A Plan for Continuous Improvement

1
A Plan for Continuous Improvement
Springfield Public Schools
Presented To The Springfield Control
Board December 21st 2005
2
Agenda

• Department Overview
• SPS Profile
• PFM Action Plan
• Energy Management
• Putnam Vocational School Update
• Continuous Improvement Plan

3
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

4
Department Overview

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

5
Department Overview

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

Work Order Statistics Since January 2005 Total
Requests 8,100 Completed 6,500 Balance 1,600
6
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

7
Department Overview
8
SPS Past Profile

• Safety Issues
• Fire Safety Code Violations
• Building Code Violations
• Structural Integrity Deficiencies
• Mechanical Systems Inefficient
• Electrical Systems Outdated

9
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
  tradesman.

10
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

11
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
  steps..
• 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.

12
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
  needs