Xavier University

Office of Physical Plant
THE BUSINESS ISSUE
The Office of Physical Plant has responsibility to manage, operate, maintain and upgrade 2.4 million square feet in 55 buildings with limited staff and budget.  
CHALLENGES:
  1. Loss of productivity due to lack of organization:  Large format building plans were difficult to find and had inadequate digital backup all of which caused frustration and lead to mistakes in the field.
  2. Lack of consistency, standardization & limited availability of internal staff:  Multiple internal office staff were tasked with scanning & performing data entry of all project drawings.  As a result, scanning & data entry lacked consistency and documents were still difficult to find.  Due to the rapid expansion of campus, the staff lacked the time necessary to advance the digitization of drawings & data entry.
GENERAL SOLUTIONS:
JL Associates was consulted for potential services.  It was determined our proposed solutions could best provide Xavier with a straightforward, integrated, cost-effective approach that would bring consistent and accurate results, preserve critical information, properly organize all documents for easy retrieval, provide digital backups, meet regulatory requirements, and optimize office space.  

What began as a project to only address large format drawings (Phase 1), evolved into additional value added services & phases being discussed with Physical Plant management for later implementation.
Back to Top
PHASE 1 - LARGE FORMAT DRAWINGS AND OWNING AND OPERATING (O&M) MANUALS
Partial view of original archives area

Archives drawing file area after improvements
SOLUTIONS FOR PHASE 1 - LARGE FORMAT DRAWINGS AND OWNING AND OPERATING (O&M) MANUALS
  1. Improved, expanded and implemented process to organize and digitize all existing paper drawings.
  2. Identified and removed duplicate drawings - including physical documents as well as existing digital scans.
  3. Maximized drawing retrieval. Identified the key data fields and information that would be critical to finding the appropriate drawing(s).
  4. Using those data fields, created a customized, comprehensive database that now provides a complete inventory of all documents plus a fast, easy method to access, share and distribute any and all drawings in PDF format.
  5. Unpacked and organized all Owning and Operating (O&M) manuals.
PHASE 2 RETENTION SCHEDULE and PROJECT FILE AREA
Before.

After
SOLUTIONS FOR PHASE 2 - RETENTION SCHEDULE and PROJECT FILE AREA
  1. Developed and applied a Physical Plant Records Retention Schedule to Project Files.
  2. Recommended and implemented a cost effective restructure of the Projects File area to improve workspace utilization.
  3. Unpacked and filed all Project Files stored in boxes and elsewhere.
PHASE 3 - PROJECT FILE organization
Example - original label

Example - updated label
SOLUTIONS FOR PHASE 3 - PROJECT FILE ORGANIZATION
  1. Organized project files including the identification and removal of duplicate copies as well as the research and re-file of any misfiled documentation contained in Project Files.
  2. Identified, scanned and completed data entry in database of all important drawings discovered in Project Files.
  3. Developed and applied a standardized procedure for Project File labeling - both hanging files and file folders.
  4. Created and implemented a standardized project numbering system to be utilized for all past and future project files.
  5. Developed and implemented an economical and easily searchable database for Project Files.