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San Diego Unified SchoolSan Diego Unified SchoolSan Diego Unified School San Diego Unified School District Board Presentation District Board Presentation --Physical Plant Operations Physical Plant Operations

ReorganizationReorganizationReorganizationReorganization

December 11, 2007December 11, 2007PPO Task ForcePPO Task Force

Second Quarterly ReportSecond Quarterly Report

11Becoming America’s Best

PPO Task Force PPO Task Force –– PPO ReorganizationPPO ReorganizationS d Q t l R tS d Q t l R tSecond Quarterly ReportSecond Quarterly Report

Background on PPO Task Force and Reorganization:Background on PPO Task Force and Reorganization:

On February 27, 2007, the Board approved a recommendation by On February 27, 2007, the Board approved a recommendation by the Superintendent to begin the restructuring of all maintenance and the Superintendent to begin the restructuring of all maintenance and p g gp g goperations functions within the districtoperations functions within the district

On August 7 2007 the Board received the first quarterly report onOn August 7 2007 the Board received the first quarterly report onOn August 7, 2007 the Board received the first quarterly report on On August 7, 2007 the Board received the first quarterly report on Physical Plant Operations Division (PPO) reorganizationPhysical Plant Operations Division (PPO) reorganization

The following is a status of progress update related to the PhysicalThe following is a status of progress update related to the PhysicalThe following is a status of progress update related to the Physical The following is a status of progress update related to the Physical Plant Operations Reorganization through October 2007Plant Operations Reorganization through October 2007



Implementation Status Implementation Status -- Operational Milestones:Operational Milestones:

Director of Physical Plant Operations Director of Physical Plant Operations –– Drew RowlandsDrew Rowlands

OnOn--going restoration of the 40 Board approved landscaping going restoration of the 40 Board approved landscaping technicians and maintenance trades positionstechnicians and maintenance trades positions

All Custodial Personnel Reassigned to PPO All Custodial Personnel Reassigned to PPO -- Interim organization in Interim organization in place effective July 1, 2007place effective July 1, 2007

Training and Work Flow Labor Utilization Coordinator Training and Work Flow Labor Utilization Coordinator -- Positions Positions approved / Pending to be filledapproved / Pending to be filled



Task Force and Performance Team MilestonesTask Force and Performance Team Milestones

Baseline operating budget for PPO Department for 2007Baseline operating budget for PPO Department for 2007--2008 FY 2008 FY established established –– budget neutral to 2006budget neutral to 2006--2007 FY 2007 FY

Open dialogue established between all stakeholders regarding Open dialogue established between all stakeholders regarding interim organizational changes to management interim organizational changes to management

Individual teams presenting recommendations to the Task Force for Individual teams presenting recommendations to the Task Force for implementation of change/new directionimplementation of change/new direction

Task Force appointed a seventh Performance Team to address PPO Task Force appointed a seventh Performance Team to address PPO Budget/Financial AccountabilityBudget/Financial Accountability



Task Force and Performance Team Challenges:Task Force and Performance Team Challenges:gg

Realignment of team composition among all stakeholders when Realignment of team composition among all stakeholders when individuals are promoted, resign or move into different positionsindividuals are promoted, resign or move into different positions

Learning to work within team dynamicsLearning to work within team dynamics

Focusing on the team objectives and timelinesFocusing on the team objectives and timelines

Integrating team work with day to day responsibilitiesIntegrating team work with day to day responsibilitiesg g y y pg g y y p



Performance Team 1 Performance Team 1 –– Procurement Function/Issues and Procurement Function/Issues and R i R l i hiR i R l i hiReporting RelationshipsReporting Relationships

Team MissionTeam Mission: Realign the current district: Realign the current district--wide stockroom and procurement wide stockroom and procurement gg ppfunctions into a structure that allows for full and adequate improved stockroom functions into a structure that allows for full and adequate improved stockroom inventory control, cost avoidance and improved productivity.inventory control, cost avoidance and improved productivity.

