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Department of Facilities Management

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Title: Department of Facilities Management


1
Department of Facilities Management
Providing Excellence in Facilities Management
2
Facilities Management March 29,
2006 Information Session
3
AGENDA
  • Introduction
  • Reorganization Update
  • FAMIS Update
  • Communicating with FM (Client Reception)
  • FAMIS Self-Service
  • FM Customer Service Survey
  • FM Communications to the University Community
  • Charge out rates
  • Service levels
  • Summary of ongoing planned projects
  • Security and parking Issues
  • Future meetings
  • Your feedback

4
INTRODUCTION
5
A Responsibility Overview
Staffing .. 450 Acres
.79 Buildings .110 Budg
et .. 23 M Sq. Ft.
..4.8 M Facilities value
.... 1 B
6
Strategic Planning
  • Identified Process Deficiencies during CMMS
    requirements definition
  • Conducted 3 retreats off-site
  • Developed Mission, Vision, Goals
  • Objectives
  • Analyzed Strategic objectives
  • Reviewed Functional requirements to achieve
    goals objectives
  • Structured functions to optimize results
  • Completed an impact assessment
  • Prepared action plans communications plans

7
MISSION
Our Mission is to provide the Dalhousie
community with an inviting, safe and
sustainable environment which supports and
enhances an inspiring experience in learning,
living and research.
8
Vision
Our Vision is to be an innovative team of
motivated professionals recognized for excellence
in Facilities Management.
9
Goals
  • Stewardship - To be recognized as the stewards of
    the university facilities.
  • Clients - To understand, anticipate and respond
    effectively to our client needs.
  • Process Improvement - To achieve efficient and
    effective results, through

  • optimal and standardized processes.
  • Communication - To share accurate information
    with the right people at the right
    time.
  • Employees - To foster innovative and motivated
    employees.

10
Dalhousie UniversityFacilities Management
Functions
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12
Planning
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Operations
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Projects
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Strategic Planning Agenda
  • Business Process Verification Spring
    04
  • CMMS Requirements Definition Summer 04
  • Mission, Vision Goals Definition Fall 04
  • FAMIS Purchase Dec 04
  • Reorganization Apr 05
  • FAMIS Go Live Dec 05
  • FAMIS Self Serve Module Apr 06
  • Publish FM Business Plan Spring 06
  • Banner/FAMIS Integration Fall 06
  • Annual Planning Process Fall 06
  • Establish On-line SOPs Fall 06
  • Define Service Levels Spring 07

21
  • REORGANIZATION
  • UPDATE

22
Reorganization Status
  • Everyone is finally in their ongoing position as
    of January 20
  • 5 previous positions no longer exist
  • 8 new positions created
  • 3 in Operations
  • 3 in Planning
  • 2 in Projects
  • As of Apr 1, Real Estate and Events have moved to
    Planning, so all functions are now as per org
    charts

Providing Excellence in Facilities Management
23
FAMIS UPDATE
24
FAMIS Update
  • Dalhousie University receives Senior Spring
    2003
  • Management Approval
  • High-level Budget Developed Spring 2003
  • Requirements Definition Spring 2004
  • RFP issued July 2004
  • Review of Proposals Sept/Oct 2004
  • Site Visits Nov 2004
  • Budget Refined and Secured Nov 2004
  • FAMIS Selected to replace Dalhousies Dec 2004
  • existing maintenance management system
  • (CENDEC)

25
  • Project Manager at Dalhousie Identified Jan 2005
  • Core Team Relocated to BPIO Jan 2005
  • Software Installation Jan/Feb 2005
  • Core Team Training Jan 2005
  • Functional Team Training Feb/Mar 2005
  • Configuration Mar Sep 2005
  • Integration Mar Nov 2005
  • Data loading Sep Nov 2005
  • End-user training Nov 2005
  • Go-Live Phase I 5 Dec 2005
  • First year-end 1 April 2006
  • Go-Live Phase II 10 April 2006
  • Phase III ????

