Facilities Management Strategic Plan for 2011 2015*

Strategic Plan for 2011 2015* Clayton State University *Modified November, 2015

Strategic Plan 2011 2015 Strategic Plan We, the Team, hereby pledge our best efforts of our organization to support the s mission and achieve the goals of the this Strategic Plan that are aligned with the Clayton State University s Strategic Plan innovatively and possibly reallocating resources during this tight budget area for the betterment of our campus community. Signature of all personnel of below: Harun Biswas, Assistant Vice President of Darren Thomas, Director of Physical Plant Operations Priti Bhatia, Project Manager Wendy Spears, Business Manager Svetlana Soroka, Manager Planning and Design Clayton State University 2

Strategic Plan Strategic Plan Contents Vision, Mission, and Core Values... 4 Vision... 4 Mission... 4 Core Values... 4 Modeling Our Core Values... 5 Our Organization... 6 Reporting Authority... 6 Planning & Construction... 6 Physical Plant Operations... 7 Business Operations... 7 Scope of Our Operation... 8 Personnel and Financial... 9 Customers and Spheres of Influence... 10 Strategic Priorities and Action Plans... 10 Strategic Plan Framework... 10 Goals and Objectives Accomplished in 2012... 11 Goals and Objectives for... 18 Appendix A: Organization Chart... 27 Clayton State University 3

Strategic Plan Vision, Mission, and Core Values The Clayton State University s s mission, vision, and core values form the foundation of its strategic plan. Vision A world-class facilities management organization, known by our customers and the nation for setting the benchmark in excellence and continuous improvement. Mission We Develop our Physical Plant, Construct, Maintain, Operate, and Renovate facilities, while providing facilities management services that exceed our customers expectations and are very much aligned with our core expansion. Core Values Term Service Accountability Innovation Integrity Teamwork Excellence Sustainability Definition We focus our unconditional efforts to best serve our customers. We conduct our business in an environmentally, socially, and economically responsible manner that is reflective and protective of the public trust placed in us as stewards of the University s facility related resources. We develop new ideas that move service, concept, and strategy into action to create new value to the University community. We earn the trust of others through professional conduct that includes honesty, reliability, and competency. We work together cooperatively in support of our mission. We value individuals and their contributions to the team and treat each other with respect and dignity. We enthusiastically deliver quality services to our customers while consistently seeking to improve those services through creativity and innovation. We are meeting the needs of today without compromising the future. Clayton State University 4

Strategic Plan Modeling Our Core Values Service We create and sustain facilities for academic, extension, and research programs. We identify issues and concerns and communicate with our stakeholders, recommending a course of action that addresses current and future needs and expectations. We analyze needs and resources using systematic, comprehensive, and analytical processes. We value the personal and professional development of staff as the foundation of our future. We provide services in a diverse environment where people feel safe, personally and professionally satisfied, and realize their value to the organization and University. Accountability We are responsible to our customers and each other while carrying out our daily duties. We promote a safe and healthy work environment. We take pride in being competent, knowledgeable, trustworthy, and dependable. Decisions at FP&M will benchmark our progress to provide value and promote fiscal responsibility. We accept critique, and continuously improve. We respond to emerging opportunities and emergencies by being prepared, committed, agile, and flexible. Innovation We develop new ideas that move service, concept, and strategy into action to create new value to the University community. We value a culture that embraces new ideas and risk taking to stay on the leading edge, never being complacent, and continuously improving. We collaborate to integrate best ideas and practices. We strive for an environment where people can use their imagination and talents to create a better future. Integrity We make decisions and take actions in a manner that is fair, honest, ethical, and professional. We expect our actions to be consistent with our words. We understand our legal and moral obligations and act accordingly. We treat all people with dignity, courtesy, and respect. We recognize that diversity is an asset, and we seek to understand opinions that differ from our own. Teamwork We work together cooperatively in support of our mission. We value individuals and their contributions to the team and treat each other with respect and dignity. Clayton State University 5

