Facilities Management Department
The Facilities Management Department manages the operation and maintenance of all facilities and plant at the University of Zululand. The University owns and maintains 330 buildings, totaling approximately 180,000 square meters of floor space which is located on 156 hectares of land. The Department also undertakes a variety of capital improvement projects that include all aspects from conceptual planning, contract documentation, specifications, design details, project management, and quality control through to final commissioning, operation and decommissioning.
Generally, the types of minor works and capital works projects include new buildings, safety and security facilities, recreational areas, office buildings, building restorations, water and sewer projects, sports facilities, site development, building renovations and major preventive maintenance projects. Major design services, construction work, materials testing and various other services are outsourced to private suppliers through competitive procurement processes.
Experienced project coordinators within the department’s sections administer the procurement and contracting process consistent with statutory requirements and University commercial control policies. They also ensure that consultants and contractors comply with quality control and the newly implemented Construction Safety Regulations.
Compliance with contract terms and conditions are closely monitored and strictly enforced. User friendly, functional, well-built facilities, which have lasting value, are produced within budget and ensuring that all Occupational Health and Safety requirements are applied with particular reference to National Building and Construction Regulations.
The Facilities Management Department plays a leadership role in developing and implementing a financially responsible capital improvement program and a facility management service for the University of Zululand. All issues are handled efficiently with utmost integrity and fairness, creating trust among those with whom the department interacts. A proactive approach is taken to build successful partnerships with other local and national government departments, communities, private and non-profit groups to acquire resources and maximize results on behalf of the University. In essence the Facilities Management Department strives to provide the means by which customer’s service and facility needs are satisfied in the most cost effective way subject to resource constraints and to meet the national education, commercial and industrial interests.
The Department’s vision is to develop Facilities Management as a business unit that maximizes the value of its services to staff and students thereby creating a more amicable environment to ensure academic program success by transforming the University property and physical facilities into a business resource and allowing the University to concentrate on its core business, namely, education.
To successfully achieve its mission, the department focuses on the following long-term goals through each of its program and service efforts:
- Build partnerships to collaboratively plan and jointly develop facilities throughout the University.
- Protect the integrity and energy efficiency of existing capital facilities and assets through targeted investments in preventative maintenance, repair and energy conserving measures.
- Establish new and existing facilities, which allow students, staff and the general public to enjoy efficient and effective service environments.
- Complete projects within appropriately established budgets (budgets to be consistent with benchmark costs of comparable projects with similar standards).
- Projects to be completed consistent with capital program implementation schedules and Construction Safety Regulations.
- Ensure new facilities meet high standards of quality to realize long term cost savings by avoiding premature repairs and renovations.
- Recommendations and decisions regarding funding and development of capital projects are based on life-cycle costs (i.e. cost of facility over its anticipated service life), not just initial costs alone.
- New facilities meet or exceed energy efficiency goals established by the FMD (Facilities Management Department) as well as Eskom requirements.
- Conduct sufficient research and analysis in advance of providing recommendations to the University on facilities management and capital assets to ensure that sound, financially responsible decisions can be made.
The Facilities Management Department’s second and main function is to provide a service to the University staff and students with regard to physical infrastructure development, maintenance, essential services, transport, media and printing services at the KwaDlangezwa and Richard’s Bay Campuses.
- Determine the essential requirements for academic, administrative, recreational and residential services by analyzing spatial utilization in conjunction with the Hemis information system.
- Liaise with relevant staff to determine trends and future needs to suit courses and residential requirements and prepare projections and development proposals.
- Prepare proposals and conceptual design for presentation to the relevant Faculties and Departments for approval.
- Manage all new projects with regard to quality standards, finance and time constraints.
- Prepare in conjunction with Information Communication Technology (ICT) and maintain the allocation of all venues for the academic time table for each semester.
- Maintain a booking system for all major venues on campus for University and external functions and ensure that they are suitably prepared with regard to time, décor, technical requirements and cleanliness.
- Maintain all physical facilities on the KwaDlangezwa and Richard’s Bay Campuses and University residential properties with regard to:
- Building trades
- Electrical:- High: 11kV to 88kV and Low: 220v to 380v network and reticulation, UPS (uninterrupted power supply) and Standby Generation)
- Air-conditioning (Industrial chilled water plant, VRV and Package Systems, Commercial and Domestic units)
- Structural and Civil
- Refuse removal
- Elevators (Lifts)
- Grounds and gardens
- Hot water systems (Electrical Geysers, Industrial Heat Pump Systems)
- Potable water reticulation
- Street lighting
- Roads and parking areas
- Sports Facilities
- Sewerage Reticulation
- Boundary Walling and Fencing
- Buildings and Structures
- Furniture and Fixtures
- Staff Housing
- Student Residences
- Recreation Facilities
- Prepare and control annual budgets for all cost centres and accounts related to the FMD.
