facilities development and operations · auto mechanic 3% carpentry 7% contracts and administrative...

Facilities Development and Operations

Dashboard/Metrics Report

California State University, East Bay

July 1, 2016 to June 30, 2017

1

Facilities Development & Operations

Who We Are:

July 1, 2017

2

Vice PresidentAdministration & Finance Division

Associate Vice PresidentFacilities Development &

Operations

Business Operations

BudgetBudget

Administrative Services

Administrative Services

StoreroomStoreroom

Facilities Management

MaintenanceMaintenance

Building Engineering

Building Engineering

ElectricalElectrical

PlumbingPlumbing

CarpentryCarpentry

Lock ShopLock Shop

PaintingPainting

Auto ShopAuto Shop

Grounds/CustodialGrounds/Custodial

Lawn CareLawn Care

IrrigationIrrigation

Sports FieldsSports Fields

PlantingPlanting

CleaningCleaning

Pest ControlPest Control

Green Waste Removal

Green Waste Removal

Logistics ServicesLogistics Services

Moving Services / Event Set-up

Moving Services / Event Set-up

Work Control/Contracts

Work Control/Contracts

Planning Design & Construction

ConstructionConstruction

Campus PlanningCampus Planning

Code ComplianceCode Compliance

Space Management

Space Management

Energy Management

EnergyEnergy

UtilitiesUtilities

SustainabilitySustainability


Who We Are:

July 1, 2017

3

NOTE: Staffing levels includes the following departments: Facilities Management, Business Operations, Planning, Design, & Construction, and Energy Management

NOTE: Does not include temporary employees

Staffing

Staffing Type # of Staff

Admin. Staff 19Auto Mechanic 1Carpenters 2Custodians 50Electricians 3Engineers 9Facilities Workers 2Grounds Workers 18Laborers 4Locksmiths 2Maintenance Mechanic 4Management 7Painters 2Plumbers 4Project Supervisor 2Students 2Vacant 4Grand Total 135

0

20

40

60

80

100

120

140

160

FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17

Staffing by Fiscal Year


Who We Are:

July 1, 2017

4

Admin. Staff15%

Auto Mechanic1%

Carpenters2%

Custodians38%

Electricians2%

Engineers7%

Facilities Workers2% Grounds Workers

14%

Laborers3%

Locksmiths2%

Maintenance Mechanic3%

Management5%

Painters2% Plumbers

3%Project Supervisor

2%Students2%


Why we are here:

July 1, 2017

5

• Executive Order 757 charges the president with providing appropriate resources to meet the requirements of proper operations and maintenance of the physical plant. Current campus policy is that large departments such as Facilities Development & Operations, with a staff of over 100, have an administrative unit in place that provides leadership, administration, compliance and fiscal oversight services for the department

• Executive Order 847 provides definitions for operations & maintenance, deferred maintenance, capital renewal, and reporting/auditing requirements to assure efficient & effective use of available maintenance funding supporting each appropriate campus.

• Assembly Bill 32 and Executive Order 987 requires the CSU to manage utilities to achieve specific reduction targets by 2020.

• Assembly Bill 75 requires the CSU to achieve specific solid waste diversion targets by 2020.

• Assembly Bills 758 and 1103 provide additional maintenance related compliance requirements.

• Title 5 provides additional maintenance related compliance requirements.

• Education Code 66606 grants the CSU full power and responsibility in the construction and development of its capital program.

• Health & Safety Code 18934.5 requires the CSU to follow the California Building Code. Also, the CSU is required to coordinate its building official authority with the State Fire Marshal and the Department of State Architect.


