SUPPORT STAFF GROUP

Meeting Minutes

Tuesday, March 14, 2017

Petersen Board Room, Bertrand H. Snell Hall 3rd Floor

Number Present: 18

Next meeting: April 11, 2017, 11:00, Petersen Board Room (3rd Floor, B.H. Snell Hall)

1)  Opening & Introductions

2)  Introducing Diane Letourneau, our new Senior HR Generalist

  1. Diane is coming in with 25 years of experience; 20 years with Wyeth Pharmaceuticals and 5 years with Mold-Rite Plastics.
  2. Her specialties are in training, development and employee relations
  3. Diane will be working under Amy McGaheran and working with the Operations Manual.

3)  Presentation by Gina LaPointe, the Director of Customer Service and Process Improvement for Plant Operations & Maintenance:

  1. Facilities & Services is located in Old Snell (downtown). It is comprised of the following departments:
  2. Custodial:
  3. APPA (Association of Physical Plant Administrators) provides Standards for Custodial Support that are now being followed at Clarkson.
  4. Upon evaluation, they learned they were 15 custodians short of level F service.
  5. Grounds:
  6. Clarkson is using the same standards as DOT for plowing, sanding and salting. The campus is 649 acres in size.
  7. General Maintenance:
  8. This department addresses HVAC, plumbing, electrical, carpentry, painting, Locksmithing and safety/inspection needs. It also gives advice for purchasing equipment.
  9. One employee in facilities is now solely responsible for safety (training, safety checks, safety equipment, etc.) (There 7,000 doors on campus to be inspected!)
  10. Engineering:
  11. Engineering addresses issues beyond daily maintenance that are not considered the responsibility of the Project Management area. (Chiller project)
  12. Provides guidance for purchases and modifications to current room systems
  13. Manages GIS-Geographic Information Systems-mapping the University rooms, doors, etc.
  14. Offers classroom support, tours: Solar field, Potsdam Hydro-Electric Plant, University Facilities
  15. Project Management:
  16. Campus capital projects (including ERC renovation, Cheel renovation, etc.)
  17. Can help with making plans for your spaces
  18. Business Services:
  19. Personal:
  20. Send FedEx and UPS Packages with credit card
  21. USPS with cash or check at student mailroom
  22. University Business:
  23. Office mail and package delivery
  24. Shipping and Receiving
  25. Duplicating and bubble sheet scanning
  26. Central Supply
  27. Fleet vehicle rental-must be university driver: account number is necessary
  28. How can we be reached:
  29. Call 315-268-4000 with urgent requests!
  30. Send an email to:
  31. Find more information at: www.clarkson.edu/facilities
  32. What can you expect:
  33. Issues are processed in the order with which they are received with respect to trade
  34. Safety matters are addressed first
  35. Issues that have a greater campus impact, and on the ability to do your job take priority
  36. There are approximately 2,000 open work orders in TMA currently
  37. Why am I suddenly being charged for everything?
  38. An account number will be required for anything outside of regular maintenance
  39. If it was working and is now not, we will respond as quickly as possible
  40. No heat, power, water, flooding, smell of gas are priorities
  41. An add-on request will take time
  42. New work order software to come: Maintenance Connection will allow us to better manage reoccurring and duplicate issues
  43. Information can be sent from one technician to another or from one department to another—better communication
  44. Workloads can be viewed, prioritized and better managed
  45. Tasks can be rearranged based on sickness, vacation, etc.
  46. Some tasks may be able to be contracted out
  47. Non Chargeable Services
  48. Routine cleaning, fixing, etc
  49. New keys
  50. Daily mail and package pickup/delivery
  51. Exam scanning
  52. Chargeable Services
  53. Addition, deletion or change to existing working environment
  54. Changes due to personal preferences
  55. Deliveries that require grounds crew
  56. Office moves that require custodial or grounds crew
  57. Carpentry or painting work that isn’t the result of mechanical/building failures
  58. Lock changes
  59. Fleet vehicle/duplicating/mailings/supplies
  60. Event set-ups, tear-downs

4)  Lisa Green, Facilities Information Systems Analyst showed us Maintenance Connection. THIS WILL GO LIVE MARCH 27TH You will be able to find it through the Facilities & Services web page when it is live www.clarkson.edu/facilities

  1. Logging into Maintenance Connection
  2. Username: ad\username
  3. Password: use your AD password
  4. You will be able to choose building, room number (if in a hallway, choose the closest room and type in the description that it is the hallway)
  5. Choose between Custodial, Grounds or Maintenance to first address the request – use your best guess; it will be reassigned if necessary.
  6. Add a short description.
  7. Add pictures and documents if you have them. Pictures will be VERY helpful for the technician and for documenting the issue now and in the future.
  8. Press Submit. The ticket will be assigned to a specific person: duplicate requests can be combined into one request.
  9. You can print your work order or check on the request.
  10. The goal is to have updates available in this software as the technician begins to work on a ticket.

5)  Tips to Success

  1. Post a work request
  2. Call if it is urgent!
  3. Email for an update
  4. Contact the FAS department, not individuals 315-268-4000
  5. Plan projects well in advance
  6. Have an account number ready

Submitted by Adrienne Boswell, 3/14/2017