OPERATION SERVICES DIVISION. Supporting the Journey

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2 OPERATION SERVICES Supporting the Journey Presented by, Wanda Paul Chief of Operations DIVISION Presentation Date:

3 Operation Services Organizational Chart Chief of Operations Wanda Paul Administrative Executive Assistant Donna Blackmon Executive Director Construction/Bond Ed Levine Executive Director Maintenance/Facilities VACANT Director Real Property Management Orlando Alameda Executive Director Food Services Dora Rivas Chief of Police Security Craig Miller Director Transportation Jerry Burd Director Service Centers James Robinson 3

4 Maintenance and Facility Services Organizational Chart Executive Director Maintenance/Facilities VACANT Executive Director Construction/Bond Ed Levine Administrative Assistant Vacant Manager Work Order Tracking Paul Poe Director Environmental/ Fleet Services Reginald Cook Director Maintenance Services Paul Gonzales Director Custodial Services Scott McKnight Director Grounds Services Coy Frazier Director HVAC Services Erik Ziller 4

5 Overview Environmental /Fleet Services The Environmental/Fleet Services Department is responsible for maintaining environmental management plans that identify environmental concerns for all schools and facilities throughout the district. Asbestos, Mold, and Lead Remediation Pest Control Indoor Air Quality Window Repair and Replacement Hazardous and Regulated Waste Disposal Vehicle and Equipment Maintenance and Repair Increasing awareness of health and environmental risks through implementation of Integrated Pest Management (IPM) and encouraging the use of green products in pest control. 5

6 Overview Fleet Services Fleet Services provides maintenance and repair to 611 District vehicles and more than 1,500 various pieces of equipment including pumps, mowers, generators, etc. 24/7 Emergency roadside customer service for District vehicles, including a wrecker service. Fleet Services has a vehicle replacement program that replaces vehicles every 10 years or when the vehicle reaches 100,000 miles (150,000 miles for vehicles greater than 1 ton). 6

7 Areas of Focus Develop standard operating procedures for all areas of departmental operations. Develop and implement a standardized Indoor Air Quality (IAQ) checklist to be used in responding to service requests. Pursue alternative methods for funding vehicle purchases through avenues such as the TERP Grant. Serve as an informational resource by increasing outreach efforts through attending events such as Earth Day, School Career Days, and Science Fairs. 7

8 Overview Maintenance Services The Maintenance Department is responsible for the maintenance and repairs of 223 Dallas ISD schools and 43 support facilities. Maintenance activities include scheduled preventive maintenance, routine and corrective maintenance and emergency repair of all building systems, and afterhour, on-call emergency response services. Project management responsibilities include defining the scope of work for capital projects, procuring and managing design services, reviewing design documents, bidding projects, construction contract management, and overall project management. 8

9 Overview Electrical Plumbing Painting Multi-Skills (carpentry, flooring, general maintenance) Locksmith Roofing Public Address Systems Portable Buildings Elevator Maintenance Fire and Security Alarms 9

10 Areas of Focus Standard Operating Procedures Accountability Supervisor Inspection Forms Cyclical Maintenance scheduled visits to school campuses for general maintenance Preventive Maintenance scheduled inspections (i.e., fire alarm systems, elevators, grease trap pumping) Customer Satisfaction Surveys after work is performed it is sent to the principals. 10

11 Overview Grounds Services The Grounds and Athletics Department is responsible for maintaining the grounds and athletic facilities for Dallas ISD. Grounds Mowing Landscaping Playground Equipment Irrigation Athletic Fields and Facilities Concrete/Heavy Equipment Fence/ Welding Outside Signage 11

12 Overview Grounds 5 Year Trends Highlights: FY Partial mowing of grounds outsourced to Valley Crest Facility Services $1.1 Million. Due to the outsourcing of the grounds mowing duties: (18) laborers, (3) grounds leadpersons, and (1)driver positions were eliminated. This mowing contract covered 245 out of acres of linear mowing of fencing and sidewalk pavement. There are total linear acres for the District 12

13 Areas of Focus Implemented Grounds Mowing Standards. Accountability Grounds Care Inspection Report. Hiring Practices Transitioning from contract labor to recruiting qualified full time employees. Temporary pool is only used for seasonal work. 13

