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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:

• Manager, Facilities and Compliance - UNMC
• Manager, Facilities Planning - UNMC
• Executive Director of Campus Development and Real Estate, Code Official  - UNMC
• University Space Manager – University of Nebraska System; Facilities, Planning & Capital Projects

Additional information

• Contact Facilities Management & Planning, 402-559-5300
• See the FM&P website

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