Facilities Baldrige Initiative Mbb 3 25 09

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This presentation was created as part of the Brevard Public Schools Baldrige National Education Award Application effort. This presentation describes the relationship between the Facilities …

This presentation was created as part of the Brevard Public Schools Baldrige National Education Award Application effort. This presentation describes the relationship between the Facilities Department key work processes and the District's Strategic Plan and key performance indicators.

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  • 1. FACILITIES SERVICES & DISTRICT and SCHOOL SECURITY SIX SIGMA INITIATIVE Work System Owner Ed Curry Work System Enabling Leader Dane Theodore, Director Six Sigma Black Belt Robert J. Wiebel, CM, CSSBB 3/25/2009 1
  • 2. INITIATIVE CATEGORIES • Facilities Key Priority and Work Processes • Facilities and Student Performance Relationship • Facilities Balanced Scorecard •Key Priority Process Owners • Facilities Key Priority Processes Relationship To District Work Systems • District Strategic Plan and Key Priority Indicator Relationships • Facilities / District Strategic Plan and District Key Performance Indicator Direct Relationship Matrix. 3/25/2009 2
  • 3. The Facilities and Student Performance Relationship BPS Facilities recognizes the impact that high quality learning spaces have on the performance of students. The Facilities Wheel explains the relationship between high quality learning spaces, funding and the increased student performance as a result of high quality facilities. Since the start of the ten-year new construction, renovation and remodeling and maintenance program in FY 2006, BPS is on tract to invest over $$750,000,000 to improve over 11,000,000 square feet of school and ancillary infrastructure. 3/25/2009 3
  • 4. Facilities Balanced Approach Continuous improvements are realized through the deployment of Six Sigma (DMAIC) process improvement tools and methodologies. BPS Facilities utilizes a Balanced approach to sustain the results of the 10-Year Facilities Improvement Program. 3/25/2009 4
  • 5. Facilities & Security Key Priority & Work Processes 3/25/2009 5
  • 6. Facilities & Security Key Priority Process Owners Planning – Mike Gaffney, Manager Design – Anibal Caussade, Project Manager Construction – Dennis Bonny, Project Manager Plant Maintenance & Operations – Walt Petters, Director Environmental, Health, Safety and Code Compliance – Jim Powers, Env. Engr. Resource Conservation – Art Johnson, Project Manager District and School Security - Andrea Alford, Director 3/25/2009 6
  • 7. District Key Priority Processes Relationship To District Work Systems The Enabling Work System 5 Facilities priority processes provide the Student Achievement Work System with adequate and appropriate facilities that are 1st in Nation Schools. District facilities provides the backbone for which all other District Work Systems can achieve the goals and objectives set forth in the District Strategic Plan and Key Performance Indicators. 3/25/2009 7
  • 8. District Strategic Plan and District Key Performance Indicator Relationships The BPS Strategic Plan contains eighty (80) objectives in four goal categories, with 16 of these objectives being Key Performance Indicators (KPIs). Objective Categories: • Goal 1 Student Achievement (38 Objectives / 11 KPIs)‫‏‬ • Goal 2 Safe and Healthy Learning and Work Environment (17 Objectives / 1 KPI)‫‏‬ • Goal 3 Capable and Engaged Workforce (11 Objectives / 2 KPIs)‫‏‬ • Goal 4 Fiscal Responsibility and Financial and Organizational Effectiveness (14 Objectives / 2 KPI) 3/25/2009 8
