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Strategic Capital Asset Management (SCAMP)

Strategic Capital Asset Management (SCAMP). COUNTY OF SAN DIEGO. “You Can’t Manage What You Can’t Measure”. Take the Road that Allows You to Achieve your Goal. San Diego County. More than 1,787 Facilities in the County Portfolio Totaling 9,085,943 Square Feet over 4000 Square Miles

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Strategic Capital Asset Management (SCAMP)

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  1. Strategic Capital Asset Management(SCAMP) COUNTY OF SAN DIEGO “You Can’t Manage What You Can’t Measure”

  2. Take the Road that Allows You to Achieve your Goal.

  3. San Diego County • More than 1,787 Facilities in the County Portfolio • Totaling 9,085,943 Square Feet over 4000 Square Miles • More Than 500 Facilities are over 30 Years Old! • Current Plant Value (CPV) of County Portfolio Estimated At $2.8 Billion • The County has Realized an Average Annual growth of 11 percent in Facility Square Footage over the past 5 Years. • The 10-Year Forecast for New Capital Facility Requirements Exceeds $1.2 Billion • As a Result of Budget Cuts in FY 04/05, Facility Operations Staff has been reduced by 30 percent.

  4. General Management System • Established in 1998 and Includes: • Long Range, Five-Year Strategic Planning Process • Incorporates a Two-Year Operational Plan which Encompasses the Budget Process • Monitoring and Controls on an Ongoing Basis • Utilizes Functional Threading to Maximize Efficiency

  5. General Management SystemOrganizational Chart Board of Supervisors Chief Administrative Officer (CAO) DCAO HHSA DCAO PSG DCAO LUEG DCAO FGGG DCAO CSG Departments Departments Departments Departments Departments

  6. ISF Transition • Established in FY 1998 / 1999 Under the CAO, Larry Pryor • Establishes Allocation of Funding to County Departments for Support of Facilities Operations, Architecture, Engineering, Project Management & Real Estate Services. • DGS Annual Budget Predicated on Actual Costs of Previous Year and Increases resulting from Salary Adjustments, Inflation and other Regulatory Requirements. • DGS Budget and Rates Approved by the Auditor Controller and Cost Commission Comprised of Group Finance Directors.

  7. Impacts • Capital Budget Process O&M Budget Allocation • Major Maintenance Funding Program • Unforeseen Requirements • Uninformed Customer Base • Diffused Long Range Goals and Programs • Lack of Continuity in the Capital Management Program

  8. Life-Cycle Approach • Cradle to grave thinking • Decisions today – Outcomes tomorrow • Standardized approaches yield predictable answers

  9. The PROGRAM • Facility Planning Board

  10. FACILITY PLANNING BOARD Auditor Controller Asst CFO Chair Deputy Director Facilities Advisory FINANCE DIRECTOR HHSA FINANCE DIRECTOR CSG FINANCE DIRECTOR PSG FINANCE DIRECTOR FG3 FINANCE DIRECTOR LUEG Departments Departments Departments Departments Departments Department of General Services Real Estate Fleet Facilities Ops AE & PM Capital Planning Department of General Services

  11. The PROGRAM • Facility Planning Board • Capital Planning Process

  12. CIP DEVELOPMENT MODEL GM’s Review, Prioritize and Authorize Projects for Step II Action Step I Process Initiated Commence Step II Call for Projects Issued By the Chief Financial Officer Facility Planning Board Reviews & Recommends County Depts. Prepare Required Forms to Include Justification and Prioritization forms DGS Prepares the “Call For Projects” Responses for Review DGS Capital Planning Assists in Preparation of Necessary Forms & Associated Operating & Maintenance Cost Estimates

  13. CIP DEVELOPMENT MODEL Commence Step II DGS Executes CIP GM’s Review, Prioritize and Approve the CIP CFO Prepares Necessary Financing Depts. Provide Funding OR GM’s s Approve and the CIP to the BOS for approval County Depts. Complete Required Step II Forms to Include Funding Sources & Construction Cost Estimates Group Review & Action $$$ Spending Plans $$$ Work Authorizations Facilities Planning Board Reviews & Recommends Adoption DGS Capital Planning Assists in Preparation of Necessary Forms & Associated Construction Cost Estimates DGS Prepares the CIP

  14. The PROGRAM • Facility Planning Board • Capital Planning Process • Structural Program Components

  15. The Weakest Link! Define Request Capture Oversight

  16. The PROGRAM • Facility Planning Board • Capital Planning Process • Structural Program Components • Consolidation of Planning, A/E, PM, and Facility Operations

  17. The PROGRAM • Facility Planning Board • Capital Planning Process • Structural Program Components • Consolidation of Planning, A/E, PM, and Facility Operations • Implementation of Software Systems

  18. Structural Connectivity Builder Condition Assessment Program Data Builder PM Modules Master Format 04 Tririga FC8i Life Cycle / Sustainability Models

  19. The PROGRAM • Facility Planning Board • Capital Planning Process • Structural Program Components • Consolidation of Planning, A/E, PM, and Facility Operations • Implementation of Software Systems • Structured Processes

  20. Standards and Metrics • Baseline Starting Condition • Formalized Operations and Maintenance • Resource Expenditures • Expertise/Skill Types • Service Levels/Types of Activities • Identify Expected Outcome • Reporting/Performance Metrics • Planned versus Accomplished • Levels of Expenditure • Condition Index • Remaining Life

  21. Metrics • O&M Expenditures/CRV (2-4%) • Percent PM’s Completed • O&M Accomplished versus Plan • O&M Sustainability Metric • Person Hours Planned versus Accomplished • Asset Condition • Facility Condition Index • Economic Remaining Life

  22. The PROGRAM • Facility Planning Board • Capital Planning Process • Structural Program Components • Consolidation of Planning, A/E, PM, and Facility Operations • Implementation of Software Systems • Structured Processes • Linking of Capital Costs to Operation Costs

  23. SCAMP Summary Facilities Management Pre-Design Phase – Master Planning/Programming Design Phase - Architectural/Engineering Services Construction Phase – Construction Management/Construction Administration Program Management Asset Life Cycle Determination of Needs/Requirements for New Assets Operation/Maintenance of Assets Facilities Management Capital Expenditure Pre-Design Design/Construction Operations/Maintenances • Facilities Management • Inventory • Condition Assessment • Preventive Maintenance Standards • Component Renewal Forecasting • Operations/Maintenance Support • Resource Prioritization • Capital Budgeting • New Asset • Construction Value • Design Life • Funding Source • Performance Parameters • Facilities Management • Site Selection • Infrastructure Constraints Analysis • Due Diligence/Real Estate Support • Economic Analysis • Risk Analysis • Standards Development • Facilities Management • Life Cycle Cost Analysis • Operational Evaluations • O&M Cost Projection • Standards

  24. Components “Building Blocks” REMAINING LIFE ASSET CONDITION COMPONENT RENEWAL O&M EXPENDITURES BASELINE CONDITION MAINTENANCE STANDARDS INVENTORY

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