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					                                        July 18, 2008
Policy Letter 1.0                  Facilities Administration

                             Annual Performance Plan
The objective of this policy is to communicate a comprehensive plan to provide service to
The University. We endeavor to use the best practices to improve productivity, and the
quality, quantity, and timeliness of service. We focus management efforts on personal
growth of individuals to involve everyone in continuously improving service to customers.
Each of us provides support to facility operations that on a much larger scale supports the
mission of The University. Our mission is to provide facilities and support services to the
university community; students, faculty and staff; that promote (insert the mission of the
We oversee and/or provide highly valued support services and facilities that foster learning
and living environments dedicated to excellence in higher education for our students,
faculty, and staff. Support services include but are not limited to contract administration
services (housekeeping, pest management, HVAC maintenance & repairs, HVAC filter
service, HVAC Chemical Water Treatment, HVAC Controls, Welding, and others);
environmental health and safety; security and key control; engineering, construction,
maintenance, renovations, restorations and operation of all facilities; vehicle maintenance
and control; Pavements & grounds; utility services; and other related support functions.
Every individual has the ability and choice to augment or diminish the University's mission
through every action, interaction, and decision. Our challenge is to communicate a common
vision or goal that will permeate the workforce and spur continuous improvements. Ideally this
vision statement is easily remembered and easily adapted to support all the major efforts and
goals of the parent and sister groups.
“INVEST” is such a vision that we offer for acceptance campus-wide.
INVEST carries a complete quality and service message with broad appeal. Besides all the
above proven management techniques, INVEST engenders pride in The University from
people working together with a sense of urgency to do the right things right now. It
promotes the institution and the people that make The University what it is.
Policy Letter 1.0                      Page 2 of 15                          October 8, 2011

        Improve is something we do every day because we get smarter, technology gets
         better, and we are alert to the changes in our environment. Improving calls for
         betterment even when we are doing well. The mission we support is far too
         important to accept status quo. We can make things better and we will.
        Now is the sense of urgency for what we do. Nothing gets greater appreciation than
         an immediate response to an urgent need. To remain a viable Christian university,
         everything must continuously improve and we must effect the improvements as
         quickly as time and resources allow.
        Value is the difference between what is wanted or needed and making do. We want
         to avoid the “making do” trap. We have to work much harder and are often unable
         to achieve value if we do not have exactly what we need. Demand value. Expect
         value. Produce value. We will all be much more efficient when we produce value
         now that endures.
        Excellence is being our best and providing 360o support. We are concerned with
         more than what we do. We see how we fit and how the value we produce affects
         those around us. We see value multiply through planned and coordinated work. We
         cannot accept mediocrity or use it as an excuse for “making do. Excellence demands
         that business processes be carefully thought out and planned to achieve the desired
         result. Planning must occur at all levels of the organization and linked by a chain of
         common goals and objectives.
        Service is giving personal attention to people and their needs. It is being mindful
         that what we do for people will be valued when it is needed or wanted. Service
         demands that things be done well for people quickly and safely the first time (one
        Teamwork is people working                            TEAMWORK
         together to maximize value,                    adapted from The Corporate Coach
                                                               by James B. Miller:
         excellence and service for The
         University. Teamwork realizes
         synergy and recognizes the
         value, knowledge and skills of                  E--Empathy
         each    member.      Teamwork                   A--Assist
         demands leadership from all                     M--Maturity
         members       of  the   team.                   W--Willingness
         Leadership is taking personal                   O--Organization
         responsibility for producing                    R--Respect
         value, achieving excellence,                    K--Kindness
         and giving service.
Policy Letter 1.0                              Page 3 of 15                            October 8, 2011

