Macro MANAGE RESOURCE CONSERVATION Process Owner:...
Transcript of Macro MANAGE RESOURCE CONSERVATION Process Owner:...
MANAGE RESOURCECONSERVATION A. JOHNSON
MacroProcess: Process Owner:
Work System OwnerEd Curry
Work System Enabling LeaderDane Theodore, Director
Priority Processes Owner Art Johnson, Project Mgr.
April 08, 2009
Revision 4
Manage ResourceConservation
Process Improvements
R TE NC EI IP
R TE NC EI IPGOVERNOR’S
STERLING AWARDGOVERNOR’S
STERLING AWARD
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REVISION LOG
SECTION NUMBER REVISION DATE REVISION DESCRIPTION
MANAGE RESOURCECONSERVATION A. JOHNSON
MacroProcess: Process Owner:
4 2/16/09 Macro Flow Chart Update
4 3/18/09 Macro Flow Chart Update
5 3/18/09 KWP2 Flow Chart Update
17 3/18/09 EZDMAIC 20 Checkpoint Review
Multiple 4/08/09 Bob Seemer Comments Update
10 & 11 3/18/09 Macro & KWP2 PCS Update
16 2/18/09 Addition of Why, How & Process Map
MacroProcess: Process Owner:
Table of Contents1. Cover Sheet2. Table of Contents3. Internal and External Customers4. Macro Flow Chart - Manage Facility Design5. Key Work Process _____ Flow Chart - Closeout A&E Contract6. DMAIC Lite Storyboard - Check Points 1-187. Priority Process Selection Matrix Form8. Key-In-Process Measures Determination Form System Form9. BPS Process Management System10. Macro Process Control System Form11. Key Work Process _____ Process Control Form12. Countermeasure Matrix13. Countermeasure Action Plan Matrix14. Action Plan Root Cause #115. Action Plan Root Cause #216. Key Work Process Indicator Data17. EZDMAIC 20 Checkpoint Review
MANAGE FACILITIESRESOURCE CONSERVATION A. Johnson
MacroProcess: Process Owner:
FACILITIES DESIGN INTERNAL CUSTOMERSSchool Board
SuperintendentArea SuperintendentsDistrict AdministrationSchool Administration
FACILITIES DESIGN EXTERNAL CUSTOMERSState of Florida
Florida Department of EducationParents / Guardians
Students
MANAGE RESOURCECONSERVATION A. JOHNSON
NEED ISMET
Deliverables: D1 - MONTHLY FACILITY AUDIT & INSPECTION REPORTS D2 - COST BENEFIT ANALYSIS REPORTS D3 - MONTHLY FACILITY AND BEHAVIORAL MODIFICATION IMPROVEMENT RECOMMENDATIONS LIST D4 - MONTHLY SENIOR STAFF RESOURCE CONSERVATION BOX SCORE D5 - MONTHLY DISTRICT AND SCHOOL RESOURCE CONSERVATION BOX SCORE
Identify district wide resource conservationinitiatives to reduce facility operation costs related toelectrical, water, and gas usage, trash disposal and facilityefficiencies.
?
?
?
?
IS FUNDINGAVAILABLE?
CAPITALPROJECT?
IS THE RECOMMENDATIONA FACILITY IMPROVEMENT?
IS THE FACILITYRECOMMENDATION
COMPLEX?
YES
YES
YES
NO
NO
NO
PREPARE RESOURCECONSERVATION DOCUMENTS
PERFORM BEHAVIORALMODIFICATION TRAINING
IMPLEMENT NON-COMPLEX FACILITY IMPROVEMENT
MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION
P1 - # POLICIES, PROCEDURES, PLANS, TRAINING
COURSES, CHECKLISTS, MANUALS, SURVEYS,
HANDBOOKS AND PAMPHLETS DEVELOPED,
REVIEWED & UPDATED
P18 - % SITES USING BREVARD ENERGY
ACTION TEAM ENERGY MANAGEMENT
GUIDELINES AND TIPS FOR PATROL
LEADERS.
P2 - # OF UTILITY CONSUMPTION
REPORTS / BILLS COLLECTED
P3 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY
AUDITS PERFORMED
P4 - # OF MONTHLY INSPECTION REPORTS AND
QUARTERLY AUDIT REPORTS PUBLISHED
P5 - # OF MONTHLY CONSUMPTION DATA ANALYSIS
PERFORMED
P6 - # OF MONTHLY FACILITY INSPECTION AND QUARTERLY
AUDIT DATA ANALYSIS PERFORMED
P7 - # FACILITY RECOMMENDATIONS ISSUED
P8 -# OF BEHAVIORAL MODIFICATION IMPROVEMENTS
ISSUED
P9 - # OF SCHOOL RECEIVING A BEHAVIORAL MODIFICATION
RATING SCORE EQUAL TO OR GREATER THAN 90%
P10 - # NON-COMPLEX FACILITY IMPROVEMENTS
COMPLETED.
P11 - # OF COST BENEFIT ANALYSIS COMPLETED
P12 - # COMPLEX FACILITY PROJECTS ADDED
TO DEFERRED MAINTENANCE LIST
P13 - # OF COMPLEX FACILITY DEFERRED
MAINTENANCE
PROJECTS THAT WERE COMPLETED
P14 - # COMPLEX FACILITY PROJECTS
ADDED TO THE CAPITAL PROJECT LIST
P15 - # OF COMPLEX FACILITY PROJECTS
THAT WERE COMPLETED.
P16 - # OF WORK ORDERS
SUBMITTED
P17 - # FACILITY IMPROVEMENT AND
BEHAVIOR MODIFICATION TRAINING
ANALYSIS AFTER ACTION
REPORTS PUBLISHED.
CREATE COSTBENEFIT
ANALYSIS
ADD TO UNFUNDED RCPROJECT LIST
ADD TO CAPITAL PROJECT LIST
SUBMITWORK ORDER
IDENTIFICATION OF FACILITY& BEHAVIORAL MODIFICATION
IMPROVEMENTS &RECOMMENDATIONS
KWP2
KWP1
MONITOR & ANALYZEFAC IMP PROJECTS
& BM TRAININGRESULTS
KWP6
Note: CBC Includes5-Year Pay Back
Analysis
KWP5
KWP4
KWP3
YES
NO
KWP = Key Work Process
WHO
STEPBPS SCHOOL
BOARD SCHOOLFACILITIES RESOURCE
CONSERVATION
Key PriorityProcess (6): Process Owner:
PREPARE
QUESTION
QUESTION
NEED
IDENTIFYRECOMMEND
PERFORM
IMPLEMENT
MANAGED
MONITORANALYZE
SUBMIT
QUESTION
QUESTION
ADD
ADD
CREATE
MANAGE DISTRICTRESOURCE
CONSERVATION
FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 3/18/09
Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09
Q2 - REDUCE WATER USAGE BY 10% BY END OF FY 09/10
Q3 - REDUCE GAS / HEATING OIL USAGE BY 10% BY END OF FY 09/10
Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%BY END OF FY 09/10
A. JOHNSON
NEED ISMET
Deliverables: D1 - MONTHLY FACILITY INSPECTION REPORTS D2 - QUARTERLY FACILITY AUDIT REPORTS D3 - MONTHLY FACILITY IMPROVEMENT RECOMMENDATIONS LIST D4 - MONTHLY BEHAVIORAL MODIFICATION RECOMMENDATIONS LIST
Identify district wide resource conservationinitiatives to reduce facility operation costs related toelectrical, water, and gas usage, trash disposal and facilityefficiencies.
