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FY02 ASA Presentation

Fire Prevention Section, EMB, DPS

Presented by:

J.P. McCabe, P.E.Samuel A. Denny, P.E.Robert C. Beller, P.E.

Office of Research ServicesNational Institutes of Health

18 November 2002

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Table of Contents

Main PresentationASA Template ……………………………….……………………………….4Customer Perspective……………………….………………………… ….5

Customer Segmentation …………………….……………………………………6Customer Satisfaction……………………….…………………………………….9Unique Customer Measures………………….……………………………… ..10

Internal Business Process Perspective………………………………… 12Service Group Block Diagram…………………………………………………..13Conclusions from Discrete Services Deployment Flowcharts……………….14Process Measures………………………………………………………………..15

Learning and Growth Perspective…………………………………………20Conclusions from Turnover, Sick Leave, Awards, EEO/ER/ADR Data……..21Analysis of Readiness Conclusions…………………………………………….22

Financial Perspective………………………………………………………..23Unit Cost……………………………………………………………………………24Asset Utilization……………………………………………………………………26

Conclusions and Recommendations……………………………………….29Conclusions from FY02 ASA..……………………………………………………30Recommendations…………………………………………………………………31

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Table of Contents

AppendicesPage 2 of the FPS ASA Template

Customer segmentation graphs

Block diagram

Process maps

Process measures graphs

Learning and Growth graphs

Analysis of Readiness Information

Any unique measures graphs

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Customer Perspective

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Team Members

Samuel A. Denny, P.E., Fire Protection Engineer, Fire Prevention Section/EMB/DPS and Robert C. Beller, P.E. (CETROM Engineering, Inc.) CQM Contractor to assist the Fire Prevention Section/EMB/DPS

Product Leadership Harvest

J.P. McCabe, P.E. Chief, Fire Prevention Section/EMB/DPS

Team Leader

Operational Excellence Growth

Service Strategy

Customer Intimacy Sustain

Provide preventative measures in the areas of fire protection and life safety to ensure a fire-safe environment for NIH facilities that complies with all applicable regulatory requirements.

DS1: Conduct fire-safety reviews and inspections for NIH design and construction projects.

DS2: Conduct fire-safety surveys of existing NIH facilities.

ASA Template - 2002

Customer Value Proposition

Discrete Services

Service Group FIRE PREVENTION SECTION, EMERGENCY MANAGEMENT BRANCH, DIVISION OF PUBLIC SAFETY

DS3: Provide fire-safety awareness training and information for the NIH community.

X

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Customer Segmentation – DS1

• DCAB remains the principal customer, PWB and IC work are less than 10% of the total

DS1 Customer Segmentation174 Unique Designs Reviewed 7/1/01 to 6/30/02

DCAB159 - 92%

ICs9 - 5%

PWB6 - 3%

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Customer Segmentation – DS2

• FPS inspected all NIH owned buildings in FY 02.• The total area (including local rental space) totals over 12 million sq. ft.• Approximately 3 million sq. ft. (rental space) was not inspected in FY 02.• FPS is adding 2 inspectors in FY 03 to ensure rental space meets requirements.

DS2 - FY02 Customer Segmentation Inspections

GRC1%

Local Rental

25%

Bethesda71%

NIHAC2%

RML1%

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Customer Segmentation – DS3

• An occurrence represents a training session or drill• Non CC training increased by 100% over FY 01

DS3- FY 02 - Fire Training Occurrences Customer Segmentation

22- Rental Buildings

18 - Non CC Bethesda

299 - CC

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• FPS measures were not included in the ORS customer scorecard for the current cycle.

• FPS has supplemented the ORS customer scorecard with questions aimed at determining AO awareness of the availability of fire safety training.

Customer Satisfaction

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• Both design review and submittal review turnaround times decreased because we’re working more closely with customers

Unique Customer Measures – DS1

0 1 2 3 4 5 6 7 8 9

Days

Designs

Submittals

Customer Measure - DS1 (Engineering Reviews) Turnaround Time

7/1/00 to 6/30/01 7/1/01 to 6/30/02

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Unique Customer Measures – DS3 (Training)

• Post fire drill test scores for CC nursing staff were 100%

• The number of staff hours trained outside of the CC increased 100%

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Internal Business Process Perspective

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Internal Business Process Perspective

Review designs and inspect new construction and/or alterations to ensure that NIH buildings comply with all regulatory requirements

FPS discrete services ensure fire safety in NIH facilities by examining: • new construction (DS1 – design reviews and construction inspections); • code compliant usage of operating facilities (DS2 – inspections of existing conditions); and • fire safety awareness (DS3 – training)

Inspect existing buildings to

ensure that they continue to comply with regulations

Train and educate NIH

staff regarding fire safety

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• FPS has completed deployment flowcharts for the three discrete services (see Appendix).

