Working@Duke - June/July, 2010

4 7COMPUTER REPAIR Did you know DukeComputer Repair will fix personal computerspurchased through DukeStores as well as yourwork computer? 3

SUSTAINABLE DUKE As dry conditionsreturn, Duke continuesto focus on innovativeways to conservewater as part of itssustainability efforts.

This paper consists of 30% recycled

post-consumer fiber. Please recycle after reading.

2009, 2008, 2007 Gold Medal, Internal Periodical Staff Writing

2009, 2007 Bronze Medal, Print Internal Audience Tabloids/Newsletters

WHAT’S IN A NAME? Take a look inside thelives of a few employeeswho share the samename at Duke, like twoof the 10 Kim Johnsons.

The change represents more of a cultural shift for TrinityCollege of Arts & Sciences

than a financial one. Last year, a business manager

and four support staff in differentTrinity departments within theFriedl Building accepted earlyretirement. Soon after, membersof the Duke AdministrativeReform Team, known as DART,met with Trinity leaders to discusshow schools could balancebudgets during the severeeconomic downturn.

The result for Trinity was thebirth of a business service centermodel: four existing support staff members and a new business managerwill provide shared services for payroll, event planning, accountreconciliations, and budget preparations to multiple Trinity departments –all under the same roof on East Campus.

“We took the opportunity to rethink how we do business,” said SandyConnolly, Trinity’s senior associate dean for finance and administration. “Webegan by asking what are the business functions that are common across alldepartments versus what functions are truly unique within a department.”

Trinity will have fewer people, “but we will gain efficiencies, especiallywith smaller departments that didn’t have much capacity or back up,”Connolly added.

This pooling of resources across departments highlights one wayDART is working behind the scenes as part of an intensive effort to analyzeways to cut $100 million from the operating budget without affecting theuniversity’s core academic mission.

Since forming in February 2009, DART has directed efforts that haveled to $60 million in projected savings – more than half of what is neededby 2012. Efforts include two early retirement incentives, tighter restrictionson overtime and travel, computer purchasing standards and regulation ofbuilding temperatures.

The DART group, co-chaired by Provost Peter Lange and ExecutiveVice President Tallman Trask III, includes 16 people, a cross-section ofdeans, faculty and administrators who provide broad perspective and input.

“We acknowledged at thebeginning that we needed athoughtful and strategic process,”Trask said. ”We didn’t want todo what some other institutionswere doing in bringing insomeone from the outside tobegin cutting.”

A d i f f e r e n ta p p r o a c h

In the first few months of2009, universities such asStanford, Yale, Harvard, Cornelland Dartmouth announced deepcuts to programs and jobs. Duketook a different approach.

“The best way to address the budget issue is not to begin hacking awaywithout knowing fully the impact of the changes so that you look back andregret making certain changes or don’t fully realize the savings youexpected,” said DART member Warren Grill, professor of BiomedicalEngineering and chair of the University Priorities Committee.

DART began by assembling an analysis team that compiled andassessed financial data to help identify savings opportunities and informtheir decisions.

Tim Walsh, assistant vice president and controller for Duke, led theanalysis team, which conducted more than 200 interviews to generate anddeliver potential savings opportunities and supporting data to the DARTgroup and leaders in the schools and departments throughout Duke.

A bulging six-inch thick binder on his desk contains presentationsmade to DART during the first year. Based on the analysis for eachpresentation, he estimated the reports supporting the presentations wouldlikely stand 30 to 50 feet tall if printed.

Walsh used a simple formula for determining the best opportunities to pursue.

“You want to start with the areas that represent high payoff and lowcomplexity and work your way down to areas of lower payoff and greatercomplexity,” he said.

N E W S YO U C A N U S E : : Vo l u m e 5 , I s s u e 5 : : J U N E /J U LY 2 0 1 0

>> See CUTTING $100 MILLION, PAGE 5

Cutting $100 MillionA look inside the DART process

DUKE ADMINISTRATIVE REFORM TEAM WORKING BEHIND SCENES TO CUT BUDGET, MAINTAIN MISSION

You want to start with the

areas that represent highpayoff and low complexityand work your way downto areas of lower payoffand greater complexity.”

— Tim WalshAssistant vice president and

controller for Duke

“Tim Walsh and colleagues are analyzing reams of financial data.