14 Overview Heating, Ventilation and Air Conditioning Services HVAC Services is responsible for providing and maintaining an acceptable comfort level and indoor air quality in all campus facilities. Heating, Proper Ventilation and Air Conditioning Steam and Heating Water Boiler System Maintenance Chilled Water System Maintenance Hydraulic Pump Maintenance including Cooling Towers, Chilled/Heating/Condenser Water Pumps EMS / Energy Conservation / Building control systems Approximately 26,000,000 Sq. Ft. of space is conditioned daily for comfort. 14

15 Areas of Focus Student and faculty comfort - maintain HVAC equipment to provide an environment that enhances the teaching and learning process Efficient control of conditioned air for energy conservation decrease energy consumption and cost by developing, implementing, monitoring and updating an energy plan We are a service provider while being good stewards of the publics funds we must provide fiscal efficiency through management of our resources for the best response to customer issues. Increase customer service through effective and timely communication 15

16 Overview Custodial Services Dallas ISD has 904 full time employees for cleaning. Approximately 26,000,000 sq. ft. are cleaned daily. Custodial activities include support for a wide variety of school activities and building rentals. Routine Cleaning Work Order Input Custodial Equipment Replacement Plan Summer Cleaning Custodial Training 16

17 Areas of Focus and Direction Clearly Defined Cleaning Expectations Impact Training Fill Vacancies With Qualified Applicants School Dude Work Order Process Meeting the School Board of Trustees Budget Goals for Analyzing Allocated FTE Process Identify Highly Qualified Vendors Standardization of Equipment and Supplies to Reduce Cost Implementation of Best Practices 17

18 Accountability Custodial Inspection Report Quality Training Program Reinforcing Custodial Standards Hotline number for reporting concerns: (972)

19 Systems of Support SchoolDude Program for Work Order Tracking Modules MaintenanceDirect (for maintenance requests and reporting) PMDirect (planned maintenance module) InventoryDirect (tracks shop and mobile inventory) PlanningDirect (records capital deficiencies) UtilitiesDirect (managing electrical and gas consumption) FSDirect (real estate property rentals and scheduler) MD Wireless (mobile access to SchoolDude) 19

20 Systems of Support SchoolDude Strengths Single database of work performed on facilities Reporting capabilities management reports Scheduling workflow according to Service Level Agreements Intuitive for users user friendly 20

21 Systems of Support SchoolDude Improvements Facility Reporting Ability to implement system changes Understanding at building level 21

22 Systems of Support SchoolDude Improvements Service Level Agreements (SLAs) Clear communication at all levels Same expectations for all participants Employee accountability Time data information 22

23 Systems of Support SchoolDude Improvements State of the Facility Report Easy Consistent Repetition Common Language Reinforce using the system Training and Marketing 23

24 Systems of Support State of the Facility Report SchoolDude Goal: Provide principals and staff with easy to understand, real time information related to their facility, from a single website. Means: Obtain an upgrade to the role of the Site Administrator within Maintenance Direct that allows principals to view various graphs and reports related to their facility. Anticipated to start May 15, State of the Facility reports at your fingertips. Each of these graphs will be obtained with a few simple clicks upon logging into Maintenance Direct. Most graphs can be clicked once to drill deeper into the data. 24

25 Systems of Support SchoolDude State of the Facility Report (2010-present) Bryan Adams High School 25

26 Systems of Support SchoolDude State of the Facility Report (2010-present) Bryan Adams High School 26

27 Systems of Support SchoolDude Detail Building Report ( ed weekly) Bryan Adams High School 27

28 Systems of Support SchoolDude Detail Building Report ( ed weekly) Bryan Adams High School 28

29 Systems of Support SchoolDude Detail Building Report ( ed weekly) Adams, Bryan Sign up with your name, location, and to receive this weekly report. Adams, Bryan 29

30 Systems of Support SchoolDude Training Training is available on the last Wednesday of every month, or by appointment. Send to for details. 30

31 Systems of Support Measured Accountability Council of the Great City Schools KPIs (Key Performance Indicators) Focused on Financial Indicators SchoolDude - 5,000 other school comparative data Focused on Productivity Indicators and Best Practices Service Level Agreements Focused on Efficiency, Effectiveness, and Accountability Thirty-two areas of significant improvements 31

32 Supporting the Journey Q&A Presentation Date:

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