Maintaining Safe and Healthy Public Schools of the Future...people with quick wins 6. Standardized...

Presented by: Joanne Limb, Assistant Director – Grounds Maintenance Custodial, Central Kitsap School District Pat Nicholson, Foreman – Grounds Maintenance Custodial, Central Kitsap School District Fang – International Machine of Mystery

Washington State Energy/Facilities Connections Conference May 8 - 10, 2018 Leavenworth, Washington

Maintaining Safe and Healthy Public Schools of the Future

Session Overview • Introductions • Meeting the Needs of the Whole Child • Green Cleaning – Past, Present, and

Future • Overcoming Cleaning Operation

Challenges • LEAN, Resource Management • Quality Service • Emergency Management/Violent

Intruder Response

Introductions

• Name • School District (or other employment) • Job Title

Mazlow’s Hierarchy of Needs

Meeting the Needs of the Whole Child

HEALTHY

SAFE

ENGAGED

CHALLANGED

SUPPORTED

What is Green Cleaning?

“ENVIRONMENTALLY PREFERABLE PRODUCTS ARE GOODS AND SERVICES THAT HAVE A LESSER OR REDUCED EFFECT ON HUMAN HEALTH AND THE ENVIRONMENT WHEN

COMPARED WITH OTHER PRODUCTS THAT

SERVE THE SAME PURPOSE.” Federal Executive Order 13101

Greening the Government through Waste Prevention, Recycling, and Federal Acquisition

September 16, 1998

WHY IS GREEN CLEANING SO IMPORTANT IN SCHOOLS?

20% OF THE U.S. POPULATION OCCUPIES ELEMENTARY AND SECONDARY SCHOOLS

APPROXIMATELY ½ OF OUR SCHOOLS HAVE INDOOR ENVIRONMENTAL QUALITY (IEQ) PROBLEMS

SCHOOLS ARE MANY TIMES MORE DENSELY POPULATED THAN COMMERCIAL OFFICE SPACES

SCHOOLS ARE USED MANY MORE HOURS PER WEEK THAN COMMERCIAL OFFICE SPACES

GENERALLY SPEAKING, CHILDREN ARE UP TO FIVE TIMES MORE

VULNERABLE TO THE EFFECTS OF POOR INDOOR ENVIRONMENTAL

QUALITY THAN ADULTS

WHY ARE CHILDREN MORE VULNERABLE THAN ADULTS?

CHILDREN EAT, DRINK AND BREATHE MORE THAN ADULTS

CHILDREN PLAY CLOSE TO THE GROUND

CHILDREN HAVE MORE HAND TO MOUTH ACTIVITY THAN ADULTS

CHILDREN HAVE BODIES THAT ARE STILL DEVELOPING

CHILDREN METABOLIZE AND GET RID OF TOXINS MORE SLOWLY THAN ADULTS

GREEN CLEANING AND IEQ ARE ALSO IMPORTANT FOR ADULTS

AMERICANS TYPICALLY SPEND 90% OF THEIR LIVES INDOORS

CONCENTRATIONS OF POLLUTANTS ARE 3 TO 5 TIMES HIGHER INDOORS THAN OUTDOORS

INDOOR ENVIRONMENTAL QUALITY IS AFFECTED BY CLEANING

PRODUCTS AND MANNER OF CLEANING, FURNISHINGS,

PERSONAL CARE PRODUCTS AND FRAGRANCES, PET DANDER, AND

THE LIST GOES ON…

WHY ARE CONVENTIONAL CLEANING PRODUCTS HARMFUL?

STUDIES SHOW:

EVEN SHORT TERM EXPOSURE TO COMMON CLEANING CHEMICALS CAN CAUSE ASTHMA ATTACKS IN AN ASTHMATIC SUBJECT

European Respiratory Journal 2000

INCIDENCE OF PHYSICIAN-DIAGNOSED ASTHMA WAS HIGHER AMONG THOSE USING CLEANING SPRAYS AT LEAST 4 DAYS PER WEEK

American Journal of Respiratory and Critical Care Medicine 2007

CUSTODIANS ARE PARTICULARLY AT RISK USING CONVENTIONAL

CHEMICALS

WHY ARE CUSTODIANS AT GREATER RISK?

