partnering with other departments – facility work
DESCRIPTION
Partnering with other Departments – Facility Work. AGENDA. Introduction. Why do we care about partnering with other departments?. Problem s olving process and program development. Questions. Partnering with other Departments – Facility Work. Introduction. Background. - PowerPoint PPT PresentationTRANSCRIPT
Partnering with other Departments – Facility Work
• Introduction
• Why do we care about partnering with other departments?
• Problem solving process and program development
• Questions
AGENDA
Partnering with other Departments – Facility Work
Introduction• Background
• Butte County Business Models• Contracts / Procurement – Center Led• Real Estate – Centralized• Facility Work - ????
• Associated Scope of Work• Facility Modifications - mostly• Small Projects - moving target
Partnering with other Departments – Facility Work
Why do we care about partnering with other departments?
• Department Need
• Risk
- need may not be clear . . .
• Work Now or Work Later
- could span years. . . .
- clean up later . . . .
• We are a support department and it’s our job
• We cost too much• We take too long• We require more stuff like design work & Accessibility Work• We can’t possibly know what the department needs
• Complaints - The Four Most Common:
• Relationships
Partnering with other Departments – Facility Work
Problem Solving - Every Time a Job Popped Up . . .
Options
Ignore Requests Department just does it
Partnering with other Departments – Facility Work
Problem Solving - Every Time a Job Popped Up . . .
Options
Ignore Requests
Delay the ProjectDepartment just does itComplaints
Partnering with other Departments – Facility Work
Problem Solving - Every Time a Job Popped Up . . .
Options
Ignore Requests
Delay the Project
Juggle
Department just does itComplaints
Inefficient – Start and Stop
Partnering with other Departments – Facility Work
Problem Solving - Every Time a Job Popped Up . . .
Options
Ignore Requests
Delay the Project
Juggle
Get Help
Department just does itComplaints
Inefficient – Start and Stop
Inform the Board
Partnering with other Departments – Facility Work
Get Help
Major RepairsFacility Modifications
Capital Construction
Crafts Workers
Dolla
r Am
ount
Project Managers
Maintenance &Small Repairs
Wor
k O
rder
Qua
ntity
Administer an Average of 14
Contracts at a time
Board PerceptionActual
Contract Management
Work Assignments
Partnering with other Departments – Facility Work
Problem Solving - Every Time a Job Popped Up . . .
Options
Ignore Requests
Delay the Project
Juggle
Get Help
Develop Decentralized Program
Department just does itComplaints
Inefficient – Start and Stop
Inform the Board
It’s what departments want
Partnering with other Departments – Facility Work
Develop a Decentralized Approach to Delivering Facilities Work . . . . . .why is it so hard?
1. What do we REALLY care about?
2. Who can REALLY help us solve this?
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Insurance
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Unable to assess risk factors of projects
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Insurance
Info Systems
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Unable to assess risk factors of projects
Lack of coordination with central Information Systems Dept
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Insurance
Info Systems
Permits
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Unable to assess risk factors of projects
Lack of coordination with central Information Systems Dept
Jurisdiction, Point of Contact and Construction Drawings
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Insurance
Info Systems
Permits
Accessibility
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Unable to assess risk factors of projects
Lack of coordination with central Information Systems Dept
Jurisdiction, Point of Contact and Construction Drawings
Requirements, priorities and scope of work
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Insurance
Info Systems
Permits
Accessibility
Property Rights
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Unable to assess risk factors of projects
Lack of coordination with central Information Systems Dept
Jurisdiction, Point of Contact and Construction Drawings
Requirements, priorities and scope of work
Leasehold and Fee, actual responsibilities
Partnering with other Departments – Facility Work
Program Development 1. What do we care about?
