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Facilities

 

Our Facilities families are blending!


This past year has brought many opportunities to leverage our limited resources and demonstrate our ability to maintain the university's operations despite challenges. We have risen to meet the challenges and succeeded in preparing the campus for the next stage of our "new normal." As we plan to increase our student and staff population over the summer and into the fall semester, we must continue to evaluate our processes to ensure that we are operating at the highest efficiency level possible.

We must be resourceful and reduce redundancies that might generate cost savings across our divisions.

As a result of exploring options and finding new ways to innovate, the Division of Student Affairs and the Division of Finance & Administration will begin efforts to blend all maintenance and custodial staff from University Housing and the Oglesby Student Union with Facilities.

  • listBlending Initiative questions
    • addWhat is the purpose of this merger/blending of the divisions?

      There are three major goals of this initiative:

      1. To Increase Service to our campus community regardless of their affiliation
      2. To utilize valuable FSU Resources as efficiently as possible, saving time, effort, labor and money
      3. To Increase support and career opportunities and enhance our employees

    • addHow long has this plan been in motion?

      Strategizing ways to achieve the major goals outlined above started in earnest after the first of the year. However, the decision to adopt this initiative was not made until just before it was announced. There is no “plan” yet. We did not want to do that behind closed doors with no input from those who know our campus and our students the best. The plan will be developed collaboratively and with input from all over the next several weeks and months. We need everyone’s ideas, thoughts, expertise, talents and creativity as we together plan how to proceed.

    • addWill there be a weekly/monthly newsletter keeping us up to date on the planning of this merger as decisions are made?

      We will have a one-stop webpage where all information, updates, questions and answers and recordings of Zoom meetings will be posted. 

    • addHow will staff be included in discussion & planning of the transition / blending of teams?

      The success of this initiative and reaching the major goals depends upon all levels of Student Affairs and Facilities. Staff will be included in the Committees being formed to guide the process and will be consulted as we move forward. 

    • addWhy are other departments in DSA not being considered as well (Rec Sports and University Health Services)?  They have their own teams.  Feels targeted.

      No one was targeted. In many ways, the talents and successes of University Housing, the Union and Facilities make each great candidates for this initiative.

    • addHypothetically speaking only, if this “blending” of Housing and Union Facilities departments with central facilities does NOT render the savings, efficiencies, additional support, improvements, etc. that were initially stated to us and/or it just doesn’t work out overall as originally planned let’s say after the first year or two, does the VP of DSA still have the authority to put the Housing and Union Facilities departments back under DSA?

      This initiative is a continual process, not something that once completed we sit back to see if it works. We will continue to evaluate how we increase service and save supplies, equipment, time, money, labor, and effort. Because of that we are hopeful we can be more successful more closely collaborating and as a blended team.

    • addPerhaps it could ease minds if someone could explain the studies / audits that lead to this solution. Could someone please expound on this topic?

      This is not the case of an Audit finding or a study suggesting we were doing anything wrong. Rather it is an acknowledgement that with tighter budgets, increased demands, greater Student needs and a desire to better support our team and our Campus we must reexamine all aspects of our operations. While we do many things well, we can also learn from other Universities and from best practices in Private Business.

    • addWhat kind of support if any would be available to supervisors when I will come to dealing with staff resistant to this change?

      We plan to make sure the process is transparent with goals and directions clearly communicated. We will also provide Managers and Supervisors with good information including meeting to we can assist them in answering the questions and concerns from their teams .

  • listProcedural related questions
    • addWhat is the expectation of where we will be in this process June 1st? What is expected to happen by June 1? Why June 1? That is the busiest time for Housing with summer school and camp turnover, and not in the budget cycle.

      There is no time during the year that is not hectic. For some, their busiest time is summer. For others, Fall is frantic while other areas work hardest in Spring and at Graduations. For Financial areas, year-end is most taxing. However, this year, as we gradually return from Covid is as quiet a time as we will ever have. We have the bandwidth to accomplish this successfully. In addition, doing so as soon as possible means we can benefit immediately from the improvements this initiative can yield.

    • addHousing functions 24/7 and even on dates when the University is closed. Will there continue to be cleaning and maintenance services available after 5 p.m. and on the weekends or university closure dates in University Housing?

      All of these questions are asking versions of the same question. We will continue to support our students and the many functions, activities and requirements of Student Affairs.

      One of the main goals of this initiative is to increase, not decrease, service — in Housing, in the Union and across campus. The Union, for instance, will require substantially more resources and people when the new building opens. This initiative provides the opportunity to meet these needs.

