Department of Facilities Management

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Department of Facilities Management
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Facilities Management November 8,
2006 Information Session
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OPENING REMARKS

• FM in Consolidation Phase
• Culture Change Takes Time
• Service Expectations Increasing
• Operating Budget Cuts
• Renewal Maintenance Work Continuing to Increase

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AGENDA

• Opening Remarks Jeff Lamb
• Planning Mary Jane Adams
• Finance Roger Jones
• Administrative Services Christine Matheson
• Projects Alex Walker
• Operations Peter Howitt
• Security and Parking Sandy MacDonald
• Closing Remarks - Jeff Lamb
• Question and Answer

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PLANNING

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Planning and Resource Management Cycle
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May to September 1. Updating and reviewing
ReCAPP (Renewal Capital Asset Planning Process)
to help in planning and prioritizing the renewal
of our physical assets (facilities) using
lifecycle planning principles. 2. June -
Regular meeting with the Deans and
Administrators September 1. Determine the
FM Maintenance Renewal projects and funding.
2. Regular meeting with the Deans and
Administrators
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October AR memo sent to Faculties. November
AR submissions reviewed December 1. Review
of all AR, Maintenance Renewal, Energy and
Classroom Renewal 2. Regular Meeting with Deans
and Administrators

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• January
• Short-list of AR, Maintenance Renewal, Energy
  and Classroom Renewal
• February
• Approval Tentative Scheduling of AR,
  Maintenance Renewal, Energy
  and Classroom Renewal
• March
• 1. High-end Planning/Proposal of AR,
  Maintenance Renewal, Energy and Classroom
  Renewal
• 2. Regular Meeting with Deans and Administrators

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April Publicize planned proposal and begin
projects
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Encumbrances
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What is an encumbrance?

• An encumbrance is a commitment placed on the
  clients account to hold funds allocated for a
  particular project. Funds remain in the clients
  account but are set aside or committed for a
  specific purpose.
• Once an estimate is approved by the client, an
  encumbrance will be created on the account. These
  funds can only be drawn upon for charges
  specifically related to the approved project.
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• When Facilities Management (FM) submits invoices
  for work done, or supplies purchased for the
  project, the encumbered funds are used to pay the
  invoice.  FM will not be able to bill for any
  amount that exceeds the approved estimate. When
  the project is complete and all invoices have
  been paid, any unused encumbered funds are
  released back to the client.

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• What are the Benefits?
• Provide clients with up-to-date financial
  information on current spending commitments
  against their approved project.
• Encumbrance balances will be displayed under the
  Commitments column on the clients monthly
  general ledger.  A detailed list of transactions
  and reductions to an encumbrance can be found on
  Banner Self-Serve.  This will aid in the
  monitoring process and prevent time consuming
  follow-up resulting from over expenditure.

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Nov. 20th Implement the process All Minor
Project budget authorization and funding
activity on this day will be put ON HOLD for this
day only. These can be authorized November 21st.
Financial Services will identify those existing
projects that should be encumbered. The project
record will be closed and recreated to ensure the
project record meets the process selection
criteria. Projects with a create date prior to
November 20th will not be encumbered.
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• FM Finance will monitor project data to ensure
  encumbrance integrity based on established
  procedures.
• All Minor Projects created after November 20th
  will be encumbered.

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Self-Service Update
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From April 01 to October 31, 2006 Client
Reception received 11,784 Service Requests
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Work Orders From April 01 - September 30,
2006Client Entered (web) vs. Called-In
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• FINANCE

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Finance Milestones due to FAMIS Implementation

• Bi-monthly billings
• Progress billings
• Reports on clients projects
• Clients can easily track work

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Old Format
New Format
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Charge-out Rates Located on FM Website under FM
Services

• Purpose
• Charge-out rates are being reviewed to
  reflect the full costs associated with FM
  project employees
• Updated for the next fiscal year
• New rates posted in advance of budget
  preparation

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ADMINISTRATIVE SERVICES
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FM Customer Service Survey

