This presentation was created as part of the Brevard Public Schools Baldrige National Education Award Application effort. This presentation describes the relationship between the Facilities Department key work processes and the District's Strategic Plan and key performance indicators.

1. FACILITIES SERVICES &
DISTRICT and SCHOOL SECURITY
SIX SIGMA INITIATIVE
Work System Owner
Ed Curry
Work System Enabling Leader
Dane Theodore, Director
Six Sigma Black Belt
Robert J. Wiebel, CM, CSSBB
3/25/2009 1

2. INITIATIVE CATEGORIES
• Facilities Key Priority and Work Processes
• Facilities and Student Performance Relationship
• Facilities Balanced Scorecard
•Key Priority Process Owners
• Facilities Key Priority Processes Relationship To
District Work Systems
• District Strategic Plan and Key Priority Indicator
Relationships
• Facilities / District Strategic Plan and District Key
Performance Indicator Direct Relationship Matrix.
3/25/2009 2

3. The Facilities and Student Performance
Relationship
BPS Facilities recognizes the impact
that high quality learning spaces have
on the performance of students.
The Facilities Wheel explains the
relationship between high quality
learning spaces, funding and the
increased student performance as a
result of high quality facilities.
Since the start of the ten-year new
construction, renovation and
remodeling and maintenance program
in FY 2006, BPS is on tract to invest
over $$750,000,000 to improve over
11,000,000 square feet of school and
ancillary infrastructure.
3/25/2009 3

4. Facilities Balanced Approach
Continuous improvements are
realized through the deployment of
Six Sigma (DMAIC) process
improvement tools and
methodologies.
BPS Facilities utilizes a Balanced approach to sustain the
results of the 10-Year Facilities Improvement Program.
3/25/2009 4

5. Facilities & Security Key Priority
& Work Processes
3/25/2009 5

6. Facilities & Security Key
Priority Process Owners
Planning – Mike Gaffney, Manager
Design – Anibal Caussade, Project Manager
Construction – Dennis Bonny, Project Manager
Plant Maintenance & Operations – Walt Petters, Director
Environmental, Health, Safety and Code Compliance – Jim Powers, Env. Engr.
Resource Conservation – Art Johnson, Project Manager
District and School Security - Andrea Alford, Director
3/25/2009 6

7. District Key Priority Processes Relationship
To District Work Systems
The Enabling Work
System 5 Facilities
priority processes
provide the Student
Achievement Work
System with adequate
and appropriate facilities
that are 1st in Nation
Schools. District facilities
provides the backbone
for which all other
District Work Systems
can achieve the goals
and objectives set forth
in the District Strategic
Plan and Key
Performance Indicators.
3/25/2009 7

8. District Strategic Plan and District Key
Performance Indicator Relationships
The BPS Strategic Plan contains eighty (80) objectives in four goal categories,
with 16 of these objectives being Key Performance Indicators (KPIs).
Objective Categories:
• Goal 1 Student Achievement (38 Objectives / 11 KPIs)‫‏‬
• Goal 2 Safe and Healthy Learning and Work Environment (17
Objectives / 1 KPI)‫‏‬
• Goal 3 Capable and Engaged Workforce (11 Objectives / 2 KPIs)‫‏‬
• Goal 4 Fiscal Responsibility and Financial and Organizational
Effectiveness (14 Objectives / 2 KPI)
3/25/2009 8

9. District Strategic Plan and District Key
Performance Indicator Relationships
Out of the BPS Strategic Plan eighty (80) objectives and sixteen (16) KPIs in four goal categories,
the Facilities Key Priority Processes have eleven (11) direct and Sixty-nine (69) indirect
relationships. There is one Facilities direct relationships involving a KPI.
Direct Relationships:
• Goal 2.1.1 Finalize and implement and annual comprehensive safety and security audit in every school by 2009-2010.
• Goal 2.1.2 Review and update school safety and security plans in accordance with Safe School Standards by June 30,2009.
• Goal 2.1.3 Conduct training using federal guidelines for emergency response and crisis management preparation, mitigation,
response and recovery for all district personnel and administrators at leadership team meetings by June 30, 2009.
• Goal 2.1.4 Develop a timeline for implementation of appropriate Review for Safety and Security Committee
recommendations by June 2009.
• Goal 2.1.5 Develop and implement a 5 Star Comprehensive Review for Safety and Security by June 2009.
• Goal 2.2.1 Create adequate classroom space including relocatable classrooms to meet the requirements imposed by Class
Size Reduction (CSR), Growth Management (SB360) Legislation, and Secondary Schools of National Prominence (SSNP)
with redistricting, new permanent and/or relocatable space by 2011 – 2012.
3/25/2009 9

