priority processes owner mike gaffney, planning mgr. june...

Key WorkProcess (6): Process Owner:

Work System OwnerEd Curry

Work System Enabling LeaderDane Theodore, Director

Priority Processes Owner Mike Gaffney, Planning Mgr.

June 2, 2009

Revision 1

Develop & Publish StudentAccommodation Plan

Process Improvements

M. Gaffney

R TE NC EI IP

R TE NC EI IPGOVERNOR’S

STERLING AWARDGOVERNOR’S

STERLING AWARD

00 72 00 72

DEVELOP & PUBLISH STUDENTACCOMMODATION PLAN

REVISION LOG

PAGE / SECTION # REVISION DATE REVISION DESCRIPTION


M. GaffneyDEVELOP & PUBLISH STUDENT

ACCOMMODATION PLAN

6

17

10

11

Page 3

6/02/09

6/02/09

6/02/09

6/02/09

6/02/09

KWP6 DMAIC Storyboard Lite

EZ DMAIC 20 Checkpoint Review

Macro PCS Baseline Update

KWP6 PCS Baseline Update

Table of Contents Update

Key WorkProcess(6) Process Owner:

Table of Contents1. Cover Sheet2. Table of Contents3. Internal and External Customers4. Macro Flow Chart5. Key Work Process 6 Flow Chart6. DMAIC Lite Storyboard - Check Points 1-187. Priority Process Selection Matrix Form8. Key-In-Process Measures Determination System Form9. BPS Process Management System10. Macro Process Control Form11. Key Work Process 6 Process Control Form12. Countermeasure Matrix13. Countermeasure Action Plan Matrix14. Action Plan Root Causes 1-315. Document Tree16. Key Work Process Indicator Data 17. EZ DMAIC 20 Checkpoint Review

DEVELOP & PUBLISH STUDENTACCOMMODATION PLAN M. Gaffney

PLANNING INTERNAL CUSTOMERSSchool Board

SuperintendentArea SuperintendentsDistrict AdministrationSchool Administration

PLANNING EXTERNAL CUSTOMERSState of Florida

Florida Department of EducationLocal Government Agencies

Parents / GuardiansStudents

Taxpayers


M. GaffneyDEVELOP & PUBLISH STUDENT

ACCOMMODATION PLAN

NEED FACILITYPLANNING

?

?

YES

NODELIVERABLES:D1. FISH CertificationD2. Growth Management ProjectionsD3. 5-Year Facility PlanD4. School Concurrency ApplicationD5. Educational Plant SurveyD6. Student Accommodation PlanD7. Boundary Change Recommendations

INVOLVES STATE &LOCAL GOV’T?

NEED ISMET

MAINTAIN &CERTIFY

BPS FISH DATA

To ensure adequate and appropriate educational facilities to accommodate projected student membership and program offerings

FACILITIES SERVICES / Robert J. Wiebel & Mike Gaffney 12/9/08

STATUTORYREQUIREMENTS?

YES

NO

KWP8

KWP5

KWP4

KWP7

KWP3

KWP6

KWP2

KWP1

WHO

STEP

MacroProcess: Process Owner:

BPS SCHOOLBOARD

BPS FACILITIESPLANNING

STATE ANDLOCAL

GOVERNMENT

BPSDEPARTMENTS

& SCHOOLS

OBTAIN DISTRICT / FINANCESTUDENT PROJECTIONS

MANAGE IMPACT FEE ACTIVITIES

DEVELOP & PUBLISHEDUCATIONAL

PLANT SURVEY

PERFORM SCHOOL CONCURRENCY ACTIVITIES

DEVELOP & PUBLISH BOUNDARY CHANGES

DEVELOP & PUBLISH5-YEAR FACILITY PLAN

DEVELOP & PUBLISHSTUDENT ACCOMMODATION PLAN

DEVELOP & PUBLISH GROWTH MANAGEMENT PROJECTIONS

MAINTAIN OTHER PLANNING DATA

NEED

DEVELOP &PUBLISH

MAINTAIN &CERTIFY

DEVELOP &PUBLISH

DEVELOP, PUBLISH &

OBTAIN

QUESTION

QUESTION

MANAGE

BOUNDARYCHANGES

DEVELOP &PUBLISH

PERFORM

MANAGED

MANAGEFACILITIES PLANNING D. THEODORE

P1 - Data Accuracy

Q1 - FISH Data Accuracy

Q2 - State and Local Submittals On Time

Q3 - BPS Submittals On Time

Q4 - Facility Design Capacity Utilization (%)