26
Scope FAMIS 8i modules
  • Maintenance Management (FMM)
  • Inventory Control (FIC)
  • Self Service (FSS)
  • Space Management (FSM)
  • Wireless for Maintenance and Inventory
  • Key Control (FKC)
  • Tool Control (FTC)
  • Capital Projects (FCP)
  • Performance Scorecard
  • OFI Toolkit
  • Real Estate (FREA)
  • Utilities (FUM)

27
Scope Interfaces
  • Payroll
  • Chart of Accounts
  • Billing
  • Procurement (fall ,2006)
  • Payables (Jan 3, 2006)
  • Encumbrance (May 1, 2006)
  • Space Building and Rooms (Jan 3, 2006)

28
COMMUNICATING WITH FACILITIES MANAGEMENTCLIENT
RECEPTION
29
Communicating with FM - Client Reception
  • If you have any questions regarding various
    items, please contact Client Reception at 3345.
    They will direct your inquiries to the proper
    people.
  • Specific personnel from each unit have been
    identified and will be given access to FAMIS
    Self-Service.
  • ALL requests are to be issued on-line, EXCEPT
    for EMERGENCIES.
  • Please Contact Client Reception directly at 3345
    to report EMERGENCIES.

30
Self-Service Web Video Wednesday, March 29,
2006 Can find link at fm.dal.ca
31
FAMIS Self-Service Sessions
  • On March 30, 2006 and March 31, 2006, there will
    be FAMIS Self-Service Training Sessions in
    addition to the Self-Service Web Video for those
    who wish additional help.
  • Darrell Boutilier and Nick Tentomas will be the
    trainers. It is best to contact them at 2251
    (Nick) or 1223 (Darrell) to book a time.
  • The Sessions will be held in LSC 222 which has 10
    computer stations. The sessions are as follows
  • Thursday, March 30, 2006 and Friday, March 31,
    2006
  • 900 am - 1000am
  • 1030am 1130am
  • BREAK
  • 130pm 230pm
  • 300pm 400pm

32
FM CUSTOMER SERVICE SURVEY
33
Customer Service Survey
  • Conducted General Survey in October 05 to form
    data baseline pre-FAMIS. Others to follow to
    measure future change
  • Excellent response Thank-you
  • Common Themes
  • High Quality of Work
  • Dedicated, motivated personnel
  • Poor Service (scheduling response time)
  • Billing
  • Trucking
  • Job specific survey being developed to measure
    satisfaction with a sampling of individual work
    orders and projects

34
FM COMMUNICATION WITH THE UNIVERSITY COMMUNITY
35
FM Communication to theUniversity Community
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45
Tell us what you want to see from FM Our
webpage http//fm.dal.ca// E-mail
christine.matheson_at_dal.ca
46
CHARGE OUT RATES
47
FM Charge Out RatesEffective July 1, 2006
48
SERVICE LEVELS
49
STAFFING FOR WHAT?
HOW DOES YOUR MAINTENANCE COMPARE?
50
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51
APPROPRIATE STAFFING LEVELS?
  • OBJECTIVE STAFFING STANDARDS?
  • CONSIDERATIONS
  • Varying wage rates
  • Varying types (research vs. office)
  • Age of facilities
  • Existing deferred maintenance

52
LEVELS OF MAINTENANCE(APPA MAINTENANCE STAFFING
GUIDELINES)
1 Showpiece Facility 2 Comprehensive
Stewardship 3 Managed Care 4 Reactive
Management 5 Crisis Response
53
WHAT NUMBER DO YOU WANT? ?
  • What is adequate staffing?
  • are not a comparator
  • An objective standard is needed
  • Maintenance is labour intensive
  • Labour proportional to service

54
EVALUATION CRITERIA
  • Response time
  • Customer satisfaction
  • PM vs. corrective
  • Appearance
  • Breakdowns
  • Maintenance budget
  • Facilities Condition Index (FCI)

55
TRADES per 1 MILLION gsf
56
ADJUSTMENT FACTORS
  • TO STANDARDIZE RESULTS FOR
  • Campus Size
  • Campus Age
  • Varied Facilities
  • Deferred Maintenance Level
  • Varied Mission

