FACILITIES MANAGEMENT STRATEGIC INITIATIVES UPDATE

June Creating Tomorrow’s Duke Today by 2014 Building, enhancing and maintaining the campus environment. Mission: To be stewards of Duke University by providing excellence in planning, design, construction, cleanliness, operations and maintenance for the University’s facilities, grounds, and utilities, in a safe, customer-focused, efficient and sustainable manner.

Facilities Management Strategic Initiatives Update Facilities Management is proud of the work accomplished by our employees in FY 2014. Our focus on safety is highlighted by two accomplishments: exceeding the University’s goal for days away/restricted time (DART), and having 95% of Facilities Employees in compliance with required safety training. Commencement preparation

The department changed the way we do business with the implementation of a new Enterprise Asset Management System (EAM). EAM, which replaced 7i, manages work requests, parts, labor, costs, and time spent across the entire department. As part of this work we also improved the material management system so that it is fully integrated with EAM. Parts and supplies are now automatically ordered and the new system has resulted in time and cost savings. We adopted a LEED+ policy, which sets goals for energy reduction in new and renovated buildings. Work continues on the LED street light project, which reduces their energy use by over 75%. Water projects in several University buildings have resulted in a savings of 12 million gallons of water a year. Construction of the reclamation pond continues and once completed will save over 100 million gallons of potable water each year. We have made key hires, including four new supervisors, an operations manager, and a space inventory manager in Housekeeping. We also completed an assessment of Building Maintenance, which lead to a reorganization and a new name; Facility Operations. Tom Trabert took the helm as the new Director of Facility Operations in January. A virtual team of employees from both Facility Operations and Utilities & Engineering was created to focus on the critical building systems across campus. This team includes new hires as well as veteran control technicians, engineers, and planners. We completed over 300 different projects and our webpage has been updated to include a list of highlighted and recently completed projects as well as our new design guidelines. This update reflects our annual review of our goals and priorities to ensure we are providing the best stewardship possible to Duke University. If you are interested in more information about Facilities Management visit fmd.duke.edu or contact John Noonan, Vice President for Facilities at [email protected] or Sarah Burdick, Director of Administration & Special Projects at [email protected] .

2014 Highlights •

Exceeded University safety goal with a DART rate of 3.6.

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Launched new Enterprise Asset Management System (EAM) which replaces 7i and changes the way we do business.

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Completed space inventory of over 6 million gsf to determine what housekeeping is responsible for cleaning.

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Reorganized Grounds into six geographic zones and completed inventory of turf, lawn, planting beds and trees on campus.

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Developed a pilot project for single stream recycling.

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Saved 12 million gallons of water annually by retrofitting plumbing fixtures in 6 University Buildings.

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Published new design guidelines, as well as a list of planned and active projects on our web page.

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Completed three new buildings: Orrin Pilkey Building, Penn Pavilion and Environment Hall. Completed extensive renovations to Baldwin Auditorium, Gross Hall, and the West Campus Steam Plant.

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Received national awards for the Renovations of Baldwin Auditorium and the West Campus Steam Plan.

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Planted 1,120 trees across campus and was recognized by the Arbor Day Foundation as a Tree Campus USA for the 6th year in a row.

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Reorganized Facility Operations and Business Services.

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Continued to work towards a stronger relationship between managers and Local 465Page and1Local 77, including a mentoring program for managers.

Facilities Management’s 10 Strategic Initiatives In the fall of 2007, the Facilities Management Department began a series of strategic planning sessions in order to re-evaluate its goals and priorities to help prepare for a future that is both desirable and achievable. In the summer of 2008, the Department finalized a Summary of Strategic Initiatives that clearly states our new mission, vision, goals and actions required to fulfill them. In 2013 we held a retreat where the Facilities Management’s Strategic Initiatives were revisited. They remain unchanged; but our priorities for 2014 changed to reflect our work. Our strategic initiatives are: Communication:

Provide timely, consistent and meaningful communication in all directions.

Cost Management:

Continue to explore cost reductions.

Customers:

Provide excellent customer service to our colleagues on campus.

Employees:

Develop and retain a highly skilled professional and motivated workforce.