10. District Strategic Plan and District Key
Performance Indicator Relationships
(Continued)‫‏‬
Direct Relationships:
• Goal 2.2.2 Provide facility improvements to support the new Secondary Schools of National Prominence (SSNP) by 2012 –
2013.
• Goal 2.2.3 Develop a plan to achieve 100% level of service by 2011-2012.
• Goal 2.3.1 Create and implement a scheduled Maintenance Improvement Plan by January 2009 to provide adequate
teaching/learning environments for all schools to complement the 10-Year Facility improvement Plan initiative.
• Goal 2.3.2 Implement a plan by January 2009 to improve the exterior appearance of all schools / district support sites as
part of the implementation of the 10-Year Facilities Improvement Plan.
• Goal 2.3.3 Develop and implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide
energy costs.
• Goal 4.3.1 (KPI) Brevard Public Schools will attain Malcolm Baldrige Award by June 2010.
3/25/2009 10

11. Facilities / District Strategic Plan and District Key
Performance Indicator Direct Relationship Matrix
GOAL 2: SAFE AND HEALTHY LEARNING AND WORK ENVIRONMENT
Strategic Plan References > SP 2.1.1 SP 2.1.2 SP 2.1.3 SP 2.1.4 SP 2.1.5 SP 2.2.1 SP 2.2.2 SP 2.2.3 SP 2.3.1 SP 2.3.2 SP 2.3.3
Facilities Key Priority Processes
Planning X X X
Design X X X
Construction X X X
Plant Operation and Maintenance X X X
Environmental Health, Safety and
Code Compliance
X X
Resource Conservation X X
District and School Security X X X X X
The indirect relationship between the seven (7) Facilities Key Priority Processes
and the sixty-nine (69) strategic plan goals and objectives lies the fact that high
quality facility learning spaces contribute to accomplishment of all District goals
and objectives.
3/25/2009 11

12. Facilities & Security Flow Chart
OUTPUT MEASURES
Q1 - FISH Data Accuracy
Q2 -Facility Design Capacity Utilization (%)t
Q3 - Construction Critical Path Milestones (%
Variance from Construction Schedule)‫‏‬
Q4 - Construction Budget vs. Actual Construction
Costs (% Variance)‫‏‬
Q5 - Operations Cost Per GSF
Q6 - Maintenance Cost Per GSF
Q7 - Regulatory And Code Compliance Inspection
Milestones
Q8 - Regulatory And Code Compliance Annual
Reports Milestones
Q9 - Reduce Electrical Usage 10% By End Of FY
08/09
Q10 - Reduce Water Usage By 10% By End Of FY
09/10
Q11 - Reduce Gas / Heating Oil Usage By 10% By
End Of FY 09/10
Q12 - Reduce The Volume Of Trash Hauled 10%By
End Of FY 09/10
Q13 - Compliance With Federal, State, Local And
School Board Requirements
Q14 - Prevent School Violence ( SESIR Incident
Ratio - # Criminal Incidents / Student Population)‫‏‬
Q15 - Reduce Security Risks And Liability
(# Planned Security Training Session / # Actual
Security Training Sessions)‫‏‬
Q16 - Improve School - Community Relations On
School Security (# Site Or Community Visits
Conducted / # Site Or Community Visits Planned)‫‏‬
3/25/2009 12

13. Work
System 5 MANAGE FACILITIES &
Process: SECURITY Process Owner: E. Curry
W BREVARD PUBLIC SCHOOLS
HO
CUSTOMERS OTHER
STEP & MARKET LEADERSHIP COMMUNITY WORKFORCE FACILITIES STAKEHOLDERS
NEED TO PROVIDE FIRST IN NATION FACILITIES AND LEARNING SPACES THROUGH
EFFICIENT AND EFFECTIVE FACILITIES PLANNING, DESIGN, CONSTRUCTION,
NEED PLANT OPERATIONS & MAINTENANCE AND SECURITY.
IDENTIFY IDENTIFY CURRENT AND EMERGING FACILITES & SECURITY NEEDS RELATIVE TO EXISTING POLICIES, STANDARDS AND PROGRAMS
FACILITIES & SECURITY POLICIES NO
QUESTION
STANDARDS AND / OR
PROGRAMS OK? ?
YES
ESTABLISH ESTABLISH / REVISE POLICIES, STANDARDS, AND PROGRAMS TO ADDRESS / MEET CUSTOMER NEEDS
REVISW
ASSESS ASSESS FACILITIES & SECURITY CAPABILITY TO MEET NEEDS AND FULFILL POLICIES TO BECOME FIRST IN THE NATION IN FACILITIES
QUESTION NO
ABLE TO IMPROVE CAPABILITY? ?
YES FACILITIES & SECURITY SYSTEMS CAPABLE?
NO
QUESTION
?
YES
CREATE CREATE STRATEGIC GOALS AND OBJECTIVES TO IMPROVE FACILITIES & SECURITY SYSTEM CAPABILITY
DEVELOP, ALIGN, COORDINATE AND DEPLOY STRATEGIC FACILITIES PLANNING STRATEGIES, TACTICS,
APPROVE AND PROJECTS TO ENSURE FACILITIES & SECURITY SYSTEM CAPABILITY.
DELIVER
DELIVER FACILITIES & SECURITY SYSTEMS THROUGH EXECUTED STRATEGIC PLANS & KEY PRIORITY PROCESSES
MONITOR MONITOR (ONGOING) FACILITY & SECURITY DELIVERY PERFORMANCE AND STRATEGIC PLAN PROGRESS.
PERFORMANCE AND / OR PROGRESS OK?
NO
QUESTION
?
YES
DEVELOP DEVELOP PERFORMANCE IMPROVEMENT PLANS / PROVIDE TECHNICAL ASSISTANCE.
EVALUATE OVERALL FACILITIES & SECURITY SYSTEM EFFECTIVENESS AND DOCUMENT LESSONS
EVALUATE LEARNED / REPLICATE BEST PRACTICES
FIRST IN NATION FACILITIES PLANNING, DESIGN, CONSTRUCTION, PLANT OPERATIONS & MAINTNENACE
NEED AND SAFETY / SECURITY ACHIEVED.
MET
Q1 - FISH Data Accuracy Q13 - Reduce The Volume Of Trash Hauled 10%By End Of FY 09/10
Q2 -Facility Design Capacity Utilization (%) Q14 - Compliance With Federal, State, Local And School Board
Requirements
Q3 - Cost of Errors & Omissions as a % of Total Construction Cost
Q15 - Prevent School Violence ( Sesir Incident Ratio - # Criminal
Q4 - Construction Critical Path Milestones (% Variance from Construction
Incidents / Student Population)
Schedule)
Q5 - Construction Budget vs. Actual Construction Costs (% Variance) Q16 - Reduce Security Risks And Liability
Q6 - Operations Cost Per GSF (# Planned Security Training Session / # Actual Security Training
Sessions)
Q7 - Maintenance Cost Per GSF
Q17 - Improve School - Community Relations On School Security (#
Q8 - Regulatory And Code Compliance Inspection Milestones
Site Or Community Visits Conducted / # Site Or Community Visits
Q9 - Regulatory And Code Compliance Annual Reports Milestones Planned)
Q10 - Reduce Electrical Usage 10% By End Of FY 08/09
Q11 - Reduce Water Usage By 10% By End Of FY 09/10
Q12 - Reduce Gas / Heating Oil Usage By 10% By End Of FY 09/10
Facilities Services / Robert J. Wiebel / Ed Curry 3/7/09

