Facilities Exterior Maintenance Optimization Final Report

ERIE COUNTY, NEW YORK
LEAN SIX SIGMA
Facilities Exterior Maintenance Optimization
Center for Industrial Effectiveness © 2008 University at Buffalo. All rights reserved.
PROJECT TEAM MEMBERS
Green Belt Project Team - Exterior Facilities Management (lawn/snow)
Division Team Member

MBB John Lupienski (TCIE)
BB Stan Jemiolo
Highways Pat Baskerville
Highways Phil Drozd
Parks Joe Lettieri
Library Mark Kross, Mary Jane Flagg
ECC Tony Nesci
Sheriff Marty Bronisz
Process Owner Michelle Mazzone
Support Lynn Sacha
Sewers Kevin Zynda , Kevin Kaminski, Michael Pinto
REAM (B&G) John Wolowiec, Ron Kreavy
PROJECT TEAM MEMBERS
Green Belt Project Team - Exterior Facilities Management (lawn/snow)
Other members that did not attend weekly meetings
Champion Jerry Sentz

Champion Mike Quinn
Key Team Members
Highways Gary Z
REAM (B&G) Kevin Madoo
REAM (B&G) Jeff Quinn
Define Phase
DEFINE PHASE
Center for Industrial Effectiveness © 2008 University at Buffalo. All rights reserved. 3
PROJECT CHARTER
Strategic Goal/Business Case:

Exterior facilities management is handled by all departments throughout
the geographic boundaries of Erie County. Our goal is to analyze costs
associated with facilities exterior maintenance including equipment,
existing 3rd party contracting, travel time to achieve cross departmental
savings and efficiencies.
Problem Statement:
Determine the most efficient departmental delineation of assignments to
accomplish the most efficient exterior facilities maintenance process.
Project Objective:
The goal is to identify the most efficient assignments for exterior
maintenance of county facilities.
PROJECT CHARTER
Benefits/Savings Potential:
Labor, travel, equipment purchase/repair costs will be reduced due to
consolidation of services. Travel time/gas will be reduced and services
provided in certain geographic areas will be re-assigned to the
appropriate department. This will also reduce downtime of equipment
due to expertise of laborers utilizing the machines(soft savings). As a
result of collaboration between Highways, Parks, Sheriffs, Sewers, B&G,
ECC & Libraries there is an estimated savings potential of $92,000
annually.
Scope/Boundaries:
The scope of the project includes collaboration across departmental lines
(for Snow removal, grass cutting and landscaping) including B&G,
highways, parks, sewers, libraries and ECC. We will analyze each
departmental assignment and re-assign if deemed appropriate to
ascertain savings. Paving is out of the scope for now due to the fact that
highways is the only department that handles this work and other
departments either call them or contract outside on Capital requests.
PROJECT CHARTER
Timeline:
The evaluation phase started in February 2010 and will conclude July
2010. The project will continue to be tracked throughout the entire
landscaping season to ensure results.
GOAL STATEMENT
Goal Statement:
Our goal is to analyze how the properties

are currently maintained and determine
the most efficient process to introduce a
savings of a minimum 5%.
AFFINITY DIAGRAM – SAMPLE
Pat Larry Phil

TOPIC Baskerville Gruber Drozd
SCHEDULING 1 1
Scheduling
If a large scale sharing occurs, scheduling must be followed so one
facility does not end up a jungle
GEOGRAPHIC
Set up zone districts across the County
ISSUES TALLY
TOTAL
TOPIC VOTES
SCHEDULING 7
Scheduling
If a large scale sharing occurs, scheduling must be followed so one
facility does not end up a jungle
GEOGRAPHIC 2
Set up zone districts across the County
COORDINATION 7
Planning
Contact lists kept up to date & shared (Highways updates periodically;
Parks needs to follow; Sewers in the area of the Highway/Park
TRAINING 3
Training issues - are the people borrowing equipment trained to run it
safely?
OTHER TOOLS - PARETO
Pareto Voting Concerns That Need To Be Discussed

14
12
10
VOTES
8
6
4
2
0
TOPIC er
EN
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PM IL
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I B C N D A U A
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PA M C O C
RE CO AC
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PM
UI
EQ
VOTES 13 12 7 7 7 5 5 3 3 3
Percent 20.0 18.5 10.8 10.8 10.8 7.7 7.7 4.6 4.6 4.6
Cum % 20.0 38.5 49.2 60.0 70.8 78.5 86.2 90.8 95.4 100.0
MEASURE PHASE
MEASURE PHASE
SIPOC
Suppliers: Parks, B&G, Highways, ECC, Sewers, Library

