WIXLIB

QUARTERLY BUSINESS OFFICERS MEETINGSEPTEMBER 2021

TODAY’S AGENDAI.Facilities Management Funding & Shop Rate Recovery Review– Jim HackmanII.License Plate Recognition System for Parking– Erin ShaneIII.Student Professional Liability Coverage – Emily RobnettIV.FEMA Funds Update– Debby Zumbach

Facilities Management FundingandShop Rate Recovery ReviewQuarterly Business Officer MeetingSeptember 16, 2021JIM HACKMAN, BUDGET OFFICER, FACILITIES MANAGEMENT

Who is Facilities Management?“Always There, Always the Best”Delivering Service:For General Education Fund Community: Daily services Custodial Building Maintenance and Operations LandscapeBuilding StewardshipFor UI Campus Community: Reliable and cost effective UtilitiesDesign and ConstructionFacilities Information SystemsFire and Life SafetyStudent Engagement OpportunitiesSustainabilityFlood PreparednessPartnership with Campus Planning“Providing a physical environmentthat promotes universityexcellence”Success/AchievementsFM Three Year PlanVoluntary BudgetReduction/RepositioningUtility P3Process and ImplementationStudent EngagementIntegration and AlignmentPartnershipsTransparency and collaborationCustomer SatisfactionFM Pivot and SwivelValue for the greater goodEmployee LongevitySustainabilityBuilding StewardshipMaintaining the youth of an aging portfolio

FM Funding Budget Oversight- General Education Fund Campus Operations- Oakdale Campus Operations- Campus Utility Enterprise- Campus Design and ConstructionEach with unique services, funding platforms and 100% recovery rate structures

GEF Campus Operations 43M BudgetBuilding Landscape Services FY22Budget by Customer 35M GEF CustomerFunding120 Buildings8.6M Gross Sq Ft1,400 AcresOakdale Campus3%Athletics3%Rec Services2%IMU2% 8M Non-GEF FundingAll Other (Parking,ITS, H&D, UIHC)7%GEF Customers83%GEF CustomersAthleticsRec ServicesAll Other (Parking, ITS, H&D, UIHC)Oakdale CampusIMUFY22 Budget/FY21 Actual

GEF Campus Operations(Closer Look at Funding by Service Function)Building MaintenanceOtherFunding16%Landscape ServicesGEF Other Funding 16M GEF FundingGEF FundingCustodial ServicesGEFFunding79%Other Funding 3M GEF FundingGEFFunding90%GEF FundingOther Funding 16M GEF FundingFY22 Budget/FY21 Actual

Oakdale Campus Operations 4.5M BudgetFunding Sources Include: 2.1M State Appropriations .3M Reimbursable Costs 2.1M GEF SubsidyBuildings Examples Include:State Hygienic LaboratoryInstitute for Rural & Environmental HealthOakdale Studio FacilityPhysiology Research LaboratoryOakdale Shops Building AInstitute for Rural & Environmental HealthOakdale Research FacilitiesFY22 Budget by Expense TypeLandscape Services7%Other1%18 Buildings210K Gross Sq Ft550 AcresCustodial Services10%BuildingMaintenance18%Utility BillingUtility Billing64%Building MaintenanceCustodial ServicesLandscape ServicesOtherFY22 Budget/FY21 Actual

Campus Utility Enterprise 101M BudgetMain & Oakdale Campus FY21 UtilityBudget by CustomerOakdale Operations3%Other Funding3%Athletics3%Housing and Dining5%General Fund43% 57M Non-GEF Funding 44M GEF CustomersHospital Related43%General FundHospital RelatedHousing and DiningOakdale OperationsAthleticsOther FundingFY22 Budget/FY21 Actual

Campus Utility Enterprise(Closer Look at Utility by Commodity Type)Main & Oakdale Campus FY21 UtilityUsage by CommodityUtility Systems- Main Campus 93M- Oakdale Campus 8M 40,000,000Big 3 Commodities 30,000,000 20,000,000 10,000,000-Chilled Water 37%Steam 28%Electric 28% -FY21 Actual