Eliminated 10 000 inactive part numbers from inventoryEliminated 10 000 inactive part numbers from inventoryEliminated 10,000 inactive part numbers from inventoryEliminated 10,000 inactive part numbers from inventory

Implemented Access database for key trackingImplemented Access database for key tracking

Developing system with vendors for the purchase/management of Developing system with vendors for the purchase/management of expendable partsexpendable parts



Performance Team 2 Performance Team 2 –– Custodial Supervision & Management of Custodial Supervision & Management of Di iDi i id C di l Pid C di l PDistrictDistrict--wide Custodial Programwide Custodial Program

Team MissionTeam Mission: Realign the current district: Realign the current district--wide custodial supervisory staffing wide custodial supervisory staffing schedules into a structure that allows for full and adequate daytime andschedules into a structure that allows for full and adequate daytime andschedules into a structure that allows for full and adequate daytime and schedules into a structure that allows for full and adequate daytime and evening supervision.evening supervision.

Developed proposed Supervision/Management structureDeveloped proposed Supervision/Management structure–– Presenting to Task Force in DecemberPresenting to Task Force in December–– HR support and review (position classifications, position costing) HR support and review (position classifications, position costing)

Interfacing with Performance Team 3Interfacing with Performance Team 3 –– Custodial StaffingCustodial StaffingInterfacing with Performance Team 3 Interfacing with Performance Team 3 –– Custodial StaffingCustodial Staffing



Performance Team 3 Performance Team 3 –– Custodial Site Staffing and SchedulesCustodial Site Staffing and Schedules

Team MissionTeam Mission: Plan and implement a school site visitation and data analysis : Plan and implement a school site visitation and data analysis process to distribute custodial staffing to maximize services to our customers.process to distribute custodial staffing to maximize services to our customers.

Developed outline for visitation worksheet, currently testing at 12 schoolsDeveloped outline for visitation worksheet, currently testing at 12 schools

D t i d th f t d i th d t ll ti l i t l dD t i d th f t d i th d t ll ti l i t l dDetermined the factors used in the data collection, analysis tool under Determined the factors used in the data collection, analysis tool under developmentdevelopment

Adding factors not used in current metric for example: School Site AcreageAdding factors not used in current metric for example: School Site AcreageAdding factors not used in current metric, for example: School Site AcreageAdding factors not used in current metric, for example: School Site Acreage



Performance Team 4 Performance Team 4 –– Custodial Supplies, Material and Custodial Supplies, Material and EquipmentEquipmentEquipmentEquipment

Team MissionTeam Mission: Realign the current district: Realign the current district--wide custodial ordering and wide custodial ordering and distribution processes into a structure that allows for full and adequate tracking distribution processes into a structure that allows for full and adequate tracking

f di l t d t i t d li / t i l b d tf di l t d t i t d li / t i l b d tof spending related to equipment and supplies/material budgets.of spending related to equipment and supplies/material budgets.

Reviewed 06/07 budget for custodial supplies and equipmentReviewed 06/07 budget for custodial supplies and equipment

Memo to all sites to use accounting class 4501 for purchase of custodial suppliesMemo to all sites to use accounting class 4501 for purchase of custodial supplies

Improving process and tracking purchases from custodial supply vendor Improving process and tracking purchases from custodial supply vendor

Collected first quarter 07/08 expenditures from all sites and central officeCollected first quarter 07/08 expenditures from all sites and central office



Performance Team 5 Performance Team 5 –– Landscaping Organization/Budgeting and Landscaping Organization/Budgeting and ProcurementProcurementProcurementProcurement

Team MissionTeam Mission: Realign the current landscape organization, budget and procurement : Realign the current landscape organization, budget and procurement authorization and control system as well as improving labor utilization practices. authorization and control system as well as improving labor utilization practices.

Finalizing organizational structure for presentation to Task ForceFinalizing organizational structure for presentation to Task Force

Evaluating landscape / grounds functions throughout PPO for potential incorporation Evaluating landscape / grounds functions throughout PPO for potential incorporation into irrigation maintenance to Landscape Unitinto irrigation maintenance to Landscape Unitinto irrigation maintenance to Landscape Unit.into irrigation maintenance to Landscape Unit.


