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Comprehensive Standard 3.11.3

The institution operates and maintains physical facilities, both on and off campus, that appropriately serve the needs of the institution’s educational programs, support services, and other mission-related activities. (Physical facilities)


√ CompliantNon-Compliant

Narrative

The University of Texas Medical Branch at Galveston (UTMB) provides for the orderly operation and maintenance of the institution’s physical facilities and assets. Responsibility for operations and maintenance is primarily shared by The University of Texas System (UT System), the Texas Higher Education Coordinating Board (THECB), the UTMB Office of Business Operations and Facilities (BOF), and UTMB’s Information Services.

The University of Texas System and Texas Higher Education Coordinating Board. The UT System Board of Regents and the THECB are responsible for guiding institutions in Texas. The statewide Capital Improvement Program (CIP) (1) consists of two documents—the Capital Improvement Plan and the Annual Capital Budget—that are required for all components of the UT System. In addition, the Capital Expenditure Plan, Campus Condition Index Deferred Maintenance Plan (MP2), and the Space Projection Model are required of all higher education institutions in Texas by the THECB. These documents are updated annually (2) (3) (4).

The UT System requires that all institutions provide in-depth analysis of capital expenditures included in the CIP in order to: (1) provide guidance to the institutions in the capital expenditure process, from project approval to project closure, and (2) provide UT System administration a uniform method for documenting the full capital expenditure lifecycle so that capital expenditure activity can be effectively communicated to the Board of Regents.

The CIP is a six-year projection of component and system-wide revenues and projects that will be funded from these revenues. Projects included in the CIP correspond to the highest priority funded needs identified in the long-range strategic planning process and institutional capital renewal plans.

The Annual Capital Budget is composed of major construction projects, renovation and repairs, equipment, IT infrastructure, and library and equipment purchases for the fiscal year at UT System component institutions. Projected cash flow requirements from all funding sources for new and ongoing projects are also included. Each institution must maintain a current written physical facilities master plan that provides for orderly development of their institution and relates it to other institutional planning efforts.

The THECB assists educational institutions in the efficient use of construction funds and the orderly development of physical plants to accommodate projected college student enrollments. All higher education institutions report data about students, faculty, facilities, deferred maintenance, new construction, and other related issues to THECB. Their Division of Finance and Resource Planning works with both academic and health related institutions to prepare a variety of facilities and student related reports that indicate the current state and needs of the institutions. Detailed reports are available at the THECB website (5).

UTMB Business Operations and Facilities
Business Operations and Facilities (BOF) is responsible for strategic facilities planning and reporting, design and construction of facilities and renovations, maintenance and utilities to support operations, and the supply chain serving the University (6). (See also 3.11.2 for health and safety services and programs, emergency management, and UTMB Police.) The BOF functions are led by the Vice President of Business Operations and Facilities. Among his responsibilities, he oversees the functions of Facilities Portfolio Management (planning and real estate), Property Management (maintenance), Auxiliary Enterprises, Facilities Design and Construction, and Sustainability, each of which is discussed in greater depth below.

BOF is responsible for master planning and project conception all the way to delivery of goods and services that are necessary to make the University run in an organized and efficient manner. The areas are managed through a series of goals and key performance indicators (KPIs) (7). The KPI’s were developed around priorities from each Executive Vice President and reflect the University’s current priorities.

Facilities Portfolio Management. The allocation of building space among programs and activities at UTMB is reviewed annually and recommendations for reassignments based on metrics and benchmarks are made to the Provost. Capital improvement funds may be used to remodel space in order to facilitate such reallocation. As oversight to UTMB space management, Facilities Portfolio Management completes an annual assessment of every department both in Galveston and in other UTMB locations (8). This is used in validating space data and allows departments to discuss growth plans. In addition, UTMB executive leadership has adopted a new Space Management Policy and has begun looking at space utilization to make the most of the space available (9).

The Master Facilities Plan 2010-2035 for UTMB reflects the mission and vision of the institution and was adopted by the executive leadership of UTMB. Strategic alignment of the University and its resources is critical to success of UTMB. The Master Facilities Plan was presented to the Board of Regents in 2010 and is guiding development of the institution (10). Facilities Portfolio Management is responsible for maintenance of the Master Facilities Plan and the design guidelines for the institution.

Priorities for both the CIP and the Facilities Master Plan are generated by Facilities Portfolio Management (11) with recommendations from stakeholders (including student comments in the annual student satisfaction survey), and approval from the UTMB executives, UT System offices, Board of Regents, and THECB. Facilities Portfolio Management assists the top University executives in the integration of UTMB facilities planning into UTMB’s strategic initiatives. In addition, Facilities Portfolio Management coordinates UTMB facilities planning with program and fiscal planning and fulfills the institutional planning requirements of the UT System and the THECB.

