Supporting Documents

  1. 2012 Facility Management Diagnostics Assessment Results
    2012 Facility Management Diagnostics Report – 11 June 2012
  2. 2012 APPA FMEP Peer Review and Recommendation Responses (Abstract, 1.3, 2.1, 3.0, 3.2, 4.3, 4.7, 6.0)
    2012 APPA FMEP Peer Review Final Report October 2012
    2012 APPA FMEP Peer Review Recommendations and Responses 12-31-2015
  3. UTSA Facilities leadership and departmental organizational charts (1.1, 1.2)
    Facilities Senior Executive Team (SET)
    Planning and Development (FPD)
    Engineering and Project Management (E&PM)
    Operations and Maintenance (O&M)
    Downtown Campus Facilities
    Housekeeping and Events Management
    Business and Customer Service (BCS)
  4. UTSA Facilities Website Link and pages (1.2, 5.3)
    UTSA Facilities home page
    Sample: Business and Customer Service web page
    Sample: Facilities Shop Rates web page
    Sample: iService Desk web page
  5. Job descriptions and job families/career paths for all positions/areas (1.2, 1.8, 2.10, 5.1)
    Samples provided. Career Paths have been established for Facilities trade positions with multiple assigned staff and are on file in the Associate Vice President’s (AVPF) Conference Room Library. Administrative and Professional (A&P) job descriptions are also on file in the Library. All other Facilities job descriptions positions are available on the UTSA Human Resources web site at:
    Sample: Assistant Assistant Vice President for Engineering and Project Management
    Sample: Electrician job family and career path
  6. Survey of Employee Engagement results and corrective action plans (1.2, 5.9, 7.5)
    Survey of Excellence Results 2005-2011
    SEE Corrective Action
  7. Facilities staff meeting agenda and minutes (1.2, 5.3)
    Sample provided. Senior Executive Team meeting agenda and minutes since 2006 are on file with the AVPF.
    Meeting minutes (21 September 2015)
  8. Facilities “All Staff” Meeting Presentations (1.2, 5.3)
    Sample provided. Records of all meetings date back to 2005 are located in AVPF Conference Room Library.
    Sample: All Staff Meeting Presentation – 11 December 2015
  9. Employee Performance Plans and Evaluation Documents (1.2, 3.4, 5.7, 5.8, 5.11)
    Sample provided. Employee performance evaluations are maintained in the respective employee personal files.
    Sample: Performance Evaluation Form
  10. Facilities Strategic Plan and summary pamphlet (1.3, 2.1, 2.2, 2.3)
    Facilities Strategic Plan
    Facilities Strategic Plan Brochure
  11. UTSA Strategic Plan and Implementation Plan (1.3, 2.2, 2.3)
    UTSA Strategic Plan (website)
    UTSA Strategic Plan Vision 2016
    UTSA Strategic Implementation Plan
  12. Business Affairs Strategic Plan (1.3, 2.2, 2.3)
    Business Affairs Strategic Plan (website)
    Business Affairs Strategic Plan (PDF)
  13. UTSA Strategic Plan Update Documents (1.3)
    2020 Blueprint UTSA (website)
  14. Facilities Customer Service Guidelines and training presentation (1.4)
    Facilities Customer Service Guidelines
    Customer Service Guidelines Training (2009)
    Customer Service Training (2014)
  15. Communications Guidelines for Emergency and Non-emergency work (1.4)
    Emergency Communication Procedure and Policy
    Non-Emergency Notification Procedure and Policy
    Non-Emergency Notification Request Form
    Non-Emergency Event Request Form – Amendment
  16. Documents relating to regularly scheduled Facilities stakeholder meetings (1.4, 2.3, 3.1, 3.6, 4.4, 7.0)
    Samples provided. Stakeholder Meeting records for Academic Affairs since 2009 are on file in the AVPF Library. Research Facilities Stakeholder Meeting records since 2012 are also on file.
    Facilities Stakeholder Meeting Agenda and Sign in Sheet
    Facilities Stakeholders Project Status Report
  17. Work order, project and customer baseline surveys and results (1.4, 3.1, 3.4, 3.5, 4.4, 7 .0, 7.6)
    Facilities Customer Satisfaction “Baseline” Survey
    Facilities Customer Satisfaction “Baseline” Survey Results
    Work Order Satisfaction Survey
    Work Order Customer Satisfaction Survey Results (January 2016)
    Reports are reviewed monthly at Operations Review Meetings. Monthly reports since 2011 are kept on file.
