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A Plan for Continuous Improvement


Consolidated Parks and Recreation Department, with Facilities Management ... The national average sq ft per tradesperson is 87,931. Springfield assigns 235, ... – PowerPoint PPT presentation

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Title: A Plan for Continuous Improvement

A Plan for Continuous Improvement
Springfield Public Schools
Presented To The Springfield Control
Board December 21st 2005
  • Department Overview
  • SPS Profile
  • PFM Action Plan
  • Energy Management
  • Putnam Vocational School Update
  • Continuous Improvement Plan

Department Overview
  • Consolidated Parks and Recreation Department,
    with Facilities Management Department, into one
    Department Parks, Buildings, and Recreation (PBR)
    Jan 2005
  • One Stop management for school building needs,
    centralized management control of all custodians,
    and management of grounds maintenance
  • Conducted assessment of school buildings January
    2005 to provide high level baseline of work
    required and to prioritize schools needs
  • Submitted draft version 1.0 of the School
    Building Master Plan

Department Overview
  • Assessed current situation
  • Profile of organizational health
  • Sick leave
  • Workers comp
  • Grievances
  • Conducted informational meetings with all
  • Set new goals and standard for all employees
  • Attendance program
  • Custodial Care Manual
  • Customer Service

Department Overview
  • Implemented Web-Based Work Order System
  • Schools can go on-line to post work order
  • Schools can track work order requests on a daily
  • Self Service Touch Screen Kiosk

Work Order Statistics Since January 2005 Total
Requests 8,100 Completed 6,500 Balance 1,600
Department Overview
  • Current Work Order Functions
  • Work Order Request Management
  • Weekly Encumbrances
  • Clerk Productivity
  • Trade / Contractor Productivity
  • Invoice Authorizations
  • Virtual Thrift Store
  • Self Service Kiosk
  • Facility Master Planning

Department Overview
SPS Past Profile
  • Safety Issues
  • Fire Safety Code Violations
  • Building Code Violations
  • Structural Integrity Deficiencies
  • Mechanical Systems Inefficient
  • Electrical Systems Outdated

SPS Profile
  • Second largest school district in New England
  • Serves 27,000 students
  • 4.4M gross square footage of school buildings
  • Average building age 54 years
  • The national average per pupil expenditure for
    facility maintenance is 1,037. Springfield
    spends 907.
  • The national average sq ft per tradesperson is
    87,931. Springfield assigns 235,985 sq ft per

Energy Management
  • Coordinating energy management City-wide.
  • Completed overview of existing systems and costs
    to operate city buildings
  • Preparing bid specifications for energy
    management services. The bid will be submitted
    to the DOE for their approval in December 05
  • Will conduct interview for qualified companies
    January 06.
  • A complete audit and recommendations is
    anticipated September 06

Current Conditions- Putnam Vocational High School
  • April 05 - Met with MSBA on April 4th to discuss
    construction of a new Putnam Vocational School
  • Oct 05 Toured current facility with the State
    Treasurer and MSBA management to determine next
  • Dec 05 - Currently out to bid for a project
    management company.
  • Jan 06 - The City will review bid responses from
    qualified project management firms and award.

Continuous Improvement Plan
  • Committed and completed 2M in FY 05 and 2M FY
    06 in deferred maintenance.
  • Due to extensive deferred maintenance backlog we
    have identified 4 million per year in general
    maintenance needs over the next 4 years.
  • Committed 600K for FY05 City Capital Funds
  • Replacement of Lincoln School Windows
  • Identified 33 million dollars capital project
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