- Facilities Management have over the years been represented on the following committees:
- Planning Committee
- Tender Committee
- Risk Management Committee
- Safety Committee
- Job grading Committee
- Personnel Selection Committee
- Project Steering committee
- Student Residence Committee
- Staff Housing Committee
- Graduation Committee
- Liaise directly with various local regional and national authorities with regard to water, sanitation, electricity, energy management and spatial and financial matters.
- Project management of short term and annual maintenance projects by controlling external co-operatives and private contractors.
- Provide an emergency breakdown service twenty four hours a day for the following areas:
- Plumbing (burst water pipes, blocked drains etc.)
- Carpentry (Doors, locks, keys, etc.)
- Electricity and Lighting (power outages, no lights etc.)
- Hot water (System failure)
- Provide a meter reading service for all electrical energy consumed by the staff housing and a metering service for potable water for recovery from campus residents.
Transport and Fleet Management
The Transport Section’s main function is to administer and control the allocation, reservation and maintenance of the University of Zululand vehicle fleet, consisting of the ABSA Full Maintenance Fleet as well as University owned motor vehicles, namely, sedans, mini busses, LDV’s and heavy duty passenger busses, trucks and tractors.
- Administer and control the allocation of passenger vehicles for all academic staff, administrative staff and student bodies.
- Administer and control the maintenance of all University vehicles by monitoring the condition of vehicles and equipment prior to trip departure and reporting defects to the service provider.
- Ensure all emergency and normal breakdown maintenance is carried out by the service provider and where necessary employ the services of specialized engineering workshops for continued fleet availability.
- Manage a vehicle maintenance program for minor and major services by the dealerships and service providers.
- Ensure that all users strictly adhere to all policy guidelines and where necessary initiate the formal investigation process with the relevant departments.
- Arrange for the hire of passenger transport e.g. busses, LDV’s and motor cars and when necessary.
- Prepare annual budget for the disposal of fleet vehicles and the acquisition of new and replacement vehicles by compiling the relevant motivations and reports.
- Process all the relevant data on applications into the mainframe and ensure applicants give accurate information.
- Analyze and check all data recorded on trip sheets are correct and reflect actual odometer readings, and record kilometers traveled for costing and audit purposes.
- Administer and control acquisition and distribution of licenses for vehicles and ensure insurance claims are processed.
- Administer and control all accident repairs to University vehicles by private panel beating companies and implement a quality assurance program to ensure all work is carried out to the required standards.
- Coordinate all emergency requests for situations regarding vehicle usage.
The Postal Services Section is responsible for the expeditious receipt and delivery of all post for both staff and student affairs. This service has since the inception of communication technology i.e. e-mailing been significantly down scaled but there are numerous areas of postal receipts and deliveries that have continued to grow with the increased student enrolment.
The Facilities Management Department has evolved from the ex-Department of Public Works and presently provides a variety of service functions for the Academic and Administrative Divisions. The department’s current staff complement is 45, which includes administrative, technical and general workers. With the continued growth in student numbers and the excessive demand placed on the department for optimum service delivery the current structure has to be reinforced with particular emphasis on the middle and upper management levels. The department was given the much needed support by the appointment of an Executive Director who has commenced with the re-engineering of the organizational structure to ensure added capacity.
The Facilities Management Organogram
Staff Contact Details
Mr. Richard Dlongolo (Executive Director – Facilities Management) 035 902 6536 / 082 889 2768
Vacant (Director – Facilities Management) 035 902 6535 / 082 654 2557
Mr. Richard Dlongolo (Construction Manager – Facilities Management) 035 902 6528 / 083 556 2700
Mr. Bheki Makhatini (Space Management – Facilities Management) 035 902 6527 / 076734 7838
Vacant (Emergency Help Desk – Facilities Management) 035 902 6525
Ms. Dumile Mdletshe (Cleaning and Gardens – Facilities Management) 035 902 6525 / 083 697 8637
Mr. Jochie Maritz (Electrical – Facilities Management) 035 902 6523 / 079 111 2969
vacant (Transport – Facilities Management) 035 902 6723 / 083 564 6999
Mr. Sipho Ntuli (Registry and Postal Services – Facilities Management) 035 902 6579