    Institutional Project Customer Satisfaction Survey
    Sample: Institutional Project Customer Satisfaction Survey Results
    Written project surveys were suspended in 2014 because of changes in the University accounting system. A new process is in development.
  18. Customer concern log and update reports (1.4, 3.1, 3.5, 7.0)
    Samples provided. Logs and reports since October 2014 are filed in the AVPF Conference Room Library.
    Sample: Customer Concern Log (week of 14 March 2016)
    Sample: Customer Concern Sample Report
  19. iService Desk template, town hall information and formal training program (1.4, 3.1, 3.3, 3.4, 3.5, 6.2, 7.6)
    iService Desk Web Page
    iService Desk Training
  20. Business Affairs purpose, guiding principles, and formal training (1.4, 1.6, 5.11)
    Purpose and Guiding Principles Card
    Guiding Principles Pledge Card
    Guiding Principles Training
  21. Facilities Formal Supervisor Training curriculum and tracking reports (1.4, 1.7, 4.3, 5.6)
    Supervisor Training Curriculum
    Supervisor Training Tracking Report
  22. Dale Carnegie Customer Focused Training Program and list of attendees (1.4, 1.7, 3.6)
    Dale Carnegie Training Program Initiative
    Dale Carnegie Course and Attendees
  23. 2009 Campus Master Plan and 2014 Campus Master Plan Update (1.4, 2.8)
    The published UTSA Campus Master Plan and update documents are kept in the AVPF Library
    UTSA Campus Master Plan
    UTSA 2014 Campus Master Plan Update
  24. KPI and Excellence presentations to national and regional conferences (1.5, 2.4, 4.0)
    University Leadership Summit Presentation 10-17-2014
    Telling Our Story – KPIs Big XII and Friends June 2014
    World Class Customer Focused Operations – UTSA Student Affairs March 2015
    Pursuit of Excellence – Big XII and Friends June 2015
    UT Facilities Conference June 2014 – Annual Work Plan
    UT Facilities Conference June 2014 – FM Benchmarking-KPI
    UT Facilities Conference June 2015 – Mobile Implementation
    SRAPPA Presentation – Excellence October 2015
  25. Celebrating Facilities Excellence and Estrella Awards Programs (1.6, 5.8, 5.10, 7.5)
    Facilities Celebrating Excellence Awards Program
    Facilities Excellence Award Recipients
    Estrella Award and Guiding Principles
    Estrella Award Winners
  26. Computer Skills and Language training programs (1.7)
    “Erlinda’s Wish” Computer Training Program
    Rosetta Stone Language Program
    Transparent Language Learning Program
  27. Employee Compliance Training modules (1.7)
    Campus SaVE Program
    Discrimination and Harassment Prevention
    Information Security
    Public Safety
    Service Animals on Campus 2015
  28. Facilities staff attending CBMI and Leadership UTSA Training (1.8)
    Leadership UTSA Program
    Leadership UTSA Participants
    College Business Management Institute
    CBMI Participants
  29. Monthly Operations Review Meeting Presentations (2.4, 2.5, 3.1, 3.3, 3.5, 4.0, 4.1, 4.5, 6.3, 6.7, 7.0, 7.3)
    Samples provided. A complete set is filed in the AVPF Library.
    Sample: Operations Review Meeting Presentation – September 2015
    Sample: Operations Review Meeting Presentation – January 2016
  30. Facilities Key Performance Indicators (2.4, 2.5, 3.1, 4.1, 7.0, 7.5)
    FY15 APPA Metrics
    FM Metrics – UT Facilities Conference Briefing June 2015
  31. Facilities Annual Budget Process and year-end carry-over funding requests (2.6, 6.1)
    Budget Request Form FY15
    FY16 One Time Funding Priorities
    Budget Planning Software and Process
    Budget Memo 2016
    Budget Request – Approved Business Affairs – All Areas
  32. Facilities Capital Project Budget Process (2.6)
    Facilities Capital Project Budget Process
  33. UT System, THECB, and UTSA Facilities historical project information (2.6)
    Project Scope Sheets
    OFPC Historical Project Information
    THECB Historical Project Cost Information
    UTSA Historical Cost Data
  34. Facilities Design and Construction Standards (2.7, 6.6)
    Facilities Design and Construction Standards
  35. Utility Master Plan (2.8)
    Utility Master Plan
  36. Long-range Capital Improvement Program and THECB MP1 Report (2.8)
    THECB MP1 Report 2016 – 2020
    UTSA Five Year Capital Plan 9-30-2015
  37. Facilities Resource Renewal Model (FRRM) Program (2.8, 4.4, 6.2, 7.4)
    FRRM Campus Condition Report FY15
    FRRM 2015 Backlog and 11 Year Forecast
  38. Capital Renewal and Deferred Maintenance priority matrix and projects (2.8, 6.2)
    Deferred Maintenance Process
    Deferred Maintenance Master List – FY16
    Deferred Maintenance Approved Project List
  39. Long-range Capital Improvement Program (2.8)
    These references are identical to the references for item 36.
    THECB MP1 Report 2016 – 2020
    UTSA Five Year Capital Plan 9-30-2015
  40. Institutional Project Work Plan and Cost Estimate process (2.9, 3.1, 3.3, 3.4, 6.5, 7.6)
    Samples provided. Cost Estimates for respective projects are filed with Facilities Engineering & Project Management.
    Sample: Institutional Work Plan Cost Estimate
    Sample: Institutional Project Work Plan
  41. Campus space and development advisory board governance documents (2.9)
    Space Committee Appointment Memo
    Space Planning and Advisory Committee Meeting 1 Notes 021916
  42. Facilities Emergency Management Plan and Business Continuity Plan (2.10, 2.11, 5.3)
    Printed copies are maintained in the AVPF Conference Room Library along with supporting documents.
    UTSA Comprehensive Emergency Management Plan
    Business Continuity Plan
    Business Impact Analysis 2016
  43. Facilities On-call trades policy and procedures (2.11)
    On-Call Policy (PDF)
  44. Facilities Customer Focused Improvement Initiative (3.0)
    Customer Focused Improvement Initiative (PDF)
  45. Facilities Customer Services Center Documents (3.0, 3.1, 3.6, 6.3, 7.6)
    Customer Service Center Renovation Project
    Customer Service Training
    Non-Emergency Notification Process Training
    Service Orientation Training
    Customer Concern Process Training
  46. Service Level Agreement documents (3.1, 3.3, 3.5, 7.6)
    Sample Provided. Service Level Agreements with various Auxiliary Enterprises are filed in the AVPF Library.
    FY16 Service Level Agreement – Roadrunner Café
  47. Zonal Maintenance Documents (3.3, 6.3, 6.5)
    Zonal Maintenance Re-organization Proposal
    Zonal Maintenance Implementation Plan
    Zonal Maintenance Implementation Update
    Article announcing Zonal Maintenance
    Communication to Facilities Staff
  48. Event services billing process (3 .3, 3.5, 3.6)
    Events Policy
    Events Estimate Worksheet
  49. Work order priorities and target response times (3.3)
    Work Order Types and Priorities
  50. Facilities Service Guide and summary pamphlet (3.3, 3.4, 3.6)
    Facilities Service Guide
  51. Ad Hoc analytical reports used to improve performance (3.5)
    JPL Fountain Condensation Collection Systems
    Sliding Doors
    Furniture Renewal
    Window Cleaning
    Duct Cleaning
  52. Documents explaining the costs associated with Facilities projects (3.6)
    White Paper – Costs of Facilities Projects
  53. Environmental Master Plan and Plan Reset Documents (3.6)
    Water Pollution Abatement Program and Update 2014
  54. Facilities Quality Assurance Program, inspection checklists, and results (3.6, 4.4, 7.0, 7.2)
    Quality Assurance Program – Housekeeping and Grounds
  55. APPA Benchmarking Report (4.1, 4.2, 4.3, 7.7)
    APPA Facilities Performance Indicators – FY15 Report
  56. University of Texas System benchmarks (4.1, 4.2, 7.7)
    Samples provided. Additional benchmarking data is filed in the AVPF Library.
