Facilities Development and Operations

Transcription

1 Facilities Development and Operations Dashboard/Metrics Report California State University, East Bay July 1, 2016 to June 30,

2 Who We Are: Vice President Administration & Finance Division Associate Vice President Facilities Development & Operations Business Operations Facilities Management Planning Design & Construction Energy Management Budget Maintenance Grounds/Custodial Logistics Services Work Control/Contracts Construction Energy Administrative Services Building Engineering Lock Shop Lawn Care Cleaning Moving Services / Event Set-up Campus Planning Utilities Storeroom Electrical Painting Irrigation Pest Control Code Compliance Sustainability Plumbing Auto Shop Sports Fields Green Waste Removal Space Management Carpentry Planting 2

3 Who We Are: Staffing Type Staffing # of Staff 160 Staffing by Fiscal Year Admin. Staff 19 Auto Mechanic 1 Carpenters 2 Custodians 50 Electricians 3 Engineers 9 Facilities Workers 2 Grounds Workers 18 Laborers 4 Locksmiths 2 Maintenance Mechanic 4 Management 7 Painters 2 Plumbers 4 Project Supervisor 2 Students 2 Vacant 4 Grand Total FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 NOTE: Staffing levels includes the following departments: Facilities Management, Business Operations, Planning, Design, & Construction, and Energy Management NOTE: Does not include temporary employees 3

4 Who We Are: Electricians 2% Facilities Workers 2% Grounds Workers 14% Engineers 7% Laborers 3% Locksmiths 2% Maintenance Mechanic 3% Management 5% Painters 2% Plumbers 3% Project Supervisor Students 2% 2% Admin. Staff 15% Custodians 38% Auto Mechanic 1% Carpenters 2% 4

5 Why we are here: Executive Order 757 charges the president with providing appropriate resources to meet the requirements of proper operations and maintenance of the physical plant. Current campus policy is that large departments such as Facilities Development & Operations, with a staff of over 100, have an administrative unit in place that provides leadership, administration, compliance and fiscal oversight services for the department Executive Order 847 provides definitions for operations & maintenance, deferred maintenance, capital renewal, and reporting/auditing requirements to assure efficient & effective use of available maintenance funding supporting each appropriate campus. Assembly Bill 32 and Executive Order 987 requires the CSU to manage utilities to achieve specific reduction targets by Assembly Bill 75 requires the CSU to achieve specific solid waste diversion targets by Assembly Bills 758 and 1103 provide additional maintenance related compliance requirements. Title 5 provides additional maintenance related compliance requirements. Education Code grants the CSU full power and responsibility in the construction and development of its capital program. Health & Safety Code requires the CSU to follow the California Building Code. Also, the CSU is required to coordinate its building official authority with the State Fire Marshal and the Department of State Architect. 5

6 Below are the services FD&O provides and details identified in the Planning For Distinction Report Oversee Department Programs and Provide Administrative Support Services Maintain, Repair, Operate, and Clean Buildings Maintain, Repair, Improve, and Clean Grounds Manage Utility Services Perform and Manage New Construction and Renovations Review and Enforce Code and Regulatory Compliance Related to Buildings and Grounds 6

7 How we operate: Life Cycle Functionality 7

8 What We Spent On Operations: OPERATIONS STATISTICS Salaries $6,892,000 Materials / Equipment $1,575,000 Contracts / Services $810,000 Deferred Maintenance Projects $500,000 Materials / Equipment 16% Contracts / Services 8% Deferred Maintenance Projects 5% Total $9,777,000 $6.50 Cost/sq ft $6.00 $5.50 $6.25 As of: 2014/2015 Salaries 71% $5.00 $5.36 $4.50 CSUEB CSU 8

9 What We Spent On Utilities: UTILITY STATISTICS Electricity $2,533,000 Natural Gas $720,000 Recycling $209,000 Sewage 5% Recycling 5% Landfill 1% Water 14% Landfill $56,000 Sewage $217,000 Electricity 58% Water $620,000 SUB TOTAL $4,355,000 Loan Re Payment (Energy Projects) $395,800 Natural Gas 17% GRAND TOTAL $4,750,800 9

