Facilities Management Department Restructuring. All Staff Presentation October 28, 2010
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1 Facilities Management Department Restructuring All Staff Presentation October 28, 2010
2 Facilities Management Restructuring Overview 1. The FM Management Team (Maric, Bruce, Winnie, Frank, Mike, Millicent, Zach, Jon, Tu, Stella) have been working on plans for a permanent organizational structure 2. This plan is intended to make Facilities Management work better as an organization 3. This is not a layoff process 4. Organizational consultant Jack Hug (former facilities AVC at UCSD) was hired to assist with this process 5. After interviewing managers and customers, Jack s report concluded that the current organizational structure was not working and needed to be fixed
3 Facilities Management Restructuring Overview 6. Specifically, the report concluded that the current organization: lacked clarity did not provide for clear accountability for responding to customer s needs did not provide for proper coverage in the absence of key staff struggled with inefficiencies created by long distances between campus sites 7. The FM Management Team worked to address these issues in the restructuring plan 8. This plan was approved by Stella in early October and subsequently by SVC John Plotts in mid-october
4 Past Issues This Restructuring is Seeking to Avoid or Minimize No direct accountability of staff providing customer facing services to those making commitments to customers Extensive travel by managers Overburdening management staff so that daily operational needs leave no room for planning and implementing department strategic initiatives (working harder with little time for smarter) Lack of depth in management team; facility managers lack back-up support and career ladders are lacking Low preventative maintenance completion rate Customer confusion
5 Facilities Management Restructuring Plan Objectives 1. Clarity Establish clear responsibilities for each unit and eliminate/minimize overlapping responsibilities between units. Reduce coordination requirements and provide for coordination at lowest level within organization 2. Accountability Provide adequate supervision and controls for contract employees and develop relationship of true partnership Provide clear accountability for delivering on promises to customers 3. Strategy Allow for to maximize time on strategic issues rather than day to day operations and customer complaints Increase bench strength and succession planning and provide career ladders 4. Efficiency Optimize span of control Minimize management and supervisory layering Minimize long distant management and travel between sites
6 FM Restructuring Study Major Recommendations Jack Hug, Consultant 1. Recommendation that UCSF create 2 campus zones: Zone 1 Parnassus/West Side: Includes Parnassus, Laurel Hts & Mt Zion Zone 2 Mission Bay/East Side: Includes Mission Bay, Mission Center Bldg, Buchanan Dental, Hunters Point, 654 Minnesota, Oyster Point 2. Recommendation that UCSF align all Facility Services and O&M for each zone under that zone management (an Associate for each zone) 3. Recommendation that UCSF consider adding the position of Deputy to support day-to-day operations and increase bench strength/succession planning 4. Optional recommendation that zone management oversees customer-focused site services only, and that Central Facilities Services Associate to oversee highly technical services and services provided by single contractor
7 UCSF Campus Life, Facilities & Administrative Services Facilities Management Department Organizational Chart Effective January 1, 2011 Special Projects Manager (1) (12 month appointment) Facilities Management (1) Maric Munn Administrative Analyst Pat Price Deputy Facilities Management (1,4) Jon Giacomi (0.60 FTE) Customer Service Center Supervisor Emma Perez Associate Engineering Services (1,4) Winifred Kwofie Associate Energy/Utilities Services (1,4) Bruce Shapiro Associate Central Facilities Services (1,5) Internal Recruitment Associate West Side/Parnassus Facilities Services (1,5) Internal Recruitment Associate East Side/Mission Bay Facilities Services (1,5) Internal Recruitment Coordinator LEED Programs (4) Carlowe Connelly Professional Engineers PCUP Engineers Fire/Life Safety Program West Side Custodial & Recycling Services East Side Custodial & Recycling Services LEED Existing Building Program Energy Projects West Side Engineers & Trades (2) Lockshop/Security Services West Side Landscape Services East Side Landscape Services East Side Engineers & Trades (3) Campus Elevators West Side Site Support/Special Projects East Side Site Support/Special Projects Building Controls & Commissioning West Side BMWs East Side BMWs Utilities Shutdowns Notes: Energy Engineer (1) FM Senior Leadership Team Member (2) Dotted line reporting relationship to Associate -West Side Facilities Services to provide enhanced site coordination (3) Dotted line reporting relationship to Associate -East Side Facilities Services to provide enhanced site coordination (4) Reports to FM (5) Reports to FM Deputy Color denotes new FTE budgeted for in FY 10/11 budget Color denotes current FTE reassigned to create position for FY 10/11