  • 9. District Strategic Plan and District Key Performance Indicator Relationships Out of the BPS Strategic Plan eighty (80) objectives and sixteen (16) KPIs in four goal categories, the Facilities Key Priority Processes have eleven (11) direct and Sixty-nine (69) indirect relationships. There is one Facilities direct relationships involving a KPI. Direct Relationships: • Goal 2.1.1 Finalize and implement and annual comprehensive safety and security audit in every school by 2009-2010. • Goal 2.1.2 Review and update school safety and security plans in accordance with Safe School Standards by June 30,2009. • Goal 2.1.3 Conduct training using federal guidelines for emergency response and crisis management preparation, mitigation, response and recovery for all district personnel and administrators at leadership team meetings by June 30, 2009. • Goal 2.1.4 Develop a timeline for implementation of appropriate Review for Safety and Security Committee recommendations by June 2009. • Goal 2.1.5 Develop and implement a 5 Star Comprehensive Review for Safety and Security by June 2009. • Goal 2.2.1 Create adequate classroom space including relocatable classrooms to meet the requirements imposed by Class Size Reduction (CSR), Growth Management (SB360) Legislation, and Secondary Schools of National Prominence (SSNP) with redistricting, new permanent and/or relocatable space by 2011 – 2012. 3/25/2009 9
  • 10. District Strategic Plan and District Key Performance Indicator Relationships (Continued)‫‏‬ Direct Relationships: • Goal 2.2.2 Provide facility improvements to support the new Secondary Schools of National Prominence (SSNP) by 2012 – 2013. • Goal 2.2.3 Develop a plan to achieve 100% level of service by 2011-2012. • Goal 2.3.1 Create and implement a scheduled Maintenance Improvement Plan by January 2009 to provide adequate teaching/learning environments for all schools to complement the 10-Year Facility improvement Plan initiative. • Goal 2.3.2 Implement a plan by January 2009 to improve the exterior appearance of all schools / district support sites as part of the implementation of the 10-Year Facilities Improvement Plan. • Goal 2.3.3 Develop and implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs. • Goal 4.3.1 (KPI) Brevard Public Schools will attain Malcolm Baldrige Award by June 2010. 3/25/2009 10
  • 11. Facilities / District Strategic Plan and District Key Performance Indicator Direct Relationship Matrix GOAL 2: SAFE AND HEALTHY LEARNING AND WORK ENVIRONMENT Strategic Plan References > SP 2.1.1 SP 2.1.2 SP 2.1.3 SP 2.1.4 SP 2.1.5 SP 2.2.1 SP 2.2.2 SP 2.2.3 SP 2.3.1 SP 2.3.2 SP 2.3.3 Facilities Key Priority Processes Planning X X X Design X X X Construction X X X Plant Operation and Maintenance X X X Environmental Health, Safety and Code Compliance X X Resource Conservation X X District and School Security X X X X X The indirect relationship between the seven (7) Facilities Key Priority Processes and the sixty-nine (69) strategic plan goals and objectives lies the fact that high quality facility learning spaces contribute to accomplishment of all District goals and objectives. 3/25/2009 11
  • 12. Facilities & Security Flow Chart OUTPUT MEASURES Q1 - FISH Data Accuracy Q2 -Facility Design Capacity Utilization (%)t Q3 - Construction Critical Path Milestones (% Variance from Construction Schedule)‫‏‬ Q4 - Construction Budget vs. Actual Construction Costs (% Variance)‫‏‬ Q5 - Operations Cost Per GSF Q6 - Maintenance Cost Per GSF Q7 - Regulatory And Code Compliance Inspection Milestones Q8 - Regulatory And Code Compliance Annual Reports Milestones Q9 - Reduce Electrical Usage 10% By End Of FY 08/09 Q10 - Reduce Water Usage By 10% By End Of FY 09/10 Q11 - Reduce Gas / Heating Oil Usage By 10% By End Of FY 09/10 Q12 - Reduce The Volume Of Trash Hauled 10%By End Of FY 09/10 Q13 - Compliance With Federal, State, Local And School Board Requirements Q14 - Prevent School Violence ( SESIR Incident Ratio - # Criminal Incidents / Student Population)‫‏‬ Q15 - Reduce Security Risks And Liability (# Planned Security Training Session / # Actual Security Training Sessions)‫‏‬ Q16 - Improve School - Community Relations On School Security (# Site Or Community Visits Conducted / # Site Or Community Visits Planned)‫‏‬ 3/25/2009 12
