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FY 2004 Performance Management Plan Presentation Conduct Fire Prevention Services. Team Members: J. P. McCabe, P.E. Fire Marshal, DFM, ORS Samuel A. Denny, P.E. Deputy Fire Marshal, DFM, ORS Robert C. Beller, P.E. CQM Contractor to the DFM, ORS Division of the Fire Marshal (DFM) - PowerPoint PPT Presentation
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1
FY 2004Performance Management Plan Presentation
Conduct Fire Prevention Services
Team Members:
J. P. McCabe, P.E. Fire Marshal, DFM, ORSSamuel A. Denny, P.E. Deputy Fire Marshal, DFM, ORSRobert C. Beller, P.E. CQM Contractor to the DFM, ORS
Division of the Fire Marshal (DFM)Security and Emergency Response ProgramOffice of Research ServicesNational Institutes of Health
Date: January 14, 2005
2
Table of Contents
Main Presentation
PMP Template …………………………….……………………… 4
Customer Perspective……………………….…………………… 7
Internal Business Process Perspective………………………… 14
Learning and Growth Perspective……………………………… 21
Financial Perspective…………………………………………..… 27
Conclusions ……………………………………….…….……….. 33
3
Table of Contents (cont.)
Appendix ………………….………………………………. 35Pages 2 and 3 of the PMP template………………………. 36
DoD Fire Inspector Staffing Standard ………………..……. 38
4
Team Members
J.P. McCabe, P.E., Fire Marshal, DFM
Samuel A. Denny, P.E., Deputy Fire Marshal, DFM
Date: January 14, 2005
Robert C. Beller, P.E., (CETROM, Inc.) CQM Contractor to assist the DFM
Service Strategy
The Division of the Fire Marshal (DFM) provides essential regulatory services for the NIH community to: (a) ensure a fire-safe environment for employees, visitors and patients; and (b) optimize research productivity by minimizing the potential for downtime due to fires involving NIH property, animals, and research data.
Value Proposition
Team Leader
The DFM's efforts to achieve Operational Excellence are ensured by DFM employees maintaining their professional competency to satisfy our Value Proposition through: (a) a Building Permit Process that ensures timely reviews of all construction documents and pre-occupancy inspections for new/renovated facilities; (b) comprehensive annual surveys of existing facilities to identify deficiencies and to ensure the mitigation of inherent fire-safety risks; (c) identifying and fulfilling the fire-safety awareness training and informational needs of the NIH community; and (d) developing fire-safety policies, guidelines and specifications to reflect NIH experience.
Strategy Description
Performance Management Plan (PMP)
DS 4: Develop fire-safety policies, guidelines and specifications for the NIH.
DS 2: Conduct fire-safety surveys of existing NIH facilities.
DS 1: Conduct fire-safety reviews and inspections for NIH design and construction projects.
Discrete Services
Division Approval/Date: 1/14/05 Associate Director Approval/Date:
Conduct Fire Prevention ServicesService Group
DS 3: Provide fire-safety awareness training and information for the NIH community.