14. Work DELIVER FACILITIES & SECURITY
SYSTEMS THROUGH EXECUTED
System 5 STRATEGIC PLANS & KEY
Process: PRIORITY PROCESSES Process Owner: E. CURRY
W BPS
HO SCHOOL EXTERNAL STAKEHOLDERS,
BOARD BPS FACILITIES COMMUNITY, CONTRACTORS
STEP
NEED IS TO DELIVER FACILITIES SYSTEMS THROUGH EXECUTED
NEED STRATEGIC PLANS & KEY PRIORITY PROCESSES
KPP1 PLANNING DELIVERABLES:
D1. FISH Certification
SP 2.2.1 / 2.2.2 / 2.2.3
D2. Growth Management Projections
MANAGE FACILITIES D3. 5-Year Facility Plan
FACILITIES PLANNING
D4. School Concurrency Application
D5. Educational Plant Survey
PLANNING D6. Student Accommodation Plan
D7. Boundary Change Recommendations
KPP2 DESIGN DELIVERABLES:
MANAGE SP 2.2.1 / 2.2.2 / 2.3.2 D1. Construction Scope of Work
D2. Bid Documents
FACILITIES FACILITIES D3. Design Criteria Package
DESIGN DESIGN D4. Project Plans
D5. Project Specifications
D6. Approved Plans and Specifications
KPP3 CONSTRUCTION DELIVERABLES:
SP 2.2.1 / 2.2.2 / 2.3.2 D1. Certificate of Occupancy (CO)
MANAGE D2. Projects Constructed per BPS Design
FACILITIES FACILITIES Specifications, Florida Building Code, and State
CONSTRUCTION CONSTRUCTION Requirements for Educational Facilities
D3. Certificate of Final Inspection (CFI)
D4. As-Built Project Plans
KPP4
SP 2.2.2 / 2.3.1 / 2.3.2
MANAGE PO&M DELIVERABLES:
FACILITIES D1- Monthly Work Order Report
PLANT
D2 - Annual Facility Condition OPERATIONS &
PO&M MAINTENANCE
Assessment Report
KPP5
EHSCC DELIVERABLES:
SP 2.1.1 / 2.1.2 / 2.1.4 / 2.1.5 D1 - School Inspection Findings
Report
MANAGE FACILITIES D2 - Annual Comprehensive
FACILITIES ENVIRONMENTAL Fire,Safety, Casualty, &
EHSCC HEALTH, SAFETY Sanitation Report
AND CODE COMPLIANCE D3 - Annual Custodial Assessment
Report
D4 - Annual Building & Code
RC DELIVERABLES:
D1 - Monthly Facility Audit & KPP6
MANAGE Inspection Reports SP 2.3.3
FACILITIES D2 - Cost Benefit Analysis Reports
D3 - Monthly Facility And FACILITIES
RESOURCE Behavioral Modification RESOURCE
CONSERVATION Improvement Recommendations List
CONSERVATION
D4 - Monthly Senior Staff Resource
Conservation Box Score
D5 - Monthly District And School
Resource Conservation Box Score
KPP7 SECURITY DELIVERABLES:
D1 - OPPAGA REPORT
SP 2.1.1 / 2.1.2 / 2.1.3 / 2.1.4 / 2.1.5 D2 - SCIRM
MANAGE D3 - SESIR
DISTRICT & SCHOOL
DISTRICT & SECURITY
D4 - EVACUATION PLAN
SCHOOL D5 - SAFETY PLAN
D6 - DISTRICT HOMELAND SECURITY
SECURITY DIRECTIVE
ARE THE NEWLY CONSTRUCTED,
RENOVATED, REMODELED AND / OR
MAINTAINED FACILITIES AND LEARNING NO
QUESTION SPACES PERFORMING IN ACCORDANCE
WITH STRATEGIC PLANS AND THE
?
CUSTOMER NEEDS?
YES
NEED IS MET
MANAGED
Q1 - FISH Data Accuracy Q13 - Reduce The Volume Of Trash Hauled 10%By End Of FY 09/10
Q2 - Facility Design Capacity Utilization (%) Q14 - Compliance With Federal, State, Local And School Board
Requirements
Q3 - Cost of Errors & Omissions as a % of Total Construction Cost
Q15 - Prevent School Violence ( Sesir Incident Ratio - # Criminal
Q4 - Construction Critical Path Milestones (% Variance from Construction
Incidents / Student Population)
Schedule)
Q5 - Construction Budget vs. Actual Construction Costs (% Variance) Q16 - Reduce Security Risks And Liability
Q6 - Operations Cost Per GSF (# Planned Security Training Session / # Actual Security Training
Sessions)
Q7 - Maintenance Cost Per GSF
Q17 - Improve School - Community Relations On School Security (#
Q8 - Regulatory And Code Compliance Inspection Milestones
Site Or Community Visits Conducted / # Site Or Community Visits
Q9 - Regulatory And Code Compliance Annual Reports Milestones Planned)
Q10 - Reduce Electrical Usage 10% By End Of FY 08/09
Q11 - Reduce Water Usage By 10% By End Of FY 09/10
Q12 - Reduce Gas / Heating Oil Usage By 10% By End Of FY 09/10
FACILITIES SERVICES / Robert J. Wiebel & Ed Curry 3/7/09

