Delivering on the Experience

SEPTEMBER 2013

Western Kentucky

University

Delivering on the Experience, our Monthly Partnership Report for Western Kentucky University. This report provides an overview of our partnership and how we are creating exceptional student experiences on campus. Included you will find an update on progress made since our last Expectations Meeting, highlights of recent activities and events, an overview of our plans for the semester, and recent financial results.

Welcome

Trending

Driving Performance

Expectations Update

Innovation

Sodexo Experience

In addition to your campus information, this report highlights industry trends that may be impacting your campus. We have also reviewed the support provided by our team outside the unit, including an innovations report, training updates, and sustainability resources. We look forward our continued partnership and exciting school year focused on creating exceptional student experiences and serving the needs of the campus community.

Sincerely, Trent Blair, Director and the WKU Management Team

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1. Student Insights - Powerful research to understand your students' needs. 2. Health and Wellness - Nurturing student wellness through clean and healthy

indoor environments and lifestyle education. 3. Environmental Focus - A local environment commitment that is global in scope. 4. Customer Service - Our people are your people. 5. Innovation - Delivering outstanding programs that improve your campus.

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•SAFETY and TRAINING

Jennifer McLeod,

Safety, Training and Development Manager for Facilities Management.

Continuing to move forward with the Career Path Program for DFM.

About 75% complete re-working and re-designing the Power Point slides and study guides for the Custodial Tech training classes that I will start teaching in February.

Working with Jenny Comer to create the customized lesson plans for the Certified Grounds Tech program

Continued holding training classes for our GED students. Area of Focus: Fractions

Conducted training at WKU Owensboro with their supervisor and BSA staff on Basic PC skills. I am scheduled to go back and start the Certified Custodial Tech program with them in February

Renewed all Certified Backflow Preventer’s certifications

Conducted a Full Day Team Building training course for all Sodexo Managers

Provided weekly safety training topics to all departments including topics: General PPE, Safety glasses/goggles, and hearing protection

Provided monthly safety topic of PPE and Accident Prevention and presented to all departments

Josh Twardowski attended a two-day seminar in Louisville to obtain his CEUs for his Landscape Architect license

Started Lunch & Learn sessions with supervisors. This month’s topic was Effective Performance Evaluations

Set up a personal services contract with Don Daub so he can come back and provide continuing education credits for our HVAC Techs & Plumbers

Trending, Continued

WORK ORDER STATISTICS

Training Course # of Participants # of hours Total Training

hours

ASLA CEU's 1 16 16

MOTW Training 161 0.25 40.25

Monthly Safety 300 1 300

Weekly Safety Msg 300 0.25 75

GED Classes 3 4 12

Effective Perf Evals 3 1 3

WKU-0 Basic PC 3 2 6

Team Building Training 8 6 48

500.25

Total Number DFM Training Hours for January 2014:

500.25 hours

Cost Savings:

Electrical consumption was up in December of 2013 compared to the same period in 2012 by 5.4% percent, however there was a 5.5% cost reduction of $18,678. A decrease in the “fuel adjustment” charge has completely offset the rate increase and is primarily the difference between this year and last of the cost decrease. There is a substantial amount of HVAC equipment in continuous operation at DSU as well as 210 kW of unauthorized electric space heaters, combined these are substantial contributing factors in this increase. Heating degree days were 30% higher for the period also contributory to the increased usage.

New LED parking area lighting came online this month after several weeks of replacing the existing HID fixtures. In total 366 fixtures were removed, 319 new fixtures were installed. Kilowatt demand was reduced by over 56% and lighting levels were improved in every lot. Wi-Fi connectivity to each fixture is being established to enhance energy savings further by assuring that these lots are efficiently scheduled at all times. Safety will also be enhanced as each fixture will continuously report its operational health alerting DFM staff to any failure at the time of occurrence. This connectivity will be brought to life over the next several months.

In July of last year we had the misfortune of the elevator at Grise Hall developing an oil leak in the large lift cylinder. This required us to remove the elevator from service and coordinate an equipment replacement plan. Many different offices within the university and outside vendors were used to coordinate the project. The decision was made to replace the failed hydraulic system with a cabled or traction type elevator. A traction elevator does not use hydraulic fluid which can potentially become an environmental hazard and it also uses less electricity to perform the same amount of work. While many elevator components are stock items each system is designed and customized for each application. There is not a one type fits all elevator application where they keep all the parts of an elevator on a pallet in a warehouse waiting to emergency ship. Parts for each elevator come from many different vendors who specialize in the manufacture of the specific components used in the construction of an elevator system hence the need for engineering and design before the replacement could begin. In the end the university has a new faster running elevator which uses less energy and is more environmentally friendly. The new elevator was ready for service when the university opened on January 6th following our Winter break. There were a few finish details that remained and were not complete until days later, but they were all cosmetic and did not affect operation. Thanks to everyone for their patience during this project.

