odot and planb · odot has the second largest state-owned facility portfolio, with over 1100 owned...
TRANSCRIPT
1
ODOT and PlanB: Navigating Through Strategic Planning
NASFA West & Great Plains Regional Meeting September 12th, 2019
Presented By: • Lisa Letney – ODOT Strategic Planning Manager
• Daniel Tedrow, PE, PMP - PlanB Consultancy
2
IntroductionLisa Letney, ODOT Facilities Strategic Planning Manager
ODOT home grown
3
IntroductionLisa Letney, Facilities Strategic Planning Manager
4
IntroductionDan Tedrow PE PMP - Associate Partner at PlanB Consultancy
5
Introduction (DT)Dan Tedrow PE PMP - Associate Partner at PlanB Consultancy
6
Why PlanB caresAdd animation
7
Why ODOT cares
8
ODOT Facilities Overview
ODOT has the second largest state-ownedfacility portfolio, with over 1100 ownedbuildings and structures, valued at more than$716 million (M) dollars.
6 Maintenance Specialists, 2 Carpenters, 7Project Managers.
9
ODOT Facilities Overview Facilities provides project management for construction of new buildings and major projects, statewide.
Facilities provides routine and day-to-day maintenance support to the Salem/Portland area (60% of footprint).
10
Strategic Planning – Lead UpSilos and inequity between Salem/Portland and rest of state.
“Salem only cares about Salem.”
“Do whatcha gotta do!”
“Don’t fix it if it’s not broken.”
“What exactly DOES Facilities do??”
11
Strategic Planning – Lead up
41% of our primary maintenance station buildings are functionally obsolete.
42, 6%
267, 40%236, 36%
121, 18%
Very Poor
Poor
Fair/Adequate
Good
46% of ODOT’s buildings are in poor or very poor condition.
12
Strategic Planning – Lead Up Why? What if?
This was a GOOD thing!!
McKinsey & Company audit of ODOT.
“Improving operational efficiency [within the Facilities Services Branch] will reduce operating and capital costs, as well as redundant work across teams”
13
Cost of “Status Quo”
$0
$10
$20
$30
$40
$50
$60
$70
$80
$90
Mill
ions
MM NeedFunding
By 2028 there will be an estimated $44.4M GAP for maintenance needs of highway funded buildings.
$0
$100
$200
$300
$400
$500
$600
15-1
719
-21
23-2
527
-29
31-3
335
-37
40-4
143
-45
47-4
951
-53
55-5
759
-61
63-6
567
-69
71-7
375
-77
Mill
ions
CC Need w/3% AnnualInflationActual Funding
Funding in 2019 SpendingPowerTotal Inflated $ Cost Spend
ODOT's top 11 Capital Construction (CC) projects will still not be complete by 2077. Still a $200m+ GAP due to inflation
14
Action - Contextual Understanding (DT)
15
Action – Benchmarking
16
Action – Cohesive Team • No canned findings
• Trust in consultant, report, and findings
• Facilitate leadership buy in• Communication,
communication, communication
• Consultant can’t be project champion
• “Strike the iron while it’s hot.”
17
Action – Findings
18
Results –Facilities Strategic Plan Under PlanB’s recommendation, ODOT Facilities developed a 3-year Strategic Plan.
19
Facilities Strategic Plan What’s Best Practice?
20
Results –Facilities Strategic Plan
What’s Best practice?
• Today, ODOT Facilities Strategic Plan is published and USED. Stakeholders are updated. This builds confidence and trust!
“No need to bring them back. You got this”
• Work activities were prioritized and broken down into bite sized pieces, with realistic timelines.
• The partnership was not over between PlanB & ODOT. PlanB reviewed and provided advice.
21
Results – Maintenance Plan Under PlanB’s recommendation, and as a part of the larger Facilities Strategic Plan, ODOT Facilities developed a 3-year Statewide Facility Maintenance Support Plan.
EEK! The elephant is back!
22
Maintenance Plan - Best Practice
Plan • Corporate culture – Don’t
get overloaded• Define portfolio(s) • Generate AM standards• Data driven• Plan maintenance,
manage risk
23
Maintenance Plan - Best Practice
Do • Team buy in • Perform maintenance • Track progress • Communicate - Both ways
24
Maintenance Plan - Best Practice
Check• QA/QC Program• Get feedback• Accountability – KPI’s • Failure Rates • Risk?
25
Maintenance Plan - Best Practice
Act • Review KPI’s yearly• Spend time with high performers • Update AM docs • Celebrate Wins• Be a team
26
Results – Maintenance Plan Cut the bites even smaller…. And smaller....
Now we can chew!
27
Results – Maintenance Plan This built trust and partnership between on a statewide level in ODOT
We now have facility maintenance support in Central Oregon, and are in the middle of recruitment for Eastern Oregon!
28
Results – FAC Structure
• The Carpenter Crew was combined with the Maintenance Crew, increasing day-to-day and upkeep coverage
In alignment with PlanB’s recommendation to re-evaluate Facilities Structure, a number of changes were made. Most notably…
• Regional partners now provide Facilities coordination
29
Results – FAC Structure By first looking internally with what can be done with what we have, we build TRUST.
• This “outside the box” thinking has supported our statewide maintenance efforts with NO additional positions!
30
Lessons Learned and Next Steps
• There is no easy answer to Strategic Planning. It takes work and follow through.
• Building trust and confidence is critical to progress.
• Data data data! Ya gotta have the data, otherwise you are operating blind.
• Align mission and vision with Asset Management/Strategic Planning • Don’t ignore leadership; they need to be part of the solution• Have a strong internal PM structure, and maintain momentum• Drive program internally and bring in third party review/help periodically
