Facilities Process Improvement Initiative 5-1-09

5/1/09 1

PROCESS IMPROVEMENT INITIATIVEPROCESS IMPROVEMENT INITIATIVE

Work System OwnerEd Curry

Work System Enabling Leader

Dane Theodore, Director

FACILITIES SERVICES /

DISTRICT & SCHOOL SECURITY

5/1/09 2

INITIATIVE CATEGORIES

• Facilities Key Priority and Work Processes

• Facilities and Student Performance Relationship

• Facilities Balanced Approach

•Key Priority Process Owners

• Facilities Key Priority Processes Relationship To District Work Systems

• District Strategic Plan and Key Priority Indicator Relationships

• Facilities / District Strategic Plan and District Key Performance Indicator Direct Relationship Matrix.

5/1/09 3

The Facilities and Student Performance Relationship

BPS Facilities recognizes the impact that high quality learning spaces have on the performance of students.

The Facilities Wheel explains the relationship between high quality learning spaces, funding and the increased student performance as a result of high quality facilities.

Since the start of the ten-year new construction, renovation and remodeling and maintenance program in FY 2006, BPS is on tract to invest over $$750,000,000 to improve over 11,000,000 square feet of school and ancillary infrastructure.

5/1/09 4

Facilities Balanced Approach

BPS Facilities utilizes a Balanced approach to sustain the results of the 10-Year Facilities Improvement Program.

Continuous improvements are realized through the deployment of

Six Sigma (DMAIC) process improvement tools and

methodologies.

5/1/09 5

Facilities & Security Key Priority & Work Processes

5/1/09 6

Facilities / Security Key Priority Process Owners

Planning – Mike Gaffney, ManagerDesign – Anibal Caussade, Project ManagerConstruction – Dennis Bonny, Project ManagerPlant Maintenance & Operations – Walt Petters, DirectorEnvironmental, Health, Safety and Code Compliance – Jim Powers, Env. Engr.Resource Conservation – Art Johnson, Project ManagerDistrict and School Security - Andrea Alford, Director

5/1/09 7

District Key Priority Processes Relationship To District Work Systems

The Enabling Work System 5 Facilities priority processes

provide the Student Achievement Work

System with adequate and appropriate facilities

that are First in Nation Schools. District facilities

provides the backbone from which all other

District Work Systems can achieve the goals

and objectives set forth in the District Strategic

Plan and Key Performance Indicators.

5/1/09 8

District Strategic Plan and District Key Performance Indicator Relationships

The BPS Strategic Plan contains eighty (80) objectives in four goal categories, with 16 of these objectives being Key Performance Indicators (KPIs).

Objective Categories:

• Goal 1 Student Achievement (38 Objectives / 11 KPIs)

• Goal 2 Safe and Healthy Learning and Work Environment (17 Objectives / 1 KPI)

• Goal 3 Capable and Engaged Workforce (11 Objectives / 2 KPIs)

• Goal 4 Fiscal Responsibility and Financial and Organizational Effectiveness (14 Objectives / 2 KPI)

5/1/09 9


Out of the BPS Strategic Plan eighty (80) objectives and sixteen (16) KPIs in four goal categories, the Facilities Key Priority Processes have eleven (11) direct and Sixty-nine (69) indirect relationships. There is one Facilities direct relationships involving a KPI.

Direct Relationships:

• Goal 2.1.1 Finalize and implement and annual comprehensive safety and security audit in every school by 2009-2010.

• Goal 2.1.2 Review and update school safety and security plans in accordance with Safe School Standards by June 30,2009.

• Goal 2.1.3 Conduct training using federal guidelines for emergency response and crisis management preparation, mitigation, response and recovery for all district personnel and administrators at leadership team meetings by June 30, 2009.

• Goal 2.1.4 Develop a timeline for implementation of appropriate Review for Safety and Security Committee recommendations by June 2009.

• Goal 2.1.5 Develop and implement a 5 Star Comprehensive Review for Safety and Security by June 2009.