  • 13. Work System 5 MANAGE FACILITIES & Process: SECURITY Process Owner: E. Curry W BREVARD PUBLIC SCHOOLS HO CUSTOMERS OTHER STEP & MARKET LEADERSHIP COMMUNITY WORKFORCE FACILITIES STAKEHOLDERS NEED TO PROVIDE FIRST IN NATION FACILITIES AND LEARNING SPACES THROUGH EFFICIENT AND EFFECTIVE FACILITIES PLANNING, DESIGN, CONSTRUCTION, NEED PLANT OPERATIONS & MAINTENANCE AND SECURITY. IDENTIFY IDENTIFY CURRENT AND EMERGING FACILITES & SECURITY NEEDS RELATIVE TO EXISTING POLICIES, STANDARDS AND PROGRAMS FACILITIES & SECURITY POLICIES NO QUESTION STANDARDS AND / OR PROGRAMS OK? ? YES ESTABLISH ESTABLISH / REVISE POLICIES, STANDARDS, AND PROGRAMS TO ADDRESS / MEET CUSTOMER NEEDS REVISW ASSESS ASSESS FACILITIES & SECURITY CAPABILITY TO MEET NEEDS AND FULFILL POLICIES TO BECOME FIRST IN THE NATION IN FACILITIES QUESTION NO ABLE TO IMPROVE CAPABILITY? ? YES FACILITIES & SECURITY SYSTEMS CAPABLE? NO QUESTION ? YES CREATE CREATE STRATEGIC GOALS AND OBJECTIVES TO IMPROVE FACILITIES & SECURITY SYSTEM CAPABILITY DEVELOP, ALIGN, COORDINATE AND DEPLOY STRATEGIC FACILITIES PLANNING STRATEGIES, TACTICS, APPROVE AND PROJECTS TO ENSURE FACILITIES & SECURITY SYSTEM CAPABILITY. DELIVER DELIVER FACILITIES & SECURITY SYSTEMS THROUGH EXECUTED STRATEGIC PLANS & KEY PRIORITY PROCESSES MONITOR MONITOR (ONGOING) FACILITY & SECURITY DELIVERY PERFORMANCE AND STRATEGIC PLAN PROGRESS. PERFORMANCE AND / OR PROGRESS OK? NO QUESTION ? YES DEVELOP DEVELOP PERFORMANCE IMPROVEMENT PLANS / PROVIDE TECHNICAL ASSISTANCE. EVALUATE OVERALL FACILITIES & SECURITY SYSTEM EFFECTIVENESS AND DOCUMENT LESSONS EVALUATE LEARNED / REPLICATE BEST PRACTICES FIRST IN NATION FACILITIES PLANNING, DESIGN, CONSTRUCTION, PLANT OPERATIONS & MAINTNENACE NEED AND SAFETY / SECURITY ACHIEVED. MET Q1 - FISH Data Accuracy Q13 - Reduce The Volume Of Trash Hauled 10%By End Of FY 09/10 Q2 -Facility Design Capacity Utilization (%) Q14 - Compliance With Federal, State, Local And School Board Requirements Q3 - Cost of Errors & Omissions as a % of Total Construction Cost Q15 - Prevent School Violence ( Sesir Incident Ratio - # Criminal Q4 - Construction Critical Path Milestones (% Variance from Construction Incidents / Student Population) Schedule) Q5 - Construction Budget vs. Actual Construction Costs (% Variance) Q16 - Reduce Security Risks And Liability Q6 - Operations Cost Per GSF (# Planned Security Training Session / # Actual Security Training Sessions) Q7 - Maintenance Cost Per GSF Q17 - Improve School - Community Relations On School Security (# Q8 - Regulatory And Code Compliance Inspection Milestones Site Or Community Visits Conducted / # Site Or Community Visits Q9 - Regulatory And Code Compliance Annual Reports Milestones Planned) Q10 - Reduce Electrical Usage 10% By End Of FY 08/09 Q11 - Reduce Water Usage By 10% By End Of FY 09/10 Q12 - Reduce Gas / Heating Oil Usage By 10% By End Of FY 09/10 Facilities Services / Robert J. Wiebel / Ed Curry 3/7/09