Facilities Portfolio Management also oversees and manages institutional wayfinding and signage (12). University signage is an information delivery system that assists in directing people to their desired destination. Wayfinding is the process of using spatial and environmental information to direct an individual’s way in the built environment and signage is the most common solution to wayfinding issues.

Facilities Portfolio Management utilizes Archibus, a computer-aided facilities management system, to manage the University’s space data. Tasks that are managed using Archibus include:
• Annual Space Survey
• Annual Space Analysis
• Annual Gap Analysis
• Maintenance of the facilities inventory data base
• Tracking of departmental and institutional vacant space
• Preparation of all UT System, state, and federal reporting regarding facilities

Property Services. UTMB Property Services is responsible for protecting and extending life of the facilities that support the mission and vision of UTMB (13). Property Services employs a proactive zone maintenance program that is designed to search out, report, and repair issues to minimize the impact to the customer. The intent is to maintain a presence in assigned work zones in order to quickly respond to the customer’s facility related issues. Property Services maintains and repairs the building envelope, mechanical, electrical, and plumbing systems, finishes, and landscape.

Property Services utilizes Maximo, a computerized maintenance management system (CMMS), to schedule, track, and record preventive and corrective maintenance for all facility fixed assets. The priority of new programs, maintenance routines, and repairs are evaluated based on their criticality and risk impediment to the facility and mission. The preventive maintenance is broken into two categories: type C, critical equipment that supports life and/or the prevention or passage of pathogens through water or air in the facilities, and type D, remaining equipment in the CMMS inventory. UTMB adopted the Joint Commission requirement for completion of preventive maintenance related to critical equipment: all type C critical equipment will be completed no less than 100% of the time and on time and Type D, all remaining equipment in the inventory, shall have a combined completion rate between 75% and 95% (14).

Capital renewal of facility assets is derived by conducting assessments of building conditions and prioritizing the need based on the criticality and risk associated with a potential loss of the asset. The assessment data is stored into the UT System-supported program Facilities Renewal Resource Model (FRRM) (15). The FRRM is a database and planning tool used to document the deferred maintenance backlog, system replacement costs, and to provide estimation of funds required to support capital renewal. The facility assessment consists of 12 categories: roof, building exteriors, elevator systems, HVAC equipment and controls, distribution systems, electrical equipment, plumbing fixtures, plumbing infrastructure, fire protection, fire detection, built-in specialties, and interior finishes.

Auxiliary Enterprises. Auxiliary Enterprises is responsible for parking, student housing, retail food services, the bookstore and gift shop, and the field house (16). Regular student satisfaction surveys are completed each year to maintain consistent and appropriate facilities for these uses. Auxiliary Enterprises responsibilities are extremely important to the student population and uses the student survey each year to guide improvements (17).

Parking: All full-time UTMB students may purchase a student parking permit that is valid from September 1 through August 31 of each year. These permits can be used in designated student spaces on a first-come/first-served basis. Students are also eligible to lease spaces in the surface lots and garages. UTMB provides designated parking spaces for those vehicles duly registered and properly identified as handicap parking, provided by law for those with disabilities (18).

Student Housing: Dormitories, apartments, and fraternities make up the housing stock under Auxiliary Enterprises (19). Regular preventative maintenance for each housing unit is critical to the success of student housing. A monthly schedule for each building is maintained by Auxiliary Enterprises and a general check of the building, interior and exterior, is also conducted. Any life safety or code-related deficiencies are corrected as needed.

Dormitory rooms accommodate one student per room in a two person suite that shares the same bathroom. They are air conditioned, furnished, and include built-in study desks and a refrigerator in each room. Other features of the dormitories include all utilities, laundry rooms with coin operated machines, quick access to the Alumni Field House, prompt maintenance, monthly pest control, and convenient walking distance to classes. Free cable television and Internet service are provided.

Food Service: Auxiliary Enterprises manages the vending at the University (20). The products include soda, snacks, frozen foods, and fresh foods. The Student Satisfaction Survey is a key component in understanding student needs and changing trends in food.

The Bookstore: The UTMB Bookstore was established in 1959. Its primary purpose is to provide medical books, medical instruments, and supplies to students and staff at the lowest possible price (21). A cash discount is not given at the time of purchase but a cash rebate is given once a year. In the past, this rebate has represented up to 20% cash refund to some students. Because the bookstore is in a mixed use facility (with the Library), these spaces are managed in part by the Property Management group and falls within their preventative maintenance oversight.

Alumni Field House: In 1968, the graduates and friends of UTMB contributed funds to establish the Alumni Field House. This recreational facility was designed for the students, staff, faculty and visiting alumni. A recent renovation has increased the size of the facility to over 49,000 square feet and transformed it into a state of the art fitness and wellness center (22).