BA

BA

BA

BA

BA

Legend: BA - Board Approval Required for SubmittalsFISH - Florida Inventory of School Houses SAP - School Accommodation Plan SCA - School Concurrency Activities EPS - Educational Plant Survey

P2 - Growth Management Projections Schedule Milestones

P3 - 5-Year Facility Plan Schedule Milestones

P6 - Student Accommodation Plan Schedule Milestones

P7 - Boundary Changes Schedule Milestones

P8 - Educational Plant Survey Schedule Milestones

P9 - Impact Fee Activity Schedule Milestone

P4 - # School Concurrency Applications P5- Application Review Cycle Time

D4

D5

D6

D7

D3

D2

D1

?

?

DELIVERABLE:

D1 - STUDENT ACCOMMODATION PLAN SCHEDULED2 - STUDENT ACCOMMODATION PLAN DRAFTD3 - STUDENT ACCOMMODATION PLAN FINAL

NEED ISMET

DEVELOP AND PUBLISHSAP MILESTONE

SCHEDULE

REVISE / UPDATE

SAP DATA

PROVIDE SAP INPUT

GENERATE AND DISTRIBUTE INITIAL DRAFT

DISCERNRELOCATABLE

STATUS

GENERATE & DISTRIBUTEFINAL DRAFT

BOARD APPROVALAND

DISTRIBUTE

INCORPORATECOMMENTS

NEED

DEVELOP STUDENT ACCOMMODATION PLAN (SAP)(F.S. 1001.41, 1013.37, 1013.45 and BPS Board Policy 7110)

REVIEWED BY AREASUPERINTENDENTS

COMMENTS RECEIVED?

COMMENTS VALID?

SAPMILESTONESCHEDULE

YES

YES

NO

NO

P6.1 - SAP SCHEDULE MILESTONES

P6.2 - SAP DRAFT

P6.3 SAP FINAL

ABBREVIATIONS:SAP = STUDENT ACCOMMODATION PLAN

WP2 WP3

WP1

WHO

STEP


BPS SCHOOLBOARD

BPS FACILITIES SERVICES

PLANNING DEPARTMENT

BPS EDUCATIONALDEPARTMENTSAND SCHOOLS

MANAGE STUDENTACCOMMODATION PLAN

DEVELOPMENT D. THEODORE

NEED

DEVELOP

REVIEW

PROVIDE

GENERATE

QUESTIONS

MANAGED

APPROVEDISTRIBUTE

GENERATEDISTRIBUTE

DISCERN

INCORPORATE

Q3.1 - ADHERENCE TO SAP SCHEDULE MILESTONES

FACILITIES SERVICES / Robert J. Wiebel & Mike Gaffney 12/19/08

REQUESTCOMMENTS

NEGOTIATECOMMENTS

ATTACHMENT A

Facilities Planning DMAIC Lite 2 5/19/2009 Page 1

INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see “Improve” checkpoint #10), via email to [email protected] and copy Steve Muzzy on all emails. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc.

Priority Process Name: Develop and Publish Student Accommodation Plan

Work System / Leader: Dane Theodore

DMAIC “Lite” Storyboard 2 – Facilities Planning KWP6 - Student Accommodation Plan (SAP)

DEFINE

1. Describe how the linkage between the process Q measures and the District’s KPIs (or strategic objective measures) was established and confirmed. In order to meet strategic objectives associated with the District’s goal of “Safe and Healthy Learning and Work Environment” (Goal 2), certain legislative and District imposed mandates or targets must remain in focus. Planning for facilities requires that the District adhere to a multitude of statutes and comply with Florida Department of Education (DOE) requirements. District Objectives 2.2.1 and 2.2.3 indicate several of these targets. Additionally, coordination and agreement with Local Governments, in some cases dictated by legislation, are critical to insuring adequate and appropriate facilities are available. With these objectives in mind, processes have been mapped, and key measures established with which to gauge performance:

