Facilities Business Office
2009 – 2010 Annual Report
UNC CHARLOTTE
FACILITIES MANAGEMENT
FY 2010
Authored by:
Melanie E.G. Witherspoon, MPA, BPM
Denise Brown-Hart, MSHR, SPHR
Facilities Business Office
2009 – 2010 Annual Report
Introduction
Fiscal Year 2009 – 2010 was filled with change and continued growth. Goals and objectives
again centered on efforts to be a “service organization within our service organization”. The
department is committed to a strong customer-centric focus as it aspires to provide prompt,
professional and meaningful assistance.
Throughout the year, Facilities Business Office employees demonstrated initiative, creativity
and dedication in their many roles (financial and human resources) supporting the Facilities
Management Department’s vision and mission. A special acknowledgement is made to each of
those team members.
Several of our highlights and areas for improvement are listed below:
Highlights:
Improved budget management reporting and tools;
Enhanced procurement reports;
FM Overall Operations were WITHIN budget;
Facilities Business Office | FY 2010
Re-engineering of FM Budget Process to include new tools and video messaging;
1
Hiring of new FBO Office Manager/Payroll Specialist;
Labor Services year-end close-out – positive balance;
Improved training budget tracking method;
2nd Annual Safety Slogan program – success!;
Introduced STAFF FILES – HR management software program;
Implemented Targeted Selection;
100% of FM annual performance reviews completed ON-TIME;
Development of Strategic Planning Brochure
Implementation of new “GOTCHA” Award
Development of Leadership Tools (website)
Areas for Improvement:
Financial reporting concerns due to technological issues within the work
management system - informal projects;
Website revamp to address customer needs;
Creation of FM Budget Management Training Program to address deficiencies;
Lack of key purchase orders established – ownership issue
FBO Strategic Planning
The FBO has identified the need for increased strategic planning within the unit. During FY 09,
the FBO Strategic Plan was developed using the principals of the Balanced Scorecard. The plan
is aligned with FM’s overall strategic goals #4, #5 and #6. Ratings were as follows:
Customer:
Financial
Internal Process
Learning/Growth
Action
Status
C1-Administer FY 10 Customer Satisfaction Survey
Complete
C2- Develop review process for NCRC Billing
Complete
F1-Analyze purchasing and expenditure patterns in
conjunction with revenue earned
Complete
F2-Develop Budget Management Training Program
On Hold
IP1-Mapping of Procurement Process
On Hold
IP2-Develop FBO-HR Procedure Manual
Underway
IP3-Determine impact to services with loss of Office
Manager position
N/A – Position
filled
L1-Expand Safety Campaign
Complete
L2-Use Targeted Selection Method
Complete
L3-Develop Trades Training Matrix
Underway
Facilities Business Office | FY 2010
Perspective
2
FINANCE AND BUDGET
FM Financial Summary
The Facilities Management completed the fiscal year favorably to its non-personnel budget of
$3.14M. Fund allocation is reflected in the graph below.
How the FM Budget is Allocated
STUDENT AND TEMPORARY WAGES
PERSONAL SERVICE CONTRACTS
CORPORATE SERVICES CONTRACTS
(Srv Agr)
OTHER ADMINISTRATIVE EXPENSES
DOMESTIC TRAVEL/TRAINING
FIXED PURCHASED SERVICES (Maint
Agr)
OTHER PURCHASED SERVICES
SUPPLIES
EQUIPMENT
CAPITAL OUTLAY
Facilities Business Office | FY 2010
FIXED CHARGES
3
RECYCLING
The comparison of budgeted to actual shown on the following page reflects acceptable
performance in each of the allocated budget pools. All variances were favorable during the
fiscal year. However, this was largely due to an infusion of supplemental money (one-time)
which allowed us to cover deficits and complete the year in good standing.
Annually, Facilities Management participates in the APPA Facilities Performance Indicators
Survey. Data collection for APPA is after the fact. Therefore, data collection cycle for FY 10 will
not begin until Fall 2011 and will not be included in this report. The graph below reflects data
Facilities Business Office | FY 2010
from FY 09.
4
It is important to note that there was a significant increase in cost per GSF for the
administrative category. We believe this rise in cost has to do with a change in the method
and criteria for data collection. APPA clarified its definitions for data collection. However,
this is still new to Facilities Management and we are working with General Administration
to ensure that definitions and data are obtained from the same records across all 16 UNC
campuses. In addition to the revised process, we are concerned that our peer institutions
may not be true peers. A group has been commissioned by the Associate Vice Chancellor –
Facilities Management to review our peer designations for appropriateness and fit.
Innovations and Updates
Business Process Management
A review of current business processes was initiated as a
means to continually improve. One of the FBO’s major tasks
is procurement which is accomplished in a variety of ways.
We began the mapping process with Petty Cash. However,
mapping was placed on indefinite hold due to the advent of
the purchasing card and e-procurement methods.
