June/July, 2010 Working@Duke by Working Duke

WHAT’S IN A NAME? Take a look inside the lives of a few employees who share the same name at Duke, like two of the 10 Kim Johnsons.

N E W S YO U CA N U S E

COMPUTER REPAIR Did you know Duke Computer Repair will fix personal computers purchased through Duke Stores as well as your work computer?

Vo l u m e 5 , I s s u e 5

SUSTAINABLE DUKE As dry conditions return, Duke continues to focus on innovative ways to conserve water as part of its sustainability efforts.

J U N E /J U LY 2 0 1 0

Cutting $100 Million A look inside the DART process

DUKE ADMINISTRATIVE REFORM TEAM WORKING BEHIND SCENES TO CUT BUDGET, MAINTAIN MISSION “We acknowledged at the he change represents more beginning that we needed a of a cultural shift for Trinity thoughtful and strategic process,” College of Arts & Sciences You want to Trask said. ”We didn’t want to than a financial one. start with the do what some other institutions Last year, a business manager areas that represent high were doing in bringing in and four support staff in different someone from the outside to Trinity departments within the payoff and low complexity begin cutting.” Friedl Building accepted early and work your way down retirement. Soon after, members A different to areas of lower payoff of the Duke Administrative approach Reform Team, known as DART, and greater complexity.” met with Trinity leaders to discuss In the first few months of — Tim Walsh how schools could balance 2009, universities such as Assistant vice president and budgets during the severe Stanford, Yale, Harvard, Cornell controller for Duke economic downturn. and Dartmouth announced deep Tim Walsh and colleagues are analyzing reams of financial data. The result for Trinity was the cuts to programs and jobs. Duke birth of a business service center took a different approach. model: four existing support staff members and a new business manager “The best way to address the budget issue is not to begin hacking away will provide shared services for payroll, event planning, account without knowing fully the impact of the changes so that you look back and reconciliations, and budget preparations to multiple Trinity departments – regret making certain changes or don’t fully realize the savings you all under the same roof on East Campus. expected,” said DART member Warren Grill, professor of Biomedical “We took the opportunity to rethink how we do business,” said Sandy Engineering and chair of the University Priorities Committee. Connolly, Trinity’s senior associate dean for finance and administration. “We DART began by assembling an analysis team that compiled and began by asking what are the business functions that are common across all assessed financial data to help identify savings opportunities and inform departments versus what functions are truly unique within a department.” their decisions. Trinity will have fewer people, “but we will gain efficiencies, especially Tim Walsh, assistant vice president and controller for Duke, led the with smaller departments that didn’t have much capacity or back up,” analysis team, which conducted more than 200 interviews to generate and Connolly added. deliver potential savings opportunities and supporting data to the DART This pooling of resources across departments highlights one way group and leaders in the schools and departments throughout Duke. DART is working behind the scenes as part of an intensive effort to analyze A bulging six-inch thick binder on his desk contains presentations ways to cut $100 million from the operating budget without affecting the made to DART during the first year. Based on the analysis for each university’s core academic mission. presentation, he estimated the reports supporting the presentations would Since forming in February 2009, DART has directed efforts that have likely stand 30 to 50 feet tall if printed. led to $60 million in projected savings – more than half of what is needed Walsh used a simple formula for determining the best opportunities by 2012. Efforts include two early retirement incentives, tighter restrictions to pursue. on overtime and travel, computer purchasing standards and regulation of “You want to start with the areas that represent high payoff and low building temperatures. complexity and work your way down to areas of lower payoff and greater The DART group, co-chaired by Provost Peter Lange and Executive complexity,” he said. Vice President Tallman Trask III, includes 16 people, a cross-section of deans, faculty and administrators who provide broad perspective and input. >> See CUTTING $100 MILLION, PAGE 5

“

2009, 2008, 2007 Gold Medal, Internal Periodical Staff Writing 2009, 2007 Bronze Medal, Print Internal Audience Tabloids/Newsletters

This paper consists of 30% recycled post-consumer fiber. Please recycle after reading.

Editor’s Note LEANORA MINAI Leanora.Minai@duke.edu

Newsbriefs Save on American Dance Festival

wrote about a banana at the end of April, and I’d like to share the story for those who didn’t catch it on Duke Today. Duke Postal Operations Clerk Zenaida Juntilla was organizing letters, parcels and journals for campus delivery when she reached inside a bin and pulled out a special delivery. “Oh my goodness,” she recalled. “I’m trying to stage the mail, and then what I find is a banana.” Three Forever Stamps were affixed to the darkening peel, which also bore the name of Duke student David Herrig and his campus address in green ink. Turns out Herrig, and his friend, Joe Upchurch, also a student, had a running joke about sending a banana through the mail. “I thought neither of us would try it,” Herrig told me. But Upchurch slipped the banana, complete with Chiquita sticker, in a campus mail box in the Bryan Center. The fruit ended up in the U.S. Mail and made its way back to Duke. The delivery, while odd, is not unique. Pumpkins, whole pumpkins, come through the mail during Halloween, said Mike Trogdon, director of Duke Postal Operations. Trogdon applauded the students’ imagination and resourcefulness, and said that while a banana is permitted mailing material, he hopes he doesn’t see a surge in fruit mailings. I asked Herrig if would eat his banana. “No,” said the sophomore studying engineering. “I wish there was some way to preserve it … maybe ask some bio students how to mummify it.”

