Building Coordinators Corner

Building Coordinators Corner is a monthly newsletter provided by Plant Operations—Facilities Management to help communicate tips, information and announcements relevant to building coordinators and their building occupants.

August 2014

the calendar item

Building coordinators and the campus community can find facility outage information, both planned and emergency outages, beginning with dates in June 2014, for their facilities showing the date and time of the outage, which facilities will be impacted, what the outage is for, primary and secondary contact information, the onsite contractor contact information, and the approval date of the outage.

By clicking on the calendar item, the viewer will open several more screens including the Outage Notification form, which can be printed if desired. Building coordinators may have noticed that the email that communicates the outage information provides the link to the outage notification calendar and the outage form instead of the outage notification graphic being included in the email message. The outage notification calendar, utilizing Google calendar and Google docs, is available online at the Plant Operations website.

Reporting a facilities issue is quick and easy to do

Students, faculty and staff at the University of Houston have numerous easy and quick ways at their disposal to report facilities problems such as these. No matter which method is used, the Facilities Service Center accepts facility issue requests and reports 24/7 and will quickly process the request and respond in a timely manner. Send a text: The UH community can use their smart phones to report all sorts of problems. Send the text message to csc@central.uh.edu. Include your name, contact information, description of the problem, photos, and the location, including building name and room number when applicable.

Craft an email: Facilities issues can be reported via email to the same address as when sending a text: csc@central.uh.edu.

Make a phone call: For services that require immediate attention to maintain safety or preserve work productivity, call the Facilities Service Center at 713-743-4948. Log in online: Another great way to report a non-emergency request is to log on to AccessUH, click on the FAMIS icon, then click "Create Service Requests." You will then be directed through the steps of creating a service request.)

Barbara Murray

About our building coordinators

Barbara Murray, Department Business Administrator for Computer Science and alternate building coordinator for Hoffman Hall, will be retiring Aug. 31 after 45 years with the University of Houston.

Babu Sundaram will continue as primary building coordinator for Hoffman and Murray says her replacement, who has not been named yet, will most likely take on the role of alternate building coordinator. Please join us as we wish her the very best as she enjoys her retirement. If you would like to send her well wishes, she will be on campus through the end of the month. Her email is bmmurray@central.uh.edu.

Building coordinator Meet and Greet events

The Building Coordinator Meet and Greet events are part of the ongoing building coordinator program initiative and are designed to provide an opportunity for building occupants to meet their building coordinators as well as representatives from Facilities Management and Facilities Planning and Construction, as well as other key University partners.

The Building Coordinator Meet and Greet events

The July Meet and Greet was held at Farish Hall on July 10. The attendance was good and everyone was able to ask questions and get to know their building coordinator, Tim Rosas, a little better. There is an August Meet and Greet being planned for Engineering with building coordinators Ken Perlowski and Stephen Bangerter. September Meet and Greet is tentatively being scheduled for Cameron, which includes child care building coordinators as well as the Cameron building coordinators.

Planning for the Meet and Greet calendar for FY15 is underway. If you would like to request a Meet and Greet be hosted at your facility, contact Jacquie Vargas at jmvarga5@central.uh.edu.

Building coordinator list updates

Building coordinators should review their contact information and buildings assigned to them at the building coordinator website list located at www.uh.edu/plantops/programs/bldg-coordinator/bldg-coords/. Please let us know if you have any corrections/additions/deletions that need to be made to your information. We want to make sure that the information provided is up-to-date.


Building Coordinators Corner is a monthly newsletter provided by Plant Operations—Facilities Management to help communicate tips, information and announcements relevant to building coordinators and their building occupants. For more information, contact Jacquie Vargas at jmvarga5@central.uh.edu.

July 2014

Outage Notification Calendar Now Available Online:
At a recent BC quarterly meeting, building coordinators asked if an outage notification calendar could be provided online and updated with both planned and emergency outage information. They expressed that having this information would be helpful for them and their building occupants.

Facilities Management took the building coordinators request, did some research and looked at several options and we are now happy to announce that an outage notification calendar, utilizing Google Calendar and Google Drive, is available online.

Building coordinators can now find outages, beginning with June 2014, for their facility/ies showing the date and time of the outage, which facility/ies will be impacted, what the outage is for, primary and secondary contact information, the onsite contractor contact information, and the approval date of the outage. By clicking on the calendar item, the viewer will open several more screens including the Outage Notification form which can be printed if desired. Building coordinators may have noticed that the email which communicates the outage information provides the link to the outage notification calendar and the outage form instead of the outage notification graphic being included in the email message.

