Provide Facility Management and Maintenance Services 1 FY02 ASA Presentation Provide Facility Management and Maintenance Services Presented by: Kelvin Lawson John Dattoli Herb Jacobi Team Members: Richard Allen, Jim Bullman, John Dattoli,Jeff Fellows, Herb Jacobi, Frankie Kelly, Kelvin Lawson, William Monath, Bradley Provancha, James Wilson Office of Research Services National Institutes of Health 18 November 2002
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Provide Facility Management and Maintenance Services 1
FY02 ASA Presentation
Provide Facility Management and Maintenance Services
Team Members:Richard Allen, Jim Bullman, John Dattoli,Jeff Fellows, Herb Jacobi, Frankie Kelly, Kelvin Lawson, William Monath, Bradley Provancha, James Wilson
Office of Research ServicesNational Institutes of Health
18 November 2002
Provide Facility Management and Maintenance Services
Internal Business Process Perspective……………………………………14Service Group Block Diagram……………………………………………………15Conclusions from Discrete Services Deployment Flowcharts………………...16Process Measures………………………………………………………………...17
Learning and Growth Perspective………………………………………….27Conclusions from Turnover, Sick Leave, Awards, EEO/ER/ADR Data……...28Analysis of Readiness Conclusions……………………………………………..29
Preserve and maintain the NIH physical assets while serving as a single point of contact between on and off campus building occupants and service providers. Be a time saving resource providing a "one-stop shop" for service-related requests.
Product Leadership Harvest
Kelvin Lawson
Operational Excellence Growth
Service Strategy
DS6: Perform Preventive Maintenance
DS7: Replace Obsolete Building Systems
DS8: Maintain Public Spaces
Team Members
Bradley Provancha, Jeff Fellows, Richard Allen, Jim Bullman, Bill Monath, Frank Kelly, John Dattoli, Herb Jacobi, James Wilson
X
X
Provide Facility Management and Maintenance Services 5
Customer Perspective
Customer Objectives
C1. Increase Understanding of the Customer Base
C2. Increase Customer Satisfaction
C3. Increase Access to Automated Maintenance Services System
Provide Facility Management and Maintenance Services
6
Customer Perspective
Measures For Customer Objectives
C1. Increasing understanding of Customer Base
C1.1 Complete Customer Segmentation Charts for our Discrete Services
C2. Increase Customer Satisfaction
C2.1 Increase Customer Satisfaction Scores from ORS Survey
C2.2 Increase Maintenance Survey Scores
C2.1 Increase Pest Management Survey Scores
C3. Increase Access to Automated Maintenance System
C3.1 Increase % of trouble calls initiated over the Web
Objectives Measures
Provide Facility Management and Maintenance Services
7
C1. Objective: Increase Understanding of the Customer Base
C1.1Measure: Customer Segmentation Chart for DS1-8
Provide Facility Management and Maintenance ServiceService Group Block Diagram
Provide Facility Management and Maintenance Services
16
I1. Objective: Increase Understanding of ProcessesI1.1 Measure: Create 9 Process Deployment Flow Charts
• Change Name of DS# 7 to “Small Purchase Maintenance Repairs”
• Refine and Comply Organizationally to the Workflow SOP’s in the PWB Organization and Operations Manual produced as part of the Central Call Desk initiative
• Re-educate all FM’s and Maintenance Personnel on Closing Out tickets
• Collapse DS# 7 into DS# 6 “Perform Preventive Maintenance”
Analysis and Recommendations
Provide Facility Management and Maintenance Services
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• DS1: Manage Facility Operations and Services • Reduce weighted Average Time to Close Out Trouble Calls
• DS2: Provide Sanitation Services• Increase % of buildings scoring 90% or higher on inspection
• DS3: Provide NIH-wide pest management control• Reduce # of recommendations over 90 days old
• DS4: Operate Dynamic Building Systems• Define the sq. footage operated and maintained per Maintenance Staff and
