Department Business Plan. Facility Services

Transcription

1 Department Business Plan Facility Services

2 The Facility Services Department provides facility asset management and construction, routine preventative maintenance and facility support services. Through long-range planning and management, our facilities are constructed, maintained and renewed through an effective approach that maximizes the life expectancy and achieves the best value in the total cost of ownership of these assets. Working with other departments and using a mixture of in-house resources and contracted services, a shared services model has been developed that provides a wellbalanced and cost effective approach to our overall service delivery, that ensures all Countyowned facilities are well maintained and performing to user expectations. In the 2015 to 2018 Department Business Plan, Facility Services has identified six department goals that align with the County s strategic plan and the 2015 to 2018 Corporate Business Plan. Our first goal is to provide the data and criteria used to evaluate effectively and efficiently our facility infrastructure so that timely investments are made that ensure our infrastructure meets or exceed its useful life. The second goal, planning for and constructing support facilities for our municipal operations is required to ensure municipal services are able to meet the needs of the growing community. Our third goal addresses the changing world of telecommunications. Significant changes have occurred within the telecommunication industry. Smart phone technology, digital radio frequencies and the convergence of information technologies and communications, requires the development of a master telecommunication strategy. This master telecommunication strategy will ensure investments being made by departments and external stakeholders are aligned, and provide maximum benefit to the County. Our fourth goal is to ensure our entire facility infrastructure is operating is energy efficient while reducing its impact on the environment. Through the use of new technologies and systems, benchmarking and creating awareness, we can reduce the overall negative impacts of our facility infrastructure on the environment. The fifth goal is to proactively update all of the facility services provided by the department to reflect the changing needs of our municipal operations and community partners. Through discussions and long-range planning, we can continue to deliver timely, innovative and costeffective support services. Our sixth goal is focused on our most valuable asset, our staff and the contributions they make to the performance of our facilities and delivery of our services. Through the initiatives of this goal, our staff will have access to new technology training, career development and greater input into the services and delivery methods required to support municipal operations. Diehl Townsley Director, Facility Services Document #

3 Strathcona County Council created a strategic plan which outlines their vision for the County in 20 years, and the priorities and strategic goals to achieve that vision. Strathcona County Administration has developed a corporate business plan to create a bridge between the long-term, high-level goals and priorities outlined by Council in its strategic plan, and the short to medium-term operational goals and priorities of the organization and its departments. Business plans will include measures so we can report how we are doing in implementing Council s strategic plan, as well as achieving department and corporate goals. Strategy (Council) Operational (Administration) POWERING OUR NEW TOMORROW LIVING IN STRATHCONA COUNTY VISION (20 years) COUNTY-WIDE PRIORITIES (Longer Term) CORPORATE BUSINESS PLAN SUSTAINABILITY PLATFORM CORPORATE BUDGET (Medium Term) DEPARTMENTAL BUSINESS PLANS & BUDGET (Annual review) Vision and values Strathcona County, located in the heart of Alberta, is an energetic and thriving community. A leader in North America s petroleum industry and a champion for advancing diverse agricultural business, we use our energy to power our new tomorrow. We are a specialized municipality, and work cooperatively with our urban and rural residents to govern as a single municipality. Proud of our distinct governance model, we promote and demonstrate our achievements. We are a welcoming place to live and attract people of all ages, cultures and walks of life to join us. Families thrive in our dynamic, caring and safe community. We strive to be a model of ecological integrity, protecting our environment and preserving our agricultural heritage. Investment in infrastructure, quality services, cultural and recreational programs and facilities is a priority and sets us apart. We are Canada s most livable community. Corporate values Integrity Be honest and transparent; Demonstrate ethical standards and behaviors; Display courage of convictions. Respect Build an environment of trust; Value other peoples strengths and ideas; Treat others with care and dignity. Safety Follow safe standards of practice; Maintain a safety conscious workplace for ourselves and each other; Ensure a safe community for our residents. Fairness Create equal opportunities to learn and grow for all employees; Demonstrate approachable leadership; Strive to communicate with purpose and clarity. Cooperation Encourage collaborative relationships and unique partnerships; Strive for innovation and efficiency by being open-minded; Freely share information and ideas to contribute to Strathcona County s ongoing excellence. Document #