Q1 – FISH Data Accuracy

Q2 – State and Local Government Submittals on time

Q3 – Brevard Public Schools Submittals on time

Q4 – Facility Design Capacity Utilization

2. Explain which process Q measure(s) will be improved.

In order to identify the Q measure(s) that should be focused on for improvement efforts, a Facilities Planning Priority Process Selection Matrix and a Key In-Process Measures Determination Form were created (see Pages 7 and 8). The Selection Matrix reveals that KWP6 – Develop and Publish Student Accommodation Plan ranks as a high priority for improvement, and the process impacts Q Measure Q3, “Brevard Public Schools Submittals On Time”. In both SY 2007-08 and 2008-09, the milestone dates which were established for preparing this document were slipped. The schedule slip in both the past two years started with the fact that the draft SAP was not completed on time.

3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above.

Decrease number of calendar days required to develop the Final Student Accommodation Plan (SAP).

ATTACHMENT A


DMAIC “Lite” Storyboard 2 – Facilities Planning

Student Accommodation Plan (SAP)

MEASURE

4. List up to five (5) potential problem areas in this process and the associated P measure(s) for each.

Deadline for receiving input from all Area Superintendents/Principals for draft SAP slips.

(a) P6.2 – Generate draft SAP

Deadline for assembling data and generating the draft SAP slips.

(a) P6.2 – Generate draft SAP

Deadline for receiving input from all Area Superintendents/Principals for final SAP slips.

(a) P6.3 – Generate final SAP

5. Select the most significant problem or opportunity and develop a problem statement which answers the questions:

What? When? Gap between actual and targeted values?

(Hint: You may want to refer to the six sigma DMAIC course material, checkpoint #9 of the “Measure” step, as you develop your problem statement.)

Problem: Deadline for receiving input from all Area Superintendents/Principals for draft SAP slips

Problem Statement: In both 2007-08 and 2008-09, the input data required to assemble the draft SAP was not ready until after the milestone date. As a result, the milestone for completing the draft document in 2007-08 was missed by 9 days and in 2008-09 by 14 days.

Gap: Average of 11.5 days

ATTACHMENT A




ANALYZE

6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the “Measure” step.

Area Superintendents request additional information

Discrepancy in data sheets distributed with input request

Area Superintendents waiting for input/data sheets from Principals

Data sheets bypass Area Superintendents and are submitted directly to Facilities

7. List the root causes and describe the approach used to select them from among the others.

Root Causes Approach Used To Select Root Cause

A. Process not communicated to Principals

Cause and Effect Analysis

B. Specific areas require more or refined information be provided from Planning to the Area Superintendents

Cause and Effect Analysis

ATTACHMENT A




IMPROVE

8. List the countermeasure(s) you considered for implementation for each selected root cause from the “Analyze” step.

A. Process not communicated to Principals

o Request that Area Superintendents advise Principals of the importance of completing and returning the forms in accordance with an established schedule.

B. Specific areas require more or refined information be provided from Planning to the Area Superintendents

o Request that Area Superintendents advise prior to establishing SAP schedule.

9. Determine the “effectiveness x feasibility” score for each countermeasure, and note the highest scores.

Both of the countermeasures listed in 8 above scored 25 (see attached Countermeasures Matrix)

(Hint: Refer to six sigma DMAIC course, checkpoint #18 of the “Improve” step.)

ATTACHMENT A




IMPROVE

10. Develop an action plan for each countermeasure to be implemented which shows the following:

What (description of countermeasure) A. Annual correspondence sent out by Planning will include a reminder to Area

Superintendents to advise the Principals of the schedule and the importance of adhering to it.

B. Email Area Superintendents 2 weeks prior to sending out annual request for

input correspondence to see if any particular area/schools need additional attention.