?
COLLECT UTILITY CONSUMPTION DATA
PUBLISH AUDIT ORINSPECTION
REPORTS
PERFORM FACILITYMONTHLY INSPECTIONS
PERFORM QTRLYAUDITS
ANALYZE CONSUMPTION& FACILITY INSPECTION DATA
RECOMMEND FACILITY& BEHAVIORAL MODIFICATION
IMPROVEMENTS
MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION
P2.1 - # Of Utility Consumption
Reports / Bills Collected
P3.1 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY
AUDITS PERFORMED
P4.1 - # OF MONTHLY INSPECTION REPORTS AND
QUARTERLY AUDIT REPORTS PUBLISHED
P5.1 - # OF MONTHLY CONSUMPTION DATA ANALYSIS PERFORMED
P6.1 - # OF MONTHLY FACILITY INSPECTION AND QUARTERLY
AUDIT DATA ANALYSIS PERFORMED
P7.1 - # FACILITY RECOMMENDATIONS ISSUED
P8.1 - # OF BEHAVIORAL MODIFICATION IMPROVEMENTS
ISSUED
MACRO Q MEASURES
WHO
STEP
Key WorkProcess (2): Process Owner:
BPS SCHOOLBOARD SCHOOL
FACILITIES RESOURCECONSERVATION
QUESTION
PERFORM
QUESTION
QUESTION
QUESTION
COLLECT
NEED
PERFORM
CORRECT
MANAGED
PUBLISH
ANALYZE
RECOMMEND
ISSUE
Identification of Facility and Behavioral Modification
Improvements &Recommendations
FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 3/18/09
Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09
Q2 - REDUCE WATER USAGE BY 10% BY END OF FY 09/10
Q3 - REDUCE GAS / HEATING OIL USAGE BY 10% BY END OF FY 09/10
Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%BY END OF FY 09/10
A. JOHNSON
YES
NOIS IT TIME TO DOQUARTERLY AUDIT?
?
?
?
YES
NO
WAS AN ENERGYCONSERVATION MEASURE(ECM) IDENTIFIED?
DOES THE ECM CORRECTION REQUIRE AN A&E?
CAN MAINTENANCECORRECT THE INDENTIFIED ECM?
CORRECTCODE VIOLATION
ISSUEWORK ORDER
NO
YES
YES
NO
P18.1 - # SITES USING BREVARD ENERGY
ACTION TEAM ENERGY MANAGEMENT
GUIDELINES AND TIPS FOR PATROL
LEADERS.
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 1
INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see “Improve” checkpoint #10), via email to [email protected] and copy Steve Muzzy on all emails. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc. Priority Process Name: Resource Conservation Work System / Leader: Art Johnson
Macro DMAIC “Lite” Storyboard - Update 3/27/09 (Red Lettering) DEFINE
1. Describe how the linkage between the process Q measures and the District’s KPIs (or strategic objective measures) was established and confirmed.
In order to meet 2008/2009 Strategic Plan 2.3.3 –‘Develop and Implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs, a new department was formed called the Resource Conservation department. The new department was formed in July of 2008 and immediately started deploying six sigma methodologies and tools to reduce the resource consumption. In light of the need to reduce energy consumption, the following Q measures were created.
Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09
Q2 - REDUCE WATER USAGE BY 10% BY END OF FY 09/10
Q3 - REDUCE GAS / HEATING OIL USAGE BY 10% BY END OF FY 09/10
Q4 - REDUCE THE VOLUME OF TRASH HAULED 10% BY END OF FY 09/10
2. Explain which process Q measure(s) will be improved. In order to identify the Q measure(s) that should be focused on for improvement efforts, a Facilities Resource Conservation Priority Process Selection Matrix and a Key In-Process Measures Determination Form were created (see Pages 7 and 8). It was determined that key process “Recommend Facility & Behavioral Modification Improvements” was in need of improvement. After a preliminary analysis of this key process, it was noted that Q measures Q1 would be affected and improved. By increasing the number of facility and behavioral modification projects at each school site, Q measure Q1 would be improved thus resulting in an overall reduction in Kilowatt Hours (KWH) used at each school campus and District ancillary facility location.
3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above.
The cost of district-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The district-wide FY 07/08 annual KWH usage was 144,015,513 at a cost of $15,236,026. A 10% KWH reduction was established by the District for FY 08/09.
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 2
DMAIC “Lite” Storyboard
MEASURE
4. List up to five (5) potential problem areas in this process and the associated P measure(s) for each.
The addition of lights, office, and HVAC electrical equipment and appliances and personal appliances in existing facilities.
The addition of new facilities which may also include the addition of lights, office, and HVAC electrical equipment and appliances, personal appliances.
Converting unconditioned space to conditioned space in existing facilities.
Additional facility usage - expanding the use of school facilities beyond the end of the typical school day.
The way school facilities are being operated / used by teachers, students and support staff.
5. Select the most significant problem or opportunity and develop a problem statement which answers the questions: What? When? Gap between actual and targeted values?
Problem: School administrators and staff are not following the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” for energy conservation.
Problem Statement: In 1999, the School Board of Brevard County initiated a program to conserve energy. The program involved the utilization of behavioral modification specialist from the National Energy Foundation who conducted energy conservation behavioral modification training. During the time period from 1999 to 2007 approximately 600 school administration and support staff were trained. The training attendance was voluntary. In 2004 the document titled “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” was published. The document was given to all administrators in charge of facilities and head custodians at that time, approximately 80% of school administrators and head custodians are still in those positions. Starting in 2007, Brevard Public Schools’ energy cost started to climb at an extremely high rate due to the accelerating cost of global oil. As a result of the high increases in energy cost to the school district, KPI 2.33 “Develop and Implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs” was added to the School Board of Brevard County Strategic Plan. In July of 2008 the Resource Conservation Team was formed. By the end of October 2008, all school sites have been inspected and audited. Only 19.8 percent of School District sites were found to be implementing the “Energy Management Guidelines Best Practices” to the fullest.
