The Core of a Painting Project

1. The Core of a Painting Project

2. Presentation Overview • Presentation Objectives • Introduction to UBC-V Student Housing • Introduction to Thunderbird Residence • Project Overview • Project Timeline • Project Planning and Plan • Communication Strategy • Challenges Faced • Student Satisfaction Survey • Conclusion Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

3. Presentation Objectives • Learning Objective 1 • Participants will learn project coordination methods. • Learning Objective 2 • Participants will learn how to effectively communicate with staff, residents and contractors. • Learning Objective 3 • Participants will learn problem solving techniques when addressing resident concerns. Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

4. UBC-Vancouver Student Housing • UBC provides accommodation for more than 8,000 students, faculty and staff in eight residence complexes. • Second largest on-campus housing operation in Canada • SHHS’s goal is to provide an environment that helps students to succeed, both academically and socially. • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

5. UBC Vancouver

6. Thunderbird Residence • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

7. Residence Comparison Walter Gage Residence • 8-month Residence Contract • 198 Apartments in Towers • 192 six-bedrooms • 6 two-bedrooms • 1 eight-bedroom • 161 Apartments in Low-Rise • 4 two-bedrooms • 61 one-bedrooms • 96 studios • 1337 Contract Holders Thunderbird Residence • 12-month Residence Contract • 403 Apartments in total • 153 studio apartments • 167 one-bedroom apartments • 9 two-bedroom apartments • 74 four-bedroom apartments • 634 Contract Holders • But up to approximately 800 with roommates • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

8. Thunderbird Residence - Staffing • Management • 1 Residence Life Manager • 1 Building Services Manager • Facilities Coordinator • Residence Life Staff • 1 Senior Residence Advisor • 9 Residence Advisors • Housekeeping Staff • 1 Housekeeping Supervisor • Housekeepers • Front Desk Staff • 1 Residence Font Desk Services Coordinator • Residence Attendants • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

9. Project Overview – Timeline Summer 2009: RLM/FC/BSM discussion 2005: Previous Painting Project Summer 2009: Committee struck to develop project plan 2005/6: Discussions about future painting project September 2009: Committee finalizes project plan 2008: 2009/10 Painting Project put in budget April 2010: Targeted completion date Summer 2009: Recruitment of Facilities Coordinator (FC) Position October 2009-Present: Suites continue to be painted October 2009: First resident suites painted September 2009: First formal communication to residents September 2009: Education strategy implemented September 2009: Painting test units • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

10. Project Overview – Communication Strategy • One-month notice • Email • Printed copy in mailbox • Printed copy delivered to unit • Two-week notice • Email • Printed copy in mailbox • Printed copy delivered to unit • One-week notice • Email • Printed copy in mailbox • Printed copy delivered to unit • Residence Advisor Check-in • Painting Complete Notice • Printed copy delivered to unit Q4.1 Please indicate if you received the following notifications prior to the painting of your unit. • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

11. Project Overview - Cost • Revenue Lost (October-April) = $129,780 • 2 4-bedroom units • $2,368/month * 2 = $4,736 • 8 1-bedroom units • $938/month * 8 = $7,504 • 8 studio units • $787/month * 8 = $6,296 • Additional Overheads = $6,300 • Gift Baskets • Painting Project = $460,000 • i.e., paint, staffing, materials Total Project Cost $596,080 • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

12. Project Overview – Temporary Accommodations • Types of Accommodations • 4-bedroom units • 1-bedroom units • Studio-units • Materials provided • Linens (sheets, bath towels) • Kitchen utensils / Minor appliances • TV / Telephone / Internet • 2-4 Beds • Desk / Desk Chair / Desk Lamp • Kitchen Table / Chairs / Sofa • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

13. Project Overview - Challenges • Security • Scheduling • Student concerns • Quality Assurance • Staffing challenges • Project management challenges • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

14. Project Overview – Student Satisfaction Survey 324 residents invited to participate in survey 152 residents completed the survey 47% completion rate • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

15. Project Overview –Survey Demographics Q2.2 Please indicate the gender with which you identify. • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

16. Project Overview –Survey Demographics Q2.3 Please indicate your age. • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

17. Project Overview –Survey Demographics Q2.4 Please indicate what level of education you are currently enrolled. • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

18. Project Overview –Survey Demographics Q3.1 Please indicate which type of residence assignment you currently live in. • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

19. Project Overview –Survey – Grad vs. Undergrad • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

20. Project Overview –Survey – Staff Support G = Graduate UG = Undergraduate Q12.3.A/B/C I feel SHHS staff were helpful _____ the painting renovation project • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

21. Project Overview –Survey – Shared vs. Self Contained • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

22. Project Overview – Survey - Staff Support S = Shared SC = Self Contained Q12.3.A/B/C I feel SHHS staff were helpful _____ the painting renovation project • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

23. Project Overview – Survey Used Temporary Accommodations vs. Did Not Use • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

24. Project Overview – Survey - Staff Support T = Used Temporary Accommodations NT = Did Not Use Temporary Accommodations Q12.3.A/B/C I feel SHHS staff were helpful _____ the painting renovation project • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

25. Project Overview – Survey Saw Display vs. Did Not See Display • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

26. Project Overview – Survey Saw Display vs. Did Not See Display D = Saw Display ND = Did Not See Display Q12.3.A/B/C I feel SHHS staff were helpful _____ the painting renovation project • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

27. Project Overview – Survey – Staff Contact SC = Had Staff Contact NSC = Did Not Have Staff Contact Q12.3.A/B/C I feel SHHS staff were helpful _____ the painting renovation project • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

28. Project Overview – Survey – Student Comments • “It was kind of a hassle for us especially during our exam period. It would have be better if the painting was done during the summer when most of the students are not on campus.” • “The clean-up should be improved (or at least if not, then the notices should not indicate that the unit will be left as found, so that people don't have the expectation of finding a clean home after the project). Upon my return I spent an entire day vacuuming and dusting off paint dust from all the floors and counters.” • “I loved the little gift basket. Such a nice touch! • “The gift box from SHHS was really touching. And Timothy was really helpful to arrange the job. Thanks!” • “SHHS is considerate in relocation process.” • “I was impressed with the effort into thorough and timely communication and the overall efficiency of this huge organizational feat! And I do believe it has improved the appearance of my unit.” • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

29. Opportunities for Improvement • Communication Strategy • Sent out monthly reminder earlier • Olympics/Extended Reading Week Break Option • “Open House” • Temporary Accommodations • Phone • Term II Survey in May • BBQ Celebration • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010

30. Conclusion – Q & A • Brown-Jackson, Hilchey, Hogg – NWACUHO 2010