Parking permit renewal beginsNO INCREASE IN MONTHLY RATES FOR SECOND STRAIGHT YEAR

Save on American Dance FestivalThe American Dance Festival seasonbegins June 10 with Durham’s own African-American Dance Ensemble. Duke facultyand staff can buy tickets to any ADFperformance at a 20 percent discount.

The season, which runs to July 24,includes 12 other troupes withperformances focusing on this year’stheme: What is dance theater?

“Many of the choreographersrepresented this season have createdworks known for dipping a toe in boththeater and dance, and then back again, all with great success,” saidDavid Byrd, ADF’s director of marketing and communication.

Performances throughout the summer take place on Duke’scampus and at the Durham Performing Arts Center.

The Duke community is also invited to attend a variety of free danceactivities, from behind-the-scene tours of ADF classes to free screenings ofworks by troupes like Eiko & Koma and the Paul Taylor Dance Company. A full calendar of events is at americandancefestival.org. Discount ticketinformation is available at hr.duke.edu/discounts.

Don’t get taken for a rideAre you looking to buy a car but want to save as much as possibleduring these tough economic times?

The Duke Credit Union may have some tips during “Take theWheel: 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, fromwhat you want from your car to how much car you can afford. “Youdon’t want any surprises once you get to the dealer or find the caryou really want,” said Cassandra Taylor, the financial guidancecounselor 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 FarmersMarket turns 10Duke’s Farmers Marketis celebrating its 10thseason and hostingmore than 10 vendors,a variety of events,including guestcookingdemonstrations,live music andinformation about healthy eating.

The market is open every Friday in June and July from 11a.m. to 2 p.m., rain or shine, on the green space next to the BryanResearch Building off Research Drive. In August and September, themarket is open every other Friday.

For more information, visit hr.duke.edu/farmersmarket.

Be prepared for severe weatherWith the 2010 hurricane season officially beginning June 1 andrunning through November 30, now’s the time to become morefamiliar with Duke’s severe weather policy.

Faculty and staff are encouraged to review Duke’s severeweather policy and their service category to ensure they understandtheir role and responsibilities if Duke declares a severe weather or emergency condition. Job categories include essential, reserveand delayed.

Essential service employees are required to report to or remainat work; reserve service will be assigned at the time of severeweather; and delayed service employees will not report to or remainat 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 [email protected] 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.

NewsbriefsLEANORA [email protected]

Iwrote about a banana at the end ofApril, and I’d like to share the story forthose who didn’t catch it on Duke Today.Duke Postal Operations Clerk

Zenaida Juntilla was organizing letters,parcels and journals for campus deliverywhen she reached inside a bin and pulledout a special delivery.

“Oh my goodness,” she recalled.“I’m trying to stage the mail, and thenwhat I find is a banana.”

Three Forever Stamps were affixedto the darkening peel, which also bore thename of Duke student David Herrig andhis campus address in green ink.

Turns out Herrig, and his friend, JoeUpchurch, also a student, had a runningjoke about sending a banana through themail. “I thought neither of us would tryit,” Herrig told me.

But Upchurch slipped the banana,complete with Chiquita sticker, in acampus mail box in the Bryan Center. Thefruit ended up in the U.S. Mail and madeits way back to Duke.

The delivery, while odd, is notunique. Pumpkins, whole pumpkins, comethrough the mail during Halloween, saidMike Trogdon, director of Duke PostalOperations. Trogdon applauded thestudents’ imagination andresourcefulness, and said that while abanana is permitted mailing material, hehopes he doesn’t see a surge in fruitmailings.

I asked Herrig if would eat hisbanana.

“No,” said the sophomore studyingengineering. “I wish there was some wayto preserve it … maybe ask some biostudents how to mummify it.”

Editor’sNote

2

After a car accident this year, Lisa Varani decided totemporarily ride a bus to work at Duke South. Hershort-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 payfor itself,” said Varani, associate dean for resourceplanning in the School of Medicine. She only drives towork when she needs her car. “Environmentally, it’s good,and I enjoy the ride because I can bring my knitting, talkwith people or read a book.”

Duke officials are encouraging faculty and staff to followVarani’s lead as the University strives by 2012 to reduce by 6 percent the number of single occupancy vehicles that parkat Duke as part of its Climate Action Plan.

In addition, while parking permit rates will notincrease for a second consecutive year, costs for buildingand maintaining lots and garages and providing transitcontinue to rise.

“Due to the current economic situation, we haveabsorbed the increasing cost for parking the last two yearsand postponed some capital improvements to the system,”said Tallman Trask III, executive vice president. “We aresimply delaying needed changes and cost increases thatwill have to be made in the coming years.”

