monitor & analyze facility improvement projects …

MONITOR & ANALYZEFACILITY IMPROVEMENT

PROJECTS AND BEHAVIORAL MODIFICATION

RESULTS

MONITOR & ANALYZE FACILITY IMPROVEMENT PROJECTS AND

BEHAVIORAL MODIFICATION RESULTS PROCESS IMPROVEMENTS

A. JOHNSONKey Work

Process (6): Process Owner:

Work System OwnerEd Curry

Work System Enabling LeaderDane Theodore, Director

Priority Processes Owner Art Johnson, Project Mgr.

April 28, 2009

Revision 3

R TE NC EI IP

R TE NC EI IPGOVERNOR’S

STERLING AWARDGOVERNOR’S

STERLING AWARD

00 72 00 72

REVISION LOG

SECTION NUMBER REVISION DATE REVISION DESCRIPTION

4 2/16/09 Macro Flow Chart Update

6 2/18/09 KWP6 DMAIC Lite Storyboard Update

16 2/18/09 Addition of January 09 Usage Statistics

16 4/28/09 Addition of March 09 Usage Statistics

17 4/28/09 EZ DMAIC 20 Checkpoint Review



RESULTS A. JOHNSONKey Work


Table of Contents1. Cover Sheet2. Table of Contents3. Internal and External Customers4. Macro Flow Chart - Manage Resource Conservation 5. Key Work Process 6 Flow Chart - Identification of Facility and Behavioral Modification Improvements & Recommendations6. DMAIC Lite Storyboard - Check Points 1-187. Priority Process Selection Matrix Form8. Key-In-Process Measures Determination Form System Form9. BPS Process Management System10. Macro Process Control System Form11. Key Work Process 6 Process Control Form12. Countermeasure Matrix13. Countermeasure Action Plan Matrix14. Root Cause Action Plans15. Document Tree16. Key Work Process Indicator Data17. EZ DMAIC 20 Checkpoint Review





FACILITIES DESIGN INTERNAL CUSTOMERSSchool Board

SuperintendentArea SuperintendentsDistrict AdministrationSchool Administration

FACILITIES DESIGN EXTERNAL CUSTOMERSState of Florida

Florida Department of EducationParents / Guardians

Students





NEED ISMET

Deliverables: D1 - MONTHLY FACILITY AUDIT & INSPECTION REPORTS D2 - COST BENEFIT ANALYSIS REPORTS D3 - MONTHLY FACILITY AND BEHAVIORAL MODIFICATION IMPROVEMENT RECOMMENDATIONS LIST D4 - MONTHLY SENIOR STAFF RESOURCE CONSERVATION BOX SCORE D5 - MONTHLY DISTRICT AND SCHOOL RESOURCE CONSERVATION BOX SCORE

Identify district wide resource conservationinitiatives to reduce facility operation costs related toelectrical, water, and gas usage, trash disposal and facilityefficiencies.

?

?

?

?

IS FUNDINGAVAILABLE?

CAPITALPROJECT?

IS THE RECOMMENDATIONA FACILITY IMPROVEMENT?

IS THE FACILITYRECOMMENDATION

COMPLEX?

YES

YES

YES

NO

NO

NO

PREPARE RESOURCECONSERVATION DOCUMENTS

PERFORM BEHAVIORALMODIFICATION TRAINING

IMPLEMENT NON-COMPLEX FACILITY IMPROVEMENT

MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION

P1 - # POLICIES, PROCEDURES, PLANS, TRAINING

COURSES, CHECKLISTS, MANUALS, SURVEYS,

HANDBOOKS AND PAMPHLETS DEVELOPED,

REVIEWED & UPDATED

P2 - # OF UTILITY CONSUMPTION

REPORTS / BILLS COLLECTED

P3 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY

AUDITS PERFORMED

P4 - # OF MONTHLY INSPECTION REPORTS AND

QUARTERLY AUDIT REPORTS PUBLISHED

P5 - # OF MONTHLY CONSUMPTION DATA ANALYSIS

PERFORMED

P6 - # OF MONTHLY FACILITY INSPECTION AND QUARTERLY

AUDIT DATA ANALYSIS PERFORMED

P7 - # FACILITY RECOMMENDATIONS ISSUED

P8 -# OF BEHAVIORAL MODIFICATION IMPROVEMENTS

ISSUED

P9 - # OF SCHOOL RECEIVING A BEHAVIORAL MODIFICATION

RATING SCORE EQUAL TO OR GREATER THAN 90%

P10 - # NON-COMPLEX FACILITY IMPROVEMENTS

COMPLETED.

P11 - # OF COST BENEFIT ANALYSIS COMPLETED

P12 - # COMPLEX FACILITY PROJECTS ADDED

TO DEFERRED MAINTENANCE LIST

P13 - # OF COMPLEX FACILITY DEFERRED

MAINTENANCE

PROJECTS THAT WERE COMPLETED

P14 - # COMPLEX FACILITY PROJECTS

ADDED TO THE CAPITAL PROJECT LIST

P15 - # OF COMPLEX FACILITY PROJECTS

THAT WERE COMPLETED.

P16 - # OF WORK ORDERS

SUBMITTED

P17 - # FACILITY IMPROVEMENT AND

BEHAVIOR MODIFICATION TRAINING

ANALYSIS AFTER ACTION

REPORTS PUBLISHED.

