Project & Facilities Management

Introduction/Background

Date of last assessment: October 2000

Departmental Overview

Laboratory Mission

The Stanford Linear Accelerator Center (SLAC) is dedicated to experimental and theoretical research in elementary particle physics and in those fields that make use of its synchrotron radiation facilities, including biology, chemistry, geology, material science and electrical engineering. This includes the development of new techniques in particle acceleration and detection, and of synchrotron radiation sources and associated instrumentation. The Center is operated as a national user facility for the Department of Energy by Stanford University.  

Organizational Mission

The Site Engineering and Maintenance Department (SEM) provides maintenance and repair of all SLAC buildings, grounds, utilities and provides hoisting and rigging services.  We do not provide assistance with phones, computers, power supplies, vending and food services.  The Site Engineering and Maintenance Department normally funds routine maintenance and repair.  However, modifications or activities other than routine maintenance may require separate funding by the requestor.

 Identification of Self-Assessment Report Staff

Names, titles, affiliations of participants

Burl Skaggs, Site Engineering & Maintenance

Discussion of Individual Performance Objectives   

Performance Objective #1 Real Property Management

Performance Criteria: 1.1 Office Space Utilization

The laboratory will optimize its utilization of office space in permanent buildings. 

Performance Measure 1.1.a Available Points 4.0: Calculate net square feet per person for permanent office space. 

Performance Assumptions:

The intent is to efficiently utilize office space. GSA recognizes an average utilization of 125 square feet per person. Data gathered during the site building baseline exercise will be used to calculate the square feet per person in permanent office space. 

Findings:

Measurements completed site wide. Net square footage per person is 106, which is 15% below the GSA standard. 

Outstanding Rating 

Performance Criteria: 1.2 Substandard Building Space

The laboratory will reduce the square footage of substandard building space.

Performance Measure 1.2.a Available Points 4.0: Actual Square feet of substandard building space eliminated/ Square feet of substandard space planned for removal or upgrade; 

Performance Assumptions:

The amount of space to be improved or eliminated will be agreed upon after the budget is approved and GPP allocations have been decided. 

Findings:

Funded upgrades have been completed this year and include the following areas, Bldg 003 Training Room 1300sqft, Bldg 027 Aerobics room 1600 sqft, Bldg 028 users area 10,000 sqft, Bldg 040 offices 1200 sqft, Bldg 041 Lobby conversion 4000 sqft, and Bldg 084 SLUO 600 sqft for a total of 18,700 square feet of upgrades. 

Demolitions of 22 shelters and trailer structures with a square footage of 11,107 were also demolished. 

This is an excellent performance. 

Performance Criteria: 1.3 Real Property Management 

Performance Measure 1.3.a Program Implementation:  Real property is effectively managed consistent with mission requirements and DOE direction. 

Performance Assumptions:

Intent is to measure the effectiveness, completeness, and timeliness of implementation of Real Property management actions. Milestones will be established in partnership with DOE and made a matter of record in the first month of the fiscal year. Milestones may be established for Facilities Information Management System (FIMS) completeness, office space utilization, substandard building space conversion, real property leases, etc. 

Findings:

1. Maintain an updated quality assurance plan for FIMS.  Completed
2. Produce updated FIMS plan to populate and validate data elements required by DOE FIMS HQ by end of the first quarter. Completed, plan developed to accommodate expected approval of executive order requiring critical fields to be populated in 90days.
3. Populate and validate required FIMS fields by the end of fourth quarter. Additional staff is onboard and proceeding with data gathering processes to meet new requirements. We estimate 11 man-weeks of effort to enter data once it is gathered.
4. Conduct FIMS field survey and produce letter to file indicating completion by end of fourth quarter. 20% of site has been surveyed and final report has been submitted from subcontractor. Data will be used for appropriate FIMS maintenance inputs.
5. Complete reconciliation between FIMS and MARS by the middle of the second quarter. Completed, data being entered.

Continue development and maintenance of internal building space tracking system.  Validate 20% per year. Continuing to work with site space planning to perfect system, completed site measurements and occupancy survey working towards completing modifications to building key plans.   

Outstanding rating 

Performance Objective #2 Project Management 

Performance Criteria: 2.1 Construction Project Performance

Complete Line Item (LI) project Research Office Building and General Plant Projects (GPP), greater than or equal to $500,000, within budget, schedule, and technical baseline. 

Performance Measure 2.1.a: Number of milestones completed on schedule and within budget. 

Performance Assumptions:

The intent is to measure actual progress against that planned for the fiscal year and for the Laboratory to execute LI and GP projects within budget in a timely manner.

A milestone list for the LI and all GP projects above the $500K threshold will be negotiated with DOE at the time that each project is submitted to DOE. Only significant milestones will be listed, but each active project will have at least one milestone. Project completion is based upon beneficial occupancy or beneficial use.  By mutual agreement between the Laboratory and DOE, milestones and project final cost may be weighted for significance, for late/early completion, and/or for increased/diminished scope. OAK/SSO may approve changes to project milestones due to changes in Laboratory funding priorities, programmatic schedules, or delays due to uncontrollable forces, as it relates to this performance measure. 

Findings:

Seven projects were identified that meet this criterion. (refer to included spreadsheet for details) Six of the seven were funded this FY, one was denied funding due to budgetary constraints.  Test Lab 480 volt upgrade is on budget and schedule, Chilled Water Plant upgrade is on budget and schedule, CT1202 Upgrade has been completed on budget and on schedule, CT 1201 Upgrade is proceeding on schedule, Campus Cooling Tower utilities was not funded, Light Assembly Building (#033) Cleanroom Construction has achieved beneficial use, and Master Substation Drainage has been completed. 

