Envisioning the Facilities of The Future Collaborative & Integrated Program Planning February 2013 Update

Transcription

1 Envisioning the Facilities of The Future Collaborative & Integrated Program Planning February 2013 Update

2 Facilities Management Programs AALAC Accreditation Program Support Adopt-A-Spot Program Asset Management Architecture Pond/Wildlife Habitat Program Auto/Fleet Program Building Coordinator Program Business Plans Program Management Campus Recreation Capital Plan FCA/ Renewal Planning Program Childcare Accreditation Program Support Classroom Operations (Physical Program Support) Classroom Projects Capital Planning CLICK (Creating Literacy In Computer Knowledge) Communications & Marketing Program Continuing Service Agreements (CSA) Cooperative & State Contract Utilization CRDM Program Custodial Program Elevator PM & Repairs Program FSC / Work Management Support Program FAMIS & Work Management FCA Planned Audit Program Fire/Life Safety Program FM Employee Recognition FM Staff Advisory & Diversity Committee FM Professional Development FM Mandatory Staff Training FM Sustainability Fountains Maintenance & Renewal Infrastructure Planning Job Order Contracting (JOC) Kitchen/Dining PM Plan Locks & Keys Centralization Metering Program Plan Facilities Operational Contracting Program Parking & Transportation Projects (2 Year Capital Plan) Parking Garage Management Program PM & Zone Maintenance Program Plant Ops Employee Orientation/Onboarding Program PREP Planning Program Procurement & Inventory Process Program Project Delivery Program & Training Radio/Communications Program Rigging PM & Repairs Program SHRL Capital Plan Support Solid Waste & Recycling Program Uniform Program University Centers Renewal Plan Support Wortham House Capital Plan 2

3 Program Highlight: Custodial Services Program Service, Mission and Goals The FM Custodial Services Program strives to provide the University with clean, safe and environmentally friendly space, and works to ensure a quality learning environment for faculty, staff and visitors in support of the University s mission of teaching research and community service. Custodial Services support 106 Facilities over 11.3M GSF Staff are critical to environmental services and are part of a distributed service model integrated with auxiliaries in September 2011 Managed Care Level (APPA 3 is funded/targeted for new space) Current Staffing Mix: 11 of 106 facilities are outsourced o 10% Outsourced ($.95 / CSF) o 90% In-House ($1.24 / CSF) FTE s 2018 Target goal will be 40/60 Contract / In-House Split o Targeted model mix allows for funding efficiencies o Savings achieved through outsourcing allows for program reinvestment; service level enhancements in all facilities o Mix will occur through natural attrition and staff reassignments to areas with gaps in service (hours of operation) model this is not a personnel reduction effort, but a strategic reinvestment plan. 3

4 Space Funding Levels 4

5 Funding Trend FY06-FY12 Category FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 Total Expenses $11,900,430 $11,087,366 $13,973,752 $12,801,338 $12,311,248 $12,930,429 $12,151,993 Campus E&G - GSF 5,249,639 5,249,639 5,483,228 5,405,985 5,576,458 5,245,264 5,594,204 Cost/GSF $2.27 $2.11 $2.55 $2.37 $2.21 $2.47 $2.17 CRDM Allowance * $10,000,000 $10,000,000 $10,000,000 $3,000,000 $2,539,397 $5,013,924 $8,396,345 CRDM/GSF $1.90 $1.90 $1.82 $0.55 $0.46 $0.96 $1.50 Total/GSF $4.17 $4.02 $4.37 $2.92 $2.66 $3.42 $3.67 Variance from APPA ($4.17) ($4.02) ($4.37) ($2.92) ($2.66) ($3.42) ($3.67) 5

6 Program Model: Reinvestment Custodial Program Model Component Outline Custodial Program Elements Level of Service by Space type established and documented 2011 Personnel & Benefits: Market Wage is our Goal Staff Equity (pay) o o Three phased equity review first phase completed in FY12 brought custodial staff from 64% to 84% of market wage - $430,056 investment to date Deleted last minimum wage job pay grade 101 from the university FY12 Space, Computer Access & Computer Literacy Training o o o Computer room built with 36 terminals and access for all staff Computer Literacy Classes and Training scheduled and ongoing All training materials & communications now in English/Spanish Equipment & Resources (capital equipment and supplies) o Inventory and full replacement of custodial equipment planned for FY 13/14 Uniforms outsourcing and laundering in FY13 for all front line staff to improve appearance and comfort Custodial Level of Service Training quarterly & annual will be providing first formal training program ever (English & Spanish) for in house staff, custodial, level of service & EHS Inspections & Quality Assurance post training FY 2013 Performance Metrics - Customer Surveys to roll out by April 2013 and inspection results by September 2013 from McLemore Program Model Staff Recognition Program - (ongoing) see brochure 6

7 Custodial Program Elements Continued: Contracts Targeted: o Enhanced service level for high use and technical spaces (labs, food & dining, etc.) o Contracting Elements: Target Historically Underutilized Business (HUB) to ensure this contracting element supports the community in which UH resides *All contracts to date are 100% HUB o New, Full Renovations or Auxiliary Spaces Staffing, Shift & CSF Distribution Program plan will utilize contracting opportunities to fill service gaps for midshift needs across campus ongoing as contracts are executed Target of 1 FTE per 20,000-30,000 GSF based on space type o Research and Auxiliary space 1 FTE per 20-25,000 CSF o E&G & Administrative 1 FTE per 30,000 CSF o Redistribution of FTE s will allow for service enhancement in existing spaces funded at a lower level o Classroom reinvestment is targeted (3 FTE s being committed to classrooms this year) 1 custodial and 2 maintenance 7

8 Custodial Program Elements Continued: McLemore Building Maintenance RFQ Janitorial Development Project for University of Houston Updated: January 14, 2013 Task Equipment Inventory & Evaluation Complete Inventory of All Equipment 1 15 Condition Assessment & Repair Plan 7 Recommendations and Transition Plan 7 Including Capital Renewal / Replacement Plan Approximate # Days Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14 Training System Development & Initial Training Develop Customized Program 2, 3 15 Set up Specialized Training Modules 15 Develop New Employee Orientation 15 Training for Trainers 7 Initial Management & Employee Training Sessions 7 Inspection Services & System Setup System Setup (by UH) 0 Monthly Inspections (15 per month) 3 Inspection Follow-up & Program Adjustments 7 Quarterly Training & Ongoing Support Quarterly Continuing Education 7 Monthly Meeting 1 M. Knight with Managers & Supervisors 8

9 Planning Forward Creativity, Innovation & Collaboration Have Become Critical Research & Residential Missions are top priorities Academic, Private & Public Partnerships are essential to our long term success in all program areas Streamlining operations & simplifying processes in all areas o Space utilization and reduction in net new space, collaborative and flexible space are core plan components o Leveraging spend & targeting investments (Facilities, Campus & System Wide) o Improving Data & Technology (handhelds, work management systems, database integrations and self-service modules, integrated space, facilities, project and capital planning) o Reducing organizational complexity & improving operational efficiency o Continuous improvement of all service areas must be flexible and scalable o Encourage & Reward Innovation, Flexibility & Accountability o People Are Our Business and They will Create The Future o Planning Ahead & Ask Why? 9

10 Discussion & Questions 10