  • 14. Work DELIVER FACILITIES & SECURITY SYSTEMS THROUGH EXECUTED System 5 STRATEGIC PLANS & KEY Process: PRIORITY PROCESSES Process Owner: E. CURRY W BPS HO SCHOOL EXTERNAL STAKEHOLDERS, BOARD BPS FACILITIES COMMUNITY, CONTRACTORS STEP NEED IS TO DELIVER FACILITIES SYSTEMS THROUGH EXECUTED NEED STRATEGIC PLANS & KEY PRIORITY PROCESSES KPP1 PLANNING DELIVERABLES: D1. FISH Certification SP 2.2.1 / 2.2.2 / 2.2.3 D2. Growth Management Projections MANAGE FACILITIES D3. 5-Year Facility Plan FACILITIES PLANNING D4. School Concurrency Application D5. Educational Plant Survey PLANNING D6. Student Accommodation Plan D7. Boundary Change Recommendations KPP2 DESIGN DELIVERABLES: MANAGE SP 2.2.1 / 2.2.2 / 2.3.2 D1. Construction Scope of Work D2. Bid Documents FACILITIES FACILITIES D3. Design Criteria Package DESIGN DESIGN D4. Project Plans D5. Project Specifications D6. Approved Plans and Specifications KPP3 CONSTRUCTION DELIVERABLES: SP 2.2.1 / 2.2.2 / 2.3.2 D1. Certificate of Occupancy (CO) MANAGE D2. Projects Constructed per BPS Design FACILITIES FACILITIES Specifications, Florida Building Code, and State CONSTRUCTION CONSTRUCTION Requirements for Educational Facilities D3. Certificate of Final Inspection (CFI) D4. As-Built Project Plans KPP4 SP 2.2.2 / 2.3.1 / 2.3.2 MANAGE PO&M DELIVERABLES: FACILITIES D1- Monthly Work Order Report PLANT D2 - Annual Facility Condition OPERATIONS & PO&M MAINTENANCE Assessment Report KPP5 EHSCC DELIVERABLES: SP 2.1.1 / 2.1.2 / 2.1.4 / 2.1.5 D1 - School Inspection Findings Report MANAGE FACILITIES D2 - Annual Comprehensive FACILITIES ENVIRONMENTAL Fire,Safety, Casualty, & EHSCC HEALTH, SAFETY Sanitation Report AND CODE COMPLIANCE D3 - Annual Custodial Assessment Report D4 - Annual Building & Code RC DELIVERABLES: D1 - Monthly Facility Audit & KPP6 MANAGE Inspection Reports SP 2.3.3 FACILITIES D2 - Cost Benefit Analysis Reports D3 - Monthly Facility And FACILITIES RESOURCE Behavioral Modification RESOURCE CONSERVATION Improvement Recommendations List CONSERVATION D4 - Monthly Senior Staff Resource Conservation Box Score D5 - Monthly District And School Resource Conservation Box Score KPP7 SECURITY DELIVERABLES: D1 - OPPAGA REPORT SP 2.1.1 / 2.1.2 / 2.1.3 / 2.1.4 / 2.1.5 D2 - SCIRM MANAGE D3 - SESIR DISTRICT & SCHOOL DISTRICT & SECURITY D4 - EVACUATION PLAN SCHOOL D5 - SAFETY PLAN D6 - DISTRICT HOMELAND SECURITY SECURITY DIRECTIVE ARE THE NEWLY CONSTRUCTED, RENOVATED, REMODELED AND / OR MAINTAINED FACILITIES AND LEARNING NO QUESTION SPACES PERFORMING IN ACCORDANCE WITH STRATEGIC PLANS AND THE ? CUSTOMER NEEDS? YES NEED IS MET MANAGED Q1 - FISH Data Accuracy Q13 - Reduce The Volume Of Trash Hauled 10%By End Of FY 09/10 Q2 - Facility Design Capacity Utilization (%) Q14 - Compliance With Federal, State, Local And School Board Requirements Q3 - Cost of Errors & Omissions as a % of Total Construction Cost Q15 - Prevent School Violence ( Sesir Incident Ratio - # Criminal Q4 - Construction Critical Path Milestones (% Variance from Construction Incidents / Student Population) Schedule) Q5 - Construction Budget vs. Actual Construction Costs (% Variance) Q16 - Reduce Security Risks And Liability Q6 - Operations Cost Per GSF (# Planned Security Training Session / # Actual Security Training Sessions) Q7 - Maintenance Cost Per GSF Q17 - Improve School - Community Relations On School Security (# Q8 - Regulatory And Code Compliance Inspection Milestones Site Or Community Visits Conducted / # Site Or Community Visits Q9 - Regulatory And Code Compliance Annual Reports Milestones Planned) Q10 - Reduce Electrical Usage 10% By End Of FY 08/09 Q11 - Reduce Water Usage By 10% By End Of FY 09/10 Q12 - Reduce Gas / Heating Oil Usage By 10% By End Of FY 09/10 FACILITIES SERVICES / Robert J. Wiebel & Ed Curry 3/7/09
  • 15. Key Priority MANAGE Process (1): FACILITIES PLANNING Process Owner: D. THEODORE W BPS BPS HO STATE AND BPS SCHOOL LOCAL FACILITIES DEPARTMENTS STEP BOARD GOVERNMENT PLANNING & SCHOOLS To ensure adequate and appropriate educational NEED FACILITY facilities to accommodate projected student NEED PLANNING membership and program offerings INVOLVES STATE & LOCAL GOV’T? NO QUESTION DELIVERABLES: ? D1. FISH Certification YES D2. Growth Management Projections STATUTORY NO QUESTION D3. 