JCI and their partner Urjanet have completed the rollout of the automated energy/utility data from all of WKU’s

utility providers directly into the Panoptix Carbon & Energy Reporter application. This automated service will

eliminate hours of manual data entry each month as well as reduce the chance for error. Sorting data for analysis

will be much improved over searching multiple spreadsheets for applicable data.

Over Christmas break and the 1st week of January major enhancements were made to the HVAC system serving the

Faculty and Staff offices located in Grise Hall 3rd floor. Existing VAV boxes were replaced and two additional boxes

were added to provide improved temperature control. This was the last and final floor in this wing to be completed

which has now updated all of the original equipment installed in 1966. A much needed overhaul of the restrooms

that has modernized, replaced fixtures, and lighting, as well as convert lavatory faucets to hands free operation,

was also completed. DFM has invested unspent carry forward maintenance dollars for the last two fiscal years to

completely fund these much needed HVAC and restroom upgrades in Grise Hall.

In keeping with the energy conservation efforts of the University the Maintenance Services Team continues to look

for ways we can reduce electrical consumption. Following are the details for a lighting retrofit project we did at the

Hazardous Materials Building located next to the Service Supply Building. There were five explosion proof 150w

HPS light fixtures in the building. We replaced them with five explosion proof 42w LED fixtures which equates to a

reduction of 540w for the lighting system. By using these LED fixtures with a brighter white color temperature

rendering of 5000k the room is much brighter and Larry Page who works in the building told us it is much easier for

him to read the labels on the containers. In doing this project we have the University benefits in three ways.

First, Improved safety for Larry Page as he works with the hazardous materials. Second, A reduction in electrical

consumption. Third, The longer life of the LED fixtures reduces maintenance costs. We are currently in the

planning stages for lighting projects at Academic Complex, Diddle, and FAC which should have similar results as

those realized for the Hazardous Materials building. The fire lane/sidewalk between the Fine Arts Building and the

Music Rehearsal was dark because two light poles were removed during the construction of the Music Hall. To

remedy this Area Team 3 installed two wall packs on the backside of the Fine Arts Building which provides a safer

passage for students traveling to and from the libraries.

Expectations Update

Expectations

EXPECTATIONS/PROJECTS:

Mother Nature presented several challenges this month with some of the coldest temperatures experienced in

this area in over ten years. The largest Central Heating Plant boiler was brought online early in the month to

ensure adequate steam generation capacity. January also saw a TVA power curtailment calling for WKU to

bring electrical load to the 5MR contract level of 7500 kW. Natural gas has been in high demand as well due to

the widespread cold weather a crossed the country. We hedged 15,000 MCF for January however the extreme

cold has pushed us well past that quantity. Open market prices have risen to $9/MCF which will substantially

affect this month’s heating cost.

The Central Team’s GIS/Infrastructure group continues to add layers and expand the GIS mapping. Exact locations of underground steam lines have been updated to match coordinates found during the aerial infrared flyover. Over the past year numerous infrastructure utilities from lighting poles to trees and sidewalks have been entered into the GIS mapping. All of this infrastructure can be viewed with satellite imagery overlay.

Continues to seek new products, services, efficient and safe cleaning procedures to ensure that WKU and its students, staff, faculty and visitors always have a clean, safe, and stimulating environment by which to learn, work, live and succeed. Working with our Sodexo ASM (Area Support Manager), Jennifer Couldren, to collect and submit required documents in efforts to obtain WKU Building Services’ CISM certification.

Sodexo Custodial ASM to visit with Manager Blankenship 2/6 – 2/7 for support and the implementation of the Team Cleaning Pilot! Pilot will be monitored and evaluated in one – two facilities. Description of Process: Different from typical zone cleaning, with one BSA assigned to a specific “area” within a facility, Team Cleaning has been proven to improve efficiency of services provided to customers, increase productivity for staff in cleaning, builds ‘team’ process and connectivity, and reduces the amount of equipment and utilities required per building by working together, one floor /location at a time.