Gap: 20 out of 101 District sites have active Energy / Resource Conservation programs and utilize the Energy Management Guidelines Best Practices. The gap is 81 school and ancillary sites
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 3
DMAIC “Lite” Storyboard
ANALYZE
6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the “Measure” step.
A. Policy and procedures not formally approved.
B. Negative behaviors have no consequences.
C. No Incentive
D. Insufficient number of employees trained.
E. Attitude
7. List the root causes and describe the approach used to select them from among the others.
Root Causes Approach Used To Select Root Cause A. Lack of management direction Team Consensus
B. Lack of Accountability Team Consensus
C. No Incentive Team Consensus
D. Lack of Education Team Consensus
E. Attitude Team Consensus
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 4
DMAIC “Lite” Storyboard
IMPROVE
8. List the countermeasure(s) you considered for implementation for each selected root cause from the “Analyze” step.
A. Need formal adoption of the “Resource Conservation Plan” and Administrative Procedure. Need District Superintendent Resource Conservation Proclamation. Need District-wide roll out.
B. Need resource conservation written into all School Board of Brevard County site managers’ job descriptions.
C. Establish a District-wide incentive program. Utilize energy conservation incentive programs from Florida and other state school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.
D. Expand the Energy Conservation training program to create additional levels of instruction. Each level of instruction will focus on the different job categories throughout the school district. Develop web-based and classroom instructional programs. Take advantage of national and state energy programs.
E. Empower employees to save energy, implement cost saving changes and report waste. Develop a District-wide resource conservation reporting system that rewards schools and ancillary sites for outstanding performance. See countermeasures “C” and “D”.
9. Determine the “effectiveness x feasibility” score for each countermeasure, and note the highest scores. See attached countermeasure matrix.
Root Cause Effectiveness Feasibility Overall Action A 5 20 25 Yes B 4 5 25 Yes C 5 1 5 No D 5 5 25 Yes E 4 5 20 Yes SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None
(Hint: Refer to six sigma DMAIC course, checkpoint #18 of the “Improve” step.)
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 5
DMAIC “Lite” Storyboard
IMPROVE
10. Develop an action plan for each countermeasure to be implemented which shows the following: What (description of countermeasure) When (projected start and end dates) Who (accountable person) Which organizations need to support you Estimated cost to implement See attachment (Remember: Email your action plan(s) with this completed DMAIC “Lite” Storyboard, per instructions on page 1.)
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 6
DMAIC “Lite” Storyboard
CONTROL
11. Briefly explain how you know the root causes were reduced or eliminated.
Will know that the root causes were reduced or eliminated when 90% of school sites and ancillary facilities have achieved the target energy reduction rate.
12. Briefly explain how you know the problem was reduced.
Will know that the root causes were reduced or eliminated when 90% of school sites and ancillary facilities are using the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders”.
13. Briefly explain how you know the theme measure was improved.
Theme: The cost of District-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The cost of energy has increased TBD from FY TBD to TBD.
One can tell that the above theme has been improved when the KWH Usage trends starts to drop from month to month.
14. Explain how you will prevent this problem from recurring.
By continuing the Behavioral Modification program, increasing recognition of energy conservation and to continue the presentation of energy conservation results at Leadership Team Meetings.
15. Identify which other BPS locations should consider implementing your countermeasures.
N/A
16. Identify what other BPS locations could learn from this project.
N/A
17. List the remaining problem areas in this process.
Design standards need to be updated to include resource conservation requirements.
During construction contracts, subcontractors must follow established job-site resource conservation requirements.
18. List the key lessons learned from this process improvement.
Use a structured approach to find the root cause.
Behavioral modification works better than was first thought to save resources.
ATTACHMENT A
© ets, Inc. / CTi 1990 – 2008 090318 RC DMAIC Lite Storyboard Page 7
FACILITIES OPERATIONS AND MAINTENANCE PRIORITY PROCESS SELECTION MATRIX FORM
Selection Factor Key Work Processes Importance x Gap = Point Score Priority Rank
KWP1 Prepare Resource Conservation Documents 3 3 9 6
KWP2 Identification of Facility & Behavioral Modification Improvements & Recommendations
5 5 25 1
KWP3 Perform Behavioral Modification Training 4 2 8 7
KWP4 Implement Non-Complex Facility Improvements 4 2 8 7
KWP5 Create Cost Benefit Analysis Reports 3 5 15 3
KWP6 Monitor & Analyze FAC Improvement Projects & Behavior Modification Training Results
5 4 20 2
SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None
ATTACHMENT A
© ets, Inc. / CTi 1990 - 2008 Page 8
KEY IN-PROCESS MEASURES DETERMINATION FORM Outcome Measures In-Process Measures
1. P2 - # of Utility Consumption Reports / Bills Collected Q1 Reduce Electrical Usage 10% By End of FY
08/09 2. P5 - # of Monthly Consumption Data Analysis Performed
1. P2 - # of Utility Consumption Reports / Bills Collected Q2 Reduce Water Usage 10% By End of FY
09/010 2. P5 - # of Monthly Consumption Data Analysis Performed
1. P2 - # of Utility Consumption Reports / Bills Collected Q3 Reduce Gas – Heating Oil Usage 10% By End
of FY 09/010 2. P5 - # of Monthly Consumption Data Analysis Performed
1. P2 - # of Utility Consumption Reports / Bills Collected Q4 Reduce The Volume of Trash Hauled 10% By
End of FY 09/010 2. P5 - # of Monthly Consumption Data Analysis Performed
1. P2 - # of Utility Consumption Reports / Bills Collected Q5 Improve Facility Efficiency 10% By End of
FY 10/11 2. P5 - # of Monthly Consumption Data Analysis Performed
BPS Process Management System
Work System: Manage Resource Conservation Leader: A. Johnson
Owner Members Key Work Priority Processes Name Email Name Email
1. 2. 3. KWP1 Prepare Resource
Conservation Documents
4. 1. 2. 3. KWP2
Identification of Facility & Behavioral Modification Improvements & Recommendations
4. 1. 2. 3. KWP3 Perform Behavioral
Modification Training
4. 1. 2. 3. KWP4 Implement Non-Complex
Facility Improvements
4. 1. 2. 3. KWP5 Create Cost Benefit
Analysis Reports
4.
BPS Process Management System
Work System: Manage Resource Conservation Leader: A. Johnson
Owner Members Key Work Priority Processes Name Email Name Email
1. 2. 3. 4. 2. 3.