Strategic Plan Excellence We enthusiastically deliver quality services to our customers while consistently seeking to improve those services through creativity and innovation. Sustainability We create measurable benchmarking for consumption of energy, and waste diversion. We reduce energy usage, improve indoor environmental quality and water usage in new and existing buildings utilizing LEED standards and integrated design. We reduce rain water runoff from campus utilizing landscape features, plantings, and vegetated roofs on buildings. We utilize environmentally safe techniques and products for cleaning of our buildings. We support and help expand campus-wide recycling, composting, and other waste diversion programs. Our Organization is comprised of three main departments: Physical Plant Operations, Planning & Design and Business Operations. These three divisions have the following departments within to better meet the needs of its customer according to the current context of the Clayton State University. Reporting Authority Harun Biswas is the Assistant Vice President of reporting to the Vice President for Business and Operations. (See Appendix A: Organization Charts.) Planning & Design Currently the position of Director of Planning & Construction is not filled. In the future, the position will be filled as the Campus Physical Plant grows. The current responsibilities of this department are carried by the following personnel. Harun Biswas Wendy Spears Svetlana Soroka Priti Bhatia Darren Thomas Assistant Vice President of Wendy Spears: Business Manager Svetlana Soroka: Manager of Planning and Construction Priti Bhatia: Project Manager Darren Thomas: Director of Physical Plant Clayton State University 6

Strategic Plan Physical Plant Operations Darren Thomas is the Director of Physical Plant Operations, reporting to the Assistant Vice President of. Physical Plant Operations provides Building Maintenance, Preventive Maintenance, Custodial Services, Automotive Fleet, Landscape and Grounds Maintenance, and Warehouse. The following associates report to the Director of Physical Plant Operations. Open position* Open position* Michael Campbell Mohammad Khan Open position* Open position* Assistant Director of Building Services and Compliances Assistant Director of Landscape and Grounds Maintenance Manager of Building Maintenance & Operations Manager of Building Maintenance & Operations Warehouse Operations & Buyer Office Services Coordinator *As of Summer 2015 Business Operations Wendy Spears is the Business Manager, reporting to Assistant Vice President of. The following associates reports to the Business Manager. Donnie Collins Justin Parkerson Gerodney Gordon Asset Manager Central Receiving & Property Control Mail Services Clayton State University 7

Strategic Plan Scope of Our Operation provides services to the main campus and Lucy Huie Hall Total Campus Building Area Total Number of Building Campus Ground 1,285,405 GSF 24 and residential quarters 184 Acres Total Number of Student 7200 Total NO. of Faculty & Staff Clayton State University 8

Strategic Plan Personnel and Financial accomplishes its mission through the efforts of 55employees and a total budget of $6.5 million. FY 16 Personnel Appointment Number Full Time 53 Temp 3 Total Stuff 56 FY 16 Budget for Salaries Salaries Full Time & Temp Employee 35% 20% 32% AVP'S Office Building Maintenance 50% 45% Building Services Landscape Services Business Office FY 16 Budget for Maintenance and Operations Maintenance & Operations 35% 20% 32% AVP'S Office Building Maintenance 50% Building Services 45% Landscape Services Business Office Clayton State University 9

Strategic Plan Customers and Spheres of Influence Clayton State University is one of the units of the University System of Georgia, with 7000 students, 1500 faculty and staff. Customers s customers include every member of the campus community, including students, faculty, and staff. Improving the quality of services to customers is the primary driver of the organization. To best serve our customer time to time reorganization of some function is vital within the department. Spheres of Influence not only serves, but is also affected and in some cases empowered by our customers in the campus community. operates under the auspices of the Vice President for Business and Operations. Outside influences that empower and shape include the University System of Georgia, State Legislator, GSFIC, Federal, Local Government, University Leadership, Campus Community, APPA, and SACS. Strategic Priorities and Action Plans Strategic Plan Framework The 2010 2014 Strategic Plan has five goals, with 18 objectives and 30 activities linked to those goals. The chart below shows how the Strategic Plan is constructed. Each goal contains one or more objectives as described on pages 8-9 and each objective has one or more activities. Clayton State University 10

