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FY 2003 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 Office of Research Services
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FY 2003Performance Management Plan PresentationConduct 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 Office of Research Services National Institutes of Health Date: January 21, 2004
Table of Contents Main Presentation PMP Template …………………………….……………………… 4 Customer Perspective……………………….…………………… 7 Internal Business Process Perspective………………………… 13 Learning and Growth Perspective……………………………… 19 Financial Perspective…………………………………………..… 24 Conclusions ……………………………………….…………….. 29
Table of Contents (cont.) Appendix Pages 2 and 3 of the PMP template………………….………………………………. 32
Relationship Among Performance Objectives • The DFM’s primary objective is to provide a fire-safe work environment for all NIH facilities • The DFM also seeks to work within the ORFDO time restrictions for design reviews, submittal reviews and construction inspections • Other objectives support these objectives as shown in the strategy map
C1A: Percent of Design Projects Reviewed • The DFM is intimately involved in all large 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 • FY03 data shows a slight drop in the number of projects sent to the DFM for design review • The NIH Building Permit Process will hopefully increase this percentage • An Occupancy Permit Process is also greatly needed
Customer Service Scorecard Methodology • Use a multi-method approach to gather data from DFM customers during FY04 • Gather perceptions of the NIH population regarding fire safety and fire prevention by providing 2 questions on the ORS Customer Service Scorecard Assessment (March 2004 time frame) • Design and deliver a point-of-service survey for ORFDO Facility Managers with Fire Safety Survey Reports • Ask them to complete the survey based on the service provided by the DFM 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 • Design and deliver a point-of-service survey for ORFDO Project Officers regarding service provided in design reviews and construction inspections • Include ORFDO Project Officers for both capital projects and smaller alteration projects • Interview the Clinical Center Safety Officer to ensure the DFM is providing support as needed
Customer PerspectiveWhat actions are planned? • Work with the ORFDO to ensure all projects are reviewed in design and inspected during construction • Conduct the ORS Customer Service Scorecard assessment in FY04 • Conduct a customer survey of the ORFDO Project Officers and Facility Managers • Conduct an interview with the Clinical Center Safety Officer
Internal Business Process PerspectiveWhat does the data tell you? • Turnaround times are increasing • % reviewed in 14 days or less decreasing • Construction inspection work increasing • More occupied square footage will mean the potential for more renovation projects • Adding DFM services for Ft. Detrick and NIH leased facilites will add more renovation projects • Full implementation of the Building Permit Process will add even more renovation projects
Internal Business Process PerspectiveWhat actions are planned? • Incomplete submissions will be returned (rather than keeping them open while waiting on additional information) • Expedited reviews will not be offered as a service (DFM Fire Protection Engineers will try to accommodate such requests when possible) • The addition of a 5th contract Fire Protection Engineer in FY05 is projected to accommodate the projected increase in workload • The DFM will add measures to flag submittals approaching the 14 day maximum turnaround time limit
LG1A – Fire Protection Inspector Staffing Levels (Based on 10/02 Data)
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 could be vacant within the next year based on planned retirements
Learning and Growth PerspectiveWhat actions are needed? • Initiation of a Fire Protection Inspection Services contract in FY04 • The hiring of two contract Fire Protection Inspectors has been budgeted in FY04 • ORS Management has committed to fill vacant Fire Protection Inspector positions with contractors • An increase in scope for the DFM (leased space, Ft. Detrick) will result in the need for more personnel resources
Unit Cost Data and Calculation DS1 – Engineering Reviews/Inspections$995,000 FY03 budget for DS1243 (design reviews) + 228 (submittal reviews) + 696 (inspections) = 1167 unitsDS1 Unit Cost = $852.61DS2 – Existing Facility Surveys$92,000 FY03 budget for DS29,535,000 sq. ft. = 9,535 units (1000 sq. ft. of building area)DS2 Unit Cost = $9.65DS3 - Training$141,955 FY03 budget for DS12,466 employee hours trainedDS3 Unit Cost = $57.56
Financial PerspectiveWhat does the data tell you? • The cost data provided to the DFM by the OBSF varies significantly from FY02 to FY04 • Trends cannot be developed until the cost data basis is consistent from year to year • The current CQM Fire Protection Engineering Services contract costs remain competitive with other local fire protection engineering firms
Financial PerspectiveWhat actions are planned? • Develop unit costs with consistent cost data • Initiate DS4 in FY04
Conclusions from the PMP • Turnaround times are increasing and will be monitored more closely [DS1] • The pilot program for the NIH Building Permit Process was initiated in FY03 [DS1] • The Building Permit Process will be expanded in FY04 [DS1] • An Occupancy Permit Process needs to be implemented [DS 1] • A new Fire Protection Inspection Services contract will be initiated in FY04 [DS2] • The tracking of operational deficiencies documented by the DFM during annual fire protection surveys will be initiated in FY 04 [DS2] • An increase of training outreach will be pursued in FY 04 [DS3] • The DFM has taken the responsibility for all fire-safety related policies, guidelines and specifications [DS4]
Appendix Pages 2 and 3 of template…………………………. 32