Sam Veraldi, acting director of Parking andTransportation, said Duke will be developing transitstrategies and examining Duke’s permit rates and permitstructures in the coming year to ensure they are equitable

and address increasing transit costs. For example, one ofthe cheapest campus parking permits costs customers$6.80 per month but costs Duke nearly an additional $50per space each month to lease. In addition to leasing costs,Duke provides campus transit service, including rides toand from remote parking lots.

Among the ways to manage costs is throughalternative transit options such as carpooling and riding abus. Varani, the associate dean, buys a $25 discount buspass through Duke, joining about 550 others from Dukewho use a discount bus pass.

“We want to encourage faculty and staff to explorealternative forms of transportation because it willobviously help us achieve our sustainability goals of 2012and beyond,” Veraldi said. “It’s important for all of us toconsider our carbon footprint since driving to work issuch a major contributor to that.”

Promoting alternative transit will be part of Duke’sstrategy to reduce the number of single occupancy cars on campus by 6 percent. That reduction amounts toremoving about 1,400 permits from distribution to theDuke community.

“Of the roughly 23,000 permits Parking &Transportation sold last year, about 99 percent were forsingle occupancy vehicles,” said Tavey M. Capps, directorof Sustainable Duke. “As a community, we each shouldconsider options to help reduce the number of carscoming to campus.”

— By Bryan RothWriter, Office of Communication Services

How to RenewIf your permit expires

Aug. 15, 2011:No further action is

required. Continue usingyour permit.

If your permit expires Aug. 15, 2010:

Permit-specific renewalinformation will bedistributed later thissummer and will be

available onparking.duke.edu.

Permit renewal begins June 14.

Chuck Davis of the AfricanAmerican Dance Ensemble.Photo by Gregory Georges.

For alternative transit options, visit parking.duke.edu

ALLAN FRIEDMANSoon 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 assistantconductor and administrative coordinator of chapel music at the Duke Chapel. At onepoint, Friedman said he heard a rumor that both he and the surgeon Friedman were evendriving the same car, a Ford Taurus.

“The week he operated on Ted Kennedy, everywhere people were joking with me aboutit,” said Friedman, the conductor. “People kept asking me jokingly how the surgery went, butI 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 asense of humor about sharing their name.

“My patients think that I write choir music on the side,” the surgeon said. “I have nevermet Allan M. Friedman, but I would be interested in hearing the music he has written.”

KIM JOHNSON

Kim F. Johnson makes a mean banana pudding. So does Kim T. Johnson. Both have heard Kim S. Johnson isn’t tooshabby 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’tcross paths with the 10 Kim or Kimberly Johnsons at Duke.

Kim F. Johnson, the director of information technology at Duke’s Cancer andLeukemia 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 JOHNSONIf 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 KarenJohnsons, 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 CancerCenter, didn’t worry about being confused with her seven namesakes at Duke. She moved toWilmington earlier this year and credited her e-mail for setting her apart – it used her DukeNetID number instead of her name.

The Life Flight nurse manager, Karen D. Johnson, said she can’t wait for when sheinevitably 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 RothWriter, Office of Communication Services

What’s in a name?

3

Allan M. Friedman

The musician

Dr. Allan Friedman

The surgeon

Kim T. Johnson

The medical records coder

Kim F. Johnson

The IT director

Karen D. Johnson

The Life Flight nurse manager

Karen O. Johnson

The NetID e-mailer

Shared names are common at Duke. Thereare three James Reynolds and a pair ofTeresa 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 fordelivery, but when it doesn’t have a number andfeatures a common name, postal employees callaround to find the right recipient, or else mailcould be delivered to the wrong person.

“Oh, it can be a nightmare,” said RobynJohnson, sorting supervisor for Duke Postal

Operations. “We make a strong effort to getmail to the right person, but sometimes, itcomes down to a guessing game, and we have to use our best judgment.”

Below are just a few examples of peoplenavigating a shared identity at Duke.

EMPLOYEE DONATES MORE THAN 10 GALLONS

When Kelly Umstead joined Duke in 2003, hecouldn’t believe the price for supplemental lifeinsurance: 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,” hesaid. “Going with Duke was a no brainer.”

As part of its benefits package, Duke provides eachfaculty and staff member at no cost a $10,000 lifeinsurance benefit and a survivor benefit of up to six monthssalary. Supplemental life insurance, a voluntary employee-paid benefit, is part of Duke’s flexible benefits package thatprovides extra protection from the economic hardship oflosing a family member.