The American Dance Festival season begins June 10 with Durham’s own AfricanAmerican Dance Ensemble. Duke faculty and staff can buy tickets to any ADF performance at a 20 percent discount. The season, which runs to July 24, includes 12 other troupes with performances focusing on this year’s theme: What is dance theater? Chuck Davis of the African “Many of the choreographers American Dance Ensemble. represented this season have created Photo by Gregory Georges. works known for dipping a toe in both theater and dance, and then back again, all with great success,” said David Byrd, ADF’s director of marketing and communication. Performances throughout the summer take place on Duke’s campus and at the Durham Performing Arts Center. The Duke community is also invited to attend a variety of free dance activities, from behind-the-scene tours of ADF classes to free screenings of works by troupes like Eiko & Koma and the Paul Taylor Dance Company. A full calendar of events is at americandancefestival.org. Discount ticket information is available at hr.duke.edu/discounts.

Don’t get taken for a ride Are you looking to buy a car but want to save as much as possible during these tough economic times? The Duke Credit Union may have some tips during “Take the Wheel: Get the Best Deal,” a free class from 12:30 p.m. to 1:30 p.m. June 22 in the Searle Center. The class focuses on factors to consider before purchasing, from what you want from your car to how much car you can afford. “You don’t want any surprises once you get to the dealer or find the car you really want,” said Cassandra Taylor, the financial guidance counselor who teaches the class. Other free Credit Union classes this summer include building a strong credit history, eating healthy on a budget, identity theft, investment and retirement planning and home buying. For a schedule and to register, visit dukefcu.org or call (919) 660-9745.

Duke Farmers Market turns 10 Duke’s Farmers Market is celebrating its 10th season and hosting more than 10 vendors, a variety of events, including guest cooking demonstrations, live music and information about healthy eating. The market is open every Friday in June and July from 11 a.m. to 2 p.m., rain or shine, on the green space next to the Bryan Research Building off Research Drive. In August and September, the market is open every other Friday. For more information, visit hr.duke.edu/farmersmarket.

Be prepared for severe weather With the 2010 hurricane season officially beginning June 1 and running through November 30, now’s the time to become more familiar with Duke’s severe weather policy. Faculty and staff are encouraged to review Duke’s severe weather policy and their service category to ensure they understand their role and responsibilities if Duke declares a severe weather or emergency condition. Job categories include essential, reserve and delayed. Essential service employees are required to report to or remain at work; reserve service will be assigned at the time of severe weather; and delayed service employees will not report to or remain at work in severe weather. A link to the policy is at emergency.duke.edu. In the event of severe weather, employees should monitor the website or call (919) 684-INFO for updates.

Letters to the Editor must include name and contact information. E-mail letters to working@duke.edu or mail them to Working@Duke Editor, Box 90496, Durham, NC 27708. Fax letters to (919) 681-7926. Please keep length to no more than 200 words.

Parking permit renewal begins NO INCREASE IN MONTHLY RATES FOR SECOND STRAIGHT YEAR fter a car accident this year, Lisa Varani decided to temporarily ride a bus to work at Duke South. Her short-term answer became a long-term solution. She still rides a Triangle Transit bus from Cary at least twice a week. “I did the math and figured it would take riding the bus about once a week for a month for my bus pass to pay for itself,” said Varani, associate dean for resource planning in the School of Medicine. She only drives to work when she needs her car. “Environmentally, it’s good, and I enjoy the ride because I can bring my knitting, talk with people or read a book.” Duke officials are encouraging faculty and staff to follow Varani’s lead as the University strives by 2012 to reduce by 6 percent the number of single occupancy vehicles that park at Duke as part of its Climate Action Plan. In addition, while parking permit rates will not increase for a second consecutive year, costs for building and maintaining lots and garages and providing transit continue to rise. “Due to the current economic situation, we have absorbed the increasing cost for parking the last two years and postponed some capital improvements to the system,” said Tallman Trask III, executive vice president. “We are simply delaying needed changes and cost increases that will have to be made in the coming years.” Sam Veraldi, acting director of Parking and Transportation, said Duke will be developing transit strategies and examining Duke’s permit rates and permit structures in the coming year to ensure they are equitable

How to Renew If your permit expires Aug. 15, 2011: No further action is required. Continue using your permit. If your permit expires Aug. 15, 2010: Permit-specific renewal information will be distributed later this summer and will be available on

parking.duke.edu. Permit renewal begins June 14.

