no planning Sal Chiarelli, Director of Physical Plant, UVM

27. The goals for the project are as follows: Capture the relevant historical information and present it in a logical format; Provide new information about customer satisfaction, employee issues, staffing, industry changes and innovations; Identify opportunities for increasing efficiency within the department; Develop priorities that will clarify funding requirements for the department and assist in the budgeting process; Develop an understanding of the external and internal drivers that force choices and changes within the department; Make recommendations for change and innovation for programs and services; Develop a replicable process that also increases the capacity of the staff to undertake similar studies in the future; Identify the consequences of not taking specific action or making sustainable changes; and Improve the department’s morale by creating a participatory process of self-study. Sal Chiarelli, Director of Physical Plant, UVM

28. How Did We Get Info Focus groups –Faculty –Students –PPD Staff –Colleagues Surveys SWOT History Sal Chiarelli, Director of Physical Plant, UVM Other Institutions APPA Current Database WO system Wellness Survey PPD Customer Surveys

30. SWOT Analysis Sal Chiarelli, Director of Physical Plant, UVM

31. S.W.O.T.’s Strengths (Internal)Weaknesses (Internal)Opportunities (External)Threats (External) Campus Location Customer Service Employee Expertise and Dedication Well-respected work force Knowledgeable leadership Diverse Work Force Team Work Customer Feedback Campus Location Preventive Maintenance Loss of Corporate Knowledge Lack of Centralization Formal Training Program Communication Deferred Maintenance Organizational Structure Performance Measures and Accountability Employee Recognition Morale Inadequate Financial Resources Information Technology (IT) Undefined Priority Management Financial Systems & Tools Bench marking with similar institutions Partnering (Utilities, Services and Purchasing) Creative Financing (Grants, Loans and Bonds) Utilizing Faculty (Staff Development and Technology) Centralization of Similar Campus Services Outsourcing Customer Input Senior (Upper-administrative) Level Direction Change of Customer Expectations Utility Deregulation Outsourcing Insufficient Funding Code Compliance Issues Media (Television, newspaper and radio) Changes (Technology, Environmental and Socioeconomic) Legal Issues (Personnel and Environmental) Changes in Upper-administrative, senior positions Wages and Salaries not competitive Unforeseen expenditures (Personnel and projects) Key Personnel Retiring Institutional Competition Customer Dissatisfaction Utility Cost Fluctuations Common Denominators

32. Laying Out The Plan Situation Analysis/Self Study - Where are you today Mission - Why you exist Vision - What you aspire to be Goals - How to achieve the vision Strategies - Initiatives for accomplishing goals Measurements - Indicators of progress Implementation - Plan-Do-Act-Correct Cycle Sal Chiarelli, Director of Physical Plant, UVM

33. Strategic Planning Re-evaluate our mission Create our Vision Develop goals Create strategies to reach goals Align with the University Sal Chiarelli, Director of Physical Plant, UVM

34. Mission To maintain facilities, perform related services and provide responsible stewardship of the University of Vermont’s physical assets in support of the University’s mission. Sal Chiarelli, Director of Physical Plant, UVM

35. Vision To be a highly effective facilities organization through: –Continuous improvement and innovation –Maximizing resources –Encouraging employee growth and job satisfaction –Promoting the values of UVM’s Common Ground and supporting the needs of the Campus Community Sal Chiarelli, Director of Physical Plant, UVM

36. Strategic Assessment Model (SAM) Combines Baldrige and Balanced Score card Sal Chiarelli, Director of Physical Plant, UVM

38. 4 Main Goals Financial : To be responsible stewards of the university assets and cost effective managers of financial resources Internal Processes: To achieve operational excellence by providing highly efficient, effective and responsive services. Innovation and Learning: To create an environment that fosters employee excellence through participation professional growth and clear communications. Customer Perspective: To be recognized by our customers as knowledgeable, responsive and efficient service providers Sal Chiarelli, Director of Physical Plant, UVM

39. Actions Taken As A Result Of Study Sal Chiarelli, Director of Physical Plant, UVM

40. Customer Focus Maintenance specialists Building contact person Road show Mastering the maze Surveys Monthly meetings Building contact info sessions Sal Chiarelli, Director of Physical Plant, UVM