Amenities of the athletic facility include: regulation basketball/volleyball courts; 25 meter heated pool with outside hot tub; two racquetball courts; expansive strength training area; 2,000 square foot aerobic/multipurpose room with hardwood floor and complete audio system; cardiovascular equipment including treadmills, upright and recumbent stationary bikes, and stair climbers; men’s and ladies locker/dressing room with individual steam rooms; multi-purpose areas for group and specialized training; and a health promotion/wellness program. Outdoor facilities include: two softball fields; seven tennis courts (three lighted); 4/10 of a mile walking/jogging track, and a volleyball court.

Design and Construction. The Design and Construction team at UTMB is responsible for all renovation and new construction work both at UTMB in Galveston and for UTMB facilities on the mainland (23). This team of project managers, construction managers, interior managers, and administrative staff supports the healthcare, research, and education missions of UTMB. It is accountable to all staff, patients, students, and visitors for design and construction that provides safe, functional and sustainable facilities.

The team's specific accountability to UTMB students focuses on the execution of tasks in three specific areas:

• Life Safety - Ensure that all facilities are designed and built in accordance with the most current codes and in compliance with applicable laws and best practices so that teaching and learning occur in a safe environment. This means exiting, fire protection, fire alarms, signage, materials and ventilation are correct and functional upon completion for occupancy by the students
• Function and Environment - Employ design consultants to capture the needs of the educators and students, and then develop design documents that embrace the latest proven technologies to enable and enhance the learning experience. Manage the contractor to build what is drawn to the highest possible standards of craftsmanship. The end facility must be environmentally sustainable, accessible, and functional for the students.
• Construction Management - Keep the students safe and informed during the construction process. Keep all activities off-stage or off-hours so as not to interfere with the students' classes, study, and other activities. Communicate progress, changes and information through the Student Council. Maintain safe egress, warning signage, accessibility, and protection measures to ensure the individual safety of all students during the construction process.

Sustainability Department. UTMB has had an active recycling program for more than twenty years. Recycling initiatives include standard office paper, cardboard, Styrofoam, plastics, aluminum, ferrous metals, brush, pallets, grease, toner cartridges, and e-waste (24). In FY 2013, total municipal solid waste averaged 223 tons per month, of which an average of 38.4% was recycled. UTMB’s Resource Conservation Initiative is number one in recycling among higher education entities in the State of Texas, and number six in the nation among higher education entities for paper recycling efforts (25).

UTMB’s Sustainability Department has paid close attention to the recycling opportunities available with the many demolition and construction activities at the University. Prior to demolition, the department works closely with entities transitioning from the areas to be demolished to capture all reusable or recyclable materials such as office supplies and equipment, paper, and furniture. With normal large demolition and construction projects managed by UTMB, additional containers were provided to capture the steel, concrete, and wood waste. All recycled material is designated to reduce the overall cost of UTMB’s waste management program, strengthen recycling initiatives, and provide sustainability outreach opportunities in the community. Larger projects, such as the new Jennie Sealy Hospital, are managed by the Office of Facilities Planning and Construction (OFPC) and the UT System. Recycled material salvaged by demolition and construction contractors with OFPC projects is part of the construction bid, and reduces the overall construction costs for the project.

Information Services
Information Services (IS) helps UTMB accomplish its academic, healthcare, and research missions by providing high quality information technology and related support services to faculty, staff, and students (26). IS provides support for all Clinical Information Systems (electronic medical records, registration/scheduling/billing, laboratory, radiology, pharmacy), Correctional Information Systems (electronic medical records, pharmacy, utilization review), Administrative Systems (enterprise resource planning, financial and human resources, payroll and timekeeping, budgeting, student information, student financial aid, legal, development), Enterprise Systems (imaging systems, Web-based file sharing, Web development, Web content management), and Research Systems (research administrative systems, clinical research support).

IS utilizes the annual student survey to improve and in some cases redesign its services. Questions related to IS services are directed to both Galveston-based and distance education students in separate and distinct sections. Results from each section is evaluated separately to formulate improvement plans.