15. Key Priority MANAGE
Process (1): FACILITIES PLANNING Process Owner: D. THEODORE
W BPS BPS
HO STATE AND BPS
SCHOOL LOCAL FACILITIES DEPARTMENTS
STEP BOARD GOVERNMENT PLANNING & SCHOOLS
To ensure adequate and appropriate educational
NEED FACILITY facilities to accommodate projected student
NEED PLANNING membership and program offerings
INVOLVES STATE &
LOCAL GOV’T?
NO
QUESTION DELIVERABLES: ?
D1. FISH Certification YES
D2. Growth Management
Projections STATUTORY NO
QUESTION D3. 5-Year Facility Plan REQUIREMENTS? ?
D4. School Concurrency YES
Application BA D1
D5. Educational Plant Survey
MAINTAIN & D6. Student Accommodation Plan KWP1 MAINTAIN & MAINTAIN OTHER
CERTIFY PLANNING DATA
CERTIFY D7. Boundary Change BPS FISH DATA
Recommendations
P1 - Data Accuracy
D2
DEVELOP, OBTAIN DISTRICT / FINANCE
PUBLISH & KWP2 DEVELOP & PUBLISH STUDENT PROJECTIONS
GROWTH MANAGEMENT PROJECTIONS
OBTAIN
P2 - Growth Management Projections
Schedule Milestones D6
BA
DEVELOP &
KWP6 DEVELOP & PUBLISH
PUBLISH STUDENT ACCOMMODATION PLAN
P6 - Student Accommodation
BA D3 Plan Schedule Milestones
DEVELOP &
PUBLISH KWP3 DEVELOP & PUBLISH
5-YEAR FACILITY PLAN
P3 - 5-Year Facility Plan
Schedule Milestones BA D7
BOUNDARY
DEVELOP & PUBLISH
CHANGES KWP7 BOUNDARY CHANGES
D4 P7 - Boundary Changes
Schedule Milestones
KWP4 PERFORM SCHOOL
CONCURRENCY ACTIVITIES
PERFORM
P4 - # School Concurrency Applications
P5- Application Review Cycle Time
BA D5
DEVELOP & PUBLISH
DEVELOP & KWP5 EDUCATIONAL
PLANT SURVEY
PUBLISH
P8 - Educational Plant Survey
Schedule Milestones
KWP8
MANAGE
MANAGE IMPACT
FEE ACTIVITIES
P9 - Impact Fee Activity
Schedule Milestone
Legend:
MANAGED BA - Board Approval Required for Submittals
NEED IS
MET FISH - Florida Inventory of School Houses
SAP - School Accommodation Plan
SCA - School Concurrency Activities
EPS - Educational Plant Survey
Q1 - FISH Data Accuracy Q3 - BPS Submittals On Time
Q2 - State and Local Submittals On Time Q4 - Facility Design Capacity Utilization (%)
FACILITIES SERVICES / Robert J. Wiebel & Mike Gaffney 2/11/09