and address increasing transit costs. For example, one of the cheapest campus parking permits costs customers $6.80 per month but costs Duke nearly an additional $50 per space each month to lease. In addition to leasing costs, Duke provides campus transit service, including rides to and from remote parking lots. Among the ways to manage costs is through alternative transit options such as carpooling and riding a bus. Varani, the associate dean, buys a $25 discount bus pass through Duke, joining about 550 others from Duke who use a discount bus pass. “We want to encourage faculty and staff to explore alternative forms of transportation because it will obviously help us achieve our sustainability goals of 2012 and beyond,” Veraldi said. “It’s important for all of us to consider our carbon footprint since driving to work is such a major contributor to that.” Promoting alternative transit will be part of Duke’s strategy to reduce the number of single occupancy cars on campus by 6 percent. That reduction amounts to removing about 1,400 permits from distribution to the Duke community. “Of the roughly 23,000 permits Parking & Transportation sold last year, about 99 percent were for single occupancy vehicles,” said Tavey M. Capps, director of Sustainable Duke. “As a community, we each should consider options to help reduce the number of cars coming to campus.” — By Bryan Roth Writer, Office of Communication Services

For alternative transit options, visit parking.duke.edu

What’s in a name? hared names are common at Duke. There are three James Reynolds and a pair of Teresa Reeves to go with a couple of Allan Friedmans – just to name a few. They get mixed up from time to time. Even Duke Postal Operations has to sort it out sometimes.

Mail should include a box number for delivery, but when it doesn’t have a number and features a common name, postal employees call around to find the right recipient, or else mail could be delivered to the wrong person. “Oh, it can be a nightmare,” said Robyn Johnson, sorting supervisor for Duke Postal

Operations. “We make a strong effort to get mail to the right person, but sometimes, it comes down to a guessing game, and we have to use our best judgment.” Below are just a few examples of people navigating a shared identity at Duke.

ALLAN FRIEDMAN

Allan M. Friedman The musician

Dr. Allan Friedman The surgeon

Soon after he arrived on campus in 1995, Allan Friedman’s phone started ringing. Medical professionals wanted his opinion; patients needed his knowledge to help with life-threatening illnesses. The only problem, he wasn’t that Allan Friedman, the well-known Duke surgeon who has removed tumors from figures like journalist Robert Novak and the late Democratic Sen. Ted Kennedy from Massachusetts. The former Allan M. Friedman is also a doctor – in musical arts. After completing his undergraduate education at Duke in 1999, he returned to Durham as the assistant conductor and administrative coordinator of chapel music at the Duke Chapel. At one point, Friedman said he heard a rumor that both he and the surgeon Friedman were even driving the same car, a Ford Taurus. “The week he operated on Ted Kennedy, everywhere people were joking with me about it,” said Friedman, the conductor. “People kept asking me jokingly how the surgery went, but I was worried that outside media would get confused and call me.” The conductor didn’t get any surprise phone calls, and luckily, both Friedmans share a sense of humor about sharing their name. “My patients think that I write choir music on the side,” the surgeon said. “I have never met Allan M. Friedman, but I would be interested in hearing the music he has written.”

KIM JOHNSON

Kim T. Johnson The medical records coder

Kim F. Johnson The IT director

Kim F. Johnson makes a mean banana pudding. So does Kim T. Johnson. Both have heard Kim S. Johnson isn’t too shabby at the dessert either. An errant e-mail helped them discover they all share the same cooking forte. Lucky for them, the e-mail didn’t cross paths with the 10 Kim or Kimberly Johnsons at Duke. Kim F. Johnson, the director of information technology at Duke’s Cancer and Leukemia Group B, received an invite several years ago to a department pot luck dinner. The invite noted that everyone was looking forward to “Kim Johnson’s banana pudding.” Turns out, that invite was meant to go to Kim S. Johnson. But after forwarding the e-mail around, each Kim found out they shared the same culinary capability. “It made sense because my specialty is banana pudding,” said Kim F. Johnson. “I chimed in and said that’s my specialty too,” said Kim T. Johnson, a medical records coder with the Patient Revenue Management Organization. Aside from their beloved pudding recipes, the Johnsons said they regularly deal with misplaced phone calls, e-mails or mail to one another. “I had never worked at a place this big before I came to Duke,” said Kim T. Johnson, the medical records coder, “so sharing a name was never an issue.”

KAREN JOHNSON

Karen D. Johnson The Life Flight nurse manager

Karen O. Johnson The NetID e-mailer

If the banana pudding confusion was a lot for the Kim Johnsons at Duke, they should talk to some of the seven Karen Johnsons, who are used to getting mixed up. “I find it entertaining,” said Karen D. Johnson, a nurse manager with Duke Life Flight. “You get paged in the middle of the night and someone wants a referral from another Karen Johnson, or you get a text message, and it’s not meant for you.” Because her cell phone number is listed in the Duke directory among the other Karen Johnsons, she gets e-mail and calls meant for the Karen Johnsons in the Duke Eye Center, or in the oncology and radiology departments. Karen O. Johnson, a former administrative coordinator at the Comprehensive Cancer Center, didn’t worry about being confused with her seven namesakes at Duke. She moved to Wilmington earlier this year and credited her e-mail for setting her apart – it used her Duke NetID number instead of her name. The Life Flight nurse manager, Karen D. Johnson, said she can’t wait for when she inevitably runs into one of the other Karens. “I would love to meet all of them,” she said. “We could just have a Karen Johnson reunion, couldn’t we?” — By Bryan Roth Writer, Office of Communication Services

Cost of Coverage Supplemental life insurance costs are based on age, smoking status and coverage purchased, which is calculated in $10,000 increments. For example: • A 35 year-old non-smoker pays 56 cents monthly per $10,000 of coverage. For a policy worth $80,000, the cost is $4.48 per month. • Coverage for a spouse or same-sex partner is purchased in increments of $10,000, up to $100,000. • Any number of children can be insured for up to $10,000 per child for $1 per month. Rate worksheets and enrollment forms are at hr.duke.edu/forms

uDid you know?

