A NEW APPROACH TO F A C I L I T I E S M A N A G E M E N T simple tools that empower teams to make smart decisions

5.46%

10.9%

FACILITIES MATTER TO EDUCATIONAL OUTCOMES!

Data compiled by The 21st Century School Fund. Report indicated adjusting for socio-economic conditions and other variables that may affect results.

As facility conditions move from poor to fair, average achievement scores increased by 5.46%.

Conditions improvement from fair to excellent was associated with a 10.9% increase in student scores.

Not to mention 5% less attrition in faculty and staff.

WHAT’S YOUR ASSET MANAGEMENT STRATEGY TO ASSIST IN YOUR STUDENTS’ SUCCESS??

Facilities and Operations Management

TODAY’S FACILITIES REQUIREMENTS

Through planning, design, and construction, colleges and universities have defined and/or built many of the necessary facilities to support their educational mission and strategic vision. But that process is continual and ever evolving as educational needs keep changing and as institutions maintain their focus on providing students with environments that best support learning.

A TASTE OF REALITY

Unfortunately most budgets for custodial, maintenance, and operations have decreased, and it is getting harder and harder to keep up with increasing complexity and the necessary talent to operate and maintain the newer systems. Timely access to information is critical. At many institutions, providing leadership and decision-makers with real data on M&O requirements is an unfathomable undertaking, causing leadership to be disconnected from the required budgets to achieve expectations.

SMART ASSET MANAGEMENT LEADS TO FAST AND EFFECTIVE DECISION-MAKING AND PROACTIVE IMPLEMENTATION

Steinberg’s asset management approach goes beyond traditional planning. Working within an institution, our management database documents current and future facilities, while providing an opportunity for analysis of maintenance and operational data to assist in efficiency and effectiveness. It is this approach that helps institutions reinvest in facilities and/or put operational monies back into educational programs.

WHATis ONUMA

HOWSteinberg adds value

Other PotentialFeatures

STEINBERG ASSET MANAGEMENT

Space Inventory Updates District / Campus Space Utilization IPP / FPP Preparation Building Finishes, Documentation

Drawing Database and DSA Link Custodial Tasking and Reporting Preventative Maintenance Project Programming and Maintenance

First Responder Security Cameras

and Systems

Design and Construction

Data Input

EMS/BMS Connection and

InterfaceOther Third Party

Systems

Document and File Management

System

Custodial Tasking and Budgeting

MEP Systems Preventative Maintenance

Digital Work Orders

BIM + FUSION Linkage

Onuma Graphic Interface

CCCCO Space Inventory and

Utilization Analysis

STEINBERG ASSET

MANAGEMENT

Asset Management Approach

33%-60%75%-85%35%-60%

can increase the useful life of systems by 33%-60%.

Effective use of predictive maintenance:

can achieve technician utilization rates of 75%-85%.

can achieve a reduced labor and material cost of between 35%-60%.

CAPTURING VALUABLE INFORMATION

Think of the facilities and campus information you access on an annual basis. Have you considered the time lost in looking for that information?

• Room/Building Square Footage• Taxonomy of Program (TOP)• Room Use• Interior Finishes• Campus/Site Infrastructure• Warehouse Inventory

• Construction Drawings• Furniture and Equipment• Mechanical Equipment• Electrical Equipment• Warranty/Maintenance Information• Facility/Room Schedules

• Conditions Assessments• Work Order System• Energy Management System• Facility/Room Schedule• Image Database of Rooms/Equipment• Workforce/Staffing

Graphic interface provides access to valuable data and information resources.

QR coding of equipment allows for quick access to pertinent equipment data via web-enabled devices, inclusive of equipment image database.

Connection to campus EMS System avoids opening additional software interfaces (College of Marin)

In many cases, you are not the “owner” of the desired information but having access to it can be critical to your work, to your success. As so many of these resources are digital, our asset management tools can assist you in obtaining linked-access to that information—saving you time and money.

Data developed by Ruyle Mechanical Services, Inc. in their report, “The Basics of Predictive/Preventative Maintenance.”

Cabrillo Community College, Onuma Display: TOPs Code

Document and File Management

A starting place for all desired outcomes is the development of simple 3D BIM models of each building, and it is through these models that Steinberg can offer a vast menu of database capabilities. For starters, our community college clients can immediately access graphic interpretations of existing room use designations, taxonomy of program coding (TOP), programmatic use, and more. Updates to this information provide our clients with up-to-the-minute space inventories that can easily be adjusted through pull-down menus.