Operational Excellence
Customer Intimacy
Product Leadership
Growth
Sustain
Harvest
5
Relationship Among Performance Objectives
• The DFM’s primary objective is to provide a fire-safe work environment for employees, visitors and patients in all NIH facilities
• The DFM also seeks to work within the ORF imposed time restrictions for design reviews, submittal reviews and construction inspections
• Other objectives support these objectives as shown in the strategy map to follow
6
HISO = High Impact Strategic
Objective
KEY:
PMP Team: Conduct Fire Prevention Services
Strategy Map
IB1: Minimize the disruption of the NIH design and construction process
while ensuring all fire-safety requirements are met [DS 1]
IB2: Enhance fire safety awareness levels of NIH employees [DS 3]
LG1: Maintain and enhance DFM personnel capabilities and capacity to ensure a fire safe work
environment for employees, visitors, & patients in all NIH facilities. [DS 1/2]
F1: Optimize unit cost at a defined service level [DS 1/2/3/4]
Modified 1/8/04
CU
ST
OM
ER
FIN
AN
CIA
LL
EA
RN
ING
&
GR
OW
TH
HISO
objectives
C2: Increase customer satisfaction [DS 1/2/3/4]
C1: Provide a fire safe work environment for employees, visitors, & patients in all NIH facilities
[DS 1/2/3]
IB3: Maintain up-to-date fire safety policies, guidelines and
specifications [DS 4]
INT
ER
NA
LB
US
INE
SS
7
Customer Perspective
8
Customer Perspective
Objective MeasureFY 04
TargetFY05
TargetFY06
TargetInitiative Owner
C1A - % of design projects reviewed [DS 1]
N/A 50% 90%
Complete the implementation of the NIH Building Permit Process
Shirl Eller Leonard Taylor
C1B - % of construction projects inspected [DS 1]
N/A 50% 90%Implement a NIH Occupancy Permit Process in FY 05
Shirl Eller Leonard Taylor
C1C - % of total SF of buildings inspected annually [DS 2]
100% 100% 100%
C1D - Reduce the number of outstanding major fire-safety deficiencies in existing facilities [DS2]
N/AEstablish a
baselineTBD
Implement an annual process to prioritize the correction of major deficiencies using the ORF Facility Assessment Database in conjuction with the Fire Protection & Life Safety B&F Line Item funds
J.P. McCabe Sam Denny
C1E - Number of employee-hours trained [DS 3]
N/AEstablish baseline
TBD
Develop a fire-safety module for new employee orientation on-line training in FY 05
J.P. McCabe Sam Denny
C1 - Provide a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2/3]
9
C1A: Percent of Design Projects Reviewed
• The DFM is intimately involved in all large capital projects – during both design review and construction inspection
• A review of Building 10 data in FY02 indicated the DFM was only reviewing approximately 33% of projects during design
• FY04 data shows no increase in the number of projects sent to the DFM for design review
• The NIH Building Permit Process is needed to ensure that the regulatory required design review is implemented for all projects
• An Occupancy Permit Process is needed to ensure that the regulatory required pre-occupancy inspection is implemented for all projects
10
Customer Perspective (cont.)
Objective MeasureFY 04
TargetFY05
TargetFY06
TargetInitiative Owner
C2A - ORS Customer Service Scorecard [DS-1/2/3/4]
N/AEstablish a
baselineTBD
Create a joint DFM/DPSM Customer Service Scorecard survey in FY05
J.P. McCabe John Datolli
C2B - ORF customer survey [DS1/4]
N/AEstablish a
baselineTBD
Conduct a joint DFM/DPSM survey of ORF Project Officers in FY05
J.P. McCabe John Datolli
C2C - ORF customer survey [DS2]
N/AEstablish a
baselineTBD
Conduct a joint DFM/DPSM survey of ORF Facility Managers in FY05
J.P. McCabe John Datolli
C2D - Clinical Center (CC) Safety Officer interview [DS1/2/3]
N/AEstablish a
baselineTBD
Conduct an interview of the CC Safety Officer in FY05
J.P. McCabe Sam Denny
C2 - Increase customer satisfaction [DS1/2/3/4]
11
Customer Service Scorecard Methodology
• Use a multi-method approach to gather data from DFM customers during FY05
• Gather perceptions of the NIH population regarding fire safety and fire prevention by developing a joint Customer Service Scorecard Assessment with DPSM (Summer 2005 time frame)
• Design and deliver a joint DFM/DPSM point-of-service survey for ORF Project Officers
• Ask them to complete the survey based on the service provided in design reviews and construction inspections by the DFM/DPSM during the course of the past year
• Include ORF Project Officers for both capital projects and smaller alteration projects
• Design and deliver a joint DFM/DPSM point-of-service survey for ORF Facility Managers
• Ask them to complete the survey based on the service provided by the DFM/DPSM during the course of the past year
• Will focus initially on only the most significant buildings in terms of size on the NIH Bethesda campus
• Interview the Clinical Center Safety Officer to ensure the DFM is providing support as needed (Summer 2005 time frame)
12
Customer PerspectiveWhat actions (initiatives) are planned?