Information Systems:

Utilize existing technology to provide accurate, accessible, transparent, and timely information.

Planning:

Produce proactive, integrated and focused plans in all functional areas.

Processes:

Establish and implement best practice for Project Delivery.

Reliability:

Provide reliable backup services so customers experience zero interruptions.

Safety:

Emphasize a safe work environment for our employees through education and training.

Sustainability:

Remain a leader in sustainability.

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Top 14 Priorities for 2014

In early 2014 we reviewed the status of the 2013 priorities and decided that more work was to be done. Below is an update on the priorities developed in 2013. We will meet in October 2014 to create our 2015 strategic priorities. COMMUNICATION: Enhance communication methods to effectively reach all facilities employees Champion: Sarah Burdick • Created a new employee orientation program to be introduced in the summer of 2014. • Improved the quality of and access to computers for employees. • Placed three monitors throughout FMD which display University alerts in an emergency. • Distributed a list of topics for supervisors to discuss at staff meetings throughout the department. • Updated website with new energy data page, design guidelines, and active & recently completed projects. COST MANAGEMENT: Develop and pilot materials management program upgrades Champion: Steve Palumbo • Contracted with a new supplier who provides management of our storeroom and just in time ordering. • Integrated material purchasing into EAM so parts and supplies are automatically ordered. • Began pilot project where supplies are stored directly on Facilities Management vehicles. COST MANAGEMENT: Update and Improve the CMMS. Champion: Steve Palumbo • Replaced 7i system with EAM, which is integrated with SAP and material purchasing and includes an on-line request form available to anyone with a Duke net ID. • Trained key customers and facility employees on the new system, and distributed iPads to our skilled trade’s employees so that they can receive and close out work orders in the field. CUSTOMERS: Address customer survey feedback Champion: Sarah Burdick • Gave customers option of receiving automated work order status updates via email through EAM. • Developed list of customer contacts by building to help with communication to our customers. • Continued to host Customer Focus Group meetings. EMPLOYEES: Strengthen Union Relations Champion: Michelle Carter-Jenkins • Completed a mentoring program for supervisors and managers. • Continued to provide all staff with education, support and skills to build a better working relationship.

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INFORMATION SYSTEMS: Create central building database Champion: Adem Gusa and Steve Palumbo • Consolidated various data sources into one central database to promote transparency and consistency in building data for use in planning and analysis. PLANNING: Housekeeping and Grounds data, planning & scheduling project Champion: Albert Scott and Bryan Hooks • Collected campus acreage, data necessary to determine appropriate tasks, level of service, and scheduling; created a Reclamation pond under construction new zone-based structure for Grounds. • Inventoried over 4 million square feet of cleanable space in University Buildings for Housekeeping to determine optimal scheduling, tasks, and level of service for each building. PLANNING: Develop a pedestrian lighting walk/plan Champion: Mark Hough • Began work to establish a safe, logical and efficient pedestrian circulation system. PROCESS: Building maintenance program assessment Champion: John Noonan • Completed identifying priority areas for improvement and renamed group to Facilitiy Operations. • Restructured the organization and made several key hires to operate critical building systems. PROCESS: Design Standards and Project Delivery Guidelines Champion: Paul Manning • Began to update project delivery guidelines. • Updated design guidelines and standards and published these on the Facilities Management website. RELIABILITY: Integrate risk assessment and renewal into building and utility project planning and implementation Champion: Russell Thompson and Paul Manning • Began work to integrate renewal planning with risk assessment to drive priorities in existing facilities. RELIABILITY: Electrical Emergency Response Plan Champion: Cash Davidson and Aurel Selezeanu • Began to analyze the impacts due to failures of part of the Duke University electrical system. • Began to determine our ability to supply power to critical facilities and the procedures required to do so. SAFETY: Improve DART rate across department Champion: Mike Snyder • Worked to reduce the number of sprains and strains resulting in DART injuries. • Rolled out the Electrical Safety Program and began training Facilities staff. • Increased the safety training compliance in University Housekeeping to > 95%. SUSTAINABILITY: Implement LEED+ Policy Champion: Steve Palumbo • Developed and rolled out new LEED+ Policy which provides building designers with energy targets and modeling standards for new construction and major renovations on campus.

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