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A Plan for Continuous Improvement. Springfield Public Schools. Presented To: The Springfield Control Board December 21 st 2005. Agenda. Department Overview SPS Profile PFM Action Plan Energy Management Putnam Vocational School Update Continuous Improvement Plan. Department Overview.

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a plan for continuous improvement

A Plan for Continuous Improvement

Springfield Public Schools

Presented To:

The Springfield Control Board

December 21st 2005

agenda
Agenda
  • Department Overview
  • SPS Profile
  • PFM Action Plan
  • Energy Management
  • Putnam Vocational School Update
  • Continuous Improvement Plan
department overview
Department Overview
  • Consolidated Parks and Recreation Department, with Facilities Management Department, into one Department Parks, Buildings, and Recreation (PBR) – Jan 2005
  • One Stop management for school building needs, centralized management control of all custodians, and management of grounds maintenance
  • Conducted assessment of school buildings January 2005 to provide high level baseline of work required and to prioritize schools’ needs
  • Submitted draft version 1.0 of the School Building Master Plan
department overview1
Department Overview
  • Assessed current situation
    • Profile of organizational health
    • Sick leave
    • Worker’s comp
    • Grievances
    • Conducted informational meetings with all employees
    • Set new goals and standard for all employees
      • Attendance program
      • Custodial Care Manual
    • Customer Service
department overview2
Department Overview
  • Implemented Web-Based Work Order System
    • Schools can go on-line to post work order requests.
    • Schools can track work order requests on a daily basis
    • Self Service Touch Screen Kiosk
  • Work Order Statistics
  • Since January 2005
      • Total Requests 8,100
      • Completed 6,500
      • Balance 1,600
department overview3
Department Overview
  • Current Work Order Functions
  • Work Order Request Management
  • Weekly Encumbrances
  • Clerk Productivity
  • Trade / Contractor Productivity
  • Invoice Authorizations
  • Virtual Thrift Store
  • Self Service Kiosk
  • Facility Master Planning
sps past profile
SPS Past Profile
  • Safety Issues
      • Fire Safety Code Violations
      • Building Code Violations
  • Structural Integrity Deficiencies
  • Mechanical Systems Inefficient
  • Electrical Systems Outdated
sps profile
SPS Profile
  • Second largest school district in New England
  • Serves 27,000 students
  • 4.4M gross square footage of school buildings
  • Average building age 54 years
  • The national average per pupil expenditure for facility maintenance is $1,037. Springfield spends $907.
  • The national average sq ft per tradesperson is 87,931. Springfield assigns 235,985 sq ft per tradesman.
energy management
Energy Management
  • Coordinating energy management City-wide.
  • Completed overview of existing systems and costs to operate city buildings
  • Preparing bid specifications for energy management services. The bid will be submitted to the DOE for their approval in December ’05
  • Will conduct interview for qualified companies January ’06.
  • A complete audit and recommendations is anticipated September ’06
current conditions putnam vocational high school
Current Conditions- Putnam Vocational High School
  • April ‘05 - Met with MSBA on April 4th to discuss construction of a new Putnam Vocational School
  • Oct ’05 – Toured current facility with the State Treasurer and MSBA management to determine next steps..
  • Dec ’05 - Currently out to bid for a project management company.
  • Jan ’06 - The City will review bid responses from qualified project management firms and award.
continuous improvement plan
Continuous Improvement Plan
  • Committed and completed $2M in FY ’05 and $2M FY ’06 in deferred maintenance.
  • Due to extensive deferred maintenance backlog we have identified $4 million per year in general maintenance needs over the next 4 years.
  • Committed $600K for FY’05 City Capital Funds
    • Replacement of Lincoln School Windows
  • Identified $33 million dollars capital project needs
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