Strategic Plan Goals and Objectives Accomplished in 2010-2012 Within the framework of the mission, vision, and core values, Services has established these goals and developed the objectives necessary to achieve them during the Year 2012. Goals Home Activity Action Item F-2 Identify overriding communications plans to support achievement of Goals A-E Goal 1 Customer High Level of Customer Satisfaction 1.1 External Education and Communication: Determine the level of customer satisfaction. Develop and implement a baseline survey for all service areas by 31, 2012 (faculty/staff/students/employ ees survey). (Metric: A comprehensive process is instituted that surveys a representative customer crosssection and establishes a baseline for future surveys.) 1.2 Internal Education and Communication: Identify and implement improvements that will increase the level of customer satisfaction. Review the completed survey. (Metric: The result will be used for any corrective action that is needed four our service improvement.) 1.3 Customer Definition: Review/modify customer survey and recipients list to ensure broad and appropriate representation of customers, and utilize the information to revise business rules as needed. Prepare if any revise business rules that needed based on the customer response. (Metric: The rules will be recorded and distribute among the team members for action and measurement.) Clayton State University 11

Strategic Plan Goals Home Activity Action Item Goals Home Activity Action Item E1 Enrich and enhance the cultural, intellectual, and personal experience of the entire University community (faculty, staff, students, trustees) by recruiting and retaining individuals with diverse backgrounds and perspectives Goal 2 Human Capital: Highly motivated, well-trained, and stable workforce that Create and maintain a performancebased culture with staff that is engaged, professional, and personally satisfied 2.1 Maintain excellent hiring practices Set up a hiring committee to find the best candidate E2 Provide the University community with a variety of campus services in a friendly, convenient, and efficient manner that improves the overall experience of our students and the Goal 3 Excellent facilities Planning, maintenance, and operation services 3.1 Provide mail and package service to faculty/staff as well as resident students. 3.2 Coordinate property in the warehouse (warehouse inventory) Making sure in time mail delivery to the correct address. Also needing training of another person for standby. Constantly find ways to improving mail services Creating a tracking system that is efficiently recorded. Provide training for the new software of School Dude to execute this operation Business Operations Plant Operations and Business Ops Training funds needed Pending training Clayton State University 12

Strategic Plan Goals Home professional experience of our faculty and staff. Activity Action Item 3.3 Collaboration with DOAS for surplus Work with the state entity for property surplus the property and keeping records 3.4 Assets Monitor and document for fleet management 3.5 Make available well maintained campus grounds 3.6.6 Provide safe and healthy environment for education and work 3.7 Continuing providing well maintained & sanitized facilities that the students, facility and staff utilize. 3.8 Seek ways to improve on services and processes Constantly update maintenance plan for implementation Hire arborist to complete a master plan of campus tree including new planting and removing unsafe trees Building Services leaders needing close monitoring of daily services provided by the staff and making sure records are being kept Leaders of needing research, attending training and discussing with sister institutions to learn better way improving services and stretches resources Business Ops Business Ops Landscape Landscape Building Services Leaders Arborist fees, funds for planting and cutting trees Funds needed for training and travel Clayton State University 13

