Enterprise Facilities Committee
Barge Hall, Board of Trustees Room 412
2 p.m., May 18, 2015
Agenda
A. Approval of the minutes of March 15, 2015 (attached)
B. Sub-committee and/or task force reports
a)
CWU/Downtown Connection Task Force
b)
Enterprise Communication sub-committee
c)
Campus Master Plan Task Force
C. Policy/Procedure(drafts attached)
a) Enterprise Communication Policy (CWUP 2-10-035)
Enterprise Communication Procedure (CWUR X-XX-XXX)
Digital Sign Plan
D. Projects
a) Call for Capital Projects 2017/19
b) FMD project management timelines
Next Meeting: June 15, 2015, 2:00 pm, Barge Hall 412
Notes:
EFC Agenda |
Enterprise Facilities Committee (EFC) – March 16, 2015
Approved version will be published on Resources and Reports (http://www.cwu.edu/resources-reports)
Barge Hall Board Room 412 – 2:00 pm
Attendees: Sandy Colson, Stevan DeSoer, Dennis Francois, Michael Luvera, Melody Madlem, Ginger
McIntosh, Michael Montgomery, Michael Moon, Frank Pangrazi, Karen Shaw, Patrick Stanton, John Swiney,
and Bill Yarwood
Absent: Lori Braunstein, Keith Champagne, Richard DeShields, Steve DuPont, Rob Lane, Derek Mayo, Michele
Reilly, Doug Ryder, and Nathan White
The meeting was called to order at 2 p.m.
A.
1.
Minutes
A motion to approve the minutes of the meeting of February 9 was presented by Frank Pangrazi and
seconded by Michael Moon. The motion was approved.
B.
Sub-committee and Task Force Reports
1.
CWU/Downtown Connection Task Force
Bill Yarwood reported that two focus groups have been held downtown and he is working with student
government to schedule one for students. He will email the committee when it is scheduled.
2.
Enterprise Communication Committee (ECC)
Bill Yarwood reported that ECC meeting has developing a policy and procedure on enterprise communication
which consists of wayfinding, interior and exterior signage, banners, memorial plaques and trees and digital
signage. One of the items on today’s meeting agenda is a first draft of an enterprise communication policy.
Bill noted that since the ECC is a sub-group of the EFC, its actions and recommendations will be reported at
each meeting. There was a discussion concerning the reporting structure of the ECC and whether university
policy allowed for subcommittees. Vice President DeSoer assured that there was sufficient flexibility in
university processes to do so.
3.
Campus Master Planning Task Force
The goal of this task force is to create a fully-digital, interactive campus master plan that will engage a wide
variety of participants instead of sitting on a shelf. He encouraged committee members to participate with
the group and will let everyone know when the next meeting is scheduled. Sandy Colson noted that you may
also indicate your interest by completing a form that is located on the FMD website
(http://www.cwu.edu/facility/campus-master-planning-participation-request-form).
C.
Policies
1.
CWU Policy 2-60(4), Enterprise Facilities Committee
The draft policy revision presented for committee consideration incorporated comments and questions
raised during the February meeting and clarified committee responsibilities for capital project priorities,
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locating new facilities on campus, master planning, use of undeveloped properties and communicating
committee decisions to the campus community.
The committee approved a motion to forward these changes to the University Policy Advisory
Committee.
2.
CWU Policy 2-10-035, Enterprise Communication
As the campus updates its business processes, it was apparent that campus signage, wayfinding and digital
communication must be approached at an enterprise level. The draft policy presented to the committee is an
initial attempt to establish consistent signage practices in order to provide clear information to members of
the campus community and visitors. Discussion centered on tying design standards to CWUP 2-10-030,
Communication and Identify Plan and commercial advertising. The Enterprise Communications Committee is
also working on a procedure to go with the policy. The goal is not to interfere with the departmental needs
but to provide the tools and guidelines necessary to ensure that enterprise communication is consistent with
university standards. The committee was encouraged to send comments/edits/changes to the proposed
policy to Sandy Colson before the next meeting.