4 Department mission To efficiently and effectively manage the County s building assets in a manner that enables the delivery of innovative facility support services to municipal staff and the community while being conscious of the facility impacts on the environment and municipal resources. Department overview Facility Services has four major program areas that it performs on behalf of Strathcona County. Our service delivery is primarily focused on supporting all Strathcona County departments facility needs. Through this support we act as partners in the delivery of core services to the community. Facility Services is governed in its service delivery by the following codes and bylaws: Alberta Building and Fire Codes Boilers and Pressure Vessels Acts Elevator and Conveyances Act Building Sustainability Policy Purchasing Policy Dark Sky Policy Land Use Bylaw The four core service areas are identified below. Facility capital asset management This core service ensures investments made in facility infrastructure are well planned, and that the facilities are maximized to achieve the lowest total cost of ownership while providing greatest benefit to the community. This program area plans for all asset renewal or new facility construction, and provides project management services for the delivery on all facility construction/renewal projects. Facility capital lifecycle program Facility captial projects Energy management Facility technical standards Facility operations and maintenance The facility operations branch provides maintenance standards, programs, and services for the routine and non-routine care of the approximately to million square feet of County-owned buildings. Facility maintenace services Tenant support services Event management (Community Centre) Energy procurement and budget reporting Document #

5 Telecommunications services Telecommunication services provide management and overall support for the County s voice communication systems and facility digital technologies. The service supports all of the telephone systems, including the main switchboard operations, cellular service agreements, A/V, digital signage and Council webcasting services. This branch manages the County s mobile radio equipment, including support for the emergency radio communications and 911 dispatching equipment, transit buses, heavy road equipment and bylaw services, including long-term asset renewals. Tephone voice PBX (VOIP and wired) Cellular services Mobile radio services Digital facility technologies (webcasting, digital signage and A/V systems) Print and mail services Print and mail services support County operations through the delivery of a print management program that provides and maintains all printer, photocopier and multifunction devices throughout the corporation. A commercial grade print shop provides cost-effective, professional-quality printed material for the corporation, including printing and binding of corporate reports, public information pamphlets, presentation materials, and forms. Mail service provides day-to-day mail delivery services, mailing of utility and tax notices, and courier services for the corporation. Print management program Print and bindery services Mail and courier services Document #

6 Department organizational structure Council Associate Document Commissioner Director Asset Management Maintenance and Operations Telecommunications Print and Mail Capital lifecycle program Project management Facility technical standards/ guidelines Facility maintenance Tenant services Event management Energy management Telephone systems Cellular services Mobile radios Facility digital technologies Print management Print and bindery Mail and courier Document #

7 Goal 1: Department goals Facility infrastructure decisions are based on a well-defined facility capital asset management program. Outcome: Routine asset management decisions are supported by defined standards. Linkages: Strategic Plan (prioritized): Goal 1: Strategically manage, invest and plan for sustainable municipal infrastructure. Corporate Business Plan: Goal 1: Strathcona County has planned for long-term financial sustainability in support of service delivery and infrastructure asset management. Goal 4: Informed decision making supports quality of life in the community. Goal 5: We are efficient and effective in daily operations. Economic Sustainability Framework Environmental Sustainability Framework Initiatives: Enhance asset management program Update facility condition assessments and asset data for all properties including County owned community halls and senior centers Complete and publish facility technical and accommodation guidelines Incorporate all telecommunication, audio visual, digital signage and print output systems into the facility capital asset management program Key Performance Indicator/Measures Benchmark Target Facility Condition Index - portfolio average < 10% (2014) < 5% (2020) Document #

8 Goal 2: The County has the required facilities to efficiently and effectively support growth in operations. Outcome: Facility infrastructure investments occur to support growth. Linkages: Strategic Plan (prioritized): Goal 1: Strategically manage, invest and plan for sustainable municipal infrastructure. Corporate Business Plan: Goal 1: Strathcona County has planned for long-term financial sustainability in support of service delivery and infrastructure asset management. Goal 5: We are efficient and effective in daily operations. Economic Sustainability Framework Initiatives: Lead development of a master strategy and implementation plan for the SPSY and Transit sites to allow for current and future growth demands for these operational facilities Working with departments, develop long-range accommodation strategy to address current and future growth of municipal staff and services Key Performance Indicator/Measures Benchmark Target Space occupancy standards - square foot per person usable 75% in range Sf/pp (2014) (2018) Document #