When (projected start and end dates)

A. Beginning with 2009-10 SAP process; annually thereafter

B. Beginning with 2009-10 SAP process; annually thereafter Who (accountable person)

A. Jay Stannard

B. Jay Stannard Which organizations need to support you

A. Sr. Management, Planning & Project Mgt., and Area Superintendents

B. Sr. Management, Planning & Project Mgt. and Area Superintendents Estimated cost to implement

A. N/A

B. N/A

(Remember: Email your action plan(s) with this completed DMAIC “Lite” Storyboard, per instructions on page 1.)

ATTACHMENT A




CONTROL

11. Briefly explain how you will know the root causes were reduced or eliminated. Area Superintendents will either be requesting additional info via telecom or

email, or will be requesting one-on-one sessions (as is common) to go over the info.

12. Briefly explain how you will know the problem was reduced.

Data/information will be received from the Area Superintendents to allow assembly of the draft SAP “on time”.

13. Briefly explain how you will know the theme measure was improved.

Indicator will show a decrease in the number of calendar days required to develop the final SAP.

14. Explain how you will prevent this problem from recurring.

By continuing the countermeasures as pointed out in item 10 above.

15. Identify which other BPS locations should consider implementing your

countermeasures. As the Planning Department is the only group responsible for developing the

Student Accommodation, these countermeasures do not apply to other Departments.

16. Identify what other BPS locations could learn from this project.

Refer to number 15 above.

17. List the remaining problem areas in this process.

N/A

18. List the key lessons learned from this process improvement.

For the 2009-10 SAP effort, the request to remind Principals of the schedule yielded great results. Information was received in accordance with the schedule, and this countermeasure will continue. Email and other communications means with the Area Superintendents during the process also proved beneficial.

ATTACHMENT A


FACILITIES PLANNING

PRIORITY PROCESS SELECTION MATRIX FORM Selection Factor

Key Work Processes Importance x Gap = Point Score Priority

Rank

1. Maintain and Certify BPS FISH Data 5 3 15 1

2. Develop and Publish Growth Management Projections 5 1 5 4

3. Develop and Publish 5-Year District Facility Work Plan 5 1 5 4

4. Perform School Concurrency Activities 5 1 5 4

5. Develop and Publish Educational Plant Survey 5 1 5 4

6. Develop and Publish Student Accommodation Plan 5 2 10 2

7. Develop and Publish Boundary Changes 5 2 10 2

8. Manage Impact Fee Activities 5 1 5 4

Importance & Gap SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

ATTACHMENT A


FACILITIES PLANNING KEY IN-PROCESS MEASURES DETERMINATION FORM

Outcome Measures In-Process Measures

Q1 – FISH Data Accuracy P1 FISH Data Accuracy

P1 FISH Data Accuracy

P2 Growth Management Projections schedule milestones

P3 5-Year District Facility Work Program schedule milestones

P5 Concurrency Application Review Cycle Time

P8 Educational Plant Survey schedule milestones

Q2 – State and Local Submittals On Time

P9 Impact Fee Activities schedule milestones




P6 Student Accommodation Plan schedule milestones

Q3 – Brevard Public Schools Submittals On Time

P8 Educational Plant Survey schedule milestones




Q4 – Facility Design Capacity Utilization (%)

P7 Boundary Changes schedule milestones

5/14/2009 FINAL Page 9 of 16

BPS Process Management System

Work System: Manage Facilities Planning Work System Enabling Leader: Dane Theodore Owner Members

Key Work Priority Processes Name Email Name Email 1. Mike Gaffney [email protected] 2. Jay Stannard [email protected] KWP1 Maintain & Certify

BPS FISH Data Dane Theodore [email protected]. Rick Bellanger [email protected] 1. Mike Gaffney [email protected] 2. Jay Stannard [email protected] KWP2

Develop & Publish Growth Management

Projections Dane Theodore [email protected]

1. Jay Stannard [email protected] 2. Mike Gaffney [email protected] KWP3

Develop & Publish 5-Year District Facilities

Work Plan Dane Theodore [email protected]

1. Mike Gaffney [email protected] 2. Jay Stannard [email protected] KWP4

Perform School Concurrency

Activities Dane Theodore [email protected]


Develop & Publish Educational Plant

Survey Dane Theodore [email protected]