CREATE COSTBENEFIT

ANALYSIS

ADD TO UNFUNDED RCPROJECT LIST

ADD TO CAPITAL PROJECT LIST

SUBMITWORK ORDER

IDENTIFICATION OF FACILITY& BEHAVIORAL MODIFICATION

IMPROVEMENTS &RECOMMENDATIONS

KWP2

KWP1

MONITOR & ANALYZEFAC IMP PROJECTS

& BM TRAININGRESULTS

KWP6

Note: CBC Includes5-Year Pay Back

Analysis

KWP5

KWP4

KWP3

YES

NO

KWP = Key Work Process

WHO

STEPBPS SCHOOL

BOARD SCHOOLFACILITIES RESOURCE

CONSERVATION

Key PriorityProcess (6): Process Owner:

PREPARE

QUESTION

QUESTION

NEED

IDENTIFYRECOMMEND

PERFORM

IMPLEMENT

MANAGED

MONITORANALYZE

SUBMIT

QUESTION

QUESTION

ADD

ADD

CREATE

MANAGE DISTRICTRESOURCE

CONSERVATION

FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 2/16/09

Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09

Q2 - REDUCE WATER USAGE BY 10% BY END OF FY 09/10

Q3 - REDUCE GAS / HEATING OIL USAGE BY 10% BY END OF FY 09/10

Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%BY END OF FY 09/10

A. JOHNSON

NEED ISMET


MANAGE DISTRICT & SCHOOL RESOURCE

CONSERVATION

MACRO Q MEASURES

ARE FACILITY IMPROVEMENTSRESULTS BEING

MONITORED ANDANALYZED?

PERFORM FACILITY IMPROVEMENTSMONITORING AND RESULTS ANALYSIS

PERFORM BEHAVIORALMODIFICATION MONITORING AND

RESULTS ANALYSIS

NO

YES

WHO

STEP

Key WorkProcess (6): Process Owner:

BPS SCHOOLBOARD

SCHOOL SITE ORANCILLARY FACILITY

FACILITIES RESOURCECONSERVATION

QUESTION

PERFORM

PERFORM

NEED

MANAGED

MONITOR AND ANALYZE FACILITIES IMPROVEMENTS AND BEHAVIORALMODIFICATION TRAINING RESULTS






A. JOHNSON

? P17.1 # OF FACILITIES IMPROVEMENTANALYSIS PERFORMED

P17.2 # OF FACILITIES IMPROVEMENTAFTER ACTION REPORTS PUBLISHED

P17.4 # OF BEHAVIORAL MODIFICATION TRAINING ANALYSIS AFTER ACTIONREPORTS PUBLISHED

P17.3 # OF BEHAVIORAL MODIFICATION TRAINING RESULTS ANALYSIS PERFORMED

KWP6.1

KWP6.2

NEED ISMET


?

DESIGN FACILITYPROJECT

MONITOR PROJECT LIST

MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION

P17.1.1 - # NUMBER OF COMPLEX

PROJECTS BEING MONITORED

MACRO Q MEASURES

CONSTRUCTPROJECT

OPERATEFACILITY

IMPLEMENTSOLUTIONS

MONITOR ANDCOLLECT DATA

ANALYZE DATA

IS THE PROJECTYIELDING EXPECTED

RESULTS?

PERFORMROOT CAUSE

ANALYSIS

RECOMMENDSOLUTIONS

PUBLISHAFTER ACTION

REPORT

P17.1.2 # OF FACILITIES IMPROVEMENTANALYSIS PERFORMED

P17.2.1 # OF FACILITIES IMPROVEMENTAFTER ACTION REPORTS PUBLISHED

YES

NO

NO

YES

YES

NOHAS THE IMPROVEMENTCONSTRUCTION BEEN

SCHEDULED?

IS THE DESIGN COMPLETE?

IS THE CONSTRUCTIONCOMPLETED? ?

?

?NO

YES

WHO

STEP

Key WorkProcess (6.1): Process Owner:

BPS SCHOOLBOARD BUILDER OPERATORDESIGNER


QUESTION

MONITOR

QUESTION

CONSTRUCT

QUESTION

DESIGN

NEED

MANAGED

QUESTION

ANALYZE

ANALYZE

MONITOR&

COLLEXT

PUBLISH

IMPLEMENT

RECOMMEND

PERFORM

Monitor and Analyze Facility Improvements






A. JOHNSON

NEED ISMET


MONITOR SCHOOL SITES& ANCILLARY FACILITIES

MANAGE DISTRICT & SCHOOL RESOURCE

CONSERVATION

MACRO Q MEASURES

IMPLEMENTTRAINING

SOLUTIONS

COLLECT DATA

ANALYZE DATA

IS THE TRAININGYIELDING EXPECTED

RESULTS?

PERFORMROOT CAUSE

ANALYSIS

DESIGNTRAINING

SOLUTIONS

PUBLISHAFTER ACTION

REPORT

P17.4.1 # OF BEHAVIORAL MODIFICATION TRAINING ANALYSIS AFTER ACTIONREPORTS PUBLISHED

P17.3.2 # OF BEHAVIORAL MODIFICATION TRAINING RESULTS ANALYSIS PERFORMED

P17.3.1 # OF SITES BEINGMONITORED BY BEHAVIORAL MODIFICATION TEAM(S)

NO

YES

WHO

STEP

Key WorkProcess (6.2): Process Owner:

BPS SCHOOLBOARD

SCHOOL SITE ORANCILLARY FACILITY


ANALYZE

COLLECT

MONITOR

IMPLEMENT

QUESTION

DESIGN

PERFORM

NEED

MANAGED

PUBLISH

Monitor and Analyze BehavioralModification Training Results






A. JOHNSON

?

