1 FY 2004 Performance Management Plan Presentation Conduct Fire Prevention Services Team Members: J. P. McCabe, P.E. Fire Marshal, DFM, ORS Samuel A. Denny,

1

FY 2004Performance Management Plan Presentation

Conduct Fire Prevention Services

Team Members:

J. P. McCabe, P.E. Fire Marshal, DFM, ORSSamuel A. Denny, P.E. Deputy Fire Marshal, DFM, ORSRobert C. Beller, P.E. CQM Contractor to the DFM, ORS

Division of the Fire Marshal (DFM)Security and Emergency Response ProgramOffice of Research ServicesNational Institutes of Health

Date: January 14, 2005

2

Table of Contents

Main Presentation

PMP Template …………………………….……………………… 4

Customer Perspective……………………….…………………… 7

Internal Business Process Perspective………………………… 14

Learning and Growth Perspective……………………………… 21

Financial Perspective…………………………………………..… 27

Conclusions ……………………………………….…….……….. 33

3

Table of Contents (cont.)

Appendix ………………….………………………………. 35Pages 2 and 3 of the PMP template………………………. 36

DoD Fire Inspector Staffing Standard ………………..……. 38

4

Team Members

J.P. McCabe, P.E., Fire Marshal, DFM

Samuel A. Denny, P.E., Deputy Fire Marshal, DFM

Date: January 14, 2005

Robert C. Beller, P.E., (CETROM, Inc.) CQM Contractor to assist the DFM

Service Strategy

The Division of the Fire Marshal (DFM) provides essential regulatory services for the NIH community to: (a) ensure a fire-safe environment for employees, visitors and patients; and (b) optimize research productivity by minimizing the potential for downtime due to fires involving NIH property, animals, and research data.

Value Proposition

Team Leader

The DFM's efforts to achieve Operational Excellence are ensured by DFM employees maintaining their professional competency to satisfy our Value Proposition through: (a) a Building Permit Process that ensures timely reviews of all construction documents and pre-occupancy inspections for new/renovated facilities; (b) comprehensive annual surveys of existing facilities to identify deficiencies and to ensure the mitigation of inherent fire-safety risks; (c) identifying and fulfilling the fire-safety awareness training and informational needs of the NIH community; and (d) developing fire-safety policies, guidelines and specifications to reflect NIH experience.

Strategy Description

Performance Management Plan (PMP)

DS 4: Develop fire-safety policies, guidelines and specifications for the NIH.

DS 2: Conduct fire-safety surveys of existing NIH facilities.

DS 1: Conduct fire-safety reviews and inspections for NIH design and construction projects.

Discrete Services

Division Approval/Date: 1/14/05 Associate Director Approval/Date:

Conduct Fire Prevention ServicesService Group

DS 3: Provide fire-safety awareness training and information for the NIH community.

Operational Excellence

Customer Intimacy

Product Leadership

Growth

Sustain

Harvest

5

Relationship Among Performance Objectives

• The DFM’s primary objective is to provide a fire-safe work environment for employees, visitors and patients in all NIH facilities

• The DFM also seeks to work within the ORF imposed time restrictions for design reviews, submittal reviews and construction inspections

• Other objectives support these objectives as shown in the strategy map to follow

6

HISO = High Impact Strategic

Objective

KEY:

PMP Team: Conduct Fire Prevention Services

Strategy Map

IB1: Minimize the disruption of the NIH design and construction process

while ensuring all fire-safety requirements are met [DS 1]

IB2: Enhance fire safety awareness levels of NIH employees [DS 3]

LG1: Maintain and enhance DFM personnel capabilities and capacity to ensure a fire safe work

environment for employees, visitors, & patients in all NIH facilities. [DS 1/2]

F1: Optimize unit cost at a defined service level [DS 1/2/3/4]

Modified 1/8/04

CU

ST

OM

ER

FIN

AN

CIA

LL

EA

RN

ING

&

GR

OW

TH

HISO

objectives

C2: Increase customer satisfaction [DS 1/2/3/4]

C1: Provide a fire safe work environment for employees, visitors, & patients in all NIH facilities

[DS 1/2/3]

IB3: Maintain up-to-date fire safety policies, guidelines and

specifications [DS 4]

INT

ER

NA

LB

US

INE

SS

7

Customer Perspective

8

Customer Perspective

Objective MeasureFY 04

TargetFY05

TargetFY06

TargetInitiative Owner

C1A - % of design projects reviewed [DS 1]

