Facilities Information Resources Overview
Chad Kupferschmid, Facilities Information Management (FIR) coordinator, provided an overview of his department. FIR maintains several collections containing an aggregate 300,000-plus pieces of data, documents, and images related to campus infrastructure. The services and products offered by the department include mapping and drafting, space information, and records information.
The department maintains datasets for all major utility distribution systems, except for telecommunications, through its Geographic Information System (GIS). Additionally, parking, site, bike, landscape, and historical data sets are contained within the GIS database.
Customized maps, including buildings by use, campus aerial views, buffer zones, and wayfaring signs, are available upon request. FIR also offers GPS and Computer Aided Design (CAD) service, as well as free estimates for these services.
Rick Gallivan, FIR’s space administrator, discussed space inventory services. The campus’ space inventory is maintained through ARCHIBUS, a facility management software. ARCHIBUS allows for the efficient tracking and reporting on space use through the utilization of standardized data shared across campus. It is the basis for indirect cost recovery, the energy billing system, Enterprise Data Warehouse, Division of Management Information, and University Administration Space Inquiries.
Gallivan also introduced Web Central, F&S’ space inventory interface, which was made available to campus customers in October. This site gives customers access to space information including room use, room occupancy, room square footage, and building square footage. Access is restricted to the customer’s college.
Upcoming Web Central training sessions will take place at the SMR Training Room on the following dates:
- November 20, 2014: 1:30-3:00 p.m.
- December 18, 2014: 1:30-3:00 p.m.
- January 15, 2014: 1:30-3:00 p.m.
Service Request and Work Status Communications Overview
Jerry Dinnin, Service Office supervisor, revealed what to include in a service request to expedite service. He explained that pertinent information added in a service request’s description field can help by placing the work order in the hands of the correct shop more quickly and efficiently.
For instance, HVAC issues can involve any number of trades, from refrigeration mechanics to electricians to sheet metal workers to temperature control workers. Questions to consider when filling out the service request include: is the air conditioner a window unit, central, variable refrigerant flow (VRF), or stand-alone; and is the unit not cooling, not running, noisy, etc. Providing information like this can make a difference in determining which shop will be called upon to address the issue.
Dinnin also provided a tutorial on the Work Status Communications tool in the my.FS Portal. Work Status Communications is a convenient way to receive information regarding work orders. Twice every business day, an email is sent to subscribers if activity has occurred in one of their selected buildings. If no activity has occurred, the subscriber will not receive an email. A feature of the notification email is a link to the Work Order Reporting tab in the portal. By clicking the link, an automated, pre-loaded report for the work orders included in the email will be generated.
Engineering Design Services
Robert Halverson, associate director of Engineering Services, provided information on the Engineering Design Process. Engineering Services is involved any time a proposed project includes changes to building systems. Such systems include structural, architectural, HVAC, exhaust, plumbing, fire protection, and electrical.
Representatives from both Engineering and Construction Services meet twice a week through a Work Intake Board (WIB) to review newly submitted construction work orders, contractor service requests, and engineering work orders. This early review helps to avoid unexpected problems and reduces delays.
If engineering design does get involved in a project, a project number will first need to be created in AiM and a construction superintendent and management engineer are assigned. It is imperative that a customer contact Engineering Services as early as practical when they begin to conceptualize a project, due to the backlog of current project work.
Maintenance Work Moving to Zones
Roger Bensyl, Work Management Center manager, explained the recent transition of maintenance work to the zones. Most work orders which take 16 hours or less will be performed by the workers in the maintenance zones, while work orders over 16 hours will go to the F&S home shops.
In the past, a zone would work on base-budget maintenance work – not departmental work – even if the work was in the same geographic area. With the new system, both base budget and departmental work can be performed by the same employee, leading to greater efficiencies.