If you are enrolled in supplemental life coverage, you are eligible for a will planning service. With this service, the attorney’s fees for the preparation or updating of wills for employees and their spouses or same sex spousal equivalents are fully covered. Visit hr.duke.edu/benefits/finance for more information.

Purchasing peace of mind Supplemental life insurance offers financial protection hen Kelly Umstead joined Duke in 2003, he couldn’t believe the price for supplemental life insurance: he could cover himself, his wife and their two children for $39 a month. “I made a couple of phone calls to insurance agencies, and they were quoting me $75 for the same coverage,” he said. “Going with Duke was a no brainer.” As part of its benefits package, Duke provides each faculty and staff member at no cost a $10,000 life insurance benefit and a survivor benefit of up to six months salary. Supplemental life insurance, a voluntary employeepaid benefit, is part of Duke’s flexible benefits package that provides extra protection from the economic hardship of losing a family member. “How much insurance a person needs varies depending on personal circumstances,” said Sylvester Hackney, associate director of benefits at Duke. “The supplemental life insurance offers flexibility in determining whom you want to insure, and for how much. It allows you to make sure that people who depend on your salary are protected from the economic impact of your death.” Supplemental life insurance premiums vary by coverage, but overall cost is based on an individual’s age and smoking habit. Eligible faculty and staff may insure themselves for one to eight times their base salary, insure spouses or same-sex partners up to $100,000, and cover children for up to $10,000. Umstead, a technical support specialist at the Fuqua School of Business, chose to insure himself for the maximum amount allowed. In the event of his death, the policy would provide his family with a payment equal to eight times his annual salary.

Kelly Umstead, below, purchased supplemental life insurance through Duke for himself, his wife Susan, center right, and their children Lindsey, 19, and Alex, 14.

“I want my wife to be able to pay off the mortgage, or invest the money for income to relieve the financial pressure,” Umstead said. He also insured his wife, Susan, recognizing that the family depends on her salary, too. For an additional $1 per month, he added their children, Lindsey, 19, and Alex, 14 to the policy. After seven years of coverage, Umstead’s monthly premium is now $62 – paid through payroll deduction, and automatically adjusted every January to reflect the increasing age of those covered. “Sure, the price has gone up over the years, but so has my income, so the value of my coverage goes up as well,” he said. “It’s a great amount of coverage for that price, and great peace of mind.” — By Marsha A. Green Senior Writer, Office of Communication Services

Give blood, save lives EMPLOYEE DONATES MORE THAN 10 GALLONS

Give Blood Each day, more than 38,000 blood donations are needed in the U.S. The local Red Cross works with Duke units and student groups to schedule blood drives each month. Upcoming Duke blood drives include:

June 15 3 p.m. to 8 p.m. Searle Center

July 22 11:30 a.m. to 4:30 p.m. Bryan Center

July 23 11:30 a.m. to 4 p.m. Bryan Center

“Suddenly, someone was avid Clapp settled into a shaking me awake at 2 a.m. and reclining chair with a telling me they had a baby that crossword puzzle in his needed an immediate left hand and his sleeve rolled transfusion,” he said. up to reveal veins in his right arm. Clapp was the closest “I’ve given blood close to person on hand with type O 90 times,” said Clapp, a negative blood, which can be medical technologist II at given to most patients. He was Durham Regional Hospital. whisked over to then Bethesda “It’s easy.” Naval Hospital, where doctors Clapp is one of hundreds of set up a direct transfusion from Duke employees who regularly Clapp to the newborn. roll up their sleeves for “The baby survived, and I American Red Cross blood was hooked,” Clapp said. “I’ve drives. Last year, the Red Cross been giving blood ever since.” collected 1,861 units of blood, David Clapp, a medical technologist II at Durham Regional Hospital, He donates every eight nearly 250 gallons, from donor has a personal goal of donating blood 100 times; the equivalent of weeks, the maximum for about 12 gallons of blood. drives across Duke. donors. Because it is But since blood can only convenient, he usually gives at be stored for 42 days, fresh donations are always in Durham Regional Hospital, where he has worked since demand, particularly over the summer, said Dallas 1985. His personal goal is to donate 100 times, more than Ellington, a local Red Cross representative. 12 gallons. He’s already received a 10-gallon pin from the “We need blood every day, whether it is a holiday, a Red Cross. Saturday, or a summer day,” Ellington said. “When “It is really comforting to know that my blood is students are out of town our donations drop dramatically. saving lives,” he said. “It's going to be a good feeling But demand doesn’t stop.” when I get to 100 units, knowing that I’ve been able to Clapp started giving blood more than 30 years ago help so many people.” when he was in the Navy. He recalls vividly the donation — By Marsha A. Green that impressed upon him what an important gift blood Senior Writer, Office of Communication Services could be. At the time, he was attending lab school at Bethesda, Md., and living on base.