N/A 50% 90%

Complete the implementation of the NIH Building Permit Process

Shirl Eller Leonard Taylor

C1B - % of construction projects inspected [DS 1]

N/A 50% 90%Implement a NIH Occupancy Permit Process in FY 05

Shirl Eller Leonard Taylor

C1C - % of total SF of buildings inspected annually [DS 2]

100% 100% 100%

C1D - Reduce the number of outstanding major fire-safety deficiencies in existing facilities [DS2]

N/AEstablish a

baselineTBD

Implement an annual process to prioritize the correction of major deficiencies using the ORF Facility Assessment Database in conjuction with the Fire Protection & Life Safety B&F Line Item funds

J.P. McCabe Sam Denny

C1E - Number of employee-hours trained [DS 3]

N/AEstablish baseline

TBD

Develop a fire-safety module for new employee orientation on-line training in FY 05


C1 - Provide a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2/3]

9

C1A: Percent of Design Projects Reviewed

• The DFM is intimately involved in all large capital projects – during both design review and construction inspection

• A review of Building 10 data in FY02 indicated the DFM was only reviewing approximately 33% of projects during design

• FY04 data shows no increase in the number of projects sent to the DFM for design review

• The NIH Building Permit Process is needed to ensure that the regulatory required design review is implemented for all projects

• An Occupancy Permit Process is needed to ensure that the regulatory required pre-occupancy inspection is implemented for all projects

10

Customer Perspective (cont.)


TargetFY05

TargetFY06


C2A - ORS Customer Service Scorecard [DS-1/2/3/4]

N/AEstablish a

baselineTBD

Create a joint DFM/DPSM Customer Service Scorecard survey in FY05

J.P. McCabe John Datolli

C2B - ORF customer survey [DS1/4]

N/AEstablish a

baselineTBD

Conduct a joint DFM/DPSM survey of ORF Project Officers in FY05


C2C - ORF customer survey [DS2]

N/AEstablish a

baselineTBD

Conduct a joint DFM/DPSM survey of ORF Facility Managers in FY05


C2D - Clinical Center (CC) Safety Officer interview [DS1/2/3]

N/AEstablish a

baselineTBD

Conduct an interview of the CC Safety Officer in FY05


C2 - Increase customer satisfaction [DS1/2/3/4]

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Customer Service Scorecard Methodology

• Use a multi-method approach to gather data from DFM customers during FY05

• Gather perceptions of the NIH population regarding fire safety and fire prevention by developing a joint Customer Service Scorecard Assessment with DPSM (Summer 2005 time frame)

• Design and deliver a joint DFM/DPSM point-of-service survey for ORF Project Officers

• Ask them to complete the survey based on the service provided in design reviews and construction inspections by the DFM/DPSM during the course of the past year

• Include ORF Project Officers for both capital projects and smaller alteration projects

• Design and deliver a joint DFM/DPSM point-of-service survey for ORF Facility Managers

• Ask them to complete the survey based on the service provided by the DFM/DPSM during the course of the past year

• Will focus initially on only the most significant buildings in terms of size on the NIH Bethesda campus

• Interview the Clinical Center Safety Officer to ensure the DFM is providing support as needed (Summer 2005 time frame)

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Customer PerspectiveWhat actions (initiatives) are planned?

• Work with the ORF to ensure all projects are reviewed in design and inspected during construction (a regulatory requirement) by implementation of the Building Permit and Occupancy Permit Processes

• Conduct a joint (with DPSM) Customer Service Scorecard survey in FY05

• Conduct a joint (with DPSM) customer survey of the ORF Project Officers and Facility Managers in FY05

• Conduct an interview with the Clinical Center Safety Officer in FY05

13

Customer PerspectiveHardships and Accomplishments

Hardships• Attempts to include some fire protection questions in

the ORS Scorecard were not successful• Attempts to team with two related ORS functions for

separate customer surveys were also unsuccessful • Extreme resource demands for CRC construction

inspections prevented independent customer surveys

Accomplishments• Obtained concurrence in principle from DPSM to do a

combined survey of common ORF customers• The DFM now determines the commitment of funds

and prioritization of projects from the Fire Protection & Life Safety B&F Line Item

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Internal Business Process Perspective

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Internal Business Process PerspectiveObjective Measure

FY 04 Target

FY05 Target FY06 Target Initiative Owner

IB1A - Reduce the number of significant fire protection errors & omissions in design reviews and construction inspections

Establish a baseline*

* - based on the 3-year

cycle



Conduct an annual review of the ORF Facility Assessment Database


IB1B - Turnaround times (two weeks or less) for design reviews

90% 90% 90%

IB1C - Turnaround times for submittal reviews (two weeks or less) and construction inspections (one week or less)

