Public School Capital Outlay Council Public School Facilities
Public School Capital Outlay Council Public School Facilities Authority School Maintenance Planning (Some Dollars and Sense) Spring Budget Workshop April 7, 2005
PSFA Maintenance Division v Our PSFA Maintenance Team • George Gabaldon • Les Martinez • Bob Bittner v Our Mission Statement To assist all New Mexico Public School Districts in providing clean, safe, and healthy instructional environments at all our schools.
Common Principles v Well maintained school facilities advance the learning process v All available school funds should be spent efficiently v We need to support the kids in our schools
Presentation Outline v Legislative Involvement in Maintenance v Maintenance Plans • Preventive Maintenance v Maintenance Management Plan Database v Facility Information Management System v Closing “The Maintenance Challenge”
Legislative Interest v Concerned that New Mexico’s taxpayers continue to make a major annual investment in new school facilities and equipment, but v Perception is that many districts are not properly “caring” for their facilities, a “fix it when it breaks” mentality exists!
The Maintenance Challenge v Planning Gap – general lack of maintenance planning v Data Gap – little information to document maintenance effort versus needs v Funding Gap – apparent lack of funds between what is being done versus what should be done “If you keep doing what you’ve been doing, you’re gonna’ keep getting what you’ve been getting!”
Legislative Solution v Require all public school districts to have a “Preventive Maintenance Plan” v Give PSFA a Maintenance Role • Assist districts with their maintenance efforts • Collect data and validate problems • Report to PSCOC • District Maintenance Program Evaluations • Provide info for data-driven decision making
Maintenance Planning v In 2004, all school districts were expected to submit a “maintenance plan” to PSFA • Eligibility requirement for capital outlay grant v 70 District Maintenance Plans collected • Some from an outdated Facility Master Plan • Some districts copied a PSFA “sample” plan • Very few plans were comprehensive
Maintenance Planning (cont. ) v For 2005, all school districts still expected to submit a “maintenance plan” to PSFA • Remains a prerequisite for award of a capital outlay grant v However, the quality of Maintenance Plans needs to be improved ! • Preventive Maintenance needs to be included • Minimum requirements provided to districts
Maintenance Plan Requirements v Maintenance Mission Statement & Goals v Maintenance Organization & Responsibilities v Work Priorities and Procedures • Preventive Maintenance needs to be a priority v Preventive Maintenance Schedule(s) v PM Tasks listed (for each type of equipment) v Custodian Duties v Recommended: A list of major M&R projects
Maintenance Planning (cont. ) Preventive Maintenance requires advance planning and a commitment to schedule and prioritize the completion of equipment inspection and maintenance work with intent of keeping the equipment operational v It is being proactive, not reactive !!! v It is an investment to avoid future and much larger expenditures.
Preventive Maintenance (PM) Common PM tasks • Visual Inspection • Minor adjustment / calibration • Lubrication • Component part replacement Note: PM cannot be expected to make poor equipment function properly
Preventive Maintenance (PM) What happens if PM is not performed? v Premature equipment breakdowns v Unnecessary disruptions of school operations v “Wasted” funding and maintenance time spent on avoidable major repairs or equipment replacement
Preventive Maintenance (PM) How Much PM is enough? v World Class organization -- 70 % v National Goal for Schools -- 25 % v NM Schools (estimate) -- 5 to 10 %
Preventive Maintenance (PM) v Preventive Maintenance Guidelines • Equipment Identification procedure • Sample PM schedules • Recommended PM tasks and frequency v District responsibility to develop • Each district needs to develop a PM program to meet its needs ! A cost avoidance -- every dollar spent on PM will result in long-term savings of more than a dollar!