compare to industry standards to develop baseline• DS5: Respond to Service Calls
• Increase % of service calls received via web• DS6: Perform Preventive Maintenance
• % of Electrical Maintenance team PM’s done on time• DS7: Replace Obsolete Building Systems and Components
• Reduce the sq footage per Small Purchase Repair $• DS8: Maintain Public Space
• Increase the % of FM public space inspection done on time• DS9: Manage Residential Property
Measure: Reduce weighted average days for completion time for trouble calls by section
7.48
8.26
12.03
9.94
0
2
4
6
8
10
12
14
Nu
mb
er
of
Da
ys
BMU CMMU SHOPS WEIGHTED AVERAGE
PWB Sections
Average Days for Trouble Call Completion by Section
Target FY O3
7.0 Days
Provide Facility Management and Maintenance Services
19
DS2: Provide Sanitation Services
Measure: Increase % of buildings scoring 90% on inspection
Sanitation Contract Inspection Results
0
5
10
15
20
25
30
35
40
Months Inspected
Nu
mb
er
of
Bu
ild
ing
s
Buildings Scoring 90%
FY03 Target Mo Avg. = 31FY02 Actual
Mo. Avg. = 28
Provide Facility Management and Maintenance Services
20
DS3: Provide NIH-wide Pest Management Control
Measure: Reduce # of recommendations not adopted after 90 days
Recom
men
dation
s
< 30 days
30 - 60 Day
s
60 - 90 Day
s
> 90 Days
0
20
40
60
80
100
120
Pest Management Control Recommendations By Days Outstanding
Age of Recommendations
FY 02 Total > 90 = 115
FY 03 Target = 100
Oct 01 –Jan 02Inspection Cycle
Feb 02 – May 02Inspection Cycle
Total Recommendations
Provide Facility Management and Maintenance Services
21
DS4: Operate Dynamic Building System (FY03 Measure) Measure: Define the sq. footage operated and maintained per Maintenance Staff and compare to industry standards to develop baseline
FY
03
Ta
rge
t T
o b
e d
ev
elo
pe
d a
nd
co
mp
are
d to
ind
us
try s
tan
da
rds
1
10
100
1000
10000
100000
Square Feet of Facility Space Per Maintenance FTE
Maint Personnel 180 196
Square Feet 63768 60435
FY 01 FY 02
Provide Facility Management and Maintenance Services
22
DS5: Respond to Service Calls
Measure: Increase % of Trouble calls submitted over the Web
PWB Central Call Desk Work Orders Entered Via Web
0
100
200
300
400
500600
700
800
900
1000
Oct-01
Nov-01
Dec-01
Jan-02
Feb-02
Mar-02
Apr-02
May-02
Jun-02
Jul-02
Aug-02
Sep-02
Months
Wo
rk O
rde
rs
Actual = 33%Target = 50%
Web based calls= 33%
Avg.
Non-Web based calls
Provide Facility Management and Maintenance Services
23
DS6: Perform Preventive Maintenance
Measure: Reduce % of Electrical PM Failures
100%7%
100%16%
100%13%
100%7%
100%12%
100%9%
99.3%13%
100%11%
100%3%
100%5%
100%15%
100%12%
99.95%10%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Oct-01
Dec-01
Feb-02
Apr-02
Jun-02
Aug-02
Total FY02
Power Panel PM's - Clinical Center (JCAHO)% Failures
% PM's Completed
Target: Reduce Failure Rate to 7 %
Provide Facility Management and Maintenance Services
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DS7: Replace Obsolete Building Systems and Components(FY03 Measure)
Measure: Reduce Percentage of PM generated Small Purchase and Repair Work Items that are Incomplete
Recommendation: DS7 be folded into DS6 – Perform Preventive Maintenance. This measure would be retained as a second measure for DS6
Provide Facility Management and Maintenance Services
25
DS8: Maintain Public Space (New Measure For FY 03)
Measure: Equal or Exceed SLA % of square footage inspected by FM’s via an Established PM Program in CMMS
Notional
Qtr 1 Qtr 2 Qtr 3 Qtr 4
Square Footage0
400000800000
120000016000002000000
Public Space Inspection Schedule
Square Footage
Provide Facility Management and Maintenance Services
26
DS9: Manage Residential Property
Measure: New FY03 – Improve Service Call Completion Cycle
Children's Inn38%
Convent (HHMI)34%
NIHAC 116 1%
NIHAC 117 1%Building 61
1%
15 Group 25%
Children's Inn 567Convent (HHMI) 61915 Group 403Building 61 21NIHAC 116 5NIHAC 117 3
Total # of Service Calls
Per Bldg.