“How much insurance a person needs varies dependingon personal circumstances,” said Sylvester Hackney,associate director of benefits at Duke. “The supplementallife insurance offers flexibility in determining whom youwant to insure, and for how much. It allows you to makesure that people who depend on your salary are protectedfrom the economic impact of your death.”

Supplemental life insurance premiums vary bycoverage, but overall cost is based on an individual’s ageand smoking habit. Eligible faculty and staff may insurethemselves for one to eight times their base salary, insurespouses or same-sex partners up to $100,000, and coverchildren for up to $10,000.

Umstead, a technical support specialist at the FuquaSchool of Business, chose to insure himself for themaximum amount allowed. In the event of his death, thepolicy would provide his family with a payment equal toeight times his annual salary.

“I want my wife to be able to pay off themortgage, or invest themoney for income torelieve the financialpressure,” Umstead said.

He also insured hiswife, Susan, recognizing

that the family depends on her salary, too. For an additional$1 per month, he added their children, Lindsey, 19, andAlex, 14 to the policy.

After seven years of coverage, Umstead’s monthlypremium is now $62 – paid through payroll deduction,and automatically adjusted every January to reflect theincreasing age of those covered.

“Sure, the price has gone up over the years, but so hasmy income, so the value of my coverage goes up as well,”he said. “It’s a great amount of coverage for that price, andgreat peace of mind.”

— By Marsha A. GreenSenior Writer, Office of Communication Services

David Clapp settled into areclining chair with acrossword puzzle in his

left hand and his sleeve rolledup to reveal veins in his rightarm.

“I’ve given blood close to90 times,” said Clapp, amedical technologist II atDurham Regional Hospital. “It’s easy.”

Clapp is one of hundreds ofDuke employees who regularlyroll up their sleeves forAmerican Red Cross blooddrives. Last year, the Red Crosscollected 1,861 units of blood,nearly 250 gallons, from donordrives across Duke.

But since blood can onlybe stored for 42 days, fresh donations are always indemand, particularly over the summer, said DallasEllington, a local Red Cross representative.

“We need blood every day, whether it is a holiday, aSaturday, or a summer day,” Ellington said. “Whenstudents are out of town our donations drop dramatically.But demand doesn’t stop.”

Clapp started giving blood more than 30 years agowhen he was in the Navy. He recalls vividly the donationthat impressed upon him what an important gift bloodcould be. At the time, he was attending lab school atBethesda, Md., and living on base.

“Suddenly, someone wasshaking me awake at 2 a.m. andtelling me they had a baby thatneeded an immediatetransfusion,” he said.

Clapp was the closestperson on hand with type Onegative blood, which can begiven to most patients. He waswhisked over to then BethesdaNaval Hospital, where doctorsset up a direct transfusion fromClapp to the newborn.

“The baby survived, and Iwas hooked,” Clapp said. “I’vebeen giving blood ever since.”

He donates every eightweeks, the maximum fordonors. Because it isconvenient, he usually gives at

Durham Regional Hospital, where he has worked since1985. His personal goal is to donate 100 times, more than12 gallons. He’s already received a 10-gallon pin from theRed Cross.

“It is really comforting to know that my blood issaving lives,” he said. “It's going to be a good feelingwhen I get to 100 units, knowing that I’ve been able tohelp so many people.”

— By Marsha A. GreenSenior Writer, Office of Communication Services

Give blood, save lives

Purchasing peace of mindSupplemental life insurance offers financial protection

4

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

Give BloodEach day, more than38,000 blood

donations are neededin the U.S. The localRed Cross works withDuke units and studentgroups to scheduleblood drives each

month. Upcoming Dukeblood drives include:

June 153 p.m. to 8 p.m. Searle Center

July 2211:30 a.m. to 4:30 p.m.

Bryan Center

July 2311:30 a.m. to 4 p.m.Bryan Center

David Clapp, a medical technologist II at Durham Regional Hospital,

has a personal goal of donating blood 100 times; the equivalent of

about 12 gallons of blood.

Cost of CoverageSupplemental life insurancecosts are based on age,smoking status and coveragepurchased, which is calculatedin $10,000 increments. Forexample:

• A 35 year-old non-smokerpays 56 cents monthly per$10,000 of coverage. For apolicy worth $80,000, thecost is $4.48 per month.

• Coverage for a spouse or same-sex partner ispurchased in increments of$10,000, up to $100,000.