90% 90% 90%

IB2A - Monitor scores from the Clinical Center staff training

100% 100% 100%

IB2B - Number of hits on the DFM website training link

N/A N/AEstablish a

baseline

Add a f ire safety training link to the DFM w ebsite in FY05


IB3A - All hydrants functional N/AEstablish a

baseline100%

Conduct annual fire hydrant flow tests


IB3B - Verify adequacy of fire protection water supply data

N/AEstablish a

baseline100%

Conduct annual analysis of fire protection


IB1 - Minimize the disruption of the NIH design and construction process while ensuring all fire-safety requirements are met [DS 1]

IB2 - Enhance fire safety awareness levels of NIH employees [DS 3]

IB3 - Ensure an adequate fire protection water supply at NIH Bethesda, Poolesville and RML campuses [DS 2]

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IB1B – Turnaround Times (Part One)

Review Turnaround Times

9

5.8

9.6

7.1

10.4

12.1

0 2 4 6 8 10 12 14

Design Reviews

Submittal Reviews

Days

FY04

FY03

FY02

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IB1B – Turnaround Times (Part Two)

Projects Reviewed Within 14 Days

82%

93%

77%

89%

70%

77%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Design Review s

Submittal Review s

Percentage of Projects

FY04

FY03

FY02

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Internal Business Process PerspectiveWhat does the data tell you?

• Turnaround times are increasing

• % reviewed in 14 days or less held steady for design reviews but decreased for submittal reviews

• Adding DFM services for Ft. Detrick will add more design and construction projects

• Full implementation of the Building Permit and Occupancy Permit Processes will add even more projects for review in design and inspection during construction

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Internal Business Process PerspectiveHardships and Accomplishments

Hardships• Construction inspection work increased drastically

(especially CRC commissioning)• Informal process of flagging design and submittal

reviews in excess of 14 days did not increase the percentage completed to the 90% goal

Accomplishments• While increasing again in FY04, the average review

time remained below 14 days• Commissioning of the CRC fire protection features is

largely complete – which will free resources for reviews

20

Internal Business Process PerspectiveWhat actions are planned?

• The addition of a 5th contract Fire Protection Engineer in FY05 is projected to accommodate the projected increase in workload due to implementation of the Building Permit and Occupancy Permit Processes

• The DFM will add formal measures to flag reviews approaching the 14 day maximum turnaround time limit

• Begin the fire hydrant testing program and fire protection water supply analysis in summer FY05

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Learning and Growth Perspective

22

Learning and Growth Perspective


TargetFY05

TargetFY06


LG1A - Minimum Fire Protection Inspector (FPI) staffing in accordance with DOD staffing requirements [DS 2]

100% (4 FPI's)

100% (5 FPI's)

100% (5 FPI's)

Implement a new performance based Fire Protection Inspection Services contract in FY 05


LG1B - Monitor Fire Protection Inspector and Fire Investigator certifications/recertifications [DS 2]

100% 100% 100%

LG1C - Minimum Fire Protection Engineering (FPE) staffing to accommodate projected ORF design and construction workload [DS 1]

100% (4 FPE's

100% (4FPE's)

100% (5 FPE's)

Implementation of the new Building and Occupancy Permit processes will increase workload - add a 5th FPE in FY 05 when permit processes are in place


LG1 - Maintain and enhance DFM personnel capabilities and capacity to help ensure a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2]

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LG1A – Fire Protection Inspector Staffing Levels (Based on 10/04 Data)

LocationNo. of

Buildings Sq. Ft.Bethesda Campus 80 8,862,000Poolesville Campus 44 273,000GRC (Baltimore) 1 210,000RML (Montana) 32 190,000CRC 1 900,000Current Total 10,435,000Ft. Detrick 87 1,267,741Future Total 11,702,741

Comparison of NIH Fire Protection Inspector Staffing to DoD Requirements

Fiscal Year

Total Area of Buildings (1,000 sq. ft.)

No. of NIH Inspectors

No. per DoD Standard

FY03 9,535 3+ 5

FY04 10,435 3 5

FY05 11,703 4 6

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Learning and Growth PerspectiveWhat does the data tell you?