      How we best meet these increased expectations and demands is one of the key Goals of this Initiative.

    • addHousing currently has a weekend schedule during the fall and spring semesters to service the students, has there been any discussions about that going forward?

      All of these questions are asking versions of the same question. We will continue to support our students and the many functions, activities and requirements of Student Affairs.

      One of the main goals of this initiative is to increase, not decrease, service — in Housing, in the Union and across campus. The Union, for instance, will require substantially more resources and people when the new building opens. This initiative provides the opportunity to meet these needs.

      How we best meet these increased expectations and demands is one of the key Goals of this Initiative.

    • addCurrently in housing we have an on-call system set up for emergencies that happen after we leave at 4:30PM will that remain intact or will the facilities staff who work on campus after 5pm respond to those emergencies for these projects

      All of these questions are asking versions of the same question. We will continue to support our students and the many functions, activities and requirements of Student Affairs.

      One of the main goals of this initiative is to increase, not decrease, service — in Housing, in the Union and across campus. The Union, for instance, will require substantially more resources and people when the new building opens. This initiative provides the opportunity to meet these needs.

      How we best meet these increased expectations and demands is one of the key Goals of this Initiative.

    • addWill preventative maintenance still be valued in the residence halls at the same level as it is now to ensure optimal service of equipment to residents?

      All of these questions are asking versions of the same question. We will continue to support our students and the many functions, activities and requirements of Student Affairs.

      One of the main goals of this initiative is to increase, not decrease, service — in Housing, in the Union and across campus. The Union, for instance, will require substantially more resources and people when the new building opens. This initiative provides the opportunity to meet these needs.

      How we best meet these increased expectations and demands is one of the key Goals of this Initiative.

    • addLevel of staffing and service question. With the students living in the residence halls 24 hours a day do you feel the higher levels of custodial and maintenance staff that we have been providing should remain the same?

      All of these questions are asking versions of the same question. We will continue to support our students and the many functions, activities and requirements of Student Affairs.

      One of the main goals of this initiative is to increase, not decrease, service — in Housing, in the Union and across campus. The Union, for instance, will require substantially more resources and people when the new building opens. This initiative provides the opportunity to meet these needs.

      How we best meet these increased expectations and demands is one of the key Goals of this Initiative.

    • addWill areas be a custom fit or the standard of facilities?

      The “standard of facilities” is that we do everything required to meet the many critical unique needs across campus- whether the Mag Lab, Libraries, various Colleges, Research, Athletics, E&G departments and various Auxiliaries. Housing has unique needs unlike any other with Students expecting- and deserving- top service. The Union has similar unique needs and requirements. The Standard of Facilities will be to meet those needs and together search for ways to improve how we support our students.

    • addWill University Housing buildings remain a group or become part of the facilities zones?

      Facilities was already working on realignment to better serve all divisions of the University. As part of those changes Facilities is moving from Zones based on “Proximity” to Zones that are “Customer Based”. This model will allow quicker easier communication with a Department better able to work with one team regardless of where they are located on campus. Under this model, all Student Affairs Buildings including Housing and the Union will be one Zone served by the same Zone managers.  

    • add Will zone size staff and number of buildings be based on the size of the buildings/ departments? How will buildings with multiple departments be assigned? How will we determine how many staff we do need to manage the zone?

      Different Zones will have different numbers and type of employees assigned. The exact makeup of each Zone’s team will be based on the number, complexity, age, condition and size of that Zone's buildings, what service and support each building needs

    • add How will the structure of which department a zone will work with be determined, when switching from geographical based Zones?

      The Zones will be Customer Based. We will also try to balance the size of Zones and type of employees needed in each zone.

    • add Will switching from geographical based Zones be done on June 1st?

      Facilities was already working on how best to re-align zones to better serve FSU departments. Because of that we anticipate Facilities could move to Customer Based Zones prior to June 1.

    • add Will more zones be added to provide more opportunities for new supervisors?

      The exact number of Zones is still being determined. It will be based on what makes the most sense for the Campus and for departments. It will also be based on how we better serve students as well as ideas that may come from the Blending Committees.

    • add Are there DSA buildings where Building Services staff are currently assigned?

      There are number of buildings occupied by a portion of Student Affairs serviced by Building Services and Facilities. Thagard is one of a number of examples.

    • add Based off the University of Tennessee structure research will a Supervisor become Foreman? Or will Team leads become a Foreman? Or will all positions titles remain the same? Should more research be done on the Department structure of the University of Tennessee as this is the direction FSU is going?

