Plant Operations Business Plan Roll Out

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Plant Operations Business Direction A Four-Way
Focus

• Customer
• People
• Financial
• Internal Business Processes

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Survey Feedback

• We Asked You to update what you told us back in
  2000
• What We Heard From You
• Billing Practices
• Communications
• Job Completion/Time Spent on Job
• Quality of Work Performed

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Survey FeedbackBilling Practices

• Concern Plant Billings need to fully breakdown
  costs for a given job.
• Response Customer can call for details, Business
  Objects, Working to bring FME and Crystal reports
  to all customers

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Survey FeedbackBilling Practices

• Concern Plant Ops is able to bill automatically
  without customer approval first.
• Response PO will review and adjust any
  inappropriate charges.

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Survey FeedbackBilling Practices

• Concern Need clarification of what is and is not
  covered under General Fund
• Response Developed Plant Operations Service
  Guide and posted on web site.
• Concern Maintenance should be more proactive.
  Dont wait for issues to be called in.
• Response Preventive Maintenance, Inspection
  tours, FCA project planning, BAS Monitoring,
  Monthly Meetings

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Survey FeedbackCommunications

• Concern Status of Work Requests
• Response Automated Email, Phone in to POCC,
• Web FM
• Concern Communication with Building Occupants
• Response FUN group, POCC, Web site, Web FM,
  Plant Exchange newsletter, Shutdown notice,
• FUN group notices, Coordination meetings,
• Worker Training, Customer designate Project,
• Plant FYI email Messages

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Survey FeedbackCommunications

• Concern Need Current Org Charts
• Response Web Site, Plant Academy, FUN
• Concern Need info on Deferred Maintenance lists
• Response FUN group presentation and instruction,
  Mike Bowen, Coordination meetings

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Survey FeedbackCommunications

• Concern Better Contact on Schedule and Status
• Response POCC, Worker Training, Constr. Svcs.
  Reorganization, Coordination Meetings, Work
  Control Coordinator
• Concern Plant Administration needs to be more
  recognized and org easier to interact with
• Response FUN, Coordination meetings,
• Website, PITs

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Survey FeedbackCommunications

• Concern Late charges on Work Orders
• Response New invoice process, New ordering
  Process with MStores, Customer notified before
  late charges are applied, Working to overcome
  MPathways inherent flaw of no encumbrances.

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Survey FeedbackJob Completion/Time Spent on Job

• Concern Deferred Maintenance items take a Long
  time to complete.
• Response FCA program, Plant Engineering now
  involved in smaller projects.
• Concern Simple Maintenance Response time too
  long
• Response Prioritized Work Orders, Response time
  tracked by shop as a performance measure,
  Important to recognize impact of budget reductions

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Survey FeedbackJob Completion/Time Spent on Job

• Concern Complete projects in a timely manner.
• Response Prioritized Work Orders, Planned
  Complete vs. Actual tracked by shop as a
  performance measure.
• Concern Common Space Painting and Carpeting
• Response No change of policy, FCA and better
  communication

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Survey FeedbackQuality of Work Performed

• Concern Building Entrances and Snow Removal.
• Response GWM and Bldg Serv. have formalized
  responsibilities boundaries.
• Concern Bldg Serv Perform work identified in
  daily schedule and increased accountability
• Response Standard reviewed and updated, daily
  schedules being prepared from all areas, Quality
  Inspection Program, Shift Change, Trash/Recycle
  Program

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Survey FeedbackQuality of Work Performed

• Concern Chronic Building Problems (Roofs,
  Elevators, HVAC).
• Response FCA Prioritization, Preventive
  Maintenance, Work Order Prioritization

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Additional Successes

• Finance
• Internal Business Process
• People
• Customer

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Finance

• SUCCESSES
• ISES-New Building Operation Cost Study
• Crystal Reports-FMS Reporting Tool
• GWM Zero Based Budgeting
• EAP - soon to be known as Everest, a financial
  reporting forecasting tool

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Finance

• SUCCESSES
• FMS link established for school-specific project
  management
• Streamlined financial uploads from
• M-Pathways to FMS
• Contract Vendor Billing revised to increase speed
  and accuracy of costs on work requests.