ATTACHMENT A

021709 RC KWP6 DMAIC Lite Storyboard Page 1

INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see “Improve” checkpoint #10), via email to [email protected] and copy Steve Muzzy on all emails. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc. Priority Process Name: Resource Conservation

Key Work Process: MONITOR AND ANALYZE FACILITIES IMPROVEMENTS AND BEHAVIORAL MODIFICATION TRAINING RESULTS

Work System / Leader: Art Johnson

KWP6 DMAIC “Lite” Storyboard – Revision 1 – 2/17/09

DEFINE

1. Describe how the linkage between the process Q measures and the District’s KPIs (or strategic objective measures) was established and confirmed.

In order to meet 2008/2009 Strategic Plan 2.3.3 –‘Develop and Implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs, a new department was formed called the Resource Conservation department. The new department was formed in July of 2008 and immediately started deploying six sigma methodologies and tools to reduce the resource consumption. In light of the need to reduce energy consumption, the following Q measures were created.




Q4 - REDUCE THE VOLUME OF TRASH HAULED 10% BY END OF FY 09/10

2. Explain which process Q measure(s) will be improved.

In order to identify the Q measure(s) that should be focused on for improvement efforts, a Facilities Resource Conservation Priority Process Selection Matrix and a Key In-Process Measures Determination Form were created (see Pages 7 and 8). It was determined that Key Work Process (KWP) 6 “MONITOR AND ANALYZE FACILITIES IMPROVEMENTS AND BEHAVIORAL MODIFICATION TRAINING RESULTS” was in need of improvement. After a preliminary analysis of this key process, it was noted that Q measures Q1 would be affected and improved by reducing school and ancillary facility energy consumption caused equipment monitoring and controls, equipment age and maintenance, staff behavior and methods and cycle times used to collect facility project deployment and behavioral modification training results at each school site. Q measure Q1 will be improved thus resulting in an overall reduction in Kilowatt Hours (KWH) used at each school campus and District ancillary facility location.

3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above.

Reduce school-site and ancillary energy consumption (KWH) by a minimum of 10% by the end of 08/09 fiscal year.

ATTACHMENT A


DMAIC “Lite” Storyboard

MEASURE

4. List up to five (5) potential problems causing negative school-site energy consumption trends and the associated P measure(s) for each.

A. Equipment Monitoring.

B. Equipment Controls.

C. Equipment Age.

D. Equipment Maintenance.

E. School-site and ancillary facility staff behavior.

5. Select the most significant problem or opportunity and develop a problem statement which answers the questions: What? When? Gap between actual and targeted values?

Problem: The current ability to monitor the behavioral modification results, as it relates to energy consumption, is impacted by data collection methods.

Problem Statement: Since the conception of the Resource Conservation team in early 2008, the data collection and analysis cycle was based around the Florida Power & Light (FPL) 30 day billing cycle. On-site inspection and audit were scheduled to coincide with the arrival and analysis of the FPL electrical bill. During the December 2008 six month reporting cycle, it was noted, as a result of this 30 day cycle, actions to improve / modify behavioral modification training results were delayed causing energy consumption not to decrease.

Gap: The gap between the arrival of the FPL bill, bill analysis and the response time to improve / modify behavioral modification training results, as a minimum, is 4 – 6 weeks.

ATTACHMENT A



ANALYZE

6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the “Measure” step.

A. FPL billing cycle of 30 days.

B. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, that have been installed on 32 school and ancillary facility electrical meters are not being used.

C. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, have not been installed by FPL on 218 school and ancillary facilities electrical meters.

D. The behavioral modification site-visit schedule is not designed to collect data in less than 30 days.

E. Resource Conservation team resources are insufficient to collect data in less than 30 days.

F. Energy Action Patrol / Teams not being used to supplement the on-site collection of behavioral modification data.

7. List the root causes and describe the approach used to select them from among the others.

Root Causes Approach Used To Select Root Cause A. FPL billing cycle of 30 days Team Consensus

B. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, that have been installed on 3.1% of school and ancillary facility electrical meters are not being used.

Team Consensus

C. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, have not been installed by FPL on 218 school and ancillary facilities electrical meters.

Team Consensus

D. The behavioral modification site-visit schedule is not designed to collect data in less than 30 days. Team Consensus

E. Resource Conservation team resources are insufficient to collect data in less than 30 days.

Team Consensus

F. Energy Patrol Teams not being used to supplement the on-site collection of behavioral modification data.

Team Consensus

ATTACHMENT A



IMPROVE

8. List the countermeasure(s) you considered for implementation for each selected root cause from the “Analyze” step.

A. Read meters in house.

B. Connect existing pulse meters to DDC.

C. Install additional monitoring devices.

D. Establish a schedule for behavior modification site visits by team personnel.

E. Establish procedures for collecting data from school sites and other district personnel.

F. Same as above.

9. Determine the “effectiveness x feasibility” score for each countermeasure, and note the highest scores. See attached countermeasure matrix.

Root Cause Effectiveness Feasibility Overall Action A 2 3 6 No B 3 4 12 Yes C 3 2 6 No D 4 5 20 Yes

E/F 3 3 9 Yes SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

(Hint: Refer to six sigma DMAIC course, checkpoint #18 of the “Improve” step.)

10. Develop an action plan for each countermeasure to be implemented which shows the following: What (description of countermeasure) When (projected start and end dates) Who (accountable person) Which organizations need to support you Estimated cost to implement See attachment (Remember: Email your action plan(s) with this completed DMAIC “Lite” Storyboard, per instructions on page 1.)

ATTACHMENT A



CONTROL

11. Briefly explain how you know the root causes were reduced or eliminated.

Multiple site visits within a 30 day period, monitoring devices installed, site data collected.

