Shop TalkFacilities Management

August 2016Creating Tomorrow’s Duke TodayDuke University

Message from the VPFacilities Management has the reputation of using some of

the latest technologies for operations, engineering and plan-ning purposes. Other schools often look to us as an example of how to use software programs to help our staff make informed decisions that benefit students, faculty and staff.

FMD employees have access to 3D building models, build-ing information modeling (BIM), building floor plans, utility data, tree data, and aerial photography from their computers. Recently the drawing review team began using Bluebeam, a software program that allows project reviewers to mark up plans, collaborate, and share documents on line.

Other examples of FMD’s use of technology include the use of iPads in the field and EAM software which has made Facility Operations more efficient. Our building control systems, which controls the air flow and temperature in buildings across cam-pus, has resulted in significant cost and energy savings.

However, while we have leading technology for operations, planning, design and engineering, we have lagged behind when it comes to document management. The filing system on the G: drive is cumbersome and inconsistent, making it hard to find a document. Over the past year we have worked to have a state-of-the-art system for document management.

This summer our IT and planning staff is working to improve our document management system, by implement-ing a software called Meridian. This software can manage all documents including drawings, project management docu-ments, and maintenance manuals, just to name a few. It can categorize, search and retrieve documents using metadata and will save time by allowing us to be more transparent, to find documents faster, and it will save space by reducing the need for hard copies of manuals and plans.

Keeping up with technology is a challenge, and I am grate-ful for the work underway to improve our document manage-ment system. Having the best available tools at our fingertips creates a more efficient department and secures our reputation as a leader among our peers.

John J NoonanVice President for Facilities

UNIVERSITY ENVIRONMENTAL SERVICES UPDATE

University Environmental Services has worked diligently to prepare for the complete opening of West Campus Union. Once the semester begins, 10,000 visitors are expected to enter the building on a daily basis. To prepare for this, UEVS has done the following this summer:• Determined the number of employees needed to service

and manage this building, which will be open 24/7. The work included meeting with several stakeholders to determine areas that UEVS would be responsible for servicing. For example, Dining Services employees are responsible for keeping the table tops wiped down and UEVS is responsible for cleaning the floors.

• Purchased custom interior/exterior floor mats for each entrance. Each custom cut mat has the ability to significantly reduce the amount of debris from shoes.

• Created a new vendor managed inventory program and partnered with Grainger to deliver/stock with just-in-time delivery. The goal is to have supply closets strategically located across campus, with the first located in West Campus Union. Grainger will employ smart delivery to the closets. For example, the amount of paper products needed in the West Campus Union is greater during the school year than it is in the summer, and greater still on during special events like Homecoming, which draws visitors to campus.

West Campus Union is only the first of many new or renovated buildings which will need care and attention from UEVS. The Wallace Wade Football Tower, Scott Pavilion, and Cameron Indoor will also experience high traffic on game-days. UEVS will prepare for these new spaces with the same methodical process as it has for West Campus Union, which will ensure that visitors to these buildings enjoy the spaces for years to come.

Facilities Management, 114 S. Buchanan Blvd., Box 90144, Durham, NC 27708 919-660-4222

Two of the 13 new eateries in West Campus Union

Shop Talk August 2016

TREE MANAGEMENT UPDATE When the Student Health and Wellness Center opens its doors in January 2017, it will feature white oak paneling in the lobby, pharmacy, and on the built-in desks made from trees that came from the site.

While the Student Health and Wellness Center will be one of the most visible examples of Facilities Management’s Tree Policy, it is only a small portion of the work that is done by Landscape Services and Project Management to manage trees on campus.

The primary focus has been the tree inventory, which began in 2011 when two Duke graduate students partnered with FMD to work on a pilot project. Using a computer program created by the U.S. Forest Service, the students began to document the exact location of individual trees, as well as the species, circumference, and condition. The project grew into a multi-year project, and to date over 14,700 trees

have been included in the tree inventory.

Inventoried trees are inspected every three years to assess structural integrity. Limbs and trunks are inspected for decay, and large trees in heavily used area are subject to high-tech inspections such as using sonar technology to create an image of the interior of the tree to detect decay or a hollow trunk.

In addition to the inventory and inspection, Landscape Services adheres to wood use guidelines which address what happens to the wood from trees that are removed from campus. A plan is created that spells out how the wood from removed trees will be used.

The pond is the best example of the wood policy to date: all of the lumber used to make the bridge and decking, and even the lumber to make the concrete forms, was made from trees removed from the site. Trees have also been sold for pulp and the proceeds donated to Duke Forest, to the Museum of Life and Science for its new Hideaway Woods Exhibit, and turned into mulch and used across campus.