• The DFM is currently understaffed with respect to Fire Protection Inspectors

• Several new buildings are coming on line, in particular the new Clinical Research Center

• Two current Fire Protection Inspector positions will be vacant in 2005 based on announced retirements and will need to be filled with inspectors under the Fire Protection Inspection Services contract

25

Learning and Growth PerspectiveHardships and Accomplishments

Hardships• Creating a performance based contract for

fire inspection services proved more difficult than anticipated

• A second retirement announcement was made without significant lead time

Accomplishments• Scope of work completed

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• Initiation of a Fire Protection Inspection Services contract in second quarter of FY05

• The hiring of four contract Fire Protection Inspectors has been budgeted in FY05

• A new program for the DFM (NIH/Ft. Detrick) will result in the need for more fire protection engineering and fire protection inspection personnel resources

Learning and Growth PerspectiveWhat actions are needed?

27

Financial Perspective

28

Financial Perspective


TargetFY05

TargetFY06


F1A - Number of tasks conducted (design reviews, submittal reviews and construction inspections) [DS 1]

Establish a baseline


after permit process

No more than 5% increase

F1B - Number of square feet inspected for NIH facilities [DS 2]




F1C - Number of employee-hours trained [DS 3]




F1D - Number of fire-safety policies, guidelines and specifications develpoed and updated [DS 4]


TBD TBD

F1 - Optimize unit costs at a defined service level [DS 1/2/3/4]

29

Unit Cost Data and Calculation

DS 1 – Engineering Reviews/Inspections$995,000 actual FY04 budget for DS 1263 (design reviews) + 142 (submittal reviews) + 1151 (consultations – includes inspections) = 1556 unitsDS 1 Unit Cost = $639.46 [FY03 - $852.61]

DS 2 – Existing Facility Surveys$91,000 actual FY04 budget for DS 29,535,000 sq. ft. = 9,535 units (1000 sq. ft. of building area)DS 2 Unit Cost = $9.54 [FY03 - $9.65]

DS 3 - Training$145,000 actual FY04 budget for DS 32,776 employee hours trainedDS 3 Unit Cost = $52.23 [FY03 - $57.56]

DS 4 – Fire Safety Policies$0 actual FY04 budget for DS 422 documents developed/reviewedDS 4 Unit Cost = none [no FY03 data]

30

Financial PerspectiveWhat does the data tell you?

• Unit cost for DS-1 decreased 25% from FY03 but DFM cannot claim to be more efficient as the change is due to recording more of the work items we do (consultations) – units recorded increased 33%

• Unit cost assigned to DS-2 remained flat (decreased 1%) from FY03 but there were no new buildings being inspected

• Unit cost assigned to DS-3 remained flat (decreased 9.3%) from FY03 mainly reflecting loss of one fire protection inspector in FY04

• The current CQM Fire Protection Engineering Services contract costs remain competitive with other local fire protection engineering firms

31

Financial PerspectiveHardships and Accomplishments

Hardships• Unit cost trends for DS-1 cannot be meaningfully

developed until the cost data basis is consistent from year to year, changes in the number of large projects will skew data from one year to the next

• DS 4 not added to budget process as expected

Accomplishments• DS 4 (Develop fire-safety policies, guidelines and

specification for the NIH) was successfully initiated in FY04

32

Financial PerspectiveWhat actions are planned?

• Develop unit costs with consistent cost data

33

Conclusions

34

Conclusions from the PMP

• Design and submittal review turnaround times increased – largely due to the commissioning of the CRC - and will be monitored more closely [DS 1]

• The pilot program for the NIH Building Permit Process was initiated in FY03 but no new projects were added in FY04 [DS 1]

• The Building Permit Process has not been expanded as necessary to satisfy regulatory requirements [DS 1]

• An Occupancy Permit Process needs to be implemented [DS 1]• A new Fire Protection Inspection Services contract will be

initiated in FY05 [DS 2]• The tracking of significant deficiencies documented by the ORF

Facility Assessment process and an annual re-prioritization of the Fire Protection & Life Safety B&F Line Item commitments will be initiated in FY05 [DS 2]

• An increase of training outreach via the DFM website will be pursued in FY05 [DS 3]

• The DFM has taken the responsibility for all fire-safety related policies, guidelines and specifications [DS 4]

35

Appendix

Pages 2 and 3 of the PMP template…………………. 36

DoD Fire Inspector Staffing Standard .………………. 38

36

Template Page 2Objective Measure

FY 04 Target

FY05 Target

FY06 Target

Initiative Owner

C1A - % of design projects reviewed [DS 1]

N/A 50% 90%Complete the implementation of the NIH Building Permit Process

Shirl Eller L. Taylor

C1B - % of construction projects inspected [DS 1]

N/A 50% 90%Implement a NIH Occupancy Permit Process in FY 05

Shirl Eller L. Taylor

C1C - % of total SF of buildings inspected annually [DS 2]