12. Briefly explain how you know the problem was reduced.

Site reports are on file, meter data is recorded.

13. Briefly explain how you know the theme measure was improved.

The reduction of energy consumption will be identified during the analysis of the FPL monthly bill. See attached energy consumption analysis spreadsheet(s).

14. Explain how you will prevent this problem from recurring.

Maintain monitoring of consumption and behavior modification site visits.

15. Identify which other BPS locations should consider implementing your countermeasures.

N/A

16. Identify what other BPS locations could learn from this project.

N/A

17. List the remaining problem areas in this process.

FPL billing cycle, lack of monitoring devices at all school sites.

18. List the key lessons learned from this process improvement.

Making full use of available resources (personnel, existing monitoring equipment) reduces gaps in data collection.

ATTACHMENT A

© ets, Inc. / CTi 1990 - 2008 Page 6 1300

FACILITIES OPERATIONS AND MAINTENANCE PRIORITY PROCESS SELECTION MATRIX FORM

Selection Factor Key Work Processes Importance x Gap = Point Score Priority Rank

KWP1 Prepare Resource Conservation Documents 3 3 9 6

KWP2 Identification of Facility & Behavioral Modification Improvements & Recommendations

5 5 25 1

KWP3 Perform Behavioral Modification Training 4 2 8 7

KWP4 Implement Non-Complex Facility Improvements 4 2 8 7

KWP5 Create Cost Benefit Analysis Reports 3 5 15 3

KWP6 Monitor & Analyze FAC Improvement Projects & Behavior Modification Training Results

5 4 20 2

SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

ATTACHMENT A

© ets, Inc. / CTi 1990 - 2008 Page 7 1300

KEY IN-PROCESS MEASURES DETERMINATION FORM Outcome Measures In-Process Measures

1. P2 - # of Utility Consumption Reports / Bills Collected Q1 Reduce Electrical Usage 10% By End of FY

08/09 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q2 Reduce Water Usage 10% By End of FY

09/010 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q3 Reduce Gas – Heating Oil Usage 10% By End

of FY 09/010 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q4 Reduce The Volume of Trash Hauled 10% By

End of FY 09/010 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q5 Improve Facility Efficiency 10% By End of

FY 10/11 2. P5 - # of Monthly Consumption Data Analysis Performed

Macro Process Control System Process Name: Facilities Resource Conservation Process Owner: Art Johnson Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Manage and Improve District and School Facilities Operating Resources Outcome Indicators: Q1 – Q5

Process and Quality Indicators Checking / Indicator Monitoring Process

Indicators Control

Limits Data to Collect Timeframe

(Frequency) Responsibility Quality

Indicators Targets / Baseline What is Checking Item or Indicator Calculation

When to Collect Data?

Who will Check?

Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References

P1 # Policies, Procedures, Plans, Training Courses, Checklists, Manuals, Surveys, Handbooks And Pamphlets Developed, Reviewed & Updated

Target: - 90 D after FY starts. Baseline: 60 D Monthly Activity Report Monthly

End of month Resource Team Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.

P2 # of Utility Consumption Reports / Bills Collected

Target: - 320 Electrical Invoices Received From Accounting Baseline: 320

Monthly Activity Report End of month Brian Blenis Contact utility company directly for data.

P3 # Of Facility Quarterly Audits & Monthly Inspections Performed

Target: - 101 Inspections / Audits Performed. Baseline: 92

Monthly Activity Report Monthly End of month Jim Varney Reschedule Inspections and Audits

P4 # of Quarterly Audit and Monthly Inspection Reports Published

Target: - 101 Inspection / Audit Reports Published Baseline: 92

Monthly Activity Report Monthly End of month Jim Varney

Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.

P5 # of Consumption Data Analysis Performed

Target: 101 Consumption Analysis Performed Baseline: 101

Monthly Activity Report Monthly End of month Team

Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.

P6 # of Facilities Data Analysis Performed Target: 34 Facilities Audit Data Analysis Performed. Baseline: 34

Monthly Activity Report Monthly End of month Team

Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.

P7 # Facilities Recommendations Issued Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time Monthly Activity Report Monthly

End of month Art Johnson Evaluate the recommendation process and increase department resources to complete the recommendations as soon as possible.

P8 # of Behavioral Modification Improvements Issued

Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time Monthly Activity Report Monthly

End of month Art Johnson Evaluate the BM improvement issuing process and increase department resources to complete the issuing of BM improvements as soon as possible.

P9 # of Schools receiving a Behavioral Modification Training Sessions Conducted

Target: 174 Per Year (2 per School Site) Baseline: 22

Monthly Activity Report Monthly End of month Team Evaluate BM training and discuss

improvements with Site-Based Manager

P10 # of Non-Complex Facilities Improvements Completed

Target: Complete Non-Complex Improvements in 30 Days Baseline: 20

Monthly Activity Report Monthly End of month Brian Blenis Evaluate the Non-Complex facilities

improvement process and revise.

P11 # of Cost Benefit Analysis Completed Target: Complete CBA in 30 Days Baseline: 2 Monthly Activity Report Monthly

End of month Brian Blenis Mandate additional department resources to complete CBA.

And

Process and Quality Indicators Checking / Indicator Monitoring Process

Indicators Control Limits Data to Collect

Timeframe (Frequency) Responsibility


Quality Indicators

Specs/ Targets

What is Checking Item or Indicator Calculation

When to Collect Data? Who will Check?

P12 # of Complex Facilities Projects Added to Deferred Maintenance List

Target: Zero Baseline: Zero Monthly Activity Report Monthly

End of month Brian Blenis Evaluate the process and revise.