• Initial Survey Conducted October 05
• Indicated Level of Service at that Time
• Launching Survey November 06
• Measure of Progress To-date

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Communicating Project Updates
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PROJECTS
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Room 219 (during construction)
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Room 301 (before construction)
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Same space after faculty offices, student room
and board room
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Weldon Law (old print center)
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..now its a staff lounge!
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Tupper 10-N
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Tupper 14th floor
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Tupper 6-G
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Tupper 6-G
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TO BE REMOVED
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Duties and ResponsibilitiesProject Leader

• Meet with client, departmental administrator,
  other university representatives affected by work
  to discuss design issues
• Design project in-house or hire consultant to
  perform design work
• Ensure all work meets Dalhousie standards
• Oversee completion of design package (drawings
  and specifications) for pricing
• Ensure all internal stakeholders have been
  satisfied (including, but not limited to
  Purchasing, Risk Management, Financial Services,
  Environmental Health and Safety Office, Legal
  Counsel)
• Review prices from tenders and or in house shops
• Provide client with Project Management Form (PMF)
  for approval
• Update information in FAMIS (create work orders,
  versions, edit scope description, schedule,
  Purchase Requisitions, etc)

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Project Leader Duties (contd)

• Attend regular meetings with consultant
  contractor in house shops supervisors to review
  work during construction.
• Ensure minutes of all meetings are distributed to
  affected personnel
• Provide notice to Administrator(s) of any
  disruptive activities
• Issue change orders as required
• Obtain approvals for change orders
• Authorize invoices from vendors (contractors,
  consultants, suppliers)
• Create deficiency list, and manage completion of
  deficiencies
• Ensure proper and adequate commissioning occurs
• Manage warranties
• Provide final take over meeting with client at
  end of project
• Communicate all steps to all parties along the
  path of the project

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Duties and ResponsibilitiesAdministrator

• Meet with Project Leader and consultants to
  finalize scope
• Liaise with building occupants for any notice of
  system or noise disruption
• Approve PMFs in timely manner
• Approve Change Orders in a timely manner
• Attend regular meetings during construction
• Communicate to members of the Department any
  necessary information that needs to be
  distributed.

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OPERATIONS
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Service Levels
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0 Emergency Respond Immediately Fire
Flood Risk to life / or facility1 Respond
within 24 hours2 Respond within 48 hours7
Respond within 1 week14 Respond within 2 weeks

Priority Definitions
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Reality (Custodial)

• Appearance Levels
• Orderly Spotlessness
• Ordinary Tidiness
• Casual Inattention
• Moderate Dinginess
• DALHOUSIE LEVEL
• Unkempt Neglect

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Custodial Typical

• Labs Garbage, Dry Mop 2 - 3 x weekly
• Teaching / research activity level
• Classrooms, Daily Service
• Offices, Weekly Service
• Common Spaces, Seasonally Adjusted
• Washrooms, Daily
• Work is Resource Leveled

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Sustainability Initiatives

• Use of products containing less harmful
  ingredients
• Scent free applications
• Ongoing product testing
• Minimize number of products in use
• Minimize packaging
• Solution centres to ensure proper product
  dilution

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Reality (Trades)

• 1. Showpiece facility
• 2. Comprehensive stewardship
• 3. Managed care
• 4. Reactive management
• DALHOUSIE LEVEL
• 5. Crisis response

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Goals

• Increase Number of PM Routines
• Decrease Problem Calls
• Move from Reactive to Proactive

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SECURITY PARKING
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Sexton Campus Security Satellite Office
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Security Shift Supervisors join DUAG
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Self-Defense for Women
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Crime Statistics
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Parking Update
Web-based Parking
Near Zone
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Technological Updates
Brooklyn Computer System
Returnity Software Lost/Found/Evidence Recording S
ystem
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CLOSING REMARKS

• Scheduling
• Definition and Publication of Service Levels
• Project Lead Time
• Project Management and Administrators

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QUESTIONAND ANSWER