Partnering with other Departments – Facility Work

Partnering with other Departments – Facility Work AGENDA Introduction Why do we care about partnering with other departments? Problem solving process and program development Questions

Partnering with other Departments – Facility Work Introduction Background Butte County Business Models Contracts / Procurement – Center Led Real Estate – Centralized Facility Work - ???? Associated Scope of Work Facility Modifications - mostly Small Projects - moving target

Partnering with other Departments – Facility Work Why do we care about partnering with other departments? Department Need - need may not be clear . . . We cost too much We take too long We require more stuff like design work & Accessibility Work We can’t possibly know what the department needs Complaints - The Four Most Common: Risk - could span years. . . . Work Now or Work Later - clean up later . . . . Relationships We are a support department and it’s our job

Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Department just does it

Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Department just does it Complaints

Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Department just does it Complaints Inefficient – Start and Stop

Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Department just does it Complaints Inefficient – Start and Stop Inform the Board

Partnering with other Departments – Facility Work Get Help Work Assignments Actual Board Perception Capital Construction Project Managers Major Repairs Facility Modifications Administer an Average of 14 Contracts at a time Contract Management Maintenance & Small Repairs Dollar Amount Work Order Quantity Crafts Workers

Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Department just does it Complaints Inefficient – Start and Stop Inform the Board It’s what departments want

Partnering with other Departments – Facility Work Develop a Decentralized Approach to Delivering Facilities Work . . . . . .why is it so hard? 1. What do we REALLY care about? 2. Who can REALLY help us solve this?

Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk

Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk COUNTY CULTURE INFLUENCES HOW THESE ARE SOLVED

Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1:

Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Attempt 2:

Partnering with other Departments – Facility Work Delivery Methods Occasional Bumps Option 1: General Services Completes the Project Prioritization Option 2: General Services and Department Share in Completing the Project Strategically Assigned Project Option 3: The Department Completes the Project Full Delegation In Development

Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Concept Fit the project into the work flow of General Services Typical delivery method for SMALL and LARGE . .. Try it for MEDIUM Process CERF Process

Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Concept Fit the project into the work flow of General Services Typical delivery method for SMALL and LARGE . .. Try it for MEDIUM Process CERF Process Funding Prioritization Delivery using typical process Project Close - Internal

Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Prioritization Based on how long we could live without the facility How urgent is the problem Like Administration Building Like Smoke and water Criticality Factor Asset Factor Work Type Factor Criticality Factor The lower the number, the higher the priority The lower the number, the higher the priority

Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Pros Process is understood by all General Services retains control of process and documentation Quickest and least expensive – keeps staff on assigned tasks Cons Requires Departments to plan ahead General Services can never keep up

Partnering with other Departments – Facility Work Option 2: General Services and Department Share in Completing the Project Concept The Department and General Services share the work load The project can be finished sooner and for less cost Process Meet to discuss the project Assign work where it best fits Formal Agreement (MOU) Regular Status Check Meetings Project Close – Mutual and Document Retrieval DESS

Partnering with other Departments – Facility Work Option 2: General Services and Department Share in Completing the Project Pros Departments feel like they are helping Departments learn about Project Management Cons Continual meetings Work Duplicates and Omissions In the end . . .the Departments don’t typically like it

Partnering with other Departments – Facility Work Option 3: The Department Completes the Project Concept General Services issues a Work Order just to become aware of project The Department handles all details Process Department obtains a work order number Department Certifies all aspects Department completes the project Project Close – Document Retrieval General Services may audit results Sheriff

Partnering with other Departments – Facility Work Option 3: The Department Completes the Project Pros Departments like the control More work gets completed Still being evaluated Cons Internal Control Departments don’t like it (Risk Management, Counsel, etc) Quality of Certifications General Services still involved . .. Sometimes too late Some Departments refuse Still being evaluated

Partnering with other Departments – Facility Work Questions and Comments to Help Others??

Partnering with other Departments – Facility Work