facilities development and operations · hayward 96.0% completed work orders - by campus auto...

Facilities Development and Operations

Dashboard/Metrics Report

California State University, East Bay

July 1, 2014 to June 30, 2015

1

Facilities Development & Operations

Who We Are:

July 1, 2015

2

Administration & Finance

Associate Vice PresidentFacilities

Development & Operations

Business Operations

BudgetBudget

Administrative Services

Administrative Services

StoreroomStoreroom

Facilities Management

MaintenanceMaintenance

Building EngineersBuilding

Engineers

ElectricalElectrical

PlumbingPlumbing

CarpentersCarpenters

LocksmithsLocksmiths

PaintingPainting

Auto ShopAuto Shop

Grounds/CustodialGrounds/Custodial

Lawn MowingLawn Mowing

IrrigationIrrigation

Sports FieldsSports Fields

PlantingPlanting

CleaningCleaning

Pest ControlPest Control

Green Waste Removal

Green Waste Removal

Logistics ServicesLogistics Services

Moving Services / Event Set-up

Moving Services / Event Set-up

Work Control/Contracts

Work Control/Contracts

Planning Design & Construction

Construction AdministrationConstruction

Administration

Campus PlanningCampus Planning

Building Code Compliance

Building Code Compliance

Space Management

Space Management

Energy Management

Waste / RecyclingWaste /

Recycling

UtilitiesUtilities

SustainabilitySustainability


Who We Are:

July 1, 2015

3

Staffing

Staffing Type # of Staff

Engineers 9Plumbers 4Electricians 2Carpenters 3Painters 2Facilities Workers 5Maintenance Mechanic 1Auto Mechanic 1Locksmiths 2Project Supervisor 1Custodians 47Grounds Workers 19Laborers 3Administrative & Technical Staff 19Students 2Management 7Grand Total 127

* Staffing quantities include the following departments: Facilities Management, Business Operations, and Planning, Design, & Construction, and Energy Management

0

20

40

60

80

100

120

140

Staffing by Fiscal Year

FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15

* Does not include temporary project employees


Who We Are:

July 1, 2015

4

Engineers7% Plumbers

3%

Electricians2%

Carpenters2%

Painters2%

Facilities Workers4%

Maintenance Mechanic1%

Auto Mechanic1%

Locksmiths2%

Project Supervisor1%

Custodians37%

Grounds Workers15%

Laborers2% Administrative & Technical

Staff15%

Students2% Management

6%


Why are we here?

July 1, 2015

5

• Executive Order 757 charges the president with providing appropriate resources to meet the requirements of proper operations and maintenance of the physical plant. Current campus policy is that large departments such as Facilities Development & Operations, with a staff of over 100, have an administrative unit in place that provides leadership, administration compliance and fiscal oversight services for the department

• Executive Order 847 provides definitions for operations & maintenance, deferred maintenance, capital renewal, and reporting/auditing requirements to assure efficient & effective use of available maintenance funding supporting each appropriate campus.

• Executive Order 987 requires the CSU to manage utilities to achieve specific reduction targets by 2020.

• Assembly Bill 75 requires the CSU to achieve specific solid waste diversion targets by 2020.

• Assembly Bill 32 requires the CSU to manage utilities to achieve specific reduction targets by 2020.

• Assembly Bill 758 provide additional maintenance related compliance requirements.

• Assembly Bill 1103 provide additional maintenance related compliance requirements.

• Title 5 provide additional maintenance related compliance requirements.

• Education Code 66606 grants the CSU full power and responsibility in the construction and development of its capital program.

• Health & Safety Code 18934.5 requires the CSU to follow the California Building Code. Also, the CSU is required to coordinate its building official authority with the State Fire Marshal and the Department of State Architect.