CUSTODIANS USE, ON AVERAGE, NEARLY 200 LBS OF CHEMICAL PRODUCTS PER YEAR

25% OF THE CHEMICALS USED ARE CONSIDERED HAZARDOUS SUBSTANCES

CUSTODIANS EXPERIENCE ONE OF THE HIGHEST RATES OF OCCUPATIONAL ASTHMA

CONVENTIONAL CLEANERS

MAY CONTAIN: CARCINOGENS

INGREDIENTS AFFECTING BODILY SYSTEMS: CENTRAL NERVOUS SYSTEM RESPIRATORY REPRODUCTIVE DEVELOPMENTAL ETC

HORMONAL DISRUPTERS SUCH AS Alkyl Phenol Ethoxylates AND Diethyl Phthalate

GREEN CLEANERS CONTAIN:

ALCHOHOL ETHOXYLATES

HYDROGEN PEROXIDE

CORN BASED ESTERS

VEGETABLE DERIVED SURFACTANTS

FRUIT DERIVED SOLVENTS AND ACIDS

HOW DO WE REALLY KNOW WE ARE USING A GREEN CLEANING

CHEMICAL?

DON’T ALWAYS BELIEVE MANUFACTURERS CLAIMS

LOOK FOR:

THIRD PARTY CERTIFICATION SUCH AS GREEN SEALTM

THEY EVALUATE PRODUCTS BASED ON CRITERIA AFFECTING BOTH HUMAN AND ENVIRONMENTAL HEALTH

CLEANING CHEMICALS NEED THIRD PARTY CERTIFICATION TO SHOW THEY MEET STANDARD CRITERIA

A good source of information on certified green cleaning products

United States Canada

SAFETY DATA SHEETS (SDS) ARE DIFFICULT TO READ AND DON’T CONTAIN ALL THE IMPORTANT

INFORMATION ABOUT A PRODUCT

SANITIZERS vs. DISINFECTANTS

SANITIZERS: REDUCE, BUT DO NOT NECESSARILY ELIMINATE MICRO-ORGANISMS

APPROPRIATE FOR GENERAL PURPOSE CLEANING

GENERALLY GOOD FOR TOUCH POINT CLEANING

DISINFECTANTS: DESTROY OR ELIMNATE ALL MICRO-ORGANISMS

USE ONLY IN HIGH RISK AREAS AND AREAS REQUIRED BY HEALTH CODES

USE IN AREAS WHERE BODY FLUIDS MAY BE PRESENT

WHERE ARE THE GERMS?

• 35% - Vending machines

• 35% - Crosswalk Buttons

• 40 % - Parking Meters and Kiosks

• 40% - ATM Buttons

• 43% - Escalator Handles

• 68% - Mailbox Handles

• 71% - Gas Pump Handles

WHICH PRODUCT SHOULD I USE?

TRY ONE CONCENTRATED GREEN PRODUCT (AN HP CLEANER) THAT YOU DILUTE FOR MOST CLEANING TASKS

ALL PURPOSE CLEANING RESTROOMS CARPETS WINDOWS FLOORS

ONE HEAVY DUTY EMULSIFYING GREEN CLEANING PRODUCT LOOK FOR THIRD PARTY CERTIFICATION

WHAT ABOUT ANTI-BACTERIAL HAND SOAPS?

MAY BREAK DOWN INTO HARMFUL ENVIRONMENTAL CONTAMINANTS

USE MAY CREATE ANTI-BACTERIAL RESISTANT “SUPER BUGS” SUCH AS MRSA

WASHING HANDS WITH SOAP AND WATER IS JUST AS EFFECTIVE

Centers for Disease Control

“CLEANING FOR HEALTH” GREEN CLEANING BEYOND THE CHEMICALS

MICRO-FIBER CLOTHS AND MOPS

MULTI-STAGE WALK-OFF MATS AT ENTRANCES

HIGH FILTRATION (HEPA) VACUUMS AND FILTERED BUFFERS

ADVANCED CARPET CLEANING EQUIPMENT AND TECHNIQUES

IEQ MANAGEMENT PLAN SUCH AS EPA’S IAQ Tools for Schools

“IT AIN’T EASY, BEING GREEN”

-Kermit the Frog

• "Pick Up Your Stuff” is Fang’s motto

• Fang speaking to students in the lunchroom

Reinforcing IAQ Concepts

Fang says, “Please cover your mouth when you cough, and wash your hands a lot.”