5-Year Facility Plan REQUIREMENTS? ? D4. School Concurrency YES Application BA D1 D5. Educational Plant Survey MAINTAIN & D6. Student Accommodation Plan KWP1 MAINTAIN & MAINTAIN OTHER CERTIFY PLANNING DATA CERTIFY D7. Boundary Change BPS FISH DATA Recommendations P1 - Data Accuracy D2 DEVELOP, OBTAIN DISTRICT / FINANCE PUBLISH & KWP2 DEVELOP & PUBLISH STUDENT PROJECTIONS GROWTH MANAGEMENT PROJECTIONS OBTAIN P2 - Growth Management Projections Schedule Milestones D6 BA DEVELOP & KWP6 DEVELOP & PUBLISH PUBLISH STUDENT ACCOMMODATION PLAN P6 - Student Accommodation BA D3 Plan Schedule Milestones DEVELOP & PUBLISH KWP3 DEVELOP & PUBLISH 5-YEAR FACILITY PLAN P3 - 5-Year Facility Plan Schedule Milestones BA D7 BOUNDARY DEVELOP & PUBLISH CHANGES KWP7 BOUNDARY CHANGES D4 P7 - Boundary Changes Schedule Milestones KWP4 PERFORM SCHOOL CONCURRENCY ACTIVITIES PERFORM P4 - # School Concurrency Applications P5- Application Review Cycle Time BA D5 DEVELOP & PUBLISH DEVELOP & KWP5 EDUCATIONAL PLANT SURVEY PUBLISH P8 - Educational Plant Survey Schedule Milestones KWP8 MANAGE MANAGE IMPACT FEE ACTIVITIES P9 - Impact Fee Activity Schedule Milestone Legend: MANAGED BA - Board Approval Required for Submittals NEED IS MET FISH - Florida Inventory of School Houses SAP - School Accommodation Plan SCA - School Concurrency Activities EPS - Educational Plant Survey Q1 - FISH Data Accuracy Q3 - BPS Submittals On Time Q2 - State and Local Submittals On Time Q4 - Facility Design Capacity Utilization (%) FACILITIES SERVICES / Robert J. Wiebel & Mike Gaffney 2/11/09
  • 16. Key Priority MANAGE Process (2): FACILITIES DESIGN Process Owner: D. THEODORE W BPS HO BPS EDUCATIONAL BPS CONTRACT SCHOOL ARCHITECT DEPARTMENTS FACILITIES STEP BOARD & ENGINEER AND SCHOOLS SERVICES NEED PROJECT NEED DESIGN DELIVERABLES: D1. Construction Scope of Work D2. Bid Documents PERFORM KWP 1 PERFORM PROGRAM DEVELOPMENT D3. Design Criteria Package D4. Project Plans P1 - Pre-Design Schedule Milestones D5. Project Specifications D6. Approved Plans and DEVELOP KWP 2 DEVELOP BUDGET Specifications M/E/P Construction <$50,000 or Placement / Hookup of QUESTION Relocatable Units? ? NO YES DEVELOP D1 KWP 3 DEVELOP Design / Build BID DOCUMENTS D2 (D/B) Project? QUESTION ? Design / Bid / Build Project? APPROVE KWP 4 PROGRAM PROGRAM BUDGET APPROVAL BY APPROVAL BY BUDGET A&E BOARD BOARD DCP BOARD NO QUESTION APPROVAL ? REQUIRED? YES KWP 5 DEVELOP D3 DEVELOP DESIGN CRITERIA PACKAGE APPROVE KWP 4 APPROVAL BY BOARD SELECT A & E SELECT DESIGN / BUILD SELECT CONTRACTOR APPROVE GO TO FACILITIES APPROVAL BY CONSTRUCTION BOARD FLOW CHART KWP 6 DESIGN D4 DESIGN PROJECT D5 P2 - Project Design Schedule Milestones NO P3 - Cost Variance @ Design Deliverable QUESTION Milestones ? PROJECT DESIGN YES COMPLETE? KWP 7 SUPPORT D6 SUPPORT BID & PERMIT ACTIVITIES P4 - Bid & Permit Support Schedule Milestones KWP 8 SUPPORT SUPPORT CONSTRUCTION & CONSTRUCTION CLOSEOUT ACTIVITIES P5 - Construction & Construction Closeout Support Schedule Milestones NO QUESTION P6 - Cost of Errors & Omissions as % of Construction ? Costs at Schedule Milestones CONSTRUCTION & YES CLOSEOUT COMPLETE? CLOSEOUT KWP 9 CLOSEOUT A&E CONTRACT P7 - A&E Contract Closeout Schedule Milestones NO QUESTION ? A&E CONTRACT CLOSEOUT YES COMPLETE? MANAGED NEED IS MET Q1 - Cost of Errors & Omissions Q3 - % Variance from Design Budget as a % of Total Construction Cost Q2 - % Variance from Design Schedule FACILITIES SERVICES / Robert J. Wiebel & Anibal Caussade 2/11/09