• Goal 2.2.1 Create adequate classroom space including relocatable classrooms to meet the requirements imposed by Class Size Reduction (CSR), Growth Management (SB360) Legislation, and Secondary Schools of National Prominence (SSNP) with redistricting, new permanent and/or relocatable space by 2011 – 2012.

5/1/09 10


(Continued)‏

Direct Relationships:

• Goal 2.2.2 Provide facility improvements to support the new Secondary Schools of National Prominence (SSNP) by 2012 –2013.

• Goal 2.2.3 Develop a plan to achieve 100% level of service by 2011-2012.

• Goal 2.3.1 Create and implement a scheduled Maintenance Improvement Plan by January 2009 to provide adequate teaching/learning environments for all schools to complement the 10-Year Facility improvement Plan initiative.

• Goal 2.3.2 Implement a plan by January 2009 to improve the exterior appearance of all schools / district support sites as part of the implementation of the 10-Year Facilities Improvement Plan.

• Goal 2.3.3 Develop and implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs.

• Goal 4.3.1 (KPI) Brevard Public Schools will attain Malcolm Baldrige Award by June 2010.

5/1/09 11

Facilities / District Strategic Plan and District Key Performance Indicator Direct Relationship Matrix

The indirect relationship between the seven (7) Facilities Key Priority Processes and the sixty-nine (69) strategic plan goals and objectives lies the fact that high quality facility learning spaces contribute to accomplishment of all District goals and objectives.

GOAL 2: SAFE AND HEALTHY LEARNING AND WORK ENVIRONMENTStrategic Plan References > SP 2.1.1 SP 2.1.2 SP 2.1.3 SP 2.1.4 SP 2.1.5 SP 2.2.1 SP 2.2.2 SP 2.2.3 SP 2.3.1 SP 2.3.2 SP 2.3.3

Facilities Key Priority ProcessesPlanning X X X

Design X X XConstruction X X X

Plant Operation and Maintenance X X XX X

Resource Conservation X XDistrict and School Security X X X X X

Environmental Health, Safety and Code Compliance

5/1/09 12

Facilities / Security Flow Chart

OUTPUT MEASURESQ1 - FISH Data Accuracy

Q2 -Facility Design Capacity Utilization (%)

Q3 - Construction Critical Path Milestones (% Variance from Construction Schedule)‏

Q4 - Construction Budget vs. Actual Construction Costs (% Variance)‏

Q5 - Operations Cost Per GSF

Q6 - Maintenance Cost Per GSF

Q7 - Regulatory And Code Compliance Inspection Milestones

Q8 - Regulatory And Code Compliance Annual Reports Milestones

Q9 - Reduce Electrical Usage 10% By End Of FY 08/09

Q10 - Reduce Water Usage By 10% By End Of FY 09/10

Q11 - Reduce Gas / Heating Oil Usage By 10% By End Of FY 09/10

Q12 - Reduce The Volume Of Trash Hauled 10%By End Of FY 09/10

Q13 - Compliance With Federal, State, Local And School Board Requirements

Q14 - Prevent School Violence ( SESIR Incident Ratio - # Criminal Incidents / Student Population)‏

Q15 - Reduce Security Risks And Liability

(# Planned Security Training Session / # Actual Security Training Sessions)‏

Q16 - Improve School - Community Relations On School Security (# Site Or Community Visits Conducted / # Site Or Community Visits Planned)‏

5/1/09 13

Facilities / Security Process Improvement Initiative

FACILITIES / DISTRICT & SCHOOL SECURITY KEY PRIORITY PROCESS FLOW CHARTS

NEED FACILITYPLANNING

?

?

YES

NODELIVERABLES:D1. FISH CertificationD2. Growth Management ProjectionsD3. 5-Year Facility PlanD4. School Concurrency ApplicationD5. Educational Plant SurveyD6. Student Accommodation PlanD7. Boundary Change Recommendations

INVOLVES STATE &LOCAL GOV’T?

