Plant Operations Business Plan Roll Out

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Plant OperationsBusiness Plan Vision 2005

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Introduction

• John Lawter
• Grounds and Waste Management

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Plant Operations - Mission

• Plant Operations, a member of the University
  Community, maintains the physical environment and
  provides related services to support the
  University in reaching its goal of excellence in
  education, research and public service.
•  
• Plant Operations includes Building Services,
  Construction Services, Facilities Maintenance,
  Grounds and Waste Management, Plant
  Administrative Services, Utilities and Plant
  Engineering and Work Control.

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Plant Operations Business Direction A Four-Way
Focus

• Customer
• People
• Financial
• Internal Business Processes

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• CROSS FUNCTIONAL THEMES
• During the strategic planning process, several
  cross-functional themes were identified and
  implemented across Plant Operations. These
  themes are
• Human resource planning and succession planning
• Better financial reporting and accountability
• Community service activities
• Improving communications within Plant Operations
  and between Plant Operations and its customers

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Survey Feedback

• April Survey Results
• What We Heard From You
• Billing Practices
• Communications
• Job Completion/Time Spent on Job
• Quality of Work Performed

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Plant Operations Strategic Successes

• A. Introduction John Lawter
• B. Finance - Rich Steiner
• C. People - Nathan Norman
• D. Internal Business Processes - Jim Vibbart
• E. Customer - Lowell Hanson
• F. Cross Functional Teams - Paul Guttman
• G. Wrap-Up Rich Robben

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Finance

• Rich Steiner
• Plant Administrative Services

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Finance

• VISION DIRECTION
• Ensure that the campus community understands our
  service levels and financial boundaries, and
  trusts our fiscal management as stewards of U of
  Ms facilities.

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Finance

• GOALS
• Plant Operations Division actively seeks methods
  to improve productivity and efficiencies of its
  workforce
• Recognizing that trust comes from open
  communication, the Plant Operations Division will
  maintain a policy of financial disclosure and
  community education.

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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
• Streamline 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.

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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

• Nathan Norman
• Building Services

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People

• VISION DIRECTION
•  
• Cultivate a work climate of open communication
  and trust in which all employees have both an
  opportunity and a responsibility to develop to
  their greatest potential.

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People

• GOALS
• Create a comprehensive multi-aspect training
  program
• Create a cultural environment that promotes
  trust, teamwork, integrity, recognition,
  empowerment, accountability, diversity and
  community involvement.

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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

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People

• SUCCESSES
• Safety Program
• Plant Operations Orientation Program
• Specialized Training

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Internal Business Processes

• Jim Vibbart
• Work Control

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Internal Business Processes

• VISION DIRECTION
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• Develop internal business processes to enhance
  efficiency, communication, and effectiveness.

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Internal Business Processes

• GOALS
• Improve reporting and internal billing processes
• Optimize work-flow function

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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 Preventative 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

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Internal Business Processes

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

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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 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

• Lowell Hanson
• Facilities Maintenance

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Customer

• VISION DIRECTION
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• To become an integral partner and colleague with
  the campus community for responsible facilities
  stewardship.

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Customer

• GOALS
• Plant Operations will provide opportunities for
  clear and open communications with our external
  stakeholders.
• Plant Operations, in collaboration with our
  external stakeholders, will tailor our service
  capabilities to optimize our service delivery.

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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_ 90 PM completions
• Increase in BAS Points monitored from 36,323 in
  2001 to 47,172 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

• Paul Guttman
• Construction Services

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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
• Financial Initiatives
• 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
• Plant Academy customer class
• Reference numbers
• PO elimination through SLA with Stores
• Diskette Billing

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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
• Clarify Internal Service Boundaries
• Internal Work Order Flow
• Continue Communication Plan

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