For a full schedule and to make an appointment, visit duke.givesblood.org

Cutting $100 Million

Annual University Expenditures

CONTINUED FROM PAGE 1 For example, one of the early initiatives involved moving the telephone system to Voice over Internet Protocol (VoIP). The project, which began prior to the formation of DART, caused little disruption, provided similar service and offered more than $2 million in savings toward the university’s overall budgetary shortfall.

Data to dollars The first phase of implementation began with central administrative efforts, and then moved into academic areas. Two early retirement incentive programs and greater scrutiny on filling vacant positions have accounted for the largest savings to date – about $35 million. A new computer purchasing program, projected to reduce expenses by $2 million a year, reflects a main project theme for DART – taking advantage of Duke’s aggregated spending to negotiate steep discounts. “My sense was that we had more money tied up in buying the wrong stuff,” Trask said. “We didn’t have any standards, so people were buying more than they needed for most jobs. By standardizing the specifications and negotiating prices based on expected volume, we brought the average price for a computer down from $750 to $500. Instead of a 3 to 5 percent discount, we got a 15 to 20 percent discount.” Ed Gomes, associate dean for Trinity Technology Services, served on the Duke-wide committee of faculty and IT professionals to develop computer standards. The standards offer two levels that support most functions for

faculty and staff, and a third level that could be customized with high-end processing power for research and other special needs. “We will be replacing about 200 computers in Arts & Sciences this year and expect to save about $32,000 based on the additional discounts from the program,” Gomes said. Gomes said that people can still buy a computer outside the program, but there are cost implications for support that many may not consider. “If you have problems with that computer, your costs go up for support because we don’t have replacement parts or service agreements,” he said. More recent DART efforts have focused on discussions with deans and department chairs in the School of Medicine, who have been presented with aggregated financial data across all schools and a toolbox of options for reducing expenses – everything from using preferred vendors to reducing fleet and related fuel and maintenance costs. “The discussion with deans has been a rock-turning exercise, and we’ve learned some things through the process.” said Lange, the provost. “These meetings presented data to the deans about where some savings opportunities might be and allowed them to determine which areas they want to pursue.” Such discussions led to rethinking processes like communication. Law School communications staff members worked closely with Dean David Levi to redesign the school’s alumni magazine, reducing the number of pages from 80 or so to 48. Also, the school changed the magazine’s paper and bid the job to new printers. The cost was cut by 50 percent without changing distribution to nearly 20,000. “We now have a monthly online publication that delivers news, but the magazine is a better instrument for building reputation, sharing faculty and student achievements, and providing context on the latest research

Departmental Administration

Information Technology

Facilities Management

Development

Libraries

Audit and Compliance

Communications

Budgeted Vacancies

Parking and Transit

Travel Policy

Fleet Management

The DART process began by looking at expenses by category to assess where the greatest opportunities for savings might exist. Smaller percentages of reduction in big expense areas usually offer greater savings than large cuts in smaller expense categories. Source: DART Analysis Team

and legal trends,” said Melinda Vaughn, executive director of communication and events at the Law School. “We’ve tried to use the different mediums for what they do best.” Walsh, the assistant vice president and controller for Duke and DART analysis team lead, has also led the discussions with deans. He said the exercise highlighted best practices from different areas that may not have emerged. “These numbers helped provide benchmarks so deans could compare how their spending in different areas compared to other schools, which led to conversations about how they might do things more efficiently in some areas,” Walsh said. “We talk often about interdisciplinarity among schools, but we are now starting to use the term administrative interdisciplinarity more frequently to refer to working across organizational lines to be more efficient administratively and share best practices.”

$40 million more

Stanley Cooper, a material control supervisor with Duke Stores, arranges the delivery of computers purchased through the Duke Computer Store. A new program that takes advantage of deep discounts for volume purchasing of computers is expected to save Duke $2 million annually.