NEED ISMET

MAINTAIN &CERTIFY

BPS FISH DATA

To ensure adequate and appropriate educational facilities to accommodate projected student membership and program offerings

FACILITIES SERVICES PLANNING 5/1/09

STATUTORYREQUIREMENTS?

YES

NO

KWP8

KWP5

KWP4

KWP7

KWP3

KWP6

KWP2

KWP1

WHO

STEP

MacroProcess: Process Owner:

BPS SCHOOLBOARD

BPS FACILITIESPLANNING

STATE ANDLOCAL

GOVERNMENT

BPSDEPARTMENTS

& SCHOOLS

OBTAIN DISTRICT / FINANCESTUDENT PROJECTIONS

MANAGE IMPACT FEE ACTIVITIES

DEVELOP & PUBLISHEDUCATIONAL

PLANT SURVEY

PERFORM SCHOOL CONCURRENCY ACTIVITIES

DEVELOP & PUBLISH BOUNDARY CHANGES

DEVELOP & PUBLISH5-YEAR FACILITY PLAN

DEVELOP & PUBLISHSTUDENT ACCOMMODATION PLAN

DEVELOP & PUBLISH GROWTH MANAGEMENT PROJECTIONS

MAINTAIN OTHER PLANNING DATA

NEED

DEVELOP &PUBLISH

MAINTAIN &CERTIFY

DEVELOP &PUBLISH

DEVELOP, PUBLISH &

OBTAIN

QUESTION

QUESTION

MANAGE

BOUNDARYCHANGES

DEVELOP &PUBLISH

PERFORM

MANAGED

MANAGEFACILITIES PLANNING D. THEODORE

P1 - Data Accuracy

Q1 - FISH Data Accuracy

Q2 - State and Local Submittals On Time

Q3 - BPS Submittals On Time

Q4 - Facility Design Capacity Utilization (%)

BA

BA

BA

BA

BA

Legend: BA - Board Approval Required for SubmittalsFISH - Florida Inventory of School Houses SAP - School Accommodation Plan SCA - School Concurrency Activities EPS - Educational Plant Survey

P2 - Growth Management Projections Schedule Milestones

P3 - 5-Year Facility Plan Schedule Milestones

P6 - Student Accommodation Plan Schedule Milestones

P7 - Boundary Changes Schedule Milestones

P8 - Educational Plant Survey Schedule Milestones

P9 - Impact Fee Activity Schedule Milestone

P4 - # School Concurrency Applications P5- Application Review Cycle Time

D4

D5

D6

D7

D3

D2

D1

NEED PROJECTDESIGN

?

?

DELIVERABLES:D1. Construction Scope of WorkD2. Bid DocumentsD3. Design Criteria PackageD4. Project PlansD5. Project SpecificationsD6. Approved Plans and Specifications

Q1 - Cost of Errors & Omissions as a % of Total Construction Cost

Q2 - % Variance from Design Schedule

Design / Build (D/B) Project?

Design / Bid /Build Project?

Q3 - % Variance from Design Budget

P1 - Pre-Design Schedule Milestones

NEED ISMET

SUPPORT BID & PERMIT ACTIVITIES

SUPPORT CONSTRUCTION & CONSTRUCTION CLOSEOUT ACTIVITIES

CONSTRUCTION &CLOSEOUT COMPLETE?

PROJECT DESIGN COMPLETE?

A&E CONTRACTCLOSEOUT COMPLETE?

?

?

?

YES

YES

YES

NO

NO

NO

P4 - Bid & Permit Support Schedule Milestones

P2 - Project Design Schedule Milestones

P3 - Cost Variance @ Design Deliverable Milestones

P7 - A&E Contract Closeout Schedule Milestones

P5 - Construction & Construction Closeout Support Schedule Milestones

P6 - Cost of Errors & Omissions as % of Construction Costs at Schedule Milestones

M/E/P Construction <$50,000 or Placement / Hookup of

Relocatable Units?