  • 17. Key Priority MANAGE Process (3): FACILITIES CONSTRUCTION Process Owner: D. THEODORE W HO BPS BPS STEP SCHOOL BOARD FACILITIES SERVICES CONTRACTOR NEED PROJECT NEED CONSTRUCTED DELIVERABLES: KWP1 D1. Certificate of Occupancy (CO) D2. Projects Constructed per BPS SELECT SELECT Design Specifications, Florida CONTRACTOR Building Code, and State Requirements for Educational BOARD Facilities NO APPROVAL QUESTION REQUIRED? ? D3. Certificate of Final Inspection (CFI) KWP2 YES D4. As-Built Project Plans APPROVE APPROVE CONTRACTOR BY BOARD NO BOARD QUESTION APPROVED? ? KWP3 YES PERFORM PERFORM PRE-CONSTRUCTION ACTIVITIES Manage Project P Indicators P1 - Pre-Construction Activity Milestones P2 - Construction Critical Path Milestones PRE-CONSTRUCTION NO QUESTION REQUIREMENTS MET? ? P3 - Cumulative Use of Estimated Contingency Funds as a Percent (%) of Cumulative YES Construction Costs ISSUE ISSUE NOTICE TO P4 - Cumulative Sales Tax Savings as a PROCEED % of Construction Cost KWP4 MANAGE P5 - Monthly Construction Budget vs. Actual Construction Cost Variance MANAGE PROJECT P6 - Construction-Related School Environmental Number of Safety Incident Report (SESIR) Incidents HAS THE CONTRACTOR NO QUESTION Involving Students and School Staff MET SUBSTANTIAL COMPLETION REQUIREMENTS? ? P7 - Number of Construction Worker Safety Incidents YES KWP5 P8 - Number of Jessica Lundsford Act (JLA) Incidents PERFORM PERFORM SUBSTANTIAL COMPLETION ACTIVITIES P9 - Substantial Completion CAN A NO QUESTION Activity Milestones CERTIFICATE OF OCCUPANCY (CO) BE ISSUED? ? YES START START WARRANTY ISSUE CO D1 ISSUE KWP6 P10 - Construction Closeout Activity Milestones PERFORM CONSTRUCTION CLOSEOUT ACTIVITIES PERFORM NO CONSTRUCTION CLOSEOUT COMPLETE? ? QUESTION D2 YES PROJECT NO QUESTION VALUE <$200K? ? OBTAIN D3 YES CFI OBTAIN KWP7 P11 - Administrative Closeout Activity Milestones PERFORM ADMINISTRATIVE CLOSEOUT ACTIVITIES PERFORM P12 - Number Warranty Requests NO ADMINISTRATIVE CLOSEOUT COMPLETE? ? QUESTION YES D4 MANAGED NEED IS MET Q1 - Actual Sales Tax Savings / Q4 - Construction-Related SESIR Incidents Possible Sales Tax Savings (%) Q5 - Construction Safety JLA Security Incidents Q2 - Construction Critical Path Milestones Q6 - Warranty Actions (% Variance from Construction Schedule) Q3 - Construction Budget vs. Actual Construction Costs (% Variance) FACILITIES SERVICES / Robert J. Wiebel & Dennis Bonny 2/11/09
  • 18. MANAGE FACILITIES Key Priority OPERATIONS AND Process (4): MAINTENANCE( 9562) Process Owner: WALT PETTERS W BPS BPS HO FACILITIES OPERATIONS SCHOOLS AND SCHOOL AND MAINTENANCE STEP BOARD DEPARTMENTS PROVIDE WELL MAINTAINED, SAFE AND COMFORTABLE FACILITIES NEED NEED TO SUPPORT THE BPS EDUCATIONAL PROCESS. Note: OPEN This chart represents a typical daily operation process. The OPEN FACILITY school principal operates the facility in conjunction with PO&M. OPERATE OPERATE FACILITY KWP1 P1 - Operational Systems MONITOR Monitoring Hours MONITOR FACILITY of Operation OPERATIONAL SYSTEMS DELIVERABLES: D1- MONTHLY WORK QUESTION ORDER REPORT NO IS THE FACILITY D2 - ANNUAL FACILITY OPERATING AS PLANNED? ? CONDITION ASSESSMENT YES REPORT QUESTION PREVENTATIVE MAINTENANCE (PM) NO WORK NEEDED? ? QUESTION CAN PROBLEM BE FIXED YES BY FACILITY’S CUSTODIAL STAFF? NO ? KWP2 PERFORM YES P2 - PM Work Per Month PERFORM FIX PM WORK PROBLEM FIX QUESTION PROBLEM NO FIXED? ? QUESTION YES P3 - School-Generated W/O Per Month P4 - Service W/O Per Month KWP3 P5 - PO&M-Generated W/O Per Month P6 - # W/O Opened / Closed Per Month PROCESS WORK ORDER(S) PROCESS P7 - # Backlogged W/O Per Month P8 - Aging W/O Per Month P9 - Operations Cost Per Month P10 - Maintenance Cost Per Month WORK ORDER QUESTION NO CLOSED? ? YES END OF NORMAL NO QUESTION FACILITY OPERATION? ? YES END OF EXTENDED NO FACILITY OPERATION? QUESTION ? YES CLOSE FACILITY CLOSE NEED IS MANAGED MET Q1 - Operations Cost Per GSF Q6 - PM / Service W/O Ratio Q2 - Maintenance Cost Per GSF Q7 - PO&M / Facility-Generated W/O Ratio Q3 - Total (Operations + Maintenance) Cost Per GSF Q8 - PM Work Order Backlog Per Year Q4 - PM and W/O Activity Per Year Q5 - W/O Backlog Per Year FACILITIES SERVICES / Robert J. Wiebel & Walt Petters 2/11/09
