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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
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FEFPA 2018 SUMMER 2018 CONFERENCE
BOCA RATON RESORT & CLUB
BOCA RATON, FL
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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.
Collaborative and Integrated Planning
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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
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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
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What is Value?
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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
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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
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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…..
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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
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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
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Make Facilities an Institution/City-wide Experience
Make it a PRIORITY for everybody
Leverage Resources - Facilities Role
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Stakeholder Engagement
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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
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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
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Sustain Continuity Even through Continual Change
Plans are multi-year
Flexibility in Planning
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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
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Integrated Platform – How to you begin?
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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
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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
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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
Project Manager (TBD)/Facilities
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
Project Manager (TBD)/Facilities
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
Project Manager (TBD)/Facilities
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
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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
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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
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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
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University Safety Committee
Safety Committee Charter and Accomplishments
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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
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Central Plant
Sustainability
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Please scan this QR code to reportmaintenance/cleanliness/mold issues to Facilities, Planning, Construction and Safety.
Customer Service
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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
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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
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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
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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
University of Houston – Program Development
FCA and Infrastructure
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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
University of Houston – Program Development
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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.
University of Houston – Program Development
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Emergency Preparedness ProgramPhysical Recovery Emergency Planning (PREP) - ONE RESPONSE
University of Houston – Program Development
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
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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
University of Houston – Program Development
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Energy management
Reduce water use
Landscape and grounds
Integrated solid waste management
Materials management
Infrastructure and university
Campus design guidelines and standards
University of Houston – Program Development
Energy and Sustainability
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Energy management
University of Houston – Program Development
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Total System Size: 16.32 kW
Financial Benefits
Environmental Benefits
100% Funding provided by Energy provider Grant
University of Houston – Program Development
Energy management
State of Texas driven demand response programs
UH participating since 2008In 2009 received $60,000
Payback 0.2 years
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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
University of Houston – Program Development
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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
University of Houston – Program Development
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Smart solid waste and recycling container
2012 installed 13 pilot units
2013 installed additional 70 units
Benefits
Solid Waste and Recycling
University of Houston – Program Development
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Establish a formal program (annually)
FMP, SFP Examples
Create an FM brand – We Think Therefore We Are
Becoming Benchmarks of Service, Stewardship, & Sustainability
University of Houston – Program Development
Professional Development Program
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Washington University School of Medicine– Program Development
Project Delivery Program
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Houston Chronicle
KUHF- radio
City of Houston recognition
Center point Energy recognition
Telemundo
University of Houston – Program Development
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Development of Integrated Facilities Plan
Ensures strategic programs work together
Ensures academic Plan Tie-In
Promotes integrated leadership & removes silos
Integrated Facilities Management
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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
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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]
Collaborative and Integrated Planning
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