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Are You Defending Your Facilities Budget?

Are You Defending Your Facilities Budget?. Presented by: Scott Hair Regional Manager SchoolDude.com March 10, 2010. Times are tough Next year could be worse Expectations are changing When the going gets tough, the tough get going Peer best practices Leadership Solutions. March 2009.

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Are You Defending Your Facilities Budget?

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  1. Are You Defending Your Facilities Budget? Presented by: Scott Hair Regional Manager SchoolDude.com March 10, 2010

  2. Times are tough • Next year could be worse • Expectations are changing • When the going gets tough, the tough get going • Peer best practices • Leadership • Solutions

  3. March 2009 • The percentage of schools deferring maintenance increased from 21 percent 33 percent (FY 2008-2009) • Seventy‐two percent of respondents said their district had to eliminate positions in FY 2009. • ARRA funding priorities: Technology (57%), school repair (54), safety/security (40), connectivity (39), professional development (37)

  4. M&O: Budgets and Staffing Have Not Kept Up

  5. Before students stepped foot inyour doors this year, there was a $5,400 per student backlogof problems you needed to fix. Source: “Repair for Success: An Analysis of the Need and Possibilities for a Federal Investment in PK-12 School Maintenance and Repair” Prepared by the 21st Century School Fund November 16, 2009

  6. “The Condition of America’s Schools: A National Disgrace” • $266.1 Billion Unmet Funding Need for “School Infrastructure” • Addresses new construction and additions needed for adequacy. • Includes deferred maintenance • This is more than twice the 1995 GAO Report of $112B Over $5,000 per student needed just to address infrastructure needs. School Business Affairs – December 2002 cited from Journal of Education Finance Report

  7. For every $1 of maintenance you defer, it takes $3-4 to fix Deferred Maintenance Potential Rick says stats too high. Blue start at .05, orange end at .45 I modified slightly. Orange is at .45 in 2009.

  8. What You Face Along with Budget Limits “My _______ does not understand what it costs to keep these facilities going.” “I need strong support to articulate the need.” “Everyone blames me when things break down and decay, even though my requests have been denied.”

  9. Improve Your Professional Image –The Perception Gap Perception Gap What you do What others think you do Funding Gap?

  10. 4 Key Ways to Defend Your Budget • Improve your image • Establish a respected methodology • Educate the decision makers and decision influencers • Present your request for staff and money

  11. Making the case • Fact based reports • Deferred maintenance in man-hours • Completed work orders by site/person • Capital renewal/replacement schedule • Manpower budgets based on benchmarks • Long range plans • Link M&O to the mission

  12. Educating your Stakeholders • Tell the organization what you do • Setup a M&O website • Know how your compare to other districts; best practices • Set expectations • Get in the paper/newsletter (with good news) • Create a departmental newsletter • Insert articles in the Superintendent newsletter

  13. Collaboration Platform

  14. What Can You Benchmark? • Staffing Headcount per square foot or acre maintained • Budget Cost per square foot and student • Deferred Maintenance Facility Condition Index • Customer Satisfaction Percent satisfied or very satisfied • Response Times Average completion time for high, medium and low priority work orders

  15. Facilities Annual Report • Past Year Accomplishments • Scope – Acres, square footage, assets • Customer surveys and letters • Work orders closed by department • Challenges • Upcoming needs • Current replacement value of buildings • 5 year capital requirements • Cost of not doing repairs • Staffing needs

  16. Major Opportunities for Marketing your M&O Case • You must be proactive – don’t wait for the “powers above” to understand your problems • Data driven decision making – information is power • “Make them an offer they can’t refuse”

  17. What’s Required….. • Leadership • Vision of the future and possibilities • Inspire people to change • Management • Continuous Process Improvement • Master of Change • Technology • Decreasing in cost • Locks in benefits

  18. Google in 1999

  19. The World in 1999 • No high speed Internet at home • No Blackberries, Treos, or iPods • No Digital Cameras, USB keys, or flash memory • No WiFi • No wireless “grid” • No Google

  20. Summary • M&O must proactively communicate to the organization • M&O must analyze operation financially • M&O must be a high user of technology

  21. Questions?

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