Develop & Publish Student

Accommodation Plan Dane Theodore [email protected]

1. Jay Stannard [email protected] 2. Mike Gaffney [email protected] KWP7

Develop & Publish School Boundary

Changes Dane Theodore [email protected]

3. Rick Bellanger [email protected] 1. Dane Theodore [email protected] KWP8 Manage Impact Fee

Activities Dane Theodore [email protected]

5/14/2009 FINAL Page 1 of 5

Macro Process Control System – Update 5/21/09 Process Name: Manage Facilities Planning Process Owner: Dane Theodore

Process Customer: BPS School Board, representing staff, DCA, FDOE, Local Governments, students, parents, and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: To ensure adequate and appropriate educational facilities to accommodate projected student membership and program offerings Outcome Indicators: Q1 – Q4

Process and Quality Indicators Checking / Indicator Monitoring Process

Indicators Control Limits Data to Collect

Timeframe (Frequency) Responsibility

Quality Indicators

Specs/ Targets

What is Checking Item or Indicator Calculation

When to Collect Data?

Who will Check?

Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References

P1

Brevard Public Schools (BPS) Florida Inventory of School Houses (FISH) Data Accuracy

Target: > 95% Baseline: 72%

• Statistically significant sample of current Florida Department of Education (FDOE) FISH data for BPS

Annually (by 3/31)

D. TheodoreM. Gaffney

• Perform additional sampling or validation of entire data set if warranted.

• Reference: SREF §6.1(7)(c)

P2

Growth Management Projections Schedule Milestones

Target: 100% of activities completed by scheduled milestone dateBaseline: 50%

• Growth/Certificate of Occupancy (CO) Data from Local Govts (LGs): 1st week June thru mid-July

• Six-Day and October FTE Counts: 3rd week-Aug. & Mid-Oct.

• Projection calculations: 2nd week Nov. • Five-Year Capacity Utilization Table: Nov. 30

Annually (6/1 – 11/30)


• Failure to meet established mid-July milestone due to lack of relevant input from Local Governments will necessitate use of prior year’s Growth/CO data.

• Reference: Interlocal Agreement §3.1

P3

5-Year District Facilities Work Program Schedule Milestones


• Obtain Growth Mgt Projections: Mid-Nov. • Obtain COFTE Projections: 1st week July (of

following calendar year) • Obtain Preliminary FY Budget: Mid-July • EPS “Spot” Survey (if necessary): July 31 • Assemble and Distribute Draft: August 1 • Obtain Local Govt Comments: Sept. 1 • Submit Board Information Agenda: Early Sept. • Obtain August 6-Day Count: 1st Week Sept. • Obtain Final FY Budget: 1st Week Sept. • Generate Final Draft: 2nd Week Sept. • Submit for Board Consent Agenda/Approval:

Final Sept. mtg. • Submit to FDOE: October 1

Annually (Mid-Nov,

then 7/1 thru 9/1)


• Failure to meet milestone(s) warrants staff overtime as necessary to meet final milestone of October 1.

• Reference: F.S. 1013.35

And








Quality Indicators

Specs/ Targets



Who will Check?


P4 # School Concurrency Applications

Target: None Baseline: Avg. # of

Application Received

• Average Number of Applications Received in SY 08/09. This number varies year to year.

Annually (6/30)

D. TheodoreM. Gaffney • This is a level of effort measurement.

P5 School Concurrency Application Review Cycle Time

Target: 100% of reviews ≤ 10 working days from receipt of application to written response Baseline: 100%

• # Working Days for each Review • Total # Working Days for All Reviews divided

by Total # of Reviews = Average Days per Review

Monthly D. TheodoreM. Gaffney

• Failure to review applications and respond in an average <10 working days requires reprioritization of non-statutory tasks.

• Reference: Interlocal Agreement §13.2(d) & 13.3(a)

P6

Student Accommodation Plan (SAP) Schedule Milestones


• Request Area Supt. Input: Jan. 2 • Obtain Area Superintendent Input: Feb. 1 • Generate Draft SAP: 2nd Week Feb. • Obtain Comments: 4th Week Feb. • Generate Final Draft SAP: 1st Week March • Obtain Area Supt. Approval: 2nd Week March • Submit for Board Info. Agenda: Early April • Submit for Board Consent Agenda: Mid-April

Biweekly (1/2 – 4/30)

D. TheodoreJ. Stannard

• Failure to meet milestone(s) warrants staff overtime as necessary to meet milestone date for Board approval in mid-April.

