1. Department of General Services Strategic Capital Asset Management (SCAMP) “You Can’t Manage What You Can’t Measure” COUNTY OF SAN DIEGO

2. Department of General Services Take the Road that Allows You to Achieve your Goal.

3. Department of General Services San Diego County More than 1,787 Facilities in the County Portfolio –Totaling 9,085,943 Square Feet over 4000 Square Miles –More Than 500 Facilities are over 30 Years Old! Current Plant Value (CPV) of County Portfolio Estimated At $2.8 Billion The County has Realized an Average Annual growth of 11 percent in Facility Square Footage over the past 5 Years. The 10-Year Forecast for New Capital Facility Requirements Exceeds $1.2 Billion As a Result of Budget Cuts in FY 04/05, Facility Operations Staff has been reduced by 30 percent.

4. Department of General Services General Management System Established in 1998 and Includes: –Long Range, Five-Year Strategic Planning Process –Incorporates a Two-Year Operational Plan which Encompasses the Budget Process –Monitoring and Controls on an Ongoing Basis –Utilizes Functional Threading to Maximize Efficiency

5. Department of General Services General Management System Organizational Chart Board of Supervisors DCAO LUEG DCAO PSG DCAO HHSA DCAO FGGG DCAO CSG Chief Administrative Officer (CAO) Departments

6. Department of General Services ISF Transition Established in FY 1998 / 1999 Under the CAO, Larry Pryor Establishes Allocation of Funding to County Departments for Support of Facilities Operations, Architecture, Engineering, Project Management & Real Estate Services. DGS Annual Budget Predicated on Actual Costs of Previous Year and Increases resulting from Salary Adjustments, Inflation and other Regulatory Requirements. DGS Budget and Rates Approved by the Auditor Controller and Cost Commission Comprised of Group Finance Directors.

7. Department of General Services Impacts Capital Budget Process O&M Budget Allocation Major Maintenance Funding Program Unforeseen Requirements Uninformed Customer Base Diffused Long Range Goals and Programs Lack of Continuity in the Capital Management Program

8. Department of General Services Life-Cycle Approach Cradle to grave thinking Decisions today – Outcomes tomorrow Standardized approaches yield predictable answers

9. Department of General Services The PROGRAM Facility Planning Board

10. Department of General Services FACILITY PLANNING BOARD Auditor Controller Asst CFO Chair Facilities Ops FleetReal EstateAE & PM Departments FINANCE DIRECTOR PSG FINANCE DIRECTOR CSG FINANCE DIRECTOR HHSA FINANCE DIRECTOR FG3 FINANCE DIRECTOR LUEG Deputy Director Facilities Advisory Capital Planning Department of General Services

11. The PROGRAM Facility Planning Board Capital Planning Process

12. Department of General Services CIP DEVELOPMENT MODEL Facility Planning Board Reviews & Recommends Facility Planning Board Reviews & Recommends GM’s Review, Prioritize and Authorize Projects for Step II Action GM’s Review, Prioritize and Authorize Projects for Step II Action County Depts. Prepare Required Forms to Include Justification and Prioritization forms County Depts. Prepare Required Forms to Include Justification and Prioritization forms DGS Prepares the “Call For Projects” Responses for Review DGS Prepares the “Call For Projects” Responses for Review Call for Projects Issued By the Chief Financial Officer Call for Projects Issued By the Chief Financial Officer DGS Capital Planning Assists in Preparation of Necessary Forms & Associated Operating & Maintenance Cost Estimates DGS Capital Planning Assists in Preparation of Necessary Forms & Associated Operating & Maintenance Cost Estimates Commence Step II Step I Process Initiated

13. Department of General Services Facilities Planning Board Reviews & Recommends Adoption Facilities Planning Board Reviews & Recommends Adoption County Depts. Complete Required Step II Forms to Include Funding Sources & Construction Cost Estimates County Depts. Complete Required Step II Forms to Include Funding Sources & Construction Cost Estimates DGS Prepares the CIP DGS Prepares the CIP $$$ Work Authorizations DGS Capital Planning Assists in Preparation of Necessary Forms & Associated Construction Cost Estimates DGS Capital Planning Assists in Preparation of Necessary Forms & Associated Construction Cost Estimates GM’s Review, Prioritize and Approve the CIP GM’s Review, Prioritize and Approve the CIP Commence Step II $$$ Spending Plans GM’s s Approve and the CIP to the BOS for approval GM’s s Approve and the CIP to the BOS for approval DGS Executes CIP CFO Prepares Necessary Financing CFO Prepares Necessary Financing Depts. Provide Funding Depts. Provide Funding OR CIP DEVELOPMENT MODEL Group Review & Action Group Review & Action

14. Department of General Services The PROGRAM Facility Planning Board Capital Planning Process Structural Program Components

15. Department of General Services The Weakest Link! DefineRequestCaptureOversight

16. Department of General Services The PROGRAM Facility Planning Board Capital Planning Process Structural Program Components –Consolidation of Planning, A/E, PM, and Facility Operations

17. Department of General Services The PROGRAM Facility Planning Board Capital Planning Process Structural Program Components –Consolidation of Planning, A/E, PM, and Facility Operations –Implementation of Software Systems

18. Department of General Services Data Builder Builder Condition Assessment Program Life Cycle / Sustainability Models PM Modules Tririga FC8i Master Format 04 Structural Connectivity

19. Department of General Services The PROGRAM Facility Planning Board Capital Planning Process Structural Program Components –Consolidation of Planning, A/E, PM, and Facility Operations –Implementation of Software Systems Structured Processes

20. Department of General Services Standards and Metrics Baseline Starting Condition Formalized Operations and Maintenance –Resource Expenditures –Expertise/Skill Types –Service Levels/Types of Activities Identify Expected Outcome Reporting/Performance Metrics –Planned versus Accomplished –Levels of Expenditure –Condition Index –Remaining Life

21. Department of General Services Metrics O&M Expenditures/CRV (2-4%) Percent PM’s Completed O&M Accomplished versus Plan O&M Sustainability Metric Person Hours Planned versus Accomplished Asset Condition –Facility Condition Index –Economic Remaining Life

22. Department of General Services The PROGRAM Facility Planning Board Capital Planning Process Structural Program Components –Consolidation of Planning, A/E, PM, and Facility Operations –Implementation of Software Systems –Structured Processes –Linking of Capital Costs to Operation Costs

23. Department of General Services SCAMP Summary Asset Life Cycle Design Phase - Architectural/Engineering Services Construction Phase – Construction Management/Construction Administration Pre-Design Phase – Master Planning/Programming Facilities Management Program Management Facilities Management New Asset Construction Value Design Life Funding Source Performance Parameters Determination of Needs/Requirements for New AssetsOperation/Maintenance of Assets Capital ExpenditurePre-Design Facilities Management Site Selection Infrastructure Constraints Analysis Due Diligence/Real Estate Support Economic Analysis Risk Analysis Standards Development Design/Construction Facilities Management Life Cycle Cost Analysis Operational Evaluations O&M Cost Projection Standards Operations/Maintenances Facilities Management Inventory Condition Assessment Preventive Maintenance Standards Component Renewal Forecasting Operations/Maintenance Support Resource Prioritization Capital Budgeting

24. Department of General Services Components “Building Blocks” INVENTORY BASELINE CONDITIONMAINTENANCE STANDARDS O&M EXPENDITURESCOMPONENT RENEWAL ASSET CONDITION REMAINING LIFE