If you have any questions related to this new outage notification calendar feature, please let us know.

OUtage Calendar

Building Coordinators in the News:

Pat Deeves

Assistant Director for the Art Department and the primary building coordinator for the last four years for the Fine Arts building and South Park Annex, Pat Deeves, is retiring at the end of June from the University of Houston.

Pat has been a great partner and collaborator and she knows her buildings. I had the pleasure of working with Pat early on during a facilities building inspection tour. As I walked the Fine Arts building with Pat, I was impressed with how much she knew about the building, its facility history and systems, down to the smallest detail. I was in awe of her facility knowledge and over the last number of years, I have had the opportunity to work with her and I continue still to appreciate that knowledge.

When Pat informed me that she was retiring, I asked if I could share this information in the July BC Corner. I'm glad she agreed because it gives me the opportunity to thank her for all of her support and friendship, especially as we interacted through the Building Coordinator Program and many facilities-related communications. Pat, thank you, good luck and best wishes.

— Jacquie Vargas

We would like to include similar news information about awards and recognitions received by building coordinators. Please send that information to Jacquie Vargas, communications manager.

Building Coordinator Meet and Greet Events:
The Building Coordinator Meet and Greet events are part of the ongoing building coordinator program initiative and are designed to provide an opportunity for building occupants to meet their building coordinators. In addition, these events provide a forum for open discussion and dialogue between building occupants, building coordinators and Plant Operations staff members from Facilities Management and Facilities Planning and Construction.

Meet and Greets are held at different facilities throughout the academic year. The Building Coordinator Program reaches out to the building coordinators of different facilities, coordinating with them for a time and location suitable and convenient to them and their facility/ies. Once a time and place is confirmed, the building coordinator helps communicate the event to their building occupants.

These Meet and Greets are proving to be both beneficial and informative and are helping bridge the gap between the services and programs provided by Plant Operations and the building occupants. Additionally, it is our hope that they help bring to the forefront and recognize the role each building coordinator provides as they facilitate communications, support facility capital planning, represent user needs within the buildings and help enhance and improve facility services on campus.

The next Meet and Greet has been scheduled for Farish Hall occupants and building coordinators on Thursday, July 10. The building coordinators for the August Meet and Greet have been contacted and once everything has been scheduled, this information will be communicated. We are working on the schedule of Meet and Greets for the next academic year and will advertise this once it is confirmed.

If you would like to request a Meet and Greet be hosted at your facility, please contact Jacquie Vargas at jmvarga5@central.uh.edu.

Building Coordinator List Updates:
Please take an opportunity to review your building coordinator contact information and buildings assigned to you on the building coordinator website list. Please let us know if you have ANY corrections/additions/deletions that need to be made to your information. We want to make sure that the information provided is up to date.

Building Coordinators List

We look forward to seeing you at the August 8 Building Coordinator Quarterly Meeting!
 

June 2014

Quarterly Meeting Notes:
The most recent quarterly meeting of the Building Coordinator Program was held Friday, May 30, in the MD Anderson Rockwell Pavilion. Some of the meeting highlights and interesting facts shared during the meeting include:

  • Building Coordinator Contact Information—Building coordinators are asked to verify their contact information currently listed on the Building Coordinator Program section of the Plant Operations website. Several building coordinators have multiple phone numbers listed and we would like to make any necessary corrections. Please review the list and notify Jacquie Vargas of changes that need to be corrected (contact information, etc.)
  • Facilities Condition Assessment—In 2015 we plan on assessing 34 of the remaining buildings on campus and performing a Post-Occupancy Evaluation (POE) on 14 buildings that are between one to five years old. FCA’s to one third of the buildings on campus every three year.
  • Cullen Blvd. Repairs—Work started May 12, 2014 with completion of the project scheduled for August 12, 2014. The work being conducted is contracted through the city of Houston and not the University of Houston.
Building Coordinator Program Quarterly Meeting May 2014
  • Campus Wayfinding Project—The campus has been divided into color-coded districts for the purposes of this project which include: residential; energy research park; athletics; arts; professional; Cullen north; biomedical; and central. The eventual signage will utilize the color coding to help students, faculty, staff and visitors navigate the campus.
  • UH Public Art Collection—Did you know that the UH public art collection includes 521 pieces of art work system-wide with both local and international artists represented in the collection. A suggested 30 minute walking tour of our outdoor works is available.
  • UH Office of Sustainability—To find out more about the UH office of sustainability and its new manager, Sarah Kelly, please view their video. It's a great overview of the exciting program and its new leadership.
  • Emergency Preparedness—Hurricane season began June 1 and the three things everyone needs to know are: 1) make a list, 2) have a plan and 3) have two preparedness kits—one for home and one for your office. For more information about storm preparedness, visit the PREP Program section of the Plant Operations website. For another great resource to help understand how the University responds to emergency situations, please view the Office of Emergency Management's video. The UH Office of Emergency Management reminds you to Coordinate, Collaborate and Communicate.