P13 # of Complex Facilities Deferred Maintenance Projects Completed

Target: Zero Baseline: Zero Monthly Activity Report Monthly

End of month Brian Blenis Evaluate the Complex Facilities Deferred Maintenance improvement process and revise.

P14 # of Complex Facilities Projects Added to Capital Project List

Target: None Baseline: 2 Monthly Activity Report Monthly

End of month Art Johnson Evaluate the process and revise.

P15 # of Complex Facilities Projects Completed

Target: Complete Complex Facilities Projects in 12 months. Baseline: 1

Monthly Activity Report Monthly End of month Art Johnson Evaluate the Complex facilities improvement

process and revise.

P16 # of Work Orders Submitted In 60D Target: 19 Baseline: 19 Monthly Activity Report Monthly

End of month Art Johnson Evaluate the process and revise.

P17 # Facility Improvement and Behavior Modification Training Analysis After Action Reports Published

Target: Publish 101 After Action Reports. Baseline: 92

Monthly Activity Report Monthly End of month Art Johnson

Mandate additional department resources to complete and publish training analysis after action reports.

Q1 Reduce Electrical Usage Target: 10% KWH Reduction by end of FY 08/09 Baseline: 147,322,517 KWH

FPL Monthly Invoices & School District Monitoring System

Monthly End of month Brian Blenis

Refer to contingency plans and miscellaneous information above related to individual submittals.

Q2 Reduce Water Usage 10% by End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Water Usage

Monthly Water Invoices Monthly End of month Art Johnson


Q3 Reduce Gas / Heating Oil Usage 10% By End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Gas / Oil Usage

Monthly Gas and Heating Oil Invoices Monthly End of month Brian Blenis


Q4 Reduce the Volume of Trash Hauled 10% By the End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Trash Volume Hauled

Monthly Solid Waste Invoices Monthly End of month Art Johnson


Approved: Date: Rev # Rev Date:

And

KWP 6 Process Control System Process Name: Monitor and analyze facility improvements and behavior modification training results Process Owner: Art Johnson

Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Manage and Improve District and School Facilities Operating Resources Outcome Indicators: Q1-Q4

Process and Quality Indicators Checking / Indicator Monitoring

Process Indicators

Control Limits Data to Collect


Quality Indicators

Specs/ Targets



Who will Check?


P17 # Facility Improvement and Behavior Modification Training Analysis After Action Reports Published

Target: Publish 101 After Action Reports. Baseline:92


Mandate additional department resources to complete and publish improvement/training analysis after action reports.

P17.1 # Facility Improvement Analysis Performed

Target: Perform 101 Analyses. Baseline:92 Monthly Activity Report Monthly

End of month Jim Varney Mandate additional department resources to complete audits and inspections and publish facility improvement analyses.

P17.2 # Facility Improvement After Action Reports Published



Mandate additional department resources to complete and publish facility improvement after action reports.

P17.3 # Behavior Modification Training Analysis Performed


End of month Robin Reinarts Mandate additional department resources to complete trainings and perform training analysis.

P17.4 # Behavior Modification Training After Action Reports Published


Monthly Activity Report Monthly End of month Art Johnson Mandate additional department resources to

complete training analysis after action reports.

Q1 Reduce Electrical Usage Target: 10% KWH Cost Avoidance by end of FY 08/09 Baseline: 77,928,833 KWH

















And

KWP 6.1 Process Control System Process Name: Perform Facility Improvement Monitoring and Results Analysis Process Owner: Art Johnson Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:



Process Indicators



Quality Indicators

Specs/ Targets



Who will Check?


P17.1.1 # of Complex Projects Monitored Target: None Baseline:6 Monthly Activity Report Monthly


P17.1.2 # Facility Improvement Analysis Performed



P17.2.1 # Facility Improvement After Action Reports Published



Mandate additional department resources to complete and publish facility improvement after action reports.


















And

KWP 6.2 Process Control System Process Name: Perform Behavioral Modification Monitoring and Results Analysis Process Owner: Art Johnson Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:



Process Indicators



Quality Indicators

Specs/ Targets



Who will Check?


P17.3.1 # Behavior Modification Training Analysis Performed


End of month Robin Reinarts Mandate additional department resources to complete trainings and perform training analysis.

P17.4.1 # Behavior Modification Training After Action Reports Published


Monthly Activity Report Monthly End of month Art Johnson Mandate additional department resources to

complete training analysis after action reports.


















And

BPS Process Management System

Work System: Manage Resource Conservation Leader: A. Johnson

Owner Members Key Work Priority Processes Name Email Name Email

1. 2. 3. KWP1 Prepare Resource

Conservation Documents

4. 1. 2. 3. KWP2

Identification of Facility & Behavioral Modification Improvements & Recommendations

4. 1. 2. 3. KWP3 Perform Behavioral

Modification Training

4. 1. 2. 3. KWP4 Implement Non-Complex

Facility Improvements

4. 1. 2. 3. KWP5 Create Cost Benefit

Analysis Reports

4.

BPS Process Management System

Work System: Manage Resource Conservation Leader: A. Johnson

Owner Members Key Work Priority Processes Name Email Name Email

1. 2. 3. 4. 2. 3.

KWP6

Monitor & Analyze FAC Improvement Projects & Behavior Modification Training Results

4.