Don’t Overreact!

SWINE

FLU!

Hands-on Learning

• Have students help with recycling and other projects that increase environmental awareness

• Have students inspect the school using TfS walkthrough resources

• Train students to be aware of good IAQ practices and to spot bad practices

• Students involved in an IAQ walkthrough

• Educating students about asthma

Generating Student Interest

FANG RUNNING WITH THE BULLS

FANG DRAG

FANG IN SPACE

CLEAN FOR HEALTH, NOT FOR APPEARANCE

FOR EXAMPLE:

LESS BUFFING MORE VACUUMING

LESS WINDOW CLEANING MORE TOUCH POINT CLEANING

LESS TILE FLOOR REFINISHING MORE CARPET EXTRACTING

LESS OFFICE CLEANING MORE CLASSROOM CLEANING

HOW DO I KNOW IF I AM CLEANING FOR HEALTH?

Fang’s Question:

WILL THIS CLEANING TASK IMPROVE INDOOR ENVIRONMENTAL QUALITY???

IF THE ANSWER IS YES THEN YOU KNOW YOU ARE CLEANING FOR

HEALTH!!!

ISSA/INTERCLEAN Las Vegas 2017

ROBOTS!

Overcoming Cleaning Operational Challenges

1. Standardization

2. Documentation

3. Formal Inspections

4. Training

5. Implement Industry Standards

Judy Gilles, Cleaning & Maintenance Management - March, 2018

Lean Six Sigma Methodology Is . . .

• An overall methodology that drives business and manufacturing improvement.

• A proven tool set for driving and achieving transformational change within an organization.

• A Continuous Improvement Process that focuses an organization on:

1. Customer requirements, 2. Process alignment, 3. Analytical rigor, 4. Timely execution.

Lean has Roots in the

Toyota Production System (TPS)

Customer Focus

Best Quality - Lowest Cost - Shortest Lead Time

Through shortening the Production Flow by Eliminating Waste

The right part

at the right time

in the right amount

1. Built-In Quality

2. Chaku Chaku

3. Poka Yoke

4. 5S Visual Controls

5. Problem Solving

6. Abnormality Control

7. Separate Human

and Machine Work

8. Involvement

9 Zone Control

Workers Flexible,

Capable, Engaged,

Highly Motivated

1. Standard work

2. 5S

3. TPM

4. Kaizen Circles

5. Suggestions

6. Safety activities

7. Hoshin Planning

1. Leveled Production

2. Hoshin Planning

3. Total Productive

4. Maintenance

Operational

Stability

1. Standardized Work

2. 5S (Visual Order)

3. Jidoka

4. Kanban

5. A3 Thinking

Just-In-Time Jidoka or

Autonomation

1. One-piece Flow

2. Takt Time

3. Pull 4. Heijunka

5. Kanban

6. 5S (visual order

7. Involvement

Respect for People

Lean Six Sigma: The Process

Lean

Plan

Do

Check

Act

Develop plan for improvement

Implement plan

on test basis

Is the

plan working?

Institutionalize improvement

The

Deming

Wheel

The P-D-C-A

Improvement Cycle

PDCA

1.18

Comparing data to baseline

Sections shouldn’t be equal sizes

The Scientific Method/ Deming Wheel/ Shewart Cycle

Deming Wheel/Shewhart Cylcle

P-D-C-A and

Standardization A Powerful Combination

Lean Tools and Techniques

1. 1. Process Mapping for opportunity identification

2. 2. Kaizen events for rapid improvements 3. 3. Pull/Kanban to improve 1 piece flow

4. 4. 5S for cleanliness and workplace organization

5. 5. Standard Work and 5S / Visual Management

6. 6. Work flow / layout improvement to reduce

non-value-add transportation

7. 7. Mistake-Proofing (Poka Yoke) to eliminate

rework

5S Workplace Organization Steps

1. Sort: Organize, separating the needed from the unneeded.

Remove what does not support the “Least Waste” Way.

2. Straighten: Arrange and identify for ease of use. Organize the

way things are kept, making it easier for anyone to find & return

items to their proper location in the sequence used. Mark/label

locations clearly.