Facilities Business Office | FY 2010
Purchasing Requisition Form
5
One of the key developments for FBO Finance was the revised
purchase requisition form. This form requires data entry of new
information which will reduce questions and enable faster processing
of requisitions. A great deal of this effort centered around
improving cost accounting methods within FM. The number of
allowable account code options was reduced, thereby allowing for
consistency across zone maintenance functions.
FM Purchasing Report
Another key development was the redesign of the FM
Purchasing Report. This report was initiated in Fiscal Year
2010. Feedback from key users was obtained and resulted in
a revamped design for Fiscal Year 2011. This report
illustrates budget and expenditure information in a “one stop
shop” format. It combines information from p-card, petty cash, purchase orders, staples,
SDI Warehouse and Receiving/Stores. The financial data is closer to real time because data
entry for most methods can be done prior to Banner reporting. This has become a useful
tool for leadership looking for an at a glance view of how the department is fairing from a
budget perspective.
P-Card Manual
In Fiscal Year 2011
New challenges are anticipated for Finance and Budget with the introduction and
implementation of E-Procurement and the continued expansion of the P-card program. We
look forward to meeting these challenges and stepping up to the plate.
Facilities Business Office | FY 2010
UNC Charlotte unveiled a new procurement method for FY 10 – the
purchasing card. In conjunction with the University-wide program, the
FBO developed a manual for all FM p-card holders. This binder
contains special forms, useful tips for success.
6
FM HUMAN RESOURCES
OVERVIEW
FY 2010 was an incredibly busy year for the Facilities HR team. During a period of severe
budget constraints and uncertainty about the future, the FM HR team has continued the goal
to develop and maintain a valued, well-trained, motivated and diverse workforce. The
outstanding accomplishments are a tribute to the concerted efforts of a team dedicated to
the premise that we are here to “instigate positive change.” These are just a few of FM HR
FY2010 facts:
Sixty-six positions filled – 100% increase over FY09
Fifteen additions to staff
19% increase in number of logged training hours
First-time contracting out training – Targeted Selection
Coordinated 24 FM staff training sessions
100% on-time Performance Appraisal Submission
On-Call Policy and Procedures
95% reduction in late new hire paperwork submittal
Facilities Business Office | FY 2010
EMPLOYMENT
7
New Hire Process
Implementation
FY 2010 recruitment efforts met with tremendous growing pains as supervisors worked
toward full implementation of the new hiring process incorporating targeted selection.
We’ve experienced varying levels of success in using the process that has resulted in the
need to develop additional training tools for supervisors.
Employee Exit Survey
Online
New for FY2010 is the online exit interview process. Terminating employees are
forwarded a link to the exit interview document http://facilities.uncc.edu/EmployeeExitSurvey.asp. We’ve had limited success with
employees completing the document. Reasons include concern re: lack of anonymity,
limited internet access for some individuals. We will revisit this issue in 2011.
FBO Office Manager
and Payroll Specialist
Haley Collins joined to the FBO team in October 2009 and has become a valued player.
Haley is responsible for FM time and leave processing, employee files and office
administration projects.
TRAINING AND DEVELOPMENT
MECC II Development
and Implementation
Targeted Selection
Training Completed
The FM team continued work on improving internal communications with the
completion of Maximizing Excellence thru Cultural Communications training. 317 FM
employees participated.
We wrapped-up Targeted Selection training for supervisors when sessions were held in
October, November and February. We were honored to have members of the Risk
Management, Safety & Security Department in attendance.
EMPLOYEE RELATIONS
100% on-time
Performance
Appraisal Submission
Once again this year, we had 100% on-time submission of annual performance
appraisals.
95% reduction in late
new hire paperwork
submittal
FM supervisors have stepped up to the plate in completing required position
descriptions, work plans and safety on-boarding documents in a timely fashion.
SAFETY PROGRAM
Safety Slogan Contest
Tremendous strides were made in reducing the number of outstanding safety issues on
the agenda of the monthly safety meetings. Aggressive oversight and follow-up have
reduced average outstanding items from 17 to 5, a 71% reduction.
The second annual safety slogan contest was completed with 152 submissions. The
winning entry, “Safety Takes Every Person - Get in S.T.E.P.” was rewarded with day
passes to the U.S. National Whitewater Center.
Facilities Business Office | FY 2010
Safety Meeting
Effectiveness
8
MISCELLANEOUS
Leadership Tools on
the Website
This password protected section has been added to the FBO website to provide quick
reference resources for FM supervisors
Values in Action
The “GOTCHA” program was launched in an effort to call constant attention to the
need to daily embody FM’s core values.
LOOKING AHEAD
FM Human Resources looks forward to meeting head-on, the challenges facing Facilities
Management in FY 2011. We will aggressively work to help FM to achieve its mission to create a
campus of distinction through the following initiatives:
Facilities Business Office | FY 2010
Revamp FM New Employee Orientation
FM Succession Management Program Development
Proactive Recruitment Strategy
Procedures Manual/Desk Manuals
New FM HRIS Software Implementation
HR Consultative Approach
Finalize Trades Development Matrix
Develop Safety Training Facilitator Guides for Supervisors
9