Macro MANAGE RESOURCE CONSERVATION Process Owner:...

MANAGE RESOURCECONSERVATION A. JOHNSON

MacroProcess: Process Owner:

Work System OwnerEd Curry

Work System Enabling LeaderDane Theodore, Director

Priority Processes Owner Art Johnson, Project Mgr.

April 08, 2009

Revision 4

Manage ResourceConservation

Process Improvements

R TE NC EI IP

R TE NC EI IPGOVERNOR’S

STERLING AWARDGOVERNOR’S

STERLING AWARD

00 72 00 72

REVISION LOG

SECTION NUMBER REVISION DATE REVISION DESCRIPTION



4 2/16/09 Macro Flow Chart Update

4 3/18/09 Macro Flow Chart Update

5 3/18/09 KWP2 Flow Chart Update

17 3/18/09 EZDMAIC 20 Checkpoint Review

Multiple 4/08/09 Bob Seemer Comments Update

10 & 11 3/18/09 Macro & KWP2 PCS Update

16 2/18/09 Addition of Why, How & Process Map


Table of Contents1. Cover Sheet2. Table of Contents3. Internal and External Customers4. Macro Flow Chart - Manage Facility Design5. Key Work Process _____ Flow Chart - Closeout A&E Contract6. DMAIC Lite Storyboard - Check Points 1-187. Priority Process Selection Matrix Form8. Key-In-Process Measures Determination Form System Form9. BPS Process Management System10. Macro Process Control System Form11. Key Work Process _____ Process Control Form12. Countermeasure Matrix13. Countermeasure Action Plan Matrix14. Action Plan Root Cause #115. Action Plan Root Cause #216. Key Work Process Indicator Data17. EZDMAIC 20 Checkpoint Review

MANAGE FACILITIESRESOURCE CONSERVATION A. Johnson


FACILITIES DESIGN INTERNAL CUSTOMERSSchool Board

SuperintendentArea SuperintendentsDistrict AdministrationSchool Administration

FACILITIES DESIGN EXTERNAL CUSTOMERSState of Florida

Florida Department of EducationParents / Guardians

Students


NEED ISMET

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

Identify district wide resource conservationinitiatives to reduce facility operation costs related toelectrical, water, and gas usage, trash disposal and facilityefficiencies.

?

?

?

?

IS FUNDINGAVAILABLE?

CAPITALPROJECT?

IS THE RECOMMENDATIONA FACILITY IMPROVEMENT?

IS THE FACILITYRECOMMENDATION

COMPLEX?

YES

YES

YES

NO

NO

NO

PREPARE RESOURCECONSERVATION DOCUMENTS

PERFORM BEHAVIORALMODIFICATION TRAINING

IMPLEMENT NON-COMPLEX FACILITY IMPROVEMENT

MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION

P1 - # POLICIES, PROCEDURES, PLANS, TRAINING

COURSES, CHECKLISTS, MANUALS, SURVEYS,

HANDBOOKS AND PAMPHLETS DEVELOPED,

REVIEWED & UPDATED

P18 - % SITES USING BREVARD ENERGY

ACTION TEAM ENERGY MANAGEMENT

GUIDELINES AND TIPS FOR PATROL

LEADERS.

P2 - # OF UTILITY CONSUMPTION

REPORTS / BILLS COLLECTED

P3 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY

AUDITS PERFORMED

P4 - # OF MONTHLY INSPECTION REPORTS AND

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

ISSUED

P9 - # OF SCHOOL RECEIVING A BEHAVIORAL MODIFICATION

RATING SCORE EQUAL TO OR GREATER THAN 90%

P10 - # NON-COMPLEX FACILITY IMPROVEMENTS

COMPLETED.

P11 - # OF COST BENEFIT ANALYSIS COMPLETED

P12 - # COMPLEX FACILITY PROJECTS ADDED

TO DEFERRED MAINTENANCE LIST

P13 - # OF COMPLEX FACILITY DEFERRED

MAINTENANCE

PROJECTS THAT WERE COMPLETED

P14 - # COMPLEX FACILITY PROJECTS

ADDED TO THE CAPITAL PROJECT LIST

P15 - # OF COMPLEX FACILITY PROJECTS

THAT WERE COMPLETED.