And








Quality Indicators

Specs/ Targets



Who will Check?


P7

Boundary / Concurrency Service Area (CSA) Changes Schedule Milestones


• Obtain Six-Day Student Membership: Mid-Aug. • Develop New (Proposed) Scenarios: End Sept. • Obtain Recommendations from Evaluation

Committee: Mid-October (New) • Update Scenarios (if Required): Mid-Nov. • Submit for Board Info Agenda: Mid-November • Board Work Shop: Fall (Nov-Dec) • Submit Proposed Changes to Local Governments

/ Capital Outlay Committee (COC): 45 days prior to adoption

• Submit for Board Consent for Public Hearing Agenda: December

• Submit for Public Hearing / Board Approval: January

Monthly (Mid-Aug thru

1/31)

D. TheodoreD. Theodore

• Failure to meet milestone(s) warrants staff overtime to meet Board agenda milestones. Failure to meet milestone(s) could also result from postponement of School Board workshops/meetings or request(s) for additional information/work shops.

• Reference: Interlocal Agreement §12.2(d)2

P8 Educational Plant Survey (EPS) Schedule Milestones


• Validate approved projects are appropriate for upcoming 5-Year District Facilities Work Program

• Submit EPS to FDOE: Prior to June 30 of 5th FY

Annually (5/1 – 7/31)


• Failure to meet milestone(s) warrants staff overtime as necessary to meet milestone date for submittal to FDOE.

• Reference: F.S. 1013.31

P9 Impact Fee Activity Schedule Milestones


• Obtain collections from Brevard County: April 1 and October 1

• Hold Advisory Committee Meetings: May 31 and November 30

• Submit for Board approval: June and Dec. mtgs.

Monthly (4/1 – 6/30 )

(10/1 – 12/31)

D. TheodoreD. Theodore

• Reference: Brevard County Educational Impact Fee Ordinance Chapter 62, Article V, Division 7.

Q1

Florida Inventory of School Houses (FISH) Data Accuracy

Target: > 95% Baseline: 72% • Statistical Sampling of FISH data Monthly D. Theodore

D. Theodore

• Refer to contingency plans and miscellaneous information above related to individual submittals.

And








Quality Indicators

Specs/ Targets



Who will Check?


Q2 State and Local Submittals On Time

Target: 100% Baseline: 90%

• Certification of FISH Data(FDOE): April 1 • School Board Approved EPS (FDOE): Prior to

June 30 of 5th FY • Draft 5-Year Work Program (Local

Governments / Capital Outlay Committee): August 1

• School Board Approved 5-Year District Facilities Work Program (FDOE): Oct. 1

• 5-Year Capacity Utilization (Local Governments): Nov. 30

• Proposed Boundary/CSA Changes (Local Governments/Capital Outlay Committee): 45 days prior to School Board adoption

• Concurrency Reviews (Local Govts): <10 days

Monthly D. TheodoreD. Theodore


Q3 BPS Submittals On Time

Target: 100% Baseline: 92%

• Recommended Boundary/CSA Changes – Information Agenda (School Board): Mid-Nov.

• Recommended Boundary/CSA Changes – Public Hearing Advertisement (School Board): December

• Recommended Boundary/CSA Changes – Public Hearing/Approval(School Board): January

• Recommended SAP (School Board): Mid-April • Recommended EPS (School Board): June • Impact Fee Recommendations (School Board):

June and December • Recommended 5-Year District Facilities Work

Program (School Board): Mid-September

Monthly D. TheodoreD. Theodore


And








Quality Indicators

Specs/ Targets



Who will Check?


Q4 Facility Design Capacity Utilization (%)

Target: 100% of Schools utilized ≤ 100% of Factored Permanent FISH Capacity Baseline: 74% (FY08)

• Mid-October Student Count divided by Factored Permanent FISH Capacity (for every school): November

• 5-Year Capacity Utilization (Local Governments): November 30

Annually (11/30)


• Adjust projection assumptions and methodologies for the following fiscal year.

Approved:

Date:

Rev #:

Rev Date:

And

5/19/09 Page 1 of 1

Facilities Planning KWP6 – “Develop & Publish Student Accommodation Plan” - Process Control System Update 5/21/09

Process Name: Facilities Planning – Develop and Publish Student Accommodation Plan (SAP) (KWP6) Process Owner: Dane Theodore

Process Customer: BPS School Board, representing staff, FDOE, students, parents, teachers and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: To insure the annual Student Accommodation Plan is developed and published in accordance with established milestones schedule Outcome Indicators: Q3.1




Quality Indicators

Specs/ Targets



Who will Check?


P6.1 Develop SAP Schedule with Milestones

Target: 1st week January Baseline: 100%

Date completed vs. date scheduled for completion Annually D. Theodore

J Stannard Accelerate completion of the Draft or Final SAP to meet those milestones

P6.2 Generate Draft SAP Target: 2nd week February Baseline: 11.5 days late

Date completed vs. date scheduled for completion Annually


Accelerate completion of the Final SAP to meet that milestone

P6.3 Generate Final SAP Target: 1st week March Baseline: 13 days late

Date completed vs. date scheduled for completion Annually D. Theodore

J. Stannard

Schedule slippage and perhaps revised Board meeting dates for Information and Consent

Q3.1 Adherence to Student Accommodation Plan schedule milestones

Target: 100% Complete by Milestone Date

Baseline: 96%

Date completed vs. date scheduled for completion Annually D. Theodore Refer to individual Process Indicators

Approved:

Date:

Rev #:

Rev Date:

And

DMAIC LITE STORYBOARD – IMPROVE – CHECKPOINT 10

Countermeasure Action Plans COUNTERMEASURE

PROJECTED START DATE

PROJECTED END DATE

ACCOUNTABLE PERSON

SUPPORT ORGANIZATION ESTIMATED COST

Request that Area Superintendents advise Principals of the importance of completing and returning the forms in accordance with an established schedule

12 Weeks Prior To SAP

Approval Date.

Week 14 when SAP is

approved.

Jay Stannard

Sr. Management, Planning & Project Mgt., and Area Superintendents

The cost of staff travel and / or meeting time.

Request that Area Superintendents advise prior to establishing SAP schedule

14 Weeks Prior To SAP

Approval Date.

Week 14 when SAP is

approved.

Jay Stannard

Sr. Management, Planning & Project Mgt., and Area Superintendents

. The cost of staff travel and / or meeting time.

Facilities Planning DMAIC Lite 2 5/19/2009 Page 16 of 16

Countermeasures Matrix – Facilities Planning – DMAIC Lite 2 – Student Accommodation Plan

COUNTER-MEASURES

PRACTICAL METHODS

Action

ROOT

CAUSES

5 5 25 Yes

5 5 25 Yes

PROBLEM

SCALE: 1 = Negligible 2 = Somewhat 3 = Moderate 4 = Very 5 = Extreme

Effectiveness X Feasibility = Overall

Include in annual request for SAP input

Request that Area Superintendents advise Principals of importance and schedule

Process not communicated to Principals

Request that Area Superintendents advise prior to establishing SAP schedule

Specific areas require more or refined information be provided to the Area Superintendents

In both 2007-08 & 2008-09, the input data required to assemble the draft SAP was not ready until after the milestone date.