QUICK ACCESS

Steinberg’s drawing database system eliminates the need for maintaining rolls of drawings, stacks of binders, or volumes of specifications on facilities department shelves or in drawers – everything is digital. Our database system digitally stores and organizes all facilities information so drawings, specifications, operational manuals, or equipment warranties can be easily sorted and retrieved.

NO MORE FIRE-FIGHTING You are able to quickly focus on

the things that matter most.

Our clients are utilizing our easy-to-use, web-based tools to define custodial tasking and staffing, identify predictive maintenance demands, communicate and track efforts through digital work orders, and link to class schedules to ensure efficient use of staff time.

EFFICIENCY AND EFFECTIVENESS

Your mechanical systems are integral to your ability to provide a safe and comfortable environment for your students, faculty, and staff. Maintaining this equipment ensures proper operation, extends its operating life, avoids unscheduled downtime, and supports your upkeep with the required warranty service.

Your work is already complex; your predictive maintenance (PM) system doesn’t have to be. Through a simple PM interface, the data most important to you is at your fingertips: building information, systems information, work history, task lists, and work orders are simply accessed and updated. Charts and graphs provide valuable information to support your monthly and annual decisions around workload, staffing, and future work.

Predictive Maintenance

Your work is already complex; your predictive maintenance system doesn’t have to be.

case study

San Mateo County Community College District | Custodial PlanningIn 2000 and 2006, the San Mateo County Community College District (SMCCCD) passed local bond measures to address student growth, change in program needs, and existing facility conditions. The total of these local bond programs was just under $1 billion. New construction across the three campuses increased facility square footage by 38%; almost 500,000 gross square feet. Maintenance and Operations quickly identified a need for expanded staff and budget to keep pace with the growth in space and systems to be maintained.

With only limited data related to defining the likely required staff for these new spaces, facilities leadership embarked on a year-long process of defining district-wide expectations of cleanliness, communicating industry-standards for educational facilities upkeep (APPA), and understanding the limitations of the current level of staffing. Through this exhaustive process, the facilities leadership was successful in defining the required team to maintain district-wide facilities within the agreed-to industry standard. This effort led to a significant budget augmentation, supporting 11 new Facilities Operations full-time employees, and required service agreements to maintain sophisticated new systems.

Recently, it became apparent to the District’s Custodial Supervisors that there was a lack of clarity about the responsibilities of their team. Feedback from existing and new staff exposed questions regarding their specific assignments, the square footage of their assigned areas of responsibility, and exactly what the expectations were regarding daily, weekly, monthly and occasional duties. It was time for reconsideration of staffing, again.

Working with Steinberg staff, SMCCCD recently implemented the Dabblefox Custodial Planner. Using the same APPA data—automatically linked to the District’s facilities plans, square footages, space type, and use—the Custodial Planner automatically calculates the required custodial staffing, eliminating subjectivity around equity of responsibilities. Through this automated analysis, the District was able to develop and communicate objective data that defined the need for one additional custodial technician.

Through the high level respect held for the District facility planning and operations leadership, matched with the data defined in the Dabblefox Custodial Planner, the District leadership unanimously approved the additional staff hire. The staff increase wasn’t dramatic, but what was remarkable was that the analysis, communication, and approval by the District leadership for the hire was achieved in less than one month.

With continued growth, programmatic demand, and outstanding renovation and retrofit needs, SMCCCD is in the process of undertaking the third phase of their Capital Improvement Program (CIP3). The value of the new planning and construction is valued at over $450 million. The college campuses will collectively see increased square footage, as well as significant renovation and retrofit projects. SMCCCD is committed to continue working with Steinberg in employing the Custodial Planner to define staff needs during design and construction, ensuring that the required staff are budgeted, recruited and trained to efficiently and effectively maintain district facilities.

San Mateo County CCD Reference:Karen Powell, Director, Facilities Planning & Operations San Mateo County Community College District powellk@smccd.edu 650.358.6808

BUDGETING FOR EXPECTATIONS

Steinberg can provide your college with projections and documentation of custodial tasks—by campus, building, and/or technician. Using industry-accepted data from APPA, our custodial tools, linked to your FUSION/Onuma data, enable

Custodial Tasking and Planning

Steinberg: Custodial Tasking, Aligned with APPA Standards

As you consider changes to your campus and buildings, your project evaluation can include custodial requirements.

