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Developing A Comprehensive Facilities Plan At UVM. Sal Chiarelli, Director of Physical Plant, UVM. Salvatore Chiarelli Director Of Physical Plant UVM 284 East Avenue, Burlington VT 05405 (802)656-1072 (802)656-1075 fax [email protected] http://www.uvm.edu/~uvmppd. My Background.

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Developing a comprehensive facilities plan at uvm

Developing A Comprehensive Facilities Plan At UVM

Sal Chiarelli, Director of Physical Plant, UVM


Salvatore Chiarelli

Director Of Physical Plant UVM

284 East Avenue, Burlington VT 05405

(802)656-1072 (802)656-1075 fax

[email protected]

http://www.uvm.edu/~uvmppd


My background
My Background

  • New York City Technical College

  • State University of New York At Binghamton

  • New Jersey Institute of Technology

  • Machine Tool Industry

  • Hospital Services Areas

  • Consolidated Edison Co Of New York

  • New York City Board of Ed

  • Union County College

  • University of Vermont

Sal Chiarelli, Director of Physical Plant, UVM


What i expect to share with you today
What I Expect To Share With You Today

  • Some of the general information involved in the transition of a Physical Plant Department within a very complex Organization.

  • How we are becoming a driving force to promote change at UVM

  • No Rocket Science

Sal Chiarelli, Director of Physical Plant, UVM


Uvm overview
UVM Overview

Sal Chiarelli, Director of Physical Plant, UVM


A variety of buildings
A Variety Of Buildings

Sal Chiarelli, Director of Physical Plant, UVM







Ira allen chapel 1925

Grassmount 1804

Ira Allen Chapel1925



Rowell 1970
Rowell1970


How does ppd fit into the organization
How Does PPD Fit Into The Organization

Sal Chiarelli, Director of Physical Plant, UVM


footers

Need to update this chart


Physical plant department 265 employees
Physical Plant Department265 Employees

  • Recycling Solid Waste

  • Admin

  • Service Ops.

  • Material Management

  • Grounds

  • Projects

  • Heat Plant

  • HVAC

  • CPR Shop

  • Custodial

  • Plumbing

  • Electric shop

  • Asbestos/lead

Sal Chiarelli, Director of Physical Plant, UVM


Ppd as is 8 1999
PPD As Is 8/1999

  • Disconnected

  • Poor Image

  • Little customer focus

  • Overlapping

  • Duplication

  • Do everything

  • No Prioritization

  • And more

  • Low Morale

  • Lots of Emergencies

  • Budget Cuts Continuously

  • Good People

  • Bad Systems

  • No Checks/balances

  • Little use of technology

  • Limited Accountability

  • Building systems neglected

Sal Chiarelli, Director of Physical Plant, UVM


Comprehensive self study review in ppd
Comprehensive Self Study Review In PPD

A.

Sal Chiarelli, Director of Physical Plant, UVM


The main purposes of the study were:To document the current status of the UVM Physical Plant DepartmentIdentify opportunities for increasing efficiencyBenchmark specific indicators against similar departments in other universities and collegesCreate performance indicators for a continuous improvement program.

Sal Chiarelli, Director of Physical Plant, UVM


Why are we doing this
WHY ARE WE DOING THIS

Sal Chiarelli, Director of Physical Plant, UVM


Driving forces
Driving Forces

  • High tuition/room/board (27K)

  • Over 50% choose facility related items

  • Highly competitive market

  • Customer expectations

  • Chaotic/reactive

  • Outsourcing seen as a threat

  • Facilities is overhead

Sal Chiarelli, Director of Physical Plant, UVM


Customer expectations
Customer Expectations

  • Be invisible

  • Like a utility

  • I paid already (grants 50%)

  • Varies according to the individual

  • Be right over service

  • Everything is an emergency

  • Little or no planning

Sal Chiarelli, Director of Physical Plant, UVM


The goals for the project are as follows:

  • Capture the relevant historical information and present it in a logical format;

  • Provide new information about customer satisfaction, employee issues, staffing, industry changes and innovations;

  • Identify opportunities for increasing efficiency within the department;

  • Develop priorities that will clarify funding requirements for the department and assist in the budgeting process;

  • Develop an understanding of the external and internal drivers that force choices and changes within the department;

  • Make recommendations for change and innovation for programs and services;

  • Develop a replicable process that also increases the capacity of the staff to undertake similar studies in the future;

  • Identify the consequences of not taking specific action or making sustainable changes; and

  • Improve the department’s morale by creating a participatory process of self-study.