The meeting presentation and the agenda are linked on the Building Coordinator Program homepage.

Building Coordinator Program Quarterly Meeting May 2014

Building Coordinator Program Quarterly Meeting May 2014

Building Coordinator Program Quarterly Meeting May 2014

Tim Rosas

Building Coordinators in the News:
Tim Rosas, director of the College of Education's Center for Information Technology in Education (CITE) and building coordinator for Stephen Power Farish Hall, is the recipient of the University of Houston's 2014 Staff Excellence Award. The award recognizes meritorious service, dedication and contribution to the University beyond the requirements and expectations of the job.

"Not only does Tim lead our talented CITE team, he tirelessly attends to the smallest details of every project to ensure that our students, faculty and staff have a great educational experience," said College of Education Dean, Robert McPherson. "This award is will deserved."

Tim has quite the reputation in the College of Education (COE) and is admired and respected by faculty, staff and students for his leadership, impeccable problem-solving skills and noteworthy attention to detail.

"Tim does a terrific job," said COE Professor Lee Mountain. "He solves problems on a daily basis—graciously, and always with a smile."

We would like to include similar news information about awards and recognitions received by building coordinators. Please send that information to Jacquie Vargas, communications manager.

May 2014

Facilities Management Assistant Director Michael Burriello leads a tour of the Central Plant (May 2014)
Facilities Management Assistant Director Michael Burriello leads a tour of the Central Plant,
May 2014

Quarterly Meeting Date/Location Change:
The date and location for the next quarterly meeting has been changed:

Friday, May 30 | 9 AM - 11 AM
Rockwell PavilionFrom the front entrance of the library, take the staircase or elevator on the right to the second floor., M.D. Anderson Library

The changes have been made to facilitate the Central Plant tour scheduled at the end of the meeting. The meeting agenda will include information about the improved FAMIS Self-Service Facilities Work Order System, hurricane season emergency preparedness and the University's public art collection. NOTE: Central Plant tours can accommodate a limited number of participants so please let us know if you are interested in participating.

Houston skyline seen from Central Plant rooftop
Houston skyline seen from Central Plant rooftop

Dr. Barry Lefer

Building Coordinators in the News:
Dr. Barry Lefer, associate professor and associate department chair, Earth and Atmospheric Science, and building coordinator for the numerous and diverse coastal center facilities, was recently recognized by the University with a 2014 Teaching Excellence Award.

Dr. Lefer was the recipient of the Provost's Core award which is given to faculty in recognition of outstanding teaching in the Core Curriculum. Congratulations, Dr. Lefer!

We would like to include similar news information about awards and recognitions received by building coordinators. Please send that information to Jacquie Vargas, communications manager.

 

Coming Mid-May 2014: New Features in FAMIS

 

View the PDF version of this month's Building Coordinators Corner.

April 2014

Building Coordinator Quarterly Meeting:
The next quarterly meeting is scheduled for Friday, May 16, 9 am to 11 am. Location will be confirmed and communicated prior to the meeting. Agenda includes a report and update on the enhanced version of FAMIS, campus emergency pre-hurricane season preparation, and a presentation on campus artwork by the University Art Curator. If time permits, we plan to conclude with a tour of the newly renovated Central Plant. Light refreshments will be provided.

Custodial Building Inspections Help Maintain Quality Control:
Facilities Management conducts regular quality control inspections to help ensure an optimum environment for the University's facilities and building occupants.

Beginning in 2012, Facilities Management's custodial program and North Zone manager, Ray Mosley, began implementing regular custodial inspections aimed at proactively identifying and addressing potential cleaning issues before they developed into problems.

Two years later, the inspection program has grown into a more formalized process with the addition of three full-time experienced inspection staff. The quality control, random inspections assess and grade the different areas and tasks performed by the custodians, looking for ways to improve and expand on the services provided.

All buildings are inspected quarterly at a minimum, whether they are cleaned by in-house University staff or outsourced staff. For the current academic year which began Sep. 1, 2013, 374 inspections have been conducted. Custodial inspections are graded as good, average or poor. The inspection rating must be 75 percent or better and any issues discovered must be corrected within two weeks. At the end of the two-week period, a follow-up inspection is performed. The current campus-wide average rating is 79.5 percent.