                                              Guiding Principles
We share Guiding Principles:
        The Work is the Boss.      Everyone is in partnership to serve the University. Any
         work contrary to this principle, should be challenged for clarification of its value to
         the mission of the University.
        Plan Continuous Improvement: Encourage every individual to intelligently and
         persistently support continuous improvement efforts. Improvement planning should
         foster a hassle-free organization that is customer driven throughout the
         organization. There are no internal customers, just a team of people working
         together to win Customer Enthusiasm. We must exploit every opportunity to benefit
         from the experience, knowledge and skills of the people we serve and people with
         whom we serve. Achieving Customer Enthusiasm (ACE) follows good business sense
         to identify major customers and market segments, then plan specific actions to win
         their enthusiasm.         Major customers represent major resources and market
         segments reflect similar needs. Falling short of winning customer enthusiasm should
         still win a satisfied customer.
        Develop and foster partnerships that actively support the mission and values of The
         University. Each person represents a unique life experience that cannot be matched
         or replaced. Listen, be flexible, and respond appropriately. Anything may be
         changed to provide better service.
        Generate and communicate enthusiasm. Tell others about great service and support
         received. Enthusiasm is contagious--keep it positive (encourage each other). Work
         to achieve enthusiastic responses. Customer Enthusiasm is achieved when the
         customer tells others about the exceptional service provided.
        Repeat Service Successes: We plan processes to provide better service. By
         soliciting and evaluating customer feedback, and predicting how each customer will
         respond; we will plan and deliver service to go beyond customer satisfaction to
         achieve customer enthusiasm. "Customer Enthusiasm" as an end goal will help
         managers and supervisors to focus on results more than traditional methods and
        Study and Recover from Service Failures: People who have been inconvenienced or
         victimized by services received or not yet received represent opportunities for long-
         lived enthusiasm. Instead of telling others of the problem, we want people to talk
         about the extraordinary and overwhelming efforts to help them recover and restore
         their goodwill.
We will employ No-Nonsense Management—it does not matter how efficient we are if we fail to do the job. If
resources to do a job well are lacking, we will seek to involve the stakeholders to achieve necessary perfection.
Accordingly, we will observe the following priorities:
        Safety is our highest priority. I am concerned about safety and will promote it as our
         highest priority in physical operations. We work around high voltage, hot water and
         surfaces, noisy high-energy machinery, chemicals, refrigerants, high-pressure liquids and
         gasses, flammable liquids and gasses, and other impending hazards, which make most
         tasks or activities potentially dangerous. We will endeavor to protect everyone from
         injury or harm in the delivery of our services.
Policy Letter 1.0                          Page 4 of 15                            October 8, 2011

        Reliable service is our next priority--we are expected to ensure clean, safe and secure facilities
         with adequate electricity, heat, hot water and air conditioning, provide physical support of
         planned university events, and to respond appropriately to urgent activities as directed by the
         University administration.
        Cost-effectiveness is another of our main priorities. We will work continuously to keep waste
         and to intelligently keep operation and maintenance costs as low as feasible through life cycle
         cost analyses/reduction and innovative energy efficiency and resource conservation measures.
        Compliance with statutory requirements such as OSHA and EPA/TNRCC regulations and
         procedures is an important priority. Accurate records of compliance are required.
                                        Shared Responsibilities
Every employee is charged with the responsibility to seek, acquire, maintain and renew the skills
and knowledge necessary to achieve our mission and priorities. Every job or task presents an
opportunity to address:
            Can we do this more safely?
            Can we do it better to do it less often?
            Can we better preserve it or extend mean times between failures?
            Can we improve it to make it more efficient and cost effective?
            Can we reduce wastes and/or emissions?
            Are we still meeting/exceeding current statutory requirements?
            Can we gain or provide an opportunity for training or qualification?
We are also responsible to communicate effectively, employ teamwork and leadership at all
organizational levels and cooperate to accomplish our mission at the University. Open and effective
communications are paramount in achieving customer satisfaction.
Our operations strategy will use a blend of INVESTi and APPA’s Strategic Assessment Model
(SAM)ii. With the assistance of willing participants from the administration, faculty, staff
(including contractors) and students, we will develop or revise our processes to be fully
responsive and supportive to the University’s mission. We will also use amenable participants to
ensure that scheduled work requirements are arrant and necessary, and scheduling issues are
addressed in a uniform fashion.
        Recognize strengths and weaknesses, and communicate (as boldly and accurately as
         possible) individual strengths and significant accomplishments. Recognize the
         performance that we most want to be repeated (the best work). Like bodybuilders
         who use pictures of muscular people as an image to follow to sculpt their physiques,
         we will use recognition and feedback to help our employees build their performance.
        Raise supervisory and management performance to achieve improvements we desire
         in safety, security, reliability, quality, productivity and worker/customer attitudes.
         Provide education and training in recognizing, evaluating, and documenting
         performance in terms of quality, quantity, and timeliness and the subsequent
         impacts the completed work has on the customer, the facility, or the university.
         Performance is active behavior having an intended purpose and measurable result.
         Performance must be observed by the supervisor or customer to be helpful in rating
         or evaluating performance to give constructive feedback.
Policy Letter 1.0                       Page 5 of 15                        October 8, 2011