3. Shine: Clean and look for ways to keep it clean. Keep things

clean, neat, and tidy – floors, machines, desks, files, equipment.

4. Standardize: Maintain and improve the first 3 S's. “What Causes

Deterioration?”

5. Sustain: Achieve the discipline and habit to stick to the rules and

maintain motivation.

• Some add one more S:

– Safety: Removing hazards and dangers

1. Improved safety

2. Better workplace organization: A clean, orderly

workplace

3. Makes waste visible– develop “eyes for waste”

4. Improved efficiency

5. Increased employee morale: quickly involves people with quick wins

6. Standardized work methods

7. Reduces Hunting, Searching, Gathering

5S – benefits

Toolbook: 206 55

Cleaning Station (Is anything missing?)

Simple visuals that:

1. provide immediate understanding

of a situation / condition

2. are efficient, self-regulating and

worker-managed

Visual Controls

At a glance - Can you

Distinguish “normal” from "abnormal?”

• 22 Items

• 2 Minutes

• 30-40% reduction

in complications

& deaths

Spaghetti Map - operating room

Toolbook: 42

Do BEFORE to emphasize waste of motion, and AFTER to emphasize improvement

5 Whys

• Ask “Why?” That’s the key to finding the root cause(s) of a problem. This technique forces you to dig for the true root cause and avoids temporary Band-Aid fixes. It can also help understand how different causes might be related. Asking “Why?” lets you focus on the process, and avoids focusing on personalities. Use this only after you thoroughly understand the “what” of the situation.

Source: Taiichi Ohno’s practice of asking “why?” 5 times to identify the root cause of a problem so effective countermeasures can be developed and implemented. The number 5 is flexible. It can be 4 or 7, whatever it takes to find the root cause.

Problem: Oil leaks from the hydraulic press

1. Why? Clogged filter

2. Why? Oil was dirty

3. Why? Metal filings got into oil

4. Why? Oil fill cap missing

5. Why? Misplaced & lost

Find the root cause

Solution! Oil filler cap attached to filler neck

by a chain (Poka-Yoke)

Example

Our Customers

61

Why Quality Service Initiative?

62

“Quality Service” means we intentionally provide exceptional customer service to students, families, staff and our community consistently throughout our district at every opportunity…

Doing something before you’re asked or even expected to do it.

What is Quality Service?

• Approachable • Helpful • Flexible • Respectful • Resourceful • Professional • Empathetic • Knowledgeable • Welcoming • Friendly Greeted by Asst. Sup., Jeanne Beckon

• Happy/Enjoy their job!

Characteristics of Quality Service

Staff Approval

Involve, Engage, & include them in decisions Ask for their thoughts and ideas Create a volunteer committee Create new SOP’s with their input Listen completely to what they’re saying Earn respect and trust Provide current cleaning procedures and best practices Provide them with the newest technology (equipment) Give credit where credit is due

Our Custodians are professionals in all aspects of their jobs.

• They are our CAST…

• Communication is the key to success,

• Attitude should be positive at all times,

• Service is what we provide every day,

• Teamwork is how we work together.

The Importance of Recognition

• It’s all about the little things A hand written thank you A verbal thank you at a staff meeting An email of thanks for going above & beyond A smile and good morning A sincere concern when they seem down An interest in their weekend or hobby An announcement of achievement A printed certificate of appreciation Recognition during Classified Employees Appreciation

Week

Samples Cont.

Samples Cont.

Emergency Management/Violent Intruder Response

• Emergency Management Planning

• ALiCE Institute Violent Shooter Response

What is Emergency Management?

BEFORE BEFORE

DURING AFTER

Essential Components of an Effective Plan

• Has involved all stakeholders -Who are they?

• A crisis plan needs input from all

stakeholders

• Each staff member sees the plan through a different lens

“Plans are worthless but

planning is everything”

Dwight D. Eisenhower

Essential Components of an Effective Plan, cont.