100% 100% 100%

C1D - Reduce the number of outstanding major fire-safety deficiencies in existing facilities [DS 2]

N/AEstablish a baseline TBD

Implement an annual process to prioritize correction of deficiencies using the ORF Facility Assessment Database using the Fire Protection & Life Safety B&F Line Item funds


C1E - Number of employee-hours trained [DS 3]

N/AEstablish baseline TBD

Develop a f ire-safety module for new employee orientation on-line training in FY 05


C2A - ORS Customer Service Scorecard [DS 1/2/3/4]

N/AEstablish a baseline

TBDCreate a joint DFM/DPSM Customer Service Scorecard survey in FY05


C2B - ORF customer survey [DS 1/4]


Conduct a survey of ORF Project Officers in FY05


C2C - ORF customer survey [DS 2] N/AEstablish a baseline

TBDConduct a survey of ORF Facility Managers in FY05


C2D - Clinical Center (CC) Safety Officer interview [DS 1/2/3]


Conduct an interview of the CC Safety Officer in FY05


IB1A - Reduce the number of signif icant f ire protection errors & omissions in design review s and construction inspections




Conduct an annual review of ORF Facility Assessment Database


IB1B - Turnaround times (two weeks or less) for design reviews

90% 90% 90%

IB1C - Turnaround times for f ire protection submittal review s (tw o w eeks or less) and construction inspections (one w eek or less)

90% 90% 90%

IB2A - Monitor scores from the Clinical Center staff training

100% 100% 100%

IB2B - Number of hits on the DFM website training link

N/A N/AEstablish a baseline

Add a general w orkplace f ire safety training link to the DFM w ebsite in FY05


Cu

sto

mer

C2 - Increase customer satisfaction [DS 1/2/3/4]

C1 - Provide a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2/3]

Inte

rnal

Bu

sin

ess

IB2 - Enhance fire safety awareness levels of NIH employees [DS 3]

IB1 - Minimize the disruption of the NIH design and construction process while ensuring all fire-safety requirements are met [DS 1]

37

Template Page 3Objective Measure

FY 04 Target

FY05 Target

FY06 Target

Initiative Owner

IB3A - All hydrants functional [DS 2] N/AEstablish a

baseline100%

Conduct annual fire hydrant flow tests


Inte

rnal

B

usi

nes

s

IB3B - Verify adequacy of fire protection water supply [DS 2]

N/AEstablish a

baseline100%

Conduct annual analysis of test data


LG1A - Minimum Fire Protection Inspector (FPI) staffing in accordance with DOD staffing requirements [DS 2]

100% (4 FPI's)

100% (5 FPI's)

100% (5 FPI's)

Implement a new performance based Fire Protection Inspection Services contract in FY 05


LG1B - Monitor Fire Protection Inspector and Fire Investigator certifications/recertifications [DS 2]

100% 100% 100%

LG1C - Minimum Fire Protection Engineering (FPE) staffing to accommodate projected ORF design and construction workload [DS 1]

100% (4 FPE's

100% (4FPE's)

100% (5 FPE's)

Implementation of the new Building and Occupancy Permit processes will increase workload - add a 5th FPE in FY 05 when permit processes are in place


F1 - Optimize unit costs at a defined service level [DS 1/2/3/4]

F1A - Number of tasks conducted (design reviews, submittal reviews and construction inspections) [DS 1]



after permit process


F1B - Number of square feet inspected for NIH facilities [DS 2]




F1C - Number of employee-hours trained [DS 3]




F1D - Number of fire-safety policies, guidelines and specifications develpoed and updated [DS 4]


TBD TBD

Fin

anci

al

LG1 - Maintain and enhance DFM personnel capabilities and capacity to help ensure a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2]

Lea

rnin

g a

nd

Gro

wth

IB3 - Ensure an adequate fire protection water supply at NIH Bethesda, Poolesville and RML campuses [DS 2]

38

DoD Fire Inspector Staffing Standard

Total Area of Buildings (1,000 sq. ft.)

No. of Inspectors

8,000 - 11,000 511,000 - 14,000 614,000 - 17,000 7

DoD Fire Protection Inspector Staffing

Requirements

1 FY 2004 Performance Management Plan Presentation Conduct Fire Prevention Services Team Members: J. P. McCabe, P.E. Fire Marshal, DFM, ORS Samuel A. Denny,

Documents

customer perspective

percent of design projects

design reviews

time frame slide

dfm customers

time frame design

service survey

number of projects