CONDUCT FACILITY ASSESSMENTS

1
CONDUCT FACILITY ASSESSMENTS

• Presented by
• Ed Bain
• November 18, 2002

Customer Value Proposition Leverage our expertise
and background in NIH scientific infrastructure
needs by providing state of the art facility
assessments to contribute towards NIH's goal of
exceeding industry facility standards.
2
Table of Contents

• Main Presentation
• ASA Template, Page 1... 4
• Customer Perspective.. 5
• Customer Performance Objectives...
  6
• Customer Segmentation ... 7
• Customer Satisfaction. 8
• Customer Measure, Increase Safety and
  Functionality. 9
• Internal Business Process Perspective
  10
• Internal Business Process Performance
  Objectives 11
• Service Group Block Diagram. 12
• Conclusions from Discrete Services Deployment
  Flowcharts 13
• Internal Business Process Measure, Improve Cycle
  Time 14
• Internal Business Process Measure, Improve
  FCI.. 15
• Learning and Growth Perspective.
  . 16
• Learning and Growth Performance
  Objectives. 17
• Conclusions from Turnover, Sick Leave, Awards,
  EEO/ER/ADR Data 18
• Analysis of Readiness Index Conclusions
  . 19
• Learning and Growth Measure, Train Customers to
  use Software.. 20

3
Table of Contents

• Main Presentation
• Financial Perspective 21
• Financial Performance Objectives..
  22
• Unit Cost 23
• Asset Utilization.. 24
• Financial Measure, Improve Building Deficiency
  Cost Data 25
• Conclusions and Recommendations..
  26
• Improvements Implemented 27
• Conclusions from FY02 ASA.. 28
• Recommendations 29
• Appendices 30
• Page 2 of ASA Template. 3
  1
• Process maps 32

4
ASA Template Page 1
5
Customer Perspective
6
Customer Performance Objectives

• Increase understanding of customer base
• Increase customer satisfaction
• Increase safety and functionality

7
Objective Increase Understanding of Customer
BasePerformance MeasureCustomer Segmentation
Customer Objective
8
Objective Increase Customer
SatisfactionPerformance MeasureCustomer
Survey for Facility Assessments
Customer Objective

• Customers will be surveyed electronically using
  the ORS scorecards.
• Only facility assessment report recipients will
  be surveyed

9
Objective Increase Safety and
FunctionalityPerformance MeasureSquare
Footage Assessed on a 3 year Cycle
Customer Objective
Target 3 Million SF / Year
10
Internal Business Process Perspective
11
Internal Business Process Performance Objectives

• Increase understanding of process
• Identify methods to measure process
• Improve buildings Facility Condition Index

12
Objective Increase understanding of
processPerformance Measure Block diagram
Internal Business Process Objective
13
Internal Business Process Objective
Objective Increase understanding of process
Performance Measure Discrete Services
Deployment Flowcharts

• Conclusions
• Involved DCAB in the process
• Reduce the time between the initial customer
  contact and presentation of the final results to
  the customer.
• Process to update data before the next assessment

14
Objective Identify Methods to Measure
ProcessesPerformance Measure Improve cycle
time for assessment process
Internal Business Process Objective
Target 120 Days
15
Objective Improve Facility Condition
IndexPerformance MeasureDecrease the FCI
overall for all buildings
Internal Business Process Objective
50
10
Target
5
16
Learning and Growth Perspective
17
Learning and Growth Performance Objectives

• Enhance Quality of Work life for Employees in ORS
• Maintain and Enhance Competencies for the Future
  Organization
• Customers trained in use of Facilities Assessment
  Application

18
Objective Enhance Quality of Work life for
Employees in ORSPerformance Measure Turnover,
Sick Leave, Awards, and EEO/ER/ADR Data
Learning and Growth Objective

• Observation
• 5.6 employee turnover
• Less than one week of sick leave used per
  employee
• Approximately one award per employee
• No EEO or ADR cases out of 18 employees
• Conclusions
• Zero turnover, not including retirement
• Employees are satisfied and happy
• Healthy environment and good working relationship
  among employees

19
Learning and Growth Objective
Objective Maintain and Enhance Competencies for
the Future OrganizationPerformance Measure
Analysis of Readiness Index

• Required skills Contracting, facility
  management, coordination and planning, technical
  background
• RMS staff have these skills and can assume duty
  of the Project Officer if necessary
• Lack of personnel and skills in assessment and
  software application resulting in need for
  contract support

20
Learning and Growth Objective
ObjectiveCustomers trained in use of
Facilities Assessment Software ApplicationPerfor
mance Measure Increase number of customers
trained in use of Facility Assessment Software
Target 50
21
Financial Perspective
22
Financial Performance Objectives

• Minimize Unit Cost at a Defined Service Level
• Maximize Utilization of Assets
• Improve Building Deficiency Correction Cost Data

23
Financial Objective
Objective Minimize Unit Cost at a Defined
Service Level Performance Measure Change in
Unit Cost

Target
24
Financial Objective
Objective Maximize Utilization of Assets
Performance MeasureActual Asset Utilization

• 100 Asset Utilization

25
Financial Objective
Objective Improve Building Deficiency
Correction Cost Data Performance Measure
variation between budgeted costs and actual
repair/replacement expenses
Target /- 10
26
Conclusions and Recommendations
27
Improvements Implemented

• Established a three year contract for assessment
  program
• Completed first third of NIH campus (FY 02)
• Began the second third of NIH campus (FY 03)
• Completed assessment for off campus facilities at
  Rocky Mountain Laboratory, Montana and National
  Institute of Environmental Health Sciences in
  North Carolina
• Included other facility management reports such
  as roof maintenance, indoor air quality and
  asbestos management program in to the facility
  assessment database

28
Conclusions from FY02 ASA

• Major findings
• Electronic links to other facility management and
  reports can not be made economically.
• For security reasons, a link to the assessment
  database from ORS web page should not be
  established.
• Backlog of Maintenance and Repair greater than
  expected
• Most buildings in fair condition

29
Recommendations

• Complete assessment cycle.
• Assess other off campus facilities at GRC,
  Baltimore New Iberia, Louisiana Ft. Detrick,
  Maryland.
• Use assessment data in planning and budgeting
• Establish a policy goal for FCI at NIH.
• Develop a process to update building deficiencies
  before next assessment.
• Involve DCAB in the process.
• Shorten assessment cycle.

30
Appendices
31
ASA Template Page 2
32
Flow Chart