How we operate:

July 1, 2015

6

Life Cycle

Functionali

ty


What We Spent On Operations:

July 1, 2015

7

$4.38$5.16

$0.00$1.00$2.00$3.00$4.00$5.00$6.00

CSUEB CSU

Cost/sq ft

OPERATIONS STATISTICS

Salaries $6,139,000

Materials / Equipment $1,312,000

Contracts / Services $532,000

Deferred Maintenance / Projects $500,000

Total $8,483,000

Salaries72.4%

Materials / Equipment

15.5%

Contracts / Services

6.3%Deferred

Maintenance / Projects5.9%


What We Spent On Utilities:

July 1, 2015

8

UTILITY STATISTICS

Natural Gas $409,000

Water $612,000

Electricity $1,749,000

Sewage $202,000

Recycling $148,000

Solid Waste $42,000

Loan Re‐Payment $792,000

Total $3,954,000

ELECTRIC44.2%

NATURAL GAS

10.3%

WATER15.5%

SEWAGE5.1%

SOLID WASTE1.1% RECYCLE

3.7%

LOAN RE-PAYMENT20.0%


How Much We Spent On Utilities:

July 1, 2015

9

$-

$50,000.00

$100,000.00

$150,000.00

$200,000.00

$250,000.00

$300,000.00

July 2014 August2014

September2014

October2014

November2014

December2014

January2015

February2015

March 2015 April 2015 May 2015 June 2015

ELECTRIC kWh Cost NATURAL GAS Therms Cost WATER Cost SEWAGE Cost SOLID WASTE Cost RECYCLE Cost


How Much We Use On Utilities:

July 1, 2015

10

July 2014 August 2014 September2014

October2014

November2014

December2014

January2015

February2015


ELECTRIC kWh NATURAL GAS Therms Water gal Sewage gal


How Much We Spent On Utilities By Fiscal Year:

July 1, 2015

11

$0.00

$1,000,000.00

$2,000,000.00

$3,000,000.00

$4,000,000.00

FY 2011 - 2012 FY 2012 - 2013 FY 2013 - 2014 FY 2014 - 2015


What We Spent On Projects:

July 1, 2015

12

* Warren Hall Demo/Replacement building is $52,000,000

Click the picture to see the New Replacement Building project summary.

Summary Budget Number of Projects

Active $ 67,700,000 49

Completed $ 6,035,755 36

Grand Total 85

Active58%

Completed42%


University Building Information:

July 1, 2015

Hayward Campus

95%

Concord Campus5%

Gross Sq. Ft.

13

0

10

20

30

40

50

HaywardCampus

Concord Campus

Average Age of Buildings per Campus

Campus Number of Students, Faculty, & Staff

Number of Buildings Gross Sq. Ft. Average Age

of Building

Hayward Campus

16,260

55 1,732,929 32

Concord Campus 5 89,363 22

Grand Total 60 1,822,292 37



July 1, 2015

14

Building Age Overview

Building Age # of Buildings Gross Sq. Ft.

