Envisioning the Facilities of The Future –
Collaborative & Integrated Program
Planning
Facilities Management Programs
AALAC Accreditation Program Support Adopt-A-Spot Program
Asset Management
Architecture Pond/Wildlife Habitat Program Auto/Fleet Program
Building Coordinator Program
Business Plans Program Management Campus Recreation Capital Plan FCA/ Renewal Planning Program
Childcare Accreditation Program Support
Classroom Operations (Physical Program Support) Classroom Projects Capital Planning
CLICK (Creating Literacy In Computer Knowledge) Communications & Marketing Program
Continuing Service Agreements (CSA) Cooperative & State Contract Utilization CRDM Program
Custodial Program
Elevator PM & Repairs Program
FSC / Work Management Support Program FAMIS & Work Management
FCA Planned Audit Program Fire/Life Safety Program FM Employee Recognition
FM Staff Advisory & Diversity Committee FM Professional Development
FM Mandatory Staff Training FM Sustainability
Fountains Maintenance & Renewal Infrastructure Planning
Job Order Contracting (JOC) Kitchen/Dining PM Plan Locks & Keys Centralization Metering Program Plan
Facilities Operational Contracting Program
Parking & Transportation Projects (2 Year Capital Plan) Parking Garage Management Program
PM & Zone Maintenance Program
Plant Ops Employee Orientation/Onboarding Program PREP Planning Program
Procurement & Inventory Process Program Project Delivery Program & Training
Radio/Communications Program Rigging PM & Repairs Program SHRL Capital Plan Support
Solid Waste & Recycling Program Uniform Program
University Centers Renewal Plan Support Wortham House Capital Plan
Program Highlight: Custodial Services Program
Service, Mission and Goals
•
The FM Custodial Services Program strives to provide the University with clean, safe and
environmentally friendly space, and works to ensure a quality learning environment for
faculty, staff and visitors in support of the University’s mission of teaching research and
community service.
Custodial Services support 106 Facilities over 11.3M GSF
•
Staff are critical to environmental services and are part of a distributed service model
integrated with auxiliaries in September 2011
•
Managed Care Level (APPA 3 is funded/targeted for new space)
•
Current Staffing Mix: 11 of 106 facilities are outsourced
o
10% Outsourced ($.95 / CSF)
o
90% In-House ($1.24 / CSF) - 183 FTE’s
•
2018 Target goal will be 40/60 Contract / In-House Split
o
Targeted model mix allows for funding efficiencies
o
Savings achieved through outsourcing allows for program reinvestment; service level
enhancements in all facilities
o
Mix will occur through natural attrition and staff reassignments to areas with gaps in
service (hours of operation) model –
this is not a personnel reduction effort, but a
strategic reinvestment plan.
Space Funding Levels
Funding Trend FY06-FY12
Category FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 Total Expenses $11,900,430 $11,087,366 $13,973,752 $12,801,338 $12,311,248 $12,930,429 $12,151,993 Campus E&G - GSF 5,249,639 5,249,639 5,483,228 5,405,985 5,576,458 5,245,264 5,594,204 Cost/GSF $2.27 $2.11 $2.55 $2.37 $2.21 $2.47 $2.17 CRDM Allowance * $10,000,000 $10,000,000 $10,000,000 $3,000,000 $2,539,397 $5,013,924 $8,396,345 CRDM/GSF $1.90 $1.90 $1.82 $0.55 $0.46 $0.96 $1.50 Total/GSF $4.17 $4.02 $4.37 $2.92 $2.66 $3.42 $3.67 Variance from APPA ($4.17) ($4.02) ($4.37) ($2.92) ($2.66) ($3.42) ($3.67) 5Program Model: Reinvestment
6
Custodial Program Model Component Outline
• Custodial Program Elements
Level of Service by Space type – established and documented 2011
Personnel & Benefits: Market Wage is our Goal
Staff Equity (pay)
o Three phased equity review – first phase completed in FY12 brought custodial staff from 64% to 84% of market wage - $430,056 investment to date
o Deleted last minimum wage job pay grade 101 from the university – FY12
Space, Computer Access & Computer Literacy Training
o Computer room built with 36 terminals and access for all staff
o Computer Literacy Classes and Training scheduled and ongoing
o All training materials & communications now in English/Spanish
Equipment & Resources (capital equipment and supplies)
o Inventory and full replacement of custodial equipment planned for FY 13/14
Uniforms
– outsourcing and laundering in FY13 for all front line staff to improve appearance and comfort
Custodial Level of Service Training –
quarterly & annual – will be providing first formal training program ever (English & Spanish) for in house staff, custodial, level of service & EHS
Inspections & Quality Assurance
– post training FY 2013
Performance Metrics -
Customer Surveys to roll out by April 2013 and inspection results by September 2013 from McLemore Program ModelCustodial Program Elements Continued:
7
Contracts Targeted
:
o
Enhanced service level for high use and technical spaces (labs, food &
dining, etc.)
o
Contracting Elements: Target Historically Underutilized Business (HUB) to
ensure this contracting element supports the community in which UH resides
*All contracts to date are 100% HUB
o
New, Full Renovations or Auxiliary Spaces
Staffing, Shift & CSF Distribution
• Program plan will utilize contracting opportunities to fill service gaps for
mid-shift needs across campus – ongoing as contracts are executed
• Target of 1 FTE per 20,000-30,000 GSF based on space type
o
Research and Auxiliary space 1 FTE per 20-25,000 CSF
o
E&G & Administrative – 1 FTE per 30,000 CSF
o
Redistribution of FTE’s will allow for service enhancement in existing spaces
funded at a lower level
o
Classroom reinvestment is targeted (3 FTE’s being committed to classrooms this
year) 1 custodial and 2 maintenance
Custodial Program Elements Continued:
8
McLemore Building Maintenance RFQ730-12074
Janitorial Development Project for University of Houston Updated: January 14, 2013
Approximate
# Days Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14 Equipment Inventory & Evaluation
Complete Inventory of All Equipment1 15 Condition Assessment & Repair Plan 7 Recommendations and Transition Plan 7
Including Capital Renewal / Replacement Plan
Training System Development & Initial Training
Develop Customized Program2, 3 15
Set up Specialized Training Modules 15
Develop New Employee Orientation 15
Training for Trainers 7
Initial Management & Employee Training Sessions 7
Inspection Services & System Setup
System Setup (by UH) 0
Monthly Inspections (15 per month) 3 Inspection Follow-up & Program Adjustments 7
Quarterly Training & Ongoing Support
Quarterly Continuing Education 7
Monthly Meeting 1
M. Knight with Managers & Supervisors
Planning Forward
Creativity, Innovation & Collaboration Have Become Critical
• Research & Residential Missions are top priorities
• Academic, Private & Public Partnerships are essential to our long term
success in all program areas
• Streamlining operations & simplifying processes in all areas
o
Space utilization and reduction in net new space, collaborative and flexible
space are core plan components
o
Leveraging spend & targeting investments (Facilities, Campus & System
Wide)
o
Improving Data & Technology (handhelds, work management systems,
database integrations and self-service modules, integrated space, facilities,
project and capital planning)
o
Reducing organizational complexity & improving operational efficiency
o
Continuous improvement of all service areas – must be flexible and scalable
o
Encourage & Reward Innovation, Flexibility & Accountability
o
People Are Our Business and They will Create The Future
o
Planning Ahead & Ask Why?
Discussion & Questions