DMAIC LITE STORYBOARD 2 – IMPROVE – CHECKPOINT 10

Countermeasure Action Plans COUNTERMEASURE

PROJECTED START DATE

PROJECTED END DATE

ACCOUNTABLE PERSON

SUPPORT ORGANIZATION ESTIMATED COST

A. Read meters in house.

None at this time

B. Connect existing pulse meters to DDC.

2/13/09 6/30/09 Brian Blenis HVAC Operations, Siemens/Johnson Controls, Maintenance

Staff time, other costs TBD

C. Install additional monitoring devices.

None at this time

D. Establish a schedule for behavior modification site visits by team personnel.

2/12/09 3/1/09 Art Johnson ERC team Staff time, approximately 2 hours

E/F. Establish procedures for collecting data from school sites and other district personnel

4/1/09 4/15/09 Robin Reinarts Leadership Team and site Energy Action Teams

Staff time

Date:

Owners:

February March April May June July August September October November December January Comments

Scheduled 2/16/09

Completed

Scheduled 3/3/09

Completed

Scheduled 4/21/09

Completed

Scheduled 4/30/09

Completed

Scheduled 6/30/09

Completed

BB

2

AJ to arrange funding for project

BB and JV to determine costs of modifying software to read meters

KWP 6 Action Plan - Resource Conservation

Root Cause #2:

Countermeasure:

Practical Method:

Ed Curry, Art Johnson

12-Feb-09On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, that have been installed on TBD % of school and ancillary facility electrical meters are not being used.

Connect existing pulse meters to DDC.

Wire meters into DDC system and program software to monitor meters.

Month

BB to coordinate project with contractors and HVAC ops

No. Task Accountable Person

1

3

BB to determine where pulse meters are located BB

BB

BB and JV to determine costs of wiring meters into DDC BB

4

5

AJ

Date:

Owners:


Scheduled 2/20/09

Completed

Scheduled 2/26/2009

Completed

Scheduled 3/2/09

Completed

Scheduled 3/2/09

Completed

4

~ Months ~ No. Task Accountable

Person

1

3

AJ to collect information on work schedules of team members.

AJ to post schedule on team drive

AJ to revise schedule as needed from team input

AJ to create schedule AJ2

KWP 6 Action Plan - Resource Conservation

Root Cause #4:

Countermeasure:

Practical Method:


12-Jan-09The behavioral modification site-visit schedule is not designed to collect data in less than 30 days.

Establish a schedule for behavior modification site visits by team personnel.

Create schedule for visits to all sites by training custodians and behavioral modification specialists.

AJ

AJ

AJ

Date:

Owners:


Scheduled 4/2/09

Completed

Scheduled 4/8/2009

Completed

Scheduled 4/13/09

Completed

Scheduled 4/13/09

Completed

Scheduled 4/14/09

Completed

4

5

~ Month ~ No. Task Accountable

Person

1

3

RR and KVD to collect information on how data is being collected at schools that are doing so.

Establish procedures for collecting data from school sites and other district personnel.

Create data collection tools and procedures for data collection and reporting by EAP/EAT.

RR to post tools on department website

RR to distribute tools with March update

RR to create data collection instruments for patrols and teams RR2

RR to update district communications RR

KWP6 Action Plan - Resource Conservation

Root Causes #5 & #6:

Countermeasure:

Practical Method:


12-Jan-09Resource Conservation team resources are insufficient to collect data in less than 30 days. Energy Action Patrol/Energy Action Teams not being used to supplement the on-site collection of behavioral modification data.

RR

RR

RR

MANAGE RESOURCECONSERVATION

MANAGE RESOURCECONSERVATION

A. Johnson

Process Improvement

Document TreeMacro

Process: Process Owner: Document Title:

MACRO DMAIC LITE STORYBOARD

MACRO PCS

MACRO FLOWCHART

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

MACRO KEY IN-PROCESSMEASURES DETERMINATION

SYSTEMS FORM

MACRO DMAIC LITE STORYBOARD

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

KWP2 IDENTIFICATION &RECOMMENDATION OF

F&BM MODS AND IMPROVEMENTS FLOW CHART

KWP2 ACTION PLAN(s)

KWP2COUNTERMEASURE

MATRIX

KWP2 INDICATOR DATA

KWP6 DMAIC LITE STORYBOARD

KWP5 DMAIC LITE STORYBOARD

KWP6 PRIORITY PROCESSSELECTION MATRIX FORM

KWP5 PRIORITY PROCESSSELECTION MATRIX FORM

KWP6 MONITOR & ANALYZE FACIMPROVEMENT PROJECTS &

BM TRAINING RESULTS FLOW CHART

KWP5 CREATE COST BENIFIT ANALYSIS

FLOW CHART

KWP6 ACTION PLAN(s) KWP5 ACTION PLAN(s)

KWP6COUNTERMEASURE

MATRIX

KWP5COUNTERMEASURE

MATRIX

KWP6 INDICATOR DATA KWP5 INDICATOR DATA

Note 1: May be required if flow chart has internal work processin addition to individual steps.

Note 1Note 1

Key Work Processes 1 - 9

1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard

FY 08 AVG KWH USAGE (Q1)

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

FACILITY CATEGORIES

KW

H P

ER M

ON

TH

FY 08 Avg.Per Month

FY 08 Avg.Per Month 2,546,000 772,111 2,892,257 283,703

High Schools Middle Schools Elementary Schools Ancillary Facilities

Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement.

FY09 YTD KWH USAGE (Q1)

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

FACILITY CATEGORIES

KW

H P

ER M

ON

TH

FY 09 Per Month YTD FY 08 Baseline FY 09 MONTHLY TARGET

FY 09 Per Month YTD 2,293,343 643,012 2,485,527 235,479

FY 08 Baseline 2,546,000 772,111 2,892,257 283,703

FY 09 MONTHLY TARGET 2,291,400 694,899 2,603,031 255,332


Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement. The FY09 YTD target is a 10% reduction in the FY08 Baseline.