Campus Design & Construction( 2 Billion Spend in past 10 Years)Design & Construction Projects by Customer10 Year HistoryDeferred Maintenance2%State Appropriations4%FEMA / Insurance17%Athletics10%Housing & Dining12%College Dept Funds16%TTI / Building Renewal12%University Hospital14%Utility Enterprise13%FEMA / InsuranceHousing & DiningCollege Dept FundsAthleticsUniversity HospitalState AppropriationsUtility EnterpriseDeferred MaintenanceTTI / Building Renewal10 Year History

FM Shop Rate Recovery Review- Overview of Various Services/Shops with FM- Review of a Billable Rate Components- Annual Budget Cost Assumptions- Hourly Rate Calculations- FM Shop Example Views- FM Peer Example Reports

FM Service Units View(FY21 Budget)FM BuildingMaintenanceFM CentralMaintenanceFM LandscapeServicesFM CustodialServicesFM OakdaleServicesFM UtilityEnterpriseCabinetryDebris-Turf WorkHVAC-LightingUtility ContractCarpentryTree WorkTrash-Restrooms- MaintenancePlumbing-PowerSupportService ExamplesPainting-Controls- Shrubs-Concrete oryReportingServiceRemovalNumber of WorkOrders Annually16,800Number of Areas /ShopsNumber ofEmployeesShop OperatingExpenses 8,900---29,8001272644485315171393925522 BLS apital ProjectDesign &ConstructionEnvironmentalAll FM ServiceGroups1,2005 FM & UI OverheadSupport40046,519,000FM Design &Construction3,058,000 15,148,000 1,676,00013 1,415,000 4,956,000 6,710,000 43,316,000

Billable Rate Components(FY21 Budget)Salary Expense54%Fringe Benefits26%FM & UI Overhead15%15%Vehicle Leases1%General Expenses4%Total Dept ExpensesBillable Rate CostComponent %1%4%54%26%100%SalaryAdded to the overall rates are a flat surcharge of .65 per hour.This surcharge will accumulate approx. 425k annually or lessthan 1% of the total rate.BenefitsOverheadVehiclesGeneral

Closer View of Shop Expense Components(FY21 Budget Line Items)

Deeper Dive into the Shop Expense Components(FY21 Budget Line Items)SalaryMerit Direct(67% of Total Staff)Fringe BenefitsHealth & Dental InsuranceUnemployment InsuranceWorkers Comp & FICAVacation & Sick LeaveTIAA & IPERSLife InsuranceOverhead FunctionsAdmin and SafetyBLS SupportGIS/Space PlanningMaintenance StoresMisc FundsIT SupportAccounting SupportUI Admin SupportP&S SupportStudentsDept SupervisorsOther Salary Items:OvertimeStand ByShift DifferentialCell StipendGeneral ExpensesComputersEquipment AmortizationOffice and other suppliesTemp WagesPPE and MedicalEquipment and RepairTravelTelephoneUniformsMotor Vehicle LeasesVehicle expenses

FM & UI Overhead Components(Comprises 15% of Total Rate)FM Admin &SafetyFM BLSSupportFM Utility &FM GIS/SpaceEngineeringPlanningSupportGIS StaffUtilityDirectorUI AdminCapitalSupportUI SalariesCentralSupportFMMaintenanceStoresFM CentralMisc FundsInventoryAdminFM CentralExpensesFM ITManagerFMAccountingManagerUI SalariesCentralAdminSupportFM IT AdminFMAccountingAdminUI CentralHRUniversitySharedServicesUI lRecyclingCustodialTrainingUtility AdminSpot untingFM IT SupportFMAccountingSupportUI AdminSupportO/H Target (15 to 30 percent) - Service-based businesses where payroll is the primary cost involved in producing the product can have labor costs as high as 50 percent.Generally, payroll expenses that fall between 15 to 30 percent of gross revenue is the safe zone for most types of businesses. Source: smallbusiness.chron.com

Annual Budget Costs and AssumptionsReview StaffingConsiderationsReview DepartmentOperating CostsCompareForecasted Costs toHistorical DataFactor UpcomingDepartmental CostChangesDirect StaffDept General ExpensesDept General ExpensesCOLA Salary AdjustmentSupervision/ManagementVehicle LeasesChargeable Effort PercentFringe Rate AdjustmentStudent/TempsEquipment AmortizationOvertime & Stand By CostsSpace Change FundingOvertime & Stand By HoursOverhead AllocationsStudent/Temps HoursCost Savings Initiatives

