2017 Facilities Officers Conference
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1 2017 Facilities Officers Conference
2 BOR Policy Review Chapters 7 & 9 Working Group Chapter 9 Focus
3 BOR Policy Manual Rules and policies promulgated by the Board of Regents for the governance of USG and its member institutions 13 Sections and 334 subsections
4 BOR Policy Manual Sections Section 1 Officers of the Board Section 2 Institutional Governance Section 3 Academic Affairs Section 4 Student Affairs Section 5 Public Service Section 6 Research Section 7 Finance and Business Section 8 Personnel Section 9 Facilities Section 10 Information, Records and Publication Section 11 Information Technology (IT) Section 12 Miscellaneous Section 13 - Changes
5 Committee Composition Project initiated by Chancellor Wrigley Project led by USG Legal Affairs and Auditing Office 12 Institutions Vice Chancellors from all areas in manual represented USG Staff Institution Staff
6 Objectives of the Policy Review Reduce the size Eliminate conflicting, redundant and/or unnecessary provisions Combine policy sections, where necessary and increase efficiency of the manual Provide consistency in policy language and style Eliminate unnecessary reviews, approvals, and reports mandated by the manual Identify provisions of the manual that are better suited as procedures Ensure policies comply with applicable laws and regulations
7 Timeline for Policy Review Process Phase 1 (May 2017): Establish review process Phase 2 (September 2017): Identify sections that need revision; Collaborate with persons of interest on proposed edits to policies; Present recommended edits to USO Executive Vice Chancellors and Vice Chancellors Phase 3 (November 2017 March 2018): Working group to present proposed policy changes to the Board of Regents Track Committees
8 Engagement Process Sherea Frazer instrumental in leading the effort to solicit input Prioritization Exercise Established policies needing edits: High, Medium and Low Recommended Edits Engagement Team SubGroup C Campus Stakeholders Georgia Summitt Conference Facilities Officers Conference CBO s & Institutional Feedback Policy Owners Vice Chancellor & Board of Regents
9 Evaluation Is there an underlying need for the policy? If so, what is it? Could we better meet the underlying need through a procedure as opposed to a Board Policy? Is the policy out-of-date? Is the policy consistent with best practices? Does the policy address a risk or increase efficiency? Are there standards, rules, or regulations that should be cross-referenced? Who is the owner of this policy? What is the expected lifecycle of this policy and when should it be reviewed? Is the language used consistent with other policy sections?
10 War Room - USO-Rm 7014
11 Collaboration Room USO-Rm 7014 Each participant has enjoyed hours of policy review Free air and water provided
12 Institutional Feedback
13 Institutional Feedback
14 Policy Owner Feedback
15
16 Proposed Edit Types Chapter 9 started with 62 Sections/Subsections 1 - No Changes 2 Revised Sections 2 Relocated Sections to other chapters 3 Substantial Rewrite Pending Revisions from Policy Owner 8 Deleted Sections that were reserved or placeholders or too procedural 15 No changes/renumbered 31 Revised/Renumbered
17 Proposed Chapter Flow Chapter General Policy on Real Estate and Facilities 9.2 Strategic Capital Planning 9.3 Off Campus Instructional Sites 9.4 Capital Project Authorization, Procurement and Contracting 9.5 Facilities and Campus Grounds Development 9.6 PPV s 9.7 Real Property Ownership and Asset Management Use of BoR Property 9.9 Use of Property Not Owned by the BoR 9.10 Management and Operations
18 Proposed Section/Organization Edit Examples Before 9.4 Project Authorization Authorization by Board of Regents Annual Plan for Capital Implementation Emergency and Other prjects Outside the Annual Plan 9.5 Capital Program Procurement Project Delivery Professional Services Construction Services Furniture, Fixtures, and Equipment 9.6 Contracting Authority Contraction Authority Required Reporting Debarment After 9.4 Capital Program Authorization, Procurement and Contracting Project Authorization Project Delivery Methods Contracting Authority Furniture, Fixtures and Equipment Required Reporting Debarment
19 Parking Lot Questions for coordination with other Subgroups Standardization of Titles, ie chief facilities officer Definitions BoR Minutes Reference Last modified language Required report language Consistency across policy Language When to reference the State Construction Manual, Business Procedures Manual or Building Projects Procedures Manual
20 Next Steps Big Picture
21 Next Steps Short Term Review again with Policy Owners and Chief Facility Officer Finalize Draft Recommendations Coordinate with other Chapter Subgroups Present to Board of Regents to Finalize Recommendations Spring 2018
22 Thank you! - Q&A - Input, please Any additional thoughts,comments and or light bulb moments; send to Sherea.Frazer@usg.edu
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