Distance education support is provided directly to the students in the form of the service desk support available to all students at no cost, 24 hours a day, seven days a week. In addition, IS provides the licenses and support for Microsoft Lync, a unified communications software that provides for group chats, desktop sharing, audio conferencing, and video conferencing. This is provided at no additional cost to faculty, staff, and students. For other software used in distance education, IS coordinates with schools, individual faculty, and Academic Computing to provide the necessary infrastructure and support students need. The IS department's specific accountability to students includes:

• Personalized Technical Support – Telephone and email support is available through the UTMB Service Desk 24 hours a day, seven days a week for student use on any information technology subject. In addition, store front computer support for students is available at no additional cost Monday through Friday from 8:00 a.m. to 1:00 p.m. and 2:00 p.m. through 5:00 p.m.
• Student Information System Support – In cooperation with the registrar, IS supports the information systems used by students for such functions as admissions applications, registering for courses, monitoring degree program progress, and managing financial aid.
• Electronic Mail Support – IS provides students with email services on the institutional mail system. This includes sophisticated spam filtering and mobile device access. Students that graduate are also provided a lifetime UTMB email address and email access through a service provided by Microsoft.
• Web-based File Sharing – IS provides a system called iSpace with a product called Xythos. Students are provided storage space for their files or that they can use to collaborate with other students. • Wireless Access – IS provides support for wireless network access throughout the University. Coverage includes study areas, classrooms, public areas, research areas, and clinical areas.
• Internet Access – IS provides Internet access for all students via the wireless or wired University network. This includes firewall and intrusion detection systems.
• Remote Access Services – IS supports systems that allow secure access to UTMB’s network and systems from a remote location.

Sources
1. University of Texas System FY 2013-2018 Capital Improvement Program, February 14, 2013.
http://www.utsystem.edu/fpc/docs/CIP%20PDF/FY%202013-2018%20FULL%20CIP%20-%20February%202013.pdf

2. Texas Higher Education Coordinating Board, Capital Expenditure Plan , September 2012
http://www.thecb.state.tx.us/reports/PDF/2699.PDF?CFID=30996374&CFTOKEN=63262350

3. Texas Higher Education Coordinating Board, Campus Condition Index, Deferred Maintenance Plan (MP2), FY 2012-2016
http://www.thecb.state.tx.us/reports/pdf/2421.PDF

4. Texas Higher Education Coordinating Board, Space Projection Model, Fall 2012
http://www.thecb.state.tx.us/reports/pdf/2996.PDF

5. Texas Higher Education Coordinating Board Reports, Finance and Resource Planning
http://www.thecb.state.tx.us/index.cfm?objectid=B85D374F-E616-618E-A5545416B1195F76

6. University of Texas Medical Branch, Business Operations and Facilities
http://www.utmb.edu/bof/

7. Business Operations and Facilities Key Performance Indicators
http://www.utmb.edu/bof/performance.asp

8. Office of Facilities Portfolio Management
(http://www.utmb.edu/bof/facportfoliomgmt/)

9. Institutional Handbook of Operating Procedures, Section 2, Policy 2.7.2, Space Management
http://www.utmb.edu/policies_and_procedures/IHOP/General_Administration/IHOP%20-%2002.07.02%20%20Space%20Management.pdf

10. Master Facilities Plan, 2010-2035
http://www.utmb.edu/construction/docs/2010-2035%20UTMB%20Facilities%20Master%20Plan.pdf

11. Office of Facilities Portfolio Management
http://www.utmb.edu/bof/facportfoliomgmt/

12. Institutional Handbook of Operating Procedures, Section 2, Policy 2.7.1, Signage and Wayfinding Approval
http://www.utmb.edu/policies_and_procedures/IHOP/General_Administration/IHOP%20-%2002.07.01%20-%20Signage%20and%20Wayfinding%20Approval.pdf

13. Property Services
http://www.utmb.edu/bof/PropertyServices/Services.asp

14. Source? Is there a Joint Commission standards/requirements document?

15. Facilities Renewal Resource Model
http://www.utsystem.edu/fcp/design_renewal_model.htlm Dead Link

16. UTMB Auxiliary Enterprises
http://www.utmb.edu/AuxiliaryEnterprises/

17. UTMB Student Satisfaction Survey Results, Spring 2013.
http://intranet.utmb.edu/oie/assessment/sgasurvey2013.asp

18. Parking Facilities
http://www.utmb.edu/AuxiliaryEnterprises/ParkingFacilities/

19. Student Housing
http://www.utmb.edu/AuxiliaryEnterprises/Housing/default.asp

20. Vending Machines
http://www.utmb.edu/AuxiliaryEnterprises/VendingMachines/

21. Bookstore
http://www.utmb.edu/auxiliaryenterprises/Bookstore/#ad-image-0

22. Alumni Field House
http://www.utmb.edu/AuxiliaryEnterprises/AlumniFieldHouse/default.asp

23. Facilities Design and Construction
http://www.utmb.edu/bof/facdesignconst/

24. Sustainability Department
http://www.utmb.edu/bof/Utilities/Sustainability/default.asp

25. Resource Conservation Initiative
http://www.utmb.edu/Sustainability/Recycling2008/Supplies.asp

26. Information Services
http://www.utmb.edu/is/

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