7/28/2017 Facility Standards: An Operational Byproduct (really?) APPA/PCAAPA/BayAPPA July 22, 2017 1:30 pm to 2:30 pm Steering Committee • Bob Askerlund Facilities Services • Assistant Vice President of Facilities Mission Statement: • Malin Francis • Director Planning & Design, Facilities Architects We value the success of our • students. Our mission is to foster Barton Mace and environment that is • Director Construction & Craft, Facilities Office conducive to teaching and learning by providing an attractive, clean, safe, Project Team comfortable environment. We • Mary Jane Thompson, APPA, SCUP strive for professional, courteous and timely service to all • Project Manager, Facilities Office students, faculty, staff and • Jessica Davenport, APPA, SCUP visitors • Assistant Facilities Planner, Facilities Architects • Vinson M. Johnson, AIA, LEED GA, APPA, SCUP • College Architect, Facilities Architects 1 7/28/2017 • Salt Lake Community College • Who are We? • Facilities Standards: Our Needs • Project Process Definition • Standards Documentation • Design & Construction Standards (D&CS): Project Presentation Overview • Project: Goals & Execution • Methodology: Lean Vs. Traditional • Results: Success & Challengers • Tips & Tricks • Lean Planning • Automate Documents • Set Appropriate Expectations • Living Document • Beginning a New Culture Salt Lake Community College 2 7/28/2017 • Utah’s Only (Public) Community College • Founded 1948 • Technical Program for Salt Lake City School District • Two Year College Salt Lake • 100+ Degrees & Program Community College: • Partnerships with Four-Year Schools: • University of Utah • Utah State University • Utah Valley University • Brigham Young University • Westminster College • 61,150+ Students Served Each Year • 23,355 Head Count • 15,471 Annualized Full-Time Equivalent (AFTE) Salt Lake • 19.21 Average Class Size Community College: • 19:1 Student to Faculty Ratio Students • 70% Work While Attending SLCC • 73% Transfer to a 4-Year Institution • 500+ Partnerships with Local Business & Educational Institutions 3 7/28/2017 Salt Lake Community College: Redwood Road Campus (1967) 35 Salt Lake Community College: South City Campus (1992) 2 4 7/28/2017 Salt Lake Community College: Jordan Campus (2001) 10 Salt Lake Community College: Miller Campus (2001) 10 5 7/28/2017 Salt Lake Community College: Westpointe Campus (Opening 2018) 2 Salt Lake Community College: Herriman Campus (2020 Projected) 6 7/28/2017 Salt Lake Community College: 3512 Leased Properties * Across the street from our building…. Facility Standards Needs 7 7/28/2017 Facility Standards: Our Needs Facilities Services Organization Staff: 110+ • Campuses: 11 (1 Future) • Facilities, BGSF: 2,400,000+ • Plant Operations: $18,468,624 • Budget: 8.9% Facility Standards: Our Needs • Capital Value: $500+ M • Facilities Remodel Projects, Annual: $4.5M to $8.5M • New Projects, Annual : $15M to $25M Construction Project Personnel - Project Managers: Four (4) - Planning: Two (2) - Interiors: Two (1.5) - Architect: One (1) 8 7/28/2017 • 60% of Facilities staff will have retired within 5 years • Loss of institutional knowledge • Loss of procedural knowledge • Integrating legacy paper archives & digital Facility Standards: models Our Needs • Accessing information • Getting useful documents from our consultants Current State • Project Management • “Do More with Less” • Responsibility is Delegated from the State of Utah • Filling the Gap between Design & Construction Facility Standards: Current State Current Standards Project Management • “Ask Bob (or Bart or Frank or • “Rogue” Design Consultants Wes…) • “Rogue” Staff & Faculty • “It’s in the files…” (Last • Project Design & Construction Iteration 1999) Delays • “Look at “Insert last job they • Staff Personalization liked here”… • Change Orders • Untracked • Project Waste (Churn) • Undocumented • Anecdotal 9 7/28/2017 • Manage and Supervise the programming, planning and design of College Facilities including new construction and remodel Facility Standards: projects, to ensure that new construction Our Needs and alterations comply with College, Local, State and Federal building codes, accessibility and design standards. …… Goals, Hopes & Outcomes • College Design Standards: • Create and maintain a complete set of SLCC The NEW College Design Standards... Architect • Incorporation of SLCC Design Standards into each project… • Ensure that the architectural quality and integrity… Facility Standards: Legacy Documents The Campus Standards, for SLCC, is not a collection of data from existing projects but protocols that reside only in the Institutional Memory. • Last Known Collection: 1999 10 7/28/2017 What Did I Get Myself Into…. 11 7/28/2017 D&CS Project: Traditional Vs. Lean / Why Lean “Operational Planning” is Sooo cool…….. D&CS Project: Traditional Project Process Project Approach Constraints • Gather Data • Existing documents: Non- • Collate Existing Standards existent • Personal Interviews • Interview: Time • Extract from Existing Construction Intensive or O&M • • Transcribe Data Transcription: Labor Intensive • Secure Support • Or Additional Staff • Reviews & Approvals: Non- enforceable • Publish • Review Document • Revise • Publish Estimated Project Duration: Up to 12 Months • No Progress in 18 Years 12 7/28/2017 LEAN / SIX SIGMA D&CS Project: What is Lean? Lean is a customer-centric methodology used to continuously improve any process through the elimination of waste in everything you do; it is based on the ideas of “Continuous Incremental Improvement” and “Respect for People.”* * Lean For Dummies Cheat Sheet 13 7/28/2017 D&CS Project: Lean Process - The Kaizen Project Cycle The term Kaizen is The PDCA (or PDSA) derived from two Cycle is the Lean Japanese characters; working structure… kai, meaning The acronym stands for: “change” & • Plan zen meaning • Do “continuous • Check (Study) improvement.” • Act * Lean For Dummies Cheat Sheet D&CS Project: Collaborative Lean Tools Analysis / Decision • Guiding Principles Process • Conditions of Satisfaction • Daily Check-in • 5 Whys (Root Problem • Cross Functional Teams Analysis) • Lean Construction • A3 (Thinking and Documentation) • BIM (3D, 4D, 5D) • Choosing by Advantage (CBA) • Creativity • Decisions at the “Last • Last Planner@ System Possible Moment” • Go Slow to Go Fast • Set Based Design • PDCA (Plan, Do, Check, • Spaghetti Diagrams Act/Adjust) Communication • Pull Planning • Conversations for Effective • Value Stream Mapping (VSM) Communication • Work Flow (Pull) • Elements of a Reliable • Target Value Design Promise • Mock-up Design • Plus / Delta • Big Room 14 7/28/2017 Why Lean Instead of Traditional? Lean is proven Lean makes sense Lean is accessible Lean is “hands-on”* * Lean For Dummies Cheat Sheet D&CS Project: Strategy Session Process Tools • Visioning Statement Leadership Direction • Conditions of Satisfaction Collaboratively Set Goals • Current State What is Happening Now (VSM) • Future State Analyze / Optimize / Remove Waste (VSM) 15 7/28/2017 D&CS Project: Strategy Session Project Criteria • Revisions friendly (80% Rule) • “Big Room” Collaborative Work Session Format Who is Our Audience: 1. Students 2. Faculty & Staff 3. Facilities Services 4. Design Consultants D&CS Project: Strategy Session Standards Goals • Design Branding/Image • Process Management • Construction Quality • Learning Organization • Promote Innovation Standards Products • Project Process Description (Task List) • Design Concepts & Expectations • Construction Standards • Requirements beyond State of Utah 16 7/28/2017 D&CS Project: Strategy Session - Information Flow Future State (VSM) Project Current State Guidelines / (VSM) Check List Process Improvements Visioning / Conditions of Satisfaction (CoS) Standards (Products & Lessons Learned Specifications) (Institutional Standards Memory) Standards (Quality) D&CS Project: Schedule (Pull Plan) Start of 0f Project: 09/01 Start of Design: $40M Project 17 7/28/2017 D&CS Project: Strategy Session Information Flow Future State (VSM) Project Current State Guidelines / (VSM) Check List Process Improvements Conditions of Satisfaction Standards (Products & Specifications) Lessons Learned Standards Standards (Quality) Approval Meeting & Implementatio Kick-Off Work Work n Planning Session Session 90 Minutes 90 Minutes D&CS Project: Schedule (Detail) One Week • Visioning Session Steering Committee • Work Sessions (3) One Month • Kick-off Meeting • Conditions of Satisfaction • Current State (Operations) • Lessons Learned One Month • Development Work Session • Future State • Standards Development Two Months • Standards Development • Collate • Edit One Month • Publication • Administrative Approval • Publish • Distribute 18 7/28/2017 D&CS Project: Team Assignments D&CS Project: Meeting Preparation 19 7/28/2017 D&CS Project: Work Sessions Meeting• Plan Agenda “PDCA” • Educate, As Necessary • Review Conditions of Satisfaction (CoS) • Review Previous Meeting / Agreements • Do • Analyze: Current State, Lessons Learned, Visualize • Synthesize: Future State, Content • Check • Crosscheck New Content with CoS • Crosscheck New Content with Future State • Act • Make Assignments • Secure promise to act • Plus / Delta D&CS Project: Work Sessions For Content • Simulate Conversation: Write two or three…. • Products that should be…. • Things that waste time…. • Please consider… • Self Present • Builds Consensus • Promotes Discussion • Self Regulation • Categorize & Collate • Confirms Decisions • Builds Assignments • Reinforces Action 20 7/28/2017 D&CS