Email or call Area Sups prior to issuing schedule

Process not communicated to Principals Date:

Owners:

1 2 3 4 5 6 7 8 9 10 11 12 13 14 Comments

ScheduledAgenda

Item DueSAP Info (Board)

SAP Approved

Completed

JS

Action Plan - Facilities Planning KWP6 - "Develop and Publish Student Accommodation Plan" - (Story 2)

Root Cause 'A':

Countermeasure:

Practical Method:

Mike Gaffney (MG)Jay Stannard (JS)

19-Dec-08

WeekNo. Task Accountable

Person

1 Send out annual correspondence with request to advise Principals

Request that Area Superintendents adivse Principals of the importance of completing and retruning the forms in accordance with established schedule

Include request in annual correspondence sent out by Planning which accompanies the SAP schedule

Date:

Owners:

1 2 3 4 5 6 7 8 9 10 11 12 13 14 Comments

ScheduledAgenda

Item DueSAP Info (Board)

SAP Approved

Completed

Scheduled

Completed

Scheduled

Completed

Scheduled

Completed

1

Email (or call) Area Superintendents 2 wks prior to sending out annual request with actual schedule

JS

No. TaskAccounta

ble Person

Week

Countermeasure: Request that Area Superintendents advise prior to establishing SAP schedule

Mike Gaffney (MG)Jay Stannard (JS)

Practical Method: Email (or call) Area Superintendents 2 weeks prior to sending out annual request for input to see if any particular area/schools need

Action Plan - Facilities Planning KWP6 - "Develop and Publish Student Accommodation Plan" - (Story 2)

Root Cause 'B': Specific areas require more or refined information be provided from Planning to the Area Superintendents 19-Dec-08

12/16/08 Page 1 of 1

Facilities Planning KWP6 – “Develop & Publish Student Accommodation Plan” - Process Control System Process Name: Facilities Planning – Develop and Publish Student

Accommodation Plan (SAP) (KWP6) Process Owner: Dane Theodore

Process Customer: BPS School Board, representing staff, FDOE, students, parents, teachers and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: To insure the annual Student Accommodation Plan is developed and published in accordance with established milestones schedule Outcome Indicators: Q3.1 Process and Quality Indicators Checking / Indicator Monitoring

Process Indicators

Control Limits Data to Collect


Quality Indicators

Specs/ Targets



Who will Check?


P6.1 Generate SAP Schedule Milestone Date Date completed vs. date scheduled for completion Annually D. Theodore

J Stannard Accelerate completion of the Draft or Final SAP to meet those milestones

P6.2 Generate Draft SAP Milestone Date Date completed vs. date scheduled for completion Annually


Accelerate completion of the Final SAP to meet that milestone

P6.3 Generate Final SAP Milestone Date Date completed vs. date scheduled for completion Annually D. Theodore

J. Stannard

Schedule slippage and perhaps revised Board meetings at which originally planned to present

Q3.1 Adherence to Student Accommodation Plan milestones

by Milestone Date Date completed vs. date scheduled for completion Annually D. Theodore

Approved:

Date:

Rev #:

Rev Date:

And

MANAGE FACILITIESPLANNING

MANAGE FACILITIESPLANNING

Process Improvement

Document TreeMacro

Process: Process Owner: Document Title:

MACRO DMAIC LITE STORYBOARD

MACRO PCS

MACRO FLOWCHART

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

MACRO KEY IN-PROCESSMEASURES DETERMINATION

SYSTEMS FORM

MACRO DMAIC LITE STORYBOARD

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

KWP1 MAINTAIN &CERTIFY FISH

ACCURACY FLOW CHART

KWP1 ACTION PLAN(s)

KWP1COUNTERMEASURE

MATRIX

KWP1 INDICATOR DATA

KWP6 DMAIC LITE STORYBOARD

KWP7 DMAIC LITE STORYBOARD

KWP6 PRIORITY PROCESSSELECTION MATRIX FORM

KWP7 PRIORITY PROCESSSELECTION MATRIX FORM

KWP6 DEVELOP &PUBLISH STUDENT

ACCOMMODATIONPLAN FLOW CHART

KWP7 DEVELOP &PUBLISH SCHOOL

BOUNDARY CHANGESFLOW CHART

KWP6 ACTION PLAN(s) KWP7 ACTION PLAN(s)

KWP6COUNTERMEASURE

MATRIX

KWP7COUNTERMEASURE

MATRIX

KWP6 INDICATOR DATA KWP7 INDICATOR DATA

Note 1: May be required if flow chart has internal work processin addition to individual steps.

Note 1Note 1

Key Work Processes 1 - 8

1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard

M. Gaffney

priority processes owner mike gaffney, planning mgr. june...

Documents