10 How Much We Spent On Utilities By Fiscal Year: $4,500, $4,000, $3,500, $3,000, $2,500, $2,000, $1,500, $1,000, $500, $ NOTE: Does Not Include Loan Re-Payment 10

11 How Much Electricity We Use: 1,800, ,600, ,400, ,200, ,000, kwh 800, , , , July 2016 August 2016 September 2016 October 2016 November 2016 December 2016 Month January 2017 February 2017 March 2017 April 2017 May 2017 June

12 How Much Natural Gas We Use: 120, , , Therms 60, , , July 2016 August 2016 September 2016 October 2016 November 2016 December 2016 Month January 2017 February 2017 March 2017 April 2017 May 2017 June

13 How Much Sewage We Generate: 10, , , , , Gallons 5, , , , , July 2016 September 2016 November 2016 January 2017 March 2017 May 2017 Month NOTE: Main & Concord Campus sewage is billed every other month. 13

14 How Much Water We Use: 20, , , , , Gallons 10, , , , , July 2016 September 2016 November 2016 January 2017 March 2017 May 2017 Month NOTE: Water payments are made every other month. 14

15 What We Spent On Projects: Time Period: July 1, 2016 June 30, 2017 Summary Budget Number of Projects Completed 44% Active Projects $18,400, Completed Projects $14,560, Active 56% 15

16 How many calls we received: Time Period: July 1, 2016 June 30, Average Customer Service Calls by Hour :00:00 AM 8:00:00 AM 9:00:00 AM 10:00:00 AM 11:00:00 AM 12:00:00 PM 1:00:00 PM 2:00:00 PM 3:00:00 PM 4:00:00 PM 5:00:00 PM 16

17 How many calls we received: Time Period: July 1, 2016 June 30, Customer Service Calls by Month July 2016 August 2016 September 2016 October 2016 November 2016 December 2016 January 2017 February 2017 March 2017 April 2017 May 2017 June

18 University Building Information: Campus Number of Students, Faculty, & Staff (Part Time & Full Time) Number of Buildings Gross Sq. Ft. Average Age of Building Gross Sq. Ft. Hayward Campus 57 1,808, Concord Campus 18, , Hayward Campus 95% Concord Campus 5% Grand Total 62 1,897,

19 University Building Information: Building Age Overview Building Age (Years) # of Buildings Gross Sq. Ft. % of Campus Sq. Ft ,344 4% ,961 27% ,524 8% ,590 8% ,026,217 54% Total 62 1,897, % 19

20 University Building Information: Building Age 0 5 Building Sq Ft. Year Open Age Student & Faculty Support 75, Building Age 6 15 Building Sq Ft. Year Open Age Recreation & Wellness Center 54, Food Kiosk (Einstein's Bagels) Student Service Administration 100, University Union (New) 30, Housing (Phase 3) (2) 126, Dining Commons 20, Valley Business & Technology 67, Housing (Phase 2) (4) 102,

21 University Building Information: Building Age Building Sq Ft. Year Open Age Module's (20) 24, Book Store 36, Academic Services (Concord) 15, Library (Concord) 36, Contra Costa Hall (Concord) 22, Student Union (Concord) 7, Facilities Operations (Concord) 7, Building Age Building Sq Ft. Year Open Age Housing (Phase 1) (6) 142,

22 University Building Information: Building Age 41 + Building Sq Ft. Year Open Age Student Health Center 23, Robinson Hall 15, Theatre 45, Library 229, Science Annex 1, Fine Arts / Patio Foundry 9, Plant Operations 3, Meiklejohn Hall 111, Field House 9, Physical Education 116, University Union (Old) 42, Music 82, Corporation Yard 18, Science 203, Art & Education 106, Boiler Plant 6,

