January 9, 2017
Facilities Management
Bill Paulus


2016 FM Accomplishments

Dear FM,
The beginning of each new year seems to be a natural time to reflect on the past year. I am proud of what we have accomplished together in 2016. Your hard work is critical to our accomplishments, so I would like to begin with a few shout-outs that shine a light on what our teams do every day:
  • FM awarded 52 U are GOLD awards last year (an increase from 30 in 2015) and many included team awards.
  • Sue Van Voorhis, University Registrar, wrote Mike Berthelsen and new Sr. VP Brian Burnett about how well FM prepared the campus for final exams in December. “The roads were plowed, sidewalks cleared and buildings opened on schedule. It was appreciated by students, faculty and staff. Great work by your team.”
  • Star Performer Awards were given to 19 FM employees out of 51 FM employees who were nominated.
In addition to the daily improvements you make to keep the University safe, reliable, and welcoming, below are some highlights from the year.
Safety: We delivered training on aerial lifts and other new safety equipment, and thirty-four of our teams in the Safety Incentive Program reached Level2, which represents 360 hours without a lost time injury. In addition, the East Bank district started to replace 1970's AC window units with quieter, more attractive 21st century models, which no longer require accessing hard-to-open windows, reducing the risk of accidents.
Maintenance: Our teams created and completed approximately 130,000 work orders, of which 60,000 were for preventative maintenance. We continue to see the percentage of emergency-related work decrease over time- from more than 25% in 2013 to 1.9% in 2016. In addition, preventive/corrective maintenance projects increased 5% in 2016.
Sustainability: Last fall the University purchased two megawatts of community solar subscriptions to offset energy costs. In addition, the University has issued a request for proposals (RFP) to add two megawatts of on-site solar power in the Twin Cities and is pursuing other renewable options through Xcel.
Combined Heating/Power: This team met multiple challenges with technical, creative and nimble solutions to ensure that once the plant comes online, it will be fully and reliably operational. All process piping and auxiliary equipment was installed in 2016 and we are anticipating first fire of the turbine in January.
Carbon Footprint: Using 2009 as a baseline, we have decreased our building CO2 emissions by 22% (last year it was down by 14.69%) -- significant progress toward our carbon footprint goal.
Water Utilities: This team has exceeded Energy Management reliability goals in general, and in particular, responded to an emergency sewer problem at Humphrey in an amazing amount of time (one weekend and into the wee hours) so that Humphrey and Wilson were open for business on Monday morning.
Enterprise Asset Management (EAM): A lot of staff investment and hard work ensured the smooth progress of the EAM project. Requirements from all workstreams were developed for the Integrated Workplace Management System (IWMS) request for proposal; employees evaluated multiple IWMS platforms during vendor demonstrations; Board of Regents approved the purchase and implementation of an IWMS; eight sub-projects were started to improve current business processes and prepare for IWMS implementation; a Project Management and Systems Integrator consultant was hired to assist implementation; and EAM staff resources were expanded to ensure that implementation proceeds with appropriate communications and training.
Facility Role Consolidation: Progress was made to streamline authority and communications between U Services functions and our customers: 577 employees across the TC Campus have been assigned as Department Facility Reps, and 137 Primary Building Contacts have been selected. We will continue to work with these key partners as we define our working relationships.
U Construction Design: A new process which clarifies deliverables and timing was formalized and communicated in order to align customer expectations, improve service and potentially save units funds.
Sign Shop: Work facilities were remodeled to allow work efficiencies, enable more collaborations, and control heating and cooling.
Washington Ave. Bridge: A U Construction team of carpenters developed and implemented a recladding of the bridge’s pedestrian walkway, in response to a request from Admissions to improve the image of the run-down enclosure.
These are just a few highlights from the year. I know there are other accomplishments that have provided a great service to our students, faculty and staff. Kudos to each of you for helping FM improve its service and for your ongoing commitment to the University.
Have a great week.

Bill Paulus the interim AVP for FM
Bill Paulus is the interim Associate Vice President for Facilities Management. He regularly publishes memos to communicate information and issues that affect FM staff.