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Guide to Writing University.doc

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Guide to Writing University.doc

  1. 1. NUMBER: 315 SUBJECT: Routine Maintenance, Capital Asset Management, and Miscellaneous Facilities Management Department Services AUTHORIZING BODY: Vice President for Finance and Administration RESPONSIBLE OFFICE: Facilities Management DATE ISSUED: October 2007 LAST UPDATE: NEW POLICY RATIONALE: To provide standards for determining appropriate funding sources for routine maintenance, Capital Asset Management and miscellaneous Facilities Management Department services. POLICY: Routine maintenance of General Fund facilities (academic, administrative, intercollegiate athletic, parking decks/lots), utility services, roads, walkways and grounds up to each building is funded from the General Fund, primarily via Facilities Management Department (FM) operating budgets, to the extent funding is available. Capital Asset Management (CAM) is funded via special allocations, investment income from quasi- endowments, debt, FM service charges, plant renewal budgets or other sources. Routine maintenance and CAM of Auxiliary Fund facilities (e.g. Housing, Recreation, Golf and Learning Center, Meadow Brook Hall, Meadow Brook Music Festival, Meadow Brook Theatre, Graham Health Center, Oakland Center, except as defined by management agreements) are funded from Auxiliary operations. Auxiliary units fund costs associated with parking decks and lots when those decks and lots are designated for the primary use of the Auxiliary patrons (i.e. P-51, P-61, University Student Apartments (USA), Mathews Apartments). Miscellaneous FM services are funded by requesting departments via FM service charges or external contractors. All CAM projects needing to be accounted for in the Plant Fund require FM approval to establish a Banner fund. SCOPE AND APPLICABILITY: This policy applies to all routine maintenance, CAM and miscellaneous FM services. If needed, specific operational procedures may be documented, on a case by case basis, via a Memorandum of Understanding. DEFINITIONS: 1
  2. 2. Routine Maintenance: Routine maintenance is repairs and physical improvements of a planned, preventive nature. Funding for routine maintenance is typically budgeted via operating budgets. Capital Asset Management: CAM includes three distinct components and is funded from various sources, including plant renewal budgets and departmental operating budgets, but not from FM operating budgets: 1. Plant Renewal: Plant renewal is cyclic repair and replacement that extends the life and retains the usable condition of campus facilities and systems. It also includes necessary upgrades related to code changes and new environmental and safety standards. Plant Renewal requirements are normally predictable through life-cycle analysis (e.g. roofing, heating and cooling systems, electrical switchgear, etc.). 2. Deferred Plant Renewal: Deferred plant renewal (more commonly known as “Deferred Maintenance”) encompasses plant renewal measures that are not carried out because of under-funding in the budgeting process or perceived low priority. 3. Plant Adaptation: Plant adaptation includes renovations, remodeling and alterations which convert or upgrade space for a new or revised purpose or program. It also includes functional improvements in response to changes in academic disciplines; shifting expectations for academic and administrative support services; and altered markets for faculty and students. Miscellaneous FM Services: Miscellaneous FM services include vehicle maintenance, athletic field materials, contract services, moving and set-up, painting (non-classroom), and support services for special events, and are funded from the operating budgets or reserves of requesting departments. PROCEDURES: FM’s operating budget is funded for General Fund routine maintenance services. In addition, some funding is provided for limited plant renewal and deferred plant renewal projects. FM’s budgets do not include funding for plant adaptation, miscellaneous FM services or Auxiliary facilities. Therefore, requests to meet new program needs involving plant adaptation or miscellaneous FM services must be funded by the requesting entity or special allocations. A funding source should be provided with the request for such services. General Fund buildings may contain programs or activities that are not General Fund supported; and Auxiliary buildings may contain programs or activities which are General Fund supported. Therefore, when determining the funding source for routine maintenance the following applies: 1. General Fund buildings without Auxiliary activities Routine maintenance costs of General Fund buildings will be funded from the FM operating budget, to the extent funding is available. 2. General Fund buildings with Auxiliary activities Routine maintenance costs for Auxiliary programs or activities in General Fund buildings will be charged to the appropriate Auxiliary entity unless the maintenance or repair item is clearly part of the General Fund building’s general function such as main electrical feeds, air handling systems, structural and mechanical systems, etc. 2
