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Department of General Services Strategic Capital Asset Management (SCAMP) “You Can’t Manage What You Can’t Measure” COUNTY OF SAN DIEGO
Department of General Services
Strategic Capital Asset Management
(SCAMP)“You Can’t Manage What You Can’t Measure”
COUNTY OF SAN DIEGO
Department of General Services
Take the Road that Allows You to Achieve your Goal.
Department of General Services
San Diego County
• More than 1,787 Facilities in the County Portfolio– Totaling 9,085,943 Square Feet over 4000 Square Miles– More Than 500 Facilities are over 30 Years Old!
• Current Plant Value (CPV) of County Portfolio Estimated At $2.8 Billion
• The County has Realized an Average Annual growth of 11 percent in Facility Square Footage over the past 5 Years.
• The 10-Year Forecast for New Capital Facility Requirements Exceeds $1.2 Billion
• As a Result of Budget Cuts in FY 04/05, Facility Operations Staff has been reduced by 30 percent.
Department of General Services
General Management System
• Established in 1998 and Includes:– Long Range, Five-Year Strategic Planning
Process– Incorporates a Two-Year Operational Plan
which Encompasses the Budget Process– Monitoring and Controls on an Ongoing Basis– Utilizes Functional Threading to Maximize
Efficiency
Department of General Services
General Management SystemOrganizational Chart
Board of Supervisors
DCAOLUEG
DCAOPSG
DCAOHHSA
DCAOFGGG
DCAOCSG
Chief Administrative Officer(CAO)
Departments DepartmentsDepartments Departments Departments
Department of General Services
ISF Transition
• Established in FY 1998 / 1999 Under the CAO, Larry Pryor
• Establishes Allocation of Funding to County Departments for Support of Facilities Operations, Architecture, Engineering, Project Management & Real Estate Services.
• DGS Annual Budget Predicated on Actual Costs of Previous Year and Increases resulting from Salary Adjustments, Inflation and other Regulatory Requirements.
• DGS Budget and Rates Approved by the Auditor Controller and Cost Commission Comprised of Group Finance Directors.
Department of General Services
Impacts
• Capital Budget Process O&M Budget Allocation
• Major Maintenance Funding Program• Unforeseen Requirements• Uninformed Customer Base• Diffused Long Range Goals and Programs• Lack of Continuity in the Capital
Management Program
Department of General Services
Life-Cycle Approach
• Cradle to grave thinking
• Decisions today – Outcomes tomorrow
• Standardized approaches yield predictable answers
Department of General Services
The PROGRAM
• Facility Planning Board
Department of General ServicesDepartment of General Services
FACILITY PLANNING BOARDAuditor Controller
Asst CFOChair
Facilities Ops
FleetReal Estate AE & PM
Departments DepartmentsDepartments Departments Departments
FINANCE DIRECTOR
PSG
FINANCE DIRECTOR
CSG
FINANCE DIRECTOR
HHSA
FINANCE DIRECTOR
FG3
FINANCE DIRECTOR
LUEG
Deputy Director FacilitiesAdvisory
Capital Planning
Department of General Services
Department of General Services
The PROGRAM
• Facility Planning Board
• Capital Planning Process
Department of General Services
CIP DEVELOPMENT MODEL
FacilityPlanning
Board Reviews & Recommends
FacilityPlanning
Board Reviews & Recommends
GM’s Review, Prioritize
and Authorize Projects for Step II
Action
GM’s Review, Prioritize
and Authorize Projects for Step II
Action
County Depts. Prepare Required Forms to Include
Justification and Prioritization forms
County Depts. Prepare Required Forms to Include
Justification and Prioritization forms
DGS Prepares the“Call For Projects”
Responses for Review
DGS Prepares the“Call For Projects”
Responses for Review
Call for ProjectsIssued By
the Chief Financial Officer
Call for ProjectsIssued By
the Chief Financial Officer
DGS Capital Planning Assists in Preparation of Necessary
Forms & Associated Operating & Maintenance
Cost Estimates
DGS Capital Planning Assists in Preparation of Necessary
Forms & Associated Operating & Maintenance
Cost Estimates
Commence Step II
Step I Process Initiated
Department of General Services
Facilities PlanningBoard Reviews & Recommends
Adoption
Facilities PlanningBoard Reviews & Recommends
Adoption
County Depts. CompleteRequired Step II Forms to
Include Funding Sources & Construction Cost Estimates
County Depts. CompleteRequired Step II Forms to
Include Funding Sources & Construction Cost Estimates
DGS Prepares theCIP
DGS Prepares theCIP
$$$WorkAuthorizations
DGS Capital Planning Assists in Preparation of Necessary
Forms & Associated Construction Cost Estimates
DGS Capital Planning Assists in Preparation of Necessary
Forms & Associated Construction Cost Estimates
GM’s Review, Prioritize
and Approve the CIP
GM’s Review, Prioritize
and Approve the CIP
Commence Step II
$$$
SpendingPlans
GM’s s Approve and the CIP to the BOS
for approval
GM’s s Approve and the CIP to the BOS
for approval
DGS Executes CIPDGS Executes CIP
CFO Prepares
Necessary Financing
CFO Prepares
Necessary Financing
Depts. Provide Funding
Depts. Provide FundingOR
CIP DEVELOPMENT MODEL
Group Review & Action
Group Review & Action
Department of General Services
The PROGRAM
• Facility Planning Board
• Capital Planning Process
• Structural Program Components
Department of General Services
The Weakest Link!
Define Request Capture Oversight
Department of General Services
The PROGRAM
• Facility Planning Board
• Capital Planning Process
• Structural Program Components– Consolidation of Planning, A/E, PM, and
Facility Operations
Department of General Services
The PROGRAM
• Facility Planning Board
• Capital Planning Process
• Structural Program Components– Consolidation of Planning, A/E, PM, and
Facility Operations– Implementation of Software Systems
Department of General Services
Data Builder
Builder Condition
AssessmentProgram
Life Cycle / Sustainability
Models
PM Modules
Tririga FC8i
Master Format 04
Structural Connectivity
Department of General Services
The PROGRAM
• Facility Planning Board
• Capital Planning Process
• Structural Program Components– Consolidation of Planning, A/E, PM, and
Facility Operations– Implementation of Software Systems
• Structured Processes
Department of General Services
Standards and Metrics• Baseline Starting Condition• Formalized Operations and Maintenance
– Resource Expenditures– Expertise/Skill Types– Service Levels/Types of Activities
• Identify Expected Outcome• Reporting/Performance Metrics
– Planned versus Accomplished– Levels of Expenditure– Condition Index– Remaining Life
Department of General Services
Metrics
• O&M Expenditures/CRV (2-4%)• Percent PM’s Completed• O&M Accomplished versus Plan• O&M Sustainability Metric• Person Hours Planned versus Accomplished• Asset Condition
– Facility Condition Index– Economic Remaining Life
Department of General Services
The PROGRAM
• Facility Planning Board• Capital Planning Process• Structural Program Components
– Consolidation of Planning, A/E, PM, and Facility Operations
– Implementation of Software Systems– Structured Processes– Linking of Capital Costs to Operation Costs
Department of General Services
SCAMP Summary
Asset Life Cycle
Design Phase - Architectural/Engineering Services
Construction Phase – Construction Management/Construction Administration
Pre-Design Phase – Master Planning/Programming
Facilities Management
Program Management
Facilities Management
New Asset• Construction
Value• Design Life• Funding Source• Performance
Parameters
Determination of Needs/Requirements for New Assets Operation/Maintenance of Assets
Capital Expenditure Pre-DesignFacilities Management• Site Selection• Infrastructure Constraints Analysis• Due Diligence/Real Estate Support• Economic Analysis• Risk Analysis• Standards Development
Design/ConstructionFacilities Management• Life Cycle Cost Analysis• Operational Evaluations• O&M Cost Projection• Standards
Operations/MaintenancesFacilities Management• Inventory• Condition Assessment• Preventive Maintenance Standards• Component Renewal Forecasting• Operations/Maintenance Support• Resource Prioritization• Capital Budgeting
Department of General Services
Components “Building Blocks”
INVENTORY
BASELINE CONDITION MAINTENANCE STANDARDS
O&M EXPENDITURESCOMPONENT RENEWAL
ASSET CONDITION
REMAINING LIFE