      FSU is not going the direction of the University of Tennessee. We are examining how a number of Universities provide Facilities Services to see what creative ideas we might adopt and to determine what practices and efficiencies might work well for our Campus. For instance Auburn has had great success with Customer Based Zones. A number of Universities including the University of Nebraska have moved or are studying Blending their strong Facilities Teams. Our solution will be one uniquely tailored to the needs of FSU.

    • add Housing uses a benchmarking tool called Skyfactor which specifically assesses residence hall facilities to our peers. Will the results and data gained from Skyfactor be held in equal regard to other tools, such as Sightlines? The Union uses Skyfactor/ebi as well. Can we still utilize it?

      Resources are increasingly valuable, Budgets constrained, Campus Demands exploding and the needs of our Students more critical. In such an environment we need to utilize every tool available. That includes searching best practices at Universities and Private Industry Nationwide (as we are doing with this Blending Initiative). It also includes benchmarking with all measures available. We will continue to use Skyfactor, Student and Campus Surveys as well as Gordian Sightlines. In each case we’ll compare those to our current and aspirational peers.

    • addIf people merge, will housing members that move to facilities still only preform housing duties?  Or will they also now take on responsibilities and duties for facilities? 

      All of these questions seek answers to some of the same questions. The intent of this initiative is not to change everyone’s schedule, assignments, and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position, or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice as per FSU regulations and protocols.

    • addWill the Housing zone staff report to a single location each day?

      All of these questions seek answers to some of the same questions. The intent of this initiative is not to change everyone’s schedule, assignments, and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position, or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice as per FSU regulations and protocols.

    • addConsidering the different working shifts between the departments, will there be any changes to work schedules?

      All of these questions seek answers to some of the same questions. The intent of this initiative is not to change everyone’s schedule, assignments, and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position, or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice as per FSU regulations and protocols.

    • add What hour is it going to be when we start?

      All of these questions seek answers to some of the same questions. The intent of this initiative is not to change everyone’s schedule, assignments, and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position, or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice as per FSU regulations and protocols.

    • addWill staff be able to be assigned to residence halls where they will work daily? This is important in taking care of students and having the students know who is in their living areas.  

      The intent of this initiative is not to change everyone’s schedule, assignments and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice.

    • addWill we be assigned to zones throughout DSA or Building Services?

      The intent of this initiative is not to change everyone’s schedule, assignments and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice.

    • addWill the staff in the areas be set or will the staff move around in their zone?

      The intent of this initiative is not to change everyone’s schedule, assignments and buildings. As you note, our team has invaluable expertise about the areas they serve. Losing that knowledge would be a major setback. However, blending our teams gives opportunities to utilize employee talents fully wherever they best serve FSU. It also opens up new opportunities and possibilities for our team — whether they wish to explore new areas, move to a manger position or advance their Career in other ways. Our goal is to achieve the best balance of all these important factors.

      Accordingly, work schedules will be developed as we work thru the process. Any changes will be communicated with any employees impacted given ample notice.

    • addImportant questions that the Committees will examine together.

      This initiative provides the opportunity to see how we might do things better, eliminate clumsy procedures, streamline processes and improve how we deliver service. What that looks like and how we best organize to provide that service will be some of the roadmap we will develop.

      How will the on-call systems blend?

      Will the Housing and Facilities Key Shop be merged?

      How will sharing of resources happen on a daily operational schedule? How will work be prioritized for the University Housing facilities to make sure our living environments for students are in good shape?

      How will special projects and craft projects be scheduled and prioritized to make sure we are keeping Housing Facilities in good shape (Union too)? How will summer projects be determined?

      We outsource the custodial work in the childcare center but have a staff member who spends part of his time (50%) there doing grounds, playground and minor maintenance. He is assigned the University Housing Mail route and other administrative duties for 50% of this time. How will maintenance support that is beyond this position’s ability going to be assigned to Childcare Center?

      What will our uniforms say?

  • listHR Related questions
    • addI have been contacted by several about the merging of the departments and they have some concerns about when and how this will affect their jobs. A lot of them are hearing this information second hand and just don’t understand how the process will take place. A lot of them are being told that a lot of people will be losing their jobs because of this and that a lot of layoffs will take place. Could you give me some insight on this process?

      No one will lose their job. There will be no layoffs- anything anyone is hearing to the contrary are unfounded rumors.

    • addMany questions from trench level employees, tend to be about pay, hours, and shifts, because these issues are directly affecting us. is it possible to get HR in on these meetings to deal with these questions? Can HR be in on these meetings to answer the questions that are being diverted to them?

