Services. strategic from our. Services. strategic. Director s Office. Facilities Maintenance. Support. Custodial. Debra Di Meo Peggy Duett

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3 Additional Participants in Developing The Strategic Plan In addition to the members of the Facilities Services Senior Leadership Team, the Facilities Services staff listed below participated in off site planning sessions developing the plan. Many other Facilities Services staff members participated in small group sessions throughout the strategic planning process, contributing to specific areas of the strategic plan. Representatives from our internal and external customer communityy participated in focus group discussions that provided valuable information about their perception of our services. The Facilities Services Senior Leadership Team offers thanks and appreciation to all who participated in the strategic plan development process. Off site Planning Director s Office Custodial Services Facilities Maintenance Support Services Debra Di Meo Peggy Duett Valeriee Iannuccilli Theresa Kahlke Constance Meyer Jennifer Root Irma Ureña Sally Moore Fernando Velazquez Andy Yanez Seyfi Yazicioglu Zach Adcock Alex Banbury Dan Costelloo Randy Hooper Laura Illanes Tammy Swaton Ana Thiemer Steve Van Dervort Mark White Bridget Blizzard John Burns Ben Reid Page 2

4 Mission, Vision, Values Departmental Mission FACILITIES SERVICES MISSION Our mission is to create and manage a physical environment that promotes learning, research and publicc service at t The University of Texas at Austin through our core values off Service, Integrity, Teamwork, Excellence and Stewardship. Department Vision FACILITIES SERVICES VISION Our Vision is for Facilities Services too be the leader in facilities management known by our clients and peers as an innovative, creative, and sustainable organization that sets the benchmark for excellence. Core Values FACILITIES SERVICES VALUES Service Integrity Teamwork Excellence Stewardship Page 3

5 Goals and Objectives Summary Within the framework of the mission, vision, and core values, Facilities Services has established these goals and developed the objectives necessary to achieve them during FY Goal 1: Demonstrat te that Facilities Services values each employee. Objective 1.11 Provide training and professional development. Objective 1.2 Provide relevant and timely communication with Facilities Services employees. Objective 1.3 Promote a safe work environment. Objective 1.4 Expand the use of technology to improve productivity. Objective 1.5 Implement an employee engagementt initiative Goal 2: Deliver highh quality service that exceeds clientt expectations Objective 2.1 Foster positive client relationships and communicate effectively with Facilities Services clients. Objective 2.22 Deliver high quality services by promoting comprehensive ownership, pride of workmanship, and accountability. Objective 2.3 Improve and streamline processes. Goal 3: Manage natural resources effectively Objective 3.1 Conserve water on campus. Objective 3.2 Conserve energy on campus. Objective 3.33 Minimize/Reduce the transportationn carbon footprint by sizing total fleet and optimizingg the use of alternative fuels. Objective 3.4 Develop and implement an environmentally friendly landscape program. Page 4

6 Activities, Metrics, andd Standards Goal 1: Demonstrate that Facilities Services values each employee. Objective 1.1 Provide training and professional development opportunities. Activity 1.1.1: Identify and develop individual professional training requirements related to job titles and complete individual training plans. o Training requiremen nts will be identified for all Facilities Services positions by August 31, o Individual plans will be developed and made part of the evaluation period. o Each division and unit head withh Director s Office Executive Assistant coordinating. Activity 1.1.2: Develop career ladders and promotional opportunities working with each division to identify possible career paths. o Meet with divisions to identify possible job titles that lend themselves to become career paths. Documentt career paths. To be completed by August 31, Review proposed career paths with management chain and receive approval. To be completed by August 31, Create of career paths in identified titles. Management review and approval. To be completed by August 31, o Each division and unit head withh Director s Office Executive Assistant coordinating. Page 5

7 Activities, Metrics, and Standards (continued) Objective 1.2 Provide relevant and timely communicationn with Facilities Services employees. Activity 1.2.1: Schedule staff meetings too be held at the following regular intervals. Meetings should be as follows: Annual State of Facilities Services Address by Director Annual Town Hall Meetings by Associate Directors Semi Annual Meetings by Managers Quarterly Meetings by Supervisors Schedule meetings for a minimumm of one hour, at frequency stated above. Develop an agenda for each meeting to include updates on budget, training, safety, metrics, news, recognition, and policy. Document all meetings with formal or informal minutes. Post minutes of annual Director meeting on Facilities Services web site. Record employee attendance at annual Director meeting recorded with employee sign in; optional for lower level management. Measure employee satisfaction with communication by annual employee survey. (Questions about communication will be included in survey; at least one question specific to informational meetings) o Meeting schedule will be in placee by January 1, o Each division and unit head withh Director s Office Executive Assistant coordinating. Activity 1.2.2: Provide every employee with an e mail account and training to use it. o To be completed by August 31, o The Innovative Technologies Program Coordinator willl coordinate with all division and unit heads. Page 6

8 Activities, Metrics, and Standards (continued) Objective 1.3 Promote a safe work environment. Activity 1.3.1: Develop and roll out Respiratory Protection, Hearing Conservation, and Machine Shop Safety programs for employees. o Programs will be completed andd implemented by August 31, o The Manager of Safety will oversee implementation. Objective 1.4 Expand the use of technology to improve productivity. Activity 1.4.1: Continue expanding the use of mobile devices. o List wheree mobile devices are being effectively used by August 31, o Distribute mobile devices in a planned and methodical manner. o Distribution to be completed by August 31, o The Innovative Technologies Program Coordinator willl coordinate with all division and unit heads. Activity 1.4.2: Install shop information kiosks. o Complete by August 31, o The Innovative Technologies Program Coordinator willl coordinate with all division and unit heads. Objective 1.5 Implement an employee engagement initiative. Activity 1.5.1: Measure employee engagement on a regular basis and develop activities to improve. Page 7

