Transcript 7:00AM-5:00PM Monday - Angelo State University

Facilities
Management
Fleet Management
Fleet Function
ASU fleet includes all licensed and titled vehicles including
electric carts and trailers owned by the university or for
which the university is responsible.
ASU Facilities Management Owns:
• One 8-Passenger Electric cart
• One 33-Passenger Mid Bus
• One 28-Passenger Mid Bus
ASU Facilities Management Leases:
• Six 12-Passenger Vans
Fleet Statistics
• $130,000 is the approximate cost for a new bus while
the cost of a new van is approximately $28,000.
• ASU owns all busses while all vans are leased
through Ford Motor Company.
• 110,000 plus miles are currently on each bus while
7,200 miles are traveled on each van every year.
• Each bus is over 10 years old while each van is only
2 years.
• ASU busses are utilized 95% by Athletics and 5% by
other departments while vans are utilized 15% by
Athletics and 85% by other departments.
Daily Rental Costs
Due to high operating costs, our Fleet program is expensive; the
departments and organizations that utilize university vehicles are
required to help with these costs.
Electric Cart:
$25/Day
Van:
$100/Van/Day
Bus:
$150/Day or .90/Mile/Bus (whichever is greater).
These rates are only for daily rental costs. This does not include fuel, the driver’s
hourly labor and per diem for lodging and/or meals, any penalty fees and mileage
overage.
We strongly encourage you to visit our online Process for Renting University
Vehicles located on the ASU Facilities Management Web site homepage for a
complete guideline.
Fleet Figures
Contrary to popular belief, Facilities Management does not
profit from vehicle rentals.
$63,000 is the annual cost to lease, insure, and maintain all busses and vans.
$26,000 is an approximate amount that Facilities Management collects
through rental fees each year for all busses and vans.
=
$37,000 is the amount that ASU is required to supplement the budget each
year in order to cover remaining costs associated with all busses and vans.
Did You Know?
Requests are made on a first come first serve
basis. A reservation obligates a vehicle for a
specific date which may cause other
departments and organizations to be denied
transportation due to lack of availability. To
maintain better control, a penalty is assessed
for cancelations. The only two exceptions
that will not assess a cancellation penalty are
dangerous weather conditions and drastic
circumstances.
Fleet Fact
University vehicles shall be used only in
connection with official university business or
activities.
Fleet Fact
• To drive an electric cart, you must be at
least 18 years of age.
• To drive any University vehicle, you
must be at least 21 years of age.
• To drive a University bus, you must
obtain a Commercial Drivers License
(CDL) and abide by Department of
Transportation driving regulations.
• All drivers must be approved by the
University.
Fleet Fact
To reserve an electric cart, bus or van, a
vehicle request form must be completed and
submitted to Facilities Management.
The Vehicle Request Form is submittable
online by visiting the ASU Facilities
Management Web site homepage.
Fleet Fact
Facilities Management does not
supply bus drivers. However, we do
keep a list of University approved
drivers including those who possess
a CDL. It is the responsibility of
your department to coordinate the
trip with the driver.
Fleet Fact
A student organization must be
accompanied by a faculty or staff
member on all University sponsored
trips.
Keeping You On The Move
There is currently no van rental service in San
Angelo that can meet ASU’s expectations.
It is our goal here at Facilities Management to
make sure that all fleet vehicles are well
maintained, clean, and safe to operate.
Facilities
Management
Facility Access
Key Shop Operation
The Key Shop is located in the Facilities
Management complex and is operated by one
full time Locksmith, one part time Locksmith,
and one part time student worker.
Hours of Operation: 7:00AM-5:00PM Monday Friday
ASU Key System
ASU is operated by a Level 4 restricted Master
Key system. This 4-level system ties 47 3-level
systems together under a higher level key
called a great grand master key.
The Key Shop manages key control for 57
buildings both on and off campus.
The total number of active locks on and off
campus is 3,682.
OP 36.02 Control and Issuance of Keys
This policy provides a standard key control
system common to the entire university for the
issuing and management of all keys to university
facilities.
This policy has recently undergone a substantial
revision and was adopted on October 25, 2010.
While this presentation will highlight key
processes and procedures, we encourage
everyone to review the policy in detail by visiting
ASU Operating Policies & Procedures online.
Loss or Theft of University Keys
• Report all lost keys to the ASU Police and
Key Shop immediately.
• Once reported, the Key Shop will record
and identify the locks affected and notify
the respective department head.
• The department head, in conjunction with
the Director of Facilities Management,
will determine whether re-keying the
affected area is necessary.
Charges for Lost or Stolen Keys
Building Master Key
Department or Floor Master Key
Outside Door Key (includes Residence Halls)
Secured (Alarmed Room) Key
Interior/Individual Room Key
Student Room/Apartment Key
Post Office Box Key
Padlock or Gate
$150.00
$100.00
$100.00
$100.00
$50.00
$25.00
$25.00
$25.00
Departments that require re-keying of doors due to negligence or issues
related to unissued keys will be subjected to hourly charges of $35.00 per
hour, $15.00 per lock charge, and $2.00 per key.
Lock and key issues after normal business hours will be an additional $50
charge to the department, unless otherwise determined by the Director of
Facilities Management.
Charges for Lost or Stolen Keys (continued)
The key system is necessary, yet so complex
that in situations where a master key is lost or
stolen, could result in large portions if not all of
the building to be re-keyed. The scope of work
will require a contractor and all costs
associated is the responsibility of the
department. Costs are estimated from $10,000
to $35,000 depending on the size of the
building. This does not include costs
associated with security to the building while it
is being re-keyed.
Key Fact
The Key Shop only controls keys
that allow access to a campus
building or space within a building.
