Staffing Levels vs. Maintenance Service Levels. Goals for today

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Alberta Eaton
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1 Staffing Levels vs. Maintenance Service Levels Fred Diamond Director of Facilities and Construction Citrus Community College District Goals for today Know that you are not alone Understand a basic strategy for offense Figure out where to begin Understand that you may already be partly done Understand how to plan for the future Improve student learning facilities directly impact student success 1

College District Goals for today Know that you are not alone Understand a basic strategy for

2 The Quandary Do you often feel that you can t gain ground due to reactionary responses? Do you feel that staffing issues are simply overwhelming? Do you sometimes feel that you are constantly running defense? Do these issues make you feel as if you are on trial? Parties to the Cause Plaintiff: Defendant: aka: CBO, Principals, teachers, students, parents, concerned citizens, fellow staffers, et al. aka: Maintenance and Operations 2

Do you sometimes feel that you are constantly running defense?

3 Strategy Discovery the first task is that of gathering information Start with the basic facts! Building or space inventory Types of spaces Hours of use Personnel inventory Types of personnel Hours of service Maintenance Records Discovery Buildings and Spaces What are the age(s) of your facilities? What type(s) of construction? What condition(s) are they currently in? What are the raw numbers? Tabulate the data into a viable living document CCCD s: FUSION 3

Maintenance Records Discovery Buildings and Spaces What are the age(s) of your facilities?

4 Facilities Inventory Bldg. Type Number Rooms Date DSA Architect Dims. Mech. Equip Electrical Discovery Personnel Inventory Are your positions filled? What is the staffing history sick time, W/C, P/N, etc. Is training up to date? What are the numbers? Tabulate the data into a viable living document 4

What is the staffing history sick time, W/C, P/N, etc.

5 Personnel Inventory Personnel Inventory 5

6 Discovery Maintenance Records Work Order System Run the diagnostics Work Order aging? Back-log? Annual counts reflection of history? Does productivity match proportionately to staff inventory? Student Success! Professional Standards Levels of Maintenance Ideal Facility (Level 1) Comprehensive Stewardship (Level 2) Managed Care (Level 3) Reactive (Level 4) Crisis Response (Level 5) APPA Classifications 6

7 Level 1 Maintenance Ideal Facility Able to respond to any type of facility within 48 hours Preventive Maintenance is 100% Like new finishes Bright and clean lighting Maint. Svs. is highly focused and organized Breakdowns are rare Level 2 Maintenance Comprehensive Stewardship Able to respond to most facility needs within a week or less Preventive Maintenance is % Clean/crisp finishes Bright and clean lighting/small % are out Maint. Svs. is organized with direction Breakdowns limited system component 7

is highly focused and organized Breakdowns are rare Level 2 Maintenance Comprehensive Stewardship Able to respond to most

8 Level 3 Maintenance Managed Care Services available by reducing other maintenance; response is 1 month or less Preventive Maintenance is 50-75% Average finishes Several lights are out, but generally lit Maint. Svs. partially organized/dependent Breakdowns are periodic and often Level 4 Maintenance Reactive Management Services available only by reducing other maintenance; response is months to 1 yr. Preventive Maintenance is 25-50% Dingy finishes Numerous lights are out; dark areas Maint. Svs. are inconsistent/disorganized Breakdowns are constant/repair backlog 8

partially organized/dependent Breakdowns are periodic and often Level 4 Maintenance Reactive Management Services available only by reducing

9 Level 5 Maintenance Crisis Management Services not available unless directed by top management Preventive Maintenance is 0% Neglected finishes Numerous lights are out; dark areas Maint. Svs. are chaotic; without direction Many systems non-functional; repairs typically limited to life safety issues Case Study Citrus Facilities Established in 1915 centennial year 104 acres 725,000 sq. ft. 38,000 sq. ft. Fine Arts Bldg. upcoming 80% of buildings are new or modernized Structures Masonry, Concrete & Steel systems Facades CMU, EIFS, Plaster, Glazing Curtain Wall systems 9

are chaotic; without direction Many systems non-functional; repairs typically limited to life safety issues Case Study Citrus Facilities

10 Citrus College Case Study Citrus Staffing Custodial 25.5 Funded FTE + 1 Supervisor 4 FTE Unfunded Maintenance 12 Funded FTE + 1 Supervisor 1.5 FTE Unfunded Grounds 10.5 Funded FTE + 1 Supervisor 1 FTE Unfunded 10

11 Case Study Citrus Staffing 12.7% current unfunded staffing Mixed staffing of 49% and 100% 2 FTE not created and unfunded Student Services Bldg. (+55,000 sq. ft.) 2 FTE not created and unfunded Fine Arts Bldg. (+38,000 sq. ft.) Therefore: Potential upcoming unfunded staffing is 20.5% Case Study Citrus Staffing Custodial team cleaning is not utilized Vacancies are filled with temp. pool General shift is 9:00 pm 6:00 am Maintenance is not segregated by trade Skilled Maintenance Technicians Cross-trained strategy CSEA good relationship Localized personnel issues Low turnover 11

5% Case Study Citrus Staffing Custodial team cleaning is not utilized Vacancies are filled with temp.

12 Case Study Citrus Staffing 1,760 labor hour equals (1) FTE Custodial parameters Classrooms minutes Restrooms 7-15 minutes Offices 3-12 minutes Custodial is solely for interior spaces Grounds does outside cleaning and trash pick-up Lots of OWNERSHIP Case Study Citrus Staffing Extenuating Circumstances Heavy use facilities Performing Arts Center Facilities Rentals Swap Meet Student use from 7:00 am to 10:00 pm Heavy vehicular traffic Multiple Set-ups for special groups High Visibility 12

of OWNERSHIP Case Study Citrus Staffing Extenuating Circumstances Heavy use facilities Performing Arts Center Facilities

13 Sound Factors Know your facility Know your personnel Establish good working relationships Establish standards Try to utilize the Levels of Maintenance as your standard for benchmarking Communicate! Reality The goal is a moving target Level 2 is our goal at Citrus College Thank you! 13

Maintenance as your standard for benchmarking Communicate!

L&S Associates, LLC. Educational, Environmental, Maintenance & Operations Consultants (EEMOCo)

L&S Associates, LLC. Educational, Environmental, Maintenance & Operations Consultants (EEMOCo) L&S Associates, LLC Educational, Environmental, Maintenance & Operations Consultants (EEMOCo) League City, Texas Home Office 281-386-6042 Tyler, Texas Area Office 903-504-1111 Athens, Texas Area Office