Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and CollegesSeptember 16, 2015

Karen PowellExecutive Director, Facilities Planning & OperationsSan Mateo County Community College District (SMCCCD)

Rob Barthelman, AIAPrincipalSteinberg

Karen PinkhamSenior Project ManagerSan Mateo County Community College District (SMCCCD)

Jason SchaibleDirector – West RegionSchneider Electric

ThemesFacilities Matter!San Mateo County CCD OverviewFacilities ExcellenceSystems, Tools, and Real‐time DataImplementation ProcessesConnection to Student/Staff Experience

Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and CollegesSeptember 16, 2015

FinancialAbility

MaintenanceStaff

CustodialStaff

ParentAttitudeLeadership

StudentAchievement

StudentBehavior

StudentAttitude

BuildingCondition

FacultyAttitude

Nine (9) studies: Connection between building condition and learning (1993-2008)

(Carol Cash 1993)

Several models developed to measure the effect of building condition. The most prominent of those was the Cash model (Carol Cash 1993). The Cash model measured the condition of buildings based on 27 condition items ranging from structural to cosmetic. Similar studies that were undertaken in the following years focused more on building condition than on custodial upkeep.

“Cleanliness and Learning in Higher Education”Jeffrey Campbell, Bringham Young University (2008)

10.9%Improvement from

fair to excellent was associated with a

10.9% increase in student scores*

FACILITIES MATTER!

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

5%Less Attrition in Faculty & Staff*

*Source: 21st Century School Fund

PLANNING MATTERS!

10.9%Improvement from

fair to excellent was associated with a

10.9% increase in student scores*

5%Less Attrition in Faculty & Staff*

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

*Source: 21st Century School Fund**Source: Ruyle Mechanical Services

**Effective use of Predictive Maintenance:

33%-60%Can increase the useful life

of systems by 33%-60%

**Effective use of Predictive Maintenance:

75%-85%Can Achieve technician

utilization rates of 75%-85%

**Effective use of Predictive Maintenance:

35%-60%Can achieve a reduced labor & material cost of

between 35%-60%

About San Mateo County Community Colleges

A three (3) College District located between San Francisco and the Silicon Valley serving more than 40,000 students each year and offering the first two years of instruction in a wide variety of transfer programs as well as more than 90 career‐technical programs in almost 1.75 million gross square feet of facilities. 

College ofSan Mateo

About San Mateo County Community Colleges

2000-2015: Just Under $1 Billion in Design & Construction

College ofSan Mateo

2015: Additional $450M

Community/State Support    State of the Art Facilities

SMCCCD Facilities Square Footage Increase

2000 GSF 2012 GSF Change % Change

Cañada College 246,431 352,215 105,784 43%

CSM/District Office 592,230 727,039 134,809 23%

Skyline College 333,162 541,325 208,163 62%

TOTAL 1,171,823 1,620,579 448,756 38%

Connecting Data Sources : Asset ManagementStudent Experience and Learning Outcomes

Chancellor & Board Commitment / PolicyHigh level of communication; “One Team”Level of Cleanliness/service (Industry Standard)

Student Experience– Clear impact on student experience and learning outcomes

Students are on campus longer, collaborating, seeking skills– Attract and maintain quality faculty and staff– Efficient Use Classrooms/Labs– Comfort and Safety

CommunicationWORK ORDERS

ConnectingDATA SOURCES

User InterfaceGRAPHICAL

OrganizationFILE MANAGEMENT

PerformanceSPACE UTILIZATION

Meeting ExpectationsCUSTODIAL

Efficiency/EffectivenessMAINTENANCE

Managing 1.75 Gross Square Feet

FUSION – State Chancellor’s Office ‘Analog’ Database of space information (Quantity, Type, Program)

BIM + FUSION Connection

Onuma – Graphic ‘data aggregator’, Facilitates Linkage of Datasets

Graphic Interpretation

Managing 1.75 Gross Square Feet

BIM + FUSION Connection

Graphic Interpretation

One-Source:Connection to Database Information

Communication:Ability to provide comment and link photos; USER EXPERIENCE

In-process: ConnectionsTo Building Automation System

CommunicationsIntegrated Work Order System

CommunicationsIntegrated Work Order System

SURVEY : Ranking 4 or higher 90+% Informed of Construction Activities 80+% Service Requests Handled Timely 80+% Meets Overall Expectations 80+% Professional, courteous staff

