Facilities Management/Planning: Difference between revisions

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width="20">[[Intellectual Property]]</td>
width="20">[[Intellectual Property]]</td>
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[[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Public Affairs]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [[Travel and Reimbursement]] | [[State Vehicles]] | [[Reproducing Copyrighted Materials]] | [[Bank Card Processing]] | [[Student Training Agreement]] | [[Volunteer]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Space Scheduling and Fundraising]] | [[Academic Personnel Records]] | [[Cellular Phone]] | [[Off-campus Graphic Design and Related Printing]] | [[Off-campus Photography]] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]] | [[Sensitive Equipment Tracking]] | [[International Visitors]] | [[Accounts Receivable Management]]
[[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Strategic Communications]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/policies/university-of-nebraska-travel-policy.pdf NU Travel Policy] | [[Travel Restrictions]] for Nebraska Medicine and UNMC | [https://fleetmanagement.unl.edu/policies NU Fleet Management Policies] | [[Reproducing Copyrighted Materials]] | [[Bank Card Processing]] | [[Student Training Agreement]] | [[Volunteer]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Space Scheduling and Fundraising]] | [[Academic Personnel Records]] | [[Cell Phone]] | [[Off-campus Graphic Design and Related Printing]] | [https://wiki.unmc.edu/index.php/Off-campus_Photography Off-campus Photography, Videography] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]] | [[Sensitive Equipment Tracking]] | [[International Visitors]] | [[Accounts Receivable Management]] | [[Regulations on the Use of University Facilities and Grounds]] | [[Tuition Remissions]] | [[Collections Management]] | [[Web Governance]] | [[Student Fee Administration]]
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<br /><br />
Policy No.: '''4000'''<br />
Policy No.: '''4000'''<br />
Effective Date: '''07/01/98'''<br />
Effective Date: '''07/01/98'''<br />
Revised Date: '''07/01/98'''<br />
Revised Date: '''DRAFT 10/25/23'''<br />
Reviewed Date: '''11/05/13'''
Reviewed Date:  
<br /><br />
<br /><br />
<big>'''Facilities Management & Planning Policy'''</big>
<big>'''Facilities Management & Planning Policy'''</big>
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== Basis for Facilities Management & Planning Policy ==
== Basis for Facilities Management & Planning Policy ==
To maintain compliance with federal, state and local and [http://www.nebraska.edu/ University of Nebraska] requirements involving construction, utilities, hazard exposure, energy conservation, etc., [http://info.unmc.edu/safety/facilities/ Facilities Management & Planning] (FM&P) is responsible for the planning, construction and maintenance of [http://www.unmc.edu/ University of Nebraska Medical Center] (UNMC) buildings and grounds, and utilities infrastructure. FM&P is the code authority for the University of Nebraska on our campus.
To maintain compliance with federal, state and local and [http://www.nebraska.edu/ University of Nebraska] requirements involving construction, utilities, hazard exposure, energy conservation, etc., [http://info.unmc.edu/safety/facilities/ Facilities Management & Planning] (FM&P) is responsible for the planning, construction and maintenance of [http://www.unmc.edu/ University of Nebraska Medical Center] (UNMC) buildings and grounds, and utilities infrastructure. FM&P is the code authority for the University of Nebraska on our campus.
== Building Repair and Maintenance ==
== Building Repair and Maintenance ==
Facilities Management & Planning shall maintain buildings and campus utility distribution systems. By definition, building repair and maintenance, in the broadest sense, encompass those items which are part of the original construction and are physically part of, and attached to, the permanent structure. It is not the intention of FM&P to secure, install or maintain any item or area which is occupied or used in conjunction with a department that is funded through a special agency.
Facilities Management & Planning shall maintain buildings and campus utility distribution systems. By definition, building repair and maintenance, in the broadest sense, encompass those items which are part of the original construction and are physically part of, and attached to, the permanent structure. It is not the intention of FM&P to secure, install or maintain any item or area which is owned or solely used in conjunction with a department function that is funded through a special agency or funding source. <br>