      HR will be involved throughout this initiative. HR participated in each of the Town Hall meetings. In addition, a HR staff member has been assigned to each committee. As options are discussed and decisions are made, HR will be available to provide guidance on the University’s policies and procedures.

    • addHow will this affect the HR between the departments, will housing employees HR rep change to whoever is the HR rep for facilities?

      HR staff will continue to support employees in Housing as well as in Facilities. As decision are made about the organizational structure, HR will determine what, if any adjustments may be necessary to continue to support employees.

    • addWill Housing Custodians and Facilities Custodians earn the same pay? Can this realignment be used to also solve large gaps in compensation levels?

      There will be no salary adjustments solely as a result of the transition. There may job opportunities based on current vacancies. Generally speaking, employees will continue to perform the same duties that are detailed on their position descriptions. The merging of the departments will not change that.

    • addCan job postings include the possible salary range so that potential candidates are aware of the compensation level?

      It is not a requirement to post anticipated salary ranges; departments have discretion. In some cases, departments prefer to not list a salary range, so they have flexibility in hiring salary if they find a stellar candidate. Others prefer to list their salary, or a small range, so applicants have upfront knowledge of salary expectations. In either case, we recommend the use of "Commensurate with Education/Experience" to indicate there would be an additional analysis on the candidate's qualifications to determine starting salary.

    • addFor years, the frontline staff has been told a tier system is going to be established to have room for advancement/skills growth/higher compensation. Is this still a possibility? If so, how long before a tier system is established?

      Currently, this is not a focus of this initiative and has not been considered at this time.

    • addHow will the hiring process be managed for the different areas moving forward? Will the process of hiring new staff remain under the control of the individual departments?

      Supervisors will continue to have a role in the selection and hiring process. How the process will work is still being determined.

    • addWill current advertised position openings be placed on hold because it is unknown if the new hire will still report to the hiring supervisor?

      No. If positions have been approved through the current Hiring Freeze process, departments can continue to recruit for those vacancies. If you have questions about a specific position, please discuss with your supervisor and/or department head.

    • addWill housing employees remain housing employees or become facilities employees? What does this reorg look like for staff? How will this merger effect Housing Leadership Chain of Command? When do you think we will see an org chart? I think that would help ease a lot of anxiety of staff. Are there any current org charts for the areas intended to be blending that can be display on website?

      Custodial and Maintenance staff in University Housing and the Oglesby Union will report up through the Facilities chain of command. The details of how that will look will be determined through committee input and discussion.  One of the goals of this initiative is to gain efficiencies in processes and workflow across all three areas so that may impact what the organization looks like at the end of the transition.

      As soon as there are additional details available, and a new organizational chart developed it will be shared with all the Blended Teams and added to the Blending Initiative Website.

    • addWill housing employees still be a part of DSA, seeing as that a lot of staff appreciate and look forward to the events that DSA have that have given opportunities for staff to be acknowledge for their hard work and earn awards of their hard work.

      Housing and Union Employees may have a role in some DSA events in a support role depending on their job responsibilities, but they will be part of the Division of Finance & Administration.

  • listFiscal related questions

    As part of blending our teams we are forming a Financial Committee comprised of key individuals from each team to exam our financial processes and procedures. The answers to the below and other financial questions will be developed through this process giving us the opportunities to streamline and improve how we serve our Campus.

    When we have issues with the splitting of the budgets, can we get an official person to work with in facilities accounting?

    How will we split the billing on the fiscal side? We currently have some charges coming from facilities that are not housing related. So, will that become a larger issue?

    Will this lead to charging units for maintenance and custodial services after 5 p.m.? Who will be charged the overtime or extra charges when work has to be completed after hours?

    How will efficiencies be determined, and will the University Housing and Union departments see those savings?

    P-Card responsibilities. Will P-Card Proxies change? Will P-Card holders change? Will managers for P-Card Monthly Recons change? Who will oversee the proxy of p-cards? budget splitting? How will we be charged for our staff members that are moved to work on Facilities projects as well?

    Can we get an official contact to work with while correcting budgeting when we are charged for Facilities projects? Hopefully we can also use this same person as a contact for past charges that were billed and paid by housing that were not our charges. I know this is something we have been trying to solve for a few months now. Like the skateboard retrieval from the sewer and cleaning blood off the sidewalk.

    Can we get a representative to help plan for fiscal side of things? I would not mind volunteering, but I know I do not have as much knowledge as you do Helen. So I would like to maybe accompany you to the meetings if possible. I would understand if we sent Matt, but because he just got here and is learning our system, I was hoping a second person would also be there. Depending on how long it takes to meet with Fiscal though, he might be caught up and my concerns would be moot.

