Facilities Management

1. Facilities Management Fleet Management

2. 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

3. 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.

4. 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.

5. 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.

6. 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.

7. Fleet Fact • University vehicles shall be used only in connection with official university business or activities.

8. 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.

9. 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.

10. 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.

11. Fleet Fact • A student organization must be accompanied by a faculty or staff member on all University sponsored trips.

12. 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.

13. Facilities Management Facility Access

14. 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

15. ASU Key System ASU is operated by a Level 4 restricted Master Key system. This 4-level system ties 47 3-level systemstogether 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.

17. 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.

18. 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.

19. Charges for Lost or Stolen Keys 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. Building Master Key $150.00 Department or Floor Master Key $100.00 Outside Door Key (includes Residence Halls) $100.00 Secured (Alarmed Room) Key $100.00 Interior/Individual Room Key $50.00 Student Room/Apartment Key $25.00 Post Office Box Key $25.00 Padlock or Gate $25.00

20. 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.

21. 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.

22. 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.

23. 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.

24. 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.

25. Facilities Management Work Orders

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. 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.

32. Question Besides the cost of material, how much will my department be charged if my request is considered specialized maintenance? Answer *Rates are subject to change

33. Question • How does my department pay for services and/or material? • Answer • Facilities Management will process an inter-department transfer from the approved account that you provide.

34. 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.

35. 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

36. 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.

37. 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

38. 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.

39. 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.