& Third Parties
Inputs: Labor, Equipment, Site Specifications
Process: Site Scope of Equipment Division

Identified Work Utilization Assignment
Defined
Work
Completed Control
Tracking Completion
Outputs: Lawn Cutting, Landscaping & Weed control

Taxpayers, Parks, B&G, H/W, ECC, Sewers
Customers & Libraries
:
DATA COLLECTION
Initial data was collected from all departments in various stages:
1. An initial list of all properties currently requiring lawn and snow services was compiled.
2. A geographic map of those locations was completed.
3. A list of the properties were assigned district numbers based on location in order to analyze the
properties from a geographical standpoint.
4. Various data points were analyzed,ie: equipment on site, travel time, miles, staff on site,
laborers and total hours to complete task.
5. Data was separated into a summer and winter task sheets.
6. Data Collection form was prepared to analyze the properties were efficiencies were introduced.
7. The metric was each project was analyzed as follows:
a. Hours currently to complete the task
b. New hours with efficiency implementation
c. Average rate of laborer
d. Dollars saved
e. Soft Savings (efficiency or ancillary benefits, i.e.: repair time )
DATA COLLECTION (CON’T)
DIST. CODE SITE # Building Name Lawn Cutting Landscaping Snow Removal
DISTRICT 1
BUILDINGS & GROUNDS
1 800 1 120/134 West Eagle B&G B&G B&G
1 803 2 Law Library B&G B&G B&G
1 809 3 EC Sheriff's Entrance (Old Jail) (holding ctr) B&G B&G B&G
1 812&879 4 & 19 EC Library- Main Branch LIB LIB LIB
1 814 5 EC Court Building (New County Hall) B&G B&G B&G
1 815 52 Old County Hall B&G B&G B&G
1 816 51 Rath B&G B&G B&G
1 818 6 Convention Center N/A 3 PC CONV
1 820 7 Family Court Building B&G B&G B&G
1 821 8 Ticor N/A N/A B&G
1 823 10 Public Safety Campus B&G B&G B&G
1 825 0 Parking Lot ECC ECC ECC
1 855 12 Juvenile (Youth) Detention Facility B&G B&G B&G
Equipment On Site Travel Miles Staffed Labor (# Staff) Hours (Total Hours)
Yes No Yes N/A
Yes No Yes N/A
Yes No Yes 1 2
Yes No Yes 1 2
Yes No Yes 1 4
Yes No Yes 1 2
Yes No Yes N/A
Yes No Yes N/A
Yes No Yes 1 3
Yes No Yes 1 8
Type of Equipment Possible Future State
Summer equipment @1084 Harlem
Landscaping only; Summer equipment @1084 Harlem
Landscaping only; Summer equipment @1084 Harlem
Also Push Mower; Summer equipment @1084 Harlem

Garden Tractor ‹ 42" cut
Push Mower 22"
Also Push Mower; Summer equipment @1084 Harlem

Garden Tractor ‹ 42" cut
ANALYZE PHASE
ANALYZE PHASE
CUMULATIVE DATA MEASUREMENT
GRAPHS – COMPARE CUM RESULTS TO PLAN
GRAPHS – COMPARE MONTHLY RESULTS TO PLAN
Graphs – Compare Monthly Results
FAILURE MODES and EFFECT ANALYSIS
Action Results
S Potential Cause(s)/ O Current D R Responsibility
Potential Failure Potential Effects Recommended S O D R
Process Function E Mechanism(s) of C Process E P and Completion
Mode of Failure Action(s) Actions Taken E C E P
V Failure C Controls T N Date
V C T N
Grass Cutting at the Equipment is Lawn cutting is Communication Site Manager Provide monthly Site manager Communicate to
Alden Correctional not delivered not completed breakdown provides a checklist updates on progress will be the site
Facility of tasks to be responsible for manager
3 5 completed on a 3 45 completion of revised 3 2 1 6
weekly or monthly task procedure
basis
Grass Cutting at the Equipment Lawn cutting is Mechanical Failure Preventative Regularly schedule PMFleet
progam must beFollow
revised
upaccordingly
with a
Alden Correctional breakdown not completed Maintenance SOP Maintenance tighter PM
Facility progam
3 5 3 45 regarding the 3 2 3 18
mechanical
failure
CONTROL DOCUMENTATION
Each site will be supplied with worksheets to

track project completion on a monthly basis.
This will simply be a check indicating that
the work was completed at that location.
CONTROL CHARTS
Monthly Control Chart Site Completion Worksheet
FINANCIAL ANALYSIS
Summer Estimated Savings