The feedback provided by the inspections not only helps ensure that cleaning standards are being met but they also help Mosley plan and schedule specific custodial projects like the pre-semester "make-ready" intensive cleaning conducted prior to the return of students. Inspection results are also used to identify training needs for the staff.

After a recent inspection in one building, carpet care was rated as poor and after investigating, Mosley discovered the custodial staff was not properly diluting the carpet cleaner solution so it was not providing optimum cleaning. He used this as a training opportunity to explain that when the solution is not diluted properly, the residual detergent left in the carpet actually becomes a magnet for dirt and soil easier and quicker. The inspections also help identify high-performing staff members for recognition and potential for further advancement.

"Since implementation, our overall average inspection scores have been on the rise campus-wide. The number of buildings that have been rated as unacceptable has continuously declined," Mosley said. "Our goal is to constantly improve by raising the benchmark. We now have a tool that will help us attain and exceed our custodial standards."

For questions pertaining to the custodial inspection program or to review the inspection results for your facility, please contact Mosley at 832-842-4872 or rmosley@central.uh.edu.

Cleaning Frequency Charts Are a Helpful Tool for Building Coordinators:
Facilities Management's custodial program and North Zone manager, Ray Mosley, has developed task scheduling/cleaning frequency charts for each building to help explain the level of cleaning service the University provides in its facilities. Frequency levels are based on industry standards.

Partnering this information with the custodial inspection process and ratings can help facilitate a better understanding of how often (frequency) specific areas are cleaned, during which custodial shift the work is being done, and what other special cleaning projects may need to be scheduled to improve an area.

Provided below are the cleaning frequency charts used by the University's custodial services area. NOTE: If a specific building or category of building is not shown, it falls under E & G (educational & general). Building coordinators are encouraged to share this information and to use this as an opportunity to interact with building occupants.

If you have questions or concerns related to the information provided in the cleaning frequency charts, please contact Mosley at 832-842-4872 or rmosley@central.uh.edu.

Frequency Charts:

March 2014

Planned Spring Break Electrical Interruption—March 14-16, 2014:
University buildings will experience planned electrical interruptions March 14th, 15th and 16th to make necessary repairs to the electrical distribution system, as well as complete necessary preventative testing to the distribution system. During these three days, building occupants can expect power interruptions (blips) of a few seconds' duration while building load transfers occur. These power blips will occur:

  1. Friday, March 14th, between 6 a.m. and 7 a.m. and between 6 p.m. and 7 p.m.
  2. Saturday, March 15th, between 6 a.m. and 7 a.m. and between 6 p.m. and 7 p.m.
  3. Sunday, March 16th, between 6 a.m. and 7 a.m.

Building Coordinator Quarterly Meeting—February 28, 2014:
University building coordinators met Friday, February 28, 2014 as part of the regularly scheduled quarterly meeting series to learn more about important information related to their facilities campus planning efforts and other available resources.

Jonathan Thurston, executive director of Facilities Planning and Construction (FPC), started off the meeting’s agenda with a presentation about the University’s construction projects. In 2013, FPC completed seven capital projects and 502 minor projects; FPC currently has four projects under construction and four upcoming construction projects. With the recent integration of Minor and Planned Projects, FPC formally consists of Capital Project Management, Facilities Information, Planning Services, Project Inspections/QA-QC and Non-capital Project Management (formerly Minor and Planned Projects).

Jim Norcom, director of Compliance and Emergency Programs under Facilities Management, gave an overview and update of the Facility Condition Assessment (FCA). In preparation for this presentation, building coordinators were provided copies in advance of their facility assessment report(s). The FCA, initially started in 2011, provided a comprehensive report on University facility physical needs and helped establish criteria that will be used to support the Master Plan and Capital Improvement Plan.

Building on Norcom's presentation, Facilities Management’s Sameer Kapileshwari, interim executive director, and Avinash Rahurkar, interim associate director, presented on the next steps for the FCA which include prioritizing needs and alignment with academic and master planning efforts (Capital Improvement Plan) with full plan implementation by FY14. Moving forward with the assessment results will require an integrated strategy with communication as the key to the process. Kapileshwari and Rahurkar shared that there are proposed summer 2014 projects already planned that include addressing electrical, water and HVAC issues identified in the FCA.

Mike Yancey, director of Planning Services, and Jeanne LaMontagne, assistant director of Planning Services under FPC provided a Capital Improvement Plan (CIP) update. The capital improvement planning process will incorporate the FCA data. The findings of a recently completed needs assessment for CIP further captured facilities needs and allowed Yancey and LaMontagne to categorize them as building age issues, building refresh, additional/better utilization of space, learning technology needs and security/safety concerns. This categorization will help identified campus user groups to determine and prioritize capital project requests for inclusion in the CIP.

