Facilities Management - University of Virginia

University of Virginia
Facilies Management– Operaons & Maintenance
FY 2010‐2011 Annual Report

Purpose, Vision and Values
Statement of Purpose
Creating and caring for the physical environment in which those who seek enlighten‐
ment, knowledge, health, and productive lives can flourish.
Vision
Excellence, innovation, and leadership in our support of the education, research,
health care, and public service mission of the University.
Core Values
Facilities Management as a whole strives to uphold these six core values:
Collaboration, Respect, Integrity, Excellence, Pride and Community
The Operations and Maintenance team bring these values to fruition in and around
Grounds while caring for one of Thomas Jefferson’s greatest dreams,
the University of Virginia.

Building Services
The Building Services division is one of the most instrumental
groups across Grounds. The housekeepers and supervisors who
comprise the division are crucial in the appearance and care of
each of the University’s facilies.
As the University connues to grow, so does the impact on Build‐
ing Services. The division assumed addional building space to
clean when it assumed responsibility of Bavaro Hall and the
Claude Moore Medical Educaon Building.
One of the responsibilies of this division is to uphold the value
of community by making the University and the surrounding ar‐
ea a beer place to study, work, heal and live. This is exemplified
in the hard work and dedicaon that Building Services employ‐
ees put forth each day.
COMMUNITY: Day of Caring
Knowledge is Power
Building Services employees are
encouraged to foster their aca‐
demic and career growth. Sever‐
al employees participated in the
English as a Second Language
program at FM which promotes
improved communication skills
for non‐native employees.
Other employees participated in
various UVA sponsored training
courses like “Hoos Managing
the UVA Way” and industry
sponsored conferences such as
SRAPPA. Some Building Services
employees obtained their GED
as well.
Each year FM supports the United Way’s Day of Caring initi‐
ative in the Charlottesville area. The Building Services divi‐
sion plays a pivotal role in this event. Staff members volun‐
teer for various services such as landscaping and cleaning.
The success of this event would not be possible without the
support of such caring employees as those in Building Ser‐
vices.

Landscape
This has been a year of growth for the Landscape division. It ac‐
quired the landscaping contract for the Housing division. One
reason why the University is able to connue to grow, is because
of dedicated landscape employees who faithfully rise to meet
the goals set forth by the instuon.
The division installed a number of landscape projects across
Grounds. The recently completed Emily Couric Clinical Cancer
Center, Medical Educaon Building and the ITC Data Center were
some of the new installaon projects the division was responsi‐
ble for compleng.
The Landscape division also had the unique disncon of prepar‐
ing the Lawn for not only the annual commencement exercises,
but for the inauguraon of newly appointed President Teresa
Sullivan. As a result, the seeding schedule was increased and ex‐
tra aenon was placed on the manicuring of the Lawn.
Going “Global”
The Landscape division recently
installed GPS units in its landscape
trucks. This use of technology will
help the division be more efficient
in allocating its resources. These
GPS units will have a great impact
during emergency response situa‐
tions when it is necessary to locate
nearby vehicles.
PRIDE: Grounds Beautification
This year the Landscape Division replaced an unprecedented
number of trees due to damage from recent storms and dis‐
ease. This complex project could not have been done without
the hard work of the landscapers. It took a consorted effort
between the Landscape division and the University’s Office of
the Architect to achieve the end result, which was to enhance
the beauty of these hallowed Grounds.

Consolidation = Collaboration!
Maintenance Services
On January 3, 2011, the Housing Division’s maintenance
staff joined forces with FM. The goal is to provide equal
or improved service performance, employee retention
and advancement, and budget performance.
The Maintenance Services division is dedicated to the upkeep of all
academic buildings at the University. This group also plays a crical
role in the planning, setup, and support for annual events, including
Final Exercises, diploma ceremonies, class reunion celebraons, and
Lighng of the Lawn. Maintenance Services also supports special
events such as this year’s inauguraon of the new University president.
In The Zone
In late 2010, Facilities Management created its
newest maintenance zone to better serve the cen‐
tral Grounds. These carpenters, HVAC mechanics,
plumbers, electricians, and painters will focus pri‐
marily on the maintenance needs of the Academical
Village and its surrounding classroom and research
facilities, including the new South Lawn complex.

Project Services
The Project Services Division is comprised of Construcon Project
Management, Construcon Services, Planning and Esmang, and
Producon Engineering. Working together as a team, the Project
Services division was responsible for over $24 million in construc‐
on projects. Some major renovaon projects include McLeod
Hall, The Judge Advocate General Legal Center and the Gamma
Knife facility. Great care also went into the restoraon of Jeffer‐
son’s Pavilion IX and the Edgar Allen Poe Room.
Project Services also received a restoraon of sorts. The division
purchased a new construcon soware program, Microso Pro‐
ject, to make project scheduling more efficient. The implementa‐
on of a new esmang program, WinEst, eliminated the use of
older soware.
RESPECT: Getting It Done
The FM Sign Shop supports various customers throughout the Uni‐
versity. As a result of an increase in demand, the division was able
to purchase a new sign‐making machine. This new unit gives the
Sign Shop the capability of producing banners, custom colored vi‐
nyl and digital printing services.
Dedication
Special congratulations to mason/
plasterer Dorjee Damdoo, a native
of Tibet, who became a US citizen
on July 4th 2010 at Monticello. Dor‐
jee is one of the fortunate who are
able to make their dream of natu‐
ralization a reality.