        Help supervisory and subordinate staff to develop and use open channels of
         communications to share thoughts and ideas.
        Develop an organization that liberates or empowers everyone to intelligently respond
         to the priorities and challenges of supporting the goals and objectives of The
        Productivity must inspire customer enthusiasm through completing each job
         professionally, in the minimum time necessary to accomplish all prudent activities of
         the job, and at minimum cost. Short cuts such as leaving off guards or electrical
         covers, or not cleaning up the work areas are unprofessional, and are considered
         unfinished work. Extra efforts to clean, polish, and paint within the context of a job
         must be strongly encouraged, as well as assisting customers with other problems or
         work requests. Productivity should be measured relating customer enthusiasm to
         the cost of the service provided. Increasing the former while decreasing the latter
         will sharply improve productivity.
        Teamwork is the standard operation procedure. Team dynamics or synergy can be a
         powerful workforce multiplier. Traditional productivity standards measure what
         individuals should be capable of doing, but fall short of what can be accomplished if
         teamwork and synergism are achieved. These "dynamics" are often employed
         naturally at the service level when workers are given enough freedom (empowered)
         to discover them.
        Recognize, implement and reward total quality leadership. Total means everyone
         has an impact, plus or minus. Quality is determined by the customer, based on the
         customer's expectation of the service received (value added) for the customer's
         cost. Leadership is taking personal responsibility for providing the service and
         winning customer enthusiasm.
        Educate and involve customers regularly to gain support for the improvements we agree
         are necessary. The fact that we have a monopoly on our services is the primary reason
         we cannot win by just achieving customer satisfaction. The customer's investment is too
         low to appreciate the actual value added, and lack of choice too often changes the
         inconvenienced customer to a victimized customer more rapidly that we are able to
        Everyone has an impact so we must consider and include them in the processes of
         achieving customer enthusiasm. We must be versatile in dealing with each customer.
         Versatility encourages us to immediately assist the customer in obtaining the service
         required from the right people and allows us to follow-up to ensure they were served. A
         friendly attitude is required to welcome the customer's suggestion or input into the
         process of providing excellent service. An involved customer has voluntarily raised the
         investment or cost for the service, therefore, has a greater appreciation of the service.
         An involved customer is usually enthusiastic.
We will remain organized to centrally manage physical resources but to decentralize, as
much as possible, management of approved work and related activities. Staffing levels will
continue to be adjusted as required to fit the changing needs of The University. Contractors
will be required to assist and provide critical skilled labor. Student and part-time workers
will remain a significant part of the workforce.
Sample Organizational Chart Follows:
Policy Letter 1.0                         Page 6 of 15                               October 8, 2011


                Facilities Operations                            Office Administration                              Pavements &
                  & Maintenance                                   & General Services                                  Grounds

