A Plan for Continuous Improvement

Presented To:

The Springfield Control Board

December 21st 2005

Springfield Public Schools

2

Agenda

• Department Overview• SPS Profile• PFM Action Plan• Energy Management• Putnam Vocational School Update• Continuous Improvement Plan

3

Department Overview

• Consolidated Parks and Recreation Department, with Facilities Management Department, into one Department Parks, Buildings, and Recreation (PBR) – Jan 2005

• One Stop management for school building needs, centralized management control of all custodians, and management of grounds maintenance

• Conducted assessment of school buildings January 2005 to provide high level baseline of work required and to prioritize schools’ needs

• Submitted draft version 1.0 of the School Building Master Plan

4

Department Overview

• Assessed current situation• Profile of organizational health• Sick leave• Worker’s comp• Grievances

• Conducted informational meetings with all employees

• Set new goals and standard for all employees• Attendance program• Custodial Care Manual

• Customer Service

5

Department Overview

• Implemented Web-Based Work Order System• Schools can go on-line to post work order

requests.• Schools can track work order requests on

a daily basis• Self Service Touch Screen Kiosk

Work Order StatisticsSince January 2005

Total Requests 8,100Completed 6,500 Balance 1,600

6

Department Overview

Current Work Order Functions

•Work Order Request Management

•Weekly Encumbrances

•Clerk Productivity

•Trade / Contractor Productivity

•Invoice Authorizations

•Virtual Thrift Store

•Self Service Kiosk

•Facility Master Planning

7

Department Overview

8

SPS Past Profile

• Safety Issues• Fire Safety Code Violations• Building Code Violations

• Structural Integrity Deficiencies

• Mechanical Systems Inefficient

• Electrical Systems Outdated

9

SPS Profile

• Second largest school district in New England

• Serves 27,000 students

• 4.4M gross square footage of school buildings

• Average building age 54 years

• The national average per pupil expenditure for facility maintenance is $1,037. Springfield spends $907.

• The national average sq ft per tradesperson is 87,931. Springfield assigns 235,985 sq ft per tradesman.

10

Energy Management

• Coordinating energy management City-wide.

• Completed overview of existing systems and costs to operate city buildings

• Preparing bid specifications for energy management services. The bid will be submitted to the DOE for their approval in December ’05

• Will conduct interview for qualified companies January ’06.

• A complete audit and recommendations is anticipated September ’06

11

Current Conditions- Putnam Vocational High School

• April ‘05 - Met with MSBA on April 4th to discuss construction of a new Putnam Vocational School

• Oct ’05 – Toured current facility with the State Treasurer and MSBA management to determine next steps..

• Dec ’05 - Currently out to bid for a project management company.

• Jan ’06 - The City will review bid responses from qualified project management firms and award.

12

Continuous Improvement Plan

• Committed and completed $2M in FY ’05 and $2M FY ’06 in deferred maintenance.

• Due to extensive deferred maintenance backlog we have identified $4 million per year in general maintenance needs over the next 4 years.

• Committed $600K for FY’05 City Capital Funds• Replacement of Lincoln School Windows

• Identified $33 million dollars capital project needs