• Any number of children canbe insured for up to $10,000per child for $1 per month.

Rate worksheets andenrollment forms are athr.duke.edu/forms

Kelly Umstead, below,

purchased supplemental

life insurance through

Duke for himself, his wife

Susan, center right, and

their children Lindsey, 19,

and Alex, 14.

uDid you know?If you are enrolled in

supplemental life coverage, youare eligible for a will planningservice. With this service, the

attorney’s fees for thepreparation or updating of willsfor employees and their spousesor same sex spousal equivalents

are fully covered. Visithr.duke.edu/benefits/finance

for more information.

5

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

For example, one of the early initiatives involvedmoving the telephone system to Voice over Internet Protocol(VoIP). The project, which began prior to the formation ofDART, caused little disruption, provided similar service andoffered more than $2 million in savings toward theuniversity’s overall budgetary shortfall.

D a t a t o d o l l a r sThe first phase of implementation began with central

administrative efforts, and then moved into academic areas.Two early retirement incentive programs and greaterscrutiny on filling vacant positions have accounted for thelargest savings to date – about $35 million.

A new computer purchasing program, projected toreduce expenses by $2 million a year, reflects a main projecttheme for DART – taking advantage of Duke’s aggregatedspending to negotiate steep discounts.

“My sense was that we had more money tied up inbuying the wrong stuff,” Trask said. “We didn’t have anystandards, so people were buying more than they needed formost jobs. By standardizing the specifications andnegotiating prices based on expected volume, we broughtthe average price for a computer down from $750 to $500.Instead of a 3 to 5 percent discount, we got a 15 to 20percent discount.”

Ed Gomes, associate dean for Trinity TechnologyServices, served on the Duke-wide committee of faculty and IT professionals to develop computer standards. Thestandards offer two levels that support most functions for

faculty and staff, and a third level that could be customizedwith high-end processing power for research and otherspecial needs.

“We will be replacing about 200 computers in Arts &Sciences this year and expect to save about $32,000 basedon the additional discounts from the program,” Gomes said.

Gomes said that people can still buy a computer outsidethe program, but there are cost implications for support thatmany may not consider. “If you have problems with thatcomputer, your costs go up for support because we don’thave replacement parts or service agreements,” he said.

More recent DART efforts have focused on discussionswith deans and department chairs in the School ofMedicine, who have been presented with aggregatedfinancial data across all schools and a toolbox of options forreducing expenses – everything from using preferred vendorsto reducing fleet and related fuel and maintenance costs.

“The discussion with deans has been a rock-turningexercise, and we’ve learned some things through the process.”said Lange, the provost. “These meetings presented data to thedeans about where some savings opportunities might be andallowed them to determine which areas they want to pursue.”

Such discussions led to rethinking processes likecommunication. Law School communications staff membersworked closely with Dean David Levi to redesign theschool’s alumni magazine, reducing the number of pagesfrom 80 or so to 48. Also, the school changed the magazine’spaper and bid the job to new printers. The cost was cut by50 percent without changing distribution to nearly 20,000.

“We now have a monthly online publication thatdelivers news, but the magazine is a better instrument for building reputation, sharing faculty and studentachievements, and providing context on the latest research

and legal trends,” said Melinda Vaughn, executive director of communication and events at the Law School. “We’vetried to use the different mediums for what they do best.”

Walsh, the assistant vice president and controller forDuke and DART analysis team lead, has also led thediscussions with deans. He said the exercise highlighted bestpractices from different areas that may not have emerged.

“These numbers helped provide benchmarks so deanscould compare how their spending in different areascompared to other schools, which led to conversations abouthow they might do things more efficiently in some areas,”Walsh said. “We talk often about interdisciplinarity amongschools, but we are now starting to use the termadministrative interdisciplinarity more frequently to refer to working across organizational lines to be more efficientadministratively and share best practices.”

$ 4 0 m i l l i o n m o r eNow 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. Thesecond half will be much more difficult.”

To return to a sustainable budget, the university still needsto reduce the number of employees, which Trask said he hopescan be done through attrition. Trask and Lange continue tomonitor and sign off on filling vacant staff positions to reducethe university’s largest expense – compensation.

“Most of the requests that come to me now reflect somelevel of restructuring to consolidate positions, expandresponsibilities to support other needs or reduce the level ofsupport needed,” Lange said. “That type of creative thinkingat the department level is what will help us continue toaddress this situation.”