Now halfway through the three-year period to reduce the operating budget by $100 million, Trask said tough cuts remain. “I worry that people have become too complacent because we solved half the budget problem in the first year,” Trask said. “But we have picked the low-hanging fruit. The second half will be much more difficult.” To return to a sustainable budget, the university still needs to reduce the number of employees, which Trask said he hopes can be done through attrition. Trask and Lange continue to monitor and sign off on filling vacant staff positions to reduce the university’s largest expense – compensation. “Most of the requests that come to me now reflect some level of restructuring to consolidate positions, expand responsibilities to support other needs or reduce the level of support needed,” Lange said. “That type of creative thinking at the department level is what will help us continue to address this situation.” Kyle Cavanaugh, vice president for Human Resources, said he has worked with Trinity and other departments seeking to restructure. “As people retire or leave Duke, departments are giving more consideration to how they can reorganize and share resources in ways that reduce costs and continue to provide effective services,” he said. “Human Resources has partnered with departments to think strategically about ways to do that.” Such opportunities are being evaluated across the university, including a decision not to fill the vacancy for vice president of Campus Services. A transition team chaired by Cavanaugh is working to redistribute the units within Campus Services within existing structures to ensure continuity of service. Despite the university’s financial challenges, Trask said that Duke is in a better situation than most other universities and is able to advance its academic mission in ways others cannot. “A lot of places essentially suspended hiring altogether,” Trask said. “We saw this as a time of opportunity.” That opportunity has led to key faculty appointments this year, including three National Academy members. “In five years,” said Lange, “we may look back and lament some of the sacrifices we had to make, but we will also be able to look around and see the results of what we were able to accomplish to become a much stronger institution during this time.” — By Paul Grantham Assistant Vice President Office of Communication Services

Submit your Cost-Saving Ideas at duke.edu/economy

Members of the DART Steering Committee Peter Lange, Provost (co-chair) Tallman Trask III, Executive Vice President (co-chair)

Kyle Cavanaugh, Vice President for Human Resources

Scott Gibson, Executive Vice Dean, Finance and Administration, School of Medicine

Warren Grill, Professor of Biomedical Engineering and Chair, University Priorities Committee

Greg Jones, Senior Advisor, International Strategy

Tom Katsouleas, Dean, Pratt School of Engineering

Sally Kornbluth, Professor of Pharmacology and Cancer Biology and Vice Dean, Basic Sciences

Hof Milam, Vice President for Finance

Jim Roberts, Executive Vice Provost

Lynn Smith-Lovin, Professor of Sociology and Chair, Academic Programs Committee

Monte Brown, Vice President for DUHS Administration

Tom Metzloff, Duke Law Professor

Ben Reese, Vice President of Institutional Equity

Anne Light, Office of the Executive Vice President (coordinator)

DART Analysis Team Ann Elsner

Anne Light

Leigh Goller

Jane Pleasants

Pat Hull

Lisa Varani

Len Johnson

Tim Walsh (chair)

Buy a personal computer at Duke, get it fixed here, too Department: Duke Computer Repair Years at Duke: 28 Who they are: Duke Computer Repair is an authorized service provider for Apple, Dell and Lenovo computers and HP LaserJet printers. The store is an information technology support group that works with faculty, staff and students alongside the Office of Information Technology. Duke Computer Repair also supports Duke Health Technology Solutions and many individual departments throughout the Health System. Part of Duke University Stores, the shop fixes software, hardware and printers.

What they’re known for: Duke Computer Repair technicians are best known for fixing a variety of problems with desktop and laptop computers as well as printers. They also provide hardware support for computer labs throughout Duke. What they can do for you: Students are a big part of the workload for the Computer Repair store, but faculty and staff can have their Duke-owned equipment fixed, too. Employees who purchase personal computers through Duke Stores can also use the repair shop. If parts are under warranty, repairs are free. Otherwise, repairs for any computer cost a flat rate of up to $90 for Apple, Dell, Lenovo and HP equipment, not including cost of parts. Other brand repairs cost up to $150, plus parts. Employees can drop off their computers at the store at 3523 Hillsborough Road or the Duke Computer Store in the basement of the Bryan Center. Repair time typically takes three to five days. “We can fix your stuff, and fix it quickly,” said General Manager Jim Rigney. Number of employees: Four full-time technicians, three administrative positions, one courier and two part-time student employees.

Hidden department fact: Duke Computer Repair handles printer repairs. “We’re basically laser printer wizards,” Rigney said. And that’s not all. “We recycle everything,” added Marc Greenway, the store manager. “All defective parts are returned to the manufacturer or recycled though the Duke Surplus Program. All our boxes and packing materials are reused by our shop or by Duke.” Significant achievement: During an average year, the repair store handles more than 5,000 service requests for the university. In 2009, it completed about 10,000 requests for the Health System.

Winston Balaoro, an information technology specialist with Duke Computer Repair, fixes a laptop computer. Technicians with the office fix thousands of machines each year for students and employees.

Big goal: “We want to double our annual workload so that all the IT staff in individual departments throughout Duke can focus on other work instead of fixing computers, which is what we do,” Rigney said. “We want to be the repair technicians of choice because when employees choose us, they get their parts replaced for free or if they have to pay for anything, that’s money that’s going to stay at Duke.” How they make a difference: Greenway, the store manager, said that because nearly all Duke desktops and laptops are under warranty, there’s no reason not to use the Computer Repair Store. “We’re here to help everyone at Duke and make life a little easier.”