Sal Chiarelli, Director of Physical Plant, UVM


How did we get info
How Did We Get Info

  • Focus groups

    • Faculty

    • Students

    • PPD Staff

    • Colleagues

  • Surveys

  • SWOT

  • History

  • Other Institutions

  • APPA

  • Current Database WO system

  • Wellness Survey

  • PPD Customer Surveys

Sal Chiarelli, Director of Physical Plant, UVM


Swot analysis
SWOT Analysis

Sal Chiarelli, Director of Physical Plant, UVM


Common denominators
Common Denominators

Strengths (Internal)

Weaknesses (Internal)

Opportunities (External)

Threats (External)

Campus Location

Customer Service

Employee Expertise and Dedication

Well-respected work force

Knowledgeable leadership

Diverse Work Force

Team Work

Customer Feedback

Campus Location

Preventive Maintenance

Loss of Corporate Knowledge

Lack of Centralization

Formal Training Program

Communication

Deferred Maintenance

Organizational Structure

Performance Measures and Accountability

Employee Recognition

Morale

Inadequate Financial Resources

Information Technology (IT)

Undefined Priority Management

Financial Systems & Tools

Bench marking with similar institutions

Partnering (Utilities, Services and Purchasing)

Creative Financing (Grants, Loans and Bonds)

Utilizing Faculty (Staff Development and Technology)

Centralization of Similar Campus Services

Outsourcing

Customer Input

Senior (Upper-administrative) Level Direction

Change of Customer Expectations

Utility Deregulation

Outsourcing

Insufficient Funding

Code Compliance Issues

Media (Television, newspaper and radio)

Changes (Technology, Environmental and Socioeconomic)

Legal Issues (Personnel and Environmental)

Changes in Upper-administrative, senior positions

Wages and Salaries not competitive

Unforeseen expenditures (Personnel and projects)

Key Personnel Retiring

Institutional Competition

Customer Dissatisfaction

Utility Cost Fluctuations

S.W.O.T.’s


Laying out the plan
Laying Out The Plan

  • Situation Analysis/Self Study - Where are you today

  • Mission - Why you exist

  • Vision - What you aspire to be

  • Goals - How to achieve the vision

  • Strategies - Initiatives for accomplishing goals

  • Measurements - Indicators of progress

  • Implementation - Plan-Do-Act-Correct Cycle

Sal Chiarelli, Director of Physical Plant, UVM


Strategic planning
Strategic Planning

  • Re-evaluate our mission

  • Create our Vision

  • Develop goals

  • Create strategies to reach goals

  • Align with the University

Sal Chiarelli, Director of Physical Plant, UVM


Mission
Mission

  • To maintain facilities, perform related services and provide responsible stewardship of the University of Vermont’s physical assets in support of the University’s mission.

Sal Chiarelli, Director of Physical Plant, UVM


Vision
Vision

  • To be a highly effective facilities organization through:

    • Continuous improvement and innovation

    • Maximizing resources

    • Encouraging employee growth and job satisfaction

    • Promoting the values of UVM’s Common Ground and supporting the needs of the Campus Community

Sal Chiarelli, Director of Physical Plant, UVM


Strategic assessment model sam
Strategic Assessment Model (SAM)

Combines Baldrige and Balanced Score card

Sal Chiarelli, Director of Physical Plant, UVM


4 main goals
4 Main Goals

  • Financial : To be responsible stewards of the university assets and cost effective managers of financial resources

  • Internal Processes: To achieve operational excellence by providing highly efficient, effective and responsive services.

  • Innovation and Learning: To create an environment that fosters employee excellence through participation professional growth and clear communications.

  • Customer Perspective: To be recognized by our customers as knowledgeable, responsive and efficient service providers