You are empowered to make smart decisions and give leadership objective information to justify the required budgets.

real-time evaluation of tasks and staffing requirements. With personalized technician task lists to facilitate easy communication between administrators and technicians, consistent expectations can be established.

Informed Decisions Fostered by Space Utilization Tools

Data is accessible on all web-enabled devices.

Work tickets are graphically identified in the Management System.

Communication

KEEPING STAKEHOLDERS INFORMED

Communication is a key element to successful asset management. Whether utlizing our work order protocols or your own, your team will be connected to the information necessary for timely and effective outcomes.

Linked to the Custodial and Predictive Maintenance modules, your team can be proactively informed to undertake routine actions or check on system operations before component warranties expire. Supervisors can be alerted to open tickets that require attention. Your faculty, staff, and administration are provided updates and completion notifications. Your facilities and maintenance team is empowered to make data-driven decisions on setting priorities, developing annualized budgets, or informing leadership on cost-effective, corrective actions.

ACADEMIA + FACILITIES

Steinberg has taken the opportunity to develop links to our clients’ building and room schedules. Multiple academic and M&O advantages are being achieved through this connection.

With Predictive Maintenance and Custodial Tasks, your team can be informed of building/room availability or schedule conflicts. E-mails addressed to instructors allow M&O staff to communicate work schedules directly, which can reduce interruptions and even assist in finding alternate room locations while work is undertaken, if necessary.

Space Utilization Analysis is illustrated through graphical interfaces that compare campus, building, and room utilization against State standards. Our community college district clients are seeing renewed collaboration between instruction and operations, developing efficiencies in room use and M&O practices.

Through use of these tools, our clients are able to increase space utilization and reduce the square footage of new construction projects or adequately justify the need for the additional programmatic space. Combined with M&O custodial and predictive maintenance data, objective decisions around capital outlay projects can be made.

Informed Decisions Fostered by Space Utilization Tools

CAMPUS UTILIZATION, BY BUILDING

BUILDING UTILIZATION, BY SPACE

ROOM UTILIZATION, BY SCHEDULE

Analyze building utilization across an entire campus

• Identify facilities with low utilization rates

• Linkage to college and campus scheduling system

• Daily utilization rates

• Square footages

• Building station totals

Building view provides room by room usage data

• High or low use rooms can be identified

• Space square footage

• Performance to State or College standards identified

• Enrollment-to-station count evaluation

Room view provides visual schedule and analytics

• Time table with course information and scheduled use

• Utilization performance details

• Ability to seek alternate room location based on enrollment and course type

523 W. 6th Street, Suite 245LOS ANGELES, CA 90014213.629.0500

98 Battery Street, Suite 300SAN FRANCISCO, CA 94111415.683.2000

125 S. Market Street, Suite 110SAN JOSE, CA 95113408.295.5446

405 Lexington Ave., 26th FloorNEW YORK, NY 10174646.620.6141

378 Wu Kang Road, Suite 301SHANGHAI, 200031, P.R. China86.21.3368.6860

ABOUT STEINBERG: HIGHER EDUCATION

Steinberg is among the country’s top design firms in the field of education. We count among our clients a long list of challenging, complex, and forward-thinking institutions. We understand that to remain competitive and meet student and faculty academic needs, higher education institutions must offer functional, efficient, attractive and user-friendly teaching and learning environments equipped with state-of-the-art technology and adaptable to the ever-changing learning requirements of today’s students. Over the last 30 years, Steinberg has successfully completed college and university projects in all sizes and types, providing our clients with LEED certifications at Silver, Gold, and Platinum levels.

ABOUT STEINBERG: ASSET MANAGEMENT

Our higher education clients continue to expand their implementation of Steinberg’s Facilities Management Approach, utilizing the Onuma System and our related Custodial and Preventative Maintenance Modules. Our Asset Management team has worked with many community college campuses in implementing our capabilities:

• Cabrillo Community College

• Canada Community College

• College of San Mateo

• De Anza Community College

• Evergreen Valley College

• Foothill Community College

• Gavilan College

• Marin Community College; IVC

• Marin Community College; Kentfield

• Mira Costa, Community College

• Peralta CCD, Laney College

• Skyline Community College

• Solano Community College

• Ventura Community College

For more information about Steinberg and its Higher Education Practice, contact Rob Barthelman at rbarthelman@steinberg.us.com.

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OUR PARTNER SOFTWARE:

dabblefox™ is our preferred partner for the asset management tools depicted within our services. For more information, contact dabblefox™ at: info@dabblefox.com | www.dabblefox.com