Tracking Change: Building Services’ Supply Inventory Program Fosters Accountability and Savings

10/7/2025

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Florida State University's main campus comprises over 400 buildings, housing facilities for academics, administration, and student affairs. A dedicated Building Services team manages the custodial needs of each building as well as the cleaning equipment and supplies tailored to its use and traffic patterns.

Supply Delivery Associate Marcus Dupree ensures teams have the right tools to maintain clean and sanitary conditions on campus. Upon stepping into his new role in June 2024 and under the guidance of Associate Director for Building Services Lashea Alexander, Dupree was tasked with assessing supply closets in campus buildings and janitorial closets on individual floors to better support teams’ supply needs. He saw an opportunity to create a more efficient inventory and ordering system to improve back stock reallocation and item sharing.

The first step was to begin organizing and housing the overstock that the Supply team identified in their walk-throughs. In early 2025, the team collaborated with Waste & Property Management to utilize space at the Facilities supply warehouse to inventory the primary overstock of trash bags, hand soap, paper towels, toilet tissue, cleaning supplies, dusters, and trash barrels.

After the supply team collected and staged the backstock, it was time to gain support from the entire Building Services department. With the support of Building Services leadership and superintendents in April 2025, Dupree trained supervisors for the 5 a.m., 12 p.m., 4 p.m., and 11 p.m. shifts on how to categorize their inventory and record daily quantities on inventory forms per building. The information is collected weekly for each building and imported to a shared spreadsheet, allowing Dupree to track trends and identify inconsistencies.

As part of the new inventory program, Dupree and Supply Delivery Assistant Charles Tucker conduct monthly audits of each building before approving supply orders. These audits, combined with on-site inspections of the building inventory, enhance accountability and consistency within the Building Services department. Florida State University's main campus comprises over 400 buildings, housing facilities for academics, administration, and student affairs. A dedicated Building Services team manages the custodial needs of each building as well as the cleaning equipment and supplies tailored to its use and traffic patterns.

Supply Delivery Associate Marcus Dupree and Supply Delivery Assistant Charles Tucker

"The new system is a tool to identify and reduce inefficiencies. Our staff takes great pride in their buildings, as many have worked with the same departments and colleges for many years. The inventory system is a culture shift that enhances accountability, allowing us to serve those spaces better," said Alexander.

In the spring and summer of 2025, the supply team prioritized using the warehouse's backstock before placing any new orders for supplies and equipment. As a result of the supply team's backstock process, items such as hand soap, toilet paper, paper towels, and cleaning chemicals were in ample supply, so no additional orders were needed throughout the summer.

As a result, based on data from supplier, RHG Products, the team noticed a 32.5% decrease in expenditures on tissues and towels from the first six months of 2025 compared to the same period in 2024, and a 73.4% decrease in cleaning chemicals and a 52.75% decrease in janitorial supplies over the same time period, among other notable cost savings. The total spend by month for January - June from 2024 to 2025 decreased by over 47%, representing $226,444 in supplies savings.

As the warehouse reduces overstocked items for the Fall semester, Dupree and his team are focusing on reallocating supplies and equipment between buildings. "Supervisors are encouraged to engage with their teams and collaborate with others in their area to share supplies. When completing their inventory forms, they are prompted to note when supplies or equipment are transferred between buildings," Dupree explained.

Dupree organizes backstock at the Facilities supply warehouse

Overall, the inventory program has enabled Building Services to adjust orders in response to events and periods of increased campus traffic. As existing stock is depleted and orders become necessary, the new responsibilities and safeguards implemented in the program will help maintain cost savings.

The inventory effort led by Dupree and his team has become an integral part of Building Services' role in Facilities, as well as for future planning. “I check the inventory as soon as I get into the office each morning to monitor changes and new trends. In the long term, this program will enable Facilities to assess the costs and workforce needed as new and renovated buildings are added to Building Services' responsibilities," Dupree said.

The ability to understand trends can broadly impact the department's ability to purchase new equipment and materials, providing a higher level of service to the campus. This process can inform inventory processes in other departments within Facilities as we continue to pursue efficient and sustainable campus operations for FSU students, faculty, staff, and visitors.