Learn more about Duke Computer Repair at dukestores.duke.edu/cpufix. Have ideas for other Duke department spotlights? Send an e-mail to working@duke.edu

________

Mike Woodard: two sides of service

Blue Devil

y day, he’s a Duke administrator. By night, he’s a public servant. He’s not Batman, but Mike Woodard has a unique role in the Duke-Durham relationship. In addition to his job as an analyst for Duke’s Administrative Systems Management office, he has also served as a Durham City Council member since 2005. “I’ve lived in Durham for a long time and had been active in a lot of different volunteer groups around the city,” said Woodard, who has been associated with Duke for more than 30 years, first as a student and now as an employee. “I thought I could really help make a difference by joining the council.” Woodard represents the Third Ward, which runs on the west side of Durham from south of Highway 54 up to Latta and Umstead roads. Before he was elected to City Council, Woodard began a balancing act between Duke and Durham as a member on citizen committees like the Citizen Capital Improvement Panel, a group that examines the capital needs of the city and makes recommendations to the City Council about project funding.

of the Month

________

Mike Woodard, the city councilman for Ward 3 in Durham, interacts with children during last year's Eastway Village Neighborhood Festival. The event was held to highlight development of Northeast Central Durham.

He wanted to get involved with city organizations because it was important to be active in his community. “I want to help make Durham a better city,” he said. Woodard said he’s happy he can mix his love for Duke and Durham in his roles on campus and in the community. He is proud of being able to effect change spurred by his intimate knowledge of the city and university. After two people were struck by cars at the intersection of Broad and Perry streets near East Campus in 2006, Woodard, then a new councilman, lobbied with success for city and state governments to install a stoplight. “It was great just knowing how much it meant to the neighbors and Duke students,” said Woodard, who earns an $18,835 annual city stipend for his council work.“That was a good place where my Duke knowledge and love of Duke intersected with my city work because I knew how many students were coming across the street to go to Whole Foods or Ninth Street.” Finding balance between jobs for Duke and Durham hasn’t been tough, despite late nights in his office at the American Tobacco Campus to finish work. Every two weeks for City Council, Woodard attends afternoon work sessions and evening business meetings. That doesn’t include time outside meetings, talking with constituents and attending events around Durham, like park groundbreakings or neighborhood gatherings. Durham Mayor Bill Bell said that he’s impressed with Woodard’s commitment to community activities and how he engages those around him. “You just always see him out in the community a lot,” he said. — By Bryan Roth Writer, Office of Communication Services

Sustainable uke YO U R

S O U R C E

F O R

G R E E N

N E W S

D U K E

Durham County abnormally dry

Did you know?

✪ North Carolina

Source: The National Oceanic and Atmospheric Administration

Water consumption up as Duke looks at innovative ways to cut use or decades, water from clay and cast iron pipes leaked into the soil underneath the fish pool at the Sarah P. Duke Gardens’ Terraces. But in January, the Gardens began a project to repair cracks in the pipes underneath the 50,000 gallon pond. Nearby construction at Duke’s Medical Center increased the amount of storm water running through the Gardens’ aging infrastructure, so the university and Duke Gardens decided to repair the fish pool and surrounding storm water system. Once completed, the project will be one of several that combine to save water and decrease Duke’s reliance on city water. “A lot of these older gardens weren’t built with sustainability in mind because they were simply pleasure gardens,” said Bobby Mottern, director of horticulture for Duke Gardens. “Now, we’re trying to make these systems as efficient as possible so we’re not losing water, and we’re drawing water from reserves that are filled naturally.” Along with fixed pipes and new monitoring systems, the fish pond will draw water from the Gardens’ main pond in the Asiatic Arboretum instead of being filled by city water. It will save money and cut back on Duke’s water use.

The project is particularly beneficial as Duke moves away from North Carolina’s historic drought of 2007 and focuses on new ways to save water. From June 2009 to February of this year, Duke saved more than 140 million gallons, compared to the year of the drought – a 30 percent reduction and enough to fill more than 200 Olympic-sized swimming pools. Projects to fix leaks like the one at the fish pond have helped to cut back on overall water use. Duke projects and employees’ conservation are important with Durham and surrounding Triangle counties listed as “abnormally dry” in early May by the U.S. Drought Monitor. While drier conditions have been the norm since 2007, water use at Duke increased about 20 percent from last year. Officials cite a change in water use behavior and lifting of irrigation restrictions as the biggest reasons for the increase. “It can be hard to sustain water conservation when a drought is not front page news, but it’s important to remember that water is an essential and limited resource,” said Tavey M. Capps, director of Sustainable Duke. “With the development and growth of this region, water supplies can be stretched thin even in normal rainfall years.”

That’s why Duke continues to look at innovative ways to cut back water use. Facilities Management is taking a proactive approach to saving water by cooling buildings, laboratories and hospital areas with the help of Duke’s two chilled water plants. The high-tech system cools buildings by chilling water to 40 degrees and pumping it through underground pipes across campus. Depending on the time of year and demand, up to half of the water used daily at Chilled Water Plant 2 can potentially come from natural sources like a creek that runs through campus and captured condensate or storm water. Between June 2009 and March 2010, more than 30 million gallons or a third of total water use at the plant during that time came from alternate sources – not drinking water. “Duke is constantly striving to find new ways of conserving water, whether we’re in a drought or not,” said John Noonan, associate vice president for Facilities Management. “Every drop we’re able to save helps Duke save money and ease our reliance on outside sources. Each small change adds up.”