Fun Fact:Duke was invited to play in its second Rose Bowl in four years at the end of November in 1941. Pearl Harbor was attacked two weeks lat-er. It was feared that Pasadena would be bombed so Duke offered to host the game rather than have it canceled. The offer was accepted, and Duke had to get ready in just eighteen days. The game took place

Fun Fact: The Knight House, built in 1966, was designed by architect Alden B. Dow. Dow studied engineering at the University of Michigan in preparation to enter his father’s company, Dow Chemical, but after 3 years he transfered to Columbia University to study archi-tecture. He also studied with Frank Lloyd Wright before opening up his own design firm. The Knight House, located off campus on Pinecrest Road, is the only residence designed by Dow in North Carolina. The building was home to three Duke Presidents: Doug Knight, Terry Sanford, and Nan Keohane. It has recently been renovated and serves as the home for the Chancellor of the Health System Gene Washington.

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Over the next two years almost 1,100 trees will be planted as part of major construction projects. Trees are also planted as part of the Tree Campus USA program, sponsored by the Arbor Day Foundation. Once the current wave of construction is complete, the tree inventory will consist of approximately 15,200 trees.

Facilities Management is charged with “preserving and strengthening the identity of Duke campus as a community within a forest”. The inventory, inspections, wood use guide-lines, and tree planting plans all help Duke remain a ‘University in the Forest’ now and into the future.

MARINE LAB BUILDING WINS ARCHITECTURE AWARD The Orrin Pilkey Marine Science and Conservation Genetics Center at the Duke Marine Lab has won the 2016 Design Award of Merit from the Society of American Registered Architects/New York Council. Designed to the highest environmental and sustainable standards, it incorporates design solutions to address hurricane force winds, sea level rise, and storm surge concerns. The teaching, common areas and offices are on the first floor and the lab space is on the second floor, in order to protect the research that takes place in the building from water damage. The building opened in 2014 and is LEED Gold Certified.

The diameter of a tree trunk is one piece of data collected by interns

Red Oak to be turned into paneling for Student Health and Wellness pharmacy

The pier was made from lumber that came from trees removed to make way for the pond.

Crown Plaza, adjacent to West Campus Union features huge trees which were placed in the quad with a crane.

Shop Talk August 2016

SUMMER INTERNS STAY BUSY

Last Spring John Noonan and the Director of Career & Technical Education for the Durham Public Schools met to discuss forming a partnership so that high school students gain exposure to the type of work our department does. As a result, FMD hosted two high school interns who shadow-ing FMD staff and learned about our department. In total we had nine interns:Hanadee Abu-Zayed is a rising senior at East Carolina University, majoring in Biomedical Engineering. She worked for Utilities and Engineering on many projects including a training program for FMD employees and also worked with EAM software and ArcMap. Ian Christine is a rising junior at the University of South Carolina majoring in mechanical engineering. This summer he updated the graphics of the Struxure Ware system, audited HVAC systems, and updated exterior arcflash labels across campus.Everette Hale is a rising junior at Southern School of Energy and Sustainability. He worked with Project Managers Bill McCraw and Floyd Williams, learning about the construction process at Duke, as well as how Duke uses GIS mapping for decision making and record keeping.David Huff is a rising sophomore at Virginia Tech and an undecided engineering major. This is his second summer working at FMD. He completed the panel schedules that he started last year and also applied arc flash labels on dis-connects on roofs across campus. He also cleaned up the autocad drawings of the West Campus Steam Plant.Jim Knowles is a rising senior at Xavier University. He worked with Business Services on a number of projects in-cluding Buy@Duke purchasing, a number of fiscal year-end preparation reports, AED installation cost projections, and reporting in EAM. Anthony Palumbo is a rising sophomore at Wake Forest University. He worked in Human Resources, learning how HR supports FMD operations, as well as learning about how Union contracts are managed.LaShaun Ruffin is a rising junior at Southern School of Energy and Sustainability. After high school he plans to study Survey Engineering. He worked in the Structural Trades shop, helping with repairs and work orders around campus while learning more about carpentry, masonry, glazing and painting. Sean Saunders is a rising sophomore at NCSU majoring in Mechanical Engineering. He worked with OPM preparing their new computer system as well as the installation of gender neutral bathrooms.AJ Sconzo is a rising sophomore at UNC Wilmington. He worked with Business Services on many projects including Buy@Duke purchasing, EAM reporting, OPM purchasing reports, AED installation cost projections, and data collection for benchmarking.

CONGRATULATIONS TO THE JULY EMPLOYEES OF THE MONTH

Steven Caldwell, UEVS Operations Manager, 1 year of service. Steven took the lead and made sure all the employees working in West Campus Union (supervisors, utility workers, housekeepers and temps) were trained on how to clean this new building, using HDRL’s training room. He also trained employees on how to use the new equipment purchased for the building.