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Finance

• SUCCESSES
• Fiscal Responsibility
• Supervisors are evaluated on performance
  appraisals on their budgetary abilities.
• Staff are regularly instructed on budget
  implications at staff meetings and training.
• Internal Plant Finance Training
• Facilities Management 101

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Finance

• SUCCESSES
• Better management of overhead expenses and
  unbillable time
• Training
• University Functions
• Sick time policy
• F-care

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People

• SUCCESSES
• DACUMs
• Employee Recognition Programs
• Performance Evaluation Planning
• Plant Operations Orientation Program
• HR Succession and Advancement Planning
• EWOC
• Expansion of Apprenticeship Program
• GED

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People

• SUCCESSES
• Cross-functional training for electricians,
  maintenance mechanics
• Make/Buy Analysis
• Power Plant staffing
• Carpet Cleaning
• Vac Truck (sewer/basin cleaning)
• Air Balancing
• HVAC Controls Installations

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People

• SUCCESSES
• Safety Program
• Plant Operations Orientation Program
• Specialized Training
• New Shift (Productivity up)

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Internal Business Processes

• SUCCESSES
• Implemented new computer software and systems
• Created Performance Measurement Reports
• Altered processes to efficiently capture vendor
  costs

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Internal Business Processes

• SUCCESSES
• Implemented Effective Preventive Maintenance
  Program
• Increased number of Service Level Agreements
• Facility Condition Assessment

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Internal Business Processes

• SUCCESSES
• Implemented Root Cause Analysis in CPP
• Developed and implemented M-Keys program
• Implemented on-line maintenance request form
• On-call Training Check list

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Internal Business Processes

• SUCCESSES
• Reformatted work codes within FMS
• Building Services redesigned supply warehouse
• New supply contracts (Drummond, Grainger)
• Redesigned the Plant Operations Website
• Web Ordering

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Internal Business Processes

• SUCCESSES
• Utilizing new technology
• RENO (BAS alarm management)
• Grounds standardized work plan
• Updated cleaning standards
• Tree protection policy
• Combined Plant Ops Call Center established

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Internal Business Processes

• SUCCESSES
• Consolidated Plant Operations Departments
• Emergency Operations Command Center
• Commissioning
• Energy Star

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Customer

• SUCCESSES
• WebFM 15 incoming Work Requests / day
• On-Line 50 incoming Work Requests / day
• Facilities User Network 226 members!
• Plant Ops/Customer X-Functional Teams
• Service Guide Posted January 2003

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Customer

• SUCCESSES
• Stay Cool in School program
• Building Systems Shutdown Notifications
• Creation of new or modified existing FMS reports
  tailored to customer needs
• Established standard set of internal Work Request
  performance reports
• Safe elevator riding practices

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Customer

• SUCCESSES
• Service Level agreements developed
• Weekend cleaning on North Campus
• Pest Management
• Dining Services refrigeration
• Property Disposition refrigerant recovery
• Crisler Arena PM
• ICLE
• Renewed Hospital agreements

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Customer

• SUCCESSES
• Annual chiller start-up web page
• Plant Academy for customers
• Introduction to Facilities Management
• Facilities Operations
• Creation of new or modified existing FMS reports
  tailored to customer needs.
• Established standard set of internal Work Order
  performance reports.

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Customer

• SUCCESSES
• Completion of all General Fund Building
  Preventative Maintenance write-ups
• Zone Shops _at_ 75 PM completions and rising
  rapidly.
• Increase in BAS Points monitored from 36,323 in
  2001 to 53,214 today
• Fume hood maintenance (joint effort with OSEH)

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Customer

• SUCCESSES
• Regular meetings with Schools and Colleges
• Regular meetings with AES and Construction
  Management to enhance project deliveries
• Increased visibility
• Shirt Program
• Service Vehicles Identified as Plant Operations
• Employee Badges required

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Cross-functional Teams

• OSEH Safety Committee
• UPE Physical Properties Improvement Team
• OTHERS
• Work Control Process Improvement Teams (POOP,
  POW, Call Center, FMS Codes)
• Volunteer Cross Functional Team
• Interviewing of new staff
• Facility Condition Assessment Program
• Master Planning for Chilled Water Plants

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Wrap Up
by Rich Robben

• Next Steps
• Q A

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Next Steps

• Billing Practices
• Complaint resolution process

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Next Steps

• Communication
• FUN
• Monthly Meetings
• Web/FMS Interface
• Traditional Reports
• Training
• Daily Reports
• On-line Service Guide Finalization

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Next Steps

• Job Completion/Time Spent
• Project Coordinators, Project Assistants, and
  Work Control Coordinators
• Project Manager Accountability
• Performance Measures
• Continued use of FCA with Additional Customer
  Input
• Automated Email

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Next Steps

• Quality of Work Performed
• Internal Work Order Flow
• Continue Communication Plan

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