$92,641.50 Total
Savings:
Projects with Greater Savings:
1. Isle View – Weed Control

$ 20,160
2. Erie Home – Larger Equipment
$ 32,000
Define Phase
3. ECCF – Larger Equipment
$ 19,204.50
Goal Statement
4. Aurora HW- Equipment
$ 5,166
5. South town Sewer Equip.
$ 5,000
SIX SIGMA TOOLS USED
Define
Define Measure
Measure Analyze
Analyze Improve
Improve Control
Control
Problem Statement  SIPOC Diagram  Potential X’s Verify Critical X’s Control Charts
 Macro Map  Process Flow Diagram  Graphical Analysis  Y = F(x) Control Methods
 Identify Customers  Value Analysis/ Muda  Hypothesis Testing  Optimization  Control Plans
 Project Scope  Detailed Flow (I/O)  Means  Generate Solutions  Poka-Yoke(Error
Proofing)
 Primary Metric  Measurement System  Variance  Select Solutions
Analysis Update FMEA
 Secondary Metric ANOVA  Pilot Trials
 Capability Analysis  Project Transition
 Consequential Metric  Regression Analysis  Capability Analysis
Action Plans
 Short Term Capability
 Baseline Data  FMEA
 Update Financial
 Long Term Capability
 Entitlement  ID Critical X’s Benefits
 Data Collection
 Objective Statement  Quick Improvements  Final report
 Process Monitoring
 Financial Estimates  Lean Improvements  Close Project
 Lean Opportunities
 Non-financial Benefits  Process Tracking
 C & E Fishbone
 Team Members
 C & E Matrix
 Define Review  Measure Review  Analyze Review  Improve Review  Control Review
Center for Industrial Effectiveness © University at Buffalo. All rights reserved.

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ERIE COUNTY, NEW YORK

LEAN SIX SIGMA

Facilities Exterior Maintenance Optimization

Green Belt Project Team - Exterior Facilities Management (lawn/snow)

Division Team Member

Green Belt Project Team - Exterior Facilities Management (lawn/snow)

Other members that did not attend weekly meetings

Champion Jerry Sentz

Strategic Goal/Business Case:

Our goal is to analyze how the properties

Pat Larry Phil

Pareto Voting Concerns That Need To Be Discussed

Suppliers: Parks, B&G, Highways, ECC, Sewers, Library

Process: Site Scope of Equipment Division

Outputs: Lawn Cutting, Landscaping & Weed control

Initial data was collected from all departments in various stages:

BUILDINGS & GROUNDS

1 800 1 120/134 West Eagle B&G B&G B&G

1 803 2 Law Library B&G B&G B&G

1 812&879 4 & 19 EC Library- Main Branch LIB LIB LIB

1 814 5 EC Court Building (New County Hall) B&G B&G B&G

1 815 52 Old County Hall B&G B&G B&G

1 816 51 Rath B&G B&G B&G

1 818 6 Convention Center N/A 3 PC CONV

1 820 7 Family Court Building B&G B&G B&G

1 821 8 Ticor N/A N/A B&G

1 823 10 Public Safety Campus B&G B&G B&G

1 825 0 Parking Lot ECC ECC ECC

1 855 12 Juvenile (Youth) Detention Facility B&G B&G B&G

Yes No Yes N/A

Yes No Yes N/A

Yes No Yes N/A

Yes No Yes N/A

Type of Equipment Possible Future State

Summer equipment @1084 Harlem

Summer equipment @1084 Harlem

Landscaping only; Summer equipment @1084 Harlem

Landscaping only; Summer equipment @1084 Harlem

Also Push Mower; Summer equipment @1084 Harlem

Summer equipment @1084 Harlem

Summer equipment @1084 Harlem

Summer equipment @1084 Harlem

Also Push Mower; Summer equipment @1084 Harlem

Each site will be supplied with worksheets to

Monthly Control Chart Site Completion Worksheet

Summer Estimated Savings

Projects with Greater Savings:

1. Isle View – Weed Control

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