KWP6
Monitor & Analyze FAC Improvement Projects & Behavior Modification Training Results
4.
Macro Process Control System – Update 3/18/09 (Red Lettering) Process Name: Facilities Resource Conservation Process Owner: Art Johnson Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:
Current Sigma Level: TBD Process Purpose: Manage and Improve District and School Facilities Operating Resources Outcome Indicators: Q1 – Q5
Process and Quality Indicators Checking / Indicator Monitoring Process
Indicators Control
Limits Data to Collect Timeframe
(Frequency) Responsibility Quality
Indicators Targets / Baseline What is Checking Item or Indicator Calculation
When to Collect Data?
Who will Check?
Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References
P1 # Policies, Procedures, Plans, Training Courses, Checklists, Manuals, Surveys, Handbooks And Pamphlets Developed, Reviewed & Updated
Target: - 90 D after FY starts. Baseline: 60 D Monthly Activity Report Monthly
End of month Resource Team Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.
P2 # of Utility Consumption Reports / Bills Collected
Target: - 320 Electrical Invoices Received From Accounting Baseline: 320
Monthly Activity Report End of month Brian Blenis Contact utility company directly for data.
P3 # Of Facility Quarterly Audits & Monthly Inspections Performed
Target: - 101 Inspections / Audits Performed. Baseline: 92
Monthly Activity Report Monthly End of month Jim Varney Reschedule Inspections and Audits
P4 # of Quarterly Audit and Monthly Inspection Reports Published
Target: - 101 Inspection / Audit Reports Published Baseline: 92
Monthly Activity Report Monthly End of month Jim Varney
Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.
P5 # of Consumption Data Analysis Performed
Target: 101 Consumption Analysis Performed Baseline: 101
Monthly Activity Report Monthly End of month Team
Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.
P6 # of Facilities Data Analysis Performed Target: 34 Facilities Audit Data Analysis Performed. Baseline: 34
Monthly Activity Report Monthly End of month Team
Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.
P7 # Facilities Recommendations Issued Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time Monthly Activity Report Monthly
End of month Art Johnson Evaluate the recommendation process and increase department resources to complete the recommendations as soon as possible.
P8 # of Behavioral Modification Improvements Issued
Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time Monthly Activity Report Monthly
End of month Art Johnson Evaluate the BM improvement issuing process and increase department resources to complete the issuing of BM improvements as soon as possible.
P9 # of Schools receiving a Behavioral Modification Training Sessions Conducted
Target: 174 Per Year (2 per School Site) Baseline: 22
Monthly Activity Report Monthly End of month Team Evaluate BM training and discuss
improvements with Site-Based Manager
P10 # of Non-Complex Facilities Improvements Completed
Target: Complete Non-Complex Improvements in 30 Days Baseline: 20
Monthly Activity Report Monthly End of month Brian Blenis Evaluate the Non-Complex facilities
improvement process and revise.
P11 # of Cost Benefit Analysis Completed Target: Complete CBA in 30 Days Baseline: 2 Monthly Activity Report Monthly
End of month Brian Blenis Mandate additional department resources to complete CBA.
And
Process and Quality Indicators Checking / Indicator Monitoring Process
Indicators Control Limits Data to Collect
Timeframe (Frequency) Responsibility
Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References
Quality Indicators
Specs/ Targets
What is Checking Item or Indicator Calculation
When to Collect Data? Who will Check?
P12 # of Complex Facilities Projects Added to Deferred Maintenance List
Target: Zero Baseline: Zero Monthly Activity Report Monthly
End of month Brian Blenis Evaluate the process and revise.
P13 # of Complex Facilities Deferred Maintenance Projects Completed
Target: Zero Baseline: Zero Monthly Activity Report Monthly
End of month Brian Blenis Evaluate the Complex Facilities Deferred Maintenance improvement process and revise.
P14 # of Complex Facilities Projects Added to Capital Project List
Target: None Baseline: 2 Monthly Activity Report Monthly
End of month Art Johnson Evaluate the process and revise.
P15 # of Complex Facilities Projects Completed
Target: Complete Complex Facilities Projects in 12 months. Baseline: 1
Monthly Activity Report Monthly End of month Art Johnson Evaluate the Complex facilities improvement
process and revise.
P16 # of Work Orders Submitted In 60D Target: 19 Baseline: 19 Monthly Activity Report Monthly
End of month Art Johnson Evaluate the process and revise.
P17 # Facility Improvement and Behavior Modification Training Analysis After Action Reports Published
Target: Publish 101 After Action Reports. Baseline: 92
Monthly Activity Report Monthly End of month Art Johnson
Mandate additional department resources to complete and publish training analysis after action reports.
P18 % of School and Ancillary sites that fully utilize the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders”
Target: 100% sites Baseline: 20% Monthly Activity Report Monthly
End of month Art Johnson Conduct meetings with site administrators to communicate resource conservation requirements, goals and objectives.
Q1 Reduce Electrical Usage Target: 10% KWH Reduction by end of FY 08/09 Baseline: 147,322,517 KWH
FPL Monthly Invoices & School District Monitoring System
Monthly End of month Brian Blenis
Refer to contingency plans and miscellaneous information above related to individual submittals.
Q2 Reduce Water Usage 10% by End of FY 09/10
Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Water Usage
Monthly Water Invoices Monthly End of month Art Johnson
Refer to contingency plans and miscellaneous information above related to individual submittals.
Q3 Reduce Gas / Heating Oil Usage 10% By End of FY 09/10
Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Gas / Oil Usage
Monthly Gas and Heating Oil Invoices Monthly End of month Brian Blenis
Refer to contingency plans and miscellaneous information above related to individual submittals.
Q4 Reduce the Volume of Trash Hauled 10% By the End of FY 09/10
Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Trash Volume Hauled
Monthly Solid Waste Invoices Monthly End of month Art Johnson
Refer to contingency plans and miscellaneous information above related to individual submittals.
Approved: Date: Rev # Rev Date:
And
KWP2 Process Control System - Update 3/18/09 (Red Lettering) Process Name: Identification And Recommendation Of Facility And Behavioral Modification Improvements Process Owner: Art Johnson
Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:
Current Sigma Level: TBD Process Purpose: Manage The Identification And Recommendation Of Facility And Behavioral Modification Improvements process Outcome Indicators: Q1 – Q4
Process and Quality Indicators Checking / Indicator Monitoring Process
Indicators Control
Limits Data to Collect Timeframe
(Frequency) Responsibility Quality
Indicators Targets / Baseline What is Checking Item or Indicator Calculation
When to Collect Data? Who will Check?
Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References
P2.1 # Of Utility Consumption Reports / Bills Collected
Target: - 320 Electrical Invoices Received From Accounting Baseline: 320
Monthly Activity Report Monthly End of month Resource Team
Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.
