Dalhousie University

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Dalhousie University Department of Facilities
Management
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A Responsibility Overview

• Staffing .. 510
• Acres .79
• Buildings .110
• Budget .. 42.3 M
• Sq. Ft. ..4.8 M
• Facilities value .... 1 B

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Mission Statement

• Our Mission is to provide the Dalhousie community
  with
• an inviting, safe and sustainable environment
  which
• supports and enhances an inspiring experience in
• learning, living and research.

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Vision

• Our Vision is to be an innovative team of
  motivated
• professionals recognized for excellence in
  Facilities
• Management.

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Goals

• Our Goals provide a strategy for achieving our
  mission and vision.
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• Stewardship
• To be recognized as the stewards of the
  university facilities.
• Clients
• To understand, anticipate and respond
  effectively to our clients' needs.
• Process Improvement
• To achieve efficient and effective results,
  through optimal and standardized processes.
• Communication
• To share accurate information with the right
  people at the right time.
• Employees
• To foster innovative and motivated employees.

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Guiding Principles We, the Facilities Management
Team, are committed to achieving our vision
through
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ADMINISTRATION

• Manager of Administration Christine Matheson
• Education Undergraduate studies at MSVU and
  Dalhousie University
• Numerous courses in Employment Law, Mediation,
  Negotiation and
• Conflict Management, and Human Resource
  Management
• Graduate of APPA Institute
• Experience 30 years with Dalhousie University
• 19 years with Facilities Management
• 1 year Personnel Services
• 10 years Office of Vice President (Finance and
  Administration)

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Administration Issues

• IUOE Bargaining Process
• FMPs
• Recruitment Aging Workforce and Western
  Migration
• Employment Equity Initiative for Non-Traditional
  Roles

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FINANCE

• Manager of Finance Roger Jones
• Education BBA, CMA, PFP
• Experience 3.5 years Dalhousie University as
  Finance Manager Facilities
• 18 Years Aliant various Accounting Positions
• 7 Years in Alberta various Accounting
  Positions

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Finance SummaryBudgetProjected 2006/2007

• (Millions)
• Operating Budget (Academic only) 12.6
• Utilities Budget Campus 13.4
• Non Space Equipment .2
• Non Space Classrooms
  .4
• Total Operating
  26.6
• Renewal Maintenance Budget 6.1
• Alternations Renovations 2.2
• Energy Projects .2
• Classroom Renewal .9
• Projects Requested gt 15K 6.3
• Total Capital 15.7
• Total Facilities Funding
  42.3

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Finance Issues

• Current Charge Out rates for trades and project
  fees
• E- procurement
• Definition Operating Budget
• Operating Budget Cuts two consistent years

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OPERATIONS

• Assistant Director Peter Howitt
• Education BA Sc, BSc, MBA, P.Eng
• Experience Assistant Director, Facilities
  Management 1986 - present
• Energy Manager, Facilities Management
  1984 - 1986
• Babcock Wilcox 1976 - 1984
• Principal Engineer 1983 - 1984
• Eastern Regional Manager 1982 - 1983
• District Field Engineer 1980 - 1982
• Field Engineer 1978 - 1980
• Stress Analyst 1977
• Proposal Engineer 1976

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SERVICE LEVELS
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APPROPRIATE STAFFING LEVELS?

• OBJECTIVE STAFFING STANDARDS?
• CONSIDERATIONS
• Varying wage rates
• Varying types (research vs. office)
• Age of facilities
• Extent of deferred maintenance

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LEVELS OF MAINTENANCE(TRADES) (APPA MAINTENANCE
STAFFING GUIDELINES)
1 Showpiece Facility 2 Comprehensive
Stewardship 3 Managed Care 4 Reactive
Management 5 Crisis Response
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EVALUATION CRITERIA

• Appropriate Response Time
• Customer Satisfaction
• PM vs. Corrective
• Maintenance Mix
• Appearance
• Service Efficiency
• Maintenance Budget as a of CRV
• Facilities Condition Index (FCI)

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TRADES per 1 MILLION gsf
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ADJUSTMENT FACTORS

• TO STANDARDIZE RESULTS FOR
• Campus Size
• Campus Age
• Varied Facilities
• Deferred Maintenance Level
• Varied Mission

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Custodial Services Staffing
Where Are We When The Dust Settles?
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APPEARANCE LEVELS
1 Orderly Spotlessness 2 Ordinary Tidiness 3
Casual Inattention 4 Moderate Dinginess 5
Unkempt Neglect
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APPA Custodial Staffing GuidelinesStaff Required
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SUMMARY / INITIATIVES

• Staffing Levels Below Target (4.2 / 4.32)
• Emphasis Shift From Reactive to Proactive (PM)
• Productivity Initiatives
• Planning / Scheduling of Work Through FAMIS Based
  on Priority
• Transportation Effectiveness
• Central Stores Strategic Ordering / Delivery
• Training (Safety / Service Orientation)

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PLANNING

• Assistant Director Mary Jane Adams
• Education M.Arch, B.E.D.S., B.Rec.
• Experience Dalhousie University 18 years
  holding a variety of
• positions including Staff Architect and Space
  Planner prior to
• assuming her current position. Experience in
  design and
• construction of facilities to assisting with
  the development of an in-
• house space management system as well as
  implementing software
• such as R25, S25, Banner (Location Management)
  and FAMIS.

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Enterprise Facility Management

• Project Stakeholders
• Facilities Management
• Housing, Conference and
• Ancillary Services
• Business Process and
• Integration Office
• Personnel Services
• Financial Services
• University Computing and
• Information Services
• University University
• Administrators in all Faculties
• at Dalhousie

Interfaces Payroll, Chart of Accounts, Billing,
Procurement (Fall 2007), Payables (Jan 3,
2006), Encumbrance (Nov 20, 2006) Space
Building and Rooms (Jan 3, 2006)
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Student Learning and Social Spaces


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University Avenue Improvements

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PROJECTS

• Assistant Director Alex Walker, P.Eng.
• Certificate of Applied Science Acadia
  University
• B.Eng. Dalhousie University (TUNS) Sexton
  Scholar
• Experience Dalhousie University, Facilities
  Management 12 years
• Amoco Canada Petroleum - 2 years
• Maritime Formwork/Formtech Structures 10
  years
• Certification from APPA Institute
• Member of Dalhousie Pension Plan Advisory
  Committee
• Member of Sacred Heart School Facilities
  Committee

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TO BE REMOVED
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SECURITY SERVICES

• Chief of Security G.A. (Sandy) MacDonald
• Education Criminology Certificate Program at SMU
  and numerous
• others related courses such as Criminal
  Investigation, VIP
• Security, Canadian Forces Senior Leadership
  Academy, Crime
• Prevention through Environmental Design (Basic
  and Advanced), and
• Instructional Techniques.
• Experience Facilities Management, Security
  Services 18 years
• Section Commander, Special Investigation Unit
  (DND - responsible for
• Nova Scotia and Bermuda) 25 years
  progressive experience
• Canadian Forces Security Branch (Military
  Police and Special
• Investigation Unit)

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Sexton Campus Security Satellite Office
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Security Shift Supervisors join DUAG
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Self-Defense for Women
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Crime Statistics
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Parking
Web-based Parking
Abolishment of Near Zone
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Technological Updates
Returnity Software Lost/Found/Evidence Recording S
ystem
Brooklyn Computer System
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Security Issues

• Staffing Levels
• Recruitment
• Retention
• Funding

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Discussion