Utility interruptions or problems should be promptly reported to FM&P, so the cause of the interruption or problem can be determined and corrected.  
Utility interruptions or problems should be promptly reported to FM&P, so the cause of the interruption or problem can be determined and corrected.  
== Capital Improvement Projects, Construction Contracts and Bids ==
== Capital Improvement Projects, Construction Contracts and Bids ==
Capital improvement projects are defined as any remodeling, renovation, maintenance or construction work in which the project budget costs are over $10,000, unless project supervision or design services are required. If those services are required, construction work over $5,000 will be considered as capital improvement projects. The handling and processing of construction contracts and bids is the responsibility of Facilities Management & Planning.  
Capital improvement projects are defined as any remodeling, renovation, maintenance or construction work in which the project budget costs are over $5,000. The handling and processing of construction contracts and bids is the responsibility of Facilities Management & Planning. <br>


All items removed during demolition or remodeling which have a dollar value shall be disposed of in accordance with University procedures. By definition, valued goods, in the broadest sense, encompass those items which may or may not be inventoried, have a dollar value if sold on the local market and are to be disposed of and removed from the remodeling area. Examples include drapes, blinds and rods, cabinets, carpet, doors and frames, light fixtures, or ceiling tile and grids.  
All items removed during demolition or remodeling which have a dollar value shall be disposed of in accordance with University procedures. By definition, valued goods, in the broadest sense, encompass those items which may or may not be inventoried, have a dollar value if sold on the local market and are to be disposed of and removed from the remodeling area. Examples include drapes, blinds and rods, cabinets, carpet, doors and frames, light fixtures, or ceiling tile and grids.
== Work Conducted Within Building Systems ==  
== Work Conducted Within Building Systems ==  
All maintenance, construction, repair, installation or other similar work conducted above a ceiling, within a wall, under a floor covering, etc., shall be conducted by or coordinated through FM&P. This insures that all such work is conducted in compliance with applicable building codes, building standard practices, dust containment, procedures pertaining to asbestos and other hazardous materials, etc. It is recognized that other organizations may have a routine need to conduct such work. In this case, FM&P may authorize the organization to perform such work, provided the organization demonstrates the capacity to comply with the intent of this policy.  
All maintenance, construction, repair, installation or other similar work conducted above a ceiling, within a wall, under a floor covering, etc., shall be conducted by or coordinated through FM&P. This ensures that all such work is conducted in compliance with applicable building codes, building standard practices, dust containment, procedures pertaining to asbestos and other hazardous materials, etc. It is recognized that other organizations may have a routine need to conduct such work. In this case, FM&P may authorize the organization to perform such work, provided the organization demonstrates the capacity to comply with the intent of this policy.  
== Energy Management ==
== Energy Management ==
Facilities Management & Planning will manage the use of energy resources in a manner consistent with national energy conservation policies while providing full services necessary to accomplish the goals of UNMC.  
Facilities Management & Planning will manage the use of energy resources in a manner consistent with national energy conservation policies while providing full services necessary to accomplish the goals of UNMC.  
== Space Planning & Interior Decorating ==
== Space Planning and Furniture Requests ==
In order to maintain a consistent appearance on the campus, and to insure the University complies with all regulations (such as the [http://usdoj.gov/crt/ada/adahom1.htm Americans with Disabilities Act]), requests for the following must be reviewed and approved by Facilities Management & Planning:
In order to maintain a consistent appearance and quality on the campus, and to ensure the University complies with all regulations (including the [https://www.ada.gov/ Americans with Disabilities Act] and applicable building codes), requests for the following must be reviewed and approved by Facilities Management & Planning:
* Interior Decoration services
* Renovation and construction services
* Renovation services
* Furniture, either new or re-use
* Space Planning services
* Space planning and space assignment requests
* Signage, both external and internal
* Signage, both external and internal
*Change in use of any room type
Furniture and equipment must be procured through an FM&P-approved vendor to assure compliance with regulatory, warranty, and durability standards.<br>
FM&P uses Archibus work request system to manage requests related to above needs. Users may submit a Service Request to be assigned a resource to assist with above requests.<br>
Furniture, planning, and project costs are incurred by the college, institute, department or division assigned to the area.
==Workplace Guidelines==
Workplace Guidelines, as established by a representative Space Committee, are in place to ensure that, as an institution, we utilize physical resources effectively and equitably. These guidelines consider ergonomics, adaptability and flexibility, when appropriate, and sensitivity and privacy needs.<br>
New and renovated workplaces shall provide multiple, flexible work settings including adjustable-height work surfaces, collaboration and break-out spaces, and storage.
===Principles of Workplace Guidelines===
*Increase the use of open work areas and shared offices 
*Limit dedicated private office spaces 
*Incorporate collaboration spaces supported by robust technology and storage solutions
*Support in-person, hybrid, and remote work models
*Apply consistently across all UNMC/Nebraska Medicine locations
*Comply with accreditation requirements (i.e., GME, LCME)
*Phase implementation as new spaces are created and/or updated
== '''Maintenance of Building Drawings''' ==
It is the policy of the University of Nebraska System to document and maintain accurate building drawings.
# The Manager of Facilities Planning is responsible for the completion and maintenance of all building drawings, utilizing our space planning software, Archibus backgrounds as the drawings of record.
# Final As Built drawings are provided as part of the capital project closeout process, when applicable.
# 90 days after as built drawings are provided, updates are reflected in the Archibus background drawings.
# Quarterly reviews are held to review all submissions, discrepancies and the status of background updates for all completed and closed projects from the previous quarter.  All discrepancies and delays are escalated.
# The list of discrepancies and delays will be maintained until open items are resolved within the official Archibus background drawings.
The following staff will be accountable for these procedures:
* [mailto:jstenberg@nebraskamed.com Manager, Facilities and Compliance - UNMC]
* [mailto:lindsay.neemann@unmd.edu Manager, Facilities Planning - UNMC]
* [mailto:brspencer@nebraskamed.com Executive Director of Campus Development and Real Estate, Code Official  - UNMC]
* [mailto:jdohrman@nebraska.edu University Space Manager – University of Nebraska System; Facilities, Planning & Capital Projects]
==Additional information==
==Additional information==
*See the Facilities Management & Planning Procedure Manual
*Contact [mailto:lindsay.neemann@unmc.edu Facilities Management & Planning], 402-559-5300
*Contact Facilities Management & Planning  
*See the [https://www.unmc.edu/facilities/ FM&P website]
*See the [http://info.unmc.edu/safety/facilities/ FM&P website]
 