CLOSEOUT A&E CONTRACT

PERFORM PROGRAM DEVELOPMENT

DEVELOP BUDGET

DESIGN PROJECT

APPROVAL BYBOARD

PROGRAMBUDGETDCP

PROGRAMBUDGET

A&EAPPROVAL BY

BOARD

DEVELOP DESIGN CRITERIA PACKAGE

SELECT DESIGN / BUILDCONTRACTOR

SELECT A & E

D3

D4D5

D6

YESNO

?

GO TOFACILITIES

CONSTRUCTIONFLOW CHART

DEVELOP BID DOCUMENTS

APPROVAL BYBOARD

D1D2

YES

NOBOARD

APPROVALREQUIRED?

KWP 1

KWP 5

KWP 6

KWP 7

KWP 8

KWP 9

KWP 3

KWP 4

KWP 4

KWP 2

WHO

STEP

BPS SCHOOLBOARD

BPS FACILITIESSERVICES

BPS EDUCATIONALDEPARTMENTSAND SCHOOLS

CONTRACTARCHITECT & ENGINEER

Key PriorityProcess (2): Process Owner:

APPROVAL BY BOARD

NEED

PERFORM

DEVELOP

DEVELOP

DEVELOP

QUESTION

QUESTION

APPROVE

APPROVE

APPROVE

QUESTION

DESIGN

SELECT

QUESTION

SUPPORT

SUPPORT

QUESTION

QUESTION

CLOSEOUT

MANAGED

MANAGEFACILITIES DESIGN D. THEODORE

FACILITIES SERVICES DESIGN 5/1/09

ISSUENOTICE TOPROCEED

NEED PROJECTCONSTRUCTED

PERFORM SUBSTANTIAL COMPLETION ACTIVITIES

SELECTCONTRACTOR

PERFORM PRE-CONSTRUCTION ACTIVITIES

?

?

?

?

?

?

?

PRE-CONSTRUCTIONREQUIREMENTS MET?

BOARD APPROVED?

CONSTRUCTIONCLOSEOUT COMPLETE?

CAN ACERTIFICATE

OF OCCUPANCY(CO) BE ISSUED?

YES

YES

YES

NO

NO

NO

YES

NO

NEED ISMET

OBTAIN CFI

DELIVERABLES:

D1. Certificate of Occupancy (CO)

D2. Projects Constructed per BPS Design Specifications, Florida Building Code, and State Requirements for Educational Facilities

D3. Certificate of Final Inspection (CFI)

D4. As-Built Project Plans

Q1 - Actual Sales Tax Savings / Possible Sales Tax Savings (%)

Q2 - Construction Critical Path Milestones (% Variance from Construction Schedule)

Q3 - Construction Budget vs. Actual Construction Costs (% Variance)

Q4 - Construction-Related SESIR Incidents

Q5 - Construction Safety JLA Security Incidents

Q6 - Warranty Actions

Manage Project P IndicatorsP2 - Construction Critical Path Milestones

P3 -

P4 - Cumulative Sales Tax Savings as a % of Construction Cost

P5 - Monthly Construction Budget vs. Actual Construction Cost Variance

P6 - Construction-Related School Environmental Number of Safety Incident Report (SESIR) Incidents Involving Students and School Staff

P7 - Number of Construction Worker Safety Incidents

P8 - Number of Jessica Lundsford Act (JLA) Incidents

Cumulative Use of Estimated Contingency Funds as a Percent (%) of Cumulative Construction Costs

P1 - Pre-Construction Activity Milestones

P10 - Construction Closeout Activity Milestones

P9 - Substantial Completion Activity Milestones

P11 - Administrative Closeout Activity Milestones

P12 - Number Warranty Requests

? ADMINISTRATIVE

CLOSEOUT COMPLETE?

NO

YES

PERFORM ADMINISTRATIVE CLOSEOUT ACTIVITIES

PROJECT VALUE <$200K?

APPROVE CONTRACTOR BY BOARD

BOARDAPPROVAL

REQUIRED?