P3.1 # Of Facility Quarterly Audits & Monthly Inspections Performed
Target: - 101 Inspections / Audits Performed. Baseline: 92
Monthly Activity Report End of month Brian Blenis Contact utility company directly for data.
P4.1 # of Quarterly Audit and Monthly Inspection Reports Published
Target: - 101 Inspection / Audit Reports Published Baseline: 92
Monthly Activity Report Monthly End of month Jim Varney Reschedule Inspections and Audits
P5.1 # of Consumption Data Analysis Performed
Target: 101 Consumption Analysis Performed Baseline: 101
Monthly Activity Report Monthly End of month Jim Varney
Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.
P6.1 # of Facilities Data Analysis Performed Target: 34 Facilities Audit Data Analysis Performed. Baseline: 34
Monthly Activity Report Monthly End of month Team
Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.
P7.1 # Facilities Recommendations Issued Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time
Monthly Activity Report Monthly End of month Team
Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.
P8.1 # of Behavioral Modification Improvements Issued
Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time
Monthly Activity Report Monthly End of month Art Johnson
Evaluate the recommendation process and increase department resources to complete the recommendations as soon as possible.
P18.1 # of School and Ancillary sites that fully utilize the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders”
Target: 101 sites Baseline: 17 sites Monthly Activity Report Monthly
End of month Art Johnson Conduct meetings with site administrators to communicate resource conservation requirements, goals and objectives.
Q1 Reduce Electrical Usage Target: 10% KWH Reduction by end of FY 08/09 Baseline: 77,928,833 KWH
FPL Monthly Invoices & School District Monitoring System
Monthly End of month Brian Blenis
Refer to contingency plans and miscellaneous information above related to individual submittals.
Q2 Reduce Water Usage 10% by End of FY 09/10
Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Water Usage
Monthly Water Invoices Monthly End of month Art Johnson
Refer to contingency plans and miscellaneous information above related to individual submittals.
And
KWP2 Process Control System - Update 3/18/09 (Red Lettering) Process Name: Identification And Recommendation Of Facility And Behavioral Modification Improvements Process Owner: Art Johnson
Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:
Current Sigma Level: TBD Process Purpose: Manage The Identification And Recommendation Of Facility And Behavioral Modification Improvements process Outcome Indicators: Q1 – Q4
Q3 Reduce Gas / Heating Oil Usage 10% By End of FY 09/10
Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Gas / Oil Usage
Monthly Gas and Heating Oil Invoices Monthly End of month Brian Blenis
Refer to contingency plans and miscellaneous information above related to individual submittals.
Process and Quality Indicators Checking / Indicator Monitoring Process
Indicators Control
Limits Data to Collect Timeframe
(Frequency) Responsibility Quality
Indicators Targets / Baseline What is Checking Item or Indicator Calculation
When to Collect Data? Who will Check?
Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References
Q4 Reduce the Volume of Trash Hauled 10% By the End of FY 09/10
Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Trash Volume Hauled
Monthly Solid Waste Invoices Monthly End of month Art Johnson
Refer to contingency plans and miscellaneous information above related to individual submittals.
Approved: Date: Rev # Rev Date:
And
DMAIC LITE STORYBOARD – IMPROVE – CHECKPOINT 10
Countermeasure Action Plans COUNTERMEASURE
PROJECTED START DATE
PROJECTED END DATE
ACCOUNTABLE PERSON
SUPPORT ORGANIZATION ESTIMATED COST
A. Need formal adoption of the “Resource Conservation Plan” and Administrative Procedure. Need District Superintendent Resource Conservation Proclamation. Need District-wide roll out.
1/12/09 2/5/09 Ed Curry, Art Johnson Senior Staff
District Communications
Staff time, approximately 2 hours
B. Need resource conservation written into all School Board of Brevard County site managers job descriptions.
1/12/09 7/1/09 Art Johnson Human Resources Staff time
C. Establish a District-wide incentive program. Utilize energy conservation incentive programs from Florida and other state school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.
Not at this time
D. Revamp the Energy Conservation training program to create different levels of instruction. Each level of instruction will focus on the different job categories throughout the school district. Develop web-based and classroom instructional programs. Take advantage of national and state energy programs.
2/1/09 Monthly There After
Robin Reinarts, Kelly Van Dusen
Department heads, Area Superintendents
Staff time, $200 in copies and binders
E. Empower employees to save energy, implement cost saving changes and report waste. Develop a District-wide resource conservation reporting system that recognizes schools and ancillary sites for outstanding performance. See countermeasures “C” and “D”.
1/12/09 Monthly There After
Art Johnson, Robin Reinarts, Kelly Van
Dusen, Ed Curry
Superintendent Staff time, $100 for trophies
Countermeasures Matrix:
EFFECTIVENESS X FEASIBILITY = OVERALL ACTION
PROBLEM
ROOT CAUSECOUNTER-MEASURE
PRACTICALMETHODS
Scale: 1 = Negligble 2= Somewhat 3= Moderate 4= Very 5 = Extreme
Lack of Management
Direction
Lack of Accountability
No Incentive
Lack of Education
Attitude
Need formal Board adoption of the “Resource Conservation
Plan” and Administrative Procedure. Need District Superintendent Resource
Conservation Proclamation. Need District-wide roll out.
Need resource conservation written into all School Board of Brevard County mangers job
descriptions.
Establish a District-wide incentive program. Utilize energy
conservation incentive programs from Florida and other state
school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.
Revamp the Energy Conservation training program to
create different levels of instruction. Each level of
instruction will focus on the different job categories
throughout the school district. Develop web-based and classroom instructional
programs. Take advantage of national and state energy
programs.
Empower employees to save energy, implement cost saving
changes and report waste. Develop a District-wide resource conservation reporting system
that rewards schools and ancillary sites for outstanding
performance. See countermeasures “C” and “D”
Have RC Manager draft documentation for RC Plan
and Administrative Procedure adaptation by
the School Board.
Have HR Director review and update Job Description to include
RC responsibilities.
Administrator
RC Team to develop and recommend District Wide
incentive program.
RC Team to review and update RC training
program with different courses that target the
different levels of District Management.
Have the RC Team to develop and the RC
Manager present a RC cost savings empowerment
program to the Assistant Superintendent for
Facilities.
