A&F UPDATE - Winter 2021

Planon

On Feb. 16, Facilities Management and Development (FMD) launched Planon, a new integrated work management system that enables facility finance, maintenance operations and space teams to effectively and efficiently manage facilities throughout the entire building lifecycle.

Planon’s software solution replaces the functionality and work order requests formerly handled by FAMIS.

Campus community members can submit work requests to FMD ranging from maintenance items like fixing a leaky faucet to project requests like a room remodel. Due to its intuitive interface, customer’s will be able to check work status, see financial information and receive automated updates regarding work requests or projects.

Students, staff and faculty have access to Planon through their Cal Poly portals.

Additionally, Planon provides a space management module that will be the repository for all relevant space data such as flood plans, CAD drawings, space use and allocation.

For answers to frequently asked questions about Planon, you can visit https://afd.calpoly.edu/facilities/requests/planon. You can also contact the Facilities Management and Development Help Center with any questions at facilities-cbs@calpoly.edu.

Help A&F Focus Forward and Continue to Improve

This spring Administration and Finance is launching the next iteration of its annual customer satisfaction survey and will once again reach out to constituents for feedback on the division’s service over the past year. Responses will provide us valuable feedback needed for continuous improvement.

The new survey, Focus Forward, launches on April 7 and will help A&F leadership learn from customers’ experiences with each of the eight units in a way that shares client’s knowledge and experiences.

Open to all faculty, staff and students who have interacted with an A&F department, the survey will offer a chance to be heard and to be part of the continued efforts to improve all services on campus.

While every unit and department within A&F is represented in the survey, campus community members are only being asked to complete the sections that they have worked with and are relevant to them.

More information on the survey and how to participate will be available in the coming weeks. Visit the Focus Forward Survey

New Audit Committee Launches

Administration and Finance’s Audit and Consulting Services (ACS) was established February 2019 to provide independent and objective assurance and consulting services to protect, add value and strengthen management and oversight of the university and all affiliated entities (includes Cal Poly State University, Cal Poly Foundation, Cal Poly Corporation and Associated Students Inc.).

The mission of ACS is to act as a trusted advisor to management in the areas of governance, risk management and internal controls by providing risk-based and objective assurance, advice, and insight.

During the past year, ACS has been focused on developing an Audit Committee to provide and coordinate with external auditors’ oversight of the audit process, Cal Poly’s system of internal controls and compliance with laws and regulations. This nine-member committee includes: Cal Poly president, senior vice president Administration & Finance, vice president Student Affairs, provost and executive vice president Academic Affairs, vice president Information Technology, vice president Research, community representative, executive director Audit and Consulting Services and associate vice president Financial Services.

Committee responsibilities include:

• Review and approve the annual ACS Audit Plan, ensuring it addresses high-risk areas.
• Review ACS reports and responses, and monitor the corrections of findings andcompletion of recommendations.
• Approve the ACS Charter and other documents related to ACS activities in the university.
• Assure the effectiveness of the ACS function, including its organizational structure, adequacy of staffing and budget, performance relative to its annual plan; and ensure proper access to information as needed.
• Monitor and provide oversight of ACS activity not included within the ACS Audit.
• Plan (i.e. special investigations, investigations of fraud, etc.), ensuring that proper actions are taken.
• Consider the effectiveness of the university's control framework, including information technology security and control.
• Request, review and stay informed of the results of any special investigations.

Cal Poly is the first university within the CSU to have a university-wide Audit Committee.

The first official meeting was held Dec. 10. To learn more about Audit and Consulting Services click here.

Michele Winterfeldt receives CPPB certification

On Dec. 14, three years after starting the Certified Professional Public Buyer (CPPB) program, Procurement Specialist Michele Winterfeldt was informed that she had earned the Universal Public Procurement Certification.

Commonly understood to be the gold standard for public procurement officers, the certification program included classes on legal aspects, contract administration, and CPPB prep, from The Institute for Public Procurement as well as classes, webinars, and conference sessions through professional procurement organizations like National Association of Educational Procurement and California Association of Public Procurement Officials. The process concluded with a final exam.

“The classes and material gave me the framework and a holistic perspective on public procurement, which experience alone did not provide,” Winterfeldt said. “It was immediately relevant to my everyday work and filled in some of my knowledge gaps. I am a better procurement specialist today because of pursuing the CPPB certification. I am thankful for those who encouraged and supported me in pursuit of this certification. My hard work and investment paid off and it feels great to have achieved this goal.”

Sustainability to Launch Recycling Campaign

Energy, Utilities, and Sustainability is set to kick-off a new marketing campaign aimed at reducing the use of single-use beverage containers this spring.

The campaign, funded as part of a $225,000 grant that the university received from CalRecycle, will promote sustainability and specifically the reduction of single-use beverage containers.

During fall quarter three campaign concepts were developed and tested amongst students, faculty and staff. More than 250 campus community members responded with feedback and a campaign titled “Time Well Spent” was chosen for its simple yet effective messaging. The campaign will launch on Earth Day, April 19, 2021.

The goal is to raise awareness and emphasize that recycling is a simple, fast act anyone can take to lessen their impact on the environment.

A social media campaign with produced communications materials including graphics and posters has been created and will be used in line with a “Time Well Spent” contest. Both efforts are designed to connect with students, faculty and staff to educate as well as motivate them to reduce and recycle.

Sustainability will also cohost events and presentations during Open House and SLO Days. They plan on growing their reach across campus by strengthening partnerships with environmental groups and clubs. And they will start recruiting students to serve as Recycling Education Ambassadors.