Sal Chiarelli, Director of Physical Plant, UVM


Actions taken as a result of study
Actions Taken As A Result Of Study

Sal Chiarelli, Director of Physical Plant, UVM


Customer focus
Customer Focus

  • Maintenance specialists

  • Building contact person

  • Road show

  • Mastering the maze

  • Surveys

  • Monthly meetings

  • Building contact info sessions

Sal Chiarelli, Director of Physical Plant, UVM


Committees
Committees

  • Administrative Council

  • Faculty Physical Planning Committee

  • Major project committees

  • Student Committees

  • Staff Appreciation

  • Marketing Team

  • Mastering the Maze

  • Many others

Sal Chiarelli, Director of Physical Plant, UVM


Some communication improvements
Some Communication Improvements

  • Deans/Department Heads

  • Unit meetings

  • Cell phones

  • Getting people out- seminars, training etc

  • Emergency Logs

  • Required Email

  • Email Lists

  • ESL

  • Translators Bosnian/Vietnamese

  • Web Site

  • Services Day Lunch

  • Annual report

Sal Chiarelli, Director of Physical Plant, UVM


Creating a team atmosphere
Creating A Team Atmosphere

  • Walk around

  • Show up

  • Discuss issues

  • Support from the top

  • Everyone is important

  • All hands meetings

  • President

  • Bring people to shops

  • Dept heads come to meetings

Sal Chiarelli, Director of Physical Plant, UVM


All hands meeting
All Hands Meeting

  • Everyone attend

  • Presentations of accomplishments

  • Give people a chance to show off

  • Get the message out

  • Part of the big picture

Sal Chiarelli, Director of Physical Plant, UVM


Some continuous improvement projects
Some Continuous Improvement Projects

  • Examples

  • Custodial Supply

  • Design Standards

  • Recycling Truck

  • Facilities Condition Audit

  • New Facilities Management System

  • Time And Attendance

Sal Chiarelli, Director of Physical Plant, UVM



Visibility on campus
Visibility On Campus

  • Shirts

  • Hats

  • Mark vehicles

  • ID badges

Sal Chiarelli, Director of Physical Plant, UVM


Sharing information resources
Sharing Information/Resources

  • More valuable if you share

  • People holding back

  • No interdepartmental sharing of resources

  • Types

  • Prints, specs, databases, vendors

  • Look for best practices

Sal Chiarelli, Director of Physical Plant, UVM


Performance measuring
Performance Measuring

  • Each operational unit

  • Something meaningful

  • Tied to strategic plan

  • Easily measurable

  • Shows progress

Sal Chiarelli, Director of Physical Plant, UVM


Custodial benchmarking
Custodial Benchmarking

Sal Chiarelli, Director of Physical Plant, UVM


Custodial vendor managed inventory
Custodial Vendor Managed Inventory

  • Goals

    • Reduce inventory

    • Stop complaints

    • Let custodians/supervisors work

    • Standardization

  • Solution

    • Looked for best practice

    • Vendor managed inventory

Sal Chiarelli, Director of Physical Plant, UVM


Business partners
Business Partners

  • Long term commitments

  • Team approach

  • Responsibility

  • Help us reduce waste

  • Assist with best practices

Sal Chiarelli, Director of Physical Plant, UVM


Facilities standards
Facilities Standards

  • One of everything on campus

  • No consistency

  • Negative impact on operations costs

  • Not intended to limit design intent

Sal Chiarelli, Director of Physical Plant, UVM


Energy conservation
Energy Conservation

  • Pro-active

  • Working with departments

  • Formed a Utility Team

  • More proactive in repairs

  • Working with utilities

  • Real time metering

  • Get message out to students/faculty/staff

Sal Chiarelli, Director of Physical Plant, UVM


Utilities master plan
Utilities Master Plan

  • What are the opportunities

  • Co-generation

  • Own our infrastructure

  • Central chilled water plant

  • Capacities

  • Plan the campus

  • Reduce demand

  • RFP being prepared

Sal Chiarelli, Director of Physical Plant, UVM


Facilities management software
Facilities Management Software

  • Space management

  • Work control

  • Capital Projects

  • Key Control

  • Inventory

  • Wireless interface

  • Scheduling

Sal Chiarelli, Director of Physical Plant, UVM


Event and room scheduling
Event and Room Scheduling

  • Duplicates

  • Conflicts

  • 1000/1000/1000

  • Consistency

  • Revisions

Sal Chiarelli, Director of Physical Plant, UVM


Facilities condition assessment
Facilities Condition Assessment

Sal Chiarelli, Director of Physical Plant, UVM


Project management
Project Management

  • Facilities condition audit

  • New project management position

  • Charge projects

  • New project management module

  • Consistency

  • Job Order Contracting

Sal Chiarelli, Director of Physical Plant, UVM


Time and attendance
Time and Attendance

  • Computerized

  • Free up resources for other use

  • Fair

  • Flexibility

  • Reporting

Sal Chiarelli, Director of Physical Plant, UVM


Results so far
Results So Far

  • Morale improving

  • More focused

  • Input from employees

  • Them vs. Us going away

  • More professional

  • Excitement

  • People actually have said enjoy coming to work

  • More opportunities

  • Just starting

Sal Chiarelli, Director of Physical Plant, UVM


Surveys
Surveys

  • Customer satisfaction surveys

  • Once per year

  • Beginning to chart results

  • Employee surveys

Sal Chiarelli, Director of Physical Plant, UVM


Anticipated results
Anticipated Results

  • Accountable

  • Reinvest in department/university

  • Prioritization

  • More proactive less reactive

  • Better trained

  • Highly effective

  • Agile

  • Reduce emergencies and recurring problems

  • Improve morale/reduce turnover

Sal Chiarelli, Director of Physical Plant, UVM


Where do we go from here
Where Do We Go From Here

  • Implement

  • Measure

  • Improve

  • Celebrate

  • Keep going

Sal Chiarelli, Director of Physical Plant, UVM


It’s the right thing to do for our customers

Sal Chiarelli, Director of Physical Plant, UVM


THANK YOU FOR YOUR TIME

Sal Chiarelli, Director of Physical Plant, UVM


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