0 ‐ 5 2 55,448

6 ‐ 20 31 508,674

21 ‐ 40 11 231,953

41 + 16 1,026,217

Total 60 1,822,292



July 1, 2015

15

Building Age 0 – 5


# of Buildings Building Sq Ft. Year Built Age

1 Recreation & Wellness Center 54,548 2010 5

1 Food Kiosk (Einstein's Bagels) 900 2010 5


1 Student Service Administration 100,467 2009 6

1 University Union (New) 30,150 2009 6

2 Housing (Phase 3) 126,566 2008 7

1 Dining Commons 20,488 2008 7

1 Valley Business & Technology 67,872 2007 8

4 Housing (Phase 2) 102,970 2007 8

20 Modular's (20 Buildings) 24,110 1996 19

1 Book Store 36,051 1996 19



July 1, 2015

16



1 Academic Services (Concord) 15,370 1992 23

1 Library (Concord) 36,821 1992 23

1 Contra Costa Hall (Concord) 22,411 1992 23

1 Student Union (Concord) 7,192 1992 23

1 Facilities Operations (Concord) 7,569 1992 23

6 Housing (Phase 1) (6) 142,590 1987 28



July 1, 2015

17

Building Age 41 +# of Buildings Building Sq Ft. Year Built Age

1 Student Health Center 23,900 1974 41

1 Robinson Hall 15,500 1971 44

1 Theatre 45,000 1971 44

1 Library 229,220 1971 44

1 Science Annex 1,720 1970 45

1 Fine Arts / Patio Foundry 9,150 1970 45

1 Plant Operations 3,600 1969 46

1 Meiklejohn Hall 111,662 1968 47

1 Field House 9,895 1966 49

1 Physical Education 116,000 1966 49

1 University Union (Old) 42,300 1966 49

1 Music 82,455 1965 50

1 Corporation Yard 18,910 1964 51

1 Science 203,600 1963 52

1 Art & Education 106,947 1963 52

1 Boiler Plant 6,358 1963 52


Work flow of a Work Order:

July 1, 2015

18


Work Orders:

July 1, 2015

19

FISCAL YEAR 14/15 STATISTICSSummary

Completed Work Orders

Unscheduled Maintenance 7504

Scheduled Maintenance 2745

Grand Total 10,249

Concord4.0%

Hayward96.0%

Completed Work Orders - By Campus

Auto Mechanic4%

Carpentry22%

Custodial5%

Electrical18%

Engineering11%

Grounds3%

Laborer11%

Locksmith8%

Painter3% Plumber

14%

Project0%

Contracts and Administrative

1%

Completed Work Orders by Shop


Work Orders:

July 1, 2015

20

FISCAL YEAR 14/15WORK ORDER STATISTICS ‐ BY SHOP

SummaryNumber of Work Orders Generated

Completed Work Orders

Open Work Orders

Completion Rate

Engineering 1210 1095 115 90%

Plumbers 1521 1453 68 96%

Electricians 2051 1861 190 91%

Carpenters 2293 2211 82 96%

Painters 343 301 42 88%

Locksmiths 801 794 7 99%

Facilities Workers 4 4 0 100%

Custodians 610 487 123 80%

Grounds 371 354 17 95%

Laborers 1146 1121 25 98%

Auto Shop 440 430 10 98%

Projects 35 16 19 46%Contracts and Administrative 322 126 196 39%

Grand Total 11143 10249 894 92%

Completed92%

Open8%

Open vs. Closed


Work Orders Completion Rate:

July 1, 2015

21

0%

20%

40%

60%

80%

100%

FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15

Results by Year


Work Order Fiscal Year Comparisons:

July 1, 2015

22

0%

20%

40%

60%

80%

100%

FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15

Scheduled Maintenance % Completed

0%

20%

40%

60%

80%

100%

FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15

UnScheduled Maintenance % Completed


Average Days to Respond to UnScheduled Work Orders

July 1, 2015

23

* Average Response (Days) is the average number of days from receipt of work order until someone shows up to address the issue.

0.00

5.00

10.00

15.00

20.00

25.00


September2014

October2014

November2014

December2014

January2015

February2015


By Month


Average Hours to Complete UnScheduled Work Orders

July 1, 2015

24

* Average hours is average number of hours it took to correct the issue once someone showed up to address the issue.

0.0

0.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

4.5


September2014

October2014

November2014

December2014

January2015

February2015

March2015

April 2015 May 2015 June 2015

By Month


Work Order Completion By Building:

July 1, 2015

25

Building# of Work Orders

# of Work Orders

Completed

% of Work Orders

CompletedAgora Stage 18 18 100%Art & Education 666 610 92%Athletic Fields 61 56 92%Boiler Plant 25 24 96%Bookstore 141 122 87%Concord ‐ Academic Services 83 75 90%Concord ‐ Art Lab 4 4 100%Concord ‐ Contra Costa Hall 43 37 86%Concord ‐ Facilities Operations 23 19 83%Concord ‐ Library 138 117 85%Concord ‐ Pump House 4 4 100%Concord ‐ Student Union 46 37 80%Concord Grounds/Exterior 7 6 86%Concord Non‐Bldg Specific 128 108 84%Corporation Yard 98 83 85%Dining Commons 161 148 92%Eisten's Bagels 28 23 82%Facilities Management 79 66 84%Field House 31 29 94%Hayward Grounds/Exterior 301 272 90%Hayward Non‐Building Specific 755 714 95%Health Center 182 168 92%Housing 22 19 86%Housing ‐ Calaveras 210 198 94%Housing ‐ Coloma 255 245 96%Housing ‐ Diablo 255 245 96%Housing ‐ El Dorado Hall 36 31 86%

