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2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 1
“Optimizing Maintenance and Operations Using Internal and
External Resources”Tuesday, April 23rd , 2013
John W. Lyons, P.E. PSM, Director of Public Utilities Department Hillsborough County FloridaHarry C. Lorick, PE, PWLF, Principle LA Consulting, Inc.
2013 Annual Meeting & Trade Show
Prime Osborn Convention Center
Jacksonville, Florida April 22nd–26th
CONSULTING INC.“We help Public Works Work”
2
Learning Objectives:
• Identify how an agency can improve operations by evaluating their organization and implementing change with a combination of consultant and agency staff
• Examine the benefits of performing an outside review can provide
• Understand the process steps to perform an organizational review
• Examine alternative ways to obtain employee buy‐in at all levels during a review process
Overview and Objectives
• Introduction
• Why perform an evaluation?
• Steps in performing an organizational review
• Evaluating your organization and implementing change
• Methods to obtain employee buy‐in at all levels
• Benefits of performing an outside review
3
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 2
• 1,266 square miles
• Population of 1.2 million
• Three incorporated cities
• 3,217 centerline road miles
• 10th largest port in the United States
• APWA Accredited
• Both Urban and rural areas
4
Investigate and Document Current Operations to justify needed resources for levels of service
Identify Opportunities for Improvement
Develop Recommendations to…
Establish a “business like” approach of planning, budgeting, and performing maintenance, and document this innovative way to manage the agency’s infrastructure
5
And we changed the way we did business!
• Focused on the “green, growing and flowing” work which was 70‐80% of total
• Better planning, establishment of specific goals
• Optimized yards and share resources
• Established spatial based routines
• Cleanup backlog and group work
• Short term schedules using technology for involvement
• Monitoring work done
6
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 3
7
• 16 presentations 4 @ the four yards – start, finding, recommendations and implementation plan
• Field observation of all work by all 200+ employees• Interviews with all supervisors, managers and crew leaders
• Deliverables (4) review by two committee• Employee review of 2 working papers and draft report
Project Mgmt Team
Steering Committee
All Employees
Project Mgmt Team
Steering Committee
All Employees
Overall guidance
Review of deliverables, provide input, guide implementation
Provide inpututilize approach
8
9
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 4
10
Work Activities
Work Activities
Resource Data
Resource Data
Activity Guidelines
Activity Guidelines
Inventory & Condition
Assessment
Inventory & Condition
Assessment Level of Effort
Level of Effort
Annual Work Program and
Budget
Annual Work Program and
Budget
Work Calendar
Work Calendar
Workload DistributionWorkload
Distribution
Resource Requirements
Resource Requirements
Work Backlog
Work Backlog
Work Scheduling
and Assignments
Work Scheduling
and Assignments
Work Requests
Work Requests
Work Reporting
Work Reporting
Performance and Cost Reports
Performance and Cost Reports
Update Planning Values
Update Planning Values
Evaluation & Management
Action
Evaluation & Management
Action
Field Performance
Field Performance
PLANNING ORGANIZING DIRECTING CONTROLLING
Compare Relevant Criteria to “best in class”
Production Response
Gap
How did we compare to others?11
Planning
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 5
14
WSU Activity Totals
15
SUPERVISION, MOWING BY HAND, TREE/BRUSH TRIMMING, SIDEWALK REPAIR, ROAD SURFACE PATCHING (HAND), YARD MANAGEMENT, MOWING ROADSIDE, MOWING SLOPE, SHOULDER
MAINTENANCE/STABILIZE, DEBRIS REMOVAL
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 6
Expenditures Compared to Budget
16
Cost Comparison
17
18
Organizing
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 7
19
Street Centerline Distribution
20
Staff per Centerline Mile
Location Optimization
Concept
Minimize Crew Travel Time
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 8
TOTAL COST
Facilities Costs (Capital & Overhead)
Crew Travel Time Cost
Low High
$
Number of Maintenance
Yards
24
Directing
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 9
Work ID Process
Work Assignments and Service Requests
26
• Call center receives 13,000 ‐19,000 a year with TMD getting ~53%
• Breakdown of ~4 years of TMD service requests
Our Work Flow
27
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 10
Improving/Controlling
Work Reporting
• Manual Forms used by crews
• Includes Labor, Equipment, Materials
• Work order Number• By asset for stormwater structures
• By geographical area for mowing
• Location with (“one to many” work orders)
29
• Daily Situation Reports to Director (Sitreps)
• Quarterly Review and Analysis Reports
• Yearly Review and Analysis Reports
• Specialized analysis and reports as needed by TMD administrative staff
30
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 11
PLANNING ORGANIZING DIRECTING CONTROLLING
ResourceData
ActivityGuidelines
AnnualWork
Programand
Budget
Inventory &ConditionAssessment Level of
Effort
WorkActivities
ResourceRequirements
WorkloadDistribution
WorkRequests
WorkScheduling
andAssignments
WorkBacklog
WorkReporting
PerformanceandCostReports
FieldPerformance
Evaluationand
ManagementAction
UpdatePlanningValues
WorkCalendar
P
PP
PP
31
P
P
P
P
What were the Results…
The Game Plan for Improvement…
86 opportunities for improvement, with 68 recommendations.
32
Business and System Processes
33
Plan
Organize
Schedule
Control
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 12
Putting the Team Together
• Strong and positive Project Manager
• Establishment of Management Working Committee
• Establish of employee teams with complementary skills
Establish Business Processes and Systems• Identify what you own
• Identify work activities and guidelines
• Short term scheduling
34
OK, so what happened
• Reduced staff yet did more work and service levels increased (savings $1M with more work done)
• Simplified asset data collection refocused from “counting” to work identification and reduced staff by 10
• Closed redundant yard and consolidated staff elimianteunneeded managers
• Setup routines using GIS and grouped work which doubled mowing frequency
• Used short term schedules and meetings using video camera (preplan all work)
• Reduced backlogs by 80% and reduced problem calls to near zero
35
Anticipated Results
• Established expectations with feedback at all levels
• Training and use of current technology at all levels
• Business processes and technology to match needs
• Empowerment & involvement of employees at all levels
• Focuses maintenance on extending the useful life of assets;
• Routine and preventative maintenance programs established
• Staff challenged to innovate and seek operational efficiencies
36
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd ‐ 26th
4/23/2013
Mr. John Lyons, Director Mr. Harry Lorick, Principle 13
What next?• Engage Sr. Leadership• Fully implement recommendations• Align organization• Establish and implement business processes• Guide, coach and direct staff• Install automated systems• Implement and adjust• Obtain improvement and document• Continuously work to improve
37
Thank you
John W. Lyons, P.E.,PSM, Director Public Utilities Department
925 E. Twiggs St.Tampa, FL 33602
Phone (813)‐272‐5977 email: [email protected]
Harry Lorick, PE, PWLF, Principle LA Consulting, Inc.
1209 Manhattan Ave, Suite 310Manhattan Beach, CA 90266
Phone: (310) 374‐5777 email: [email protected]
38Linked @LA_CONSULTING
Celebrating our 20th year of Helping Public Works Work!