B O R N T O L E A D

Department of Facilities Management

Strategic Planning UpdateDecember 6, 2005

Strategic Planning Agenda

CMMS Requirements Definition Summer 04 Mission, Vision & Goals Definition Fall 04 FAMIS Purchase Dec 04 Reorganization Apr 05 FAMIS ‘Go Live” Dec 5, 05 Banner/FAMIS Integration Apr 06

Our MissionOur Mission is to provide the is to provide the Dalhousie Dalhousie community with an inviting, safe community with an inviting, safe and sustainableand sustainableenvironment which supports and environment which supports and enhancesenhancesan inspiring experience in learning, an inspiring experience in learning, living and living and research. research.

MISSION

Providing Excellence in Facilities Management

Our VisionOur Vision is to be an innovative is to be an innovative team team of motivated professionals of motivated professionals recognized forrecognized forexcellence in Facilities excellence in Facilities Management.Management.

VisionVision

Providing Excellence in Facilities Management

G1. Stewardship - To be recognized as the stewards of the university facilities.

Providing Excellence in Facilities Management

Objectives:

• To provide and maintain an inviting environment• To Develop a FM Business Plan• To develop and maintain a university Master Plan• To manage accurate and useful facilities information• To be accountable for stewardship functions• To define an acceptable FCI rating per building• To achieve the FCI ratings• To establish a Facility Needs index• To provide a comprehensive Maintenance Management

program

* FCI – Facility Condition Index

G 2. Clients - To understand, anticipate and respond effectively to our client needs.

Providing Excellence in Facilities Management

Objectives:

• To identify and understand client requirements

eg. - Department plans and programs - space and functional needs

• To foster trust• To define Service Levels – standards and

expectations• To educate our clients• To achieve and maintain 100% client

satisfaction

G 3. Process Improvement - To achieve efficient and effective results, through optimal and standardized processes.

Providing Excellence in Facilities Management

Objectives:

• To identify and justify processes required • To have standardized processes • To have documented processes • To verify our organizational structure• To establish Benchmarks and Benchmark research• To develop an improvement process• To be totally integrated• To successfully implement a CMMS

* CMMS – Computerized Maintenance Management System

G 4. Communication - To share accurate information with the right people at the right time.

Providing Excellence in Facilities Management

Objectives:

• To define what information is needed, when and by whom

• To define communication types/methods• To define communication tools • To develop and implement a communication strategy

and program • To develop a branding and marketing strategy and

program

G 5.Employees - To foster innovative and motivated employees.

Providing Excellence in Facilities Management

Objectives:

• To provide a safe work environment • To identify and confirm roles and responsibilities• To establish and implement a training program • To develop and implement an orientation program• To establish and implement a team building and

recognition program • To establish a development program• To provide and support empowerment

Dalhousie UniversityFacilities Management Functions

Director

Planning Projects Security

Finance Admin.

Operations

Providing Excellence in Facilities Management

Planning

Strategic Planning(Campus/Asset/Space/Real Estate)

Operational Planning(Projects/Events)

Benchmarking

ClientRequirements

PerformanceStandards

ResourceAllocation

Performance Analysis

DocumentsManagement

Integration(Process & Systems)

Client Reception(Works Reception/Event Booking)

Providing Excellence in Facilities Management

Projects

Design Estimating

ProjectManagement

ContractManagement

CommissioningWarranty

Management

Providing Excellence in Facilities Management

Operations

Resource Management/Scheduling

Utilities

MaintenanceShops/Zones

Warehouse/Purchasing

Access Control

SignageEstimating

(Internal Resources)

Service Contract Administration

Environmental Services

WarrantyManagement

Safety

InternalProjects

Providing Excellence in Facilities Management

Security

SecurityOperations

Education/Liaison

Parking Investigations

Providing Excellence in Facilities Management

Administration

Human Resource Administration

LabourRelations

Communications/Marketing

InformationTechnology

Training/Development

PolicyManagement

Providing Excellence in Facilities Management

Finance

BudgetCoordination

Financial Consultation

Accounts Payable Accounts Receivable

Billing(Internal/External)

Internal Audit(Financial/Procedural)

Financial Analysis

Providing Excellence in Facilities Management

Re-Organization Status Key positions involved in FAMIS so not available for primary duties since January 4 retirements/resignations 6 external hires 14 internal staffing actions Consolidation/barcoding of warehouse SOPs to confirm processes and responsibilities Client Reception = Single initial point of contact for

service requests, event booking and trucking

FAMIS Status

Providing Excellence in Facilities Management

Most internal Facilities Management modules have been Implemented, allowing better scheduling and resource management, as well as elimination of duplicate manual entries in multiple systems

Payroll, external payables and internal billing are now linked to Banner

Self-Service module will go live in April

- administrators will be able to submit and track WOs- accounts will be encumbered when a project is approved

Comments/Questions

Providing Excellence in Facilities Management