Hourly Rate Calculation Method(Expenses/Charge Hours) Facility Infrastructure Surcharge Billable RateGeneral Expense and Vehicle forecasting for fiscal yearSalary/Benefits forecast and planningApply % of non-chargeable hours for discounting total employee hoursCalculate the average cost of salary/benefits for each classification (FM wide)FM Overhead – distribute across all shops by factor (hours, FTEs, or other)UI Overhead – distribute across all shops by factor or rule

FM Departmental Budget Example

Department GeneralExpense BudgetReview Historical SpendingAdjust for Spending Pattern ChangesAdjust for Vendor Pricing Changes

Department VehicleLease BudgetReview Current LeasesAdjust for Replacement LeasesAdjust for Leases Extension Options

Department SalaryExpense BudgetReview Current StaffingWorkforce Planning SessionsAdjust Staff for Operational ChangesAdjust Salary for COLA, Fringe Rates

Departmental Time Effort/Hours ForecastReview Historical Overtime CostsReview Historical Chargeable Time %Adjust Effort Calculations as needed

Department FM & UIOverhead BudgetsReview Staffing Salaries and BenefitsForecast Department Costs

Department FM & UIOverhead AllocationReview Overhead Allocation MethodsCalculate Overhead Department Costs

Department RateCalculation by Job ClassInput FM & UI Overhead AllocationsCalculate Equipment Amortization CostReview Final Rate CalculationsFinal Review with Management Teams

Department Rate Uploadto AiM (CMMS)Add FM Infrastructure Rate Surcharge ( .65)Calculate Blended Rate for “Same” Job ClassesReview Calculated Rates for VariancesSame Rates across campus, regardless ofCustomer Funding SourceRates used for Entire Fiscal Year

End of Year Fiscal Close ConsiderationsGEF customer funding must be closed out at fiscal year end.Utility funding unspent will be swept and used for various campus deferred maintenance assistance.Over/Under spend on GEF non-utility funding will roll over to the upcoming fiscal year and be the responsibility of FM. Example: Multiple large ticket building failures resulting in emergency repairs above and beyond annual funding levels. Additional labor and materials billedto General Fund work orders causing an overspend.All remaining Surplus or Deficit balances left in each individual FM departmental shop will default to the FM ShopRecovery Reserve. Example: Unforeseen vacancies within a shop will reduce billable hours and generate less revenue, thus not covering ample overhead components built inthe rates. The shop will then under recover and this loss will then be funded by FM reserves.

Facilities Management ReservesReserve FundDescriptionReserve BalanceReserve Balance Intended UseShop Recovery Reserve 3,401,000Business Continuity ReserveFacilities Infrastructure Updates (Old Laundry Replace)Warehouse Updates (IRA)Annual CMMS & Peer Consulting FeesSalvage/Scrap Revenue 595,000Small Equipment Re-investment FundOakdale Operations Reserve 132,000Business Continuity ReserveBalances as of FY21 Y/E

FM Peer Comparison Examples

Thank you!Facilities Management ReviewQuarterly Business Officer MeetingSeptember 16, 2021

License Plate Recognition onthe UIOWA CampusErin Shane, Associate Director, Parking &Transportation

What is License Plate Recognition (LPR)? LPR is technology that uses camerasand software to translate vehicle plateimages into a text. LPR systems are best practice forparking enforcement and management. Parking has been using LPR for 5 yearson the west campusParking and Transportation

You park yourcar on UIOWAcampusLPR ScansLicense PlateLicense PlateSent to DatabaseDatabase VerifiesLicense PlateABC 123Does Driver Have Permit /Did Driver Pay for Parking?Parking and TransportationYESTHANKYOU!NOCITATIONMAY BEISSUED

Why expand LPR?Operational EfficiencySustainability Approximately 18,000 permits issued oncampus (FY19) 15,000 Faculty / Staff Permits 3,300 student permits Reduce waste associated with expiredand returned permits Bi-annual and annual permit print anddistribute process Cash handling / audit / fulfillingresponsibilities for all permits Officer visual recollection of all permittypes (150 types) Cost reductions with no physical permitshelps keeps parking rates stableParking and TransportationImproved Data Data collected will aid in decision makingfor permit sales, permit types andefficient use of parking spacesCustomer Convenience No more permits! No more forgetting tohang your permit! No more call ins!