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Annual Plan 2021

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Annual Plan 2021 ESTATES AND INFRASTRUCTURE Redefining the Student Experience in the “New Normal” ANNUAL PLAN 2021 CONTENT Messages from the: Deputy Vice Chancellor Regional Campuses, Estates & Infrastructure 2 Key Stakeholders Vice-Chancellor and President 3 Acting Deputy Vice-Chancellor Education 4 Our Students 5 Executive Director Finance 6 Director of Risk And Assurance 7 External Stakeholders 8 Who are We? 12 Organizational Structure 13 The University of the South Pacific 14 Vision and Mission 14 Estates & Infrastructure 14 Vision and Mission 14 USP Estates & Infrastructure Management in the Pacific 15 Key Challenges 16 Role of Technology 19 Annual Planning 20 Estates & Infrastructure Strategic Plan Initiatives for 2021 21 Priority Area 1 – Education 21 Priority Area 2 – Research, Innovation and Internationalization 22 Priority Area 3 – Regional Campuses 22 Priority Area 4 – International and Regional Cooperation 23 Priority Area 5 – Governance and Intelligent Use of Resources 23 Estates & Infrastructure Management Initiatives for 2021 24 Engage Our Services at the E & I Operations Centre 25 Additional Operations Centre Contact Information 26 Service Level Expectations for Operations Centre Services 27 Building Trades - Cyclic/Planned/Preventative Maintenance Services 28 Service Level Expectations for Building Trades 29 Preventative Maintenance Schedule 2021 30 Service Level Expectations for Building Services - Service Repair 32 Building Services - Cyclic/Planned/Preventative Maintenance Services 32 Building Services - Preventative Maintenance Schedule 2021 33 Grounds Waste Management and External Infrastructure Scheduled Services 35 Facilities Management Services: 38 Commercial Operation 43 Strategic Assets and Planning Services 44 Design Services 47 Project Management Services 50 OHS, Environment and DISMAC Operations 53 ESTATES AND INFRASTRUCTURE Essential Services A/C, Water Pumping Stations and Generators - Repair 62 Essential Services - Cyclic/Planned/Preventative Maintenance Services 62 Finance and Administration 64 Initiatives Towards Redefining the Student Experience in the “New Normal” 67 Appendix 79 Appendix 1—Budget Summary 80 Appendix 2—OHS Training Plan 2021 88 Appendix 3— Standard Guidance For NFA Certification 90 Appendix 4—E&I Social Club Calendar 2021 91 Appendix 5—E&I Annual Plan Workshop 2021 94 Appendix 6—Agenda 95 ANNUAL PLAN 2021 | 1 Message from The Deputy Vice Chancellor Regional Campuses, Estates & Infrastructure Work together, start the day together, be ahead of things, and keep the momentum going. Our performance has been recognized at the highest levels, but we need to carry on the hard work despite the resource constraints from the COVID-19 restrictions on financing and recruitment of staff. Some of these things are out of the University’s control, but your hard work is not going unrecognized. Continuity is very very important and having a plan is important for continuity. The plan is important to guide us throughout the year, especially when circumstances change what is achievable for the year. If you want an example of why continuity is important, you just have to look at the year 2020 and the disruptions brought about by the COVID-19 Pandemic. While COVID-19 might have brought its own set of unique challenges, the University was not free of challenges even before the pandemic. Internal and external challenges always existed. If you don’t have a plan, these challenges can overwhelm you and cause to you to be lost. Don’t leave things to the last minute. You might end up combining all the challenges and become demotivated. Leaving things to the last minutes can cause you unnecessary stress. Its not easy to be recognized as a section by the highest officer of the University (VCP), so having such positive feedback coming from the VCP is very encouraging and positive for you. But you should not worry about what is not available, you must continue to do your part to be ready, to be prepared to act, when things turn positive later on. Catching up with deferred maintenance, continuing your planned preventative plans, and not being satisfied but always pushing to do better and more should be your focus. Be positive and strive to do better. Self improving, reviewing and comparing against our colleagues and trying to do better. Never be satisfied with what you have done, look forward to more work and improving on your successes. ESTATES AND INFRASTRUCTURE Improving your potential and developing your skills and training is not only beneficial for you professionally but also benefits USP. You are in demand, not only at USP, but in the industry. Keep up your personal value and USP will continue to look after you for the foreseeable future. Be happy and try to create a happy workplace for your colleagues. All the very best for the year, I look forward to working with you all to make 2021 another great year for USP. I wish to thank our customers and partners that joined us in the preparation of this annual plan. With theses statement, I hereby