• Work with the ORF to ensure all projects are reviewed in design and inspected during construction (a regulatory requirement) by implementation of the Building Permit and Occupancy Permit Processes
• Conduct a joint (with DPSM) Customer Service Scorecard survey in FY05
• Conduct a joint (with DPSM) customer survey of the ORF Project Officers and Facility Managers in FY05
• Conduct an interview with the Clinical Center Safety Officer in FY05
13
Customer PerspectiveHardships and Accomplishments
Hardships• Attempts to include some fire protection questions in
the ORS Scorecard were not successful• Attempts to team with two related ORS functions for
separate customer surveys were also unsuccessful • Extreme resource demands for CRC construction
inspections prevented independent customer surveys
Accomplishments• Obtained concurrence in principle from DPSM to do a
combined survey of common ORF customers• The DFM now determines the commitment of funds
and prioritization of projects from the Fire Protection & Life Safety B&F Line Item
14
Internal Business Process Perspective
15
Internal Business Process PerspectiveObjective Measure
FY 04 Target
FY05 Target FY06 Target Initiative Owner
IB1A - Reduce the number of significant fire protection errors & omissions in design reviews and construction inspections
Establish a baseline*
* - based on the 3-year
cycle
Establish a baseline*
Establish a baseline*
Conduct an annual review of the ORF Facility Assessment Database
J.P. McCabe Sam Denny
IB1B - Turnaround times (two weeks or less) for design reviews
90% 90% 90%
IB1C - Turnaround times for submittal reviews (two weeks or less) and construction inspections (one week or less)
90% 90% 90%
IB2A - Monitor scores from the Clinical Center staff training
100% 100% 100%
IB2B - Number of hits on the DFM website training link
N/A N/AEstablish a
baseline
Add a f ire safety training link to the DFM w ebsite in FY05
J.P. McCabe Sam Denny
IB3A - All hydrants functional N/AEstablish a
baseline100%
Conduct annual fire hydrant flow tests
J.P. McCabe Sam Denny
IB3B - Verify adequacy of fire protection water supply data
N/AEstablish a
baseline100%
Conduct annual analysis of fire protection
J.P. McCabe Sam Denny
IB1 - Minimize the disruption of the NIH design and construction process while ensuring all fire-safety requirements are met [DS 1]
IB2 - Enhance fire safety awareness levels of NIH employees [DS 3]
IB3 - Ensure an adequate fire protection water supply at NIH Bethesda, Poolesville and RML campuses [DS 2]
16
IB1B – Turnaround Times (Part One)
Review Turnaround Times
9
5.8
9.6
7.1
10.4
12.1
0 2 4 6 8 10 12 14
Design Reviews
Submittal Reviews
Days
FY04
FY03
FY02
17
IB1B – Turnaround Times (Part Two)
Projects Reviewed Within 14 Days
82%
93%
77%
89%
70%
77%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Design Review s
Submittal Review s
Percentage of Projects
FY04
FY03
FY02
18
Internal Business Process PerspectiveWhat does the data tell you?
• Turnaround times are increasing
• % reviewed in 14 days or less held steady for design reviews but decreased for submittal reviews
• Adding DFM services for Ft. Detrick will add more design and construction projects
• Full implementation of the Building Permit and Occupancy Permit Processes will add even more projects for review in design and inspection during construction
19
Internal Business Process PerspectiveHardships and Accomplishments
Hardships• Construction inspection work increased drastically
(especially CRC commissioning)• Informal process of flagging design and submittal
reviews in excess of 14 days did not increase the percentage completed to the 90% goal
Accomplishments• While increasing again in FY04, the average review
time remained below 14 days• Commissioning of the CRC fire protection features is
largely complete – which will free resources for reviews
20
Internal Business Process PerspectiveWhat actions are planned?