Kyle Cavanaugh, vice president for Human Resources,said he has worked with Trinity and other departmentsseeking to restructure.

“As people retire or leave Duke, departments are givingmore consideration to how they can reorganize and shareresources in ways that reduce costs and continue to provideeffective services,” he said. “Human Resources has partneredwith departments to think strategically about ways to do that.”

Such opportunities are being evaluated across theuniversity, including a decision not to fill the vacancy forvice president of Campus Services. A transition teamchaired by Cavanaugh is working to redistribute the unitswithin Campus Services within existing structures to ensurecontinuity of service.

Despite the university’s financial challenges, Trask saidthat Duke is in a better situation than most otheruniversities and is able to advance its academic mission inways 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 appointmentsthis year, including three National Academy members.

“In five years,” said Lange, “we may look back andlament some of the sacrifices we had to make, but we willalso be able to look around and see the results of what wewere able to accomplish to become a much strongerinstitution during this time.”

— By Paul GranthamAssistant Vice President

Office of Communication Services

Members of the DART SteeringCommittee

Peter Lange, Provost (co-chair)

Tallman Trask III, ExecutiveVice President (co-chair)

Kyle Cavanaugh, Vice Presidentfor Human Resources

Scott Gibson, Executive Vice Dean, Finance andAdministration, School of Medicine

Warren Grill, Professor ofBiomedical Engineering andChair, University PrioritiesCommittee

Greg Jones, Senior Advisor,International Strategy

Tom Katsouleas, Dean, PrattSchool of Engineering

Sally Kornbluth, Professor ofPharmacology and CancerBiology and Vice Dean,Basic Sciences

Hof Milam, Vice Presidentfor Finance

Jim Roberts, Executive ViceProvost

Lynn Smith-Lovin, Professor of Sociology and Chair,Academic ProgramsCommittee

Monte Brown, Vice Presidentfor DUHS Administration

Tom Metzloff, Duke LawProfessor

Ben Reese, Vice President of Institutional Equity

Anne Light, Office of theExecutive Vice President(coordinator)

DART Analysis Team

Ann Elsner Anne Light

Leigh Goller Jane Pleasants

Pat Hull Lisa Varani

Len Johnson Tim Walsh(chair)

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.

Cutting $100 Million CONTINUED FROM PAGE 1 Annual University Expenditures

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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

Department: Duke Computer Repair

Years at Duke: 28

Who they are: Duke Computer Repair is an authorized service provider for Apple, Dell and Lenovo computersand HP LaserJet printers. The store is an information technology support group that works with faculty, staff andstudents alongside the Office of Information Technology. Duke Computer Repair also supports Duke HealthTechnology Solutions and many individual departments throughout the Health System. Part of Duke UniversityStores, the shop fixes software, hardware and printers.

What they’re known for: Duke Computer Repair technicians are best known for fixing a variety of problemswith desktop and laptop computers as well as printers. They also provide hardware support for computer labsthroughout Duke.

What they can do for you: Students are a big part of the workload for the Computer Repair store, but facultyand staff can have their Duke-owned equipment fixed, too. Employees who purchase personal computers throughDuke Stores can also use the repair shop. If parts are under warranty, repairs are free. Otherwise, repairs for anycomputer 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 3523Hillsborough Road or the Duke Computer Store in the basement of the Bryan Center. Repair time typically takesthree 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-timestudent 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 defectiveparts are returned to the manufacturer or recycled though the Duke Surplus Program. All our boxes and packingmaterials are reused by our shop or by Duke.”

Significant achievement: During an average year, the repair store handles more than 5,000 service requests forthe university. In 2009, it completed about 10,000 requests for the Health System.

Big goal: “We want to double our annual workload so that all the IT staff in individual departments throughoutDuke can focus on other work instead of fixing computers, which is what we do,” Rigney said. “We want to bethe 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 underwarranty, 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.”

Buy a personal computer atDuke, get it fixed here, too

By day, he’s a Duke administrator. By night, he’s apublic servant.

He’s not Batman, but Mike Woodard has a uniquerole in the Duke-Durham relationship. In addition to hisjob as an analyst for Duke’s Administrative Systems

Management office, he has also served as aDurham City Councilmember since 2005.

“I’ve lived inDurham for a longtime and had beenactive in a lot ofdifferent volunteergroups around thecity,” said Woodard,who has been associatedwith Duke for morethan 30 years, first as astudent and now as anemployee. “I thought Icould really help makea difference by joiningthe council.”