The Triangle has received higher than normal precipitation to start the year, but, as of May 26, the area is still 1.73 inches below normal for the year.

Leaking Faucet? Sinks drain about 20 gallons of water daily from a single drippy faucet. Here’s whom to call: University buildings: (919) 684-2122

Residence halls: (919) 684-5320 (East) (919) 684-5486 (West) (919) 684-5813 (Central)

Medical Center: (919) 684-3232

— By Bryan Roth Writer, Office of Communication Services

7 Stay informed about sustainability at duke.edu/sustainability

WORKING@ DUKE

dialogue@Duke

HOW TO REACH US Editor: Leanora Minai (919) 681-4533 leanora.minai@duke.edu

“What is the pace of summer like in your department?”

Assistant Vice President: Paul S. Grantham

“

(919) 681-4534

Faculty teach less during the summer so there's more time to focus on their research and connect with us grant managers to submit proposals. My work picks up because it’s the end of the fiscal year, and we’re working on closing grants and getting other grants ready for the new fiscal year. I always want to make sure we end the fiscal year with a clean slate. I’m really busy making sure we’ve got all our ducks in a row. It's an exciting time for us because we're putting on our finishing touch to one year and making plans for the next.”

paul.grantham@duke.edu Graphic Design & Layout: Paul Figuerado Photography: Bryan Roth, Paul

Pamela Montgomery Financial analyst/grants manager, Nicolas School of the Environment 12 years at Duke

Grantham and Marsha Green, Office of Communication Services, and Duke University Photography.

“

It depends on the summer. If it’s a dry summer, the pace is hectic trying to keep things alive and being creative with water use. If it’s a moist or cool summer, the pace is considerably more relaxed because we can continue to plant and landscape without the stress of having to worry about watering so much. Water and heat seem to dictate the pace of our summer.”

Working@Duke is published monthly by Duke’s Office of Communication Services. We invite your feedback and suggestions for future story topics.

Paul Jones Curator, Sarah P. Duke Gardens’ Culberson Asiatic Arboretum 26 years at Duke

Please write us at working@duke.edu or

Working@Duke, Box 90496,

Write

“

I’m busy because I handle account management and procurement cards. I process all the procurement card transactions and collect documentation that is required for auditing purposes. It’s a lot of paperwork and documentation in the computer system. The summer can be very busy because faculty have more time to focus on their research. This means more research expenditures. We make sure the grant funds are accounted for appropriately.”

705 Broad St., Durham, NC 27708 Call us at (919) 684-4345. Send faxes to (919) 681-7926.

Got a story idea?

Joyce Franklin Staff specialist, Department of Biomedical Engineering 2 years at Duke — By Bryan Roth Writer, Office of Communication Services

working@duke.edu or Call

681-4533

Join the Facebook fan page for Working@Duke at facebook.com/workingatduke

PERQS

Andy’s Burgers Shakes & Fries 601 Hampton Point Shopping Center Hillsborough

E M P LOY E E D I S CO U N TS

andysburgers.net (919) 732-3734

A better burger bargain

renda and Phil Golden know where to go when they want a hot, juicy hamburger: Andy’s Burgers Shakes & Fries in Hillsborough.

They’ve been regular customers ever since their burgerloving son, Seth, now 23, discovered Andy’s, and claimed it offered the best burgers around. “He was right. The burgers are really, really good,” said Brenda Golden, a program coordinator for the major gift officers for Duke Medicine Development. “And fast,” added her husband, Phil Golden. “You can get a burger faster here than if you stand in line at a fast food place.” The Goldens eat at the 50s style diner about once a month, usually settling for the $4.99 Andy’s Original Special: a cheeseburger with fries (or onion rings) and 24-ounce drink. To make it an even better burger bargain, the Goldens get an extra 10 percent off by using the discount offered through PERQS, Duke’s employee discount program. “We eat here often enough that the discount adds up,” Brenda Golden said.

For a full list of discounts available through PERQS, visit

hr.duke.edu/discounts

Although Andy’s has more than 100 locations in North Carolina, the Hillsborough restaurant is the only one currently offering the Duke discount. The Goldens drive to Hillsborough from north Durham because they love the family atmosphere, too. “The folks here get to know you,” Brenda said. “I showed my DukeCard the first time we came, and we haven’t had to show it again.”

D U K E T O D AY

Brenda Golden, right, who works in Duke Medicine Development, and her husband Phil, center, enjoy the Duke discount at Andy’s Burgers Shakes & Fries in Hillsborough. Betsy Cameron, server, works both at Andy’s and at the Duke Copy Center.

For dessert, the Goldens often order strawberry or chocolate shakes made with Andy’s special frozen custard, or splurge on a pint of the frozen custard to enjoy at home. “They bring out little miniature cups to taste samples for free so you can choose your flavor,” Brenda Golden said. “No matter what flavor you get, it is good.” — By Marsha A. Green Senior Writer Office of Communication Services

For daily news and information, visit duke.edu/today