9 Activities, Metrics, and Standards (continued) o First survey and results by August 31, o The Manager of the Facilities Service Center will coordinate. Goal 2: Deliver high quality service that exceeds client expectations. Objective 2.1 Foster positive client relationships and communicate effectively with Facilities Services clients. Activity 2.1.1: Develop and implement client surveys to assess the successs of the department in meeting itss mission and vision. Also, survey clients to determine which services are the most important, which they would eliminate, and which they would be willing to pay for. o First surveys go out by August 31, o The Manager of the Facilities Service Center will coordinate. Activity 2.1.2: Improve communication with clients by implementing on line chat. o First surveys will go out by August 31, o The Manager of the Facilities Service Center will coordinate. Objective 2.2 Deliver high quality services by promoting comprehensive ownership, pride of workmanshi p, and accountability. Page 8

10 Activities, Metrics, and Standards (continued) Activity 2.2.1: Revise Facilities Services employee policy manual. o To be completed by August 31, The Director s Office Executive Assistant Activity 2.2.2: Develop customer service standards. o Standards will be in place by August 31, o Each division and unit head withh the Manager of the Facilities Service Center coordinating. Activity 2.2.3: Provide and implement customer service training for all Facilities Services staff on a recurring basis. o Training will be scheduled to begin no later than August 31, o The Manager of the Facilities Service Center will coordinate. Activity 2.2.4: Set employee expectations and define employeee accountabilities as appropriate for employees role and assignment. o Expectations and accountabilities to be in place for appraisals. o Each respective division and unit head will coordinate. Page 9

11 Activities, Metrics, and Standards (continued) Objective 2.3 Improve and streamline processes. Activity 2.3.1: Document standard operating procedures (SOP), ensuring they are effective, efficient, and available to view. o SOP s willl be documented in a document management system or similar arrangement by August 31, o The Quality Assurance and Process Improvement (QAPI) Program Coordinator will oversee this process. Activity 2.3.2: Streamline the hiring process. o New process will be in place by January 1, o SOP s willl be documented in a document management system or similar arrangement by August 31, o The Quality Assurance and Process Improvement (QAPI) Program Coordinator will oversee this process. Activity 2.3.3: Evaluate the use of Rapid Response Team/Building Handyman models of service delivery. o Complete the evaluation and make recommendations by August 31, o The Associate Director for Facilities Operations and Maintenance will coordinate. Page 10

12 Activities, Metrics, and Standards (continued) Goal 3: Manage natural resources effectively Objective 3.1 Conserve water on campus. Activity 3.1.1: Reduce potable water use for buildings by: Developing a campus and building usage baseline. Benchmarking other Universities. Convene a Water Conservation Working Group (WCM). Developing a prioritized list of water conservation measures (WCMs) for buildings.. Developing implementation plan for top 20% of WCMs. Executing and implementing the plan in minimum of four buildings. o Water Conservation Strategicc Plan (July 2013) Campus wide Water Use Avoidance of two percent each fiscal year (each fiscal year) ). Campus wide Water Use Avoidance of 20% by FY2020 (August 2020). o The Associate Director for Facilities Operations and Maintenance will coordinate. Objective 3.2 Conserve energy on campus. Activity 3.2.1: Conserve energy within buildings, offices and laboratories by: Developing a campus and building usage baseline for E& &G buildings. Benchmarking other Universities. Developing strategy that incorporates Technical, Behavioral, Measurement & Verification, Budgetary, and Marketing & Communication commitments, to include individual and specific metrics for each commitment. Reviewing strategy every six months for realignment or reprioritization of efforts. Page 11

13 Activities, Metrics, and Standards (continued) o Items willl be completed by August 31, o The Associate Director for Facilities Operations and Maintenance will coordinate. Objective 3.3 Minimize/ /Reduce the transportation carbon footprint by sizing total fleet optimizing the use of alternativee fuels. Activity 3.3.1: Rightsizing total fleet and reducing its carbon footprintt by: Collecting current inventory. Determining current carbon footprint of fleet. Establishing usage baseline. Developing strategiess to reduce footprint through correct typing inventory and moving to less carbon intensive transportation options. Objective 3.4 o Fleet sizing and carbon footprintt reduction strategy will be completed by December 31, o The Associate Director for Support Services will coordinate. Develop and implement an environmentally friendly landscape program. Activity 3.4.1: Reduce potable water use for irrigation by: Completing landscape inventory Recording irrigation water consumption through use of automatic systemss and estimate manual systems; meter usage Identifying water reduction opportunities Manual to automatic systems Spray to drip systems Potable to other water source (reclaimed, fin, etc.) Migrate to native adaptive plantings Page 12

14 Activities, Metrics, and Standards (continued) o Complete landscape water conservation plan by August 31, o Complete landscape migration plan by August 31, o The Associate Director for Support Services will coordinate. Page 13

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16 Custodial Services Director s Office Facilities Operations & Maintenance Support Services Page 15