1. B O R N T O L E A D

2. Department of Facilities Management Strategic Planning Update December 6, 2005

3. Strategic Planning Agenda CMMS Requirements DefinitionSummer 04 Mission, Vision & Goals DefinitionFall 04 FAMIS PurchaseDec 04 ReorganizationApr 05 FAMIS Go LiveDec 5, 05 Banner/FAMIS IntegrationApr 06

4. Our Mission is to provide the Dalhousie community with an inviting, safe and sustainable environment which supports and enhances an inspiring experience in learning, living and research. MISSION Providing Excellence in Facilities Management

5. Our Vision is to be an innovative team of motivated professionals recognized for excellence in Facilities Management. Vision Providing Excellence in Facilities Management

6. 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

7. 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

8. 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

9. 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

10. 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

11. Dalhousie University Facilities Management Functions Director PlanningProjects Operations Security FinanceAdmin. Providing Excellence in Facilities Management

12. Planning Strategic Planning (Campus/Asset/Space/Real Estate) Operational Planning (Projects/Events) Client Reception (Works Reception/Event Booking) Benchmarking Client Requirements Performance Standards Resource Allocation Performance Analysis Documents Management Integration (Process & Systems) Providing Excellence in Facilities Management

13. Projects DesignEstimating Project Management Contract Management Commissioning Warranty Management Providing Excellence in Facilities Management

14. Operations Resource Management/ Scheduling Safety Environmental Services Utilities Maintenance Shops/Zones Internal Projects Warehouse/ Purchasing Access Control Signage Estimating (Internal Resources) Service Contract Administration Warranty Management Providing Excellence in Facilities Management

15. Security Operations Education/ Liaison ParkingInvestigations Providing Excellence in Facilities Management

16. Administration Human Resource Administration Labour Relations Communications/ Marketing Information Technology Training/ Development Policy Management Providing Excellence in Facilities Management

17. Finance Budget Coordination Financial Consultation Accounts PayableAccounts Receivable Billing (Internal/External) Internal Audit (Financial/Procedural) Financial Analysis Providing Excellence in Facilities Management

18. 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

19. 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

20. Comments/Questions Providing Excellence in Facilities Management