41. Committees Administrative Council Faculty Physical Planning Committee Major project committees Student Committees Staff Appreciation Marketing Team Mastering the Maze Many others Sal Chiarelli, Director of Physical Plant, UVM

42. Some Communication Improvements Deans/Department Heads Unit meetings Cell phones Getting people out- seminars, training etc Emergency Logs Required Email Email Lists ESL Translators Bosnian/Vietnamese Web Site Services Day Lunch Annual report Sal Chiarelli, Director of Physical Plant, UVM

45. Creating A Team Atmosphere Walk around Show up Discuss issues Support from the top Everyone is important All hands meetings President Bring people to shops Dept heads come to meetings Sal Chiarelli, Director of Physical Plant, UVM

46. All Hands Meeting Everyone attend Presentations of accomplishments Give people a chance to show off Get the message out Part of the big picture Sal Chiarelli, Director of Physical Plant, UVM

47. Some Continuous Improvement Projects Examples Custodial Supply Design Standards Recycling Truck Facilities Condition Audit New Facilities Management System Time And Attendance Sal Chiarelli, Director of Physical Plant, UVM

48. July 16, 2002

49. Visibility On Campus Shirts Hats Mark vehicles ID badges Sal Chiarelli, Director of Physical Plant, UVM

50. Sharing Information/Resources More valuable if you share People holding back No interdepartmental sharing of resources Types Prints, specs, databases, vendors Look for best practices Sal Chiarelli, Director of Physical Plant, UVM

51. Performance Measuring Each operational unit Something meaningful Tied to strategic plan Easily measurable Shows progress Sal Chiarelli, Director of Physical Plant, UVM

52. Custodial Benchmarking Sal Chiarelli, Director of Physical Plant, UVM

54. Custodial Vendor Managed Inventory Goals –Reduce inventory –Stop complaints –Let custodians/supervisors work –Standardization Solution –Looked for best practice –Vendor managed inventory Sal Chiarelli, Director of Physical Plant, UVM

55. Business Partners Long term commitments Team approach Responsibility Help us reduce waste Assist with best practices Sal Chiarelli, Director of Physical Plant, UVM

56. Facilities Standards One of everything on campus No consistency Negative impact on operations costs Not intended to limit design intent Sal Chiarelli, Director of Physical Plant, UVM

58. Energy Conservation Pro-active Working with departments Formed a Utility Team More proactive in repairs Working with utilities Real time metering Get message out to students/faculty/staff Sal Chiarelli, Director of Physical Plant, UVM

62. Utilities Master Plan What are the opportunities Co-generation Own our infrastructure Central chilled water plant Capacities Plan the campus Reduce demand RFP being prepared Sal Chiarelli, Director of Physical Plant, UVM

63. Facilities Management Software Space management Work control Capital Projects Key Control Inventory Wireless interface Scheduling Sal Chiarelli, Director of Physical Plant, UVM

65. Event and Room Scheduling Duplicates Conflicts 1000/1000/1000 Consistency Revisions Sal Chiarelli, Director of Physical Plant, UVM

67. Facilities Condition Assessment Sal Chiarelli, Director of Physical Plant, UVM

70. Project Management Facilities condition audit New project management position Charge projects New project management module Consistency Job Order Contracting Sal Chiarelli, Director of Physical Plant, UVM

71. Time and Attendance Computerized Free up resources for other use Fair Flexibility Reporting Sal Chiarelli, Director of Physical Plant, UVM

73. Results So Far Morale improving More focused Input from employees Them vs. Us going away More professional Excitement Sal Chiarelli, Director of Physical Plant, UVM People actually have said enjoy coming to work More opportunities Just starting

74. Surveys Customer satisfaction surveys Once per year Beginning to chart results Employee surveys Sal Chiarelli, Director of Physical Plant, UVM

75. Anticipated Results Accountable Reinvest in department/university Prioritization More proactive less reactive Better trained Highly effective Agile Reduce emergencies and recurring problems Improve morale/reduce turnover Sal Chiarelli, Director of Physical Plant, UVM

76. Where Do We Go From Here Implement Measure Improve Celebrate Keep going Sal Chiarelli, Director of Physical Plant, UVM

77. It’s the right thing to do for our customers

78. THANK YOU FOR YOUR TIME Sal Chiarelli, Director of Physical Plant, UVM