16. Key Priority MANAGE
Process (2): FACILITIES DESIGN Process Owner: D. THEODORE
W BPS
HO BPS EDUCATIONAL BPS
CONTRACT
SCHOOL ARCHITECT
DEPARTMENTS FACILITIES
STEP BOARD & ENGINEER
AND SCHOOLS SERVICES
NEED
PROJECT
NEED DESIGN
DELIVERABLES:
D1. Construction Scope of Work
D2. Bid Documents
PERFORM KWP 1 PERFORM PROGRAM DEVELOPMENT
D3. Design Criteria Package
D4. Project Plans
P1 - Pre-Design Schedule Milestones D5. Project Specifications
D6. Approved Plans and
DEVELOP KWP 2 DEVELOP BUDGET Specifications
M/E/P Construction <$50,000
or Placement / Hookup of
QUESTION Relocatable Units?
? NO
YES
DEVELOP D1
KWP 3 DEVELOP
Design / Build
BID DOCUMENTS D2 (D/B) Project?
QUESTION
?
Design / Bid /
Build Project?
APPROVE KWP 4
PROGRAM PROGRAM
BUDGET APPROVAL BY APPROVAL BY BUDGET
A&E BOARD BOARD DCP
BOARD
NO
QUESTION APPROVAL
?
REQUIRED?
YES
KWP 5
DEVELOP D3 DEVELOP DESIGN CRITERIA PACKAGE
APPROVE KWP 4 APPROVAL BY
BOARD
SELECT A & E SELECT DESIGN / BUILD
SELECT CONTRACTOR
APPROVE GO TO
FACILITIES APPROVAL BY
CONSTRUCTION BOARD
FLOW CHART
KWP 6
DESIGN D4
DESIGN PROJECT
D5
P2 - Project Design Schedule Milestones
NO
P3 - Cost Variance @ Design Deliverable
QUESTION Milestones ?
PROJECT DESIGN
YES COMPLETE?
KWP 7
SUPPORT D6 SUPPORT BID & PERMIT ACTIVITIES
P4 - Bid & Permit Support Schedule Milestones
KWP 8
SUPPORT SUPPORT CONSTRUCTION & CONSTRUCTION CLOSEOUT ACTIVITIES
P5 - Construction & Construction Closeout Support
Schedule Milestones
NO
QUESTION P6 - Cost of Errors & Omissions as % of Construction
?
Costs at Schedule Milestones CONSTRUCTION &
YES CLOSEOUT
COMPLETE?
CLOSEOUT KWP 9 CLOSEOUT A&E CONTRACT
P7 - A&E Contract Closeout Schedule Milestones
NO
QUESTION ? A&E CONTRACT
CLOSEOUT
YES COMPLETE?
MANAGED NEED IS
MET
Q1 - Cost of Errors & Omissions Q3 - % Variance from Design Budget
as a % of Total Construction Cost
Q2 - % Variance from Design Schedule
FACILITIES SERVICES / Robert J. Wiebel & Anibal Caussade 2/11/09

17. Key Priority MANAGE
Process (3): FACILITIES CONSTRUCTION Process Owner: D. THEODORE
W
HO
BPS BPS
STEP SCHOOL BOARD FACILITIES SERVICES CONTRACTOR
NEED PROJECT
NEED CONSTRUCTED DELIVERABLES:
KWP1 D1. Certificate of Occupancy (CO)
D2. Projects Constructed per BPS
SELECT SELECT Design Specifications, Florida
CONTRACTOR Building Code, and State
Requirements for Educational
BOARD Facilities
NO
APPROVAL
QUESTION REQUIRED? ? D3. Certificate of Final Inspection
(CFI)
KWP2 YES D4. As-Built Project Plans
APPROVE APPROVE CONTRACTOR BY BOARD
NO
BOARD
QUESTION APPROVED? ? KWP3
YES
PERFORM PERFORM PRE-CONSTRUCTION ACTIVITIES
Manage Project P Indicators P1 - Pre-Construction Activity Milestones
P2 - Construction Critical Path Milestones PRE-CONSTRUCTION NO
QUESTION REQUIREMENTS MET? ?
P3 - Cumulative Use of Estimated Contingency
Funds as a Percent (%) of Cumulative YES
Construction Costs ISSUE
ISSUE NOTICE TO
P4 - Cumulative Sales Tax Savings as a PROCEED
% of Construction Cost
KWP4
MANAGE P5 - Monthly Construction Budget vs. Actual Construction
Cost Variance MANAGE PROJECT
P6 - Construction-Related School Environmental
Number of Safety Incident Report (SESIR) Incidents HAS THE CONTRACTOR NO
QUESTION Involving Students and School Staff MET SUBSTANTIAL
COMPLETION REQUIREMENTS? ?
P7 - Number of Construction Worker Safety Incidents YES
KWP5
P8 - Number of Jessica Lundsford Act (JLA) Incidents
PERFORM
PERFORM SUBSTANTIAL COMPLETION ACTIVITIES
P9 - Substantial Completion CAN A
NO
QUESTION Activity Milestones CERTIFICATE
OF OCCUPANCY
(CO) BE ISSUED?
?
YES
START START WARRANTY
ISSUE
CO D1
ISSUE KWP6
P10 - Construction Closeout
Activity Milestones PERFORM CONSTRUCTION CLOSEOUT ACTIVITIES
PERFORM
NO
CONSTRUCTION
CLOSEOUT COMPLETE? ?
QUESTION
D2 YES
PROJECT NO
QUESTION
VALUE <$200K? ?
OBTAIN D3
YES CFI
OBTAIN KWP7
P11 - Administrative Closeout
Activity Milestones PERFORM ADMINISTRATIVE CLOSEOUT ACTIVITIES
PERFORM P12 - Number Warranty Requests
NO
ADMINISTRATIVE
CLOSEOUT COMPLETE? ?
QUESTION YES
D4
MANAGED NEED IS
MET
Q1 - Actual Sales Tax Savings / Q4 - Construction-Related SESIR Incidents
Possible Sales Tax Savings
(%) Q5 - Construction Safety JLA Security Incidents
Q2 - Construction Critical Path Milestones Q6 - Warranty Actions
(% Variance from Construction Schedule)
Q3 - Construction Budget vs. Actual
Construction Costs (% Variance)
FACILITIES SERVICES / Robert J. Wiebel & Dennis Bonny 2/11/09