57
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58
Custodial Services Staffing
Where Are You When The Dust Settles?
59
APPEARANCE LEVELS
1 Orderly Spotlessness 2 Ordinary Tidiness 3
Casual Inattention 4 Moderate Dinginess 5
Unkempt Neglect
60
1 Orderly Spotlessness 5 Unkempt Neglect
Floors shine, no buildup in corners or along
walls. All surfaces clean and no dust, dirt,
streaks or marks. Washroom fixtures and tile
gleam. Supplies are adequate. Trash containers
hold only daily waste, are clean odour-free.
Floors are dull, dirty, dingy. Conspicuous
buildup of dirt. Surfaces have major
accumulation of dust, dirt. Washroom fixtures and
tile have obvious lack of attention. Supplies are
depleted. Trash containers over-flowing and smell
sour.
61
APPA Staffing Guidelines The Process
  • Create a space inventory for each building.
  • Measure each space in CSF and match with one
    of the APPA standard space categories.
  • Develop a building-by-building staffing
    complement for each defined appearance level.
  • Compare to existing staffing and determine the
    theoretical cleaning level.

62
The Dalhousie Experience
A Work in Progress ...
63
APPA Custodial Staffing GuidelinesStaff Required
64
APPA Custodial Staffing GuidelinesCost
Projections
65
Performance Measurement
  • Internal - facilities as a strategic asset
  • Productivity - number of staff for existing
    level of service
  • Target the level of service based on strategic
    objectives.
  • How best to deliver the chosen level of service
  • Align expectations with resources allocated to
    the service
  • External - compare level of service first, then

66
SUMMARY / INITIATIVES
  • STAFFING LEVELS BELOW TARGET (4.08 / 4.32)
  • EMPHASIS AND FOCUS ON PM
  • PRODUCTIVITY INITIATIVES
  • PLANNING / SCHEDULING OF WORK THROUGH FAMIS BASED
    ON PRIORITY
  • TRANSPORTATION EFFECTIVENESS
  • STORES ADVANCED SHIPPING / LOCK BOXES
  • STAFF TRAINING (SUPERVISORY / SERVICE)

67
PRIORITY CODES
0 Emergency 1 Same Day 2 Next Day 7 One
Week 14 Two Weeks 21 Three Weeks 30 Once
Month
68
FREQUENCY CODES
BW Bi-Weekly M Monthly Q Quarterly S/A
Semi-Annual A Annual TD Twice Daily D
Daily AD Alternate Days W Weekly
69
SUMMARY OF ONGOING PLANNED PROJECTS
70
Project Summary
  • Current Projects on books..9 million
  • Expected Project Value for year11 million
  • Project Leaders.5
  • Project Leaders manage projects in excess of
    5,000
  • (Unless project is funded by Facilities
    Management accounts)
  • Projects costed at less than 5,000, go through
    Operations

71
Coburg Road Tower (Old SOBA)Status Planning
72
Chemical Storage FacilityStatus Conceptual
Design Complete
73
Dalplex Pool Bulkhead ReplacementStatus
Tendering
74
Chemistry Exterior RestorationStatus
Specification Preparation
75
Dunn Classroom 117 UpgradeStatus Planning
76
Carleton Quadrangle Landscape ImprovementsStatus
Design
77
SECURITY PARKING
78
  • Web based
  • Parking Permit
  • Application System

79
  • FAMIS
  • vs.
  • E-mail Requests

80
  • Intrusion Alarm Installations
  • Classrooms Departments

81
Crime Statistics
82
Security Education Week March 27-31, 2006
83
Operation Amnesty February 3rd (Munro Day)
February 19, 2006
84
CONCLUSIONS
85
Conclusions
  • Reorganized and re-tooled to meet the mission,
    vision and goals outlined in Strategic Plan
  • Accomplishing all of the goals is part of a 5
    year plan and we are just past year 1
  • Structure is in place, but we are still on the
    implementation and learning curves, both
    technically and culturally
  • Planning is a key piece of the puzzle and it has
    really only begun operation in January
  • Bottlenecks are being identified and analyzed to
    improve performance

86
FUTURE MEETINGS
87
Future Meetings
  • Annual Administrators Meeting
  • Should We?
  • When?
  • Who?
  • Topics?
  • Tell Christine Matheson by email or phone 1070

88
YOUR FEEDBACK
Providing Excellence in Facilities Management
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