D1

D2

D3

D4

MANAGE PROJECT

HAS THE CONTRACTOR MET SUBSTANTIAL

COMPLETION REQUIREMENTS?

YES

YES

YES

NO

NO

NO

PERFORM CONSTRUCTION CLOSEOUT ACTIVITIES

KWP1

KWP2

KWP3

KWP4

KWP5

KWP6

KWP7

WHO

STEP


ISSUE CO

START WARRANTY

QUESTION

NEED

PERFORM

APPROVE

SELECT

QUESTION

QUESTION

ISSUE

QUESTION

MANAGE

PERFORM

QUESTION

START

ISSUE

QUESTION

QUESTION

MANAGED

QUESTION

PERFORM

PERFORM

OBTAIN

MANAGEFACILITIES CONSTRUCTION D. THEODORE

BPS FACILITIES SERVICES CONTRACTOR

BPS SCHOOL BOARD

FACILITIES SERVICES CONSTRUCTION 5-1-09

PROVIDE WELL MAINTAINED, SAFE AND COMFORTABLE FACILITIESTO SUPPORT THE BPS EDUCATIONAL PROCESS.

OPENFACILITY

OPERATE FACILITY

PROCESS WORK ORDER(S)

?

?

?

?

?

?

?

YES

YES

YES

YES

YES

NO

NO

NO

NO

NO

DELIVERABLES:D1- MONTHLY WORK ORDER REPORT

D2 - ANNUAL FACILITY CONDITION ASSESSMENT REPORT

Q1 - Operations Cost Per GSF

Q2 - Maintenance Cost Per GSF

Q3 - Total (Operations + Maintenance) Cost Per GSF

Q4 - PM and W/O Activity Per Year

Q5 - W/O Backlog Per Year

Q6 - PM / Service W/O Ratio

Q7 - PO&M / Facility-Generated W/O Ratio

Q8 - PM Work Order Backlog Per Year

PREVENTATIVE MAINTENANCE (PM)

WORK NEEDED?

PERFORMPM WORK

IS THE FACILITY OPERATING AS PLANNED?

PROBLEM FIXED?

WORK ORDERCLOSED?

FIXPROBLEM

YES

YES

NO

NO

END OF NORMALFACILITY OPERATION?

END OF EXTENDEDFACILITY OPERATION?

CLOSE FACILITY

P1 - Operational Systems Monitoring Hours of Operation

P2 - PM Work Per Month

P3 - School-Generated W/O Per Month P4 - Service W/O Per Month P5 - PO&M-Generated W/O Per Month P6 - # W/O Opened / Closed Per Month P7 - # Backlogged W/O Per Month P8 - Aging W/O Per Month P9 - Operations Cost Per MonthP10 - Maintenance Cost Per Month

CAN PROBLEM BE FIXEDBY FACILITY’S CUSTODIAL STAFF?

FACILITIES SERVICES PLANT OPERATIONS AND MAINTENANCE 5-1-09

NEED ISMET

NEED

MONITOR FACILITYOPERATIONAL SYSTEMS

WHO

STEP


NEED

MONITOR

OPERATE

OPEN

PERFORM

QUESTION

QUESTION

QUESTION

FIX

QUESTION

QUESTION

QUESTION

QUESTION

QUESTION

PROCESS

CLOSE

MANAGED

MANAGE FACILITIES OPERATIONS AND

MAINTENANCE( 9562) WALT PETTERS

BPS SCHOOLS ANDDEPARTMENTS

FACILITIES OPERATIONSAND MAINTENANCE

BPS SCHOOL BOARD

Note: This chart represents a typical daily operation process. Theschool principal operates the facility in conjunction with PO&M.

KWP3

KWP2

KWP1

MANAGE ENVIRONMENTAL &CODE COMPLIANCE

Deliverables: D1 - School Inspection Findings Report D2 - Annual Comprehensive Fire, Safety, Casualty, & Sanitation Report D3 - Annual Custodial Assessment Report D4 - Annual Building & Code Compliance Activity Report

?