    Project Workload Benchmarking Data
    Architectural Standards Benchmarking
    UT System Energy Data
    Shop Rate Comparison Data
  57. THECB Facility benchmarking data (4.1, 4.2, 4.3, 7.7)
    Building Inventory
    Space Usage Efficiency Report
  58. Project Management Charters with OFPC and EHS&RM (4.2)
    Environmental Health, Safety, Health, and Risk Management
    UT Office of Facilities Planning and Construction
  59. Partnering Process Results (4.2)
    North Paseo Building Project
    Science Research Laboratory Project
    Applied Engineering and Technology Project
    Alvarez Hall (formerly San Saba Hall) Project
    HEB University Center Project
  60. Water Intrusion Evaluations (4.2)
    Campus Water Intrusion Report
    Campus Water Intrusion Analysis
    Example: Third-party Analysis – University Center
    Example: Third Party Analysis – Margaret Batts Tobin Laboratory
    Example: Third Party Analysis – Bioscience and Engineering Building
  61. Capital Project “Lessons Learned” Results (4.2)
    Alvarez Hall (formerly San Saba Hall) Project
    North Paseo Building Project
  62. Capital Project Review Meeting Documents (4.2)
    Samples provided. Capital Project Review Meetings are held monthly; records since 2006 are on file in the Office of Facilities.
    Capital Project Review Meeting 02-2016
    Capital Project Review – Project Information Form (PIF)
    Capital Project Review Meeting 03-2016
  63. Lean Process work order management documents (4.2)
    Lean Process Announcement and Work Flow
    Example Work Assignment Roster
    Work Control Heijunka Lean Leveling
  64. Housekeeping and Grounds Maintenance Contracting Plan (4.3, 5.1, 7.2)
    UTSA-GCA Agreement
    Contracting Proposal Presentation to President’s Cabinet
  65. Facilities Hiring Process (4.3, 5.11)
    Hiring Process Narrative
  66. VPBA Facilities Weekly Meeting agendas and materials (4.3)
    Samples provided. Meetings with Vice President for Business Affairs (VPBA) are held weekly. Meeting records since 2006 are on file.
    Sample: VPBA Meeting Agendas
  67. Facilities Preventive Maintenance Program (4.4, 6.2, 6.3, 6.4, 7.3)
    UTSA PM Program Documentation
  68. Facility Condition Assessment Program (4.4)
    2009 Building Assessment “Out-brief”
    Five Year Assessment Plan
    Pavement Management Assessment Program
  69. Monthly departmental budget expenditure reports (4.5 6.7, 7.0)
    Samples provided. Budgets are reviewed monthly with departments and at the Operations Review Meeting and data since FY09 are on file.
    Main Campus Budget Summary 09-2015
    Downtown Campus Budget Summary 09-2015
  70. Streamlining Billing Analysis SACUBO “Best Practice” Submission (4.6, 7.0, 7.3)
    SACUBO “Best Practice” Submission
    SACUBO “Best Practice” Presentation
  71. Priority list of infrastructure upgrade projects (4.6, 7.4)
    Utility Reserve Funding 2010-2011
    Utility Reserve Funding 2015
    Deferred Maintenance Master List (including infrastructure upgrade projects)
    Approved Deferred Maintenance List – FY16
  72. Technology Asset Management Policy and Computer Replacement Program (4.7, 6.1)
    Technology Asset Management Policy
    PC Replacement Program
  73. Electronic archiving system (4.7)
    Archiving System
  74. As-built update process (4.7)
    Project Documentation Close-out – Drawing Updates
  75. Salary and compensation reviews (5.0, 5.9)
    Sample salary and compensation proposals. Additional salary documentation is on file in the AVPF Library.
    Salary and Compensation Review
  76. Staffing analysis using APPA guidelines (5.1)
    Full reports on file in AVPF Library.
    Housekeeping Analysis based on APPA Standards – Executive Summary
    Housekeeping and Grounds Staffing Analysis 2012 Update
  77. Day O.N.E. Employee orientation training documentation (5.2)
    Day O.N.E. Employee Orientation
  78. Senior Executive Team Meeting agenda and meeting documents (5.3)
    These references are identical to the references for item 7. Senior Executive Team meeting agendas and minutes since 2006 are on file with the AVPF.
    Sample: Facilities Staff Meeting Minutes 20150921
  79. Agenda from weekly Facilities/VPBA meetings and VPBA staff meetings (5.3)
    These references are identical to the references for item 66. VPBA meeting agendas and minutes since 2006 are on file with the AVPF.