endorse this document as Annual Plan for Estates & Infrastructure 2021. Dr. Giulio Masasso Tu’ikolongahau Pāunga ANNUAL PLAN 2021 | 2 Message From Key Stakeholders Message from The Vice-Chancellor & President The COVID-19 Pandemic has forced all higher education providers globally to re- imagine themselves and adapt to the new normal. USP’s reorganization and financial measures are contributing towards the cost- control measures which have so far been a success. However, the impacts of COVID-19 will leave a long trail, through 2021 and possibly into 2022. We have to start planning and preparing for these challenges now. Despite the very challenging financial situation, I have been very encouraged that E & I has always been prepared and ready to implement its maintenance and capital works programs at a moment’s notice. The University Council has prioritised the safety and maintenance of its campuses as a direct result of the team efforts that have justified the need to prioritise and maintain the investment in the campuses. Being student-focused is still the number one priority for every staff of the University. You are all encouraged to take on additional responsibility and ownership to prepare the University for the challenges of 2021. Being frugal is the main message everyone needs to keep in mind, to preserve the financial position of USP and prepare it for the challenges that are still yet to be fully realised from the COVID-19 Pandemic. I thank you all for the usual and continued support. It brings me great pleasure to see the section proactively prepare and plan for 2021, and I look forward to working with you all in the new year as we shape Pacific futures. ESTATES AND INFRASTRUCTURE Professor Pal Ahluwalia ANNUAL PLAN 2021 | 3 Message From Acting Deputy Vice-Chancellor Education The focus is on our students, and our existence depends on our students. We need to maintain the quality of our delivery to our students. We want to project and maintain that profile to all our students in the region that their first choice should be USP. There are three measures of Quality, Quality of Teaching, Learning Environment and Graduate Attribute. When students come to our campuses, they should have an international standard environment that supports their learning. The estates and infrastructure section is an important section that supports the students learning environment. The very first impression our students should have when coming to USP should be that this is a very beautiful and conducive place to study and learn. I look forward to working with you all to ensure that our students have the best experience at USP. Professor Jito Vanualailai ESTATES AND INFRASTRUCTURE ANNUAL PLAN 2021 | 4 Message From Our Students The norm of this annual planning workshop for E & I has proven to be efficient and effective and it shows that the department is committed to achieving its priority areas, its vision and mission and the Strategic Planning of USP. E & I has played a lead role with its OHS team in securing, mitigating and providing strategic advise to the University in these trying times. Our facilities are not excellent, they are not yet state of the art, they still need improvement but they are adequate. To be the premier institute of the pacific, our facilities still need upgrades and improvements. Equity of students services and improving those, means the regional campuses need to have or have access to the same quality of services and facilities that are available at Laucala. There is a lot of work that needs to be done particularly at some of the regional campuses in terms of access to quality services and facilities. E & I supports the students by providing better facilities, providing design advice and concepts together with a thrilling environment that overall supports the students daily academic life on campuses across the region. Don’t forget the little things, remember to keep your promises, work as a team to achieve the section’s initiatives. A key strategy that has been working well between students and E & I is the monthly face to face meetings which has resulted in effectively resolving student issues or providing quality feedback to students. That is the type of service, type of responses, the type of people, the students expect from E & I and the University as a whole. The meetings have helped us with finding a common ground and it facilitates better collaboration and communication to resolve issues important to students. E & I’s participation in the student body monthly meetings is also assisting in training the future generation of leaders for the Pacific. The monthly meetings are a practical experience for our elected student body leaders where they get the chance to participate in the processes and discussions for making decisions and collaborating with others to pursue student matters. ESTATES AND INFRASTRUCTURE We need to move the University to excellence, and while COVID-19 might have delayed things a bit, E & I is a key player, like the foundation of the building, it is one of the important section of the University.
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