  3. 3. 3. Auxiliary buildings without General Fund activities Costs of routine maintenance in Auxiliary buildings will be charged to the appropriate Auxiliary entity. 4. Auxiliary buildings with General Fund activities For routine maintenance needed by a General Fund program or activity in an Auxiliary building, funding will come from the FM operating budget, to the extent funding is available. 5. Other funding circumstances When a funding source is disputed, the issue should be submitted to the Vice President for Finance and Administration for resolution. Plant Fund funds: Banner funds in the Plant Fund should be established for all routine maintenance, CAM and FM provided miscellaneous FM services projects with budgets exceeding $50,000. In addition, Banner funds may be established for smaller projects where separate tracking of funding sources and expenses would be beneficial. FM Service Charge Rates: FM Service charge rates are based on the hourly rate of the employee(s) providing the service, plus overhead (10%) and materials, at institutional cost. Overtime may be charged when the service is requested to be performed at times other than normal business hours, or when the department requests immediate service and workload precludes a timely response during regular work hours. Service Requests: All requests for routine maintenance, Capital Asset Maintenance, and miscellaneous FM services, including a projected/requested timeline, are to be submitted to FM, via work order requests to the Work Control Center (policy 380). RELATED POLICIES AND FORMS: Policy 380 Work Orders Policy 310 Building Alterations, Renovations and/or Modifications Policy 360 Property Management APPENDIX: See Attachment 1 Facilities Management Charge-backs list. Return to Table of Contents 4/30/2010 9:47 a4/p4 Version 2 3
  4. 4. ATTACHMENT 1 Facilities Management Service Charges February 5, 2007 General Fund Facilities Repair Replace As Is Renovation Alarm Systems Dept Dept Dept Black Boards FM FM Project Dept Blinds FM FM Project Dept Ceiling - Tile FM FM Project Dept Change use of room Dept Dept Dept Coat Hooks FM FM Dept Coat Racks FM FM Dept Door Hardware FM FM Dept Drapery FM FM Project Dept Dutch Doors FM FM Dept Electrical - Outlets FM FM Project Dept Eye Washer FM FM Project Dept Fire Suppression Systems - Specific to Dept Dept Dept Dept Fire Suppression Systems - General FM FM Project Dept Flooring - Carpet FM FM Project Dept Flooring - Carpet Cleaning Common Spaces FM FM Project Dept Flooring - Carpet Cleaning Office FM FM Project Dept Flooring - Seal FM FM Project Dept Flooring - Tile FM FM Project Dept Furniture FM Dept Dept Furniture - Classroom fixed FM FM Project Dept Furniture - Classroom moveable FM Dept Dept Furniture - Office FM Dept Dept Furniture - Public Areas FM FM Project FM Project Furniture (fixed) reupholster FM FM Project Dept Equipment (Departmental Built-in) FM/Dept* Dept Dept Equipment Building Systems FM FM Project FM Project Generators FM FM Project Dept HVAC FM FM Project Dept HVAC - Computer Rooms Dept Dept Dept Lamps (burned out lights & ballasts) FM FM FM Project Lighting FM FM Dept Locks FM FM Dept Locks - change in use of room Dept Dept Dept Locks - Re-keying FM Dept Dept Networks - Internet / data and voice Dept Dept Dept Paint Dept Labs & Special Classrooms Dept Dept Dept Paint General Classrooms FM FM Dept Paint Hallways, Lobbies, Restrooms FM FM Project FM Project Paint Offices Dept Dept Dept Panel Movement/Rearrangement Dept Dept Dept Parking Lot - Lighting FM FM Project FM Project Parking Lot - Paving FM FM Project FM Project 4
  5. 5. Parking Lot - Striping FM FM Project FM Project Power FM FM Project Dept Projection Screens FM FM Project Dept Signage - Building Exterior FM FM Project FM Project Signage - Departmental Dept Dept Dept Signage - Directional Exterior FM FM Project FM Project Signage - Directional Interior FM Dept Dept Signage - Room No's & Restroom Signs FM FM FM Project Video Surveillance Dept Dept Dept Wall Repair FM FM Project Dept White Boards FM FM Project Dept Window Washing FM FM FM Project Windows Exterior FM FM Project FM Project Windows for Doors FM FM Dept Windows Interior FM FM Dept FM indicated above - Facilities Management will handle cost within their budget FM Project indicated above - Facilities Management will handle initiating project and will proceed with availability of funding; funding source to be determined Dept indicated above - Department responsible for funding costs working with appropriate Vice President to determine funding * Facilities Management will attempt to repair the equipment at Facilities Management’s expense. If repairs require an outside vendor to make the repair then the costs are the responsibility of the department to pay. Return to Table of Contents 5

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