18. MANAGE FACILITIES
Key Priority OPERATIONS AND
Process (4): MAINTENANCE( 9562) Process Owner: WALT PETTERS
W BPS BPS
HO FACILITIES OPERATIONS SCHOOLS AND
SCHOOL AND MAINTENANCE
STEP BOARD DEPARTMENTS
PROVIDE WELL MAINTAINED, SAFE AND COMFORTABLE FACILITIES
NEED NEED TO SUPPORT THE BPS EDUCATIONAL PROCESS.
Note:
OPEN This chart represents a typical daily operation process. The OPEN
FACILITY
school principal operates the facility in conjunction with PO&M.
OPERATE
OPERATE FACILITY
KWP1
P1 - Operational Systems
MONITOR Monitoring Hours
MONITOR FACILITY
of Operation
OPERATIONAL SYSTEMS
DELIVERABLES:
D1- MONTHLY WORK
QUESTION ORDER REPORT
NO
IS THE FACILITY
D2 - ANNUAL FACILITY
OPERATING AS PLANNED? ?
CONDITION ASSESSMENT
YES
REPORT
QUESTION
PREVENTATIVE
MAINTENANCE (PM) NO
WORK NEEDED? ?
QUESTION
CAN PROBLEM BE FIXED
YES BY FACILITY’S CUSTODIAL STAFF? NO
?
KWP2
PERFORM YES
P2 - PM Work Per Month PERFORM FIX
PM WORK PROBLEM
FIX
QUESTION
PROBLEM NO
FIXED? ?
QUESTION YES
P3 - School-Generated W/O Per Month
P4 - Service W/O Per Month KWP3
P5 - PO&M-Generated W/O Per Month
P6 - # W/O Opened / Closed Per Month
PROCESS WORK ORDER(S)
PROCESS P7 - # Backlogged W/O Per Month
P8 - Aging W/O Per Month
P9 - Operations Cost Per Month
P10 - Maintenance Cost Per Month
WORK ORDER
QUESTION NO
CLOSED?
?
YES
END OF NORMAL NO
QUESTION FACILITY OPERATION?
?
YES
END OF EXTENDED NO
FACILITY OPERATION?
QUESTION
?
YES
CLOSE FACILITY
CLOSE
NEED IS
MANAGED MET
Q1 - Operations Cost Per GSF Q6 - PM / Service W/O Ratio
Q2 - Maintenance Cost Per GSF Q7 - PO&M / Facility-Generated W/O Ratio
Q3 - Total (Operations + Maintenance) Cost Per GSF Q8 - PM Work Order Backlog Per Year
Q4 - PM and W/O Activity Per Year
Q5 - W/O Backlog Per Year
FACILITIES SERVICES / Robert J. Wiebel & Walt Petters 2/11/09

