FACILITY PLANNING DEPARTMENT

Savannah State University

Self Study and Strategic Plan

Summary Worksheet 1: Basic Operations

Unit: Facility Planning Department

Leader: Mr. Alfred A. Lindsay, AIA, NCARB, Director

Mission Statement: Facility Planning is a professional support service to the administrators, faculty, staff and students of the institution with the department’s goal focused to support the academic program by providing new facilities that enhance and support the learning environment.

Guiding Principles:

1. Facility Planning coordinates the design and construction of buildings that supports the recruiting and retention initiatives of the institution.

2. Facility Planning produces a quality product in a timely manner as a result of a good work ethic that is responsive to faculty, staff and students.

3. Facility Planning will be a department that is familiar to the environment of the institution and to the Georgia Board of Regents.

4. Facility Planning must educate the facility users on the value of services received, especially on the intangible services such as quality documented drawings and good specifications.

Primary Clients:

1. Savannah State University Administrative Leadership

2. Savannah State University Students

3. Savannah State University Faculty

4. Savannah State University Staff

5. The University System of Georgia Board of Regents

6. The City of Savannah, Georgia

7. The Town of Thunderbolt, Georgia

8. Greater Chatham County and the immediate vicinity

Office Procedures Manual: The Facility Planning office procedures manual will be available beginning on June 30, 2000 and will be updated on a regular annual basis for both current and new practices. It is expected that this manual will reflect and direct the department’s current and future practices.

Basic Performance Indicators:

1. Ensure that all construction and renovation projects are on schedule 95% of the time and have each project monitored on a monthly basis.

2. Ensure that all construction and renovation projects are at or under budget 80% of the time at the completion of each project. The estimated 20% factor is that portion of the project that is outside the control of the campus community.

3. Ensure that all Minor Repair and Rehabilitation (MR & R) projects are completed by March 30 of each fiscal year. That will allow the institution to determine those funds that are available for use from April 1 through June 30 and the institution can use those unspent funds on other priority projects.

4. Meeting all Georgia State Board of Regents project schedules and deadlines 100% of the time.

University Initiative Responses:

1. SACS Issues – Facility Planning shall provide support services that will promote academic excellence.

2. Georgia Board of Regents Issues – Facility Planning shall provide support that will support a quality learning environment that will support its academic mission.

3. Strategic Planning Issues – Facility Planning shall strengthen institutional standards and improve quality through improved planning and problem solving.

4. Presidential Vision Issues – Facility Planning shall provide a quality educational, physical and social environment that supports learning.

Office of Facility Planning Department

Savannah State University

Self Study and Strategic Plan

Summary Worksheet 2: Unit Planning Objectives

Organizational Unit: Office of Facility Planning Department Goal # 1

Describe Goal: To coordinate the design and construction of buildings that support the recruiting and retention initiatives of the institution.

Action Steps:

1. The Department will develop a plan to enhance the physical campus environment.

2. The Department will prioritize importance of projects through the major capital request manual.

3. The Department will coordinate among architects and engineers the aggressive program.

Expected Outcome(s):

1. The Department expects to develop drawings in-house via applications from AutoCAD version 14.

2. The Department expects to complete the Savannah State University Campus Master Plan.

3. The Department expects to assist in the preparation of Capital Improvement Requests.

4. The Department expects to complete organizing the Facility Planning Office Area – The Facility Planning organization and office appearance will soon help provide leadership in coordinating architectural and engineering activities among professional design firms in a multi-state region as well as provide leadership in coordinating construction activities among general contractors.

5. The Department expects to complete of the Administrative Conference Room – Facility Planning will be responsible for providing leadership to coordinate the design and construction of this important space at Colston Administrative Building.

Effectiveness Measurement Techniques:

1. Completion in the amount of in-house projects such as the Administrative Conference Room.

2. Completion in the number of backlogged projects.

3. Completion of the Capital Improvement Requests.

Responsible Party: Alfred A. Lindsay Office Phone: 351-6779

E-mail: lindsaya@savstate.edu

Due Date (Expected Completion): To see results beginning in July 2000

Unit Leader Commitment: ______________________________ (date)

Supervisor Approval: ______________________________ (date)

Vice President Approval: ______________________________ (date)

Effectiveness Committee Review: ______________________________ (date)

FACILITY PLANNING DEPARTMENT

Savannah State University

Self Study and Strategic Plan

Summary Worksheet 2: Unit Planning Objectives

Organizational Unit: Office of Facility Planning Department Goal # 2

Describe Goal: To produce a quality product in a timely manner as a result of a good work ethic that is responsive to faculty, staff and students.

