Transcript Slide 1

Building Coordinators
Meeting
August 5, 2014
Welcome
Jan Van Der Kley
Agenda
Tobacco Free Campus – Amy Seth & Suzan Ayers
Space Management – David Dakin
Cleaning Frequencies - Steve Gilsdorf
Project Process – Ron Robyn & Eleonora Philopoulos
Customer Surveys – Anand Sankey & Rebecca
Bruystens
Tobacco Free Campus
Amy Seth & Suzan Ayers
Space Management
David Dakin
Space Assignment Procedure
revised 7-28-2014
Space policies and procedures are administered by the Planning Division of WMU
Facilities Management. A request for space that is within the requestor’s own
department, school, college, etc. does not need to be submitted here.
http://www.cf.wmich.edu/space
1. Space Request Form
http://www.cf.wmich.edu/docs/SpaceRequestForm_7-21-09.pdf
A Space Request Form will be filled out by an individual on campus requesting
space. The form will be signed by the appropriate department head/advisor, and by
the appropriate dean, director, or vice president. After signing, the form will be
faxed or e-mailed to the Planning Division.
2. Evaluation
The Planning Division will accept all space request forms and will work with the
requesting group to program their space needs. The program will include an
evaluation of both current space and future needs of the requesting group. The
space request will also be evaluated based on how it fits with the Campus Master
Plan. There most likely will be a cost to the requestor for this evaluation based on
the specific request.
3. Space Allocation Committee Approval
The space request will be presented to the Space Allocation Committee for
approval, denial or tabling for more information.
4. Project Request Estimating
After approval by the Space Allocation Committee, the requesting group will be
notified. It will be the requestor’s responsibility to fill out the on-line Project
Request Form. After receiving the Project Request Form, the Projects/Construction
Division of Facilities Management will complete the programming and provide an
estimate of cost for relocation and/or remodeling. An analysis of the request may
require an outside vendor which may include a fee. The Space Utilization Manager
will send an email to the appropriate party with a decision. The Project Request
Form in found online at: http://www.fm.wmich.edu/projects/request
Facilities Management
Planning Division
www.fm.wmich.edu/planning
Cleaning Frequencies
Steve Gilsdorf
Routine Cleaning
Frequency Chart
RESTROOMS, SHOWER
& LOCKER ROOMS
CLASSROOMS, STUDY ROOM,
LECTURE HALL
HALLWAYS, ENTRYWAYS
& ELEVATORS
STAIRWAYS
OFFICES, CONFRERENCE
ROOM
CAFE, KITCHENETTE,
BREAKROOMS
LIBRARY
GYMNASIUM, STAGE &
WINGS
NURSING STATION,
PATIENT TREATMENT
ROOMS
Weekly
Daily
GENERAL TASKS
Daily
Clean Boards
Daily
Replenish Supplies
Daily
Daily
Daily
Daily
Daily
Clean Mirrors & Spot Clean
Glass
Daily
Daily
Daily
Daily
Daily
Disinfect Touch Points &
Drinking Fountains
Daily
Daily
Daily
Weekly
Daily
Daily
Weekly
Daily
Dust/Clean Desks & Counter
Tops
Daily
Daily
Daily
Weekly
Daily
Daily
Weekly
Daily
Dust/Clean Tops & Doors
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Detail other surfaces
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Daily
Daily
Daily
Daily
Weekly
Daily
Monthly
Monthly
Monthly
Monthly
By Request
Weekly
Daily
Daily
Daily
Daily
Daily
Daily
Weekly
Weekly
Daily
Daily
Daily
Daily
Daily
Straighten furniture
Daily
As needed
Remove graffiti
Dust vents
Weekly
Clean Restroom Fixtures
Daily
Monthly
Quarterly
Light Bulb Crew replaces light bulbs! Please submit request via Bronco Fix-it!
Replace light bulbs
FLOOR CARE
Police floors
Daily
Routine sweep/mop/ vacuum
floors
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Carpet Crew spot cleans carpets! Please submit request via Bronco Fix-it!
Spot carpet care
Detail sweep/mop/ vacuum
floor
Weekly
Daily
Weekly
Weekly
Weekly
Daily
Daily
Weekly
TRASH / RECYCLING
Empty recycling& trash
receptacle
Daily
Please use trash cans in the
hallway.
Routine clean receptacle
Detail clean receptacle
Daily
Please empty your trash in the
hallway trash cans.
Daily
Daily
Daily
Daily
Weekly
Daily
Monthly
Monthly
Monthly
Monthly
Semiannually
Monthly
Facilities Management
Building Custodial and Support
Services
www.fm.wmich.edu/operations/custodial
Project Process
Ron Robyn & Eleonora Philopoulos
Project Request
www.fm.wmich.edu/projects
Online Form
Project Process Overview
Step 1 – Online Project Request Submittal By Requestor – Instant Reply
Step 2 –
Project Assigned
Project Number
Step 3 –
Project Assessed &
Assigned Project Team
Response: 2 Business Days
Response: 2 Business Days
Step 4 –
Requestor receives email
identifying project
number and Project
Manager (PM).
Response:1 Business Day
Step 5 –
PM Contacts
Requestor.
Meeting to identify
scope, schedule &
budget.
Response: 3 Business Days
Step 6 –
Estimate Submitted to
Requestor for Approval
to begin Design. If
design is N/A,
construction estimate
will be provided.
Step 7 –
Upon Approval, Design
Development Begins
followed by Construction.
Step 8 – Construction Completion, Punchlist, Project Closeout & Client Survey
Facilities Management
Projects and Construction
www.fm.wmich.edu/operations/projects
Maintenance Work Order
Surveys
Anand Sankey & Rebecca Bruystens
Email
Upon completion of a work order
survey email is sent out
Survey
Six question survey is
filled out by requester
Review
Responses are compiled and sent to
the management team each week
Response
Supervisors follow up on any negative
responses and resolve any issues
Trending
Responses are tracked weekly
Customer Survey Results
120%
100%
Percentage
80%
60%
40%
20%
0%
4/5/2 4/12/ 4/15/ 4/26/ 5/3/2 5/10/ 5/17/ 5/24/ 5/31/ 6/7/2 6/14/ 6/21/ 6/28/ 7/5/2 7/12/ 7/19/ 7/26/
014 2014 2014 2014 014 2014 2014 2014 2014 014 2014 2014 2014 014 2014 2014 2014
Resolved
97% 91% 88% 89% 94% 89% 89% 81% 80% 86% 92% 77% 96% 96% 88% 93% 93%
Contact
74% 67% 31% 58% 53% 89% 65% 47% 69% 45% 27% 38% 65% 69% 56% 71% 75%
Attitude
100% 100% 100% 92% 100% 100% 100% 90% 100% 95% 100% 100% 100% 100% 100% 100% 100%
Timeliness
91% 100% 87% 83% 100% 100% 100% 100% 100% 86% 100% 89% 93% 93% 100% 93% 100%
Overall Satisfaction 97% 91% 81% 89% 94% 100% 95% 94% 93% 84% 100% 100% 96% 96% 93% 100% 100%
Feedback
 Thoughts on the survey.
 Thoughts on email communication from Service Center.
 What would encourage a higher response rate?
Facilities Management
Engineering & Maintenance
Services
www.fm.wmich.edu/operations/maintenance
Thank You