This page maintained by [mailto:dpanowic@unmc.edu dkp].
This page maintained by [mailto:mhurlocker@unmc.edu mh].

Latest revision as of 11:46, May 29, 2024

Human Resources   Safety/Security   Research Compliance   Compliance   Privacy/Information Security   Business Operations   Intellectual Property   Faculty


General Accounting | SBIR/STTR Program Participation | Supplemental Compensation Plan | Facilities Management/Planning | Purchasing | Strategic Communications | Facility Identification | Serving Alcoholic Beverages | NU Travel Policy | Travel Restrictions for Nebraska Medicine and UNMC | NU Fleet Management Policies | Reproducing Copyrighted Materials | Bank Card Processing | Student Training Agreement | Volunteer | Cash Handling | Fraud | Assigning Research Lab Space | Space Scheduling and Fundraising | Academic Personnel Records | Cell Phone | Off-campus Graphic Design and Related Printing | Off-campus Photography, Videography | Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space | Secondary Logos | Social Media | Sensitive Equipment Tracking | International Visitors | Accounts Receivable Management | Regulations on the Use of University Facilities and Grounds | Tuition Remissions | Collections Management | Web Governance | Student Fee Administration

Policy No.: 4000
Effective Date: 07/01/98
Revised Date: DRAFT 10/25/23
Reviewed Date:

Facilities Management & Planning Policy

Basis for Facilities Management & Planning Policy

To maintain compliance with federal, state and local and University of Nebraska requirements involving construction, utilities, hazard exposure, energy conservation, etc., Facilities Management & Planning (FM&P) is responsible for the planning, construction and maintenance of University of Nebraska Medical Center (UNMC) buildings and grounds, and utilities infrastructure. FM&P is the code authority for the University of Nebraska on our campus.