• Has involved all stakeholders… • Addresses all four phases – PPRR! • Addresses all hazards/threats and

needs of whole school community • Defines roles and responsibilities • Training and exercising the plan • Establishes a communications plan • Reunification with parents • Recovery

“Plans are worthless but

planning is everything”

Dwight D. Eisenhower

“An ounce of prevention is

worth a pound of cure”

Benjamin Franklin

Prevention and Mitigation

Conduct a risk assessment to identify hazards and threats Physical school environment • Building • Grounds • Surrounding Community Culture and climate of the school

Preventing Violence

Positive School Culture and Climate is important! • Culture and climate assessments • Result in programs such as

violence prevention and anti-bullying programs

Preparedness

Policies and procedures for responding to emergencies • Roles and responsibilities (R&R)

• School staff • District office • Chain of command for first

responders • Criteria for response

• Lockdown • Shelter-in-place • Evacuation

“Tell me and I forget, teach me

and I learn, involve me and I

remember”

Benjamin Franklin

Preparedness

Provides for annual staff training on the plan and R&Rs Establishes drills and exercises to practice the plan

• Tabletops • Drills • Full-scale Exercises

Resources needed during an emergency

“Tell me and I forget, teach me

and I learn, involve me and I

remember”

Benjamin Franklin

Preparedness

• Communications plan • Staff • District office • First responders • Parents • Reporters

• Student Accountability

• Family Reunification

• Does your plan consider persons with special needs or disabilities?

Response

Doing what you planned to do! • Activate the plan • Work with first responders and

other community partners • Decide on response strategy

(lockdown, evacuate, shelter-in-place)

• Account for building occupants • Reunify students with families • Debrief and assess response

Alert Lockdown Inform Counter Evacuate

Response to a Violent Intruder

Be Prepared, Not Scared

Let’s Talk About…

• What is your physical capacity

• What emotional response to ALiCE drills are you having

• Do you have concerns to share

• What are you excited to learn

• Safety

ALERT Alert is your first notification of danger.

Other signs are:

• Gunfire

• Witness

• PA Announcement

• Phone alert, text, emergency message

• May come from your sensory inputs

ALICE principles are not linear in execution

• Barricade the room. Prepare to EVACUATE or COUNTER as needed, If EVACUATION is not a safe option, barricade entry points into your room in an effort to create a semi-secure starting point

• Locked doors = time barrier. Locks can, and have been defeated.

• Barricading =a stronghold… BE A HARDER TARGET!

• Once in lockdown, only open your locked door for uniformed police personnel.

ALICE principles are not linear in execution

Lockdown

Inform • Speak in plain language

• Messages can be derived from a 911 call, video surveillance, etc.

• Provide ‘Who, what, where, when and how’ information

• Can be used by people in the area, or people who may come into overhear it to make common sense decisions.

• Can by given by electronic messaging, or PA Announcements

Counter • Police miss 70-80% of their shots in dynamic shooting

events

• The “bad guy” is not usually a highly skilled shooter

• Create Noise, Movement, Distance and Distraction with the intent of reducing the shooter’s ability to shoot accurately

• Counter is NOT fighting, Counter is a strategy of last resort

ALICE principles are not linear in execution

Boyd’s O.O.D.A. Loop

OBSERVE – Look at current situation and form theories about the problem, we process approximately 80% of the information we receive with our sense of sight

ORIENT – Gather data, information and other outside stimulus to substantiate theories, attention is drawn to stimulus and processing of stimulus

DECIDE - Develop solutions to address the problem based on stimulus received, attention on what you have just observed

ACT -Implement of solution

Interrupting an OODA loop will delay or change the reaction to original stimulus

Evacuate • Only 2% of violent intruder events have been carried

out by more than one person • If he is inside, you get outside • Cannot use car to evacuate, roads will need to be

available for emergency response vehicles • Rally point – a safe location far away from danger, rule

of thumb, may not be a specific location depending on details of event

• Reunification point – Have an end-goal location for students, staff, and others to work toward without putting themselves in danger. They may shelter in place where they are – even outdoors.

ALICE principals are not linear in execution

Summary

When faced with danger, you must DO something.

Prevention through Preparation, Design and Training

Prevention through recognition and reporting, don’t be afraid or embarrassed to bring your concerns to those in charge

If you are in a situation - it is up to you

Be mentally prepared, mentally work through ahead of time

Practice in your head for success, you always win in your mental rehearsal, never fail, practice no negative outcomes

Preparation helps prevent you from going into ‘condition black’

The use of ALICE principles maximizes our opportunity for survival in a violent intruder event.

FANG, JOANNE, PAT AND STUDENTS

Questions?

joannel@ckschools.org

patn@ckschools.org