Innovations

Featured Projects

Central Team has completed renovation of rooms 224B and 224C at Cherry Hall

Automated utility usage & cost data is now functionally complete

HID to LED parking area lighting project is complete

Energy Management corrected valve and damper issues at Kentucky building

Grise 3rd floor office wing HVAC update was completed as well as a restroom renovation project

Completed implementation of Panoptix phase 2 in 17 additional buildings and is rolled out

Reviewed aerial infrared flyover report with Stockton

Central Heat Plant crew re-piped condensate line serving Garrett’s kitchen

HVAC repaired frozen coils in Kentucky Building and LT Smith East

Replaced fan bearings on 3rd floor make-up unit at Tate Page

Energy Management found and corrected damper issues at Kentucky Building

Central Team installed new banners on light poles at College Heights Blvd., Avenue of Champions,

and Normal Street

Assisted HRL with multiple emergency generator issues

Provided hard floor maintenance services in various areas within our campus facilities which

included: South Campus, Smith East, TCC, GWH, Gatton, EST, Snell, VMH, GARH, FAC, and Cherry tile

areas for added durability, improved traction, and to ensure a safe, clean environment for students,

faculty and staff.

Provided terrazzo restore process to all terrazzo in Health Services to return terrazzo to natural state

and to enhance the durability and life of the product.

Provided carpet care deep cleaning maintenance services to numerous areas within Knicely East and

West, Health Services, Preston, TCC, Grise, South Campus, AEC, AC, Tate Page, JJ, TTAS, Helm,

Cravens and MMT to eliminate pollutants and to promote clean air environment for all visitors, staff,

students and customers.

Provided detail cleaning to various surfaces to include windows, walls, doors, door frames, and

furniture, as well as provided disinfectant services of trash cans in: WKUPD, AEC, IEB, TTAS, JJ, VMH,

KYB, AC, MMT, Health Services, Gatton, GARH, FAC, Cherry, Smith East, SSB, AEC, South Campus to

provide fresh clean surfaces and pleasant office environments for customers and to eliminate odor

and pathogens for the health and safety of office occupants.

Provide deep cleaning of restrooms and / or stairwells and landings in Preston, Helm, Cravens, AC

and MMT by utilizing Kaivac Restroom machine, or with hands on ‘complete wash down’ of all

surfaces to eliminate odor and pathogens for the health and safety of our campus customers.

Featured Projects (continued)

Housing Projects completed:

Rodes Harlin – 8 foyers, 2 kitchens, lobby, and elevators boosted and waxed

Fresh coat of stone sealer applied to 8 shower rooms and 8 community restrooms

McCormack – Put fresh coat of stone sealer on all 11 community restrooms

Gilbert - Fresh coat stone sealer put on lobby

Completed complete stone sealing process in 4 community showers/restrooms

Bates Runner – grout in lobby scrubbed and resealed

Minton – scrubbed all community restrooms and shower rooms (35 rooms total)

Ky St Apts – apartment 112 completely cleaned

Hagerman Property - #1348 apartments 1, 3, and 4 cleaned

Scrubbed and sealed all grout in the bathrooms at Poland, Barnes & Bemis.

Scrubbed all the bathrooms floors at PFT.

Cleaned all the carpet in all the buildings.

Stripped and waxed the entire lobby tile in Poland.

Stripped and waxed 6 floors of tile in Keen.

Cleaned up 2 major floods if PFT.

Changed air filters in all bedrooms and PM’s on all air handlers.

Repaired the domestic water line that broke in North hall mechanical room

Worked the electrical outage at NE, SW and Bates with the electrical contractors and DFM.

The Sodexo Experience

The Sodexo Experience is an essential component of

Creating Exceptional Student Experiences. Our goal is to

empower our employees to be motivated and engaged

with the students, faculty and staff at your

university/college allowing them to provide outstanding

customer service.

Certificates and Lapel Pins for Appreciation for BSA’s

Thank YOU Cards, YOU DID IT, and YOU Make a Difference At WKU (Use these for recognition of team members after Management’s Building Walk Thrus are completed and service levels are found to be of high standards) certificates!

Employee Recognition Board at DFM to spotlight and brag on our team members!

Moving forward with ‘team Huddles’ for Building Services team members on a weekly basis to further develop and nourish employee’s job satisfaction and feeling connected and valued

Two Employee of the Month recipients

E and G Custodial Attendance Recognition

Program

4th Quarter Attendance Recognition Data:

67% of team recognized!

AM Zero Unscheduled – 22 Team Members

AM 3 or less Unscheduled – 16 Team

Members

PM Zero Unscheduled – 27 Team Members

PM 3 or less Unscheduled – 32 Team

Members

**We had 20 team members to be recognized with

ZERO unscheduled absences for all of 2013! These

are rewarded with ‘a day off’ for their dedication and

commitment