?

Regulatory Compliance

Activity?

Facilities in Compliance?

YES

YES

NO

NO

INSPECT FACILITIES &INFRASTRUCTURE

ISSUE INSPECTIONREPORTS

MONITOR &COMMUNICATE

REGULATORY / CODE NON-COMPLIANCE

MONITOR &COMMUNICATE

REGULATORY / CODE COMPLIANCE

PERFORMCUSTODIALSUPPORT

NEED ISMET

P2 # OF COMPREHENSIVE FIRE SAFETY CASUALTY SANITATION INSPECTIONS PERFORMED

P3 SERVICE RESPONSE TIME TO COMPLETE BUILDING FIELDINSPECTIONS.

P4 - TIME TO ISSUED TEMP CO(OEF 110B)

P5 - TIME TO COMPLETE FINALINSPECTIONS.

P6 - TIME TO ISSUE CERTIFICATE OFFINAL INSPECTION (OEF 209)

P7 - # ENVIRONMENTAL INSPECTIONS PERFORMED

P8 # OF CUSTODIANS TRAINED

P9 # OF FACILITY CUSTODIAL ANNUAL &BI-ANNUAL ASSESSMENTS CONDUCTED

P10 # OF CLEAN CAMPUS REPORTSRECEIVED

P11 CLEAN CAMPUS REPORT RECEIVED,REVIEWED, AND ACTIONS TAKEN

P12 # Of Unplanned IncidentsResponses

P13 Unplanned Incident Response Time

P14 # Of Training Classes Conducted

P15 # Unplanned Life Safety Evaluations Requested

PREPARE ENV/ SAFETY& CODE COMPLIANCE

DOCUMENTS

P1 - # POLICIES, PROCEDURES, PLANS, TRAINING

COURSES, CHECKLISTS, MANUALS, SURVEYS,

HANDBOOKS AND PAMPHLETS DEVELOPED,

REVIEWED & UPDATED

KWP1

KWP2

KWP3

KWP5

KWP4P16 # Meetings Held

P17 #work Orders Issued

P18 # Reinspections Completed

P19 Capital Deficiency Report Schedule Milestones

P20 Comprehensive Environmental, SafetyCasulty And Code Compliance Report Report Schedule Milestones

WHO

STEPBPS SCHOOL

BOARDBPS

PO&M OTHER

BPSENVIRONMENTAL &CODE COMPLIANCE


QUESTION

PREPAREUPDATE

QUESTION

ISSUE

NEED

MONITOR

INSPECT

PERFORM

MANAGED

MONITOR

MANAGE ENVIRONMENTAL,SAFETY & CODE

COMPLIANCE

FACILITIES SERVICES ENVIRONMENTAL, HEALTH, SAFETY AND CODE COMPLIANCE 5/1/09

Q1 - All Schools Custodial Assessment Rating Of 90%

Q2 - 75% School Custodians Certified Level 1 & 50% School Custodians Certified Level 2

Q3 - Regulatory And Code Compliance Inspection Milestones

Q4 - Regulatory And Code Compliance Annual Reports Milestones

J. POWERS

NEED ISMET

Deliverables: D1 - MONTHLY FACILITY AUDIT & INSPECTION REPORTS D2 - COST BENEFIT ANALYSIS REPORTS D3 - MONTHLY FACILITY AND BEHAVIORAL MODIFICATION IMPROVEMENT RECOMMENDATIONS LIST D4 - MONTHLY SENIOR STAFF RESOURCE CONSERVATION BOX SCORE D5 - MONTHLY DISTRICT AND SCHOOL RESOURCE CONSERVATION BOX SCORE

Identify district wide resource conservationinitiatives to reduce facility operation costs related toelectrical, water, and gas usage, trash disposal and facilityefficiencies.

?

?

?

?

IS FUNDINGAVAILABLE?

CAPITALPROJECT?