D.
Business Case Template and Timeline
In response to questions that came up at the last meeting, FMD developed a new project timeline in an
attempt to explain how department requests are submitted and reviewed before moving to the “project
phase.” Bill Yarwood explained that capital project requests are handled differently. Capital project request
categories are established by the Office of Financial Management. The categories are minor works (under
$2M), intermediate ($2-$10M), and major projects (over $10M). Housing also has a process for identifying
and proposing new residence halls. The updated business case template explains the deadline for submittal
to the EFC, and requires the project sponsor to share the plan with University Advancement. It was
suggested that we also add a section for return on investment and long term overhead costs. Another
suggestion was to require requests for new signage, particularly digital signage, to include a business plan
that specifies how it will help to support students.
VP DeSoer noted that these forms and processes will continue to evolve over time – just as those associated
with the Academic Technology Advisory Committee (ATAC) and Business Technology Advisory Committee
(BTAC) have changed.
The meeting adjourned at 3 p.m. The next meeting is scheduled for April 20, 2015.
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CWUP 2-10-035, Enterprise Communications
(1) General purpose, intent, and definitions
(A) Enterprise communication in the form of institutional signage, permanent and temporary, is an
important component of Central Washington University. The purpose of this policy is to establish
consistent signage practices in order to provide clear information to members of the campus community
and visitors.
(B) The intent of the provision contained in this policy is to provide standards and minimum
requirements in order to evaluate and regulate signage constructed, installed and displayed on
university property.
(C) Enterprise communication means any identification, description, illustration, or device which is
visible from any public place or is exposed to the public and which directs attention to a product,
message, service, place, person, entity, institution, event, business use or cause. For the purpose of this
policy, this includes banners temporary signage (yard signs, sandwich boards); permanent signs that are
attached to buildings, structures or landscape features; or freestanding monuments, permanent plaques
or marquees and digital signage (any permanent or semi-permanent electronic display device, interior
or exterior, that delivers content in a public space). Event-related signage or posters must also follow
the university’s posting policy available at www.cwu.edu/student-union/policies-and-procedures
(2) Authority
This policy applies to all university offices, auxiliaries, affiliates and related organizations. The Vice
President for Operations has delegated oversight of this responsibility to the Enterprise Communication
Committee (ECC), a sub-committee of the Enterprise Facilities Committee. ECC membership includes
representatives of Public Affairs, Purchasing, Publicity Center, Information Services, Police and Parking
Services, and Facilities Management. Enterprise communications is also governed by CWU Policy 2-10030, Communication and Identity Plan, which established brand identity standards regardless of media
platform.
(3) Requirements
Any enterprise communication erected on Central Washington University property or installed, affixed
or otherwise attached to any building, structure or landscape feature must meet the design standards of
the university as set by the ECC. This signage must be approved by the ECC and the President (or
designee) and be installed by or under the supervision of Facilities Management. Parking and traffic
signs shall conform to standards required by law and shall be installed by or under the supervision of
Facilities Management.
(4) Commercial Advertising
(A) All permanent signage pertaining to commercial solicitation or sales by an external vendor must be
approved by the ECC.
(B) All temporary signage pertaining to commercial solicitation or sales by an external vendor must be
approved by the Public Affairs office.
(C) External advertising requires a university contract approved through the standard university process
to ensure that proposed advertising does not conflict with existing contractual obligations or university
standards. Ultimate responsibility for content posted to digital signs lies at the department head level,
not necessarily with the employee who posts content and manages the signs.
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(5) Procedure See CWUR X-XX-XXX, Enterprise Communication
[Responsibility: Facilities Management Department; Authority: Vice President for Operations;
Reviewed/Endorsed by: UPAC xx/xx/xxxx; Updated: review/Effective Date: xx-xx-xxxx; Approved by:
James L. Gaudino, President]
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CWUR X-XX-XXX, Enterprise Communication
(1) Purpose: This procedure applies to the procurement and installation of interior and exterior
signs and other forms of enterprise communication.