Building Repair and Maintenance

Facilities Management & Planning shall maintain buildings and campus utility distribution systems. By definition, building repair and maintenance, in the broadest sense, encompass those items which are part of the original construction and are physically part of, and attached to, the permanent structure. It is not the intention of FM&P to secure, install or maintain any item or area which is owned or solely used in conjunction with a department function that is funded through a special agency or funding source.

Utility interruptions or problems should be promptly reported to FM&P, so the cause of the interruption or problem can be determined and corrected.

Capital Improvement Projects, Construction Contracts and Bids

Capital improvement projects are defined as any remodeling, renovation, maintenance or construction work in which the project budget costs are over $5,000. The handling and processing of construction contracts and bids is the responsibility of Facilities Management & Planning.

All items removed during demolition or remodeling which have a dollar value shall be disposed of in accordance with University procedures. By definition, valued goods, in the broadest sense, encompass those items which may or may not be inventoried, have a dollar value if sold on the local market and are to be disposed of and removed from the remodeling area. Examples include drapes, blinds and rods, cabinets, carpet, doors and frames, light fixtures, or ceiling tile and grids.

Work Conducted Within Building Systems

All maintenance, construction, repair, installation or other similar work conducted above a ceiling, within a wall, under a floor covering, etc., shall be conducted by or coordinated through FM&P. This ensures that all such work is conducted in compliance with applicable building codes, building standard practices, dust containment, procedures pertaining to asbestos and other hazardous materials, etc. It is recognized that other organizations may have a routine need to conduct such work. In this case, FM&P may authorize the organization to perform such work, provided the organization demonstrates the capacity to comply with the intent of this policy.

Energy Management

Facilities Management & Planning will manage the use of energy resources in a manner consistent with national energy conservation policies while providing full services necessary to accomplish the goals of UNMC.

Space Planning and Furniture Requests

In order to maintain a consistent appearance and quality on the campus, and to ensure the University complies with all regulations (including the Americans with Disabilities Act and applicable building codes), requests for the following must be reviewed and approved by Facilities Management & Planning:

  • Renovation and construction services
  • Furniture, either new or re-use
  • Space planning and space assignment requests
  • Signage, both external and internal
  • Change in use of any room type

Furniture and equipment must be procured through an FM&P-approved vendor to assure compliance with regulatory, warranty, and durability standards.

FM&P uses Archibus work request system to manage requests related to above needs. Users may submit a Service Request to be assigned a resource to assist with above requests.

Furniture, planning, and project costs are incurred by the college, institute, department or division assigned to the area.

Workplace Guidelines

Workplace Guidelines, as established by a representative Space Committee, are in place to ensure that, as an institution, we utilize physical resources effectively and equitably. These guidelines consider ergonomics, adaptability and flexibility, when appropriate, and sensitivity and privacy needs.

New and renovated workplaces shall provide multiple, flexible work settings including adjustable-height work surfaces, collaboration and break-out spaces, and storage.

Principles of Workplace Guidelines

  • Increase the use of open work areas and shared offices 
  • Limit dedicated private office spaces 
  • Incorporate collaboration spaces supported by robust technology and storage solutions
  • Support in-person, hybrid, and remote work models
  • Apply consistently across all UNMC/Nebraska Medicine locations
  • Comply with accreditation requirements (i.e., GME, LCME)
  • Phase implementation as new spaces are created and/or updated

Maintenance of Building Drawings

It is the policy of the University of Nebraska System to document and maintain accurate building drawings.

  1. The Manager of Facilities Planning is responsible for the completion and maintenance of all building drawings, utilizing our space planning software, Archibus backgrounds as the drawings of record.
  2. Final As Built drawings are provided as part of the capital project closeout process, when applicable.
  3. 90 days after as built drawings are provided, updates are reflected in the Archibus background drawings.
  4. Quarterly reviews are held to review all submissions, discrepancies and the status of background updates for all completed and closed projects from the previous quarter.  All discrepancies and delays are escalated.
  5. The list of discrepancies and delays will be maintained until open items are resolved within the official Archibus background drawings.

The following staff will be accountable for these procedures:

Additional information

This page maintained by mh.