fy 2003 performance management plan presentation conduct fire prevention services

1

FY 2003Performance Management Plan Presentation

Conduct Fire Prevention Services

Team Members:

J. P. McCabe, P.E. Fire Marshal, DFM, ORSSamuel A. Denny, P.E. Deputy Fire Marshal, DFM, ORSRobert C. Beller, P.E. CQM Contractor to the DFM, ORS

Office of Research ServicesNational Institutes of Health

Date: January 21, 2004

2

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

3

Table of Contents (cont.)

AppendixPages 2 and 3 of the PMP template………………….

………………………………. 32

4

Performance Management Plan (PMP)

DS4: Develop fire-safety policies, guidelines and specifications for the NIH.

DS2: Conduct fire-safety surveys of existing NIH facilities.

DS1: Conduct fire-safety reviews and inspections for NIH design and construction projects.

Discrete Services

Division Approval/Date: Associate Director Approval/Date:

Conduct Fire Prevention ServicesService Group

DS3: Provide fire-safety awareness training and information for the NIH community.

Service Strategy

The Division of the Fire Marshal (DFM) provides essential regulatory services for the NIH community to: (a) ensure a fire-safe environment for employees, visitors and patients; and (b) optimize research productivity by minimizing the potential for increased fire-safety repair and improvement costs and downtime due to fires involving NIH property, animals, and research data.

Value Proposition

Team Leader

The DFM's efforts to achieve Operational Excellence are ensured by DFM employees maintaining their professional competency to satisfy our Value Proposition through: (a) a Building Permit Process that ensures timely reviews of all construction documents and pre-occupancy inspections for new/renovated facilities; (b) comprehensive annual surveys of existing facilities to identify deficiencies and to ensure the mitigation of inherent fire-safety risks; (c) identifying and fulfilling the fire-safety awareness training and informational needs of the NIH community; and (d) developing fire-safety policies, guidelines and specifications to reflect NIH experience.

Strategy Description

J.P. McCabe, P.E., Fire Marshal, DFM

Samuel A. Denny, P.E., Deputy Fire Marshal, DFM

Date: January 9, 2004

Robert C. Beller, P.E., (CETROM, Inc.) CQM Contractor to assist the DFM

Team Members

Operational Excellence

Customer Intimacy

Product Leadership

Growth

Sustain

Harvest

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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

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Relationship Among Performance Objectives

HISO = HighImpact Strategic

Objective

KEY:

PMP Team : Conduct Fire Prevention Services

Strategy Map

IB1: Minimize the disruption of theNIH design and construction process

while ensuring all fire-safetyrequirements are met [DS 1]

IB2: Enhance fire safety awarenesslevels of NIH employees [DS 3]

LG1: Maintain and enhance DFM personnelcapabilities and capacity to ensure a fire safework environment for all NIH facilities. [DS 1/2]

F1: Optimize unit cost at adefined service level [DS 1/2/3/4]

Modified 1/8/04

CU

ST

OM

ER

FIN

AN

CIA

LL

EA

RN

ING

&G

RO

WT

H

HISO

objectives

C2: Increase customersatisfaction [DS 1/2/3/4]

C1: Provide a fire safe workenvironment for all NIH facilities

[DS 1/2/3]

IB3: Maintain up-to-date firesafety policies, guidelines and

specifications [DS 4]

INT

ER

NA

LB

US

INE

SS

7

Customer Perspective

8

Customer Perspective

Objective MeasureFY 03

TargetFY04

TargetFY05

TargetInitiative Owner

C1A - % of design projects reviewed [DS1]

N/A 50% 90%

Complete the implementation of the NIH Building Permit

Process

J.P. McCabe Sam Denny

C1B - % of construction projects inspected [DS1]

N/A 50% 90%Implement a NIH Occupancy Permit Process in FY 04


C1C - % of total SF of buildings inspected annually [DS2]

100% 100% 100%

C1D - Reduce the number of outstanding fire-safety deficiencies in existing facilities [DS2]

N/AEstablish a

baselineTBD

Implement a deficiency tracking process in FY04


C1E - Number of employee-hours trained [DS3]

N/A N/AEstablish baseline

Develop a fire-safety module for new employee orientation on-line training in FY 04


C1 - Provide a fire safe work environment for all NIH facilities [DS1/2/3]

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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

10

Customer Perspective (cont.)