Strategic Plan Goals Home Activity Action Item E4 Adopt best practices, support innovative approaches, and continue to embrace technology to enhance research and administrative functions and improve learning and communication Goal 4 Sustainability Support the university s sustainability vision by developing, operating, and maintaining facilities that sustainable 4.1 Develop and implement an organizational structure that allows identification, completion, and monitoring of energy conservation projects. Making sure new projects are considered for energy efficiency. D3 Create a budget process that enables the reallocation of resources to invest in the goals set forth in the University s new strategic Plan Goal 5 Ample financial, material, and safety resources 5.1 Acquire operation and maintenance resources for new or acquired buildings. 5.2 Because of decrease funding reallocate resources for the best possible efficient services Submit FIR for the new facilities in time to receive M&O dollars. If the w budget for new facilities is not adequate try/brainstorm to reallocate the resources to accomplish the shortfall for the new facilities State Funds (Maintenance and Operations budget) A10 Expand the quality of technology, both equipment and training, to support academic innovation, student learning, and the further development of hybrid courses and online learning. Goal 6 Collaboration/ Partners External: Be the partner of choice for the campus community 6.1 By staying a step ahead with technology, invest in proper equipment needed and provide adequate training. Research and purchase new equipment that will allow to function more efficiently, and then provide proper training to users. Funds for proper Clayton State University 14

Strategic Plan Goals Home Activity Action Item C2 Assess the needs of adult learners and their families to address the most effective ways to engage them with the University and the community. 6.2 Evaluate staff to ensure they have the required skills needed to support the infrastructure of the university and train those employees to meet the standard. Conduct yearly evaluations and provide proper training if required. B1 Culture Change: (a) Identify key services and a measurement to gage the service commitment performance, and (b) Develop staff meetings and staff interactions, which embrace an attitude of caring for one another, support for one another, and mentor for one another. Goal 7 Collaboration/ Partners Internal: Create opportunities for staff to interact and collaborate. 7.1 Provide Diversity Training to ensure department is aware of all differences that make up each individual. 7.2 Ensure that all individuals are treated with dignity and respect. Creative diversity training as part of new employee hiring process and provide updated training periodically to existing employees E3 Create a supportive work environment that encourages input and collaboration that enables faculty and staff to optimize their personal and professional development. 7.3 Staff professional development with national wide Associations (Membership with APPA, GAPPA, Membership with IFMA, LEED certified facilities, ADA Conferences, Conferences, Training/Seminars, AEE) Join more associations related to. Clayton State University 15

Strategic Plan Goals Home Activity Action Item E4 Adopt best practices, support innovative approaches, and continue to embrace technology to enhance research and administrative functions and improve learning and communication. 7.4 Energy and Water Conservation Continue to research and implement areas where energy conversation can be implemented. E5 Cultivate a campus culture and environment that encourages all campus members to engage and participate with the University community in a variety of activities. 7.5 Support university activities by creating a work environment that is conducive to the university community Encourage staff participation in important campus events. A5 Obtain, expand and maintain accreditation from national, professional and specialized accrediting organizations Goal 8 Obtain, expand and maintain accreditation from national, professional and specialized 8.1 SACS Accreditation Produce related compliance documents to submit to the SACS for Compliance. 8.2 BLLIP (Building Land Lease and Inventory Property) Enter data correctly in the state reporting system for receiving M&O funds for the Planning and Design Draft 2012 Clayton State University 16

Strategic Plan Goals Home Activity Action Item accrediting organizations 8.3 MRR Allocation from the State Prepare documents for submission to the State for receiving Major Repair & Renovations funds 8.4 ADA (State Allocated Funds) Preparing documents for submission to the state for funds to improve campus accessibility. and Disability Services Clayton State University 17

Strategic Plan Goals and Objectives for -2015 Within the framework of the mission, vision, and core values, Services has established these goals and developed the objectives necessary to achieve them during the Year. Goals Home Activity Action Item A7 Invest resources to recruit, retain, and support dynamic and inspiring faculty and staff. Goal 1 Customer High Level of Customer Satisfaction 1.1 Improve and provide excellent customer service including communications with students, faculty and staff. Improve processes for communication and follow-up with customers. F2 Identify the overriding communication objectives from Goals A-E. 1.2 External Education and Communication: Determine the level of customer satisfaction. 1.3 Internal Education and Communication: Identify and implement improvements that will increase the level of customer satisfaction. Develop and implement a baseline survey for all service areas for students, faculty, staff and employees. Use previous surveys as a baseline. Review the completed survey and use for any correction action that is needed to improve service. Clayton State University 18