Below are the services FD&O provides and details identified in the ‘Planning For Distinction’ Report

July 1, 2017

6

• Oversee Department Programs and Provide Administrative Support Services

• Maintain, Repair, Operate, and Clean Buildings• Maintain, Repair, Improve, and Clean Grounds• Manage Utility Services• Perform and Manage New Construction and Renovations• Review and Enforce Code and Regulatory Compliance Related to

Buildings and Grounds


How we operate:

July 1, 2017

7

Life Cycle

Functionali

ty


What We Spent On Operations:

July 1, 2017

8

OPERATIONS STATISTICS

Salaries $6,892,000

Materials / Equipment $1,575,000

Contracts / Services $810,000

Deferred Maintenance Projects $500,000

Total $9,777,000

$5.36

$6.25

$4.50

$5.00

$5.50

$6.00

$6.50

CSUEB CSU

Cost/sq ft

As of: 2014/2015

Salaries71%

Materials / Equipment

16%

Contracts / Services

8%

Deferred Maintenance

Projects5%


What We Spent On Utilities:

July 1, 2017

9

UTILITY STATISTICS

Electricity $2,533,000

Natural Gas $720,000

Recycling $209,000

Landfill $56,000

Sewage $217,000

Water $620,000

SUB‐TOTAL $4,355,000

Loan Re‐Payment (Energy Projects) $395,800

GRAND TOTAL $4,750,800

Electricity58%

Natural Gas17%

Recycling5%

Sewage5%

Landfill1%

Water14%


How Much We Spent On Utilities By Fiscal Year:

July 1, 2017

10

NOTE: Does Not Include Loan Re-Payment

$-

$500,000.00

$1,000,000.00

$1,500,000.00

$2,000,000.00

$2,500,000.00

$3,000,000.00

$3,500,000.00

$4,000,000.00

$4,500,000.00

2011 2012 2013 2014 2015 2016


How Much Electricity We Use:

July 1, 2017

11

0.00

200,000.00

400,000.00

600,000.00

800,000.00

1,000,000.00

1,200,000.00

1,400,000.00

1,600,000.00

1,800,000.00

July 2016 August2016

September2016

October2016

November2016

December2016

January2017

February2017

March2017

April 2017 May 2017 June 2017

kWh

Month


How Much Natural Gas We Use:

July 1, 2017

12

0.00

20,000.00

40,000.00

60,000.00

80,000.00

100,000.00

120,000.00


September2016

October2016

November2016

December2016

January2017

February2017

March2017

April 2017 May 2017 June 2017

Ther

ms

Month


How Much Sewage We Generate:

July 1, 2017

13

0.00

1,000.00

2,000.00

3,000.00

4,000.00

5,000.00

6,000.00

7,000.00

8,000.00

9,000.00

10,000.00

July 2016 September 2016 November 2016 January 2017 March 2017 May 2017

Gal

lons

Month

NOTE: Main & Concord Campus sewage is billed every other month.


How Much Water We Use:

July 1, 2017

14

NOTE: Water payments are made every other month.

0.00

2,000.00

4,000.00

6,000.00

8,000.00

10,000.00

12,000.00

14,000.00

16,000.00

18,000.00

20,000.00

July 2016 September 2016 November 2016 January 2017 March 2017 May 2017

Gal

lons

Month


What We Spent On Projects:

July 1, 2017

15

Summary Budget Number of Projects

Active Projects $18,400,000 81

Completed Projects $14,560,000 31

Time Period: July 1, 2016 – June 30, 2017

Active56%

Completed44%


How many calls we received:

July 1, 2017

16

0

5

10

15

20

25

30

35

40

45

7:00:00 AM 8:00:00 AM 9:00:00 AM 10:00:00 AM 11:00:00 AM 12:00:00 PM 1:00:00 PM 2:00:00 PM 3:00:00 PM 4:00:00 PM 5:00:00 PM

Average Customer Service Calls by Hour



How many calls we received:

July 1, 2017

17


0

50

100

150

200

250

300

350

400


September2016

October2016

November2016

December2016

January2017

February2017

March 2017 April 2017 May 2017 June 2017

Customer Service Calls by Month


University Building Information:

July 1, 2017

Hayward Campus

95%

Concord Campus

5%

Gross Sq. Ft.

18

Campus

Number of Students, Faculty,

& Staff(Part‐Time & Full‐Time)

Number of Buildings Gross Sq. Ft.

Average Age of Building

Hayward Campus

18,000

57 1,808,273 34

Concord Campus 5 89,363 25

Grand Total62 1,897,636 30



July 1, 2017

19

Building Age Overview

Building Age (Years) # of Buildings Gross Sq. Ft. % of Campus Sq. Ft.

0 ‐ 5 1 75,344 4%

6 ‐ 15 13 503,961 27%

16 ‐ 25 26 149,524 8%

26 ‐ 40 6 142,590 8%

41 + 16 1,026,217 54%

Total 62 1,897,636 100%



July 1, 2017

20

Building Age 0 – 5


Building Sq Ft. Year Open Age

Student & Faculty Support 75,344 2015 2


Recreation & Wellness Center 54,548 2010 7

Food Kiosk (Einstein's Bagels) 900 2010 7

Student Service Administration 100,467 2009 8

University Union (New) 30,150 2009 8

Housing (Phase 3) (2) 126,566 2008 9

Dining Commons 20,488 2008 9

Valley Business & Technology 67,872 2007 10

Housing (Phase 2) (4) 102,970 2007 10



July 1, 2017

21




Module's (20) 24,110 1996 21

Book Store 36,051 1996 21

Academic Services (Concord) 15,370 1992 25

Library (Concord) 36,821 1992 25

Contra Costa Hall (Concord) 22,411 1992 25

Student Union (Concord) 7,192 1992 25

Facilities Operations (Concord) 7,569 1992 25


Housing (Phase 1) (6) 142,590 1987 30



July 1, 2017

22

Building Age 41 +Building Sq Ft. Year Open Age

Student Health Center 23,900 1974 43Robinson Hall 15,500 1971 46

Theatre 45,000 1971 46Library 229,220 1971 46

Science Annex 1,720 1970 47Fine Arts / Patio Foundry 9,150 1970 47

Plant Operations 3,600 1969 48Meiklejohn Hall 111,662 1968 49Field House 9,895 1966 51

Physical Education 116,000 1966 51University Union (Old) 42,300 1966 51

Music 82,455 1965 52Corporation Yard 18,910 1964 53

Science 203,600 1963 54Art & Education 106,947 1963 54Boiler Plant 6,358 1963 54


Work Order Process:

July 1, 2017

23


Work Orders:

July 1, 2017

24

Fiscal year 16/17 Statistics Summary Completed Work Orders

Unscheduled 8,869

Scheduled 1,524

Grand Total 10,393

* SMART = Service, Maintenance, And Response Team

Auto Mechanic3% Carpentry

7%Contracts andAdministrative

4%

Custodial9%

Electrical9%

Engineering9%

Grounds2%

Laborer15%

Locksmith8%

Painter2%

Plumber12%

Project0%

SMART20%

Completed Work Orders by Shop

Hayward 96%

Concord 4%

Completed Work Orders - By Campus


Work Orders:

July 1, 2017

25

Open Work

Orders14%

Completed Work

Orders86%

Open vs. Closed

Shop Number of Work Orders Generated

Completed Work Orders

Open Work Orders

Completion Rate

Auto Mechanic 324 292 32 90%

Carpentry 740 714 26 96%

Contracts and Administrative 615 430 185 70%

Custodial 954 940 14 99%

Electrical 1,036 892 144 86%

Engineering 1,082 922 160 85%

Grounds 237 199 38 84%

Laborer 1,690 1,599 91 95%

Locksmith 829 797 32 96%

Painter 248 230 18 93%

Plumber 1,645 1,254 391 76%

Project 17 11 6 65%

SMART 2,645 2,113 532 80%

Grand Total 12,062 10,393 1,669 86%


Work Order Completion Rate, by Fiscal Year:

July 1, 2017

26

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2009 2010 2011 2012 2013 2014 2015 2016


Work Order Completion Rate, by Fiscal Year:

July 1, 2017

27

0%

20%

40%

60%

80%

100%

2009 2010 2011 2012 2013 2014 2015 2016

Scheduled Maintenance (% Completed)

0%

20%

40%

60%

80%

100%

2009 2010 2011 2012 2013 2014 2015 2016

Unscheduled Maintenance (% Completed)


Average Days to Respond to Unscheduled Work Orders

July 1, 2017

28

NOTE: Average Response (Days) is the average number of days from receipt of work order until someone shows up to address the issue.

0

5

10

15

20

25

30

Jul-2016 Aug-2016 Sep-2016 Oct-2016 Nov-2016 Dec-2016 Jan-2017 Feb-2017 Mar-2017 Apr-2017 May-2017 Jun-2017

Average Days to Respond to UnScheduled Work Orders


Average Hours to Complete Unscheduled Work Orders

July 1, 2017

29

NOTE: Average hours is average number of hours it took to correct the issue once someone showed up.

0

1

2

3

4

Jul-2016 Aug-2016 Sep-2016 Oct-2016 Nov-2016 Dec-2016 Jan-2017 Feb-2017 Mar-2017 Apr-2017 May-2017 Jun-2017

Average Hours to Complete Unscheduled Work Orders


Work Order Completion By Building:

July 1, 2017

30

Building # of Work Orders

# of Work Orders

Completed

% Complete

Agora Stage 17 14 82%

Alumni Relations 7 5 71%

American Language Program 3 1 33%

Art & Education 641 544 85%

Art Lab 8 8 100%

Athletic Fields 38 35 92%

Boiler Plant 35 31 89%

Bookstore 87 68 78%

Concord ‐ Academic Services 77 60 78%

Concord ‐ Grounds/Exterior 6 4 67%

Concord ‐ Non Bldg Specific 241 118 49%

Concord Campus Grounds 21 17 81%

Concord Campus Library 124 104 84%

Concord Campus Student Union 36 29 81%

Contra Costa Hall 33 26 79%


# of Work Orders

Completed

% Complete

Corporation Yard 125 94 75%

Dining Commons 138 120 87%

Einstein Bagels 27 23 85%

Facilities Management 97 80 82%

Facility Operations 21 16 76%

Field House 81 58 72%

Field House/Stadium Trailer 8 7 88%

Hayward Grounds/Exterior 50 47 94%

Hayward Non‐Building Specific 475 407 86%

Housing ‐ Calaveras 263 251 95%

Housing ‐ Coloma 229 222 97%

Housing ‐ Diablo 169 158 93%

Housing ‐ El Dorado Hall 39 35 90%

Housing ‐ General 25 20 80%

Housing ‐ Juniper 378 339 90%


Work Order Completion By Building:

July 1, 2017

31


# of Work Orders

Completed

% Complete

Housing ‐ Lassen Hall 96 87 91%

Housing ‐ Mariposa 13 12 92%

Housing ‐ Sequoia 392 373 95%

Housing ‐ Shasta 214 195 91%

Housing ‐ Sierra 183 164 90%

Housing ‐ Sonora 209 199 95%

Housing ‐ Tamalpais 356 335 94%

Library 816 710 87%

Meiklejohn Hall 413 343 83%

Music & Business 404 347 86%

Parking Lots 129 110 85%

Physical Education 360 304 84%

Pioneer Amphitheater 2 2 100%

Pump House 1 1 100%

Recreation & Wellness Center 202 175 87%

Robinson Hall 153 135 88%


# of Work Orders Completed

% Complete

Science 1,292 1,069 83%Science Annex 14 13 93%Storage Area 11 10 91%

Student & Faculty Support 534 484 91%Student Administration 631 557 88%Student Health Center 236 199 84%Switch Gear House 3 2 67%Theater 167 135 81%Trailers 156 131 84%

University Grounds/Exterior 656 592 90%University Union 248 209 84%

University Union Addition 203 171 84%

University Wide Concord 11 9 82%

University Wide Hayward 33 27 82%

Valley Business & Technology 414 343 83%Welcome Center 11 9 82%


Annual Work Order Customer Satisfaction Survey

July 1, 2017

32

Response Legend

Outstanding 1

Exceeds Expectations 2

Meets Expectations 3

Needs Improvement 4

Unsatisfactory 5

Response Rate

Work Orders Completed 10,393

Number of Responses 448

Response Rate % 4.3%

0

1

2

3

4

5

The techniciancleaned up the worksite when completed.