TargetFY04

TargetFY05


C2A - ORS Customer Service Scorecard [DS-1/2/3/4]

N/AEstablish a

baselineTBD

Add DFM to the ORS Customer Service Scorecard survey in FY04


C2B - ORFDO customer survey [DS1/4]

N/AEstablish a

baselineTBD

Conduct a survey of ORFDO Project Officers in FY04


C2C - ORFDO customer survey [DS2]

N/AEstablish a

baselineTBD

Conduct a survey of ORFDO Facility Managers in FY04


C2D - Clinical Center (CC) Safety Officer interview [DS1/2/3]

N/AEstablish a

baselineTBD

Conduct an interview of the CC Safety Officer in FY04


C2 - Increase customer satisfaction [DS1/2/3/4]

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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

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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

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Internal Business Process Perspective

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Internal Business Process Perspective


TargetFY04

TargetFY05


IB1A - Reduce the number of fire protection errors & omissions in design reviews and construction inspections

N/AEstablish a

baselineTBD

Ensure all ORFDO Facility Assessment Surveys include Fire Protection Engineering


IB1B - Turnaround times (two weeks or less) for design reviews

90% 90% 90%

IB1C - Turnaround times for fire protection submittal reviews (two weeks or less) and construction inspections (one week or less)

90% 90% 90%

IB2A - Monitor scores from the Clinical Center staff training

100% 100% 100%

IB2B - Number of hits on the DFM website training link

N/A N/AEstablish a

baseline

Add a fire safety training link to the DFM website in FY04


IB1 - Minimize the disruption of the NIH design and construction process while ensuring all fire-safety requirements are met [DS1]

IB2 - Enhance fire safety awareness levels of NIH employees [DS3]

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IB1B – Turnaround Times (Part One)

9.0

9.6

5.8

7.1

0.0 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0

Days

Design Review s

Submittal Review s

Review Turnaround Times

FY03

FY02

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IB1B – Turnaround Times (Part Two)

82%

77%

93%

89%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Percentage of Projects

Design Review s

Submittal Review s

Projects Reviewed Within 14 Days

FY 03

FY 02

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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

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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

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Learning and Growth Perspective

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Learning and Growth Perspective


TargetFY04

TargetFY05


LG1A - Minimum Fire Protection Inspector (FPI) staffing in accordance with DOD staffing requirements [DS2]

100% (4 FPI's)

100% (5 FPI's)

100% (5 FPI's)

Implement a new Fire Protection Inspection Services contract in FY 04


LG1B - Monitor Fire Protection Inspector and Fire Investigator certifications/recertifications [DS2]

100% 100% 100%

LG1C - Minimum Fire Protection Engineering (FPE) staffing to accommodate projected ORFDO design and construction workload [DS-1]

100% (4 FPE's

100% (4FPE's)

100% (5 FPE's)

LG1 - Maintain and enhance DFM personnel capabilities and capacity to help ensure a fire safe work environment for all NIH facilities [DS1/2]

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LG1A – Fire Protection Inspector Staffing Levels (Based on 10/02 Data)

LocationNo. of

Buildings Sq. Ft.Bethesda Campus 80 8,862,000Poolesville Campus 44 273,000GRC (Baltimore) 1 210,000RML (Montana) 32 190,000Current Total 9,535,000CRC 1 900,000Ft. Detrick 87 1,267,741Local leased space 34 3,129,615Bayview leased space 9 210,076Future Total 15,042,432

Total Area of Buildings (1,000 sq. ft.)

No. of Inspectors

8,000-11,000 511,000 - 14,000 614,000 - 17,000 7

DoD Fire Protection Inspector Staffing

Requirements

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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

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• 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

Learning and Growth PerspectiveWhat actions are needed?

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Financial Perspective

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Financial Perspective

F1A - Number of tasks conducted (design reviews, submittal reviews and construction inspections) [DS1]

Establish a baseline


after permit process

No more than 5% increase

F1B - Number of square feet inspected for NIH facilities [DS2]




F1C - Number of employee-hours trained [DS3]




F1D - Number of fire-safety policies, guidelines and specifications develpoed and updated [DS4]

N/AEstablish a

baselineTBD

F1 - Optimize unit costs at a defined service level [DS1/2/3/4]

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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 = $852.61

DS2 – 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 = $9.65

DS3 - Training$141,955 FY03 budget for DS12,466 employee hours trainedDS3 Unit Cost = $57.56

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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

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Financial PerspectiveWhat actions are planned?

