Departmental Meeting

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Dalhousie UniversityFacilities Management

• Departmental Meeting
• December 4, 2008

Providing Excellence in Facilities Management
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Agenda

• Presidents Strategic Focus
• FM Revised Mission, Vision Objectives
• Team Building Working Group
• Action Plan
• Questions

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• Dalhousie University
• Mission Learning, Discovery and Innovation, and
  Engagement (with our students, the university and
  the world).
• Vision Dalhousie will become Canadas best
  university, committed to advancing provincial and
  regional development by offering a diverse
  student body of about 17,500 an outstanding
  personal experience at a national university
  built around an excellent learning environment,
  acclaimed research strengths, broad program
  choices and successful career preparation in
  cooperation with supportive external
  stakeholders.

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Strategic Objectives FM

• Objective 1 Enhance Academic and Research
  Excellence
• Objective 2 Enrich Student Experience
• Objective 3 Strengthen Enrolment
• Objective 4 Sustain Campus Renewal
• Objective 5 Develop Excellent Human Resources
• Objective 6 Increase Philanthropic Support
• Objective 7 Ensure Financial Sustainability

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Strategic Objectives FM
Objective 1 Enhance Academic and Research
Excellence Objective 2 Enrich Student
Experience Objective 3 Strengthen
Enrolment Objective 4 Sustain Campus Renewal
??? Objective 5 Develop Excellent Human
Resources Objective 6 Increase Philanthropic
Support Objective 7 Ensure Financial
Sustainability
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FM Strategic Planning Test
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MISSION
Our Mission is to provide the Dalhousie
community with an_______, ____ and
_________ environment which supports and
enhances an inspiring experience in ________,
______, and ________.
inviting
safe
sustainable
learning
living
research
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Vision
Our Vision is to be an innovative ____ of
motivated ___________ recognized for _________ in
Facilities Management.
team
professionals
excellence
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Senior Team Retreat

• Semi-annual review of FM Strategic Plan
• More significant due to Presidents Strategic
  Focus and initial Team Building feedback
• September 2008
• Senior Team plus Ops managers
• 2 day facilitated discussion

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MISSION
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, working 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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Values
We, the Facilities Management Team, will achieve
our Vision through
Commitment We care Dedication We are devoted
to excellence in facilities management Integrity
We treat everyone with respect and
honesty Leadership We lead by example in
everything we do Quality We do the right thing
right at the right time Teamwork We work
together to achieve success for all
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Goals
Our Goals provide a strategy for achieving our
Mission and Vision.
Employees
Stewardship
Communication
Process Improvement
Clients
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Employees - To create a culture which will foster
motivated, successful
employees

• Objectives
• To provide a safe work environment
• To identify and confirm roles and
  responsibilities with appropriate performance
  measures
• To establish and maintain a training program
• To develop and maintain a recruitment and
  orientation program
• To establish and implement a team building and
  recognition program
• To establish and maintain a professional
  development program
• To encourage empowerment and innovation

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Stewardship - To be recognized as the stewards
of the
University facilities

• Objectives
• To provide an inviting, safe and sustainable
  environment
• To provide comprehensive and integrated
  facilities management
• To manage accurate and useful facilities
  information
• To develop and maintain a Facilities Management
  Business Plan
• To develop and maintain a Campus Master Plan
• To define and achieve an acceptable Facility
  Condition Index rating per building
• To establish a Facility Needs Index for long-term
  financial planning purposes
• To be accountable for stewardship functions

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(No Transcript)
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Clients - To cultivate clients trust by
understanding, anticipating
and responding effectively to their
needs.

• Objectives
• To identify and understand client requirements
• eg. - department plans and programs
• - space and functional needs
• To define Service Levels in a financially
  sustainable manner
• To inform our clients regarding expectations of
  our
• service delivery standards
• To achieve and maintain 100 client satisfaction
  by consistently meeting our service delivery
  standards
• To develop a strong service culture

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Process Improvement - To achieve efficient and
effective results,

through optimal and standardized
processes

• Objectives
• To identify and justify processes required
• To have standardized processes
• To have documented processes
• To verify capacity and align resources to
  accomplish process requirements
• To establish measurement criteria for each
  process, including benchmark research where
  applicable
• To have totally integrated processes
• To develop a continuous improvement process

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Communication - To share the right information
with the right
people at the right time in
the right manner

• Objectives
• To define what information is needed, when and by
  whom
• To define communication and reporting
  types/methods
• To define communication and reporting tools
• To develop and maintain a communication and
  reporting strategy and program
• To develop and maintain a branding and marketing
  strategy and program
• Implement and verify communication methods and
  programs

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Employees - To create a culture which will foster
motivated, successful
employees

• Objectives
• To provide a safe work environment
• To identify and confirm roles and
  responsibilities with appropriate performance
  management
• To establish and maintain a training program
• To develop and maintain a recruitment and
  orientation program
• To establish and implement a team building and
  recognition program
• To establish and maintain a professional
  development program
• To encourage empowerment and innovation

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Strengthening Team Practices in Facilities
Management What You Told UsAnd What We
Recommended
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Our Team

• Carla Hill, Custodial Co-Chair
• Jeffrey Sawler, Trades Co-Chair
• Cindy Murphy, Custodial
• Damian Bray, Security
• Troy Farnell, Grounds, Trucking Mail
• Scott Anderson, Planning (formerly Trades)
• Katheryn Minty, Resource
• Christine Matheson (replacing Peter Howitt),
  Management
• Jim Neale, Employee Organizational Development

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What We Were Asked To Do

• To develop and recommend goals and an action plan
  for strengthening the team environment within
  Facilities Management.

