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Operations and Maintenance Staffing. January 2004 APPA Institute Tampa, Florida Presented By: Maggie Kinnaman. What We Will Cover Today. Custodial staffing guidelines Maintenance staffing guidelines Grounds staffing guidelines Theory Application. Question?.
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Operations and Maintenance Staffing January 2004 APPA Institute Tampa, Florida Presented By: Maggie Kinnaman
What We Will Cover Today • Custodial staffing guidelines • Maintenance staffing guidelines • Grounds staffing guidelines • Theory • Application
Question? • What is the largest capital asset within higher education? • What are the stewardship roles associated with this capital asset? • What is the most expensive role over the life cycle of the asset? • Within that role, what component represents the greatest expense?
Why are Staffing Guidelines Important? • APPA Tool • Enhances member competency • Improves credibility of facilities manager with staff and customer • Helps to tell the facilities story to campus decision makers
Guidelines are Important • Predictor of resources necessary to achieve level of quality • Justify resources • Provides understanding of productivity • Connection between investment in maintenance and quality of outcomes and returns for the institution
Importance of Maintenance • “The society which scorns excellence in plumbing because plumbing is a humble activity, and tolerates shoddiness in philosophy because philosophy is an exalted activity, will have neither good plumbing nor good philosophy. Neither its pipes nor its theories will hold water.” From Saturday Evening Post, John W. Gardner, President, Carnegie Foundation
Campus mission Customer expectations Campus size Type of space Age of campus Campus condition Campus Architecture Number of 24/7 operations Available funding Amount of work that is outsourced Balance of service/stewardship Training Union environment or not Factors Affecting Staffing Levels
Common Themes • No two institutions are alike • Different uses of space require different service levels • Staffing is determined by level of quality desired by the customer • Common standards must be used
Custodial Appearance Levels • Level 1 Orderly Spotlessness • Level 2 Ordinary Tidiness • Level 3 Casual Inattention • Level 4 Moderate Dinginess • Level 5 Unkempt Neglect
Assumptions Used in Custodial Staffing Model • Productive time based on 7 hours per day (420 minutes) • Assumes a standard number of CSF per type of space • Assumes a frequency of activity • Assumes both routine and project duties • CSF is unit of measure
Roadmap to Determining Custodial Staffing • Identify service level you are trying to achieve • Identify the CSF for each standard space type • Determine baseline staffing by using routine and project activities within each standard space type • Make adjustments to routine and project activities as well as frequencies for each service • Determine your staffing requirement
Maintenance Staffing Guidelines • Complex due to multi-trades • Variety of tasks • Unpredictability of tasks • Impact of Preventive Maintenance • Impact of Deferred Maintenance
Maintenance Defined • Planned; PM and corrective • Unplanned; reactive, emergency • Support; hanging pictures, minor construction • Capital; cyclical repair/replacement
Maintenance Roles • Service is focused on the customer needs • Stewardship is focused on preserving the physical assets of the university • Service should take up no more than 25% of the maintenance role
Maintenance Quality Levels • Level 1 Showpiece Facility • Level 2 Comprehensive Stewardship • Level 3 Managed Care • Level 4 Reactive Management • Level 5 Crisis Response
Assumptions Used in Maintenance Staffing Model • Assume a typical campus • Unit of measure is GSF • Assume 1,760 productive hours • Create an overall staffing model for the baseline institution • Identify unique factors and ranges
Roadmap to Determining Maintenance Staffing • Identify service level you are trying to achieve • Identify the ASF served by space type • Convert ASF to GSF • Determine baseline of staffing • Apply adjustment factors appropriate to your specific campus
Baseline Maintenance Staffing Formula Total staff FTE = sum of (staff level x space GSF) 1,000,000
What are Next Steps • Adjust staffing guidelines for outsourced services • Adjust staffing guidelines for downtime differences • Compare guideline staffing to existing staffing • Investigate any large variances
Grounds Staffing • Level 1 State-of-the Art Maintenance • Level 2 High-Level Maintenance • Level 3 Moderate-Level Maintenance • Level 4 Moderately Low-Level Maintenance • Level 5 Minimum-Level Maintenance
Assumptions Used in Grounds Staffing Model • Productive time is based upon 6 hours each day • Person year is 1,560 hours • Assumes a frequency of activity • Assumes a particular growing season • Assumes a standard size of space
Roadmap to Determining Grounds Staffing • Determine the desired service levels • Identify type of area that must be maintained • Identify the tasks associated with that maintenance level • Determine baseline staffing for each type of area maintained • Make adjustments to both routine activities and frequencies for each service • Determine your unique staffing requirement
Why Use Staffing Guidelines • A methodological approach to determine your staffing needs • An awareness of the factors that must be considered • A model that allows you to better communicate your staffing needs to your business officer