collaborative and integrated planning envisioning the ... · envisioning the facilities of tomorrow...

TITLE (MAIN)

TITLE (SUB)

ENVISIONING THE FACILITIES OF TOMORROW THROUGH

COLLABORATIVE AND INTEGRATED PLANNING

Sameer Kapileshwari P.E. FMP SFPAssociate Vice President,

Florida Agricultural and Mechanical University

Collaborative and Integrated Planning

1

FEFPA 2018 SUMMER 2018 CONFERENCE

BOCA RATON RESORT & CLUB

BOCA RATON, FL

TITLE (MAIN)

TITLE (SUB)

Sameer Kapileshwari has 24 years of public and private sectors experience in facilities operations, project management, capital and utility master planning, organizational management, engineering design, and energy-efficiency consulting. Sameer is currently serving as an AVP with Florida A&M University, prior to which he held several positions at University of Houston and at The University of Texas at Austin. His private sector experience includes his design consulting in Austin and Houston, Texas and Research and Development in India.

During 2009-15, Sameer also volunteered his services as a Commissioner on the Building Standards Commission for the City of Sugar Land, Texas and is now serving on the Board of Directors at the School of Arts and Sciences in Tallahassee, Florida.

Sameer has Bachelor’s and Master’s degrees in Mechanical Engineering. He is a licensed professional Engineer, LEED AP, and holds IFMA FMP and SFP certifications.


2

To understand common Excellence Components

To understand proven collaborative ways to develop and implement integrated facilities plans

The concept of Facilities Stewardship and its role in supporting strategic components

To recognize current challenges -staffing, budget, aging/obsolescence, growth, etc.

To overcome roadblocks and find solutions – leveraging resources, transparency and communications

To understand Program Methodology – Changing to service, one program at a time

To value the importance of People and Place

Review Session Learning Objectives

3

What Do We Have in Common?

Missions include Teaching, Research, & Outreach

Striving to transform education through engagement

Optimizing opportunities for private & public partnerships

Beginning to plan for and understand the need for Comprehensive Framework Plans

Universities Striving for Excellence

4

What is Value?

5

Facility Value

To create a facilities services organization that is a core component of the universities research, teaching and outreach mission. Serving as a steward of physical and service resources in the quest for excellence.

Collaboration and Partnership

Stewardship & Planning

Creating an Integrated Facilities Vision

6

The “Keeper of the Hall” or the person trusted with the care of another’s property or affairs is a Steward. The building and grounds of an institution must be treated “as assets which

it must turn over to the next generation with an increased and not impaired in value.” Teddy Roosevelt

See the space as “your space” and utilize the care and stewardship as if it were your home

Neighborhood watch concept organizationally

Stewardship = Common Goals

7

Facilities Services can do more than exist – They CAN contribute!!!!

Facilities Services should be planned as critical resources that are integrated into the education service delivery model, short, mid & long term.

"Leadership is the capacity to translate vision into reality."— Warren Bennis

A Vision alone is just a Vision…..

8

Criteria of Stewardship

Linkage to Goals and Priorities

Leverage Resources -Outlining Facilities

role

Stakeholder Engagement

Needs Assessments and Plan

Development

Program Development

(Credibility and Accountability)

Flexibility in Planning

Transparency in

planning &

establishing priorities

is key

9

Develop one unified plan that addresses South City revitalization with an eye toward development that can create a healthier place to live, work and play

Premier, land-grant, doctoral research institution that produces globally competitive graduates

Linkage to Strategic Goals

10

Make Facilities an Institution/City-wide Experience

Make it a PRIORITY for everybody

Leverage Resources - Facilities Role

11

Stakeholder Engagement

12

Multi-disciplinary

Teams

Master Planning, signage, way

finding

CIP, Space committee

Infrastructure and FCA

Safety program

Beautification

Program Development

Conduct Comprehensive Assessment

Academic Plan Priorities

Facilities Condition Assessment

Infrastructure

◦ Multi-year plan

◦ Plan Transparency (SHARE-SHARE-SHARE)

Needs Assessment and Plan Development

13

Achieve Credibility for Investment Decisions – Plan Integrity, Service and Ownership, Communications

Accountability - Performance Metrics

Program Development

Adopt-A-Spot Program Asset Management Auto/Fleet Program Building Coordinator Program FCA/ Renewal Planning CLICK (Creating Literacy In

Computer Knowledge) Communications Program CRDM Program Custodial Program Elevator PM & Repairs

Program Emergency Planning “Prep”

Program Energy and Sustainability

FSC / Work Management Safety Program Employee Recognition FM Staff Advisory & Diversity

Committee Professional Development

Program Infrastructure Planning Integrated Technology

Program Metering Program Plan Parking & Transportation

Parking PM Zone Maintenance Program

Procurement & Inventory Program

Project Delivery Program & Training

Solid Waste & Recycling Program

14

Sustain Continuity Even through Continual Change

Plans are multi-year

Flexibility in Planning

15

Endure change (financial,

organizational, leadership)

Fluid and transparent

Measureable

Need to be comprehensive

The entire campus requires a plan that:

“Frames” the activities, the needs, and the experience

Ensures the “whole” physical and service experience is thought out, supportive and relevant.