(2) Process: Public Affairs and its designee(s) are responsible for the design and/or approval of
all enterprise communication content to ensure that it meets the campus identity objectives.
The name Central Washington University, the initials CWU, the university seal, logo variations
including the wildcat mascot are registered service marks with the office of the Secretary of
State, state of Washington. Usage of these service marks is protected by state law. They cannot
be used for profit without permission of the university. FMD is responsible for the installation.
(A) Exterior signage. The Facilities Management department manages campus exterior signs. A
standard design concept (family of signs) has been established for all permanent directional and
wayfinding signs. To initiate a new exterior sign, complete the project request form found on
FMD’s web page. Campus departments are prohibited from contracting with an outside vendor
to design, fabricate or install exterior signage unless specifically approved by FMD.
(B) Interior signage. CWU has adopted a new signage standard for all new and replacement
building interior directional and office signage. A standard interior sign will include the Wildcat
logo and a raised room number with Braille. To initiate a new or replacement interior signage,
complete the project request form found on FMD’s web page. Inserts with the name of the
person/department may be ordered from Wildcat Printing.
(C) Digital Signage: A digital sign is any permanent or semi-permanent electronic display device,
interior or exterior, which delivers content in a public space. Digital content includes all visual
or audio messaging conveyed by a digital sign. CWU has adopted hardware and content
standards for all digital signs. To initiate a new digital sign, complete the digital sign plan found
at [insert link]. The Enterprise Communication sub-committee is responsible for recommending
digital sign plans to the Enterprise Facilities Committee.
(D) Banners: FMD manages the placement of informational and promotional banners on
campus. Public Affairs and its designee(s) are responsible for the design and/or approval of
banner messages. To initiate a banner installation, complete the project request form found on
FMD’s website. The artwork (in exact color), proposed location and installation and removal
dates must also be included with the request. Facilities Management (or its designee) is the
only authorized unit for installation and removal of banners. A budget number will be required
for charges for this service.
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[Responsibility: Facilities Management Department; Authority: Vice President for Operations;
Reviewed/Endorsed by: UPAC xx/xx/xxxx; Updated: review/Effective Date: xx-xx-xxxx; Approved by:
James L. Gaudino, President]
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All digital signs must operate under a digital sign plan. The first step to initiating a digital sign project is
to complete a project request form, found on FMD’s website, and attaching this plan. The plan will be
reviewed first by FMD and IS to verify interior and technical specifications, then by Public Affairs to
confirm content plan and training needs. Once the final draft is available, the plan will be reviewed by
the Enterprise Communication sub-committee (ECC) and if there are no further questions, the plan will
be forwarded to the Enterprise Facilities Committee for recommendation to the Vice President of
Operations.
1. Digital sign purpose: This section should briefly describe the purpose for the digital sign, why it is
needed and how it will be used. Include target audiences (students, visitors, etc.) and the
information to be conveyed (news and events, way finding, brand experience, etc.).
2. Interior and technical specifications: This section should describe where you wish to install the digital
sign and if any alternate locations have been considered. Include the type and number of screens
proposed.
3. Budget: This section should include the total funds committed to the project, including hardware,
installation, content design, content management system and required use of university
infrastructure such as network bandwidth.
4. Content plan: This section should include any advertising for students groups or campus units. Most
signage will have a wireframe that includes both “local” and university-wide content. University-wide
content will inherently promote news and events from across campus.
5. External advertising plan and parameters if any: This section should include defined parameters and
purpose of advertising in detail—for example, advertising for sponsors of conferences or events.
6. Device Security: This section should include how device will be secured. In facilities where signage is
visible and expected to be active 24/7, appropriate IS employees will require 24/7 access to the
display hardware for support purposes.
7. Identified publishers: This section should include who will receive training on how to publish and will
maintain the digital sign plan.
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8. Strategic Alignment: This section should include how this request ties to CWU’s Strategic Plan.
Specific references should be cited. Identify how this plan benefits students.
APPROVALS (required)
Title
Sponsoring Department Head/Chair
Dean/Division Head
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Name
Date