are you defending your facilities budget?

PASBO 55th Annual Conference 2010PASBO 55th Annual Conference 2010

Are You Defending Your Facilities Are You Defending Your Facilities Budget?Budget?

Presented by: Scott Hair

Regional ManagerSchoolDude.comMarch 10, 2010

PASBO 55th Annual Conference 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 2009March 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)


M&O: Budgets and Staffing Have Not Kept UpM&O: Budgets and Staffing Have Not Kept Up


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


““The Condition of America’s The Condition of America’s Schools: A National Disgrace”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


Rick says stats too high.Blue start at .05, orange end at .45I modified slightly. Orange is at .45 in 2009.

Rick says stats too high.Blue start at .05, orange end at .45I modified slightly. Orange is at .45 in 2009.

For every $1 of maintenance you defer,

it takes $3-4 to fix

Deferred Maintenance

Potential


What You Face Along with Budget What You Face Along with Budget LimitsLimits

“Everyone blames me when things break down and decay, even though my requests have been denied.”

“My _______ does not understand what it costs to keep these facilities going.”

“I need strong support to articulate the need.”


Improve Your Professional Image Improve Your Professional Image ––

The Perception GapThe Perception Gap

PerceptionGap

What you do

What others think you do

Funding Gap?


4 Key Ways to Defend Your Budget4 Key Ways to Defend Your Budget

1. Improve your image2. Establish a respected methodology3. Educate the decision makers and

decision influencers4. Present your request for staff and

money


Making the caseMaking 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


Educating your StakeholdersEducating 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


Collaboration PlatformCollaboration Platform


What Can You Benchmark?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


Facilities Annual ReportFacilities 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


Major Opportunities Major Opportunities for Marketing your M&O Casefor 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”


What’s Required…..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


Google in 1999Google in 1999


The World in 1999The 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


SummarySummary

• M&O must proactively communicate to the organization

• M&O must analyze operation financially• M&O must be a high user of technology


Questions?Questions?

are you defending your facilities budget?

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