Integrated Facilities Management – The Why

16

Integrated Platform – How to you begin?

17

Adaptable

Each plan with Metrics

Communications and transparency

Establish a planning and program methodology

Team based culture and clear shared values

Understanding and keeping focus on people & place

Clear initial priorities

Everything we do is about people and place

Establish through a team based process your Mission, Vision and Values

Eliminate non-essential work and focus on your core business

Priorities require investments in people and facilities

Communication and transparency are required – staff and customers

Planning is more than the care of facilities– planning ensures programmatic needs are met

People & Place First

18

Priority 1: Exceptional Student Experience - Student success

Priority 2: Excellent and Renowned Faculty –Faculty excellence

Priority 3: High Impact Research, Commercialization, Outreach, and Extension Services – Research that makes a difference

Priority 4: Transformative Alumni, Community, and Business Engagement – Building and expanding our partnerships

Priority 5: First-Class Business Infrastructure –Business operations that support our mission

Priority 6: Outstanding Customer Experiences –Leadership through service

Florida Agricultural and Mechanical University

19

Linkage to goals and priorities

Strategic Planning

Serve as Co-Chair of Priority Team and take Ownership of Strategic Priority

Coordinate the Development of Actions Plans in Collaboration with Priority Teams

Collect and Report on Data and Information Related to Strategic Priority

Monitor and Evaluate the Implementation of the Action Plan

Provide Priority Updates to Leadership

Strategy 2.2.1 Determine the feasibility of a dedicated facility for faculty to use for activities such as meetings, seminars, training and leisure

Person Responsible for this Strategy: Sameer Kapileshwari/Finance and Administration

Deliverable Action Step Responsible Person / Unit Timetable for Completion Status Key Metrics Strategic Plan Metrics Impacted by this Strategy

Determine options for dedicated

space for faculty activities

2.2.1.1 Engage Facilities Space

Planning team to identify possible

locations for dedicated faculty space

Jerome Swaine/Facilities Planning

and ConstructionNovember 1, 2017 Not Started

Identification of possible space options

Enhance campus physical infrastructure to support faculty

effectiveness by identifying dedicated space for faculty activities

such as meetings, seminars, training, and leisure

2.2.1.2 Schedule a walk through of

possible space options with Faculty

representative and Facilities

Planning

Sameer Kapileshwari/Finance and

AdministrationNovember 30, 2017 Not Started

2.2.1.3 Present and seek approval

of the space needed for the project

from the University Space

Committee

Craig Talton/Facilities Planning and

ConstructionJanuary 31, 2018 Not Started

Develop scope, seek funding

and approval

2.2.1.4 Engage continuing services

team to assist with development of

project scope and cost estimate

Project Manager (TBD)/Facilities

Planning and ConstructionFebruary 28, 2018 Not Started

Seek project endorsement and funding

2.2.1.5 Identify potential funding

source and establish the project

implementation schedule


Planning and ConstructionMarch 30, 2018 Not Started

2.2.1.6 Present the funding needs to

the Budget Office, Senior Leadership

team, and or the Space Committee

Craig Talton/Facilities Planning and

ConstructionApril 30, 2018 Not Started

Space Renovation and make

ready of dedicated facility for

faculty use

2.2.1.7 Kickoff the project with

assistance from Facilities and

Faculty Representative


Planning and ConstructionJune 15, 2018 Not Started

Complete the project construction and

turn over the space for faculty use2.2.1.8 Share project status updates

with stakeholders

Sameer Kapileshwari/Finance and

Administration

Monthly from June to December

2018Not Started

2.2.1.9 Complete renovation and

turn over the space for Faculty use


Planning and ConstructionDecember 31, 2018 Not Started

Implementation Action Plan

Strategic Priority 2: Excellent and Renowned Faculty

Co-Chairs: G. Boston, S. Kapileshwari

Goal 2: Maintain and develop sustainable state-of-the-art facilities that support the

academic enterprise of the University

Person Responsible for this Goal: Sameer Kapileshwari/ Finance and Administration

20

Outlining Facilities Role

SACSCOC Reaffirmation

2018 SACSCOC Designated Lead Writers

NAME: Kapileshwari, Sameer SACSCOC Standard (Lead)

2.11.2 – Physical Resources 3.11.1 – Control of Physical Resources 3.11.2 – Institutional Environment 3.11.3 – Physical Facilities

21

Leveraging Resources

City of Tallahassee/Blueprint 2000-2020 Projects

Florida A&M Entry Points

Monroe-Adams Corridor Place-making

Orange Avenue Widening

FAMU Way Capital Cascades Trail System

Pedestrian trail and bridge

22

Integration – One Program at a time

Process of managing multiple related projects at once.