Area of Concern
Safety
Maintenance
Solicitation
Insurance
Info Systems
Permits
Accessibility
Property Rights
Worker Class
Concerns and Risk
Risk Factors
Hazardous Material. Citizens, County Staff and Contractor
Poor design/quality will create maintenance problems
Protests
Unable to assess risk factors of projects
Lack of coordination with central Information Systems Dept
Jurisdiction, Point of Contact and Construction Drawings
Requirements, priorities and scope of work
Leasehold and Fee, actual responsibilities
Clerks working as Project Manager
COUNTY CULTURE INFLUENCES HOW THESE ARE SOLVED
Partnering with other Departments – Facility Work
Program Development 2. Pilot Team Comments
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early
Partnering with other Departments – Facility Work
Program Development 2. Pilot Team Comments
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early Failed
Partnering with other Departments – Facility Work
Program Development
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early Failed
Information Systems Improve Project Management
2. Pilot Team Comments
Partnering with other Departments – Facility Work
Program Development
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early Failed
Information Systems Improve Project Management Failed
2. Pilot Team Comments
Partnering with other Departments – Facility Work
Program Development
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early Failed
Information Systems Improve Project Management Failed
Fire Gain Some Control
2. Pilot Team Comments
Partnering with other Departments – Facility Work
Program Development
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early Failed
Information Systems Improve Project Management Failed
Fire Gain Some Control Failed
2. Pilot Team Comments
Partnering with other Departments – Facility Work
Program Development
Attempt 1:Department Reason OutcomePublic Works Head Projects Off Early Failed
Information Systems Improve Project Management Failed
Fire Gain Some Control Failed
Attempt 2:Department Reason OutcomeDESS Great Partner & Pending Work Success
Sheriff AB 109 Pressure Success
2. Pilot Team Comments
Partnering with other Departments – Facility Work
Delivery Methods
Strategically Assigned Project
Option 1: General Services Completes the Project
Option 2: General Services and Department Share in Completing the Project
Option 3: The Department Completes the Project
Prioritization
Full Delegation
Occasional Bumps
In Development
Partnering with other Departments – Facility Work
Concept
Process
• Fit the project into the work flow of General Services• Typical delivery method for SMALL and LARGE . .. Try it for MEDIUM
• CERF Process
Option 1: General Services Completes the Project
Partnering with other Departments – Facility Work
Concept
Process
• Fit the project into the work flow of General Services• Typical delivery method for SMALL and LARGE . .. Try it for MEDIUM
• CERF Process• Funding• Prioritization
• Project Close - Internal• Delivery using typical process
Option 1: General Services Completes the Project
Partnering with other Departments – Facility Work
Option 1: General Services Completes the Project
Prioritization
Type Rate
C-Critical 1
E-Essential 2
S-Standard 6
N-Negligible 9
U-Undetermined 50
Asset Factor Work Type FactorType Rate
1-Imminent Risk 1
2-Envelope Failure 2
3-Management 5
4-Preventative 8
5-Repair 10
6-Facility Modification 15
7-Image Concern 20
Like Administration
BuildingLike Smoke and
water
Criticality Factor
The lower the number, the higher the priority
Based on how long we could live without the facility
How urgent is the problem
Criticality Factor
The lower the number, the higher the priority
Partnering with other Departments – Facility Work
Option 1: General Services Completes the Project
Pros
Cons
• Process is understood by all
• General Services retains control of process and documentation
• Quickest and least expensive – keeps staff on assigned tasks
• Requires Departments to plan ahead• General Services can never keep up
Partnering with other Departments – Facility Work
Concept
Process
• The Department and General Services share the work load• The project can be finished sooner and for less cost
• Meet to discuss the project• Assign work where it best fits• Formal Agreement (MOU)
• Project Close – Mutual and Document Retrieval
Option 2: General Services and Department Share in Completing the Project
• Regular Status Check Meetings
DESS
Partnering with other Departments – Facility Work
Pros
Cons
Option 2: General Services and Department Share in Completing the Project
• Departments feel like they are helping
• Departments learn about Project Management
• Continual meetings• Work Duplicates and Omissions• In the end . . .the Departments don’t typically like it
Partnering with other Departments – Facility Work
Option 3: The Department Completes the Project
Concept
Process
• General Services issues a Work Order just to become aware of project
• Department obtains a work order number• Department Certifies all aspects• Department completes the project• Project Close – Document Retrieval
• The Department handles all details
• General Services may audit results
Sheriff
Partnering with other Departments – Facility Work
Pros
Cons
Option 3: The Department Completes the Project
• Departments like the control
• More work gets completed
• Internal Control Departments don’t like it (Risk Management, Counsel, etc)
• General Services still involved . .. Sometimes too late
• Still being evaluated
• Still being evaluated
• Quality of Certifications
• Some Departments refuse
Partnering with other Departments – Facility Work
Questions and Comments to Help Others??