    Sample: VPBA Meeting Agendas
  80. Facilities Occupational Health Training (5.4)
    Samples provided. Complete training program is on file in the AVPF Library.
    Training Matrix
    Sample: “Ladder Safe”
    Sample: “Machine Guarding”
  81. Monthly Safety “Shop Talk” Schedule (5.4)
    Occupational safety training samples in item 80 are discussed in monthly “Shop Talk” meetings. The following link is to the schedule of these talks.
    Facilities Shop Safety Talks Training Schedule
  82. Data and charts on accidents and worker’s compensation claims (5.5)
    Worker Compensation Charts
  83. Facilities Annual Merit Policy (5.11)
    Method of Distribution
  84. Facilities policies and guidelines (6.0)
    Index provided. The complete Policies and Procedures Book is maintained in the AVPF Library.
    Facilities Policies and Guidelines
  85. Fleet Management Program and Fleet Replacement Program Documents (6.1)
    UTSA Fleet Management Plan
    Fleet Vehicle Replacement Proposal
    Fleet Replacement Definitions
  86. Annual Work Plan and wireless mobile work order management (6.2)
    Annual Work Plan Presentation
    Mobile Work Management Presentation
  87. Process for updating Facilities shop rates (6.5, 7.4)
    Shop Rate Proposal Presented to President’s Cabinet
    FY16 Approved Shop Rates
  88. 2015 List of “Top 10 Most Beautiful Places to Attend Graduate School” (7.1)
    30 Most Beautiful Places to Go to Graduate School
  89. UTSA Appearance Guidelines for Buildings and Grounds (7.1)
    UTSA Appearance Guidelines – Buildings and Grounds
  90. Landscape Architect position and planning documents for landscape master plan (7.1)
    Landscape Architect Job Description
    UTSA Appearance Guidelines: Buildings and Grounds
    Landscape Improvement Program
    Funding Support Document
  91. Custodial and Grounds Service Levels (7.1, 7.2)
    Custodial and Grounds Service Levels
  92. Energy and Infrastructure Improvement projects funded from utility reserves (7.3, 7.4)
    Projects Funded with Utility Reserve Funds 2010 & 2011
    Projects Funded from Utility Reserve Funds 2015
  93. Comprehensive list of energy and water conservation projects and associated savings (7.4)
    Energy and Water Conservation Initiatives and Savings Mar 2016
  94. Project Management Fees Documentation (7.4)
    Project Management Fee Presentation
  95. “Swept” Deferred Maintenance Funding Process “Best Practice” (7.4)
    Swept Deferred Maintenance Project Signature authority
    Swept Deferred Maintenance Projects Approval
    Swept Deferred Maintenance Funds Project History 3.18.15
  96. Renovations projects assisting departments with maintenance-like work (7.4)
    Renovation Funds Current
    Request for renovation funding EB solar panel
    Approval of Maintenance-like Renovation – MS Pre-professional Offices (including supporting documentation)
  97. “All Staff” meeting presentations (7.5)
    These references are identical to the references for item 8.
    Sample: All Staff Meeting Presentation – 11 December 2015
  98. Project town hall meetings with customer service representative (7.6)
    Downtown Campus “Town Hall” Presentation – 16 February 2016
  99. List of Employees funded to attend conferences and obtain/Maintain credentials (7 .7)
    Employee Conferences – Credentials
  100. List of energy and water conservation initiatives and associated savings (8.1)
    This reference is identical to the reference for item 93.
    Energy and Water Conservation Initiatives and Savings Mar 2016
  101. Documentation of efforts to create Facility Management curriculum (8.2)
    Correspondence on Facilities Management Curriculum
    BBA Degree Plan – Real Estate Finance and Development
  102. Collaboration Project Information (8.3)
    A list of completed Facilities projects is at the following link. Additional project information is on file in the project notebook located in the AVPF Library.
    Facilities Collaboration Projects (DEC15)
  103. Student Engagement Project Information (8.4)
    Samples provided. Additional information is on file in the AVPF Library.
    Energy Audit – Monterey Building, Downtown Campus
    Sombrilla Fountain Rehabilitation Project
  104. Furniture Replacement Program (8.4)
    Furniture Replacement Program