Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and Colleges
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1 Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and Colleges September 16, 2015 Karen Powell Executive Director, Facilities Planning & Operations San Mateo County Community College District (SMCCCD) Karen Pinkham Senior Project Manager San Mateo County Community College District (SMCCCD) Rob Barthelman, AIA Principal Steinberg Jason Schaible Director West Region Schneider Electric
2 Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and Colleges September 16, 2015 Themes Facilities Matter! San Mateo County CCD Overview Facilities Excellence Systems, Tools, and Real time Data Implementation Processes Connection to Student/Staff Experience
3 Leadership Maintenance Staff Parent Attitude Student Achievement Building Condition Student Attitude Financial Ability Custodial Staff Faculty Attitude Student Behavior (Carol Cash 1993) Nine (9) studies: Connection between building condition and learning ( ) Several models developed to measure the effect of building condition. The most prominent of those was the Cash model (Carol Cash 1993). The Cash model measured the condition of buildings based on 27 condition items ranging from structural to cosmetic. Similar studies that were undertaken in the following years focused more on building condition than on custodial upkeep. Cleanliness and Learning in Higher Education Jeffrey Campbell, Bringham Young University (2008)
4 5.46% As facility conditions move from poor to fair, average achievement scores increased by 5.46%* 10.9% Improvement from fair to excellent was associated with a 10.9% increase in student scores* 5% Less Attrition in Faculty & Staff* *Source: 21 st Century School Fund FACILITIES MATTER!
5 5.46% As facility conditions move from poor to fair, average achievement scores increased by 5.46%* 33%-60% **Effective use of Predictive Maintenance: Can increase the useful life of systems by 33%-60% 10.9% Improvement from fair to excellent was associated with a 10.9% increase in student scores* 5% Less Attrition in Faculty & Staff* 75%-85% **Effective use of Predictive Maintenance: Can Achieve technician utilization rates of 75%-85% 35%-60% **Effective use of Predictive Maintenance: Can achieve a reduced labor & material cost of between 35%-60% *Source: 21 st Century School Fund **Source: Ruyle Mechanical Services PLANNING MATTERS!
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7 About San Mateo County Community Colleges A three (3) College District located between San Francisco and the Silicon Valley serving more than 40,000 students each year and offering the first two years of instruction in a wide variety of transfer programs as well as more than 90 career technical programs in almost 1.75 million gross square feet of facilities. College of San Mateo
8 About San Mateo County Community Colleges Community/State Support State of the Art Facilities SMCCCD Facilities Square Footage Increase 2000 GSF 2012 GSF Change % Change Cañada College 246, , ,784 43% CSM/District Office 592, , ,809 23% Skyline College 333, , ,163 62% TOTAL 1,171,823 1,620, ,756 38% : Just Under $1 Billion in Design & Construction 2015: Additional $450M College of San Mateo
9 Connecting Data Sources : Asset Management Student Experience and Learning Outcomes Chancellor & Board Commitment / Policy High level of communication; One Team Level of Cleanliness/service (Industry Standard) Student Experience Clear impact on student experience and learning outcomes Students are on campus longer, collaborating, seeking skills Attract and maintain quality faculty and staff Efficient Use Classrooms/Labs Comfort and Safety
10 Connecting DATA SOURCES Communication WORK ORDERS User Interface GRAPHICAL Organization FILE MANAGEMENT Efficiency/Effectiveness MAINTENANCE Performance SPACE UTILIZATION Meeting Expectations CUSTODIAL
11 Managing 1.75 Gross Square Feet BIM + FUSION Connection Graphic Interpretation FUSION State Chancellor s Office Analog Database of space information (Quantity, Type, Program) Onuma Graphic data aggregator, Facilitates Linkage of Datasets
12 Managing 1.75 Gross Square Feet BIM + FUSION Connection Graphic Interpretation
13 Communications Integrated Work Order System One-Source: Connection to Database Information Communication: Ability to provide comment and link photos; USER EXPERIENCE In-process: Connections To Building Automation System