9 Goal 3: The County has an approved master telecommunication infrastructure investment and management plan. Outcome: County departments use and are satisfied with voice and data communications. Linkages: Strategic Plan (prioritized): Goal 1: Strategically manage, invest and plan for sustainable municipal infrastructure. Corporate Business Plan: Goal 1: Strathcona County has planned for long-term financial sustainability in support of service delivery and infrastructure asset management. Goal 4: Sound decision making supports the quality of life in the community. Goal 5: We are efficient and effective in daily operations. Economic Sustainability Framework Initiatives: Create a comprehensive and unified telecommunication strategic plan Create a strategic telecommunication/mobile radio infrastructure investment and management plan Provide ongoing telecommunication and digital system management and support Key Performance Indicator/Measures Benchmark Target Customer satisfaction with telecommunication services >80% (2014) >80% (2018) % of system availability >97% (2014) >95% (2018) Employees feel they are provided with the technology to be effective at work (shared measure with Information Technology Services) 74% (2014) 80% (2018) Document #

10 Goal 4: County facilities incorporate energy management and environmental best practices. Outcome: The County manages an energy-efficient facility infrastructure. Linkages: Strategic Plan (prioritized): Goal 1: Strategically manage, invest and plan for sustainable municipal infrastructure. Corporate Business Plan: Goal 1: Strathcona County has planned for long-term financial sustainability in support of service delivery and infrastructure asset management. Goal 5: We are efficient and effective in daily operations. Economic Sustainability Framework Environmental Sustainability Framework Initiatives: Manage all corporate metered energy accounts through automated energy management program Update energy procurement strategies and procedures Increase overall facility energy efficiency through a central facility monitoring program Establish recognized industry standard rating for all major facilities Create facility energy use awareness programs Key Performance Indicator/Measures Benchmark Target % of buildings meeting energy star rating target of 70% or 40% (2014) 60% (2018) better. Document #

11 Goal 5: The County provides innovation and customer service excellence in its operation and maintenance of the corporation s building assets. Outcome: The County provides high-quality facilities and services to residents and County staff. Linkages: Strategic Plan (prioritized): Goal 1: Strategically manage, invest and plan for sustainable municipal infrastructure. Corporate Business Plan: Goal 1: Strathcona County has planned for long-term financial sustainability in support of service delivery and infrastructure asset management. Goal 6: Strathcona County is an employer of choice attracting and retaining the best people in all aspects of municipal service and delivery. Economic Sustainability Framework Environmental Sustainability Framework Initiatives: Create service level agreements and performance standards for all departments Develop core maintenance service standards and maintenance support for County owned community halls and senior centres Provide staff development opportunities to address new facility technologies Conduct annual customer satisfaction surveys Key Performance Indicator/Measures Benchmark Target Customer satisfaction rating 80% (2015) 90% (2018) # of critical equipment failures per year < 15 / 185,000 m 2 (2014) < 10 / 185,000 m 2 (2018) Document #

12 Goal 6: Through a culture of leadership, learning and innovation, Facility Services staff are engaged and actively participate in the development of services, delivery standards and department performance metrics. Outcome: Department staff know that their efforts are meaningful and respected. Linkages: Corporate Business Plan: Goal 1: Strathcona County has planned for long-term financial sustainability in support of service delivery and infrastructure asset management. Goal 5: We are efficient and effective in daily operations. Goal 6: Strathcona County is an employer of choice attracting and retaining the best people in all aspects of municipal service and delivery. Initiatives: Create opportunities for staff to learn together and with others across the organization in the setting of services and performance goals Staff are encouraged to participate in a review of the proposed annual department budget to ensure important issues or concerns are addressed Develop internal communication plans Implement a performance management program for all management and department staff to facilitate collaboration and communication Key Performance Indicator/Measures Benchmark Target Overall staff satisfaction 59% (2014) 80% (2018) # of staff participating in training programs 50% (2014) >60% (2018) Document #