Safety Team
The Safety team ensures that FM is a leader in excellence.
Part of that includes making life on the job more safe for
all employees. Representave employees parcipate in a
monthly safety meeng where employees are able to ad‐
dress safety concerns. A couple of accomplishments
which came as a result of these meengs include a new
catwalk and handrails being installed at McKim and
Thornton Halls.
Employees play a significant part in making the work en‐
vironment a safe environment. To support employees in
this effort, the Safety team installed two new safety vend‐
ing machines in the lunchroom. Employees are now able
to obtain safety items (e.g. safety glasses and gloves) by
swiping their ID card at these machines. It is the goal of
the safety team to add more of these machines across
Grounds.
# of Reported Accidents
150
125
132
100
75
50
25
0
2006
FM Accident Report
120 116
2007
2008
82 79
2009
Fiscal Year
2010
71
2011
2012
Excellence: Safety in
Numbers
Reported accidents continue to
decrease over each fiscal year.
This can be attributed in part
to an increase in safety aware‐
ness promoted throughout the
department. Also, Medical
costs decreased by 35% from
the previous fiscal year.

Work Management
The Work Management team consists of individuals who are
dedicated to the support of the University and its success behind
the scenes and on the front lines. This group provides a variety
of departmental funcons including customer relaons, fleet
management, materials receiving and courier services.
One major funcon of Work Management is the Deferred
Maintenance program. It is the responsibility of the division to
advance toward the University’s goal of reducing the facility con‐
dion index to 5% by 2015.
To further the department’s goal of meeng customer needs, is
implemenng a new computerized maintenance soware sys‐
tem, AiM, to more efficiently process work requests, improve ac‐
countability, and extend the useful life of assets. The success of
this implementaon project required a close working relaon‐
ship with the IT department in the selecon, procurement and
analysis of the product.
Overall FCI %
Educational & General Facility Condition Index
11
10
9
8
7
6
5
2002
10.9 10.8 10.7 10.6 10.9 11
2003
2004
2005
2006
2007
Fiscal Year
10.2 10
2008
2009
9.4
2010
8.7
2011
2012
Service with a Smile
The Service Desk team is one
of the most crucial compo‐
nents of the Work Manage‐
ment division. Each day these
employees facilitate work re‐
quests while nurturing inter‐
nal and external customer
relationships. Being able to
interact with students, facul‐
ty and staff are all in a days
work.

2010‐2011 O&M Accomplishments
‐ Successful consolidaon with Housing Division’s maintenance workforce
‐ 108 Housing Division employees transferred to FM on January 3, 2011
‐ First six months show equal or improved service performance, employee retenon and
advancement, and budget performance.
‐ Completed $24million in construcon projects across Grounds/HSPP
‐ Successful start with a new Central Grounds Zone
‐ 16 maintenance workers, 3 supervisors, and a manager
‐ Improved customer response and follow‐through
‐ Iniated operaons in the new South Lawn facility
‐ Inauguraon and graduaon set‐up (increased seeding schedule as a result)
‐ Tree replacement project: Cabell Dr., Art Museum, ~200 trees across Grounds
‐ P&T contract renewal to clean University garages.
‐ Planned and executed work at Camp Holiday Trails and at a local house as part of the Universi‐
ty’s parcipaon in “Day of Caring” and “Building Goodness in April.”
‐ Major projects: Jag School lodging, Pavilion IX, West Range Student Room, West Lawn Men’s
Restroom, Gamma Knife
‐ FM accidents decreased and medical costs decreased by 35% from last fiscal year.
‐ Deferred maintenance program advances toward goal to reduce facility condion index to 5%.
‐ Began operaon and maintenance of new facilies‐ South Lawn, Bavaro
‐ Addressing FM space needs through SEAS/FM shop building

Directory
Jay Klingel, Director of Operations & Maintenance, jwk8w@virginia.edu
Vibha Buckingham, Associate Director for Building Services, vjb3d@virginia.edu
Rich Hopkins, Landscape Superintendent, rmh3f@virginia.edu
Mike Merriam, Associate Director for Facilities Maintenance, mbm2h@virginia.edu
Brian Shifflett, Safety Program Manager, bks2g@virginia.edu
Mark Stanis, Associate Director for Project Services, mss5s@virginia.edu
Mark Webb, Associate Director for Work Management, dmw3e@virginia.edu
Pictures by Betty Wooding & Mike Merriam
Operaons & Maintenance
575 Alderman Rd
PO Box 400726
Charloesville VA 22904
www.fm.virginia.edu