We did not meet two milestones for schedule and cost of the Light Assembly Building (#033) Cleanroom, but successfully completed all other funded projects for a Good rating. 

Performance Criteria: 2.2 Construction Project Cost

Line Item project Research Office Building meets cost baselines. 

Performance Measure 2.2.a - Total Estimated Cost: Actual funds committed during the fiscal year/planned funds committed during the fiscal year. 

Performance Assumptions:

The intent is to measure actual progress against planned progress for the fiscal year and for the project to commit funds in a timely manner. Milestone completion and cost profiles will be adjusted for uncontrolled forces, DOE approved changes, changes in programmatic schedules, funding profiles, etc. The costing profile for the project will be established during the first month of the fiscal year. 

Findings:

Project is on track within planned cost profile and construction schedule.   

Outstanding rating 

Performance Objective #3 Maintenance Management 

Performance Criteria: 3.1 Non-programmatic Maintenance

Evaluation of the site maintenance depends on determining the present site conditions and the amount of maintenance items deferred. 

Performance Measure 3.1.a: Inspect a portion of the site measured in square feet of real property in accordance with the SLAC facility inspection program. Report square feet inspected/square feet of real property. 

Performance Assumptions:

The SLAC inspection program is planned for completion on a five-year cycle.

Inspections include six categories, exterior, interior, mechanical, electrical, roofing, and structural. 

Findings:

Request modification to five-year cycle to accommodate present budget.  Subcontractor has completed survey of 20% of the site and final report has been submitted. 

Outstanding, notable for first use of subcontractor to do comprehensive survey of all areas . 

Performance Measure: 3.2 Maintenance Index Available Points 19.0

Calculate quality performance index based on EFCOG maintenance performance

indicators listed below.

3.2a Janitorial

Total janitorial costs/Total cleaned square feet

3.2b Utilities

Total non-programmatic utility costs/total non-programmatic square feet

3.2c Direct Facility maintenance

Total non-programmatic maintenance costs/ total non-programmatic square feet

3.2d Roads and Grounds Total costs for roads and grounds/total acres of maintained roads and grounds

3.2e System Average Interruption Duration Index

Total outage time (minutes)/Average number of 5 Kva increments

3.2f System Average Interruption Frequency

Total number of Outages/Average number of 5 Kva increments

3.2g Utility Maintenance Costs

Total maintenance and operations cost/total delivered kilowatt- hours 

Performance Assumptions:

The maintenance index is based on EFCOG data and we will be measured against the

industry Average for each item as reported in the April 1998 indicator pilot project.

Each item will be reported separately at years end. 

Unsatisfactory: 3 or less items exceed industry average 

Findings:

3^rd Quarter results

Score should be good as 5 are below industry average, however the averages are 1997 basis and may not represent current values. 

Performance Objective #4 Energy Management 

Performance Criteria: 4.1 Use Energy Efficiently 

Performance Measure 4.1.a :  Current fiscal year energy goals accomplished/goals scheduled to be accomplished in accordance with the multi- year energy management plan. 

Performance Assumptions:

The Laboratory will maintain a multi- year energy management plan, consistent with the thirteen statutory and Executive Order requirements in DOE 430.2. The plan will be negotiated and will be made a matter of record within three months of an approved budget for the FY01 fiscal year. Annual goals will include an update of the energy management plan, quarterly reporting of energy use, DOE directed initiatives, and an annual report on in- house energy management. Goals may be revised during the year by mutual agreement between the laboratory and DOE/OAK. 

Findings:

Of the 31 items identified in SLAC’S Energy Management Plan for FY 2001, all but 3 were completed 100% leaving a gradient of .90 for an excellent rating. 

Performance Objective #5 Physical Assets planning 

Performance Criteria: 5.1 Comprehensive Integrated Planning Process

The Laboratory develops, documents and maintains a comprehensive, integrated planning process that is aligned with SLAC mission needs. 

Performance Measure 5.1.a:  Assess how the planning process is implemented to achieve maximum effectiveness in anticipating and articulating DOE and Laboratory Needs. Integrate the space planning office into the process.

Performance Assumptions:

The planning process is executed to achieve maximum effectiveness in anticipating

and articulating DOE and Laboratory needs. SLAC will document the major

planning activities with associated milestones within the first month of the fiscal year. 

Findings:

1. The “Comprehensive Site Plan” will be revised in the first half of FY2001 to incorporate the recent addition of a space manager, consolidate existing 5 and 7 year plans, and to reflect the latest infrastructure update plan. Project plans consolidated into one spreadsheet . Revised appendix to Comprehensive Site Plan completed.
2. A centralized database of buildings and occupants will be completed by the third quarter and integrated into the planning process.  This database will consolidate several existing databases into one flexible system able to accommodate the needs of multiple groups due to the ability to easily customize reports.  The data will include the building manager list, building technical information, occupancy, telephone information, keys, etc. Database installed, program in place to receive inputs for changes.  Additional work required to inform building managers and all involved in changes to notify Space Planning Office.
3. The site maps indicating building locations will be updated and a system will be developed to keep them synchronized with the central site database by the end of the third quarter. Completed, one copy to be distributed to key managers site wide.
4. Revision 1 of the university technical Representative guide will be approved and distributed by the middle of the second quarter.  An informational campaign promoting the existence and use of this guide will be undertaken in parallel with the introduction of revision 1. Revision completed and signed by directorate.  Two class sessions held to add additional people to the UTR system.
5. A document with associated informational drawings will be jointly developed with Stanford Architects office to indicate the preferred locations of potential future buildings by the end of the year. Work in progress.  A revised long range plan is scheduled to be completed by end of calendar year.

Excellent rating

SLAC | BIS  |BSD

For Questions or comments, Please contact Ziba Mahdavi, Last Updated 10/24/00