This chart shows the distribution of FY02 calls.
The Measure will show the avg. time to close out service calls on residential property.
Provide Facility Management and Maintenance Services 27
Learning and Growth Perspective
Learning and Growth Objectives
L1. Enhance Quality of Work Life for Employees in ORS
L2. Maintain and Enhance Competencies for Future Organization
Provide Facility Management and Maintenance Services
28
Learning and Growth Perspective
L1. Objective: Enhance Quality of Work Life for Employees
L1.1 Measure: Conclusions from L&G Data
Low Turnover indicates high satisfaction with job
Low sick leave indicates work force commitment to the mission
Low ER-ADR-EEO indicates an open atmosphere where employees can discuss issues before they become problems
Provide Facility Management and Maintenance Services
29
L2. Objective: Maintain and Enhance Competencies
L2.1 Measure: Analysis of Readiness Conclusions
Learning and Growth Perspective
Projected Hiring: Need additional maintenance service personnel to reduce amount of square footage under
supervision.
Contractor Requirements: Increasing repair and replacement requirements will require an increase in contractor service for mechanical, electrical improvements.
Training Requirements: A new emphasis on more competency training across the board – especially regarding CMMS for all employees in PWB.
Provide Facility Management and Maintenance Services 30
Financial Perspective
Financial Objectives
F1. Minimize Unit Cost at DS Level
F2. Maximize Asset Utilization
Provide Facility Management and Maintenance Services
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Discrete Service Unit Cost Targets
Provide Facility Management Opns. & Svs.
$.25 ≤ Inflation rate
Provide Sanitation (Custodial) Services
$2.05 ≤ Inflation rate
Provide NIH-wide Pest Management Control
$.20 ≤ Inflation rate
Operate Dynamic Building Systems $.82 ≤Inflation rate
Replace Obsolete Building Systems $1.22 ≤ Inflation rate
Maintain Public Spaces $1.34 ≤ Inflation rate
Manage Residential Prop tbd ≤ Inflation rate
Financial Perspective
Objective: Minimize Unit Cost at DS Level
Measure: Unit Cost for 9 Discrete Services
Provide Facility Management and Maintenance Services
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Asset Utilization Measures for all Discrete Services
95%
106%
95%
105%
94%
103%97%
108%
94%
113%
94%
109%
95%
105%
95%
107%
95%
111%
97%
109%
95%
108%
93%
107%
95%
108%
0%
20%
40%
60%
80%
100%
120%
% Utilized
Oct-01 Dec-01 Feb-02 Apr-02 Jun-02 Aug-02 Average
Month
Utilization Percentage - FY02
Utilization % Not Including OT
Utilization % Including OT
Provide Facility Management and Maintenance Services 33
Conclusions and Recommendations
•Data Collection via SOP within CMMS is critical to PWB Management Decision Making
•Reinforce Compliance with PWB SOP’s
•Re-educate PWB Personnel on Workflow and Data Collection Protocol
•Centralized Cost Accounting throughout ORS using a cost effective time and cost accounting system such as MS2000
•Combine “Replace Obsolete Systems” with “Perform Preventive Maintenance”
•Establish a Public Space PM program
Provide Facility Management and Maintenance Services 34
Appendices
Provide Facility Management and Maintenance Services
35
Appendices
• Include the following:
• Page 2 of your ASA Template• Customer segments graphs • Customer satisfaction graphs• Block diagram• Process maps• Process measure graphs• Learning and Growth graphs• Analysis of Readiness Information • Unit cost graphs• Asset utilization graphs• Any unique measures graphs
Provide Facility Management and Maintenance Services
36
DS5: Respond to Service Calls Increase # of service calls entered over the web
Decrease the number of Electrical PM failures
NEW FY03 Reduce Backlog on repairs
Reduce Average time of Completion for service calls
Increase # of buildings achieving 90% score
Recuce number of recommendations over 90 days old
Reduce the sqaure footage managed per Maintenance FTE
Equal or exceed SLA inspection requirements
Improve overall service call days for completion
Learning and Growth Perspective Performance Measure
DS3: Provide NIH-wide Pest Management Control
DS4: Operate Dynamic Building Systems
DS2 Provide Sanitation Services
Increase customer satisfaction
Performance Objective
Minimize unit cost at a defined service level.
