Department of Facilities Management

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Department of Facilities Management
Providing Excellence in Facilities Management
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Facilities Management March 29,
2006 Information Session
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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

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INTRODUCTION
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A Responsibility Overview
Staffing .. 450 Acres
.79 Buildings .110 Budg
et .. 23 M Sq. Ft.
..4.8 M Facilities value
.... 1 B
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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

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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.
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Vision
Our Vision is to be an innovative team of
motivated professionals recognized for excellence
in Facilities Management.
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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
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  optimal and standardized processes.
• Communication - To share accurate information
  with the right people at the right
  time.
• Employees - To foster innovative and motivated
  employees.

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Dalhousie UniversityFacilities Management
Functions
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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

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• REORGANIZATION
• UPDATE

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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
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FAMIS UPDATE
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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)

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• 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 ????

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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)

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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)

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COMMUNICATING WITH FACILITIES MANAGEMENTCLIENT
RECEPTION
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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.

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Self-Service Web Video Wednesday, March 29,
2006 Can find link at fm.dal.ca
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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

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FM CUSTOMER SERVICE SURVEY
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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

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FM COMMUNICATION WITH THE UNIVERSITY COMMUNITY
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FM Communication to theUniversity Community
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Tell us what you want to see from FM Our
webpage http//fm.dal.ca// E-mail
christine.matheson_at_dal.ca
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CHARGE OUT RATES
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FM Charge Out RatesEffective July 1, 2006
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SERVICE LEVELS
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STAFFING FOR WHAT?
HOW DOES YOUR MAINTENANCE COMPARE?
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APPROPRIATE STAFFING LEVELS?

• OBJECTIVE STAFFING STANDARDS?
• CONSIDERATIONS
• Varying wage rates
• Varying types (research vs. office)
• Age of facilities
• Existing deferred maintenance

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LEVELS OF MAINTENANCE(APPA MAINTENANCE STAFFING
GUIDELINES)
1 Showpiece Facility 2 Comprehensive
Stewardship 3 Managed Care 4 Reactive
Management 5 Crisis Response
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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

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EVALUATION CRITERIA

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

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TRADES per 1 MILLION gsf
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ADJUSTMENT FACTORS

• TO STANDARDIZE RESULTS FOR
• Campus Size
• Campus Age
• Varied Facilities
• Deferred Maintenance Level
• Varied Mission

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Custodial Services Staffing
Where Are You When The Dust Settles?
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APPEARANCE LEVELS
1 Orderly Spotlessness 2 Ordinary Tidiness 3
Casual Inattention 4 Moderate Dinginess 5
Unkempt Neglect
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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.
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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.

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The Dalhousie Experience
A Work in Progress ...
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APPA Custodial Staffing GuidelinesStaff Required
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APPA Custodial Staffing GuidelinesCost
Projections
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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

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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)

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PRIORITY CODES
0 Emergency 1 Same Day 2 Next Day 7 One
Week 14 Two Weeks 21 Three Weeks 30 Once
Month
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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
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SUMMARY OF ONGOING PLANNED PROJECTS
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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

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

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• FAMIS
• vs.
• E-mail Requests

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• Intrusion Alarm Installations
• Classrooms Departments

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Crime Statistics
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Security Education Week March 27-31, 2006
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Operation Amnesty February 3rd (Munro Day)
February 19, 2006
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CONCLUSIONS
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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

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FUTURE MEETINGS
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Future Meetings

• Annual Administrators Meeting
• Should We?
• When?
• Who?
• Topics?
• Tell Christine Matheson by email or phone 1070

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YOUR FEEDBACK
Providing Excellence in Facilities Management