Action Steps:

1. The Department will maintain good lines of communication.

2. The Department will coordinate the production of work in a timely fashion and stick to an approved timetable of tasks.

3. The Department will maintain a high degree of professionalism.

Expected Outcome(s):

1. The Department expects to improve and increase communication via e-mail, interacts, fax, etc.

2. The Department expects to all work to be produced by AutoCAD version 14 software.

3. The Department expects to all documentation to be produced in a Microsoft environment.

4. The Department expects to increase involvement and contact time with students, faculty, and staff.

Effectiveness Measurement Techniques:

1. Completion in the installation of a fax machine and printer/plotter.

2. Completion in the number of approved timetables of tasks.

3. Completion of projects that have a high degree of professional quality.

Responsible Party: Alfred A. Lindsay Office Phone: 351-6779

E-mail: lindsaya@savstate.edu

Due Date (Expected Completion): To see results beginning in July 2000

Unit Leader Commitment: ______________________________ (date)

Supervisor Approval: ______________________________ (date)

Vice President Approval: ______________________________ (date)

Effectiveness Committee Review: ______________________________ (date)

FACILITY PLANNING DEPARTMENT

Savannah State University

Self Study and Strategic Plan

Summary Worksheet 2: Unit Planning Objectives

Organizational Unit: Office of Facility Planning Department Goal # 3

Describe Goal: To become familiar with the environment of the institution and to the Georgia Board of Regents policies and procedures.

Action Steps:

1. The Department will contain excellent professional credentials including educational backgrounds in architecture, interior design and historic preservation.

2. Through familiarity with both institutional environments, the Department will develop with higher qualified credentials through hands-on training, and continuing educational workshops.

Expected Outcome(s):

1. Efficiency of Cost – Through familiarity with both institutional environments, the Department expects to decrease average costs and the waste associated with corresponding between the institution and designers and builders.

2. Efficiency of Time – Through familiarity with both institutional environments, the Department expects to increase the turn around time between when a task is initiated and when that task is accomplished.

3. Customer Satisfaction – Through familiarity with both institutional environments, the Department expects to increase the level of personal attention that is expected from students, faculty and staff.

Effectiveness Measurement Techniques:

1. Completion of the Departmental tasks involving issues in architecture, interior design and historic preservation.

2. Completion of the familiarity with both institutional environments, the Department will develop with higher qualified credentials through hands-on training, and continuing educational workshops.

Responsible Party: Alfred A. Lindsay Office Phone: 351-6779

E-mail: lindsaya@savstate.edu

Due Date (Expected Completion): To see results beginning in July 2000

Unit Leader Commitment: ______________________________ (date)

Supervisor Approval: ______________________________ (date)

Vice President Approval: ______________________________ (date)

Effectiveness Committee Review: ______________________________ (date)

FACILITY PLANNING DEPARTMENT

Savannah State University

Self Study and Strategic Plan

Summary Worksheet 2: Unit Planning Objectives

Organizational Unit: Office of Facility Planning Department Goal # 4

Describe Goal: To inform and educate the facility users on the value of services received, especially on the intangible services such as quality-documented drawings and good specifications.

Action Steps:

1. The Department will hold semi-annual workshops to inform the university community.

2. The Department will educate the users on the process of design and construction.

3. The Department will inform the users on present and future project timetables.

Expected Outcome(s):

1. The Department expects to develop drawings in-house via applications from AutoCAD version 14.

2. The Department expects to create better awareness among users.

3. The Department expects to empower the user to become more proactive in the process.

4. The Department expects to hold public forums, which will result in a better-informed user.

5. The Department expects to hold forums on present and future project timetables, which will result in less heresy and misinformation.

Effectiveness Measurement Techniques:

1. Completion in the holding of semi-annual workshops to inform the campus community.

2. Completion in the production of a newsletter which will inform the campus community.

3. Completion in the production of a timetable contained within the newsletter.

Responsible Party: Alfred A. Lindsay Office Phone: 351-6779

E-mail: lindsaya@savstate.edu

Due Date (Expected Completion): To see results beginning in July 2000

Unit Leader Commitment: ______________________________ (date)

Supervisor Approval: ______________________________ (date)

Vice President Approval: ______________________________ (date)

Effectiveness Committee Review: ______________________________ (date)