IS THE RECOMMENDATIONA FACILITY IMPROVEMENT?

IS THE FACILITYRECOMMENDATION

COMPLEX?

YES

YES

YES

NO

NO

NO

PREPARE RESOURCECONSERVATION DOCUMENTS

PERFORM BEHAVIORALMODIFICATION TRAINING

IMPLEMENT NON-COMPLEX FACILITY IMPROVEMENT

MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION

P1 - # POLICIES, PROCEDURES, PLANS, TRAINING

COURSES, CHECKLISTS, MANUALS, SURVEYS,

HANDBOOKS AND PAMPHLETS DEVELOPED,

REVIEWED & UPDATED

P18 - % SITES USING BREVARD ENERGY

ACTION TEAM ENERGY MANAGEMENT

GUIDELINES AND TIPS FOR PATROL

LEADERS.

P2 - # OF UTILITY CONSUMPTION

REPORTS / BILLS COLLECTED

P3 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY

AUDITS PERFORMED

P4 - # OF MONTHLY INSPECTION REPORTS AND

QUARTERLY AUDIT REPORTS PUBLISHED

P5 - # OF MONTHLY CONSUMPTION DATA ANALYSIS

PERFORMED

P6 - # OF MONTHLY FACILITY INSPECTION AND QUARTERLY

AUDIT DATA ANALYSIS PERFORMED

P7 - # FACILITY RECOMMENDATIONS ISSUED

P8 -# OF BEHAVIORAL MODIFICATION IMPROVEMENTS

ISSUED

P9 - # OF SCHOOL RECEIVING A BEHAVIORAL MODIFICATION

RATING SCORE EQUAL TO OR GREATER THAN 90%

P10 - # NON-COMPLEX FACILITY IMPROVEMENTS

COMPLETED.

P11 - # OF COST BENEFIT ANALYSIS COMPLETED

P12 - # COMPLEX FACILITY PROJECTS ADDED

TO DEFERRED MAINTENANCE LIST

P13 - # OF COMPLEX FACILITY DEFERRED

MAINTENANCE

PROJECTS THAT WERE COMPLETED

P14 - # COMPLEX FACILITY PROJECTS

ADDED TO THE CAPITAL PROJECT LIST

P15 - # OF COMPLEX FACILITY PROJECTS

THAT WERE COMPLETED.

P16 - # OF WORK ORDERS

SUBMITTED

P17 - # FACILITY IMPROVEMENT AND

BEHAVIOR MODIFICATION TRAINING

ANALYSIS AFTER ACTION

REPORTS PUBLISHED.

CREATE COSTBENEFIT

ANALYSIS

ADD TO UNFUNDED RCPROJECT LIST

ADD TO CAPITAL PROJECT LIST

SUBMITWORK ORDER

IDENTIFICATION OF FACILITY& BEHAVIORAL MODIFICATION

IMPROVEMENTS &RECOMMENDATIONS

KWP2

KWP1

MONITOR & ANALYZEFAC IMP PROJECTS

& BM TRAININGRESULTS

KWP6

Note: CBC Includes5-Year Pay Back

Analysis

KWP5

KWP4

KWP3

YES

NO

KWP = Key Work Process

WHO

STEPBPS SCHOOL

BOARD SCHOOLFACILITIES RESOURCE

CONSERVATION


PREPARE

QUESTION

QUESTION

NEED

IDENTIFYRECOMMEND

PERFORM

IMPLEMENT

MANAGED

MONITORANALYZE

SUBMIT

QUESTION

QUESTION

ADD

ADD

CREATE

MANAGE DISTRICTRESOURCE

CONSERVATION

FACILITIES SERVICES RESOURCE CONSERVATION 5/1/09

Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09

Q2 - REDUCE WATER USAGE BY 10% BY END OF FY 09/10

Q3 - REDUCE GAS / HEATING OIL USAGE BY 10% BY END OF FY 09/10

Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%BY END OF FY 09/10

A. JOHNSON

MANAGE DISTRICT & SCHOOL SECURITY

NEED ISMET

DEVELOP DISTRICT AND SCHOOL SECURITY DOCUMENTATION

P5 - EQUIPMENT REQUIREMENTS MET (% OF FACILITIES)