Analysis of Readiness Index
DS6: Perform Preventive Maintenance
Awards/Recognition
DS9: Manage Residential Facilities
Performance Objective
Survey methodology prepared for each Discrete Service based on ORS survey
Increase Access to Automted Maintenance Management Syst
Performance Measure
Financial Perspective
Maintain & enhance competencies for the future organization.
DS8: Maintain Public Spaces
DS7: Replace Obsolete Building Systems
Identify methods to measure processes.
Performance MeasureInternal Business Process Perspective
Block Diagram of Service Group. 9 Deployment Flow Charts
Identify and report on process measures for Discrete Services (see below)
Customer Segmentation of Non-Residential Square Footage
Factored SF = 12.76 M
Non Factored SF = 9.48 MFactors: Animal = 2.0, Lab = 1.5
Provide Facility Management and Maintenance Services
38
C1. Objective: Increase Understanding of the Customer Base
C1.1 Measure: Customer Segmentation Chart for DS9
0 5000 10000 15000 20000 25000 30000 35000
SF
CINIH
OD
NCI
DHHS
NICHD
NIDDK
NIDR
CC
VRP
NCCAM
NCRR
NIAID
Ten
ant
Customer Segmentation of Residential Square Footage
Total = 91773 SF
Provide Facility Management and Maintenance Services
39
DS1: Manage Facility Operations and Services
Measure: Reduce weighted average days for completion time for trouble calls by section
7.48
8.26
12.03
9.94
0
2
4
6
8
10
12
14
Nu
mb
er
of
Da
ys
BMU CMMU SHOPS WEIGHTED AVERAGE
PWB Sections
Average Days for Trouble Call Completion by Section
Target FY O3
7.0 Days
Provide Facility Management and Maintenance Services
40
DS2: Provide Sanitation Services
Measure: Increase % of buildings scoring 90% on inspection
Sanitation Contract Inspection Results
0
5
10
15
20
25
30
35
40
Months Inspected
Nu
mb
er
of
Bu
ild
ing
s
Buildings Scoring 90%
FY03 Target Mo Avg. = 31FY02 Actual
Mo. Avg. = 28
Provide Facility Management and Maintenance Services
41
DS3: Provide NIH-wide Pest Management Control
Measure: Reduce # of recommendations not adopted after 90 days
Recom
men
dation
s
< 30 days
30 - 60 Day
s
60 - 90 Day
s
> 90 Days
0
20
40
60
80
100
120
Pest Management Control Recommendations By Days Outstanding
Age of Recommendations
FY 02 Total > 90 = 115
FY 03 Target = 100
Oct 01 –Jan 02Inspection Cycle
Feb 02 – May 02Inspection Cycle
Total Recommendations
Provide Facility Management and Maintenance Services
42
DS4: Operate Dynamic Building System (FY03 Measure) Measure: Define the sq. footage operated and maintained per Maintenance Staff and compare to industry standards to develop baseline
FY
03
Ta
rge
t T
o b
e d
ev
elo
pe
d a
nd
co
mp
are
d to
ind
us
try s
tan
da
rds
1
10
100
1000
10000
100000
1000000
10000000
100000000
Square Feet of Facility Space Per Maintenance FTE
SF/ FTE 60435 63768
Total NIH SFMaintained
11478320 11845320
FY 01 FY 02
Provide Facility Management and Maintenance Services
43
DS5: Respond to Service Calls
Measure: Increase % of Trouble calls submitted over the Web
PWB Central Call Desk Work Orders Entered Via Web
0
100
200
300
400
500600
700
800
900
1000
Oct-01
Nov-01
Dec-01
Jan-02
Feb-02
Mar-02
Apr-02
May-02
Jun-02
Jul-02
Aug-02
Sep-02
Months
Wo
rk O
rde
rs
Actual = 33%Target = 50%
Web based calls= 33%
Avg.