Strategic Plan Goals Home Activity Action Item B2 Develop and implement student, faculty and staff recruitment and retention plans that target underrepresented groups. A7 Invest resources to recruit, retain, and support dynamic and inspiring faculty and staff. C2 Assess the needs of adult learners and their families to address the most effective ways to engage them with the University and the community. Goal 2 Human Capital: Highly motivated, welltrained, and stable workforce that creates and maintains a performance-based culture with staff that is engaged, professional, and personally satisfied 2.1 Enrich and enhance the cultural, intellectual, and personal experience of the entire University community (faculty, staff, students, trustees) by recruiting and retaining individuals with diverse backgrounds and perspectives. Invest resources to recruit, retain, and support dynamic and inspiring faculty and staff. 2.2 Continue Safety, Operation and Professional Development training for employees. Create a comfortable environment for learning and work Employ team building events that boost morale among employees. Recruit the most qualified candidates for open positions and offer competitive salary/benefits Promote from within, if individuals are qualified. Provide training that enhances performance and broadens workforce skills. Create and implement new employee training process, so that new employees are able to complete their new responsibilities with confidence. Funds needed for travel or training. Clayton State University 19

Strategic Plan Goals Home Activity Action Item F6 Identify and adjust any effectiveness gaps in the communications plans. E2 Provide the University community with a variety of campus services in a friendly, convenient, and efficient manner that improves the overall experience of our students and the professional experience of our faculty and staff. Goal 3 Excellent facilities planning, maintenance, and operation services 2.3 Conduct yearly evaluations in order to improve work experience, education and productivity for all employees 3.1 Create more landscape plans and implement them throughout campus to improve landscapes. Continue and improve on Tree and Assessment Plan. 3.2 Improve daily campus and building inspections to provide excellent services, including a safe and healthy environment. 3.3 Create inventory system with SchoolDude software to assistant with inventory balance/expense tracking. Standardize system for completing evaluations in a timely manner and providing additional training with employees if necessary. Plant different varieties of plants, including grass, plants, shrubs and ornamental to improve overall appearance of campus. Plant more long-lived specimen, assess health of trees and plan removal of unsafe trees. Inspect campus facilities frequently or daily making sure Life Safety and codes are met. Work with Business and Physical Plant Operations to implement better system for tracking inventory in both warehouse and surplus. Landscape Building Services and Operations Business and Physical Plant Operations Funds needed Clayton State University 20

Strategic Plan Goals Home Activity Action Item E6 Continue to implement the campus facilities master plan, enhance physical work space, and promote the integration of environmental sustainability in construction, learning, research and practice. E4 Adopt best practice, support innovative approaches, and continue to embrace technology to enhance research and administrative functions and improve learning and communication. 4.1 Campus Building Metering: Monitor and track all campus utilities in order to be able to address energy issues and to become a more efficient campus and to provide energy savings. 4.2 Support the university s sustainability goals by building sustainable practices and products when developing, operating and maintaining facilities. Create tracking system for meter readings in individual buildings to report energy usage for all utilities and use the data to improve more energy conservation, if needed. Move toward eco-friendly cleaning products Upgrade to energy efficient equipment Use pond water for irrigation Use low-emitting materials Recycle content Make potable water use reductions by upgrading fixtures. Physical Plant Operations Funds Clayton State University 21