Unissued keys for equipment, files,
desks, etc. are maintained by the
department.
Key Fact
Each key is state property entrusted
to an individual for his/her exclusive
use. Defacing, marking, altering,
duplicating, loaning, or selling of
any university key is prohibited.
Key Fact
To obtain a key for the first time, all
faculty, staff, and students must
complete a Key Authorization form and
return the form in person at the Key
Shop with a picture ID.
Any key obtained thereafter must be
requested through a signed memo or
email from the department head.
Key Notes
• Think before you decide to issue keys to ASU personnel and/or
students.
• Be aware of the penalties and charges when keys are lost or
stolen.
• Always keep your keys in a safe and secure place.
• Be aware that the Key Shop performs internal campus wide
audits each year that may require you to produce your keys
upon request.
• Reproduction of keys is not only prohibited, but also
impossible.
• Due to the amount of labor involved, the Key Shop does not
deliver keys. All keys are received and returned in person at the
Key Shop.
Facilities
Management
Work Orders
Who is Facilities Management?
The Facilities Management Complex on South Jackson Street has become the
home of numerous other departments over the past few years. In addition to the
Facilities Management Department the other departments include Facilities
Planning and Construction, Special Projects, Materials Management
(receiving/shipping/procurement), Residential Programs (Housing Maintenance).
The Facilities Management Department consist of administrative and maintenance
staffing that provide the normal routine daily maintenance and preventative
maintenance of E&G buildings, certain auxiliary buildings (UC, Clinic, Food
Service and Junell Center), grounds and athletic fields. We also provide after
hour, weekend and holiday EMERGENCY support for these facilities.
We do not directly support any maintenance functions for Residential Life;
however, we do provide indirect support in emergency situations.
What is FAMIS?
FAMIS is a software system that helps us at
Facilities Management manage equipment and
facilities by tracking maintenance activities
through work orders.
Did You Know?
In addition to routine preventative maintenance
duties, Facilities Management processes an
average of 500 work orders a month. 300 of
these are directly from students, faculty, and
staff through self service.
Why Should I Use FAMIS?
FAMIS allows you the user to enter information
regarding the service you require from Facilities
Management quickly and accurately.
FAMIS also allows you to track work orders and
check their status.
When Do I Use FAMIS?
Any request that is related to the following is
required to be submitted as a work order
through FAMIS:
Automotive, Carpentry, Controls, Custodial,
Electrical, Electronic, Grounds, HVAC, Locksmith,
Mover, Paint, Plumbing, Supply & Salvage, Pest
Control, Elevator, and Waste Disposal.
Question
What is the difference between general maintenance and
specialized maintenance?
Answer
General maintenance for E&G (Education & General)
buildings is a service where Facilities Management covers
the basic operating and repair expense on the building
infrastructure. General maintenance for Auxiliary Buildings
is a service that Facilities Management provides where
normally there is no charge for labor; however, the
department is responsible for all materials and supplies.
Specialized maintenance is a service where the requesting
department covers all cost.
Question
How will I know if my service request is general or
specialized maintenance?
Answer
If your request is general maintenance whether it be for E&G
or Auxiliary buildings, you will receive an email notifying you
that your request has been processed, approved, and
scheduled. Make sure to keep the work order number
provided in case for future reference.
If your request is specialized maintenance, you will receive
an email notifying you that it has been assigned a project
number and that an estimate will be provided to you for you
approval. Make sure to keep the project number provided in
case for future reference.
Question
Besides the cost of material, how much will my department be charged if my request is
considered specialized maintenance?
Answer
Trade
*Current Hourly Rate
HVAC
$39.95
Controls
$40.80
Electrical
$38.25
Plumbing
$38.68
Automotive
$23.12
Moving
$17.00
Carpentry
$29.75
Electronics
$29.75
Grounds
$21.25
Locksmith
$30.18
*Rates are subject to change
Question
How does my department pay for services
and/or material?
Answer
Facilities Management will process an interdepartment transfer from the approved
account that you provide.
Question
Besides the data entry fields, what additional information do I need
to provide when submitting a work order?
Answer
Who:
Who is the work for and who needs to be contacted if
you are not that individual?
What:
What exactly do you want done?
When:
When are the preferred times we can perform this
work?
Where:
Where is the service needed that will assist us in
locating the area besides listing the building, floor, and
room number.
Question
How long will it take for my request to be completed?
Answer
When your request is submitted, a work order is created that
same day. Priority is determined upon these five factors:
• The nature of the request being an emergency maintenance,
general maintenance, or specialized maintenance
• Timing of the request (during or after business hours)
• If there is material required which needs to be purchased to
fulfill the request.
• Volume of work requested
• Weather conditions
Question
What is my first point of contact to find out the
status of my service request?
Answer
Preferably, you can review the status of your
request by logging in to Self Service and looking
on the Display Service Requests page.
You can also call Facilities Management and
provide the Service Request number or Project
number found in the notification email that you
received after you submitted your request.
Question
What is a maintenance emergency and what is my first step when
reporting?
Answer
Maintenance emergencies are situations requiring immediate attention
that could cause significant damage to the building, building systems,
and equipment. Emergency situations could create unmanageable or
unsafe conditions at the site that are safety hazards.
During business hours:
Monday – Friday 8:00AM – 5:00PM
Facilities Management
325-942-2355
After Hours/Weekends/Holidays:
University Police Department
325-942-2071
Question
Who do I contact if I’m having technical
issues with FAMIS?
Answer
You would contact the FAMIS System
Administrator by calling 325-942-2358.
If You Have An Idea For A Project
If you have an idea for a project, before you
move any further, contact Facilities
Management first. We have employees here
at Facilities Management who are trained in
many principal trades that require managing
all factors of a project.