    Who would be in charge of POs now? Housing still or Facilities? Would it change depending on which project the PO is for?

    • addHow will this save money when it will cost more for the separate entities?

      We do not agree this initiative will cost more for the separate entities. We are confident Blending our teams can result in cost efficiencies.

    • addCurrently, Supply Staff in Housing do an excellent job shopping around for the best price for supply parts and goods. We save several thousand per month by shopping around using local- and minority-owned businesses. If we can demonstrate we are still being efficient and saving on expenditures, will we still be able to purchase at the best price or will we need to solely use Grainger as a supplier? Will PM still be responsible for getting our filters and belts and will we be able to still get them outside of Grainger provided they’re cheaper?

      Campus Facilities is no longer required to utilize Grainger. Housing and the Union will not be either. In addition the Campus is already developing a ITN for the FSU Warehouse Function and revisioning how those key operations are structured and there is already great interest from many companies. During this process we anticipate we will learn much about how other Universities secure equipment and supplies promptly while saving money. We can then combine those ideas with Techniques from Housing, the Union, and Facilities to insure we save money and increase service.

    • addCould you please explain exactly how is money to be saved by blending?

      There are a number of areas where savings are possible. However the Goal of this initiative is not only to save money. It is also to increase service to our students and our campus and to increase support for our employees. Thus which savings make sense needs to be closely studied. The Blending Committees will examine all ideas to see how best to achieve and balance these 3 goals.

    • addIn the past housing has really been able to do a lot of summer projects and upgrades to the buildings. is funding still going to be available?

      With the many demands and unprecedented circumstances of the past year University resources have been uniquely taxed this past year putting pressure on the budgets of every department including Housing and the Union. The FSU Budget will be developed once the legislative Session is completed and multiple factors are evaluated. Which projects we are able to undertake will be determined at that time.

  • listBlending Committees

    We are excited to announce the following subcommittees that will have an integral role in how we move forward:

    Finance Subcommittee:
    The Finance Subcommittee will review how the finances are managed for each department and address finance-related questions and concerns.

    For the Finance Committee we selected 2 Co-Chairs and 8members- a Co-Chair and 4 members from Student Affairs and a Co-Chair and 4 members from F&A

    Housekeeping/Custodial/Building Services Subcommittee:
    The Housekeeping/Custodial/Building Services Subcommittee will identify how each area provides housekeeping and custodial services to their customers and look at the differences and potential efficiencies and opportunities.

    Because there are more areas and employees involved for the Housekeeping/Building Services Committee we selected 2 Co-Chairs and 14 members- a Co-Chair and 7 members from Student Affairs and a Co-Chair and 7 members from F&A

    Maintenance/Building Systems Subcommittee:
    The Maintenance/Building Systems Subcommittee will review how maintenance services are provided to each respective area and address questions about delivering those services in a blended model.

    Similarly Because there are more areas and employees involved for the Building Maintenance/Building System Committee we selected 2 Co-Chairs and 14 members- a Co-Chair and 7 members from Student Affairs and a Co-Chair and 7 members from F&A

    If you are interested in serving on one of the committees or have questions regarding this initiative, please email FacilitiesTransitionTeam@fsu.edu.

    To view the members of each committee, click here.

    • addAre Supervisors allow to join on these Committees? Can you volunteer to be on more than one of the three Committees? How many people will be on the Committees?

      Supervisors, Managers, front line employees and all members of our team were encouraged to apply to the various Committees. Individuals could volunteer for any or all of the Committees and many did. We had a great number of employees volunteer to be part of the 3 initial Committees- a reflection of the great interest in this Initiative. This interest will allow us to take advantage of the many talents of our employees and should allow us to build on each area’s strengths.

      Because of that interest and time commitment required to serve on each Committee we did select anyone to serve on multiple Committees. Unfortunately, we also were not able to initially include everyone who volunteered. However we anticipate there will be additional committees and a need for input and expertise. We also encourage everyone to submit ideas, suggestions, and continued questions to the Blending Website.

  • listWhat’s Next?

    We hope you had an opportunity to attend the Town Hall meetings hosted by Dave Irvin, Associate Vice President for Facilities, and Dr. Brandon Bowden, Associate Vice President for Student Affairs but if you didn’t you can view the recordings here.

    In the upcoming weeks, we will establish several committees to review current work processes, develop a plan, and implement the transition.

  • listQuestions?

    We understand that you might have more questions or suggestions and we welcome your feedback.

    Please click here to contact us.

Thank you for your hard work and continued commitment to Florida State University. Your insight and support are integral to our success.