Critical method to integrate operations while defining ownership

Allows ease of marketing and communicating

Program Development

23

University Safety Committee

Safety Committee Charter and Accomplishments

24

EcoLab/SEED

EcoLab/SEED not only serves as a non-traditional learning center but also:

Provides educational demonstrations

Community social interactions

Entrepreneurial possibilities

Student engagement activities

Sustainability

25

Central Plant

Sustainability

26

Please scan this QR code to reportmaintenance/cleanliness/mold issues to Facilities, Planning, Construction and Safety.

Customer Service

27

Situation: Significant campus growth The buildings had received varying degrees of investment, care and service The Tier One Objectives of UH.

Integrated Facilities Management Plan & Supporting Strategy Was Developed

University of Houston

28

Adopt-A-Spot Program Asset Management Auto/Fleet Program Building Coordinator Program FCA/ Renewal Planning CLICK (Creating Literacy In

Computer Knowledge) Communications Program CRDM Program Custodial Program Elevator PM & Repairs Program Emergency Planning “Prep”

Program Employee Recognition

Energy and Sustainability FM Staff Advisory & Diversity

Committee FSC / Work Management Infrastructure Planning Integrated Technology Program Metering Program Plan Parking & Transportation Parking PM

Zone Maintenance Program Procurement & Inventory Program Professional Development Program Project Delivery Program & Training Safety Program Solid Waste & Recycling Program

Program Development

29

Capital Performance – Infrastructure

Program management started with assessment of deferred maintenance, deferred renewal, and infrastructure needs for the university (FCA Assessment)

Estimates were established that assessed the need for all UH space,including auxiliary and self-funded spaces with associated replacement values

Information was utilized to support the Master Plan update as well as to establish capital priorities and develop a rolling five year capital plan

University of Houston – Program Development

30

Facility Condition Assessment

Captures the current condition of the buildings

Establishes Current Replacement Value (CRV)

Develops Facility Conditions Needs index (FCNI)

Infrastructure program

Expansion, Logistics, and Business continuity of campus infrastructure and supporting utilities.

Partnership: Across departments, City and Utility providers


FCA and Infrastructure

31

Infrastructure Overview

Major Disciplines:

Storm and Sanitary SewersDomestic

Cold Water

Steam and Condensate Return

Chilled Water Utility Tunnels Heating Hot Water

Natural Gas Electric Power Roadway

Landscaping & Sidewalk

Master PlanUnderground Water Fiber Survey

• Infrastructure Master Plan being developed to review and document needs of the campus to ensure proper renewal, investment and demand for campus growth.

• Facilities Condition Assessment Project


32

Building Coordinator

Purpose: The Building Coordinator Program mission was to facilitate communications, support facility capital planning and represent user needs within the buildings.

Duties and Scope:

The building coordinator will act as the primary liaison between individual buildings and the Facility Support Services department.


33

Emergency Preparedness ProgramPhysical Recovery Emergency Planning (PREP) - ONE RESPONSE


Facilities Planning and Construction

Information Technology

Academic Affairs Research

Student AffairsStudent Housing and Residential

Life

Environmental Health and Safety

Public Safety

Transportation and Parking

University Services

Administration and Finance

Communications

Facilities Management

34

Emergency Preparedness Program

Important Documents

PREP Program

Physical Response Statement and First Year Goals

Physical Response Coordination Model

Emergency Pre-Storm Preparation Checklist

Emergency Post-Event Checklist (Draft)

UH Emergency Utilities/Power Restoration Facility Priority List

Zone Area Map and Building List

PREP Single Incident Post Event Procedure

Emergency Reporting Form (SharePoint)

Post-Event Communication Report (SharePoint)