P13 - # CODES BROADCAST

P14 - # MEETINGS HELD

P11 - # ID BADGES ISSUED

P12 - LEVEL II BACKGROUND CHECK CYCLE TIME (Planned vs. Actual)

P10 - # BACKGROUND CHECKS COMPLETED

P8 - SCHOOLS WITH SRO (%)

P9 - # SECURITY ASSESSMENTS REQUESTED

P2 - # INVESTIGATIONS PERFORMED PER DISTRICT & SCHOOL SITE

P3 - # EXPULSIONS PER MONTH

CONDUCT BACKGROUND SCREENING

MONITOR & COORDINATE DISTRICT &SCHOOL SITE SECURITY

BROADCAST INCIDENT CODES

INTERFACE WITH LAW ENFORCEMENT AGENCIES

P1 - # POLICIES, PROCEDURES, PLANS, TRAINING COURSES,

CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS

DEVELOPED, REVIEWED & UPDATED

MANAGE SECURITY EQUIPMENT

PERFORM SECURITY INVESTIGATIONS

P4 - # EQUIPMENT REQUIREMENTS DEVELOPED,

REVIEWED & UPDATED

P7 - # TRAINED PERSONNEL PER COURSE

P6 - # TRAINING COURSES CONDUCTED

P15 - # OF Criminal SESIR REPORTS RECEIVED IN WRITING

P16 - SECURITY BEST PRACTICES (OPPOGA) SELF-ASSESSMENT

MILESTONES (Milestones Planned vs. Actual Accomplished)

P17 - # 5 STAR SELF- ASSESSMENT FINDINGS

MONITOR SESIR REPORTS

PERFORM 5 STAR SECURITY SELF-ASSESSMENT

Legend: KWP - Key Work ProcessOPPAGA - Office of Program Policy Analysis and Government Accountability SCIRM - School Critical Incident Response Manual SESIR - School Environmental Safety Incident Report

Safety & Security Deliverables: D1 - School Safety Plan D2 - School Safety Reports D3 - School Critical Incident Response Manual D4 - Employee, Volunteer, and Contractor Level II Background Checks D5 - Employee, Volunteer, and Contractor ID Badges

CONDUCT TRAINING

WHO

STEP

MacroProcess: Process Owner:

BPS SCHOOLBOARD SCHOOL OTHER

DISTRICT & SCHOOL SECURITY

MANAGE

NEED

CONDUCT

CONDUCT

INTERFACE

DEVELOP

PERFORM

MONITOR &COORDINATE

BROADCAST

MONITOR

PERFORM

MANAGED

MANAGE DISTRICT & SCHOOL SECURITY

FACILITIES SERVICES SECURITY 5/1/09

Q1 - COMPLIANCE WITH FEDERAL, STATE, LOCAL AND SCHOOL BOARD REQUIREMENTS

Q2 - PREVENT SCHOOL VIOLENCE ( SESIR INCIDENT RATIO - # CRIMINAL INCIDENTS / STUDENT POPULATION)

Q3 - REDUCE SECURITY RISKS AND LIABILITY(# PLANNED SECURITY TRAINING SESSION / # ACTUAL SECURITY TRAINING SESSIONS)

Q4 - IMPROVE SCHOOL - COMMUNITY RELATIONS ON SCHOOL SECURITY (# SITE OR COMMUNITY VISITS CONDUCTED / # SITE OR COMMUNITY VISITS PLANNED)

A. ALFORD

KWP 1

KWP 2

KWP 3

KWP 4

KWP 5

KWP 6

KWP 7

KWP 8

KWP 9

KWP 10

Facilities Process Improvement Initiative 5-1-09

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Transcript of Facilities Process Improvement Initiative 5-1-09