Facilities management is a significant activity in most districts. Active management of maintenance projects and procedures can provide cost control, ensure quality of workmanship, and help ensure timely completion and facility operations. Facilities also must be maintained and cleaned on a routine basis to ensure a safe and healthy environment for students, teachers, and staff.
Documents you will receive (if available):
Job descriptions of maintenance, custodial personnel
Maintenance budget information
Facility improvement completed in last 5 years
Facility improvements planned for next 5 years
Enrollment projections for next 5 years
5 year history of maintenance spending
List of hardware and software used by maintenance
Customer satisfaction survey
Custodial assignments, work shifts, etc.
Evaluation instrument of custodians
Policies on energy use management
List of energy projects the last 5 years
Utility bills last 2 years
List of service contracts
Work order procedure
Energy management audit
Preventative maintenance program
Policy on replacement schedule of equipment and vehicles
Square footage of all buildings
Activities team member will perform:
Compare maintenance spending vs. industry standard
Determine who performs maintenance on HVAC units.
Compare job descriptions with actual work performed
Compare industry standards on custodial duties with district’s expectations
Compare evaluation instrument used vs. other industry standard instruments
Examine utility bills vs. industry standard
Examine work order system
Examine inventory system
Compare the number of custodians per building vs. square footage of building vs. industry standard
Document service contracts, compare cost to industry standard
Shadow actual work performed
Walk though to inspect building for cleanliness
Questions to ask or duties to consider during interview process:
What is the method of communication?
What authority to do have?
Do you know the education goals of the district?
Does the district have procedures on vehicle, equipment, maintenance usage and replacement?
What formal or informal documentation exists to guide day-to-day operations?
How is an analysis of facilities aligned with promoting academic performance?
Is there cross training?
Who do you report to?
What training do you receive and how often?
How do you determine the number of custodians needed per building?
How does the district encourage energy conservation?
Do you have systems in place to track work orders?
How do you let people know about the progress of work orders?
If no inventory systems exist, how do you keep track of equipment, etc…?
These documents, activities, and questions are only a starting point. Team members may ask additional questions, request further documents, and perform added activities.