       Electrical\                Vehicle                 Engineering &              Env. Health &
                                                                                                        Landscaping          Solid Wastes
        Lighting                Maintenance                Construction                 Safety
     Plumbing                     Moving &                   Capital                 HVAC Water
                                                                                                          Irrigation           Recycling
   Water & Natural                 Hauling                Improvements                Treatment
         BAS/                  Set-ups/Take-                 Capital                                                          Equipment
                                                                                     Housekeeping      Trees & Shrubs
        Controls                   downs                   Restoration                                                       Maintenance
       Heating &                  Kitchen                 Construction                  Pest                                  Emergency
        Cooling                 Maintenance               Management                 Management                                Response
      Ventilation/                                       Transportation &             Controls
                                 Warehouse                                                                Fertilizers        Flood Control
         IAQ                                              Vehicle Control            Maintenance
  Carpentry/Cabinetr               Tools/                   Energy                    Mechanical          Ice Melt/           Hazardous
    y/ Laminating                Spare Parts              Management                 Maintenance         Abatement         Material Disposal
                                    Int.                   CAD/Record                Solid Waste       Litter & Graffiti   Curb/Gutter/Stre
  Doors & Hardware
                              Design/Carpets/               Drawings                 Management           Abatement          et Sweeping
      Key Control/                                         Planning &
                             Windows & Glazing                                         Elevators         Pesticides          Parks & Lakes
       Locksmith                                           Estimating
                                                         Work Scheduling             Vehicle Fuel                              Edging &
  Textturing/Painting        Welding/Pipefitting                                                           Mowing
                                                         & Coordinatinig               Control                                Weedeating
Policy Letter 1.0                          Page 7 of 15                          October 8, 2011

1. Improve Support Services and Physical Facilities
      A. Identify requirements
             1. Accessibility (ADA)
             2. Comfort
             3. Maintenance
             4. Reliability
             5. Environmental Health & Safety
             6. Security & Access (Key) Control
             7. Technology
      B. Offset Depreciation
             1. Planned maintenance
             2. Repairs
      C. Prevent Obsolescence
             1. Monitor repair parts availability
             2. Stock essential spare parts
      D. Improve Energy Security and Efficiency
             1. Employ energy efficient technologies
             2. Monitor energy consumption/expenditures
             3. Provide UPS/Back-up Power
      E. Monitor Compliance with Facilities Master Plan
2. Maintain/Improve Customer Confidence
      A. Monitor Budget and Expenditures
      B. Coordinate work with all affected parties
      C. Communicate effectively with customers
             1. Actively obtain feedback
             2. Develop/communicate processes and procedures
             3. Plan to involve stakeholders in resource or planning decisions
             4. Use real-time resources widely
      D. Respond effectively to legal mandates
             1. ADA
             2. Asbestos
             3. CFCs
             4. EPA/TNRCC
             5. IAQ
             6. Lead (Pb)
Policy Letter 1.0                         Page 8 of 15                         October 8, 2011

             7. OSHA
             8. PCBs
             9. Pesticides/herbicides
      E. Provide highly valued services for campus operations and facilities
             1. Cabinet Making/Carpentry/Laminating
             2. CAD/Record Drawings
             3. Contract Administration
             4. Curb/Gutter/Street/Pavement Sweeping
             5. Doors & Hardware
             6. Electric Services
             7. Elevators
             8. Emergency Response
             9. Graffiti Abatement
             10. Hazard abatement and warning
             11. Hazardous Material Disposal
             12. Heating and Cooling Services
             13. HVAC Water Treatment
             14. Interior Design/Carpeting
             15. Kitchen Maintenance
             16. Landscaping and Irrigation
             17. Lighting
             18. Litter Abatement
             19. Material storage and distribution
             20. Minor Construction
             21. Moving and Hauling
             22. Painting/Texturing
             23. Planning, Scheduling & Estimating
             24. Plumbing Services
             25. Project Management
             26. Recycling
             27. Roofing/Gutters/weather proofing
             28. Set-ups/Tear-downs
             29. Solid Waste Management
             30. Traffic management (mobile and pedestrian)
             31. Vehicle Fueling
             32. Vehicle Service/Maintenance
Policy Letter 1.0                              Page 9 of 15                     October 8, 2011

             33. Ventilation
             34. Windows/glazing
             35. Work/workforce coordination
3. Maintain a Highly Qualified Workforce
      A. Match workforce skills to work requirements
             1. Multiskill recognition and rewards
             2. Provide part-time work opportunities for qualified students and semi-retired workers
             3. Safety Training and Certification
             4. Skill Training and Certification
      B. Recruit and provide training to fill gaps in workforce capabilities
      C. Restrict or prevent hazardous activities
             1. Establish Confined Space Permit
             2. Establish Digging Permit
             3. Establish Equipment Operator Permit
             4. Establish Hot Work Permit
             5. Establish Welding/Open Flame Permit
      D. Recognize and Reward Merit and Significant Achievements
Describe the university in favorable qualitative and quantitative terms here.