14 Communications Integrated Work Order System
15 Communications Integrated Work Order System SURVEY : Ranking 4 or higher 90+% Informed of Construction Activities 80+% Service Requests Handled Timely 80+% Meets Overall Expectations 80+% Professional, courteous staff
16 Connecting Data Greater Outcomes: Room Scheduling 3:00 PM 10:00 AM
17 Connecting Data Automated Floor Plans : Energy Management System Asset Mgnt System Floor Plan Exported to Building Automation System
18 Managing 1.75 Million Square Feet BIM + Graphical + Communications Collecting Additional Data Define Value Of Additional Data
19 Managing 1.75 Million Square Feet Academia and Facilities Shared Purpose Facility, Academic, State Integration: CCCCO Sustainability Template Campus-specific committees and plans Reflect personality of each college Student experience; surveys and inter-agency collaboration Transportation Study Hydration Stations
20 Additional Tools Connecting Values Towards a Total Cost of Ownership In Use Custodial Planning Space Utilization i In process BAS Work Order Integration Predictive Maintenance Strategic Maintenance On call Maintenance Energy Efficiency Drawings & File Manager
21 Additional Tools Connecting Values Custodial Planner Campus Scheme Standard Tasks Periodic Tasks Defined Zones Campus Map Benefits Utilizes Regional APPA Data SMCCCD Standard Linked to State date: FUSION Secure Log in/password Allows Multiple Schemes Customizable Tasks
22 Additional Tools Connecting Values Custodial Planner Room Data Task List Selected Room Building Plan Cleaning Profile Selected APPA Level Minutes/Room Assignment & Settings Customized Report
23 Additional Tools Connecting Values Custodial Planner Servicing Increased Sq Ftge: 2011: Year-long road show was a retroactive response to staffing requirements to new projects; reducing budgets at this time. Proactive Tools Providing: Greater clarity Technician Assignment Team Accountability No objections from Union and Staff Tool for Total Cost of Ownership
24 Connecting Data Sources : Space Utilization Taking advantage of multiple data sources and tools Space Utilization
25 UTILIZATION ANALYSIS & REPORTING Connecting Data for Greater Outcomes, linked in one resource FUSION Data Lecture/LabSchedules Asset Management Floor Plans Chancellor s Office Space/Utilization Standards CCCCO+ R25+FUSION FUSION FUSION+Onuma
26 ENLARGEMENT BUILDING UTILIZATION
27 UTILIZATION ANALYSIS & REPORTING Building Analysis, Banner/Resource 25 linked room scheduling FUSION data provided Room use indicated in hours per day/week Utilization of Space Utilization of Stations
28 ENLARGED COURSE DETAIL; RELOCATION FEATURE
29 Connecting Data Sources : Analytics Skyline College -60 Canada College -40 College of San Mateo -70 Quantity Time of Day ANALYTICS: LECTURE SPACE UTILIZED BY TIME OF DAY Skyline College Canada College College of San Mateo Quantity Station Count/Room ANALYTICS: STATION COUNTS AT EACH CAMPUS
30 Connecting Data Sources : Faculty Support YES 78% Where do you teach? Assignment of Classrooms/Labs Same location last year Best environment for student success Room best meets my needs I wasn t involved in location selection Are you open to greater Campus flexibility in assignment of classrooms/labs in which you teach, if you are assured of having the required technology and equipment?
31 Connecting Data Sources : Campus Analytics CREATIVE ARTS/FINE ARTS Programming/Adjacency Study Data Connections/Analysis: Facilitate Custodial Tasks Predictive Maintenance Tasks PACIFIC HEIGHTS Swing Space Analysis Ensure Accommodation of All Classes During Construction
32 Connecting Data Sources : Campus Analytics CREATIVE ARTS/FINE ARTS Swing Space Study (Building 1) (Building 6) (Building 6)
33 Connecting Data Sources : Student Experience Strengthening Student Experience and Learning Outcomes Observing Overlaps in the Traditional Silos of Academia and Operations Better For Students, Better for Faculty, Better for the Administration Ensure Best Lecture/Lab Assignment, Based on Curricular Need Sequencing of Course Offerings Flexibility in Assignment, Availability of Classrooms Ability to Communicate with the use of data Planning and Maintaining Only Needed Facilities to Support Student Success
34 Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and Colleges September 16, 2015 Rob Barthelman, AIA Karen Powell Karen Pinkham Jason Schaible electric.com dabblefox.com
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