• A problem was noted for DS1 in that there is no mechanism to ensure that designs are reviewed and new work inspected before occupancy.

• A similar problem was noted for DS2 in that there are no means to ensure that deficiencies are corrected in a timely manner.

• Accountability must be addressed – see recommendation on Slide 31.

Internal Business Process Perspective - Deployment Flowcharts

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Internal Business Process Perspective – Process Measures

• The process measures established for each discrete service are:

• DS1: % of construction projects reviewed during design and inspected during construction.

• DS2: Benchmark fire inspector staffing levels with current DOD standards.

• DS3: Monitor the staff hours trained outside of the Clinical Center.

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Internal Business Process Perspective – DS1 Process Measure• FPS mission is to ensure all new construction and

renovations are code compliant.

• FPS has been involved in the design and construction of all major projects.

• Smaller jobs have the potential to create fire protection deficiencies but there is no mechanism to ensure these are reviewed.

• FPS and DES continue to seek a method to prevent this from happening, however, the next slide shows the scope of the problem.

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Internal Business Process Perspective

• FPS has examined the list of projects in SSFAS (see chart) and found the FPS review percentage to be 32%.

• Applying this to the total DES workload of ~555 projects (a figure supplied by DES) shows agreement with actual number of reviews by FPS since:

-174 unique projects were reviewed by FPS

- 32% of 555 is 178 projected reviews.

Bldg. 10 Project FPS Review Rate (from 9/02 SSFAS printout)

253 Total Projects (having FP impact) out of ~750 total in SSFAS

Not reviewed -

172(68%)

Projects reviewed by FPS -

81(32%)

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• Current (end of FY02) total square footage at Bethesda, Poolesville, GRC, RML and local leased space is 12.7 million sq. ft.

• After hiring two additional inspectors (currently in-progress), NIH will meet DOD staffing requirements

Internal Business Process Perspective – DS2 Process Measure

Total Space (x 1000 SF) DOD Fire Protection Inspector Staffing Requirements

11,000 - 14,000 614,000 - 17,000 7

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Internal Business Process Perspective – DS3 Process Measure

FY 01/FY 02 Training Comparison

0100200300400500600700

FY 01 FY 02

Sta

ff H

ou

rs T

rain

ed

Reflects employee-hours trained outside of the Clinical Center

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Learning and Growth Perspective

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• Analysis of the FPS Learning and Growth Data indicates there are no areas of concern.

Conclusions from Turnover, Sick Leave, Awards, EEO/ER/ADR Data

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• FPS is currently well trained, adequately staffed and equipped for the review work received and for inspecting Government owned facilities.

• A plan is in place which, if implemented, ensures adequate staffing, training and equipment over the next few years to review/inspect all designs and construction and to inspect leased facilities in the metropolitan area.

Analysis of Readiness Conclusions

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Financial Perspective

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• FPS FTEs are assigned as follows:

- DS1 (construction reviews/inspections): 3 (contract) engineers and 1 inspector

- DS2 (routine inspections/consultations): 1 engineer and 2 inspectors

- DS3 (training): 1 inspector

• Section-wide costs (Section Chief, Admin. Asst., training costs, vehicle, supplies, etc.) were divided equally among the three discrete services

Unit Cost Measures

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Unit Cost Measures

• Budget data could not be obtained to perform the Unit Cost Calculations.

• The Unit Cost Calculation Procedure appears in the Appendix.

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• Unit Output• Design Reviews: 5.4 hours for reports, 10 hours total• Submittal Reviews: 1.6 hours for reports, 4 hours total• Inspections: 2.4 hours for report, 5 hours total

• Staffing – 7360 hours (4 FTEs)• Production hours – 5888 (assume 20% of time used for

training, staff meetings, and other admin. duties)• Design Reviews: 60% or 3533 hours• Submittal Reviews and Inspections: 20% or 1177 hours each

• Production Capacity• Design Reviews: 3533 hours / 10 hours per review = 353 reviews• Submittal Reviews: 1177 hours / 4 hours per review = 294 reviews• Inspections: 1177 hours / 5 hours per inspection = 235 inspections

• Asset Utilization• Design Reviews: 288/353 = 82%• Submittal Reviews: 285/294 = 97%• Inspections: 166/235 = 71%

Asset Utilization – DS1 (Engineering Reviews)

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Asset Utilization – DS2 • Unit Output

• Inspections/Consultations: 3 hours • Hazardous Work Permits: 0.5 hours

• Production Capacity – 5220 hours (3 FTEs)• Inspections/Consultations : 88% or 4594 hours• Hazardous Work Permits: 12% or 626 hours

• Production Hours• Inspections/Consultations: 3032 hours recorded• Hazardous Work Permits: 425 hours / 0.5 hrs = 850 permits

• Asset Utilization• Inspections/Consultations: 3032/4594 = 66%• Hazardous Work Permits: 425/626 = 68%

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Asset Utilization – DS3

• Unit Output• Fire Safety Awareness Training Session: 1.5 hours

• Production hours – 1740 hours (1 FTE)• FPS assumed 1 Fire Inspector FTE applicable to this discrete service

• Production Capacity• Training sessions: 1740 hours / 1.5 hrs = 1160 units

• Asset Utilization• Inspections/Consultations: 339/1160 = 29%• FPS needs to promote utilization of training services

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Conclusions and Recommendations

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Conclusions from FY02 ASA

The Good News• After filling the approved additional contract engineer

position, FPS will have the capacity to handle an increase in design reviews and inspections.

• After filling the approved two additional Fire Inspector positions, the FPS will be able to inspect all leased buildings in the metropolitan area.

The Other News• There are a significant number of designs not being

reviewed as well as projects not being inspected before occupancy.

• There is no mechanism to ensure the correction of violations documented during the routine building inspections.

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• FPS recommends that NIH establish design approval and beneficial occupancy permits similar to those in use in local jurisdictions.

• Develop a tracking system for the correction of violations – this will become a process measure.

• Improve internal record keeping of the hours spent on design and construction inspection outside of the formal report issuance stage (e.g., design review meetings, construction progress meetings, etc.).

Recommendations

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Appendices

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Monitor scores from Clinical Center staff training; Monitor the number of people trained in other sessions

Ensure work complies with fire protection requirements

Ensure that intensity of fire protection inspection/survey activities is comparable to DOD facilities (based on the unique hazards associated with health care facilities and research laboratories).

Actual assets utilized/planned asset utilization for each Discrete Service

Service Group FIRE PREVENTION SECTION, EMERGENCY MANAGEMENT BRANCH, DIVISION OF PUBLIC SAFETY

Maximize utilization of assets.

Maintain turnaround times for reviews and inspectionsAverage of turnaround times for design reviews, fire protection submittal reviews and for construction final inspections

Increase understanding of processes.

Maintain fire safety awareness levels of Clinical Center staff and conduct a proactive fire safety awareness campaign for the entire NIH community.

Performance Objective

Increase understanding of customer base

Increase customer satisfaction

Customer PerspectivePerformance Measure

Customer satisfaction ratings from the ORS Customer Scorecard for each Discrete Service

Customer segmentation of Discrete Services

Performance Objective

% of construction projects reviewed during the design stage and inspected during construction

Performance MeasureInternal Business Process Perspective

Complete process maps of Service Group/Discrete Services

Identify and report on process measures for Discrete Services

Sick Leave Usage

Performance Objective

Enhance quality of work life for employees in ORS.

Identify methods to measure processes.

Learning and Growth Perspective

Performance Measure

Financial Perspective

Performance Measure

Maintain & enhance competencies for the future organization.

Turnover

Compare fire protection inspection staffing levels with current DOD standards.

Minimize unit cost at a defined service level.

Analysis of Readiness Index

Performance Objective

Awards/Recognition

Contacts/Complaints with EEO/ER/ADR

Change in Unit Cost for each Discrete Service

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Customer Segmentation Graphs – DS1

DS1 Customer Segmentation174 Unique Designs Reviewed 7/1/01 to 6/30/02

DCAB159 - 92%

ICs9 - 5%

PWB6 - 3%

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Customer Segmentation Graphs – DS2

GRC1%

Local Rental

25%

Bethesda71%

NIHAC2%

RML1%

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Customer Segmentation Graphs – DS3

22- Rental Buildings

18 - Non CC Bethesda

299 - CC

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FPS Discrete Services Block Diagram

Review designs and inspect new construction and/or alterations to ensure that NIH buildings comply with all regulatory requirements

Inspect existing buildings to

ensure that they continue to comply with regulations

Train and educate NIH

staff regarding fire safety

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FPS Process Maps – DS1DS1: Provide Fire Safety Reviews and Inspections --ConstructionDate: 10/15/02 Participants: ASA Team Page 1

DCAB P/OsNCI (small projects)

FPS

Send designdocument for

review

Log in designdocument

Requiresexpeditedaction?

Prioritize Reviews

Perform Review

Design OK?Document andforward review

comments

Approve designand foward to P/O

Receive andrespond tocomments

Award Contract

Fire protectionsubmittalsrequired?

Send submittalsfor review

Log in submittals

A, p. 2

Yes

No

Yes

No

Yes

B, p.2

No

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FPS Process Maps – DS1DS1: Provide Fire Safety Reviews and Inspections --ConstructionDate: 10/15/02 Participants: ASA Team Page 2

DCAB P/OsNCI (small projects)

FPS

A

B

Yes

No

No

Requiresexpeditedaction?

Prioritize Reviews

Perform Review

Submittalapproved?

Document andforward review

comments

Receive andrespond tocomments

Inform P/O

Instruct contractorto proceed

Are there fireprotectionfeatures?

Yes

Request In-progress

constructioninspection

Perform inspection

Yes

Are there fireprotectionpunchlistitems?

Document andforward report/

punchlist

No

No

C, p.3

YesAddress punchlistitems

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FPS Process Maps – DS1DS1: Provide Fire Safety Reviews and Inspections --ConstructionDate: 10/15/02 Participants: ASA Team Page 3

DCAB P/OsNCI (small projects)

FPS

C

Request finalconstructioninspection

Perform finalinspection

Are theredeficiencies?

Addressdeficiencies

Yes

No

Sign approvalletter

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FPS Process Maps – DS2DS2: Conduct Inspections/Consultations -- ExistingFacilitiesDate: 10/15/02 Participants: ASA Team

DESDCAB/PWB

ICsFPS

Schedule regularinspection

Requests service

Receive request

Requiresinspection?

Resolve throughdiscussion

ScheduleInspection

ConductInspection

Violationnoted?

Prepare and sendout violation notice

Receive violationnotice

Work with DESand FPS to

address

Provide FPSwritten notification

of action

Requests service

No

No

Yes

Correctiveaction taken?

No

Open violationremains in file

Complete and filedocumenation

Yes

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FPS Process Maps – DS3DS3: Provide Fire Safety AwarenessTrainingDate: 10/12/02 Participants: ASA Team

All Other NIH CampusOrganizationsClinical CenterFPS

Identify trainingneeds/schedule

regular CC trainingRequest training

Develop schedulie

Set up trainingeffort

Perform training

JCAHO?

Complete critique/evaluations

Document activityfor files

Score >69?

Document activityfor files

Send quarterlyreport to CC

Safety

No

Yes

No

Yes

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Analysis of Readiness Information 

        Skills and abilities:         Certified fire inspectors        Licensed engineers in fire protection        Analytic skills        Oral and written communication         Training        Computer literacy         Numbers/skills/abilities in three years         No expected gaps in skills        We are projecting that we will need to hire 2 new entry-level inspectors        We are expecting to add one contract engineer in ’03, one in ‘04        With 6 inspectors and 6 engineers, staff should be adequate through ’04.         Training needs, next 3 years         For new inspectors, 1 year of training in inspection and fire investigation, leading to certification.        For one contract engineer, professional licensing exam          Tools or materials needs, next three years         Will need additional vehicle to transport training aids around campus        Will need computers and supplies for two new inspectors in ’03, one contract engineer in 03, one in ’04.         Tools or materials adequacy         With items listed above, we will have what we need.         Implications of not obtaining needed resources         We won’t be able to cover requests for burn permits        Inspections will be delayed        Turnaround times for design reviews will stretch out        We will need to contract out our fire investigations

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Unit Cost Calculation Procedures

•DS1 cost - $ (1/3rd + 550K + 48,250) is divided 60-20-20 across the

three distinct production unit types so unit costs are:

--0.60 x $(above)/288 design reviews = $ per design review

-- 0.20 x $(above)/285 submittal reviews = $ per submittal review

-- 0.20 x $(above)/166 inspections = $ per inspection

•DS2 cost - $ (1/3rd + 87K + 96,500) is divided 88-12 across the two distinct production unit types so unit costs are:

- 0.88 x $(above)/??? Inspections/Consultations = $ per unit

- 0.12 x $(above)/??? Hazardous work permits = $ per permit

•DS3 cost - $ (1/3rd + 48,250) / 339 training sessions = $ per unit