• Develop unit costs with consistent cost data• Initiate DS4 in FY04

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Conclusions

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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]

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Appendix

Pages 2 and 3 of template…………………………. 32

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Template Page 2


TargetFY04

TargetFY05

TargetInitiative

C1A - % of design projects reviewed [DS1]

N/A 50% 90%Complete the implementation of the NIH Building Permit Process

C1B - % of construction projects inspected [DS1]

N/A 50% 90%Implement a NIH Occupancy Permit Process in FY 04

C1C - % of total SF of buildings inspected annually [DS2]

100% 100% 100%

C1D - Reduce the number of outstanding fire-safety deficiencies in existing facilities [DS2]

N/AEstablish a

baselineTBD

Implement a deficiency tracking process in FY04

C1E - Number of employee-hours trained [DS3]

N/A N/AEstablish baseline

Develop a fire-safety module for new employee orientation on-line training in FY 04

C2A - ORS Customer Service Scorecard [DS-1/2/3/4]

N/AEstablish a

baselineTBD

Add DFM to the ORS Customer Service Scorecard survey in FY04C2B - ORFDO customer survey

[DS1/4]N/A


TBDConduct a survey of ORFDO Project Officers in FY04

C2C - ORFDO customer survey [DS2]

N/AEstablish a

baselineTBD

Conduct a survey of ORFDO Facility Managers in FY04

C2D - Clinical Center (CC) Safety Officer interview [DS1/2/3]

N/AEstablish a

baselineTBD

Conduct an interview of the CC Safety Officer in FY04

IB1A - Reduce the number of fire protection errors & omissions in design reviews and construction inspections

N/AEstablish a

baselineTBD

Ensure all ORFDO Facility Assessment Surveys include Fire Protection Engineering

IB1B - Turnaround times (two weeks or less) for design reviews

90% 90% 90%

IB1C - Turnaround times for fire protection submittal reviews and construction inspections

90% 90% 90%

IB2A - Monitor scores from the Clinical Center staff training

100% 100% 100%

IB2B - Number of hits on the DFM website training link

N/A N/AEstablish a

baselineAdd a fire safety training link to the DFM website in FY04

IB1 - Minimize the disruption of the NIH design and construction process while ensuring all fire-safety requirements are met [DS1]

IB2 - Enhance fire safety awareness levels of NIH employees [DS3]

Inte

rnal

Bu

sin

ess

Cu

sto

mer

C2 - Increase customer satisfaction [DS1/2/3/4]

C1 - Provide a fire safe work environment for all NIH facilities [DS1/2/3]

Service Group: Conduct Fire Prevention Services

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Template Page 3Objective Measure

FY 03 Target

FY04 Target

FY05 Target

Initiative

Inte

rnal

Bu

sin

ess

IB3 - Maintain up-to-date fire safety policies, guidelines and specifications [DS4]

IB3A - Conduct annual updates of all fire safety policies, guidelines and specifications

N/A 100% 100%

LG1A - Minimum Fire Protection Inspector (FPI) staffing in accordance with DOD staffing requirements [DS2]

100% (4 FPI's)

100% (5 FPI's)

100% (5 FPI's)

Implement a new Fire Protection Inspection Services contract in FY 04

LG1B - Monitor Fire Protection Inspector and Fire Investigator certifications/recertifications [DS2]

100% 100% 100%

LG1C - Minimum Fire Protection Engineering (FPE) staffing to accommodate projected ORFDO design and construction workload [DS-1]

100% (4 FPE's

100% (4FPE's)

100% (5 FPE's)

F1A - Number of tasks conducted (design reviews, submittal reviews and construction inspections) [DS1]



after permit process


F1B - Number of square feet inspected for NIH facilities [DS2]




F1C - Number of employee-hours trained [DS3]




F1D - Number of fire-safety policies, guidelines and specifications developed and updated [DS4]

N/AEstablish a

baselineTBD

Fin

an

cial F1 - Optimize unit

costs at a defined service level [DS1/2/3/4]

LG1 - Maintain and enhance DFM personnel capabilities and capacity to help ensure a fire safe work environment for all NIH facilities [DS1/2]

Service Group: Conduct Fire Prevention Services

Learn

ing

an

d G

row

th

fy 2003 performance management plan presentation conduct fire prevention services

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