19. MANAGE ENVIRONMENTAL,
Key Priority SAFETY & CODE
Process (5): COMPLIANCE Process Owner: J. POWERS
W BPS
HO
BPS SCHOOL ENVIRONMENTAL & BPS
STEP BOARD CODE COMPLIANCE PO&M OTHER
NEED MANAGE
ENVIRONMENTAL &
CODE COMPLIANCE
KWP1
PREPARE P1 - # POLICIES, PROCEDURES, PLANS, TRAINING
UPDATE PREPARE ENV/ SAFETY COURSES, CHECKLISTS, MANUALS, SURVEYS,
& CODE COMPLIANCE
DOCUMENTS HANDBOOKS AND PAMPHLETS DEVELOPED,
REVIEWED & UPDATED
QUESTION Regulatory
Compliance NO
P2 # OF COMPREHENSIVE FIRE
Activity? ?
SAFETY CASUALTY SANITATION YES
INSPECTIONS PERFORMED KWP2
P3 SERVICE RESPONSE TIME TO
INSPECT COMPLETE BUILDING FIELD
INSPECTIONS. INSPECT FACILITIES &
INFRASTRUCTURE
P4 - TIME TO ISSUED TEMP CO
(OEF 110B)
P5 - TIME TO COMPLETE FINAL
ISSUE INSPECTIONS.
ISSUE INSPECTION
REPORTS
P6 - TIME TO ISSUE CERTIFICATE OF
FINAL INSPECTION (OEF 209)
QUESTION P7 - # ENVIRONMENTAL
INSPECTIONS PERFORMED Facilities in NO
Compliance? ? KWP3
MONITOR YES
MONITOR &
P8 # OF CUSTODIANS TRAINED COMMUNICATE
REGULATORY / CODE
P9 # OF FACILITY CUSTODIAL ANNUAL & NON-COMPLIANCE
BI-ANNUAL ASSESSMENTS CONDUCTED
KWP4
P10 # OF CLEAN CAMPUS REPORTS P16 # Meetings Held
RECEIVED
PERFORM PERFORM P17 #work Orders Issued
P11 CLEAN CAMPUS REPORT RECEIVED, CUSTODIAL
REVIEWED, AND ACTIONS TAKEN P18 # Reinspections Completed
SUPPORT
P19 Capital Deficiency Report Schedule
Milestones
KWP5 P20 Comprehensive Environmental, Safety
Casulty And Code Compliance Report
Report Schedule Milestones
P12 # Of Unplanned Incidents
Responses
MONITOR &
MONITOR COMMUNICATE
P13 Unplanned Incident REGULATORY / CODE
Response Time COMPLIANCE
P14 # Of Training Classes
Conducted
P15 # Unplanned Life Safety
Evaluations Requested
Deliverables:
D1 - School Inspection Findings Report
D2 - Annual Comprehensive Fire, Safety, Casualty, &
Sanitation Report
MANAGED NEED IS D3 - Annual Custodial Assessment Report
MET
D4 - Annual Building & Code Compliance Activity
Report
Q1 - ALL SCHOOLS CUSTODIAL ASSESSMENT Q3 - REGULATORY AND CODE COMPLIANCE INSPECTION
RATING OF 90% MILESTONES
Q2 - 75% SCHOOL CUSTODIANS CERTIFIED Q4 - REGULATORY AND CODE COMPLIANCE ANNUAL
LEVEL 1 & 50% SCHOOL CUSTODIANS REPORTS MILESTONES
CERTIFIED LEVEL 2
FACILITIES SERVICES: ROBERT J. WIEBEL / JIM POWERS 2/11/09

20. MANAGE DISTRICT
Key Priority RESOURCE
CONSERVATION
Process (6): Process Owner: A. JOHNSON
W
HO
BPS SCHOOL FACILITIES RESOURCE
STEP BOARD CONSERVATION SCHOOL
NEED MANAGE DISTRICT & SCHOOL Identify district wide resource conservation
RESOURCE CONSERVATION initiatives to reduce facility operation costs related to
electrical, water, and gas usage, trash disposal and facility
KWP = Key Work Process
efficiencies.
P1 - # POLICIES, PROCEDURES, PLANS, TRAINING
PREPARE PREPARE RESOURCE COURSES, CHECKLISTS, MANUALS, SURVEYS,
KWP1 CONSERVATION DOCUMENTS HANDBOOKS AND PAMPHLETS DEVELOPED,
REVIEWED & UPDATED
P2 - # OF UTILITY CONSUMPTION
REPORTS / BILLS COLLECTED
IDENTIFICATION OF FACILITY P3 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY
& BEHAVIORAL MODIFICATION
IDENTIFY KWP2 IMPROVEMENTS &
AUDITS PERFORMED
RECOMMEND P4 - # OF MONTHLY INSPECTION REPORTS AND
RECOMMENDATIONS 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
QUESTION ISSUED
IS THE RECOMMENDATION NO
A FACILITY IMPROVEMENT? ?
YES
KWP3 PERFORM BEHAVIORAL
PERFORM MODIFICATION TRAINING
P9 - # OF SCHOOL RECEIVING A BEHAVIORAL MODIFICATION
IS THE FACILITY NO RATING SCORE EQUAL TO OR GREATER THAN 90%
QUESTION
RECOMMENDATION
COMPLEX?
?
YES
KWP4 IMPLEMENT NON-COMPLEX
IMPLEMENT FACILITY IMPROVEMENT
KWP5 P10 - # NON-COMPLEX FACILITY IMPROVEMENTS
COMPLETED.
Note: CBC Includes
5-Year Pay Back CREATE COST
CREATE Analysis BENEFIT P11 - # OF COST BENEFIT ANALYSIS COMPLETED
ANALYSIS
P12 - # COMPLEX FACILITY PROJECTS ADDED
IS FUNDING NO TO DEFERRED MAINTENANCE LIST
QUESTION AVAILABLE? ? P13 - # OF COMPLEX FACILITY DEFERRED
MAINTENANCE
PROJECTS THAT WERE COMPLETED
YES
ADD ADD TO UNFUNDED RC
PROJECT LIST
CAPITAL NO
QUESTION
PROJECT? ?
YES
P14 - # COMPLEX FACILITY PROJECTS
ADD ADD TO CAPITAL
ADDED TO THE CAPITAL PROJECT LIST
P15 - # OF COMPLEX FACILITY PROJECTS PROJECT LIST
THAT WERE COMPLETED.
SUBMIT SUBMIT
KWP6 WORK ORDER
P17 - # FACILITY IMPROVEMENT AND P16 - # OF WORK ORDERS
MONITOR & ANALYZE
MONITOR BEHAVIOR MODIFICATION TRAINING
FAC IMP PROJECTS
SUBMITTED
ANALYZE ANALYSIS AFTER ACTION
& BM TRAINING
REPORTS PUBLISHED.
RESULTS
NEED IS
MANAGED MET
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
Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09 Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%
BY END OF FY 09/10
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
FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 2/11/09

