A Plan for Continuous Improvement

Springfield Public Schools

Presented To:
The Springfield Control Board
December 21st 2005
 Agenda

Department Overview
SPS Profile
PFM Action Plan
Energy Management
Putnam Vocational School Update
Continuous Improvement Plan

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 Department Overview
Consolidated Parks and Recreation Department, with
Facilities Management Department, into one
Department Parks, Buildings, and Recreation (PBR)
Jan 2005

One Stop management for school building needs,

centralized management control of all custodians, and
management of grounds maintenance

Conducted assessment of school buildings January

2005 to provide high level baseline of work required
and to prioritize schools needs

Submitted draft version 1.0 of the School Building

Master Plan
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 Department Overview

Assessed current situation

Profile of organizational health
Sick leave
Workers comp
Grievances

Conducted informational meetings with all

employees
Set new goals and standard for all employees
Attendance program
Custodial Care Manual
Customer Service
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 Department Overview

Implemented Web-Based Work Order System

Schools can go on-line to post work order
requests.
Schools can track work order requests on
a daily basis
Self Service Touch Screen Kiosk

Work Order Statistics

Since January 2005

Total Requests 8,100

Completed 6,500
Balance 1,600

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 Department Overview

Current Work Order Functions

Work Order Request Management
Weekly Encumbrances
Clerk Productivity
Trade / Contractor Productivity
Invoice Authorizations
Virtual Thrift Store
Self Service Kiosk
Facility Master Planning

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 Department Overview

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 SPS Past Profile

Safety Issues
Fire Safety Code Violations
Building Code Violations

Structural Integrity Deficiencies

Mechanical Systems Inefficient

Electrical Systems Outdated

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 SPS Profile

Second largest school district in New England

Serves 27,000 students

4.4M gross square footage of school buildings

Average building age 54 years

The national average per pupil expenditure for facility

maintenance is $1,037. Springfield spends $907.

The national average sq ft per tradesperson is

87,931. Springfield assigns 235,985 sq ft per
9 tradesman.
 Energy Management
Coordinating energy management City-wide.

Completed overview of existing systems and costs to

operate city buildings

Preparing bid specifications for energy management

services. The bid will be submitted to the DOE for
their approval in December 05

Will conduct interview for qualified companies

January 06.

A complete audit and recommendations is

10 anticipated September 06
 Current Conditions- Putnam Vocational High School

April 05 - Met with MSBA on April 4th to discuss

construction of a new Putnam Vocational School

Oct 05 Toured current facility with the State

Treasurer and MSBA management to determine next
steps..

Dec 05 - Currently out to bid for a project

management company.

Jan 06 - The City will review bid responses from

qualified project management firms and award.

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 Continuous Improvement Plan

Committed and completed $2M in FY 05 and $2M FY

06 in deferred maintenance.

Due to extensive deferred maintenance backlog we

have identified $4 million per year in general
maintenance needs over the next 4 years.

Committed $600K for FY05 City Capital Funds

Replacement of Lincoln School Windows

Identified $33 million dollars capital project

needs
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