8 Proposed FM Department Structure Goal Clarity Accountability Strategic Efficient Comments - Customers in each zone have single point of contact for all their needs - Zone management has direct control over customer facing services and budgetary control over all zone O&M - O&M contractors have single contract manager - Moving to 2 properly staffed zones improves bench strength and career ladder opportunities - Allows to focus on strategic direction rather than day to day management - Reduces long distance management and travel - Moderate duplicative management on each site balanced by improved accountability
9 Positions Posted In Coming Weeks 1. Associate (MSP III) East Campus/Mission Bay Facilities Services (November) 2. Associate (MSP III) West Campus/Parnassus Facilities Services (November) 3. Associate (MSP III) Central Facilities Services (November) 4. Engineering/Trades Manager (MSP III) West Side/Parnassus Facilities Services (October) 5. Principal Facilities Analyst (PSS 5) East Campus/Mission Bay Facilities Services (December) 6. Principal Facilities Analyst (PSS 5) West Campus/Parnassus Facilities Services (December) 7. Engineering/Trades Manager (MSP III) East Side/Mission Bay Facilities Services (TBD)
10 Positions Being Discontinued on January 1, 2011 due to the FM Restructuring The following positions are being discontinued on January 1 and the duties of the positions are being handled by positions that are being posted in the restructuring plan. 1. Facilities Manager Mission Bay 2. Facilities Manager Parnassus 3. Facilities Manager Outlying Areas (0.50 FTE) 4. Central Services Manager (0.50 FTE) 5. Fire/Life Safety/Lockshop Manager 6. Associate Facilities Operations & Maintenance
11 Other Positions Posting Soon Not Related to FM Restructuring 1. Project Analyst/Support (Analyst II) East Side/Mission Bay Facilities Services (October ) 2. Security System Technician (Senior Physical Plant Mechanic) Central Facilities Services (November) 3. Fire System Monitor (Analyst I) Central Facilities Services (November) 4. Administrative Assistant III West Campus/Parnassus Facilities Services (December) Note: All position postings will be announced via when they post Recruitment periods will be accelerated (posted for two weeks only in most cases) Depending on the position, some positions will be for internal FM recruitment only
12 University of California San Francisco Campus Life, Facilities & Administrative Services J. Plotts Senior Vice Chancellor Finance & Administration S. Hsu Associate Vice Chancellor Campus Life, Facilities & Admin Svcs. Immediate Office Budget.9M 4 FTE/Hdcnt C. Hill, Executive Assistant B. Moy, Principal Analyst T. Gearlds RECREATION & FITNESS ARTS & EVENTS CHILDCARE SERVICES Budget $15M FTE 144 Hdcnt 374 J. Jacobs, Interim HOUSING SERVICES Budget $14M FTE 13 Hdcnt 18 G. Forman, UNIVERSITY STORES & VENDOR SERVICES Budget $15M FTE 53 Hdcnt 93 CAMPUS LIFE SERVICES Budget - $80M J. Gledhill TRANSPOR- TATION SVCS; CLS FACILITIES MANAGEMENT Budget $24M FTE 217 Hdcnt 236 K. Braxton DOCUMENT MEDIA MAIL DISTRIBUTION & STORAGE Budget $12M FTE 85 Hdcnt 85 M. Munn FACILITIES MANAGEMENT Budget $76.6M FTE 268 Hdcnt 270 FACILITIES MGMT Budget - $76.6M J. Giacomi RESOURCE MGMT & PLANNING (CPFM support) $4.4M Budget 48 FTE/Hdcnt G. Forman CLS ADMIN SERVICES $4.5M Budget FTE 39 Hdcnt 40 FAS FINANCE SHARED SERVICES CENTER (under formation) J. Stout FAS HR SHARED SERVICES CENTER $1.4M Budget 11 FTE/Hdcnt ADMINISTRATIVE SERVICES Budget - $10.5 M R. Daro FAS OFFICE OF STRATEGY MGMT see note Budget:160K 1 FTE/Hdcnt COLOR KEY Auxiliary Recharge Budgeted G&A Activity TOTAL CLS, FM, & FAS S&AS AVC-Imm Ofc FTE Headcount 4 4 CLS FM FAS AS Total FTE Note - FAS Office of Strategy Mgmt's reporting relationship not final and may be reconsidered in the future. Sept 10, 2010 Final Org Chart for Recruitment Planning
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