Woodard represents the Third Ward, which runs onthe west side of Durham from south of Highway 54 up toLatta and Umstead roads.

Before he was elected to City Council, Woodard begana balancing act between Duke and Durham as a memberon citizen committees like the Citizen CapitalImprovement Panel, a group that examines the capitalneeds of the city and makes recommendations to the City Council about project funding.

He wanted to get involved with city organizationsbecause 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 Dukeand Durham in his roles on campus and in the community.He is proud of being able to effect change spurred by hisintimate knowledge of the city and university.

After two people were struck by cars at the intersectionof Broad and Perry streets near East Campus in 2006,Woodard, then a new councilman, lobbied with success forcity and state governments to install a stoplight.

“It was great just knowing how much it meant to theneighbors and Duke students,” said Woodard, who earns an$18,835 annual city stipend for his council work.“That wasa good place where my Duke knowledge and love of Dukeintersected with my city work because I knew how manystudents were coming across the street to go to WholeFoods or Ninth Street.”

Finding balance between jobs for Duke and Durhamhasn’t been tough, despite late nights in his office at theAmerican Tobacco Campus to finish work. Every twoweeks for City Council, Woodard attends afternoon worksessions and evening business meetings. That doesn’tinclude time outside meetings, talking with constituentsand attending events around Durham, like parkgroundbreakings or neighborhood gatherings.

Durham Mayor Bill Bell said that he’s impressed withWoodard’s commitment to community activities and howhe engages those around him. “You just always see him outin the community a lot,” he said.

— By Bryan RothWriter, Office of Communication Services

Mike Woodard: two sides of service

6

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

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.

________

Blue Devilof the Month________

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.

Y O U R S O U R C E F O R G R E E N N E W S A T D U K E

Sustainable uke

7

Stay informed about sustainability at duke.edu/sustainability

Did youknow?The Triangle has

received higher thannormal precipitation tostart the year, but, as of May 26, the area isstill 1.73 inches belownormal for the year.

For decades, water from clay andcast 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 pipesunderneath the 50,000 gallon pond.

Nearby construction at Duke’sMedical Center increased the amountof storm water running through theGardens’ aging infrastructure, so theuniversity and Duke Gardens decidedto repair the fish pool and surroundingstorm water system. Once completed,the project will be one of several thatcombine to save water and decreaseDuke’s reliance on city water.

“A lot of these older gardensweren’t built with sustainability inmind because they were simplypleasure gardens,” said BobbyMottern, director of horticulture forDuke Gardens. “Now, we’re trying tomake these systems as efficient aspossible so we’re not losing water, andwe’re drawing water from reservesthat are filled naturally.”

Along with fixed pipes and newmonitoring systems, the fish pondwill draw water from the Gardens’main pond in the Asiatic Arboretuminstead of being filled by city water. It will save money and cut back onDuke’s water use.

The project is particularlybeneficial as Duke moves away fromNorth Carolina’s historic drought of2007 and focuses on new ways to savewater. From June 2009 to February ofthis year, Duke saved more than 140million gallons, compared to the yearof the drought – a 30 percentreduction and enough to fill morethan 200 Olympic-sized swimmingpools. Projects to fix leaks like the oneat the fish pond have helped to cutback on overall water use.

Duke projects and employees’conservation are important withDurham and surrounding Trianglecounties listed as “abnormally dry” in early May by the U.S. DroughtMonitor. While drier conditions havebeen the norm since 2007, water useat Duke increased about 20 percentfrom last year. Officials cite a changein water use behavior and lifting ofirrigation restrictions as the biggestreasons for the increase.

“It can be hard to sustain waterconservation when a drought is notfront page news, but it’s important to remember that water is an essentialand limited resource,” said Tavey M.Capps, director of Sustainable Duke.“With the development and growthof this region, water supplies can bestretched thin even in normal rainfallyears.”

That’s why Duke continues tolook at innovative ways to cut backwater use. Facilities Management istaking a proactive approach to savingwater by cooling buildings, laboratoriesand hospital areas with the help ofDuke’s two chilled water plants. Thehigh-tech system cools buildings bychilling water to 40 degrees andpumping it through undergroundpipes across campus.

Depending on the time of yearand demand, up to half of the waterused daily at Chilled Water Plant 2can potentially come from naturalsources like a creek that runs throughcampus and captured condensate orstorm water. Between June 2009 andMarch 2010, more than 30 milliongallons or a third of total water use atthe plant during that time came fromalternate sources – not drinking water.