23 Work Order Process: 23

24 Work Orders: Fiscal year 16/17 Statistics Summary Completed Work Orders Completed Work Orders by Shop Unscheduled 8,869 Scheduled 1,524 Grand Total 10,393 Completed Work Orders - By Campus Concord 4% Project 0% Painter 2% Plumber 12% SMART 20% Auto Mechanic 3% Carpentry 7% Contracts and Administrative 4% Custodial 9% Laborer 15% Engineering 9% Electrical 9% Locksmith 8% Grounds 2% Hayward 96% * SMART = Service, Maintenance, And Response Team 24

25 Work Orders: Shop Number of Work Orders Generated Completed Work Orders Open Work Orders Completion Rate Auto Mechanic % Carpentry % Contracts and Administrative % Custodial % Electrical 1, % Engineering 1, % Grounds % Laborer 1,690 1, % Locksmith % Painter % Plumber 1,645 1, % Project % SMART 2,645 2, % Grand Total 12,062 10,393 1,669 86% Open vs. Closed Open Work Orders 14% Completed Work Orders 86% 25

26 Work Order Completion Rate, by Fiscal Year: 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0%

27 Work Order Completion Rate, by Fiscal Year: Scheduled Maintenance (% Completed) 100% 80% 60% 40% 20% 0% Unscheduled Maintenance (% Completed) 100% 80% 60% 40% 20% 0%

28 Average Days to Respond to Unscheduled Work Orders 30 Average Days to Respond to UnScheduled Work Orders Jul-2016 Aug-2016 Sep-2016 Oct-2016 Nov-2016 Dec-2016 Jan-2017 Feb-2017 Mar-2017 Apr-2017 May-2017 Jun-2017 NOTE: Average Response (Days) is the average number of days from receipt of work order until someone shows up to address the issue. 28

29 Average Hours to Complete Unscheduled Work Orders 4 Average Hours to Complete Unscheduled Work Orders Jul-2016 Aug-2016 Sep-2016 Oct-2016 Nov-2016 Dec-2016 Jan-2017 Feb-2017 Mar-2017 Apr-2017 May-2017 Jun-2017 NOTE: Average hours is average number of hours it took to correct the issue once someone showed up. 29

30 Work Order Completion By Building: Building # of Work Orders # of Work Orders Completed % Complete Building # of Work Orders # of Work Orders Completed % Complete Agora Stage % Corporation Yard % Alumni Relations % Dining Commons % American Language Program % Einstein Bagels % Art & Education % Facilities Management % Art Lab % Facility Operations % Athletic Fields % Field House % Boiler Plant % Field House/Stadium Trailer % Bookstore % Hayward Grounds/Exterior % Concord Academic Services % Hayward Non Building Specific % Concord Grounds/Exterior % Housing Calaveras % Concord Non Bldg Specific % Housing Coloma % Concord Campus Grounds % Housing Diablo % Concord Campus Library % Housing El Dorado Hall % Concord Campus Student Union % Housing General % Contra Costa Hall % Housing Juniper % 30

31 Work Order Completion By Building: Building # of Work Orders # of Work Orders Completed % Complete Building # of Work Orders # of Work Orders Completed % Complete Housing Lassen Hall % Science 1,292 1,069 83% Housing Mariposa % Science Annex % Housing Sequoia % Storage Area % Housing Shasta % Student & Faculty Support % Housing Sierra % Student Administration % Housing Sonora % Student Health Center % Housing Tamalpais % Switch Gear House % Theater % Library % Trailers % Meiklejohn Hall % University Grounds/Exterior % Music & Business % University Union % Parking Lots % Physical Education % University Union Addition % Pioneer Amphitheater % University Wide Concord % Pump House % University Wide Hayward % Recreation & Wellness Center % Valley Business & Technology % Robinson Hall % Welcome Center % 31

32 Annual Work Order Customer Satisfaction Survey Time Period: July 1, 2016 June 30, 2017 Response Rate 5 Work Orders Completed 10,393 4 Number of Responses 448 Response Rate % 4.3% 3 Response Legend 2 Outstanding 1 Exceeds Expectations 2 1 Meets Expectations 3 Needs Improvement 4 Unsatisfactory 5 0 The technician cleaned up the work site when completed. The technician was courteous and professional while completing the work. The work was completed to my satisfaction. The work was completed within a timely manner. 32