• The addition of a 5th contract Fire Protection Engineer in FY05 is projected to accommodate the projected increase in workload due to implementation of the Building Permit and Occupancy Permit Processes
• The DFM will add formal measures to flag reviews approaching the 14 day maximum turnaround time limit
• Begin the fire hydrant testing program and fire protection water supply analysis in summer FY05
21
Learning and Growth Perspective
22
Learning and Growth Perspective
Objective MeasureFY 04
TargetFY05
TargetFY06
TargetInitiative Owner
LG1A - Minimum Fire Protection Inspector (FPI) staffing in accordance with DOD staffing requirements [DS 2]
100% (4 FPI's)
100% (5 FPI's)
100% (5 FPI's)
Implement a new performance based Fire Protection Inspection Services contract in FY 05
J.P. McCabe Sam Denny
LG1B - Monitor Fire Protection Inspector and Fire Investigator certifications/recertifications [DS 2]
100% 100% 100%
LG1C - Minimum Fire Protection Engineering (FPE) staffing to accommodate projected ORF design and construction workload [DS 1]
100% (4 FPE's
100% (4FPE's)
100% (5 FPE's)
Implementation of the new Building and Occupancy Permit processes will increase workload - add a 5th FPE in FY 05 when permit processes are in place
J.P. McCabe Sam Denny
LG1 - Maintain and enhance DFM personnel capabilities and capacity to help ensure a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2]
23
LG1A – Fire Protection Inspector Staffing Levels (Based on 10/04 Data)
LocationNo. of
Buildings Sq. Ft.Bethesda Campus 80 8,862,000Poolesville Campus 44 273,000GRC (Baltimore) 1 210,000RML (Montana) 32 190,000CRC 1 900,000Current Total 10,435,000Ft. Detrick 87 1,267,741Future Total 11,702,741
Comparison of NIH Fire Protection Inspector Staffing to DoD Requirements
Fiscal Year
Total Area of Buildings (1,000 sq. ft.)
No. of NIH Inspectors
No. per DoD Standard
FY03 9,535 3+ 5
FY04 10,435 3 5
FY05 11,703 4 6
24
Learning and Growth PerspectiveWhat does the data tell you?
• The DFM is currently understaffed with respect to Fire Protection Inspectors
• Several new buildings are coming on line, in particular the new Clinical Research Center
• Two current Fire Protection Inspector positions will be vacant in 2005 based on announced retirements and will need to be filled with inspectors under the Fire Protection Inspection Services contract
25
Learning and Growth PerspectiveHardships and Accomplishments
Hardships• Creating a performance based contract for
fire inspection services proved more difficult than anticipated
• A second retirement announcement was made without significant lead time
Accomplishments• Scope of work completed
26
• Initiation of a Fire Protection Inspection Services contract in second quarter of FY05
• The hiring of four contract Fire Protection Inspectors has been budgeted in FY05
• A new program for the DFM (NIH/Ft. Detrick) will result in the need for more fire protection engineering and fire protection inspection personnel resources
Learning and Growth PerspectiveWhat actions are needed?
27
Financial Perspective
28
Financial Perspective
Objective MeasureFY 04
TargetFY05
TargetFY06
TargetInitiative Owner
F1A - Number of tasks conducted (design reviews, submittal reviews and construction inspections) [DS 1]
Establish a baseline
Establish a baseline
after permit process
No more than 5% increase
F1B - Number of square feet inspected for NIH facilities [DS 2]
Establish a baseline
No more than 5% increase
No more than 5% increase
F1C - Number of employee-hours trained [DS 3]
Establish a baseline
No more than 5% increase
No more than 5% increase
F1D - Number of fire-safety policies, guidelines and specifications develpoed and updated [DS 4]
Establish a baseline
TBD TBD
F1 - Optimize unit costs at a defined service level [DS 1/2/3/4]
29
Unit Cost Data and Calculation
DS 1 – Engineering Reviews/Inspections$995,000 actual FY04 budget for DS 1263 (design reviews) + 142 (submittal reviews) + 1151 (consultations – includes inspections) = 1556 unitsDS 1 Unit Cost = $639.46 [FY03 - $852.61]
DS 2 – Existing Facility Surveys$91,000 actual FY04 budget for DS 29,535,000 sq. ft. = 9,535 units (1000 sq. ft. of building area)DS 2 Unit Cost = $9.54 [FY03 - $9.65]
DS 3 - Training$145,000 actual FY04 budget for DS 32,776 employee hours trainedDS 3 Unit Cost = $52.23 [FY03 - $57.56]
DS 4 – Fire Safety Policies$0 actual FY04 budget for DS 422 documents developed/reviewedDS 4 Unit Cost = none [no FY03 data]
30
Financial PerspectiveWhat does the data tell you?