Hector Hernandez, Project Manager, 1 year of service. Hector has been commended by our clients for being very attentive and customer focused. He has worked on renovation projects for Arts & Sciences at the Soc/Psych Building, and is currently managing the Telcom Building renovation. Hector does a great job representing the Office of Project Management. He has also been praised by his coworkers for cleaning the refrigerator in Smith Warehouse!

Yancey Leonard, Maintenance Coordinator, 6 years of service. Yancey started his new role as Maintenance Coordinator on April 1st. He recently led the Utility Shop through a diverse and lengthy shutdown of the West Campus steam distribution system. His attention to detail in planning and preparation safely guided our contractors and utility shop mechanics through a very productive maintenance shutdown.

Andy O’Shea, Master Carpenter, 21 years of service. Andy is a true craftsman, and our customers have been delighted with the work he has done this summer. After ordering and returning doors that were not up to par, he built custom doors for Cameron Indoor Stadium and Old Chem. He also built his second harvest table out of reclaimed lumber for Giles Residence Hall. In addition, he was a great mentor to the summer intern.

Logan Talbert, Grounds Equipment Operator, Sr. Logan has demonstrated great enthusiasm and initiative in completing assignments, especially landscape projects. He works very hard to complete work in a timely and efficient manner. He can operate almost any equipment and is a valuable asset to our team. 3

Summer interns treated to East Campus tunnel tour with Mike Snyder.

Shop Talk August 2016

Safety ZoneHEARING ASSESSMENT CONDUCTED On July 20th, a representative from Honeywell visited Facilities Management to demonstrate hearing assessment software, and to check employees for properly inserting and wearing ear plugs. The software evaluates whether a person’s ear plugs are adequately protecting them by measuring the decibel (dB) level of protection they are receiving. Ten employees participated in this exercise. The results were as follows: 1) the majority of the employees are using an ear plug that is not the best fit for their ear canal, and 2) most employees needed to be retested to determine the effectiveness of the ear plugs after properly inserting the plugs a second time. As a result, we are looking into stocking a larger variety of ear plugs (i.e. different sizes and types). Thanks to Erica King for coordinating and set up. The results will be presented to the Safety Steering Committee at their quarterly meeting in August. FALL PROTECTION DEMONSTRATION

After a two year hiatus, Facilities Management offered a fall protection demonstration in July. Three training and demonstration sessions were held at Smith Warehouse and at the West Campus Steam Plant. Over sixty employees attended the sessions. The reaction and feedback has been 100% positive: our employees like and appreciate this kind of hands-on and visual training. The humorous part of the morning sessions was explaining to passers-by that the mannequin on the back of the truck was not a real person and that it was a harness and lanyard he was wearing for fall protection. It is a very realistic demonstration!

SUMMER PROJECT UPDATES

Summer is the busiest time of the year for OPM. In addition to the large, multi-year projects like the new Wallace Wade Football Tower with looming deadlines, there are many projects which must be completed between May commencement and fall move-in. This summer’s projects include:

The portion of Abele Quad surrounded by academic buildings (from the Chapel Circle to the steps leading to Davison) is being renovated. The work consists of crowning the quad to improve drainage, replacing the irrigation, installing a new storm drainage system, repairing and replacing the blue stone sidewalk on the east side, and replacing the landscaping.

Penn Pavilion is being converted from a dining facility to an events pavilion. The project includes the removal of the dining room and servery, the addition of movable partitions, and the creation of an entry lobby.

Giles Residence Hall, built in 1927, is receiving updated interior finishes including new lighting in all rooms, new plumbing, bath-room updates including new tile work, ADA upgrades, and the creation of a first floor common area.

Wannamaker Residence Hall was constructed in 1958 and ex-panded in 1992. The interior finishes, walls, ceilings, and floors are being refreshed, bathrooms renovated, and kitchens and common rooms improved to better serve the House Model.

The Bryan Student Center is being renovated to better serve the student groups in the building. The Center for Multicultural Affairs (CMA) is expanding to include Latino and Asian Students. To make room for the expansion, Fraternity and Sorority Life has been moved to a new office on the intermediate level in the former Duke University Union (DUU) space. The business offices for student groups will move into offices in the renovated Von Canon space on the lower level. This will provide space on the interme-diate level for DUU and “the Source” computer area for student groups. The project also includes new furniture.

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Our Mission: To be stewards of Duke University by provid-ing excellence in planning, design, construction, cleanliness, op-erations and maintenance for facilities, grounds and utilities in a customer-focused, efficient and sustainable manner.

Well done! FMD’s DART rate continues to be well below the goal of 4 Days Away Restricted Time.

The sidewalk on Abele Quad is being rebuilt. The flagstones are removed, a concrete sidewalk con-structed, and the flag stones placed back in their original location, but now on top of a stable base.