FY08/09 YTD KWH USAGE ANALYSIS (Q1)

-

5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

30,000,000

35,000,000

40,000,000

FACILITY CATEGORY

KW

H P

ER Y

EAR

FY 08 FY 09 YTD FY 08 YEARLY BASELINE FY 09 YEARLY TARGET

FY 08 30,551,999 9,265,326 34,707,081 3,404,432

FY 09 YTD 27,520,121 7,716,140 29,826,320 2,825,746

FY 08 YEARLY BASELINE 30,551,999 9,265,326 34,707,081 3,404,432

FY 09 YEARLY TARGET 27,496,799 8,338,793 31,236,373 3,063,989


Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement. The FY09 YTD target is a 10% reduction in the FY08 Baseline.

ENERGY CONSUMPTION ANALYSIS

0

2,000,000

4,000,000

6,000,000

8,000,000

10,000,000

12,000,000

14,000,000

16,000,000

18,000,000

REPORTING MONTHS

KW

H P

ER M

ON

THBaseline (FY 08) FY 09 Target

Baseline (FY 08) 10,457,5 12,229,1 15,824,4 14,653,2 12,926,9 11,837,6 10,282,2 10,805,0 10,633,7 10,122,6 11,787,2 12,477,6

FY 09 10,242,7 10,688,5 13,735,6 13,013,8 10,711,0 9,394,06 7,940,91 8,976,71 8,980,01

Target 9,411,79 11,006,2 14,241,9 13,187,8 11,634,2 10,653,8 9,254,03 9,724,52 9,570,33 9,110,36 10,608,4 11,229,9

July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Note: The December and January months reflect the shut down of schools over the Thanksgiving and Christmas holiday breaks.

Target = 10% Reduction in Energy Consumption from the FY 08 Baseline.

ENERGY CONSUMPTION PERCENT (%) CHANGE ANALYSIS(Between FY 08 Baseline and FY 09 Actual)

-25.00%

-20.00%

-15.00%

-10.00%

-5.00%

0.00%

REPORTING MONTHS

PER

CEN

T C

HA

NG

E PE

R M

ON

TH

% change Cum % Change

% change -2.05% -12.60% -13.20% -11.19% -17.14% -20.64% -22.77% -16.92% -15.55%

Cum % Change -2.05% -7.74% -9.98% -10.31% -11.65% -13.02% -14.15% -14.45% -14.56%

July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

EEZZ DDMMAAIICC 2200 CCHHEECCKKPPOOIINNTTSS DDEEFFIINNEE MMEEAASSUURREE AANNAALLYYZZEE IIMMPPRROOVVEE CCOONNTTRROOLL

PPllaann DDoo CChheecckk AAcctt

EZDMAICSM is a registered Service Mark of ets Inc. ~ Copyright 2009, ets Inc. Page 1

Macro Process Name: Manage Resource Conservation Key Work Process: MONITOR AND ANALYZE FACILITIES IMPROVEMENTS AND

BEHAVIORAL MODIFICATION TRAINING RESULTSWork System / Leader: Ed Curry Process Owner: Art Johnson

DMAIC Status: Improve Cycle: Yes Refine Cycle: No EZ DMAIC Revision Status: No Change 4-28-09

DEFINE Plan 1. The stakeholder and need were identified. Yes: x No: Rating: 5 Comment: Internal and external customers were identified.

2. An indicator measuring our performance in meeting the need was developed. Yes: x No: Rating: 5 Comment: An indicator to measure “Q1 – Reduce Electrical Usage 10% by the end of FY 08/09” was developed. Q measure Q1 would be improved thus resulting in an overall reduction in Kilowatt Hours (KWH) used at each school campus and District ancillary facility location by reducing school and ancillary facility energy consumption caused by equipment monitoring and controls, equipment age and maintenance, staff behavior and methods and cycle times used to collect facility project deployment and behavioral modification training results at each school. See checkpoint 3. 3. A theme statement consistent with the indicator was selected. Yes: x No: Rating: 5 Comment: Yes, the theme statement is consistent with “Q1” to reduce the District-wide KWH usage. Theme Statement: Reduce school-site and ancillary energy consumption (KWH) by a minimum of 10% by the end of the 08/09 fiscal year.

Rating Legend:

5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed




MEASURE Plan 4. The theme was stratified from various viewpoints and a significant problem

was chosen. Yes: x No: Rating: 5

Comment: The theme was stratified into seven problems: A. Equipment monitoring. B. Equipment controls. C. Equipment Age. D. Equipment maintenance. E. School-site and ancillary facility staff behavior.

. 5. A target for improvement was established based on the stakeholder's need

and its impact on the theme indicator was determined. Yes: x No: Rating: 5 Comment: A target has been established to reduce the District’s electrical usage in KWH. The target is a 10% reduction in KWH used.

6. A problem statement that addressed the gap between the actual and target values was developed. Yes: x No: Rating: 5

Comment: Actual and target gap values have been identified. Since the conception of the Resource Conservation team in early 2008, the data collection and analysis cycle was based around the Florida Power & Light (FPL) 30 day billing cycle. On-site inspection and audit were scheduled to coincide with the arrival and analysis of the FPL electrical bill. During the December 2008 six month reporting cycle, it was noted, as a result of this 30 day cycle, actions to improve / modify behavioral modification training results were delayed. Gap: The gap between the arrival of the FPL bill, bill analysis and the response time to improve / modify behavioral modification training results, as a minimum, is 4 – 6 weeks.