• Unit cost for DS-1 decreased 25% from FY03 but DFM cannot claim to be more efficient as the change is due to recording more of the work items we do (consultations) – units recorded increased 33%
• Unit cost assigned to DS-2 remained flat (decreased 1%) from FY03 but there were no new buildings being inspected
• Unit cost assigned to DS-3 remained flat (decreased 9.3%) from FY03 mainly reflecting loss of one fire protection inspector in FY04
• The current CQM Fire Protection Engineering Services contract costs remain competitive with other local fire protection engineering firms
31
Financial PerspectiveHardships and Accomplishments
Hardships• Unit cost trends for DS-1 cannot be meaningfully
developed until the cost data basis is consistent from year to year, changes in the number of large projects will skew data from one year to the next
• DS 4 not added to budget process as expected
Accomplishments• DS 4 (Develop fire-safety policies, guidelines and
specification for the NIH) was successfully initiated in FY04
32
Financial PerspectiveWhat actions are planned?
• Develop unit costs with consistent cost data
33
Conclusions
34
Conclusions from the PMP
• Design and submittal review turnaround times increased – largely due to the commissioning of the CRC - and will be monitored more closely [DS 1]
• The pilot program for the NIH Building Permit Process was initiated in FY03 but no new projects were added in FY04 [DS 1]
• The Building Permit Process has not been expanded as necessary to satisfy regulatory requirements [DS 1]
• An Occupancy Permit Process needs to be implemented [DS 1]• A new Fire Protection Inspection Services contract will be
initiated in FY05 [DS 2]• The tracking of significant deficiencies documented by the ORF
Facility Assessment process and an annual re-prioritization of the Fire Protection & Life Safety B&F Line Item commitments will be initiated in FY05 [DS 2]
• An increase of training outreach via the DFM website will be pursued in FY05 [DS 3]
• The DFM has taken the responsibility for all fire-safety related policies, guidelines and specifications [DS 4]
35
Appendix
Pages 2 and 3 of the PMP template…………………. 36
DoD Fire Inspector Staffing Standard .………………. 38
36
Template Page 2Objective Measure
FY 04 Target
FY05 Target
FY06 Target
Initiative Owner
C1A - % of design projects reviewed [DS 1]
N/A 50% 90%Complete the implementation of the NIH Building Permit Process
Shirl Eller L. Taylor
C1B - % of construction projects inspected [DS 1]
N/A 50% 90%Implement a NIH Occupancy Permit Process in FY 05
Shirl Eller L. Taylor
C1C - % of total SF of buildings inspected annually [DS 2]
100% 100% 100%
C1D - Reduce the number of outstanding major fire-safety deficiencies in existing facilities [DS 2]
N/AEstablish a baseline TBD
Implement an annual process to prioritize correction of deficiencies using the ORF Facility Assessment Database using the Fire Protection & Life Safety B&F Line Item funds
J.P. McCabe Sam Denny
C1E - Number of employee-hours trained [DS 3]
N/AEstablish baseline TBD
Develop a f ire-safety module for new employee orientation on-line training in FY 05
J.P. McCabe Sam Denny
C2A - ORS Customer Service Scorecard [DS 1/2/3/4]
N/AEstablish a baseline
TBDCreate a joint DFM/DPSM Customer Service Scorecard survey in FY05
J.P. McCabe John Datolli
C2B - ORF customer survey [DS 1/4]
N/AEstablish a baseline TBD
Conduct a survey of ORF Project Officers in FY05
J.P. McCabe John Datolli
C2C - ORF customer survey [DS 2] N/AEstablish a baseline
TBDConduct a survey of ORF Facility Managers in FY05