CommunicationsIntegrated Work Order System

10:00 AM3:00 PM

Connecting DataGreater Outcomes: Room Scheduling

Asset Mgnt SystemFloor Plan

Exported to BuildingAutomation System

Connecting DataAutomated Floor Plans : Energy Management System

Managing 1.75 Million Square FeetBIM + Graphical + Communications

Collecting Additional Data

Define Value Of Additional Data

Facility, Academic, State Integration:

CCCCO Sustainability TemplateCampus-specific committees and plansReflect personality of each collegeStudent experience; surveys and inter-agency collaboration

Transportation StudyHydration Stations

Managing 1.75 Million Square FeetAcademia and Facilities – Shared Purpose

In UseCustodial PlanningSpace Utilization

i Drawings & File Manager

In‐processBAS Work Order Integration

Predictive MaintenanceStrategic MaintenanceOn‐call MaintenanceEnergy Efficiency

Additional Tools – Connecting ValuesTowards a Total Cost of Ownership

CampusSchemeStandard TasksPeriodic TasksDefined Zones

Campus Map

• Utilizes Regional APPA DataSMCCCD  Standard

• Linked to State date: FUSION• Secure Log‐in/Password• Allows Multiple Schemes• Customizable Tasks

Benefits

Additional Tools – Connecting ValuesCustodial Planner

Building PlanSelected Room

Room DataTask List

Minutes/Room

Selected APPA LevelCleaning Profile

Assignment & Settings

Customized Report

Additional Tools – Connecting ValuesCustodial Planner

Servicing Increased Sq Ftge:

2011: Year-long road show was a retroactive response to staffing requirements to new projects; reducing budgets at this time.

Additional Tools – Connecting ValuesCustodial Planner

Proactive Tools Providing:

Greater clarityTechnician AssignmentTeam AccountabilityNo objections from Union and StaffTool for Total Cost of Ownership

Taking advantage of multiple data sources and tools

Space Utilization

Connecting Data Sources : Space Utilization

UTILIZATION ANALYSIS & REPORTINGConnecting Data for Greater Outcomes, linked in one resource

FUSION DataLecture/LabSchedulesAsset Management Floor PlansChancellor’s Office Space/Utilization Standards

FUSION

FUSION+Onuma

R25+FUSIONCCCCO+

ENLARGEMENT – BUILDING UTILIZATION

UTILIZATION ANALYSIS & REPORTING

Building Analysis, Banner/Resource 25 linked room schedulingFUSION data providedRoom use indicated in hours per day/week

Utilization of SpaceUtilization of Stations

ENLARGED – COURSE DETAIL; “RELOCATION FEATURE”

-70-40

College of San MateoCanada CollegeSkyline College

ANALYTICS: STATION COUNTS AT EACH CAMPUS

College of San MateoCanada CollegeSkyline College

Time of Day

Qua

ntity

Station Count/Room

Qua

ntity

-60

-70-13-24 -23

ANALYTICS: LECTURE SPACE UTILIZED BY TIME OF DAY

Connecting Data Sources : Analytics

Connecting Data Sources : Faculty Support

Are you open to greater Campus flexibility in assignment of classrooms/labs in which you teach, if you are assured of having the required technology and equipment?

YES 78%

Where do you teach?Assignment of Classrooms/Labs

Same location last yearBest environment for student successRoom best meets my needsI wasn’t involved in location selection

PACIFIC HEIGHTSSwing Space Analysis

CREATIVE ARTS/FINE ARTSProgramming/Adjacency Study

Data Connections/Analysis:Facilitate Custodial TasksPredictive Maintenance Tasks

Ensure Accommodation of All Classes During Construction

Connecting Data Sources : Campus Analytics

CREATIVE ARTS/FINE ARTSSwing Space Study

(Building 1)

(Building 6)

(Building 6)

Connecting Data Sources : Campus Analytics

Connecting Data Sources : Student Experience

Strengthening Student Experience and Learning Outcomes

Ensure Best Lecture/Lab Assignment, Based on Curricular Need

Sequencing of Course Offerings Flexibility in Assignment, Availability of Classrooms Ability to Communicate with the use of data Planning and Maintaining Only Needed Facilities

to Support Student Success

Observing Overlaps in the Traditional Silos of Academia and Operations

Better For Students, Better for Faculty, Better for the Administration

Breaking Down Silos Asset Management, Predictive Maintenance and Space Utilization Identify Collective Interests Across District and CollegesSeptember 16, 2015

Karen Powellpowellk@smccd.edu

Rob Barthelman, AIArbarthelman@steinbeg.us.com

Karen Pinkhampinkhamk@smccd.edu

Jason Schaiblejason.schaible@Schneider‐electric.com

dabblefox.comwww.onuma.comwww.Schneider-electric.com