Associate Vice President/Vice Chancellor Malcolm Davis, Public Safety and Security, gave a presentation and update on University access control with examples of the variety of card and non-card readers currently being installed across campus. Davis indicated that as the access control project continues, updates will be distributed to building occupants via their building coordinators.

There was a brief demonstration of a soon-to-be-rolled-out building coordinator option as one of the new features of FAMIS self-service by Khanh Hodges, senior IT business analyst under Facilities Management Administration. And last but not least, Jacquie Vargas, communications manager under Facilities Management, closed with a review of building coordinator expectations and reaffirmed the importance of the building coordinator role and the University’s expressed appreciation of each staff member that serves as a building coordinator.

The next Building Coordinator Quarterly Meeting is scheduled for Friday, May 16, 2014.

Building Coordinator Meet and Greet:
The second Building Coordinator Meet and Greet event was held on Monday, March 3, 2014 in partnership with the department of Student Housing and Residential Life. The Building Coordinator Program’s Meet and Greet events provide an opportunity for interaction between building coordinators, building occupants and facilities team members for open discussion and to ask questions in an effort to learn more about facilities and occupant needs and concerns.

The Building Coordinator Meet and Greet events are part of a new Building Coordinator Program initiative sponsored by Facilities Management and Administration and Finance. During the March 3 event, Residential Life building coordinators participated with Facilities Management and Facilities Planning and Construction team members in a roundtable discussion and exchange. Discussion topics included hot and cold calls, access, how work requests are prioritized, building inspections, recycling and sustainability, response times for work requests and building warranty issues. This was a great opportunity to not only meet the Residential Life building coordinators, but to also get to know them better and build bridges for the future.

The first Meet and Greet was held in partnership with the college of Natural Sciences and Mathematics. The Meet and Greet schedule for the remainder of FY14 is being developed and will be communicated after it's finalized.

Outage Calendar:
During the February 28th quarterly meeting, a question was raised regarding the possibility of posting utility outages/outage notification information on the Plant Operations website in a way that could be easily accessed by the University staff and building coordinators. Facilities management is working with the Facilities Service Center and the Plant Operations Web developer to come up with an option for providing this information. More to come as this develops.

LED Lighting:
The campus is currently undergoing a project to replace numerous light fixtures with efficient and cost-effective LED lighting. The project is still underway but once it is substantially completed, more information will be communicated including the areas of campus where they have been installed. During the project, data is also being gathered as to the cost benefits and payback period that LED lighting will provide in addition to benefits derived, such as better lighting on campus walkways and around buildings, etc. The planned completion is set for later this semester.

February 2014

Contact FSC

Communications Tip for Building Coordinators:
Did you know you can send a text message on your phone from any location, 24-7, to report a facilities-related issue or concern? It is as easy as 1—2—3!

  1. When you see or notice something on campus that needs to be reported, use your phone device’s messaging feature to send a text to csc@central.uh.edu.
  2. Include your name and contact information, the building name (and number if you have it), what the facilities-related concern consists of, and include photos too when possible.
  3. Hit Send.

No need to wait until you are in front of your computer or laptop. This is especially helpful if you are in a meeting room or classroom and you notice the temperature is either uncomfortably hot or cold. You can send your text without interruption and without having to wait.

The next Building Coordinator Quarterly Meeting, scheduled for Friday, February 28, 2014, promises to provide some crucial and interesting information that will be helpful to all building coordinators. The agenda includes information about the recent building Facility Condition Assessment (FCA), the Capital Improvement Plan (CIP), Access Control, enhanced features in FAMIS and much more.

In Next Month's Edition of Building Coordinator's Corner:
Custodial inspections, the Campus-wide LED lighting project and a preview of FAMIS enhanced features.

January 2014

Communications Tip for Building Coordinators:
With the beginning of the spring 2014 semester just days away, building coordinators could send a communication to their building occupants welcoming them back for the semester, introducing them to their building coordinators, and encouraging occupants to call in their work requests to the Facilities Service Center at x3-4948. When issues or concerns continue and are ongoing, building occupants should be encouraged to engage their building coordinator as a way to help resolve the issue or concern.

Central PlantThe next Building Coordinator Quarterly Meeting is scheduled for February 2014. Agenda is being finalized and will be forthcoming. In an upcoming quarterly meeting, a tour of the UH Central Plant is scheduled.