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What We Did

• Looked at what others were doing
• Conducted focus groups with everyone in FM to
  identify what needed to be different the goals
• Explored ways to reach those goals the action
  plan
• Developed our recommendations and submitted them
  to Sr. Management Team
• They were accepted without adjustments

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What You Said Was Needed

• Improve the ability of managers and supervisors
  to create and sustain an effective team
  environment
• Increase the importance placed on effective team
  work, understanding of what it requires and
  strengthen the skills and commitment of every
  employee to contribute
• Regular, constructive team meetings
• Strengthen opportunities for professional
  development
• Address a number of outstanding issues that have
  a negative effect on morale
• Strengthen the sense of community within
  Facilities Management
• Put systems, skills and supports in place that
  will enable us to do good work and continuously
  progress toward excellence

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1. Improve the ability of managers and
supervisors to create team environment

• Shared understanding of the kind of team
  environment were trying to create
• Training ongoing support
• Accountability

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2. Increase the importance placed on team work
and the skills to contribute

• Communication
• Inter-team coordination
• Develop skills of team
• members
• Celebrate successes

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3. Regular, constructive team meetings

• Common framework for team meetings
• These meetings are a place to raise issues, make
  suggestions, coordinate activities, share
  information provide recognition of work well
  done
• Training support

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4. Strengthen opportunities for professional
development (PD)

• System to support ongoing development
• supervisory responsibility
• Employee Development Initiative
• Improve flow of information re PD
• Seek increase in PD budget to APPA standard (.5
  of operating budget)

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5. Address a number of outstanding issues that
have a negative effect on morale

• Clarify publish policies
• Training for team leaders how to deal
  constructively consistently with issues
• Address the 3 biggies
• timely replacement of employees
• work scheduling
• attendance management
• Improved system for identifying, responding to
  and communicating about issues

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6. Strengthen the sense of community

• Establish Community Building Committee to plan
  implement a couple of events (with budget)
• Communicate our successes
• in Newsletter 4X per year
• many other ways

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7. Supporting good work and continuous progress
toward excellence

• Create KPIs
• Provide Manager supervisory training
• Use team meetings to suggest make improvements
• Adjust HR policies practices to support a
  motivated workforce
• Communicate examples of excellence

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General

• Person and/or mechanism to ensure implementation
  of these recommendations
• keep the pressure on and momentum for moving
  forward
• Review what weve learned after 1 year
  recommend next steps

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• Thank you!

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Action Plan
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Improve Managers and Supervisors Team Building
Abilities

• To Date
• Senior Manager Communications workshops
• ACHIEVE Program Familiarization
• Planned
• Supervisory Development Program (See Newsletter)
• Reviewing a proposal for a consultant to assist
  with Team building Implementation

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Emphasize Teamwork

• To Date
• Work Management Process (www.fm.dal.ca)
• Newsletter, Kudos web site,
• Planned
• Train all involved in Work Management Process and
  refine process based on experiences and feedback
• Introduce other means of sharing successes as
  suggested

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Regular Team Meetings

• Planned
• Supervisory Development Program
• Working Group to recommend meeting framework and
  guidelines for meetings
• Establish Meeting Schedule for all teams
• Team Building Working Group to continue in order
  to review progress towards accomplishment of
  recommendations

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Professional Development
Staff Training Plan 2008-2009

• To Date
• ACHIEVE Program Familiarization
• Training Plan Formalization (www.fm.dal.ca)
• Training Budget increase
• Development Opportunities
• Planned
• Develop Objectives by Team (ACHIEVE)
• Employee Development Program
• Ongoing analysis of training requirements and
  budgets
• Supervisory Development Program

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Negative Motivation Impacts

• To Date
• Establish Business Processes (www.fm.dal.ca)
• Develop Work Management Process
• Establish on-line policy framework
• Electronic Suggestion Box
• Hiring Procedure Status Log
• Hired Attendance Management Research Coordinator
• Planned
• Train all involved in Business Processes
• Supervisory Development Program
• Review and publish FMPs
• Attendance management strategy
• ETTS supervisor access

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FM Community
FACILITIES MANAGEMENT HOLIDAY LUNCHEON 2008

• To Date
• Formed Holiday Luncheon Committee
• Planned
• Confirm mandate and membership of Community
  Building Committee
• Monitor activities and reinforce successes

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Continuous Improvement
2008 AAPPA Fall Education Conference Brochure

• To Date
• KPI Research
• Customer Surveys
• Created FM Orientation Program
• Ongoing participation/administration of APPA
  training
• Planned
• Supervisory Development Program
• Customer Service Focus Groups
• Modify Orientation to emphasis teamwork
• Employee Development Program
• APPA Award of Excellence

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Summary

• Canadas Best University
• FM Objectives support the University Strategic
  Focus
• FM Objectives are consistent with Team Building
  Recommendations
• Emphasis in the near future will be on training
  and development associated with the elements of
  the FM objectives

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Questions?