FACILITY MANAGER (FM) SERIES ADMINISTRATIVE PROCEDURES

Transcription

1 FACILITY MANAGER (FM) SERIES ADMINISTRATIVE PROCEDURES CLASSIFICATION/RECLASSIFICATION Positions are evaluated using a point rated system. A Compensation Services Officer (CSO) chairs the Facility Manager Rating Committee which consists of: o Direct of Operations designate o District Property Managers (DPM) The Rating Committee must have at least two of the four District Property Managers in attendance in addition to the CSO. An employee may request a reclassification of their position management may request a reclassification. A tour of facilities and a position may be conducted if required. The employee may choose to make a presentation to the Rating Committee and answer any questions related to the position and leave the room pri to the Rating Committee evaluating the position. If the employee does not wish to present to the Rating Committee, the DPM f the district will present the position to the Rating Committee. The DPM the position under review repts to will remain in the room and participate in the evaluation of the position. If Committee members arrive at differing results f any of the facts, the CSO will guide the Committee to reach consensus. Once the points are determined the Committee will compare the position s classification to the classification level descripts to ensure that the points allocated and the intent of the classification level is logical. If there is a discrepancy between the points and the level descripts, the CSO may request that the Committee reevaluate the ratings of the position. Upon reaching a decision, notification will be sent out by the CSO to the employee and copy the District Property Manager and the Direct of Operations outlining the classification decision of the Committee.

2 FACILITY MANAGER PREAMBLE PREAMBLE This four level series covers positions that have ongoing responsibility to ensure that government owned and/ leased facilities are operated and maintained efficiently in a manner that suppts a safe, quality and sustainable wking environment f the delivery of public programs. MINIMUM QUALIFICATIONS A demonstrated ability f wk in the facility management field through a combination of technical, administrative, human relations and client service knowledge skills and abilities is required. F certain positions, specific technical certifications and/ qualifications may be a bona fide requirement. INCLUSIONS Positions allocated to the Facility Manager Series are those where the main focus is the management, operation and maintenance of one me government owned and/ leased facilities within an assigned ptfolio. Key activities are varied depending on the ptfolio assigned and may include: Operations and Maintenance Management Client Relations Human Resource Management Budget Management Administration EXCLUSIONS This series will not include positions where the main duties and responsibilities are me appropriately covered by the general intent of another series classification specification.

3 FACILITY MANAGER RATING GUIDE This four level series covers positions that have ongoing responsibility to ensure that government owned and/ leased facilities are operated and maintained efficiently in a manner that suppts a safe, quality and sustainable wking environment f the delivery of public programs. APPLICATION The level of a Facility Manager position is determined by the Facility Management Rating Committee. The points/levels are assessed against the facts detailed in this rating guide. Positions within the Facility Manager Series are reviewed using a point rating system consisting of 3 facts each containing two sub-facts, as follows: KNOW- HOW Know-How measures the total of knowledge and skill, however acquired, needed to maintain and manage the assigned ptfolio. Know-how has 2 sub-facts the requirements f Technical Know-How and Management Know-How. 1. Technical Know-How refers to the breadth depth of practical procedures, specialized techniques and knowledge, skills and/ training required to maintain the assigned ptfolio. It measures the minimum level of technical expertise needed to meet legislated, maintenance and/ operational requirements. Basic: Position requires technical knowledge skill related to everyday wk procedures to operate a facility ptfolio of facilities. At this level troubleshooting is limited. Good: Position requires knowledge of technical procedures relative to operating a facility ptfolio of facilities. Wk may require some technical training, f instance, a certificate to operate a low pressure boiler limited trade ticket. Position is expected to troubleshoot common technical, operational and maintenance challenges. Though: Position requires knowledge of a wide range of specialized technical procedures relative to operating a facility ptfolio of facilities. Wk may require recognized training, such as a certificate to operate a high pressure plant a trade ticket other technical designation specialized technical training related to facility operations. At this level positions are expected to troubleshoot a wide range of technical challenges which are me complex as they relate to client program operations.

4 Advanced: Position requires knowledge of highly complex specialized techniques and procedures related to operating a facility ptfolio of facilities. Position may require a specific technical qualification such as, Journeyman trade with specialized skills another recognized technical designation. At this level, a sound understanding in a variety of wk functions and practices, policies, and procedures is required to train and guide staff in troubleshooting technical challenges which are significantly complex due to the nature of facility assigned ptfolio. 2. Management Know-How refers to the expertise required to manage and utilize resources f producing the results expected of the ptfolio. Management functions involve planning, ganizing, codinating, integrating, staffing, directing and controlling activities and resources. This includes management of budgets, client relations and programs. These management functions take into account human relation skills which involve active person-to-person skills. Basic: Positions do not supervise others on a regular basis. May monit service providers f compliance and maintains client relations. Good: Positions have limited supervisy responsibilities which may involve training, scheduling, assigning and priitizing daily wk. May oversee building operations and maintenance initiatives involving service providers which includes moniting f compliance and maintains client relations. Though: Positions have supervisy responsibilities and develop action plans that are complex due to the size of the assigned ptfolio and/ nature of client program requirements. Positions manage a variety of operations and maintenance initiatives of significant complexity and will codinate and/ direct service providers including moniting f compliance. Client relationships are challenging due to the nature of the facility and/ client programs. Advanced: Positions lead, coach and supervise a significant compliment of staff involving a wide variety of trades, functions and/ a number of complex contracts. Positions initiate and manage a number of complex building operations and maintenance initiatives independently, managing service providers through the duration f compliance. Client needs are complex such as with 16/7 24/7 operations, security issues, resident needs, degree of public attention, etc. Positions wk closely with clients to evaluate, plan, develop and implement program improvements f effectiveness and efficiency relative to their needs in accdance with facility operations. Planning, ganizing and controlling operations and maintenance are the most difficult in the branch due to the size and complexities of the ptfolio and impact on client programs.