Maintenance Data Collection v Maintenance Management Plan Database v Created in 2004 v All districts requested to complete • An eligibility requirement for capital outlay grant v 60 districts completed v 80 districts completed at least 50% of their data v Summary data reported to PSCOC and Special Task Force
2004 MMP Database v District Contact info, Mission & Goals v Maintenance staffing v Maintenance problems / obstacles v Operational budget used for maintenance v Capital funds used for maintenance v Facility information v Preventive Maintenance Program v Annual utility budget v Roofing data v Work order processing
2004 MMP Database Results Summary Data Reported to PSCOC v SB-9 concern (spent on non-maintenance needs) • Increase in SB-9 supplemental (SB-455) (from $50 to $60 per MEM) v Preventive Maintenance Program deficiencies v Concern for magnitude of utility expenditures v Roofing data – 20% reported as “poor” • $62 million to be provided over 2 years (HB-885) v “Outdated” work order processing • Funds for implementation of FIMS (SB-455)
2005 MMP Database v v v v v District Contact info, Maintenance Mission & Goals Maintenance Staffing, plus vehicle info Maintenance Problems / Obstacles Operational expenditures for maintenance Capital expenditures for maintenance (new form) Facility Information Preventive Maintenance Program Annual utility expenditures Roofing data Work order processing
www. nmschoolbuildings. org
FIMS v Facility Information Management System Purpose • District use: To assist districts with their maintenance program and utility expenditures • State Use: Also will be used to collect statewide data • MMP database to be phased out v FIMS Pilot Study ongoing at 18 districts
F I M S (cont. ) v School. Dude being tested at each district v Maintenance Direct (MD) • For entry and recording of work via Internet v Preventive Maintenance Direct (PMD) • Uses district “expanded” equipment inventory data • Uses standardized PM task list • District selects PM schedules v Utility Direct (UD) • Uses historical utility data
F I M S (cont. ) v Will allow districts to • • Enter and track maintenance work on computer Automatically generate scheduled PM work Document completed work Analyze maintenance and utility expenditures v “Global” capability to be tested at PSFA • Statewide data collection • Will allow comparative analysis of district maintenance and utility expenditures
F I M S (cont. ) New Legislation (SB-455) v Requires use of FIMS by all school districts v Provides funds for FIMS (statewide) • Initial training and annual subscription v Provides funds for comprehensive district equipment inventories
F I M S (cont. ) Implementation Plan v Complete pilot study (May 2005) • Confirm use of School. Dude (districts & PSFA) • Confirm New Mexico FIMS procedures v Advertise implementation to all districts • Initiate equipment inventory • Coordinate district training and start-up dates during summer and fall 2005 v Goal: Complete implementation by Jan 2006
F I M S (cont. ) District use v Work scheduling • School site requests for repairs • Preventive Maintenance work scheduled v Documentation • Record for Risk Management / Fire Marshal, etc. • Financial record of expenditures v Maintenance Cost analysis v Utility Bill Analysis
F I M S (cont. ) PSFA / PSCOC use v Assessment of district programs • Completed work & expenditures • Preventive Maintenance progress • Utility expenditures v Reporting of accumulative data • Trends / problems • Secure added funding or policy changes • Benchmarking / information sharing
F I M S (cont. ) Example “Performance Measures” v Maintenance cost per sq ft v Maintenance cost per student (MEM) v Preventive Maintenance completion rate v Percent Preventive Maintenance v Work order backlog
Meeting the Challenge Efforts to resolve Planning Gap v Improved Maintenance Planning • Updated District Maintenance Plans • Emphasis on preventive maintenance • Comprehensive equipment inventory • District identification of major M/R projects • Schedule repair/replacement prior to failure
Meeting the Challenge Efforts to resolve Data Gap v Phase I: MMP database • Identify expenditures • Identify staffing • Confirm facility condition v Phase II: FIMS information • • Document maintenance expenditures Document preventive maintenance Measure progress, compare and benchmark Data-driven decision making
Meeting the Challenge Efforts to resolve Funding Gap v More efficient use of available resources • More tools (FIMS) • PM savings • Regional procurement of contracts / supplies v Added funds • District (SB-9, HB-33, GO Bonds) • Special legislative funding
In Summary v Minimum Maintenance Rqmts for award • Submit a plan that meets PSFA requirements • Update/complete Maintenance database v Model NM District will do more: • Develop, submit, and execute a plan that effectively supports district facility requirements • Update the Maintenance database • Implement FIMS as soon as available
The End v Our focus is on improving schools for the kids! v We solicit your continued assistance to “Meet the Challenge” of improving school facility maintenance. Any Questions or Comments ?
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