33 Annual FD&O Employee Satisfaction Survey 100% 80% 60% 40% 20% Present Satisfaction working at CSU East Bay? 0% Strongly Agree Somewhat Agree Neither agree Nor Disagree Somewhat Disagree Strongly Disagree My department understands and addresses my needs? 100% 80% 60% 40% 20% 0% Strongly Agree Somewhat Agree Neither agree Nor Disagree Somewhat Disagree Strongly Disagree

34 Annual FD&O Employee Satisfaction Survey 100% 80% 60% 40% 20% My communication with my manager is appropriate and answers my questions? 0% Strongly Agree Somewhat Agree Neither agree Nor Disagree Somewhat Disagree Strongly Disagree I would recommend working at CSU East Bay? 100% 80% 60% 40% 20% 0% Strongly Agree Somewhat Agree Neither agree Nor Disagree Somewhat Disagree Strongly Disagree

35 Annual FD&O Employee Satisfaction Survey 100% 80% 60% 40% 20% Our department provides customers timely services and follow up? 0% Strongly Agree Somewhat Agree Neither agree Nor Disagree Somewhat Disagree Strongly Disagree Census Result Participants

36 CSU Annual Facilities Satisfaction Survey 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Accessibility of buildings (ramps, railings, lifts, elevators) Cleanliness/ condition of hallways, stairs, lobbies, other indoor public areas Cleanliness/ condition of instructional areas (e.g. classrooms, labs, studios) Custodial services (floor care, cleanliness, trash emptied) Customer service (initial response from Facilities Service desk) Satisfied Neutral Dissatisfied NOTE: Data within this survey was provided by CSU Chancellor's Office. Survey's were distributed via to the campus community. This survey asked a series of questions on the satisfaction level of Facilities services from each respondent. Fiscal Year comparison is identified. 36

37 CSU Annual Facilities Satisfaction Survey 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Exterior public areas (walkways, roadways, bike paths) Heat, ventilation, air conditioning (room temperature) I am satisfied with the campus appearance and operations during evening and weekend operations I have noticed continued improvement in the campus landscape over the past year Indoor lighting Satisfied Neutral Dissatisfied NOTE: Data within this survey was provided by CSU Chancellor's Office. Survey's were distributed via to the campus community. This survey asked a series of questions on the satisfaction level of Facilities services from each respondent. Fiscal Year comparison is identified. 37

38 CSU Annual Facilities Satisfaction Survey 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Key service (key request and distribution process) Landscaping and grounds Our service staff is generally courteous and helpful Outdoor lighting Overall Facilities Services Satisfied Neutral Dissatisfied NOTE: Data within this survey was provided by CSU Chancellor's Office. Survey's were distributed via to the campus community. This survey asked a series of questions on the satisfaction level of Facilities services from each respondent. Fiscal Year comparison is identified. 38

39 CSU Annual Facilities Satisfaction Survey 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Response to incidents requiring expedited response from facilities (e.g. roof or toilet leak, threats to property, security of facility) Restrooms (cleanliness and supplies) Signs (e.g. location, visibility, accuracy, usefulness) The process used to request facilities services or to report problems Timeliness of processing workorder requests Satisfied Neutral Dissatisfied NOTE: Data within this survey was provided by CSU Chancellor's Office. Survey's were distributed via to the campus community. This survey asked a series of questions on the satisfaction level of Facilities services from each respondent. Fiscal Year comparison is identified. 39

40 Facilities Development & Operations Contact Information Jim Zavagno Associate Vice President (510) Robert Andrews Director, Facilities Management (510) David Miller Manager, Maintenance (510) Keat Saw Director, Planning, Design, & Construction (510) Kelvin Pace Manager, Grounds / Custodial (510) kelvin.pace@csueastbay.edu Alvaro De Sousa Director, Business Operations (510) alvaro.desousa@csueastbay.edu Loralyn Perry Manager, Energy Management (510) loralyn.perry@csueastbay.edu Carlos Bee Boulevard Hayward, California Main Office (510) Fax (510)