A plan for continuous improvement
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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

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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

    • Completed6,500

    • 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


Department overview4

Department Overview


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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