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A Plan for Continuous Improvement
Presented To:
The Springfield Control Board
December 21st 2005
Springfield Public Schools
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Agenda
• Department Overview• SPS Profile• PFM Action Plan• Energy Management• Putnam Vocational School Update• Continuous Improvement Plan
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Department Overview
• Consolidated Parks and Recreation Department, with Facilities Management Department, into one Department Parks, Buildings, and Recreation (PBR) – Jan 2005
• One Stop management for school building needs, centralized management control of all custodians, and management of grounds maintenance
• Conducted assessment of school buildings January 2005 to provide high level baseline of work required and to prioritize schools’ needs
• Submitted draft version 1.0 of the School Building Master Plan
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Department Overview
• Assessed current situation• Profile of organizational health• Sick leave• Worker’s comp• Grievances
• Conducted informational meetings with all employees
• Set new goals and standard for all employees• Attendance program• Custodial Care Manual
• Customer Service
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Department Overview
• Implemented Web-Based Work Order System• Schools can go on-line to post work order
requests.• Schools can track work order requests on
a daily basis• Self Service Touch Screen Kiosk
Work Order StatisticsSince January 2005
Total Requests 8,100Completed 6,500 Balance 1,600
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Department Overview
Current Work Order Functions
•Work Order Request Management
•Weekly Encumbrances
•Clerk Productivity
•Trade / Contractor Productivity
•Invoice Authorizations
•Virtual Thrift Store
•Self Service Kiosk
•Facility Master Planning
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SPS Past Profile
• Safety Issues• Fire Safety Code Violations• Building Code Violations
• Structural Integrity Deficiencies
• Mechanical Systems Inefficient
• Electrical Systems Outdated
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SPS Profile
• Second largest school district in New England
• Serves 27,000 students
• 4.4M gross square footage of school buildings
• Average building age 54 years
• The national average per pupil expenditure for facility maintenance is $1,037. Springfield spends $907.
• The national average sq ft per tradesperson is 87,931. Springfield assigns 235,985 sq ft per tradesman.
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Energy Management
• Coordinating energy management City-wide.
• Completed overview of existing systems and costs to operate city buildings
• Preparing bid specifications for energy management services. The bid will be submitted to the DOE for their approval in December ’05
• Will conduct interview for qualified companies January ’06.
• A complete audit and recommendations is anticipated September ’06
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Current Conditions- Putnam Vocational High School
• April ‘05 - Met with MSBA on April 4th to discuss construction of a new Putnam Vocational School
• Oct ’05 – Toured current facility with the State Treasurer and MSBA management to determine next steps..
• Dec ’05 - Currently out to bid for a project management company.
• Jan ’06 - The City will review bid responses from qualified project management firms and award.
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Continuous Improvement Plan
• Committed and completed $2M in FY ’05 and $2M FY ’06 in deferred maintenance.
• Due to extensive deferred maintenance backlog we have identified $4 million per year in general maintenance needs over the next 4 years.
• Committed $600K for FY’05 City Capital Funds• Replacement of Lincoln School Windows
• Identified $33 million dollars capital project needs