5 5 25
25
25
25
25
5 5
5 5
5 5
5 5
Yes
Yes
Yes
Yes
Yes
KWP2 - Identification of Facility andBehavioral Modification Improvements
& Recommendations
School administrators and staff are not
following the “Brevard Energy Action Team Energy Management Guidelines
for energy conservation.
and Tips”
Date:
Owners:
Sep-08 Oct-08 Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Comments
Scheduled 9/8/08
Completed 9/28/08
Scheduled 1/15/09
Completed 1/9/09
Scheduled 1/20/09
Completed 1/14/09
Scheduled 1/12/09
Completed
Scheduled 1/28/09
Completed
Scheduled 2/5/09
Completed
6 RRRR to distribute Resource Conservation Plan in SCENE newsletter
EC
EC
AJ
AJ
2
AJ to contact district communications to distribute Resource Conservation Plan to ALL district employees
EC to present Administrative Procedure and Resource Conservation Plan to senior staff for approval
Macro Action Plan #1 - Resource Conservation
Root Cause #1:
Countermeasure #1:
Practical Method:
Ed Curry, Art Johnson
12-Jan-09Lack of management direction
Formal adoption of Proclamation, Resource Conservation Plan and Administrative Procedures
Dissemination of Administrative Procedures
Month
AJ to distribute Resource Conservation Plan/Administrative Procedure at Leadership Team Meeting
No. Task Accountable Person
1
3
EC to present proclamation to board and leadership team
AJ to provide Administrative Procedure and Resource Conservation Plan to EC
AJ
4
5
Date:
Owners:
Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Comments
Scheduled 1/12/09
Completed 1/12/09
Scheduled 1/20/09
Completed Ongoing Task Until Completed >
No. Task Accountable Person
1
2
AJ to present desired verbiage and list of job positions affected to ED.
Macro Action Plan #2 - Resource Conservation
Root Cause #2:
Countermeasure #2:
Practical Method:
Art Johnson
12-Jan-09Lack of accountability
Resource conservation written into all Brevard Public Schools site manager job descriptions.
Revision of job descriptions
AJ
ECED to work with Human Resources to update job descriptions.
Month
Date:
Owners:
Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Comments
Scheduled 2/2/09
Completed 2/16/09
Scheduled 2/5/09
Completed
Scheduled 2/5/09
Completed
Scheduled 2/9/09
Completed
Scheduled 2/9/09
Completed
Scheduled 2/12/09
Completed 1/12/09
Scheduled 2/12/09
Completed
Scheduled 2/17/09
Completed
Scheduled 2/18/09
Completed
Scheduled 2/18/09
Completed
RR
AJ
8
9
10AJ to alert district communications of the availability of training materials
RR
4
5
Month
RR to post training PowerPoints on department website
No. Task Accountable Person
1
3
RR and KVD to revise current Energy Action Patrol Leader manual, PowerPoint and training agenda
Revamp the Conservation training program to create different levels of instruction, web-based and classroom instructional programs.
Create differentiated instructional programs
RR and KVD to create a manual, PowerPoint and training agenda for non-school administrators
RR and KVD to revise current administrator manual and create an accompanying PowerPoint and training agenda
RR and KVD to revise current custodial manual, PowerPoint and training agenda
RR2
RR and KVD to create a briefing packet, PowerPoint and training agenda for senior staff
RR
Macro Action Plan #3 - Resource Conservation
Root Cause #4 :
Countermeasure #4:
Practical Method:
Ed Curry, Art Johnson
12-Jan-09Need to expand energy conservation education/instruction program
RR
RR
RR
RR
RR
7RR and KVD to create a PowerPoint and educational activities for use with district staff
6
RR to publicize availability of training materials in SCENE newsletter
RR and KVD to create a PowerPoint and educational activities for use with faculty
MANAGE RESOURCECONSERVATION
MANAGE RESOURCECONSERVATION
A. Johnson
Process Improvement
Document TreeMacro
Process: Process Owner: Document Title:
MACRO DMAIC LITE STORYBOARD
MACRO PCS
MACRO FLOWCHART
MACRO PRIORITY PROCESSSELECTION MATRIX FORM
MACRO KEY IN-PROCESSMEASURES DETERMINATION
SYSTEMS FORM
MACRO DMAIC LITE STORYBOARD
MACRO PRIORITY PROCESSSELECTION MATRIX FORM
KWP2 IDENTIFICATION &RECOMMENDATION OF
F&BM MODS AND IMPROVEMENTS FLOW CHART
KWP2 ACTION PLAN(s)
KWP2COUNTERMEASURE
MATRIX
KWP2 INDICATOR DATA
KWP6 DMAIC LITE STORYBOARD
KWP5 DMAIC LITE STORYBOARD
KWP6 PRIORITY PROCESSSELECTION MATRIX FORM
KWP5 PRIORITY PROCESSSELECTION MATRIX FORM
KWP6 MONITOR & ANALYZE FACIMPROVEMENT PROJECTS &
BM TRAINING RESULTS FLOW CHART
KWP5 CREATE COST BENIFIT ANALYSIS
FLOW CHART
KWP6 ACTION PLAN(s) KWP5 ACTION PLAN(s)
KWP6COUNTERMEASURE
MATRIX
KWP5COUNTERMEASURE
MATRIX
KWP6 INDICATOR DATA KWP5 INDICATOR DATA
Note 1: May be required if flow chart has internal work processin addition to individual steps.
Note 1Note 1
Key Work Processes 1 - 9
1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard
FY 08 AVG KWH USAGE (Q1)
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
3,500,000
FACILITY CATEGORIES
KW
H P
ER M
ON
TH
FY 08 Avg.Per Month
FY 08 Avg.Per Month 2,546,000 772,111 2,892,257 283,703
High Schools Middle Schools Elementary Schools Ancillary Facilities
Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement.
FY09 YTD KWH USAGE (Q1)
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
3,500,000
FACILITY CATEGORIES
KW
H P
ER M
ON
TH
FY 09 Per Month YTD FY 08 Baseline FY 09 MONTHLY TARGET
FY 09 Per Month YTD 2,293,343 643,012 2,485,527 235,479
FY 08 Baseline 2,546,000 772,111 2,892,257 283,703
FY 09 MONTHLY TARGET 2,291,400 694,899 2,603,031 255,332
High Schools Middle Schools Elementary Schools Ancillary Facilities
Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement. The FY09 YTD target is a 10% reduction in the FY08 Baseline.
FY08/09 YTD KWH USAGE ANALYSIS (Q1)
-
5,000,000
10,000,000
15,000,000
20,000,000
25,000,000
30,000,000
35,000,000
40,000,000
FACILITY CATEGORY
KW
H P
ER Y
EAR
FY 08 FY 09 YTD FY 08 YEARLY BASELINE FY 09 YEARLY TARGET
FY 08 30,551,999 9,265,326 34,707,081 3,404,432
FY 09 YTD 27,520,121 7,716,140 29,826,320 2,825,746
FY 08 YEARLY BASELINE 30,551,999 9,265,326 34,707,081 3,404,432
FY 09 YEARLY TARGET 27,496,799 8,338,793 31,236,373 3,063,989
High Schools Middle Schools Elementary Schools Ancillary Facilities
Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement. The FY09 YTD target is a 10% reduction in the FY08 Baseline.
Active Energy Action Patrols / Teams Analysis
0
20
40
60
80
100
120
Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09
Reporting Months
Num
ber o
f Site
sTeam Deployment Target Baseline
Team Deployment 17 50 66
Target 101 101 101 101 101 101
Baseline 20 20 20 20 20 20
July-08 January-09 March-09 April-09 May-09 June-09
Target = 101
Baseline = 20.0
INPUT
OUTPUT
PROCESS
NEW TECHNOLOGYORGANIZATIONAL KNOWLEDGEFLEXIBILITY IN DESIGNVOICE OF THE CUSTOMER
Q1 ELECTRICAL USAGE REDUCTION BY 10% BY END OF 08/09
Q2 WATER USAGEREDUCTION BY 10% BY END OF 09/010
Q3 GAS / HEATING OIL USAGEREDUCTION BY 10% BY END OF 09/010
Q4 VOLUME OF TRASH HAULEDREDUCTION BY 10%BY END OF 09/010
CYCLE TIMEPRODUCTIVITYCOST CONTROL
EFFICIENCY AND EFFECTIVITY
FEEDBACK LOOP
MANAGE DISTRICT RESOURCE CONSERVATION PROCESS MAP
Facilities Department - Robert J. Wiebel / Art Johnson 2/17/09
PREPARE RCDOCUMENTS
IDENTIFICATION OFFACILITY & BEHAVIORAL
MODIFICATION IMPROVEMENTS
KWP6 MONITOR & ANALYZEFACILITY IMPROVEMENTPROJECTS & BEHAVIORALMODIFICATION RESULTS
KWP1
KWP2
KWP2 IDENTIFICATION OF FACILITY & BEHAVIORAL MODIFICATION RECOMMENDATIONS
KWP5 CREATE COST BENEFITANALYSIS
KWP4 IMPLEMENT NON-COMPLEXFACILITY IMPROVEMENTS
KWP3 PERFORM BEHAVIORALMODIFICATION TRAINING
LACK OF MANAGEMENT DIRECTION
BUDGETGOAL
IMPACT
HIGHELECTICAL
BILL
ADDITIONAL LIGHTS,OFFICES, HVAC & ELEC
EQUIPMENT AND APPLIANCESAND PERSONAL APPLIANCES
IN EXISTING FACILITIES
ADDITION OF NEW FACILITIES AND /OR INFRASTRUCTURE
CONVERTING UNCONDITIONED
SPACE TO CONDITIONEDSPACE
ADDITIONAL FACILITIES USAGE
FACILITIES NOT BEING OPERATED
EFFICIENTLY
FPL ENERGY RATES
FPL FUEL CHARGES
FPL NON-FUEL CHARGES
AFTER-SCHOOLACADEMIC EVENTS
AFTER-SCHOOLATHLETIC EVENTS
10-YEAR FACILITIESIMPROVEMENT PLAN
WHY WHY
BECAUSE
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
BECAUSE OF
WHY WHY
WHY
WHY
WHY
WHY
PROGRAM DEVELOPMENT NEEDS
COMMUNITY INPUT
BPS STRATEGICPLAN / KPIs
ANNUAL FACILITIES ASSESSMENT INSPECTIONS
NEED TO IMPROVE ENERGY CONSERVATIONAND INSTRUCTION PROGTRAM
LACK OF ACCOUNTABILITY
NO INCENTIVE
ATTITUDE
MANAGE DISTRICT RESOURCE CONSERVATION
WHY DIAGRAM
Facilities Department - Robert J. Wiebel / Art Johnson 2/17/09
BUDGETGOAL
IMPACT
REDUCEELECTRICAL
BILL
IMPLEMENTFACILITIES PROJECT
PROGRAM DEVELOPMENT NEEDS
COMMUNITY INPUT
BPS STRATEGICPLAN / KPIs
ANNUAL FACILITIES ASSESSMENT INSPECTIONS
10-YEAR FACILITIESIMPROVEMENT PLAN
WORK ORDERSUBMITTALS
CHANGE HOWFACILITIES ARE OPERATED
HOW HOW
PERFORM BEHAVIORAL MODIFICATION TRAINING
ESTABLISH ENERGY PATROLS
EMPLOYEE BEHAVIORALMODIFICATION TRAINING
ESTABLISH ENERGY ACTION TEAMS
PROCEDURES
IN THE FIELD
CLASSROOM
JOB DESCRIPTIONS
HOW
HOW
HOW
HOW
HOW
HOW
HOW
MANAGE DISTRICT RESOURCE CONSERVATION
HOW DIAGRAM
Facilities Department - Robert J. Wiebel / Art Johnson 2/17/09
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Macro Process Name: Manage Resource Conservation Key Work Process: KWP2 – Identification of Facility and Behavioral Modification
Improvements and Recommendations Work System / Leader: Ed Curry Process Owner: Art Johnson
DMAIC Status: Improve Cycle: Yes Refine Cycle: No Revision Status: 3/27/09 – Revision in red.
DEFINE
1. The stakeholder and need were identified. Yes: X No: Rating: 5 Comment: Internal and external customers were identified.
2. An indicator measuring our performance in meeting the need was developed. Yes: X No: Rating: 5
Comment: An indicator to measure “Q1 – Reduce Electrical Usage 10% by the end of FY 08/09” was developed. By increasing the number of facility and behavioral modification projects at each school site, Q measure Q1 would be improved thus resulting in an overall reduction in Kilowatt Hours (KWH) used at each school campus and District ancillary facility location. See checkpoint 3.
3. A theme statement consistent with the indicator was selected. Yes: X No: Rating: 5
Comment: Yes, the theme statement is consistent with “Q1” to reduce the District-wide KWH usage.
Theme Statement: The cost of district-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The district-wide FY 07/08 annual KWH usage was 144,015,513 at cost of $15,236,026. A 10% KWH / Hour reduction was established by the District for FY 08/09. Rating Legend:
5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed
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MEASURE
4. The theme was stratified from various viewpoints and a significant problem was chosen. Yes: X No: Rating: 5
Comment: The theme was stratified into five problems: 1) The addition of lights, office, and HVAC electrical equipment and appliances and personal appliances in existing facilities; 2) The addition of new facilities which may also include the addition of lights, office, and HVAC electrical equipment and appliances, personal appliances; 3) Converting unconditioned space to conditioned space in existing facilities; 4) Additional facility usage - expanding the use of school facilities beyond the end of the typical school day; and 5) The way school facilities are being operated / used by teachers, students and support staff.