P16 - # OF WORK ORDERS

SUBMITTED

P17 - # FACILITY IMPROVEMENT AND

BEHAVIOR MODIFICATION TRAINING

ANALYSIS AFTER ACTION

REPORTS PUBLISHED.

CREATE COSTBENEFIT

ANALYSIS

ADD TO UNFUNDED RCPROJECT LIST

ADD TO CAPITAL PROJECT LIST

SUBMITWORK ORDER

IDENTIFICATION OF FACILITY& BEHAVIORAL MODIFICATION

IMPROVEMENTS &RECOMMENDATIONS

KWP2

KWP1

MONITOR & ANALYZEFAC IMP PROJECTS

& BM TRAININGRESULTS

KWP6

Note: CBC Includes5-Year Pay Back

Analysis

KWP5

KWP4

KWP3

YES

NO

KWP = Key Work Process

WHO

STEPBPS SCHOOL

BOARD SCHOOLFACILITIES RESOURCE

CONSERVATION

Key PriorityProcess (6): Process Owner:

PREPARE

QUESTION

QUESTION

NEED

IDENTIFYRECOMMEND

PERFORM

IMPLEMENT

MANAGED

MONITORANALYZE

SUBMIT

QUESTION

QUESTION

ADD

ADD

CREATE

MANAGE DISTRICTRESOURCE

CONSERVATION

FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 3/18/09

Q1 - REDUCE ELECTRICAL USAGE 10% BY END OF FY 08/09

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

Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%BY END OF FY 09/10

A. JOHNSON

NEED ISMET

Deliverables: D1 - MONTHLY FACILITY INSPECTION REPORTS D2 - QUARTERLY FACILITY AUDIT REPORTS D3 - MONTHLY FACILITY IMPROVEMENT RECOMMENDATIONS LIST D4 - MONTHLY BEHAVIORAL MODIFICATION RECOMMENDATIONS LIST

Identify district wide resource conservationinitiatives to reduce facility operation costs related toelectrical, water, and gas usage, trash disposal and facilityefficiencies.

?

COLLECT UTILITY CONSUMPTION DATA

PUBLISH AUDIT ORINSPECTION

REPORTS

PERFORM FACILITYMONTHLY INSPECTIONS

PERFORM QTRLYAUDITS

ANALYZE CONSUMPTION& FACILITY INSPECTION DATA

RECOMMEND FACILITY& BEHAVIORAL MODIFICATION

IMPROVEMENTS

MANAGE DISTRICT & SCHOOLRESOURCE CONSERVATION

P2.1 - # Of Utility Consumption

Reports / Bills Collected

P3.1 - # OF MONTHLY FACILITY INSPECTIONS AND QUARTERLY

AUDITS PERFORMED

P4.1 - # OF MONTHLY INSPECTION REPORTS AND

QUARTERLY AUDIT REPORTS PUBLISHED

P5.1 - # OF MONTHLY CONSUMPTION DATA ANALYSIS PERFORMED

P6.1 - # OF MONTHLY FACILITY INSPECTION AND QUARTERLY

AUDIT DATA ANALYSIS PERFORMED

P7.1 - # FACILITY RECOMMENDATIONS ISSUED

P8.1 - # OF BEHAVIORAL MODIFICATION IMPROVEMENTS

ISSUED

MACRO Q MEASURES

WHO

STEP

Key WorkProcess (2): Process Owner:

BPS SCHOOLBOARD SCHOOL

FACILITIES RESOURCECONSERVATION

QUESTION

PERFORM

QUESTION

QUESTION

QUESTION

COLLECT

NEED

PERFORM

CORRECT

MANAGED

PUBLISH

ANALYZE

RECOMMEND

ISSUE

Identification of Facility and Behavioral Modification

Improvements &Recommendations

FACILITIES SERVICES: ROBERT J. WIEBEL / ART JOHNSON 3/18/09




Q4 - REDUCE THE VOLUME OF TRASH HAULED 10%BY END OF FY 09/10

A. JOHNSON

YES

NOIS IT TIME TO DOQUARTERLY AUDIT?

?

?

?

YES

NO

WAS AN ENERGYCONSERVATION MEASURE(ECM) IDENTIFIED?

DOES THE ECM CORRECTION REQUIRE AN A&E?

CAN MAINTENANCECORRECT THE INDENTIFIED ECM?

CORRECTCODE VIOLATION

ISSUEWORK ORDER

NO

YES

YES

NO

P18.1 - # SITES USING BREVARD ENERGY

ACTION TEAM ENERGY MANAGEMENT

GUIDELINES AND TIPS FOR PATROL

LEADERS.

ATTACHMENT A

© ets, Inc. / CTi 1990 – 2008 090327 RC DMAIC Lite Storyboard Page 1

INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see “Improve” checkpoint #10), via email to [email protected] and copy Steve Muzzy on all emails. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc. Priority Process Name: Resource Conservation Work System / Leader: Art Johnson

Macro DMAIC “Lite” Storyboard - Update 3/27/09 (Red Lettering) DEFINE

1. Describe how the linkage between the process Q measures and the District’s KPIs (or strategic objective measures) was established and confirmed.

In order to meet 2008/2009 Strategic Plan 2.3.3 –‘Develop and Implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs, a new department was formed called the Resource Conservation department. The new department was formed in July of 2008 and immediately started deploying six sigma methodologies and tools to reduce the resource consumption. In light of the need to reduce energy consumption, the following Q measures were created.




Q4 - REDUCE THE VOLUME OF TRASH HAULED 10% BY END OF FY 09/10

2. Explain which process Q measure(s) will be improved. In order to identify the Q measure(s) that should be focused on for improvement efforts, a Facilities Resource Conservation Priority Process Selection Matrix and a Key In-Process Measures Determination Form were created (see Pages 7 and 8). It was determined that key process “Recommend Facility & Behavioral Modification Improvements” was in need of improvement. After a preliminary analysis of this key process, it was noted that Q measures Q1 would be affected and improved. By increasing the number of facility and behavioral modification projects at each school site, Q measure Q1 would be improved thus resulting in an overall reduction in Kilowatt Hours (KWH) used at each school campus and District ancillary facility location.

3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above.

The cost of district-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The district-wide FY 07/08 annual KWH usage was 144,015,513 at a cost of $15,236,026. A 10% KWH reduction was established by the District for FY 08/09.

ATTACHMENT A


DMAIC “Lite” Storyboard

MEASURE

4. List up to five (5) potential problem areas in this process and the associated P measure(s) for each.

The addition of lights, office, and HVAC electrical equipment and appliances and personal appliances in existing facilities.

The addition of new facilities which may also include the addition of lights, office, and HVAC electrical equipment and appliances, personal appliances.

Converting unconditioned space to conditioned space in existing facilities.

Additional facility usage - expanding the use of school facilities beyond the end of the typical school day.

The way school facilities are being operated / used by teachers, students and support staff.

5. Select the most significant problem or opportunity and develop a problem statement which answers the questions: What? When? Gap between actual and targeted values?

Problem: School administrators and staff are not following the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” for energy conservation.

Problem Statement: In 1999, the School Board of Brevard County initiated a program to conserve energy. The program involved the utilization of behavioral modification specialist from the National Energy Foundation who conducted energy conservation behavioral modification training. During the time period from 1999 to 2007 approximately 600 school administration and support staff were trained. The training attendance was voluntary. In 2004 the document titled “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” was published. The document was given to all administrators in charge of facilities and head custodians at that time, approximately 80% of school administrators and head custodians are still in those positions. Starting in 2007, Brevard Public Schools’ energy cost started to climb at an extremely high rate due to the accelerating cost of global oil. As a result of the high increases in energy cost to the school district, KPI 2.33 “Develop and Implement a district-wide energy reduction plan by October 1, 2008 to deal with rising statewide energy costs” was added to the School Board of Brevard County Strategic Plan. In July of 2008 the Resource Conservation Team was formed. By the end of October 2008, all school sites have been inspected and audited. Only 19.8 percent of School District sites were found to be implementing the “Energy Management Guidelines Best Practices” to the fullest.

Gap: 20 out of 101 District sites have active Energy / Resource Conservation programs and utilize the Energy Management Guidelines Best Practices. The gap is 81 school and ancillary sites

ATTACHMENT A



ANALYZE

6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the “Measure” step.

A. Policy and procedures not formally approved.

B. Negative behaviors have no consequences.

C. No Incentive

D. Insufficient number of employees trained.

E. Attitude

7. List the root causes and describe the approach used to select them from among the others.

Root Causes Approach Used To Select Root Cause A. Lack of management direction Team Consensus

B. Lack of Accountability Team Consensus

C. No Incentive Team Consensus

D. Lack of Education Team Consensus

E. Attitude Team Consensus

ATTACHMENT A



IMPROVE

8. List the countermeasure(s) you considered for implementation for each selected root cause from the “Analyze” step.

A. Need formal adoption of the “Resource Conservation Plan” and Administrative Procedure. Need District Superintendent Resource Conservation Proclamation. Need District-wide roll out.

B. Need resource conservation written into all School Board of Brevard County site managers’ job descriptions.

C. Establish a District-wide incentive program. Utilize energy conservation incentive programs from Florida and other state school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.

D. Expand the Energy Conservation training program to create additional levels of instruction. Each level of instruction will focus on the different job categories throughout the school district. Develop web-based and classroom instructional programs. Take advantage of national and state energy programs.

E. Empower employees to save energy, implement cost saving changes and report waste. Develop a District-wide resource conservation reporting system that rewards schools and ancillary sites for outstanding performance. See countermeasures “C” and “D”.

9. Determine the “effectiveness x feasibility” score for each countermeasure, and note the highest scores. See attached countermeasure matrix.

Root Cause Effectiveness Feasibility Overall Action A 5 20 25 Yes B 4 5 25 Yes C 5 1 5 No D 5 5 25 Yes E 4 5 20 Yes SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

(Hint: Refer to six sigma DMAIC course, checkpoint #18 of the “Improve” step.)

ATTACHMENT A



IMPROVE

10. Develop an action plan for each countermeasure to be implemented which shows the following: What (description of countermeasure) When (projected start and end dates) Who (accountable person) Which organizations need to support you Estimated cost to implement See attachment (Remember: Email your action plan(s) with this completed DMAIC “Lite” Storyboard, per instructions on page 1.)

ATTACHMENT A



CONTROL

11. Briefly explain how you know the root causes were reduced or eliminated.

Will know that the root causes were reduced or eliminated when 90% of school sites and ancillary facilities have achieved the target energy reduction rate.

12. Briefly explain how you know the problem was reduced.

Will know that the root causes were reduced or eliminated when 90% of school sites and ancillary facilities are using the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders”.

13. Briefly explain how you know the theme measure was improved.

Theme: The cost of District-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The cost of energy has increased TBD from FY TBD to TBD.

One can tell that the above theme has been improved when the KWH Usage trends starts to drop from month to month.

14. Explain how you will prevent this problem from recurring.

By continuing the Behavioral Modification program, increasing recognition of energy conservation and to continue the presentation of energy conservation results at Leadership Team Meetings.

15. Identify which other BPS locations should consider implementing your countermeasures.

N/A

16. Identify what other BPS locations could learn from this project.

N/A

17. List the remaining problem areas in this process.

Design standards need to be updated to include resource conservation requirements.

During construction contracts, subcontractors must follow established job-site resource conservation requirements.

18. List the key lessons learned from this process improvement.

Use a structured approach to find the root cause.

Behavioral modification works better than was first thought to save resources.

ATTACHMENT A


FACILITIES OPERATIONS AND MAINTENANCE PRIORITY PROCESS SELECTION MATRIX FORM

Selection Factor Key Work Processes Importance x Gap = Point Score Priority Rank

KWP1 Prepare Resource Conservation Documents 3 3 9 6

KWP2 Identification of Facility & Behavioral Modification Improvements & Recommendations

5 5 25 1

KWP3 Perform Behavioral Modification Training 4 2 8 7

KWP4 Implement Non-Complex Facility Improvements 4 2 8 7

KWP5 Create Cost Benefit Analysis Reports 3 5 15 3

KWP6 Monitor & Analyze FAC Improvement Projects & Behavior Modification Training Results

5 4 20 2

SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

ATTACHMENT A

© ets, Inc. / CTi 1990 - 2008 Page 8

KEY IN-PROCESS MEASURES DETERMINATION FORM Outcome Measures In-Process Measures

1. P2 - # of Utility Consumption Reports / Bills Collected Q1 Reduce Electrical Usage 10% By End of FY

08/09 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q2 Reduce Water Usage 10% By End of FY

09/010 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q3 Reduce Gas – Heating Oil Usage 10% By End

of FY 09/010 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q4 Reduce The Volume of Trash Hauled 10% By

End of FY 09/010 2. P5 - # of Monthly Consumption Data Analysis Performed

1. P2 - # of Utility Consumption Reports / Bills Collected Q5 Improve Facility Efficiency 10% By End of

FY 10/11 2. P5 - # of Monthly Consumption Data Analysis Performed

BPS Process Management System

Work System: Manage Resource Conservation Leader: A. Johnson

Owner Members Key Work Priority Processes Name Email Name Email

1. 2. 3. KWP1 Prepare Resource

Conservation Documents

4. 1. 2. 3. KWP2

Identification of Facility & Behavioral Modification Improvements & Recommendations

4. 1. 2. 3. KWP3 Perform Behavioral

Modification Training

4. 1. 2. 3. KWP4 Implement Non-Complex

Facility Improvements

4. 1. 2. 3. KWP5 Create Cost Benefit

Analysis Reports

4.

BPS Process Management System

Work System: Manage Resource Conservation Leader: A. Johnson

Owner Members Key Work Priority Processes Name Email Name Email

1. 2. 3. 4. 2. 3.

KWP6

Monitor & Analyze FAC Improvement Projects & Behavior Modification Training Results

4.

Macro Process Control System – Update 3/18/09 (Red Lettering) Process Name: Facilities Resource Conservation Process Owner: Art Johnson Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Manage and Improve District and School Facilities Operating Resources Outcome Indicators: Q1 – Q5

Process and Quality Indicators Checking / Indicator Monitoring Process

Indicators Control

Limits Data to Collect Timeframe

(Frequency) Responsibility Quality

Indicators Targets / Baseline What is Checking Item or Indicator Calculation

When to Collect Data?

Who will Check?

Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References

P1 # Policies, Procedures, Plans, Training Courses, Checklists, Manuals, Surveys, Handbooks And Pamphlets Developed, Reviewed & Updated

Target: - 90 D after FY starts. Baseline: 60 D Monthly Activity Report Monthly

End of month Resource Team Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.

P2 # of Utility Consumption Reports / Bills Collected

Target: - 320 Electrical Invoices Received From Accounting Baseline: 320

Monthly Activity Report End of month Brian Blenis Contact utility company directly for data.

P3 # Of Facility Quarterly Audits & Monthly Inspections Performed

Target: - 101 Inspections / Audits Performed. Baseline: 92

Monthly Activity Report Monthly End of month Jim Varney Reschedule Inspections and Audits

P4 # of Quarterly Audit and Monthly Inspection Reports Published

Target: - 101 Inspection / Audit Reports Published Baseline: 92

Monthly Activity Report Monthly End of month Jim Varney

Mandate additional department resources to complete the development, review, additions or deletions as soon as possible.

P5 # of Consumption Data Analysis Performed

Target: 101 Consumption Analysis Performed Baseline: 101

Monthly Activity Report Monthly End of month Team

Evaluate the data analysis and increase department resources to complete the data analysis as soon as possible.

P6 # of Facilities Data Analysis Performed Target: 34 Facilities Audit Data Analysis Performed. Baseline: 34



P7 # Facilities Recommendations Issued Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time Monthly Activity Report Monthly

End of month Art Johnson Evaluate the recommendation process and increase department resources to complete the recommendations as soon as possible.

P8 # of Behavioral Modification Improvements Issued

Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time Monthly Activity Report Monthly

End of month Art Johnson Evaluate the BM improvement issuing process and increase department resources to complete the issuing of BM improvements as soon as possible.

P9 # of Schools receiving a Behavioral Modification Training Sessions Conducted

Target: 174 Per Year (2 per School Site) Baseline: 22

Monthly Activity Report Monthly End of month Team Evaluate BM training and discuss

improvements with Site-Based Manager

P10 # of Non-Complex Facilities Improvements Completed

Target: Complete Non-Complex Improvements in 30 Days Baseline: 20

Monthly Activity Report Monthly End of month Brian Blenis Evaluate the Non-Complex facilities

improvement process and revise.

P11 # of Cost Benefit Analysis Completed Target: Complete CBA in 30 Days Baseline: 2 Monthly Activity Report Monthly

End of month Brian Blenis Mandate additional department resources to complete CBA.

And


Indicators Control Limits Data to Collect

Timeframe (Frequency) Responsibility


Quality Indicators

Specs/ Targets

What is Checking Item or Indicator Calculation

When to Collect Data? Who will Check?

P12 # of Complex Facilities Projects Added to Deferred Maintenance List

Target: Zero Baseline: Zero Monthly Activity Report Monthly

End of month Brian Blenis Evaluate the process and revise.

P13 # of Complex Facilities Deferred Maintenance Projects Completed

Target: Zero Baseline: Zero Monthly Activity Report Monthly

End of month Brian Blenis Evaluate the Complex Facilities Deferred Maintenance improvement process and revise.

P14 # of Complex Facilities Projects Added to Capital Project List

Target: None Baseline: 2 Monthly Activity Report Monthly

End of month Art Johnson Evaluate the process and revise.

P15 # of Complex Facilities Projects Completed

Target: Complete Complex Facilities Projects in 12 months. Baseline: 1

Monthly Activity Report Monthly End of month Art Johnson Evaluate the Complex facilities improvement

process and revise.

P16 # of Work Orders Submitted In 60D Target: 19 Baseline: 19 Monthly Activity Report Monthly

End of month Art Johnson Evaluate the process and revise.

P17 # Facility Improvement and Behavior Modification Training Analysis After Action Reports Published

Target: Publish 101 After Action Reports. Baseline: 92

Monthly Activity Report Monthly End of month Art Johnson

Mandate additional department resources to complete and publish training analysis after action reports.

P18 % of School and Ancillary sites that fully utilize the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders”

Target: 100% sites Baseline: 20% Monthly Activity Report Monthly

End of month Art Johnson Conduct meetings with site administrators to communicate resource conservation requirements, goals and objectives.

Q1 Reduce Electrical Usage Target: 10% KWH Reduction by end of FY 08/09 Baseline: 147,322,517 KWH

FPL Monthly Invoices & School District Monitoring System

Monthly End of month Brian Blenis

Refer to contingency plans and miscellaneous information above related to individual submittals.

Q2 Reduce Water Usage 10% by End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Water Usage

Monthly Water Invoices Monthly End of month Art Johnson


Q3 Reduce Gas / Heating Oil Usage 10% By End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Gas / Oil Usage

Monthly Gas and Heating Oil Invoices Monthly End of month Brian Blenis


Q4 Reduce the Volume of Trash Hauled 10% By the End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Trash Volume Hauled

Monthly Solid Waste Invoices Monthly End of month Art Johnson


Approved: Date: Rev # Rev Date:

And

KWP2 Process Control System - Update 3/18/09 (Red Lettering) Process Name: Identification And Recommendation Of Facility And Behavioral Modification Improvements Process Owner: Art Johnson

Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Manage The Identification And Recommendation Of Facility And Behavioral Modification Improvements process Outcome Indicators: Q1 – Q4


Indicators Control






P2.1 # Of Utility Consumption Reports / Bills Collected

Target: - 320 Electrical Invoices Received From Accounting Baseline: 320

Monthly Activity Report Monthly End of month Resource Team


P3.1 # Of Facility Quarterly Audits & Monthly Inspections Performed

Target: - 101 Inspections / Audits Performed. Baseline: 92

Monthly Activity Report End of month Brian Blenis Contact utility company directly for data.