PPO Task Force PPO Task Force –– PPO ReorganizationPPO ReorganizationS d Q t l R tS d Q t l R t

Performance Team 6 Performance Team 6 –– Work Order/Labor UtilizationWork Order/Labor Utilization


Team MissionTeam Mission: Development of a common understanding of the current Work : Development of a common understanding of the current Work Order/Labor Utilization system and evaluate the six Portolan Order/Labor Utilization system and evaluate the six Portolan recommendationsrecommendationsrecommendations.recommendations.

Completed 52,456 work orders for the 06/07 fiscal year.Completed 52,456 work orders for the 06/07 fiscal year.Current state value stream mapping for Work Orders continuesCurrent state value stream mapping for Work Orders continuesCurrent state value stream mapping for Work Orders continuesCurrent state value stream mapping for Work Orders continuesOnOn--going development of identification and reporting of site condition going development of identification and reporting of site condition deficienciesdeficienciesRecommended and have begun implementation of 90Recommended and have begun implementation of 90 day approval ofday approval ofRecommended and have begun implementation of 90Recommended and have begun implementation of 90--day approval of day approval of Request for Service FundingRequest for Service Funding


PPO Task Force PPO Task Force –– PPO ReorganizationPPO ReorganizationS d Q t l R tS d Q t l R t

Performance Team 7 Performance Team 7 –– Budget/Finance AccountabilityBudget/Finance Accountability


Team MissionTeam Mission: Create a budget reporting system that allows for full and : Create a budget reporting system that allows for full and adequate management and tracking by managers of their budgets.adequate management and tracking by managers of their budgets.

Team formed on September 25, 2007Team formed on September 25, 2007Create customer friendly and usable reporting tools for planning and Create customer friendly and usable reporting tools for planning and tracking of individual PPO unit budgets and expenditures.tracking of individual PPO unit budgets and expenditures.Automate report creation and distributionAutomate report creation and distributionTrack PPO units’ current spending patterns and determine future budget Track PPO units’ current spending patterns and determine future budget needsneeds



Next Steps Next Steps –– Third Quarter work:Third Quarter work:

Performance Teams to continue meeting Performance Teams to continue meeting ---- Recommendations to the Task Force.Recommendations to the Task Force.

Evaluation of Performance Team RecommendationsEvaluation of Performance Team Recommendations–– Align with 08/09 BudgetAlign with 08/09 Budget–– Performance Teams must plan their work to complete all initial financial Performance Teams must plan their work to complete all initial financial

recommendations by March/April 2008recommendations by March/April 2008

Finalize Custodial and Landscape organizational structure recommendationsFinalize Custodial and Landscape organizational structure recommendations

Develop and implement department level budget report formatDevelop and implement department level budget report format

Fill Training and Work Flow/Labor Utilization positionsFill Training and Work Flow/Labor Utilization positions

C lt t b d t i t i i RFP f C t i d M i tC lt t b d t i t i i RFP f C t i d M i tConsultant on board to assist in preparing RFP for new Computerized Maintenance Consultant on board to assist in preparing RFP for new Computerized Maintenance Management System (CMMS); integrate new system with DWA.Management System (CMMS); integrate new system with DWA.



Conclusion:Conclusion:

The PPO Task Force has completed its second quarter of work The PPO Task Force has completed its second quarter of work

The Task Force continues to provide a forum for Labor and Management toThe Task Force continues to provide a forum for Labor and Management toThe Task Force continues to provide a forum for Labor and Management to The Task Force continues to provide a forum for Labor and Management to brainstorm improvements for the department and workforcebrainstorm improvements for the department and workforce

Task Force and Performance Team efforts continue to bring a districtTask Force and Performance Team efforts continue to bring a district--wide wide awareness to the importance of the PPO reorganization with the end resultawareness to the importance of the PPO reorganization with the end resultawareness to the importance of the PPO reorganization with the end result awareness to the importance of the PPO reorganization with the end result being a more effective organization, which executes the District’s goal of being a more effective organization, which executes the District’s goal of providing safe, orderly and well maintained schools.providing safe, orderly and well maintained schools.Conclusion of Portolan onConclusion of Portolan on--site involvement.site involvement.


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