  • 19. MANAGE ENVIRONMENTAL, Key Priority SAFETY & CODE Process (5): COMPLIANCE Process Owner: J. POWERS W BPS HO BPS SCHOOL ENVIRONMENTAL & BPS STEP BOARD CODE COMPLIANCE PO&M OTHER NEED MANAGE ENVIRONMENTAL & CODE COMPLIANCE KWP1 PREPARE P1 - # POLICIES, PROCEDURES, PLANS, TRAINING UPDATE PREPARE ENV/ SAFETY COURSES, CHECKLISTS, MANUALS, SURVEYS, & CODE COMPLIANCE DOCUMENTS HANDBOOKS AND PAMPHLETS DEVELOPED, REVIEWED & UPDATED QUESTION Regulatory Compliance NO P2 # OF COMPREHENSIVE FIRE Activity? ? SAFETY CASUALTY SANITATION YES INSPECTIONS PERFORMED KWP2 P3 SERVICE RESPONSE TIME TO INSPECT COMPLETE BUILDING FIELD INSPECTIONS. INSPECT FACILITIES & INFRASTRUCTURE P4 - TIME TO ISSUED TEMP CO (OEF 110B) P5 - TIME TO COMPLETE FINAL ISSUE INSPECTIONS. ISSUE INSPECTION REPORTS P6 - TIME TO ISSUE CERTIFICATE OF FINAL INSPECTION (OEF 209) QUESTION P7 - # ENVIRONMENTAL INSPECTIONS PERFORMED Facilities in NO Compliance? ? KWP3 MONITOR YES MONITOR & P8 # OF CUSTODIANS TRAINED COMMUNICATE REGULATORY / CODE P9 # OF FACILITY CUSTODIAL ANNUAL & NON-COMPLIANCE BI-ANNUAL ASSESSMENTS CONDUCTED KWP4 P10 # OF CLEAN CAMPUS REPORTS P16 # Meetings Held RECEIVED PERFORM PERFORM P17 #work Orders Issued P11 CLEAN CAMPUS REPORT RECEIVED, CUSTODIAL REVIEWED, AND ACTIONS TAKEN P18 # Reinspections Completed SUPPORT P19 Capital Deficiency Report Schedule Milestones KWP5 P20 Comprehensive Environmental, Safety Casulty And Code Compliance Report Report Schedule Milestones P12 # Of Unplanned Incidents Responses MONITOR & MONITOR COMMUNICATE P13 Unplanned Incident REGULATORY / CODE Response Time COMPLIANCE P14 # Of Training Classes Conducted P15 # Unplanned Life Safety Evaluations Requested Deliverables: D1 - School Inspection Findings Report D2 - Annual Comprehensive Fire, Safety, Casualty, & Sanitation Report MANAGED NEED IS D3 - Annual Custodial Assessment Report MET D4 - Annual Building & Code Compliance Activity Report Q1 - ALL SCHOOLS CUSTODIAL ASSESSMENT Q3 - REGULATORY AND CODE COMPLIANCE INSPECTION RATING OF 90% MILESTONES Q2 - 75% SCHOOL CUSTODIANS CERTIFIED Q4 - REGULATORY AND CODE COMPLIANCE ANNUAL LEVEL 1 & 50% SCHOOL CUSTODIANS REPORTS MILESTONES CERTIFIED LEVEL 2 FACILITIES SERVICES: ROBERT J. WIEBEL / JIM POWERS 2/11/09
  • 20. MANAGE DISTRICT Key Priority RESOURCE CONSERVATION Process (6): Process Owner: A. JOHNSON W HO BPS SCHOOL FACILITIES RESOURCE STEP BOARD CONSERVATION SCHOOL NEED MANAGE DISTRICT & SCHOOL Identify district wide resource conservation RESOURCE CONSERVATION initiatives to reduce facility operation costs related to electrical, water, and gas usage, trash disposal and facility KWP = Key Work Process efficiencies. P1 - # POLICIES, PROCEDURES, PLANS, TRAINING PREPARE PREPARE RESOURCE COURSES, CHECKLISTS, MANUALS, SURVEYS, KWP1 CONSERVATION DOCUMENTS HANDBOOKS AND PAMPHLETS DEVELOPED, REVIEWED & UPDATED P2 - # OF UTILITY CONSUMPTION REPORTS / BILLS COLLECTED IDENTIFICATION OF FACILITY P3 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY & BEHAVIORAL MODIFICATION IDENTIFY KWP2 IMPROVEMENTS & AUDITS PERFORMED RECOMMEND P4 - # OF MONTHLY INSPECTION REPORTS AND RECOMMENDATIONS QUARTERLY AUDIT REPORTS PUBLISHED P5 - # OF MONTHLY CONSUMPTION DATA ANALYSIS PERFORMED P6 - # OF MONTHLY FACILITY INSPECTION AND QUARTERLY AUDIT DATA ANALYSIS PERFORMED P7 - # FACILITY RECOMMENDATIONS ISSUED P8 -# OF BEHAVIORAL MODIFICATION IMPROVEMENTS QUESTION ISSUED IS THE RECOMMENDATION NO A FACILITY IMPROVEMENT? ? YES KWP3 PERFORM BEHAVIORAL PERFORM MODIFICATION TRAINING P9 - # OF SCHOOL RECEIVING A BEHAVIORAL MODIFICATION IS THE FACILITY NO RATING SCORE EQUAL TO OR GREATER THAN 90% QUESTION RECOMMENDATION COMPLEX? ? YES KWP4 IMPLEMENT NON-COMPLEX IMPLEMENT FACILITY IMPROVEMENT KWP5 P10 - # NON-COMPLEX FACILITY IMPROVEMENTS COMPLETED. Note: CBC Includes 5-Year Pay Back CREATE COST CREATE Analysis