Non-Web based calls
Provide Facility Management and Maintenance Services
44
DS6: Perform Preventive Maintenance
Measure: Reduce % of Electrical PM Failures
100%7%
100%16%
100%13%
100%7%
100%12%
100%9%
99.3%13%
100%11%
100%3%
100%5%
100%15%
100%12%
99.95%10%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Oct-01
Dec-01
Feb-02
Apr-02
Jun-02
Aug-02
Total FY02
Power Panel PM's - Clinical Center (JCAHO)% Failures
% PM's Completed
Target: Reduce Failure Rate to 7 %
Provide Facility Management and Maintenance Services
45
DS7: Replace Obsolete Building Systems and Components(FY03 Measure)
Measure: Reduce Percentage of PM generated Small Purchase and Repair Work Items that are Incomplete
Recommendation: DS7 be folded into DS6 – Perform Preventive Maintenance. This measure would be retained as a second measure for DS6
Provide Facility Management and Maintenance Services
46
DS8: Maintain Public Space (New Measure For FY 03)
Measure: Equal or Exceed SLA % of square footage inspected by
FM’s via an Established PM Program in CMMS
Notional
Qtr 1 Qtr 2 Qtr 3 Qtr 4
Square Footage0
400000800000
120000016000002000000
Public Space Inspection Schedule
Square Footage
Provide Facility Management and Maintenance Services
47
DS9: Manage Residential Property
Measure: New FY03 – Improve Service Call Completion Cycle
Children's Inn38%
Convent (HHMI)34%
NIHAC 116 1%
NIHAC 117 1%Building 61
1%
15 Group 25%
Children's Inn 567Convent (HHMI) 61915 Group 403Building 61 21NIHAC 116 5NIHAC 117 3
Total # of Service Calls
Per Bldg.
This chart shows the distribution of FY02 calls.
The Measure will show the avg. time to close out service calls on residential property.
Provide Facility Management and Maintenance Services
48
Facilities Management and Maintenance Services Block Diagram
Provide Facility Management and Maintenance Services
58
Learning and Growth Perspective
L1. Objective: Enhance Quality of Work Life for Employees
L1.1 Measure: Conclusions from L&G Data
Low Turnover indicates high satisfaction with job
Low sick leave indicates work force commitment to the mission
Low ER-ADR-EEO indicates an open atmosphere where employees can discuss issues before they become problems
Provide Facility Management and Maintenance Services
59
L2. Objective: Maintain and Enhance Competencies
L2.1 Measure: Analysis of Readiness Conclusions
Learning and Growth Perspective
Projected Hiring: Need additional maintenance service personnel to reduce amount of square footage under
supervision.
Contractor Requirements: Increasing repair and replacement requirements will require an increase in contractor service for mechanical, electrical improvements.
Training Requirements: A new emphasis on more competency training across the board – especially regarding CMMS for all employees in PWB.
Provide Facility Management and Maintenance Services
60
Utilization Asset Measures
Provide Facility Management and Maintenance Services