System Wide Emergency Education and Standardized Response Process


35

http://www.uh.edu/plantops/programs/prep/FINAL PREP Plan.pdf

http://www.uh.edu/plantops/programs/prep/FINAL Physical Response Statement and First Year Goals.pdf

http://www.uh.edu/plantops/programs/prep/Integrated physical response summary model.pdf

http://www.uh.edu/plantops/programs/prep/FINAL-Pre-Storm-Checklist-2012-2013.pdf

http://www.uh.edu/plantops/programs/prep/DRAFT Emergency Planning Post-Event Checklist.pdf

http://www.uh.edu/plantops/programs/prep/UH-Physical-Recovery-BUILDING-PRIORITY-POWER-RESTORATION-SCHEDULE.xlsx

http://www.uh.edu/plantops/programs/prep/FINAL Zone Map with Emergency Assignments.pdf

http://www.uh.edu/plantops/programs/prep/Process-Diagram-Zone Map-Building List.pdf

https://share.uh.edu/plantops/PREP/_layouts/FormServer.aspx?XsnLocation=https://share.uh.edu/plantops/PREP/Emergency Reporting Form/Forms/template.xsn&SaveLocation=https://share.uh.edu/plantops/PREP/Emergency Reporting Form&ClientInstalled=true&Source=https://share.uh.edu/plantops/PREP/Emergency Reporting Form/Forms/AllItems.aspx&DefaultItemOpen=1

https://share.uh.edu/plantops/PREP/_layouts/FormServer.aspx?XsnLocation=https://share.uh.edu/plantops/PREP/Communication Reports/Forms/template.xsn&SaveLocation=https://share.uh.edu/plantops/PREP/Communication Reports&ClientInstalled=true&Source=https://share.uh.edu/plantops/PREP/Communication Reports/Forms/AllItems.aspx&DefaultItemOpen=1

Energy management

Reduce water use

Landscape and grounds

Integrated solid waste management

Materials management

Infrastructure and university

Campus design guidelines and standards


Energy and Sustainability

36

Energy management


37

Total System Size: 16.32 kW

Financial Benefits

Environmental Benefits

100% Funding provided by Energy provider Grant


Energy management

State of Texas driven demand response programs

UH participating since 2008In 2009 received $60,000

Payback 0.2 years

38

https://enlighten.enphaseenergy.com/pv/public_systems/RhzL65901

Installed pilot water filling stations, which grew to over 100 stations

Benefits

Students, faculty and staff

Reduction in plastics going into our trash/landfills

Reduction in green house gas

Water


39

Sustainable landscape practices

Drought tolerant plant suitable for the climate

Recycling landscape waste

Limit water wastage

Irrigation run-off through over-watering

Undetected leaks and breaks in the system

Watering when it is not needed

Water leaks treated as emergency repairs and sensors measuring ground moisture help in reducing the watering frequency.

Install irrigation meters and cooling tower evaporation meters to get evaporation credits and reduce sewage water charges

Landscape and Grounds


40

Smart solid waste and recycling container

2012 installed 13 pilot units

2013 installed additional 70 units

Benefits

Solid Waste and Recycling


41

http://www.google.com/imgres?imgurl=http://rentfluff.files.wordpress.com/2011/04/earthday.png&imgrefurl=http://rentfluff.wordpress.com/tag/recycle/&docid=b8msFTAZ0r8geM&tbnid=gKh9UTk9jXRIsM&w=1600&h=1333&ei=Y70TUqjMK8yayQGYugE&ved=0CAUQxiAwAw&iact=c

Establish a formal program (annually)

FMP, SFP Examples

Create an FM brand – We Think Therefore We Are

Becoming Benchmarks of Service, Stewardship, & Sustainability


Professional Development Program

42

Washington University School of Medicine– Program Development

Project Delivery Program

43

Houston Chronicle

KUHF- radio

City of Houston recognition

Center point Energy recognition

Telemundo


44

Development of Integrated Facilities Plan

Ensures strategic programs work together

Ensures academic Plan Tie-In

Promotes integrated leadership & removes silos

Integrated Facilities Management

45

Creativity, Innovation & Collaboration Have Become Critical Research & residential missions are top priorities

Academic, private & public partnerships are essential

Streamlining operations & simplifying processes in all areas

Space utilization and reduction in net new space, collaborative and flexible space are core plan components

Leveraging spend & targeting investments

Integrated technology solutions

Reducing organizational complexity & improving efficiency

Continuous improvement– flexible and scalable

Encourage & reward innovation, flexibility & accountability

Focus on People & Place

Plan ahead & ask why?

Planning Forward

46

TITLE (MAIN)

TITLE (SUB)

CONTACT

Sameer A. Kapileshwari, P.E. LEED AP FMP Associate Vice President

Facilities, Planning, Construction, and Safety

Florida Agricultural and Mechanical University2400 Wahnish Way, Room 109C

Tallahassee, Florida 32307

Office: (850) [email protected]


47