BENEFIT P11 - # OF COST BENEFIT ANALYSIS COMPLETED ANALYSIS P12 - # COMPLEX FACILITY PROJECTS ADDED IS FUNDING NO TO DEFERRED MAINTENANCE LIST QUESTION AVAILABLE? ? P13 - # OF COMPLEX FACILITY DEFERRED MAINTENANCE PROJECTS THAT WERE COMPLETED YES ADD ADD TO UNFUNDED RC PROJECT LIST CAPITAL NO QUESTION PROJECT? ? YES P14 - # COMPLEX FACILITY PROJECTS ADD ADD TO CAPITAL ADDED TO THE CAPITAL PROJECT LIST P15 - # OF COMPLEX FACILITY PROJECTS PROJECT LIST THAT WERE COMPLETED. SUBMIT SUBMIT KWP6 WORK ORDER P17 - # FACILITY IMPROVEMENT AND P16 - # OF WORK ORDERS MONITOR & ANALYZE MONITOR BEHAVIOR MODIFICATION TRAINING FAC IMP PROJECTS SUBMITTED ANALYZE ANALYSIS AFTER ACTION & BM TRAINING REPORTS PUBLISHED. RESULTS NEED IS MANAGED MET Deliverables: D1 - MONTHLY FACILITY AUDIT & INSPECTION REPORTS D2 - COST BENEFIT ANALYSIS REPORTS D3 - MONTHLY FACILITY AND BEHAVIORAL MODIFICATION IMPROVEMENT RECOMMENDATIONS LIST D4 - MONTHLY SENIOR STAFF RESOURCE CONSERVATION BOX SCORE D5 - MONTHLY DISTRICT AND SCHOOL RESOURCE CONSERVATION BOX SCORE Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09 Q4 - REDUCE THE VOLUME OF TRASH HAULED 10% BY END OF FY 09/10 Q2 - REDUCE WATER USAGE BY 10% BY END OF FY 09/10 Q3 - REDUCE GAS / HEATING OIL USAGE BY 10% BY END OF FY 09/10 FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 2/11/09
  • 21. Macro MANAGE DISTRICT & Process: SCHOOL SECURITY Process Owner: A. ALFORD W HO BPS SCHOOL DISTRICT & SCHOOL STEP BOARD SECURITY SCHOOL OTHER MANAGE DISTRICT NEED & SCHOOL SECURITY DEVELOP KWP 1 DEVELOP DISTRICT AND SCHOOL SECURITY DOCUMENTATION P1 - # POLICIES, PROCEDURES, PLANS, TRAINING COURSES, CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS DEVELOPED, REVIEWED & UPDATED PERFORM KWP 2 PERFORM SECURITY INVESTIGATIONS P2 - # INVESTIGATIONS PERFORMED PER DISTRICT & SCHOOL SITE P3 - # EXPULSIONS PER MONTH MANAGE KWP 3 MANAGE SECURITY EQUIPMENT P4 - # EQUIPMENT REQUIREMENTS DEVELOPED, REVIEWED & UPDATED P5 - EQUIPMENT REQUIREMENTS MET (% OF FACILITIES) CONDUCT CONDUCT TRAINING KWP 4 P6 - # TRAINING COURSES CONDUCTED P7 - # TRAINED PERSONNEL PER COURSE MONITOR & COORDINATE KWP 5 MONITOR & COORDINATE DISTRICT &SCHOOL SITE SECURITY P8 - SCHOOLS WITH SRO (%) P9 - # SECURITY ASSESSMENTS REQUESTED CONDUCT KWP 6 CONDUCT BACKGROUND SCREENING P10 - # BACKGROUND CHECKS COMPLETED P11 - # ID BADGES ISSUED P12 - LEVEL II BACKGROUND CHECK CYCLE TIME (Planned vs. Actual) BROADCAST KWP 7 BROADCAST INCIDENT CODES P13 - # CODES BROADCAST INTERFACE KWP 8 INTERFACE WITH LAW ENFORCEMENT AGENCIES P14 - # MEETINGS HELD MONITOR KWP 9 MONITOR SESIR REPORTS P15 - # OF Criminal SESIR REPORTS RECEIVED IN WRITING PERFORM KWP 10 PERFORM 5 STAR SECURITY SELF-ASSESSMENT P16 - SECURITY BEST PRACTICES (OPPOGA) SELF-ASSESSMENT MILESTONES (Milestones Planned vs. Actual Accomplished) P17 - # 5 STAR SELF- ASSESSMENT FINDINGS MANAGED NEED IS MET Legend: KWP - Key Work Process OPPAGA - Office of Program Policy Analysis and Government Accountability SCIRM - School Critical Incident Response Manual SESIR - School Environmental Safety Incident Report Safety & Security Deliverables: D1 - School Safety Plan D2 - School Safety Reports D3 - School Critical Incident Response Manual D4 - Employee, Volunteer, and Contractor Level II Background Checks D5 - Employee, Volunteer, and Contractor ID Badges Q1 - COMPLIANCE WITH FEDERAL, STATE, Q4 - IMPROVE SCHOOL - COMMUNITY RELATIONS ON SCHOOL LOCAL AND SCHOOL BOARD REQUIREMENTS SECURITY (# SITE OR COMMUNITY VISITS CONDUCTED / # SITE OR COMMUNITY VISITS PLANNED) Q2 - PREVENT SCHOOL VIOLENCE ( SESIR INCIDENT RATIO - # CRIMINAL INCIDENTS / STUDENT POPULATION) Q3 - REDUCE SECURITY RISKS AND LIABILITY (# PLANNED SECURITY TRAINING SESSSIONS / # ACTUAL SECUIRYT TRAINING SESSIONS) FACILITIES SERVICES: ROBERT J. WIEBEL / ANDREA ALFORD 11/13/08