21. Macro MANAGE DISTRICT &
Process: SCHOOL SECURITY Process Owner: A. ALFORD
W
HO
BPS SCHOOL DISTRICT & SCHOOL
STEP BOARD SECURITY SCHOOL OTHER
MANAGE DISTRICT
NEED & SCHOOL SECURITY
DEVELOP KWP 1 DEVELOP DISTRICT AND SCHOOL SECURITY DOCUMENTATION
P1 - # POLICIES, PROCEDURES, PLANS, TRAINING COURSES,
CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS
DEVELOPED, REVIEWED & UPDATED
PERFORM
KWP 2 PERFORM SECURITY INVESTIGATIONS
P2 - # INVESTIGATIONS PERFORMED PER DISTRICT & SCHOOL SITE
P3 - # EXPULSIONS PER MONTH
MANAGE KWP 3 MANAGE SECURITY EQUIPMENT
P4 - # EQUIPMENT REQUIREMENTS DEVELOPED,
REVIEWED & UPDATED
P5 - EQUIPMENT REQUIREMENTS MET (% OF FACILITIES)
CONDUCT CONDUCT TRAINING
KWP 4
P6 - # TRAINING COURSES CONDUCTED
P7 - # TRAINED PERSONNEL PER COURSE
MONITOR &
COORDINATE KWP 5 MONITOR & COORDINATE DISTRICT &SCHOOL SITE SECURITY
P8 - SCHOOLS WITH SRO (%)
P9 - # SECURITY ASSESSMENTS REQUESTED
CONDUCT KWP 6 CONDUCT BACKGROUND SCREENING
P10 - # BACKGROUND CHECKS COMPLETED
P11 - # ID BADGES ISSUED
P12 - LEVEL II BACKGROUND CHECK CYCLE TIME (Planned vs. Actual)
BROADCAST
KWP 7 BROADCAST INCIDENT CODES
P13 - # CODES BROADCAST
INTERFACE KWP 8 INTERFACE WITH LAW ENFORCEMENT AGENCIES
P14 - # MEETINGS HELD
MONITOR KWP 9 MONITOR SESIR REPORTS
P15 - # OF Criminal SESIR REPORTS RECEIVED IN WRITING
PERFORM KWP 10 PERFORM 5 STAR SECURITY SELF-ASSESSMENT
P16 - SECURITY BEST PRACTICES (OPPOGA) SELF-ASSESSMENT
MILESTONES (Milestones Planned vs. Actual Accomplished)
P17 - # 5 STAR SELF- ASSESSMENT FINDINGS
MANAGED NEED IS
MET Legend:
KWP - Key Work Process
OPPAGA - Office of Program Policy Analysis and Government Accountability
SCIRM - School Critical Incident Response Manual
SESIR - School Environmental Safety Incident Report
Safety & Security Deliverables:
D1 - School Safety Plan
D2 - School Safety Reports
D3 - School Critical Incident Response Manual
D4 - Employee, Volunteer, and Contractor Level II Background Checks
D5 - Employee, Volunteer, and Contractor ID Badges
Q1 - COMPLIANCE WITH FEDERAL, STATE, Q4 - IMPROVE SCHOOL - COMMUNITY RELATIONS ON SCHOOL
LOCAL AND SCHOOL BOARD REQUIREMENTS SECURITY (# SITE OR COMMUNITY VISITS CONDUCTED / # SITE OR
COMMUNITY VISITS PLANNED)
Q2 - PREVENT SCHOOL VIOLENCE
( SESIR INCIDENT RATIO - # CRIMINAL INCIDENTS /
STUDENT POPULATION)
Q3 - REDUCE SECURITY RISKS AND LIABILITY
(# PLANNED SECURITY TRAINING SESSSIONS / # ACTUAL
SECUIRYT TRAINING SESSIONS)
FACILITIES SERVICES: ROBERT J. WIEBEL / ANDREA ALFORD 11/13/08