J.P. McCabe John Datolli
C2D - Clinical Center (CC) Safety Officer interview [DS 1/2/3]
N/AEstablish a baseline TBD
Conduct an interview of the CC Safety Officer in FY05
J.P. McCabe Sam Denny
IB1A - Reduce the number of signif icant f ire protection errors & omissions in design review s and construction inspections
Establish a baseline
Establish a baseline
Establish a baseline
Conduct an annual review of ORF Facility Assessment Database
J.P. McCabe Sam Denny
IB1B - Turnaround times (two weeks or less) for design reviews
90% 90% 90%
IB1C - Turnaround times for f ire protection submittal review s (tw o w eeks or less) and construction inspections (one w eek or less)
90% 90% 90%
IB2A - Monitor scores from the Clinical Center staff training
100% 100% 100%
IB2B - Number of hits on the DFM website training link
N/A N/AEstablish a baseline
Add a general w orkplace f ire safety training link to the DFM w ebsite in FY05
J.P. McCabe Sam Denny
Cu
sto
mer
C2 - Increase customer satisfaction [DS 1/2/3/4]
C1 - Provide a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2/3]
Inte
rnal
Bu
sin
ess
IB2 - Enhance fire safety awareness levels of NIH employees [DS 3]
IB1 - Minimize the disruption of the NIH design and construction process while ensuring all fire-safety requirements are met [DS 1]
37
Template Page 3Objective Measure
FY 04 Target
FY05 Target
FY06 Target
Initiative Owner
IB3A - All hydrants functional [DS 2] N/AEstablish a
baseline100%
Conduct annual fire hydrant flow tests
J.P. McCabe Sam Denny
Inte
rnal
B
usi
nes
s
IB3B - Verify adequacy of fire protection water supply [DS 2]
N/AEstablish a
baseline100%
Conduct annual analysis of test data
J.P. McCabe Sam Denny
LG1A - Minimum Fire Protection Inspector (FPI) staffing in accordance with DOD staffing requirements [DS 2]
100% (4 FPI's)
100% (5 FPI's)
100% (5 FPI's)
Implement a new performance based Fire Protection Inspection Services contract in FY 05
J.P. McCabe Sam Denny
LG1B - Monitor Fire Protection Inspector and Fire Investigator certifications/recertifications [DS 2]
100% 100% 100%
LG1C - Minimum Fire Protection Engineering (FPE) staffing to accommodate projected ORF design and construction workload [DS 1]
100% (4 FPE's
100% (4FPE's)
100% (5 FPE's)
Implementation of the new Building and Occupancy Permit processes will increase workload - add a 5th FPE in FY 05 when permit processes are in place
J.P. McCabe Sam Denny
F1 - Optimize unit costs at a defined service level [DS 1/2/3/4]
F1A - Number of tasks conducted (design reviews, submittal reviews and construction inspections) [DS 1]
Establish a baseline
Establish a baseline
after permit process
No more than 5% increase
F1B - Number of square feet inspected for NIH facilities [DS 2]
Establish a baseline
No more than 5% increase
No more than 5% increase
F1C - Number of employee-hours trained [DS 3]
Establish a baseline
No more than 5% increase
No more than 5% increase
F1D - Number of fire-safety policies, guidelines and specifications develpoed and updated [DS 4]
Establish a baseline
TBD TBD
Fin
anci
al
LG1 - Maintain and enhance DFM personnel capabilities and capacity to help ensure a fire safe work environment for employees, visitors and patients in all NIH facilities [DS 1/2]
Lea
rnin
g a
nd
Gro
wth
IB3 - Ensure an adequate fire protection water supply at NIH Bethesda, Poolesville and RML campuses [DS 2]
38
DoD Fire Inspector Staffing Standard
Total Area of Buildings (1,000 sq. ft.)
No. of Inspectors
8,000 - 11,000 511,000 - 14,000 614,000 - 17,000 7
DoD Fire Protection Inspector Staffing
Requirements