The University is proud of its beautiful campus environment. The successfully managed
landscaping program includes acres of select turf, hundreds of trees, banks of three small
lakes, dams, retaining walls, steep hillsides, public highways on the south and west sides,
intramural and athletic fields and tracks, and special parks. Student workers perform the
majority of the landscaping and irrigation work, giving the University a great look through
all seasons of the year.
Safety is a constant landscaping concern concentrating on mowing including edging and
trimming, irrigation, slopes, fire & ice control, fertilizer and pesticide management, and
equipment maintenance. The groomed and irrigated areas of the campus grow each year
with the clearing of undeveloped areas, laying sod and planting grass and trees. The
constantly increasing workload and the turnover of student workers each semester provide
ongoing safety and training challenges for the university.
Healthy vegetation defends against wildfires but irrigation produces slippery slopes and
surfaces. Fertilizer and pesticides promote beautiful landscapes yet are responsibly applied
in order to avoid contamination of the environment. Well maintained and properly operated
equipment prevents injuries. We seek to increase the fulltime staff by 2 or 3 people to
promote better safety through improved equipment maintenance, closer supervision, and
comprehensive training of the landscaping workforce.
Maintenance services include all work required to preserve, repair and restore physical
assets to safely and reliably support as intended and designed the university’s mission.
Policy Letter 1.0                     Page 10 of 15                   October 8, 2011

These services include cleaning, housekeeping, pest control/management, heating,
ventilating, refrigeration, air conditioning, insulating, lighting, electrical, plumbing,
carpentry, painting, finishing, sign making, cabinet making, laminating, doors, latches and
hardware, vehicle mechanics, braising/welding, equipment mechanics, glass/glazing,
automation, controls, alarms, flooring/carpets, ceilings, kitchen/laundry appliances, etc.
Structures on campus range from newly constructed to 35 years old. Most of the buildings
over 15 years old have significant deferred maintenance including obsolete HVAC systems,
foundation and structural problems, deteriorated stairways, deficient fire safety systems,
lead (Pb), asbestos, etc. Facility modifications have created life safety egress and HVAC
deficiencies. Most of the maintenance-free brick/concrete facades have been painted
adding to the recurring maintenance burden.
Campus maintenance activities are augmented as required by contractors:
         Insert your list

         Baxtor Elevator
         Bobs Ice Machines
         Carpet Brokers
         City Glass
         Dover Elevator
         Drain Doctor
         Eubanks Roofing
         Excel Commercial Painting
         Fashion Glass
         Gibson Welding
         JJ Acoustics
         Johnson Controls
         Krotter Fire Protection
         Paco Pumps
         Parker Construction
         The Filter Guys
         Thermon Electrical
         Turner Air Conditioning and Heating
         United Mechanical
         Universal Fire Equipment
         Venture Metals
Policy Letter 1.0                    Page 11 of 15                       October 8, 2011