Problem #5 was selected as the most significant.
5. A target for improvement was established based on the stakeholder's need and its impact on the theme indicator was determined. Yes: X No: Rating: 5
Comment: A target has been established to reduce the District’s electrical usage in KWH. The target is a 10% reduction in KWH used.
6. A problem statement that addressed the gap between the actual and target values was developed. Yes: X No: Rating: 5
Comment: Actual and target gap values have been identified. . In July of 2008 the Resource Conservation Team was formed. By the end of October 2008, all school sites have been inspected and audited. Only 20.0 percent of School District sites were found to be implementing the “Energy Management Guidelines Best Practices” to the fullest.
Gap: As of October 31, 2008, 20 out of 101 District sites have active Energy / Resource Conservation programs and utilize the Energy Management Guidelines Best Practices. The gap is 81 school and ancillary sites
Rating Legend:
5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed
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ANALYZE
7. Potential causes most likely to have the greatest impact on the problem were selected. Yes: X No: Rating: 5
Comment: Five root causes were selected: 1) Lack of management direction; 2) Lack of Accountability; 3) No Incentive; 4) Need to improve energy conservation education / instruction program; and 5) Attitude. The selection was based on intuitive / historical behavioral analysis.
8. A relationship between the root causes and the problem was verified with data. Yes: X No: Rating: 5
Comment: The relationship between root causes and the problem was verified by conducting field inspection and audits and interviewing school-site administrators and support personnel. This relationship was not verified by quantifiable data. 9. Root causes were selected and the impact of each root cause on the gap was
determined. Yes: No: Rating: 5
Comment: The impact of the root cause was determined. During fact finding inspections and audits, the following root cause impact on the gap was noted.
1) Site-Based Administrators not correcting negative behaviors attributed to the increased energy usage;
2) School Site-Based Administrator not held accountable for increases in energy usage caused by the behavior of teachers, students and support staff attributed to increased energy usage;
3) Loss of last year’s “Energy Action Patrol Mini Grant” played a minor role that attributed to increased energy usage (grant used to reward energy action patrols at participating schools);
4) The need to improve energy conservation education / instruction program attributed to increased energy usage; and
5) Administration, teacher, student and support staff attitude attributed to increased energy usage. All of the above root causes impacted the use of behavioral modification practices to reduce school-site energy usage. Rating Legend:
5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed
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IMPROVE
10. Countermeasures were selected to address verified root causes. Yes: X No: Rating: 5
Comment: Five countermeasures were developed.
1. Need formal adoption of the “Resource Conservation Plan” and Administrative Procedure. Need District Superintendent Resource Conservation Proclamation. Need District-wide roll out.
2. Need resource conservation written into all School Board of Brevard County site managers’ job descriptions.
3. Establish a District-wide incentive program. Utilize energy conservation incentive programs from Florida and other state school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.
4. Revamp the Energy Conservation training program to create different levels of instruction. Each level of instruction will focus on the different job categories throughout the school district. Develop web-based and classroom instructional programs. Take advantage of national and state energy programs.
5. Empower employees to save energy, implement cost saving changes and report waste. Develop a District-wide resource conservation reporting system that rewards schools and ancillary sites for outstanding performance. See countermeasures “C” and “D”.
11. The method for selecting the appropriate practical methods was clear and considered
effectiveness and feasibility. Yes: X No: Rating: 5
Comment: An effectiveness and feasibility matrix was used to select which countermeasures to deploy. Practical methods were developed for each countermeasure by using a brainstorming session. See Macro Storyboard package for effectiveness and feasibility matrix. Countermeasures 1,2,4 and five were deployed. It was determined by benchmarking that countermeasure 3 was effective but not feasible because of the reduction in school district budget over the past year.
IMPROVE
12. The action plan reflected accountability, schedule, and cost, and was implemented. Yes: X No: Rating: 5
Comment: An overall action plan was developed that incorporated all countermeasures. A countermeasure action plan matrix was developed which shows deployment accountability, schedule and associated cost. See Macro Storyboard. Rating Legend:
5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed
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CONTROL
13. [Results] The effect of countermeasure on the root causes was demonstrated. Yes: X No: Rating: 5
Comment: The effect of the countermeasure on the root cause was demonstrated. As of February 28, 2009, all countermeasures were fully deployed. 14. [Results] The effect of countermeasures on the problem was demonstrated. Yes: X No: Rating: 5
Comment: The effect of the countermeasure on the problem was demonstrated. As of February 28, 2009, the number of schools that use the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” has increased from 17 schools to 50. A gap of 41% still remains. A new in-process indicator, P18, will be added to track the number of school that use the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” 15. [Results] The improvement target was achieved and causes of significant variation were
addressed. Yes: No: X Rating: 5
Comment: As of February 28, 2009, the deployment, of the countermeasures to decrease energy usage through behavioral modification practices reduced the District energy usage by 14% exceeding the 10% target. See Macro charts. 16. [Results] The effect of countermeasures on the theme indicator representing the
stakeholder’s need was demonstrated. Yes: X No: Rating:
Comment: Theme Statement: “The cost of district-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The district-wide FY 07/08 annual KWH usage was 77,928,838 at cost of $8,136,191. A 10% KWH reduction was established by the District for FY 08/09.” The attached chart clearly shows that the countermeasure is having an effect on the theme statement.
CONTROL
17. [Standardization] A method was established to document, permanently change, and communicate the revised process or standard, and was implemented. Yes: No: X Rating: 3
Comment: The countermeasures have been instituted throughout the District. A resource conservation procedure has been developed. The use of the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” has been mandated. 18. [Standardization] Specific areas for replication were identified, and an action plan was
developed to promote organizational learning. Yes: X No: Rating: 5
Comment: This checkpoint was analyzed. The developed countermeasures will be utilized as resource conservation is focused on water, gas and heating oil and trash removal.
19. [Future Plans] Any remaining problems of the theme were addressed. Yes: X No: Rating: 5
Comment: There are no remaining problems associated with the theme at this time. As the energy reduction rate and behavioral modification practices learning curve starts to flatten out, the use of capital facility projects to reduce energy usage will become paramount.
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CONTROL
20. [Future Plans] Lessons learned, P-D-C-A of the ets Six Sigma DMAIC Method, and team growth were assessed and documented. Yes: X No: Rating: 4
Comment: The problem solving activity to improve the theme occurred over numerous brainstorming and data analysis sessions. Data was examined from varying view points to understand the problem and gap. Lessons learned were discussed and documented. The lessons learned are being used to update all training material.
Rating Legend: 5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed