Lately we have been talking about our Pillar Projects or those projects we are undertaking to make FM more efficient. In light of the U’s tight budget we are exploring four areas:

* Energy Management
* Parts & Procurement
* Custodial
* Operations & Maintenance


This week we turn to the Parts & Procurement project. This group is trying to figure out the best way to manage our parts and supplies inventory as well as how to get the right stuff, to the right people at the right time.

Custodial Closet Pilot
This project has been piloted in several buildings and is expanding. We partner with U Stores to keep the closets stocked with agreed upon levels of product. This saves our custodians time because they don’t need to order or retrieve supplies. Because the closets are set up in a standard layout with preapproved products it’s easier to find materials. Ultimately this project allows us to tie supplies to buildings which will help create building-based budgets.

Central Order Desk
Across FM we have many folks taking time ordering parts. Estimates range anywhere from $2.5 million to $5 million in labor is spent procuring parts. That's valuable time not spent in the field. The idea behind the Central Order Desk is to streamline that process so front-line staff don’t have to sit in front of a computer to order what they need. Instead, they’ll tell a parts specialist who will handle parts ordering and making sure the part gets where it needs to be. Some initial research has found several facts:

* Our average cycle time is 5 days from part requisition to receipt
* We have 16,000 bins for storing officially sanctioned COMPASS
inventory
* 40% of those are inactive
* 62% of those bins contain parts worth less then $25
* With three districts inventoried we have well over twice as much
stuff as what’s listed in COMPASS

This all adds up to some big potential savings. FM Service has been piloting a project where plumbers and pipefitters submit orders to a centralized ordering desk. They will be expanding the pilot to include other FM Service trades this fall.

Off to a Great Start
We had a fantastic start to the new school year. Besides the annual return of students, faculty and staff, we juggled the uncertainty of the Republican National Convention events as well as a groundswell of welcome week activities. Despite these new wrinkles you had our facilities open and looking good. It was an outstanding job. But don’t just take my word for it. Here’s what the Office of Classroom Management’s Steve Fitzgerald had to say, “FM service delivery and custodial performance in the 300 general classrooms in all 55 classroom buildings for start of the Fall 08 semester today was better than we have ever seen it!

In spite of the high level of Welcome Week activity in classrooms over the Labor Day weekend, it was very apparent this morning that the custodians had done a great job preparing for opening day classes, and we noted that FM supervisors were out actively checking their areas. The results were terrific!

Please pass along a sincere Thank You and congratulations on a job Well Done to your FM staff!”

Keep up the good work.

Mike