         Venus Marble
Most parking, driving and pedestrian surfaces are paved. Pedestrian surfaces are being
upgraded to concrete or pavestones except for designated jogging trails. Generally, asphalt
surfaces are badly in need of a seal coat to prevent further deterioration. Pavement striping
is barely visible.
                                     General Services
General services include support activities such as moving & hauling, set-ups/takedowns,
furniture repair/replacement/disposal, educational equipment installation/replacement,
access and key control, fire extinguisher inspections, snow/ice removal, litter/debris
abatement, shipping/receiving, warehouse management, dead animal removal, tool crib
management, spare parts management, planning, estimating, scheduling, traffic signs,
traffic cones and barricades, on campus pick-ups and deliveries, fuel storage and control,
and vehicle dispatch and control.        General services are supported as needed by
maintenance and/or landscaping staffing.
                                     Campus Security
Security of the campus is maintained 24 hours per day, every day of the year by
approximately 20 full-time, part-time and student employees.
Campus Security is the 24-hour emergency control/dispatch center for the University. They
work closely with Maintenance/General Services to control keys and access to University
facilities, mitigate physical hazards, and support emergency services..
                                        Food Service
Food service is performed by contract to the University.       Food services are completely
defined and covered in the contract.
Engineering is performed under contract to the University by selected Architect &
Engineering (A&E) firms. .
Engineering services include campus master planning, utility master planning, parking and
traffic flow planning, engineering design, facility/system safety, facility/system reliability,
facility/system maintainability, facility/system operation and maintenance requirements,
engineering studies, surveying, code compliance, EPA/TNRCC compliance, life safety, fire
safety design, life-cycle cost analyses, energy efficient designs, value engineering, and all
other issues requiring the support by statute of licensed architects, engineers, and land
Construction is performed under contract to the University by selected general contracting
Construction services include general contracting and administration of construction and
renovation projects involving professionally certified drawings and specifications issued for
construction by the University to selected general contracting firms. The construction
manager ensures compliance with drawings and specifications and coordinates changes to
same with the licensed professional architects, engineers and/or surveyors as appropriate:
   Bidding Requirements and Contract Documents
   General Requirements
   Site Construction
Policy Letter 1.0                       Page 12 of 15                         October 8, 2011

   Concrete
   Masonry
   Metals
   Wood and Plastics
   Thermal and Moisture Protection
   Doors and Windows
   Finishes
   Specialties
   Equipment
   Furnishings
   Special Construction
   Conveying Systems
   Mechanical
   Electrical
                               Environmental Health and Safety
EH&S responsibilities include the following environmental and safety concerns, and
emergency plans:
Environmental Concerns:
   Asbestos
   Blood Borne Pathogens
   CFC Refrigerants
   Erosion/Runoff Control
   Hazardous Material Disposal
   Indoor Air Quality (IAQ)
   Lead (Pb) abatement
   Noise (Acoustics & Hearing Conservation)
   PCBs
   Pesticides/Herbicides
   Underground Storage Tanks (UGST)
   Unidentified Chemicals
Safety Concerns:
   Battery Safety (Acid, corrosion, disposal, explosion, inhalation, etc…)
   Belt/Chain Drives
   Chemical Safety (MSDS, PPE, Engineering Controls, Management Controls)
   Chiller Vents
   Compressed Air Safety
Policy Letter 1.0                     Page 13 of 15                 October 8, 2011

   Compressed Gas Cylinders
   Compressed Gasses
   Confined Spaces
   DC Power Safety
   Electrical Safety Standards
   Emergency Procedures
   Exhaust Stack Safety
   Eye Protection
   Fall Hazards and Protection
   Falling Object Hazards and Protection
   Flammable Liquids and Gasses
   Flammable Material Storage
   Ground Fault Circuit Interrupts
   Grounding
   Handling Heavy Objects (Back Injury Prevention)
   Hazard Communications (MSDSs)
   Hearing Conservation/Protection
   High Energy Equipment
   High Temperature Hot Water Safety
   High Voltage Safety
   Hoist and Crane Safety
   Lock-Out Tag-Out
   Manlift Safety
   Natural Gas Safety
   Open Drives
   Personal Protective Equipment (PPE)
   Power and Hand Tool Safety
   Refrigerant Safety
   Rotary Machinery
   Scaffolding Training
   Slipping Hazards
   Smoking Hazards/Open Flame Hazards
   Snow & Ice Hazards
   Tripping Hazards
   UPS Safety (Batteries, DC Powered, know which circuits, etc…)
   Vehicle Operations/Parking (Slopes, wheel blocks, etc…)
Policy Letter 1.0                    Page 14 of 15                       October 8, 2011

