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Home My WebLink AboutVPA Presentation Q1 2018Venues Parks & Arts February 13, 2018, Q1 Current Projects •Online Learning Platform •Discovery on Recreation/Special Event Management software •CAPRA Reaccreditation •Recreation Reporting/KPIs Portal Program Audit Update •Dashboard Updates •We revised the questions in order to make responses feel less vague and open ended •Still missing 2 Recreation staff members updated responses Program Audit Next Steps •Determine the current lifecycle stage of each program using the program audit data and evaluations •Does it have rapid growth or it is matured/saturated? •Once we understand a program’s lifecycle stage, then we can make decisions on the division’s program portfolio •Once the portfolio is set, we can decide on strategic goals per program Facilities & Grounds Our Services •Park System •Mowing/Trimming •Snow Removal •Trash Removal •Equipment/Shelter Repair •Tree Maintenance •Restroom Cleaning •Trail Maintenance •Leaf Removal •Landscaping •Downtown and Smart Street Maintenance •Snow Removal •Trash Removal •Equipment/Shelter Repair •Mowing/Trimming (Parks+Islands) •Tree Maintenance •Landscaping •East Race Maintenance/Operations •Trash Removal •Snow Removal •Mowing •Trail Maintenance •Restroom Cleaning •Landscaping •Cemetery Operations and Maintenance •Mower Repair Shop •Painting •Security and Fire Safety •Morris and Palais Facility Maintenance •Golf Course Maintenance •Mowing/Trimming •Equipment Repair •Storm Damage Removal •Leaf Removal •Four Winds Field •Snow Removal •Mowing/Trimming •Trash Pick Up •Swimming Pool Maintenance and Operations •Athletic Field Maintenance •Tennis Courts •Basketball Courts •Soccer Fields •Football Fields •Byers Softball Complex •Park Facility Renovations •HVAC Systems Repair and Maintenance •Plumbing Repair and Maintenance •Electrical Repair and Maintenance •Greenhouse Operations and Tree Planting •Tree Violation Enforcement •Graffiti Abatement Services Focus: Grounds Maintenance and Central Mowing Grounds Maintenance & Central Mowing •3 Supervisors •Entire Park System •Downtown + Smart Streets •Central Mowing (DCI + Code Enforcement lots) •Over 70 Years Experience •Many operations are not documented and completed based on personal knowledge •Reason for Focus: •1 supervisor eligible to retire this year •We are concerned about a knowledge vacuum Subconscious Operations Park Grounds Maintenance Verify Staffing Levels Verify what equipment is available Verify Weather Rained out? Check Special Events Calendar Enough Staff? No All equipment ready? Review special projects and misc tasks to assign No Yes Yes Yes Assign work based on type of staff (union vs PT) Snow?No Snow Management Yes No Give daily list of jobs to staff Review incident notes from day before Determine which regular maintenance job is impacted Special Event today? Yes No Supervisor, Assigning Daily Operations Park Grounds Maintenance – Key Takeaways Verify Staffing Levels Verify what equipment is available Verify Weather Rained out? Check Special Events Calendar Enough Staff? No All equipment ready? Review special projects and misc tasks to assign No Yes Yes Yes Assign work based on type of staff (union vs PT) Snow?No Snow Management Yes No Give daily list of jobs to staff Review incident notes from day before Determine which regular maintenance job is impacted Special Event today? Yes No Supervisor, Assigning Daily Operations “What won’t we get done today?” Central Mowing Supervisor, Assigning Daily Operations Give Crews Property List Rained out?Enough staff? (min 2/crew) Enough Mowers? Call/Text All Staff to call off work Verify Weather Run report for Code lots Accela Verify Staffing Levels Verify Equipment Availability Yes No Yes Assign Special Project Tasks Coordinate Back-up Mowers Yes Check recordings for issues from day before Sort for oldest due and totals by area Assign crews to area based on density Create lists for crew by area then street Note Priority Lots/Complaints Enough Staff with Driver’s License? No No Yes No Central Mowing –Key Takeaways Supervisor, Assigning Daily Operations Give Crews Property List Rained out?Enough staff? (min 2/crew) Enough Mowers? Call/Text All Staff to call off work Verify Weather Run report for Code lots Accela Verify Staffing Levels Verify Equipment Availability Yes No Yes Assign Special Project Tasks Coordinate Back-up Mowers Yes Check recordings for issues from day before Sort for oldest due and totals by area Assign crews to area based on density Create lists for crew by area then street Note Priority Lots/Complaints Enough Staff with Driver’s