The technician wascourteous and

professional whilecompleting the work.

The work wascompleted to my

satisfaction.

The work wascompleted within atimely manner.



Annual FD&O Employee Satisfaction Survey

July 1, 2017

33

0%

20%

40%

60%

80%

100%

Strongly Agree Somewhat Agree Neither agree Nor Disagree Somewhat Disagree Strongly Disagree

My department understands and addresses my needs?

2012 2013 2014 2015 2016

0%

20%

40%

60%

80%

100%


Present Satisfaction working at CSU East Bay?

2012 2013 2014 2015 2016



July 1, 2017

34

0%

20%

40%

60%

80%

100%


My communication with my manager is appropriate and answers my questions?

2012 2013 2014 2015 2016

0%

20%

40%

60%

80%

100%


I would recommend working at CSU East Bay?

2012 2013 2014 2015 2016



July 1, 2017

35

0

20

40

60

80

Census Result Participants

2012 2013 2014 2015 2016

0%

20%

40%

60%

80%

100%


Our department provides customers timely services and follow up?

2012 2013 2014 2015 2016


CSU Annual Facilities Satisfaction Survey

July 1, 2017

36

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17

Accessibility of buildings (ramps,railings, lifts, elevators)

Cleanliness/ condition ofhallways, stairs, lobbies, other

indoor public areas

Cleanliness/ condition ofinstructional areas (e.g.classrooms, labs, studios)

Custodial services (floor care,cleanliness, trash emptied)

Customer service (initialresponse from Facilities Service

desk)

Satisfied Neutral Dissatisfied

NOTE: Data within this survey was provided by CSU Chancellor's Office. Survey's were distributed via email to the campus community. This survey asked a series of questions on the satisfaction level of Facilities services from each respondent. Fiscal Year comparison is identified.



July 1, 2017

37

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2014‐15 2015‐16 2016‐17

Exterior public areas (walkways,roadways, bike paths)

Heat, ventilation, air conditioning(room temperature)

I am satisfied with the campusappearance and operations duringevening and weekend operations

I have noticedcontinued

improvement in thecampus landscape over

the past year

Indoor lighting





July 1, 2017

38

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17

Key service (key request anddistribution process)

Landscaping and grounds Our service staff is generallycourteous and helpful

Outdoor lighting Overall Facilities Services





July 1, 2017

39

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17 2014‐15 2015‐16 2016‐17

Response to incidents requiringexpedited response from

facilities (e.g. roof or toilet leak,threats to property, security of

facility)

Restrooms (cleanliness andsupplies)

Signs (e.g. location, visibility,accuracy, usefulness)

The process used to requestfacilities services or to report

problems

Timeliness of processing work‐order requests




Facilities Development & Operations Contact Information

July 1, 2017

40

Robert AndrewsDirector, Facilities Management

(510) [email protected]

Alvaro De SousaDirector, Business Operations


Keat SawDirector, Planning, Design, & Construction


Jim ZavagnoAssociate Vice President


David MillerManager, Maintenance


Kelvin PaceManager, Grounds / Custodial


25800 Carlos Bee Boulevard Hayward, California 94542Main Office (510) 885-4444

Fax (510) 885-4708

Loralyn PerryManager, Energy Management


http://www.csueastbay.edu/af/departments/facilities/index.html

facilities development and operations · auto mechanic 3% carpentry 7% contracts and administrative...

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