Gwinnett County Department of Support Services Business ...

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Gwinnett County

Department of Support Services

Business Plan 2010

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AgendaAgenda

• Mission, Vision, and Values• Prior Years Accomplishments• Organizational Structure• Core Services Overview• SWOT Analysis• Metrics• Budget Data• Services Delivery Plan• Summary

• Mission, Vision, and Values• Prior Years Accomplishments• Organizational Structure• Core Services Overview• SWOT Analysis• Metrics• Budget Data• Services Delivery Plan• Summary

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Mission, Vision, and ValuesMission, Vision, and Values

Support Services is an internal service organization that provides responsive, high-quality services in the areas of Facilities Management, Fleet Management, Construction Management, and Property Management.

Support Services is an internal service organization that provides responsive, high-quality services in the areas of Facilities Management, Fleet Management, Construction Management, and Property Management.

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Mission, Vision, and ValuesMission, Vision, and ValuesCapital Projects

From Mission…April 2008

…to VisionMarch 2009

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Mission, Vision, and ValuesMission, Vision, and ValuesFacilities Management

From Mission… …to Vision

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Mission, Vision, and ValuesMission, Vision, and ValuesFleet Management

From Mission… …to Vision

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Accomplishments in 2009Accomplishments in 2009

•Environmental/Green Sustainability

•Project Charter

•Hired Property Section Manager

•95% Fleet Availability

•Ebay

•Clean Fuel Fleet Program (CFFP)

•Custodial Certification

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Organizational StructureOrganizational Structure

Background:

• Originally Department of Administrative Services in 1988

• Has transitioned as functions were added and moved toother departments

Background:

• Originally Department of Administrative Services in 1988

• Has transitioned as functions were added and moved toother departments

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Organizational StructureOrganizational StructureCurrent Number of Employees

105 full-time8 part-time

10 temps

Total ReductionsJune 16:

7 full-time positions 2010 Business Plan:

4 full-time positions5 part-time positions3 temporary positions

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SWOT AnalysisSWOT AnalysisStrengths Weaknesses

Opportunities Threats

*Longevity in key positions

*Quality of Supervision

*Strong Service Orientation

*Staffing level low

*Lack of training

*Vehicle/Equipment to tech ratio below industry level

*Utilization of contract svcs

*Usage of technology

*Budget challenges saves $$ and improves effectiveness

*Limited operational funding

*Decline in economy

*Loss of experienced staff

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Director’s Office

Capital Project Management

Facilities Management

Fleet Management

Fiscal Management

Property Mgmt

Project Mgmt Building Svcs

Operations & Maintenance

Shop Operations

Fuel Operations

Motor Pool

Ebay Sales

Core ServicesCore Services

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IIFinancial

Perspective

ICitizens/ Customer

Perspective

IIIInternal

ProcessesPerspective

Mission to VisionMission to Vision

IV Learning/ Growth

Perspective

Metrics – Balanced ScorecardMetrics – Balanced Scorecard

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MetricsMetricsCitizens/Customer Perspectives

•Ensure timely completion of service requests

•Ensure quality of service request responses

•Improve Capital Project Delivery

•Develop Five Year Fuel Site Master Plan

•Improve Environmental Sustainability of Gwinnett County Community

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MetricsMetricsFinancial Perspective

•Improve accuracy and efficiency of CIP budgeting vs. expenditures

•Reduce average cost per vehicle PM

•Reduce County-wide fuel consumption

•Reduce the cost of Fleet ownership

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MetricsMetricsInternal Process Perspective

•Improve utilization of staff

•Improve internal DoSS communication

•Enhance land/facilities mgmt and planning

•Advance public infrastructure plan

•Reduce environmental impact of Government’s facilities, Fleet & Operations

•Enhance Real Property acquisition and disposal processes

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MetricsMetricsLearning/Growth Perspectives

•Increase job knowledge level & skills

•Enhance succession planning opportunities

•Enhance available productive hours

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Services Delivery PlanServices Delivery Plan

Challenge:

Determining the proper balance between service delivery to stakeholders and meeting financial goals.

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Budget DataBudget Data2010 Operating Budget

General FundRequested: $ 8,896,577.00Reductions: $ (705,183.00)Fleet FundRequested: $ 6,333,253.00Reductions: $ (352,200.00)

2010 Capital BudgetSupport Services: $12,900,185.93

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Service Delivery PlanService Delivery Plan

•Realign staff with anticipated workloads – reduce 2 temps, 1 PT

•Revamp delivery of housekeeping services to increase efficiency and reduce reliance on contracted services – reduce 1 FT

General Fund

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Reduce/eliminate contract services:

•Ground maintenance services

•Architectural/engineering services

•Interior plant maintenance

•Fire sprinkler system maintenance

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•Implement no major contracted interior refinishing requests

•No enhancement services request policy for maintenance items

•Reduce overtime

•Eliminate part-time positions (3)

•Close GJAC on weekends, after- hours, and holidays

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•Eliminate fuel technician position (1 FT)

•Eliminate service technician positions (2 FT)

•Eliminate part-time position

•Reduce utilities – 4 day work week

•Reduce parts reserve

Fleet Fund

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Countywide initiatives:

•Fuel co-op

•Extend preventative maintenance services

•Eliminate OEM parts

•Purchase NAPA batteries/bulk tires

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ConclusionConclusion

•Capital Project Management will manage $25m in projects with a total value of $200m, complete 9 projects, and acquire 95 acres of property

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•Capital Project Management will manage retrofit projects on over 100 buildings using $2.6m in stimulus funding

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Facilities Management will:

•Provide full service maintenance on 38 buildings comprising of 1,563,428 sq ft.

•Complete 9,300 preventive maintenance tasks

•Complete 5,480 service requests

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•Provide grounds maintenance at 35 sites

•Provide daily housekeeping services in 35 facilities with more than 1.3m sq. ft.

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•Fleet Management maintains 2700 vehicles and equipment.

•Fleet will complete over 7,668 oil changes, replace 7250 tires, and 11,703 repairs, totaling 19,371 work orders.

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•Fleet will maintain 11 fuel sites and pump more than 6m gallons of fuel with a value of more than $12.5m

•Fleet will sell 327 surplus vehicles returning $1.18m in revenues to the County

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•Department of Support Services will provide our core services within our budget for fiscal year 2010

Gwinnett County Department of Support Services Business ...

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