License? No No Yes No Downtown + Smart Streets Grounds Maintenance Supervisor, Assigning Daily Operations Verify Staffing Levels Verify what equipment is available Verify Weather Rained out?Enough Staff?All equipment ready? Review special projects and misc tasks to assign Yes Yes Review notes of issues from day before to assign No Coordinate Back-up Equipment Give List of Jobs to staff Assign maintenance work Determine Day of Week Prioritize Morris Plaza and East Race Walkways Snow? Snow Managemnet Yes Meet Staff at Downtown locations Yes No Downtown + Smart Streets Grounds Maintenance –Key Takeaways Supervisor, Assigning Daily Operations Verify Staffing Levels Verify what equipment is available Verify Weather Rained out?Enough Staff?All equipment ready? Review special projects and misc tasks to assign Yes Yes Review notes of issues from day before to assign No Coordinate Back-up Equipment Give List of Jobs to staff Assign maintenance work Determine Day of Week Prioritize Morris Plaza and East Race Walkways Snow? Snow Managemnet Yes Meet Staff at Downtown locations Yes No Process Pain Points •Across the 3 supervisors, they share similar pain points •Weather •Inconsistent Staffing Levels •Equipment Failure •Data entry from paper work orders/reporting •Incidents: 311 requests, vandalism, etc •Supervisors spend time monitoring crew’s work and discovering incidents to assign the next day •Unexpected special event or project requests Pain Point Project Proposals Pain Point: Equipment Failure Problem: •Equipment failure prevents regular operations from being done •There’s data on downtime, maintenance, and usage hours but in many places Current State Money Supervisor $44/hr; Mower Shop Mechanic Labor Issue Amount ~ 3 failures/week Process Time Unknown Pain Point: Paper Work Order Data Entry •Problem: Supervisors use paper for staff to capture completed work, then enter the jobs into a spreadsheet Current State Money Supervisor $44/hr Issue Amount Over 500 entries in peak season Process Time ~15 hrs/week (beyond standard 40) Project Proposal #1 •Mower Shop Work Order Management in SharePoint •Discover Mower Shop work order process •Discover necessary equipment data points •Elimination of paper work order through digital form(s) •Centralized data repository on Mower Shop equipment Current State Money Supervisor $44/hr; Mechanic Labor Issue Amount 3 Failures/Week Process Time Unknown; 15hr/week data entry Future State Money Supervisor $44/hr; Mechanic Labor Issue Amount 3 Failures/Week Process Time Discovered Process; 10hr/week data entry Pain Point: Park System Incidents and Special Event Requests •Problem: Incidents and unexpected special events interrupt regular operations by diverting labor and delaying maintenance Current State Money Supervisor $44/hr; Part-time staff $10-13/hr Issue Amount ~350 311 Requests since 2016; ~1400hrs towards Special Events in 2017 Process Time Unknown Project Proposal #2 •Community Beautification Team •Create a small team that manages the 311 requests, and is assigned special event set up/tear down •Resources already available: Graffiti Abatement Crew Current State Money Supervisor $44/hr; Part-time staff $13/hr Issue Amount 350 311 Requests since 2016; ~360 Special Event Work Orders 2017 Process Time Unknown Future State Money Supervisor $44/hr; Part-time staff $13/hr Issue Amount 20% Decrease in 311 Requests; No change in special event requests Process Time Discovered Pain Point: Code Enforcement Lot Mowing •Problem: Abating tall grass violations can take anywhere from 10 –30 days and many don’t need to be cut because the owner resolves them Current State Money Supervisor $44/hr; Seasonal staff $10-13/hr Issue ~4,500 Cut By Owner Amount ~3,000 Cut Lots Process Time ~22mins/Lot ~1hr to assign work ~17days to cut Project Proposal #3 •Code Enforcement Mowing Process Deep Dive •Determine how the supervisor schedules and assigns abatements and identify areas of improvement •Find where managing “Cut By Owner” Properties can be predicted •Gather average time for each step in the field and identify areas of improvement Current State Money Supervisor $44/hr; Seasonal staff $10- 13/hr Issue ~4,500 Cut By Owner Amount ~3,000 Cut Lots Process Time ~22mins/Lot ~1hr to assign work ~17days to cut Future State Money Supervisor $44/hr; Seasonal staff $10- 13/hr Issue ~3,000 Amount ~3,000 Cut Lots Process Time ~15mins/Lot ~30min to assign work ~10 days to cut Celebrating Our Values Celebrating Our Values Indiana Park and Recreation Association Conference Awards: •Creative Event Award for Best. Week. Ever •Inclusion Program of Excellence Award for My South Bend Parks and Trails