Rating Legend:





ANALYZE Plan 7. Potential causes most likely to have the greatest impact on the problem were selected. Yes: x No: Rating: 5 Comment: 6 potential causes were identified.

A. FPL billing cycle of 30 days.

B. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, that have been installed on 32 of school and ancillary facility electrical meters are not being used.

C. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time basis, have not been installed by FPL on 218 of school and ancillary facilities electrical meters.

D. The behavioral modification site-visit schedule is not designed to collect data in less than 30 days.

E. Energy/Resource Conservation team resources are insufficient to collect data in less than 30 days.

F. Energy Patrols/Teams not being used to supplement the on-site collection of behavioral modification data.

8. A relationship between the root causes and the problem was verified with data. Yes: x No: Rating: 4 Comment: The relationship between root causes and the problem was verified by conducting field inspections and audits and from previous experience with behavioral modification visits. This relationship was not verified by quantifiable data because it is impossible to isolate the effect of increased data collection and behavior modification training on KWH consumption. 9. Root causes were selected and the impact of each root cause on the gap was

determined. Yes: x No: Rating: 4

Comment: The impact of the root cause was determined. During fact finding inspections and audits, the following root cause impact on the gap was noted.

A. FPL billing cycle of 30 days. B. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time

basis, that have been installed on 32 school and ancillary facility electrical meters are not being used. C. On-site electrical meter monitoring devices, to collect electrical consumption data on a real-time

basis, have not been installed by FPL on 218 school and ancillary facilities electrical meters. D. The behavioral modification site-visit schedule is not designed to collect data in less than 30 days. E. Energy/Resource Conservation team resources are insufficient to collect data in less than 30 days. F. Energy Patrol Teams not being used to supplement the on-site collection of behavioral modification

data.

Rating Legend:





IMPROVE Plan 10. Countermeasures were selected to address verified root causes. Yes: X No: Rating: 5 Comment: 5 countermeasures were developed.

A. Read meters in house. B. Connect existing pulse meters to DDC. C. Install additional monitoring devices. D. Establish a schedule for behavior modification site visits by team personnel. E. Establish procedures for collecting data from school sites and other district departments.

11. The method for selecting the appropriate practical methods was clear and considered effectiveness and feasibility. Yes: X No: Rating: 5

Comment: An effectiveness and feasibility matrix was used to select which countermeasures to deploy. Practical methods were developed for each countermeasure by using a brainstorming session. See storyboard for effectiveness and feasibility matrix. 3 of 5 countermeasures were selected for effectiveness and feasibility, reading meters in house and installing additional monitoring devices were not selected due to a lack of feasibility and effectiveness. IMPROVE Do 12. The action plan reflected accountability, schedule, and cost, and was implemented. Yes: X No: x Rating: 5 Comment: An overall action plan was developed that incorporated selected countermeasures. A countermeasure action plan matrix was developed which shows deployment accountability, schedule and associated cost. See Storyboard steps 10-13.

Rating Legend:





CONTROL Check 13. [Results] The effect of countermeasures on the root causes was demonstrated. Yes: X No: Rating: 5 Comment: The effect of the countermeasure on the root cause was demonstrated. As of April 21, 2009, countermeasures D

and E/F were deployed. Pulse meters (Countermeasure B) have not yet been connected to DDC.

14. [Results] The effect of countermeasures on the problem was demonstrated. Yes: X No: Rating: 5 Comment: The effect of the countermeasure on the problem was demonstrated. As of April 13, 2009, the gap between the

arrival of the FPL bill, bill analysis and the response time to improve / modify behavioral modification training results, as a minimum, is 2 weeks or less. This improvement was achieved by creating a school site inspection schedule.

15. [Results] The improvement target was achieved and causes of significant variation were addressed. Yes: X No: Rating: 5

Comment: As of March 31, 2009, the deployment of the countermeasures to increase the number of energy projects completed and decrease energy usage reduced the District energy usage by 15% exceeding the 10% target. Schools not achieving savings were targeted for investigation and additional projects. See attached charts.

16. [Results] The effect of countermeasures on the theme indicator representing the stakeholder’s need was demonstrated. Yes: X No: Rating: 5

Comment:

Theme Statement: Reduce school-site and ancillary energy consumption (KWH) by a minimum of 10% by the end of the 08/09 fiscal year. The effect of the countermeasures is demonstrated by the fact that we are exceeding our goal by 50%.

CONTROL Act 17. [Standardization] A method was established to document, permanently change, and

communicate the revised process or standard, and was implemented. Yes: X No: Rating: 4

Comment: The countermeasures are in process of being implemented. Multiple site visits are being made within a 30 day period, site data is being collected from Energy Action Teams/Patrols.

18. [Standardization] Specific areas for replication were identified, and an action plan was developed to promote organizational learning. Yes: X No: Rating: 5

Comment: This checkpoint was analyzed. The developed countermeasures will be utilized as resource conservation is focused on water, gas and heating oil and trash removal.

19. [Future Plans] Any remaining problems of the theme were addressed. Yes: X No: Rating: 5 Comment: Remaining problems have been addressed through countermeasures for other problems. Lack of

monitoring devices at all school sites is a remaining problem. However, implementation of countermeasures for this problem will be dependent on evaluation of the usefulness of existing monitoring devices.

20. [Future Plans] Lessons learned, P-D-C-A of the ets Six Sigma DMAIC Method, and team growth were assessed and documented. Yes: X No: Rating: 5

Comment: The problem solving activity to improve the theme occurred over numerous brainstorming and data analysis sessions. Data was examined from varying view points to understand the problem and gap. Lessons learned were discussed and documented.

Rating Legend: 5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed