4.2.8 Written Plan for Physical Facilities and Technical Infrastructure

 

Introduction

This combined written plan addresses WWRC's Physical Facilities and Technical Infrastructure, Campus Health and Safety, and Data Privacy and Information Security.  Related policies and procedures that govern the implementation and evaluation of this combined written plan are referenced and are regularly reviewed with staff at all levels of the organization.  Students are familiarized with the campus Health and Safety Plan and policies, procedures, and expectations for use of technologies during their orientation which is also reinforced through the Student Code of Conduct.

A.     Physical Facilities

WWRC operates in a state-owned facility and its Physical Plant Services supports a 223-acre campus (497,000 sq. ft. operational building space).    WWRC collaborates with other state agencies for road maintenance (Virginia Department of Transportation), forestry management (Virginia Department of Forestry), and lake/surrounding grounds maintenance (Virginia Department of Game and Inland Fisheries and Virginia Department of Corrections).  Its Physical Plant Services provides housekeeping and transportation services for clients and driver education programs.  WWRC also administers Capital Construction and Renovation Services. Among these services are comprehensive planning, new construction and renovation, a Maintenance Reserve program, administration/coordination of multiple Energy Savings and conservation initiatives, and coordination of the Facility's Master Plan.

The Virginia Performs website documents WWRC's level of performance for WWRC Strategic Plan Service Area Objectives relative to Physical Plant and Capital Services.

B.      Technical Infrastructure


WWRC's Information Technology Services (IS) Department provides computer applications development and support, web services, and computer operations. Both in partnership with the Virginia Information Technologies Agency (VITA) and Northrop Grumman and independently for education, video teleconferencing and client related technology services, IS provides systems engineering services including voice and data communications networks and hardware and computer support services.

 WWRC does not currently operate distance education programs, but the technical infrastructure is in place to support this type of instruction should it become a priority in the future.  

 The Virginia Performs website documents WWRC's level of performance for WWRC Strategic Plan Service Area Objectives relative to Information Services, including data privacy and security.


Written Plans

A.    Facility and Technical Infrastructure Adequacy and Improvement
 
WWRC's Facility and Technical Infrastructure provides a strong foundation from which WWRC can plan, deliver, and continuously improve its services and programs. WWRC actively and continuously engages in multi-year Capital Project and Performance Budgeting strategic planning initiatives through established Commonwealth of Virginia business processes for building renovations and campus improvement projects as well as technology enhancements and actions taken to ensure data integrity, privacy, safety, and security.    

• Facility Infrastructure
  
  WWRC operates in a state-owned facility and administers Capital Construction and Renovation Services.   Among these services are comprehensive planning, new construction and renovation, a Maintenance Reserve program, administration and coordination of multiple Energy Savings and conservation initiatives, and coordination of the Facility's Master Plan.    
  
  WWRC's current Facility Master Plan has provided a new direction for the development of the Six Year Capital Budget Request over the next 10 – 15 years. Space planning for the Center is conducted keeping a focus on the need to effectively and efficiently perform core, mission-oriented services.  Ongoing attention to better utilization of the campus space, via Master Plan and capital improvements, contributes to improved services for clients and increased feasibility of new programs, services and client populations.
  

The Director, WWRC Physical Plant & Capital Services, reporting to the WWRC Deputy Director, has lead responsibility for implementation of these integrated programs and services, as defined in the position Employee Work Profile (EWP) and maintained on file in the WWRC Human Resource (HR) Office.     

 

• Technical Infrastructure
   
  
  WWRC's Technical Infrastructure is administered and resourced through the Disability Services Agencies (DSA) Administrative Support Division, in compliance with applicable Commonwealth of Virginia policies and procedures and reflective of WWRC's mission, vision, and strategic planning goals and objectives.  Designated staff in the Information Services (IS) Department are housed on the Center campus and assigned to support WWRC operations and ensure the privacy, safety, and security of data as well as the reliable accessibility and back-up of data.   
  
  The IT Director housed at WWRC serves as a member of the WWRC Executive Staff and attends quarterly Center Manager meetings for joint operational planning between WWRC Administrators and Managers and the DSA Division. The Executive Staff meets monthly to review upcoming initiatives and to jointly problem-solve any identified issues and trends.  The IT Director is also a member of the Center's Information Technology Advisory Committee (ITAC) which provides recommendations regarding current and projected technology operations at the service level.    
  
   

B.     Facility Services Operations, Maintenance. And Improvement

WWRC's Facility Services offers a full complement of maintenance shops, equipment, and vehicles suitable for the support of a 223-acre campus (497,000 sq. ft. operational building space).  Services include facility maintenance, grounds care, housekeeping, transportation and capital services.

WWRC has adequate capacity to care for and maintain its campus for the health and safety of students, staff, and visitors, accomplished through trained on-site professional staff and contracts with external vendors, as needed, in accordance with established state policies and procedures.  Resource stewardship is critical to achieving long-term use of amenities. The facility requires continuous maintenance to repair or replace aging building systems and campus infrastructure such as heating and cooling equipment, lighting and electrical systems, plumbing, pavement, and interior finishes as they reach the end of their useful lives.  An automated Work Order System is used to track, monitor, and evaluate requests from staff for routine maintenance.  

 WWRC employs its own housekeepers to maintain custodial care across buildings.   Similarly, WWRC employs a team of groundskeepers and trades staff who provide quality environmental services and facility maintenance/upkeep.  As documented on the Virginia Performs website, WWRC maintains a positive scorecard with the Commonwealth of Virginia for resource stewardship and for sustaining a safe, clean, and well- maintained campus.

C.     Campus Health and Safety

WWRC's Office of Safety and Risk Management provides a safe working, learning and living environment for all. Services include safety inspections, accident review and analysis, insurance policy management and claims, policy maintenance and emergency preparedness for the Center.   WWRC's Office of Safety & Risk Management provides health and safety information to staff and consumers, tracks accidents, manages emergency response planning and continuity of operations planning (COOP) and assists HR with the Workman's Compensation and Return to Work programs. This Office also administers a DRS and WWRC Safety Committee that in turn coordinates emergency response planning and COOP statewide for the Agency.  As documented on the Virginia Performs website, WWRC maintains a positive scorecard with the Commonwealth of Virginia for emergency preparedness.  

WWRC also operates a full-service law enforcement agency through its Police Department which is devoted to the welfare and safety of the WWRC campus, students, staff, visitors, and the local community within the framework of a comprehensive rehabilitation living and learning environment.   The Department enforces state laws, local ordinances and WWRC policies, rules and regulations on all property owned or controlled by the agency, as well as on adjacent streets and sidewalks. The Department has good working relationships with neighboring agencies and responds to calls within its jurisdictions as requested and authorized.

D.    Data Privacy, Safety, and Security

Ensuring data privacy, safety, and security is a high priority and is an area subject to regular and ongoing audits by the Commonwealth of Virginia and internal Agency auditors.   All new employees are required to complete online orientation modules to become familiar with federal governance and VITA policies, standards, and expectations.  Annual training required for all Agency staff, with documented compliance reports maintained for ease of retrieval. 
 

Related References:   WWRC Administrative Governance Manual (AGM)

 

• AGM 2.2.4 – Campus Safety
• AGM 2.2.8 – Emergency Preparedness
• AGM 2.2.10 – Key/Lock Access and Use
• AGM 2.2.11 – Medical Emergencies
• AGM 2.2.13 – Personal Protective Equipment (PPE)
• AGM 2.2.14 – Prevention, Control, and Reporting of Infectious Diseases
• AGM 2.2.21 – Title IX Compliance
• AGM 2.2.25 – Hazardous Waste Management
• AGM 2.3.6 – Client Records:  Safeguarding
• AGM 2.3.7 – Confidentiality, Privacy, and Disclosure
• AGM 2.3.16 – Mental Health Crisis Intervention
• AGM 2.3.22 – Sexual Assault and Other Sexual Violence Procedures
• AGM 2.4.12 – Space Management
• AGM 2.5.1 – Information Security Access Agreement (ISAA) Agreement
• AGM 2.5.2 – IT Security Training Management and Accountability System
• AGM 2.5.3 – Facility Services Work Order System
• AGM 2.5.6 – Website Maintenance
• AGM 2.5.7 – SharePoint Site Administration and Management
  
  Section 4.1: WWRC Emergency Prevention, Preparation, Response and Recovery Plan
  
  
  4.1.1    School Safety Statement
  4.1.2    Continuity of Operations Plan (COOP)
  4.1.3    Emergency Action Plan
  4.1.4    Hazard Communications Plan
  4.1.5    Infection Control Manual
  4.1.6    Life, Health, Safety Program
  4.1.7    Respiratory Protection Program
  4.1.8    Risk Management Program
  
  4.3.4 Information Services Policies Procedures and Forms