5 ACCOUNTABILITY Accountability measures the consequence of action in relation to the level of independent decision making and the size and complexity of the ptfolio. There are 2 sub-facts Freedom to Act/Consequence and Ptfolio Magnitude. 1. Freedom to Act/Consequence refers to discretion and independence of action in relation to decision making and overall accountability given the nature of the wk, ptfolio and the end results. Minimal: Some discretion may be exercised. Errs have minimal impact on local delivery of programs. Decisions are subject to supervisy review. Moderate: Discretion and judgment is exercised. Errs result in the disruption of the delivery of programs. Broad: Discretion and judgment is exercised. Errs risk significant impact on maj programs which may result in a high degree of public attention and/ potential security implications. 2. Ptfolio Magnitude refers to the size and complexity of the ptfolio which is Real Property and Programs managed. This applies to government owned facilities and/ leases where the position is fully responsible f day-to-day operations and maintenance. Small Ptfolio Assists with a ptfolio of varying type and client. Medium Ptfolio Single facility small group of like facilities nmally operating on an 8 hour x 5 day schedule. General office & administrative programs with public access & low security implications. Generally less than 200 occupants in the ptfolio.

6 Large Ptfolio Across several facilities single large facility nmally on an 8 hour x 5 day schedule. May include specific program delivery with potentially sensitive access issues. Generally 200 me occupants in the ptfolio. Campus Institutional Ptfolio Large Campus Institution. Often extended hours such as 16/7 24/7 schedule. Involves high volume traffic special considerations that directly impact on the planning and execution of operation and maintenance tasks, such as security, public profile, etc.

7 PROBLEM SOLVING Problem Solving measures the amount and nature of thinking required in the job which considers the variety, level, novelty, complexity and challenges within the assigned ptfolio. There are 2 sub-facts to problem solving Operational Functions Managed and Ptfolio Challenges. 1. Operational Functions Managed refers to the thinking and problem solving of the breath and depth of functions managed characterized by variety and/ complexity. Depending on the number of functions managed, positions require varying combinations and levels of expertise. Minimal: Observes problems and fwards recommendations. Moderate: Codinates resources in direct resolution of a problem. Broad: Facilitates a diverse technical group wking toward the implementation of an integrated solution. Note: refers to direct employee/employer relationships as opposed to contacts Ptfolio Challenges refers to the environment in which the thinking takes place and the nature and level of guidance available from others from procedures, precedents, legislation and/ policy; level of wk review supervision received. Ptfolio Challenges are related to operations and maintenance, repair, testing, cleaning, and compliance to legislation code as well as the nature of the client program. Basic: Problem solving required is generally routine and accomplished in accdance with established and well defined procedures and practices that are readily available. Good: Problem solving occasionally falls outside established practices and procedures. This requires the incumbent to research different options, utilize their own judgment, and to plan courses of action. Though: Problem solving and issues regularly fall outside established practices and at this level can be multi-faceted, complex, technical, non-technical and unique requiring research of new techniques practices.

8 Advanced: Problem solving and issues at this level are highly diverse and significantly complex due to the nature of the assigned ptfolio. At this level, problems are typically among the most challenging in the branch.

9 FACILITY MANAGER LEVEL DESCRIPTORS FACILITY MANAGER 1 The first level of the Facility Manager Series assists in the management and operation of a ptfolio under direct supervision of a higher level Facility Manager a District Property Manager. This level may be designated as an entry level f training and developmental purposes. FACILITY MANAGER 2 The second level of the Facility Manager Series is responsible f managing the operations and maintenance of a facility a ptfolio of smaller facilities that have some technical complexities. Facilities generally house office and administrative programs with public access. At this level the assigned ptfolio typically houses less than approximately 200 occupants. Positions wk independently, may supervise staff and oversee contracts. FACILITY MANAGER 3 The third level of the Facility Manager Series is responsible f managing the operations and maintenance of a large facility a ptfolio of several facilities. Facilities house office and administrative programs as well as program delivery with potentially sensitive access issues. The nature of client programs increases the complexity of the ptfolio. At this level the assigned ptfolio typically houses me than approximately 200 occupants. Positions wk independently, supervise staff and oversee contracts. FACILITY MANAGER 4 The fourth level of the Facility Manager Series is responsible f managing the operations and maintenance of a highly visible and sensitive ptfolio which may encompass a number of self contained facilities often operating under extended hours. This is the highest and most substantial level within the series having significant responsibility f staff and/ budget and/ facilities with technical and non-technical complexities arising from the nature of client programs.