Emergency Response Plans:
   Weather Contingencies
   Fires
Objective A - Complete RWP data entry into the WIMS by 1 October XXXX. Validate and
update maintenance actions and tasks by 1 January XXXX.
Objective B - Schedule 70% of available in-house hours for RWP tasks.
Objective C - Beginning 1 October XXXX, provide monthly assessments of scheduled RWP
Objective A – Identify ways to reduce energy consumption by 5% over the 1 June 1999
Objective B - Draft Thermal Infrastructure modernization plan by 1 July XXXX.
Objective A - By 1 October XXXX, comply with EPA mandates for a Refrigerant Management
Objective B - By 1 October XXXX, develop and coordinate a chiller contingency plan.
Objective A - Publish a Physical Operations Lead Compliance Plan by 1 October XXXX.
Objective B - Complete training and physical assessment of all personnel who are required
to work with or around lead (Pb) containing materials by 1 August XXXX.
Objective C - Update Asbestos Management Plan and Inventory by 30 November XXXX.
Objective D - Survey campus facilities and identify building materials that contain lead (P b)
by 30 May XXXX.
Objective A – Identify Deferred Maintenance Projects in the XXXX-03 budget submittal by 1
October XXXX.
Objective B - Implement a time-phased, recurring walk-through inspection of every major
campus facility by 1 April XXXX.
Objective C – Update/complete pre-fire plans for every campus facility by 30 May XXXX.
Objective D - Have all approved XXXX-02 Operations Special Projects ready for contract by
1 September XXXX.
Objective E – Initiate/update the Americans with Disabilities Act (ADA) compliance audit by
1 January XXXX.
Objective A - Develop the SMART team concept to high use facilities with emphasis on
academic and high use administrative areas.
Policy Letter 1.0                            Page 15 of 15                               October 8, 2011

Objective B - Develop, coordinate, and publish the XXXX summer work schedule by 1
October XXXX, to include all planned conferences, in-house projects, planned maintenance,
and facility projects.
Objective C - Relocate all Physical Operations shops to the New Physical Operations
Compound by 1 June XXXX.
Objective A – Seek to dedicate 80% of available funds (in-house and project) to
maintenance and repair.
Objective B – Expand and use in-house resources to improve/modernize mechanical and
electrical systems.
Objective C – Initiate/continue systematic upgrade of fire alarm systems.
Objective D - Continue in-house upgrade of campus wide irrigation systems.
Objective A - Add pavestone, sidewalks, and landscape improvements at key points of
interest as funds permit.
Objective B – Seek to improve (town-down)                         appearance       of   landscaping,       vehicle
maintenance and physical operations facilities.
Objective A - Provide safety and technical training opportunities for each worker through
use of training films, on-campus seminars, and industry short courses. Document all
training in individual employee records.
Objective B - Emphasize, recognize and document outstanding performance.
Objective C - Increase safety awareness through monthly safety committee meetings,
monthly training films, quarterly safety meetings and use of safety notices on Physical
Operations bulletin boards.
Objective D - Schedule each salaried staff member for one continuing education course
Objective A – Expand/continue in-house upgrade of academic facilities with emphasis on
lighting, paint, ceilings, carpeting, and when possible, refinishing classroom furniture.
Objective B - Improve productivity through better on-the-job training, improved scheduling
through the use of engineered performance standards (EPS), and documented quality
evaluation of completed work by supervisors.
Objective C - Develop a monthly presentation that covers key pulse points of Physical
Operations. Have the first briefing on 1 August XXXX. Invite key university departments to
attend on a rotating basis.

   INVEST = Improve Now Value, Excellence, Service and Teamwork. INVEST is a strategic vision statement that is
easily remembered and supports all the major efforts and goals of The University.
    SAM = Strategic Assessment Model (Created for APPA). SAM is a continuous improvement guide that employs
parts of the Malcolm Baldrige Award and The Balanced Scorecard in four perspectives (financial, internal processes,
innovation/learning and customer).

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