“Duke is constantly striving tofind new ways of conserving water,whether we’re in a drought or not,”said John Noonan, associate vicepresident for Facilities Management.“Every drop we’re able to save helpsDuke save money and ease ourreliance on outside sources. Eachsmall change adds up.”

— By Bryan RothWriter, Office of

Communication Services

Water consumption up as Duke looks atinnovative ways to cut use

Durham County abnormally dry

Leaking Faucet?Sinks drain about 20

gallons of water daily froma 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

NorthCarolina

�

Source: The National Oceanic andAtmospheric Administration

DUK E TODAY For daily news and information, visitduke.edu/today

Faculty teach less during the summer so there's more time to focus on their research andconnect 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 thenew fiscal year. I always want to make sure we end the fiscal year with a clean slate. I’m reallybusy making sure we’ve got all our ducks in a row. It's an exciting time for us because we'reputting on our finishing touch to one year and making plans for the next.”Pamela MontgomeryFinancial analyst/grants manager, Nicolas School of the Environment12 years at Duke

“

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

I’m busy because I handle account management andprocurement cards. I process all the procurement card

transactions and collect documentation that is required for auditingpurposes. It’s a lot of paperwork and documentation in the computersystem. The summer can be very busy because faculty have more timeto focus on their research. This means more research expenditures. We make sure the grant funds are accounted for appropriately.”Joyce FranklinStaff specialist, Department of Biomedical Engineering2 years at Duke

It depends on the summer. If it’s a dry summer, the pace ishectic trying to keep things alive and being creative with water

use. If it’s a moist or cool summer, the pace is considerably morerelaxed because we can continue to plant and landscape without thestress of having to worry about watering so much. Water and heatseem to dictate the pace of our summer.”Paul JonesCurator, Sarah P. Duke Gardens’ Culberson Asiatic Arboretum26 years at Duke

dialogue@DukeHOW TO REACH US

Editor: Leanora Minai

(919) 681-4533

[email protected]

Assistant Vice President:

Paul S. Grantham

(919) 681-4534

[email protected]

Graphic Design & Layout:

Paul Figuerado

Photography: Bryan Roth, Paul

Grantham and Marsha Green,

Office of Communication Services,

and Duke University Photography.

Working@Duke is published monthly

by Duke’s Office of Communication

Services. We invite your

feedback and suggestions for

future story topics.

Please write us at

[email protected] or

Working@Duke, Box 90496,

705 Broad St., Durham, NC 27708

Call us at (919) 684-4345.

Send faxes to (919) 681-7926. “

WORKING@DUKE

— By Bryan RothWriter, Office of Communication Services

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[email protected]

or Call681-4533

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facebook.com/workingatduke

PERQSEMPLOYEE DISCOUNTS

Brenda and Phil Golden know where to go when they wanta hot, juicy hamburger: Andy’s Burgers Shakes & Friesin Hillsborough.

They’ve been regular customers ever since their burger-loving son, Seth, now 23, discovered Andy’s, and claimed itoffered the best burgers around.

“He was right. The burgers are really, really good,” saidBrenda Golden, a program coordinator for the major giftofficers for Duke Medicine Development.

“And fast,” added her husband, Phil Golden. “You can get aburger 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: acheeseburger with fries (or onion rings) and 24-ounce drink.To make it an even better burger bargain, the Goldens get anextra 10 percent off by using the discount offered throughPERQS, Duke’s employee discount program. “We eat hereoften enough that the discount adds up,” Brenda Golden said.

Although Andy’s has more than 100 locations in NorthCarolina, the Hillsborough restaurant is the only onecurrently offering the Duke discount. The Goldens drive toHillsborough from north Durham because they love thefamily atmosphere, too.

“The folks here get to know you,” Brenda said. “I showed myDukeCard the first time we came, and we haven’t had toshow it again.”

For dessert, the Goldens often order strawberry or chocolateshakes made with Andy’s special frozen custard, or splurgeon a pint of the frozen custard to enjoy at home.

“They bring out little miniature cups to taste samples for freeso you can choose your flavor,” Brenda Golden said. “Nomatter what flavor you get, it is good.”

— By Marsha A. GreenSenior Writer

Office of Communication Services

For a full list of discounts available through PERQS, visit

hr.duke.edu/discounts

A better burger bargain

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.

Andy’s Burgers Shakes & Fries

601 Hampton PointShopping CenterHillsborough

andysburgers.net(919) 732-3734