Building

# of Work Orders Created

# of Work Orders

Completed

% of Work Orders

CompletedHousing ‐ Juniper 434 407 94%Housing ‐ Lassen Hall 102 98 96%Housing ‐Mariposa 33 31 94%Housing ‐ Sequoia 477 454 95%Housing ‐ Shasta 293 278 95%Housing ‐ Sierra 264 247 94%Housing ‐ Sonora 296 286 97%Housing ‐ Tamalpais 421 386 92%Library 947 866 91%Meiklejohn 364 327 90%Music & Business 293 260 89%Parking Lots 109 104 95%Physical Education 357 316 89%Pioneer Amphitheater 2 2 100%Recreation & Wellness 166 150 90%Robinson Hall 98 90 92%Science 1036 950 92%Storage Area 4 4 100%Student Administration 532 501 94%Theater 119 108 91%Trailer 254 234 92%University Union (New) 152 137 90%University Union (Old) 183 160 87%Valley Business & Technology 387 357 92%Warren Hall 1 1 100%Welcome Center 19 17 89%Grand Total 11143 10249 92%


Annual Work Order Customer Satisfaction Survey

July 1, 2015

26

Response Legend

Outstanding 1

Exceeds Expectations 2

Meets Expectations 3

Needs Improvement 4

Unsatisfactory 5

Response Rate

Work Orders Completed 7629

Number of Responses 425

Response Rate % 5.6%

0

1

2

3

4

5

The techniciancleaned up thework site when

completed

The technicianwas courteous

and professionalwhile completing

the work

The work wascompleted to my

satisfaction

The work wascompleted withina timely manner


Annual FD&O Employee Satisfaction Survey

July 1, 2015

27

0%

20%

40%

60%

80%

Strongly Agree Somewhat Agree Neither agree NorDisagree

Somewhat Disagree Strongly Disagree

Present Satisfaction workign at CSU East Bay?

2012 Result 2013 Result 2014 Result

0%10%20%30%40%50%



My department understands and addresses my needs?




July 1, 2015

28

0%20%40%60%80%



My communication with my manager is appropriate and answers my questions?

2012 Result 2013 Result 2014 result

0%

20%

40%

60%

80%



I would recommend working at CSU East Bay?




July 1, 2015

29

0%10%20%30%40%50%60%



Our department provides customers timely services and follow up?


Census 2012 Result 64 participantsCensus 2013 Result 35 participantsCensus 2014 Result 67 participants


Below are the services FD&O provides and details identified in the ‘Planning For Distinction’ Report

July 1, 2015

30

• Oversee Department Programs and Provide Administrative Support Services

• Maintain, Repair, Operate, and Clean Buildings• Maintain, Repair, Improve, and Clean Grounds• Manage Utility Services• Perform and Manage New Construction and Renovations• Review and Enforce Code and Regulatory Compliance Related to

Buildings and Grounds


Facilities Development & Operations Contact Information

July 1, 2015

31

Robert AndrewsDirector, Facilities Management

(510) [email protected]

Alvaro De SousaDirector, Business Operations


Keat SawDirector, Planning, Design, & Construction


Jim ZavagnoAssociate Vice President


David MillerManager, Trades(510) 885-4771

[email protected]

Christopher NakamuraManager, Grounds / Custodial


25800 Carlos Bee Boulevard Hayward, California 94542Main Office (510) 885-4444

Fax (510) 885-4708

http://www20.csueastbay.edu/af/departments/facilities/index.html

Loralyn PerryManager, Energy Management


facilities development and operations · hayward 96.0% completed work orders - by campus auto...

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