Strategic Plan Goals Home A8 Promote excellence in scholarship, research, creative endeavors, and innovation. D3 Create a budget process that enables the reallocation of resources to invest in the goals set forth in the University s new Strategic Plan. Activity Action Item Goal 5 Ample financial, material, and safety resources 4.3 Promote excellence in scholarship, research, creative endeavors, and innovation. 5.1 Create a budget process that tracks expenditures for and enables the reallocation of resources to invest in the goals set forth in the University s new Strategic Plan. 5.2 Keep updated data for MRR projects. Make decisions that will work for current and future growth. Manage budget for individual departments to report resources, statistics, usage and expenditures. Identify and gather data that is needed for MRR projects. Physical Plant Operations F2 Identify the overriding communication objectives from Goals A-E. Goal 6 Collaboration/Partners External: Be the partner of choice for the campus community 6.1 Trusting Relationships: Develop and foster an environment that values and emphasizes long-term, trusting relationships based on mutual respect, common goals, and commitment. Provide good customer service to build relationships around campus by providing excellent communication and service. Improve communication with campus community and external entities (usg, GSFIC, etc.) to build trust and respect that will be used to improve the educational environment. Clayton State University 22

Strategic Plan Goals Home Activity Action Item 6.2 Collaboration and Connection: Develop effective means to communicate who FM is, what FM does, and what FM can do for the campus community, and promote FM s expertise and institutional knowledge. Produce annual Operating Plan that summarizes yearly information about facilities and projects goals for upcoming year. C10 Develop strategic partnerships with local as well as global institutions/corpo rations to provide learning opportunities for students, faculty and staff that will make them more aware of global complexity and its social impact on the state and region. 6.3 Coordinate involvement with students, staff and faculty to educate and involve individuals in projects. Plan Arbor Day celebration to educate students, faculty and staff on importance of tree management and include in process. Funds needed Clayton State University 23

Strategic Plan Goals Home Activity Action Item E5 Cultivate a campus culture and environment that encourages all campus members to engage and participate with the University community in a variety of activities. Goal 7 Collaboration/Partners Internal: Create opportunities for staff to interact and collaborate. 7.1 Implementation/Discussion of the following operational procedures: Inviting night shift staff for the day time events, cross discussion among managers for operational enhancement, work order/communication, monitoring energy conservation items through the campus that running unnecessarily. Continue to improve communication internally among key individuals in order to produce the most efficient operations. Physical Plant Operations D2 Assess how to strengthen advocacy efforts with federal, state and local governments to secure new appropriations for the University. 7.2 Establish a program for acquiring appropriate renovation and renewal resources for additional and existing facilities. Partner with all stakeholders and move forward with the plans for construction of the new Science Building if funding is made available by the state. Create space optimization plan for the Committee. Clayton State University 24

Strategic Plan Goals Home Activity Action Item E3 Create a supportive work environment that encourages input and collaboration that enables faculty and staff to optimize their personal and professional development. A5 Obtain, expand and maintain accreditation from national, professional and specialized accrediting organizations. Goal 8 Obtain, expand and maintain accreditation from national, professional and specialized accrediting organizations 7.3 Create a supportive work environment that encourages input and collaboration that enables faculty and staff to optimize their personal and professional development. 8.1 Maintain and obtain new accreditations and licenses 8.2 Gain recognition from foundations for achievements. (I.e. Arbor Day Foundation.) Staff professional development with national wide Associations (APPA, GAPPA, IFMA, LEED certified facilities, ADA Conferences, Conferences) Training/Seminars Wide-variety of department licenses are currently obtained. Renew licenses annually and obtain new licenses that are needed. Apply for recognition awards: Arbor Day Foundation as a Tree Campus USA. AEE Foundation for upgrade to energy-efficient gym lighting. Funds to renew memberships Funds needed Registration Fees A5 Obtain, expand and maintain accreditation from national, professional and specialized accrediting organizations. 8.3 SACs Accreditation Produce compliance documents to submit to SACs for compliance Clayton State University 25

Strategic Plan Goals Home Activity Action Item F5 Develop ongoing system of assessing, tracking and reporting communications effectiveness to be conducted concurrently with Plan implementation. 8.4 MRR, CIP, FIDC, BLLIP, ADA Input correct data in the state reporting system and continue to create facilities-related reports Clayton State University 26

Strategic Plan Appendix A: Organization Chart * *As of Summer 2015 Clayton State University 27