P4.1 # of Quarterly Audit and Monthly Inspection Reports Published

Target: - 101 Inspection / Audit Reports Published Baseline: 92

Monthly Activity Report Monthly End of month Jim Varney Reschedule Inspections and Audits

P5.1 # of Consumption Data Analysis Performed

Target: 101 Consumption Analysis Performed Baseline: 101

Monthly Activity Report Monthly End of month Jim Varney


P6.1 # of Facilities Data Analysis Performed Target: 34 Facilities Audit Data Analysis Performed. Baseline: 34



P7.1 # Facilities Recommendations Issued Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time



P8.1 # of Behavioral Modification Improvements Issued

Target: Reduce Cycle Time by 5 Days Baseline: 15 Day Cycle Time

Monthly Activity Report Monthly End of month Art Johnson

Evaluate the recommendation process and increase department resources to complete the recommendations as soon as possible.

P18.1 # of School and Ancillary sites that fully utilize the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders”

Target: 101 sites Baseline: 17 sites Monthly Activity Report Monthly

End of month Art Johnson Conduct meetings with site administrators to communicate resource conservation requirements, goals and objectives.

Q1 Reduce Electrical Usage Target: 10% KWH Reduction by end of FY 08/09 Baseline: 77,928,833 KWH

FPL Monthly Invoices & School District Monitoring System

Monthly End of month Brian Blenis


Q2 Reduce Water Usage 10% by End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Water Usage

Monthly Water Invoices Monthly End of month Art Johnson


And

KWP2 Process Control System - Update 3/18/09 (Red Lettering) Process Name: Identification And Recommendation Of Facility And Behavioral Modification Improvements Process Owner: Art Johnson

Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Manage The Identification And Recommendation Of Facility And Behavioral Modification Improvements process Outcome Indicators: Q1 – Q4

Q3 Reduce Gas / Heating Oil Usage 10% By End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Gas / Oil Usage

Monthly Gas and Heating Oil Invoices Monthly End of month Brian Blenis



Indicators Control






Q4 Reduce the Volume of Trash Hauled 10% By the End of FY 09/10

Target: 10% Cost Savings by end of FY 09/10 Baseline: 08 Annual Trash Volume Hauled

Monthly Solid Waste Invoices Monthly End of month Art Johnson


Approved: Date: Rev # Rev Date:

And

DMAIC LITE STORYBOARD – IMPROVE – CHECKPOINT 10

Countermeasure Action Plans COUNTERMEASURE

PROJECTED START DATE

PROJECTED END DATE

ACCOUNTABLE PERSON

SUPPORT ORGANIZATION ESTIMATED COST

A. Need formal adoption of the “Resource Conservation Plan” and Administrative Procedure. Need District Superintendent Resource Conservation Proclamation. Need District-wide roll out.

1/12/09 2/5/09 Ed Curry, Art Johnson Senior Staff

District Communications

Staff time, approximately 2 hours

B. Need resource conservation written into all School Board of Brevard County site managers job descriptions.

1/12/09 7/1/09 Art Johnson Human Resources Staff time

C. Establish a District-wide incentive program. Utilize energy conservation incentive programs from Florida and other state school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.

Not at this time

D. Revamp the Energy Conservation training program to create different levels of instruction. Each level of instruction will focus on the different job categories throughout the school district. Develop web-based and classroom instructional programs. Take advantage of national and state energy programs.

2/1/09 Monthly There After

Robin Reinarts, Kelly Van Dusen

Department heads, Area Superintendents

Staff time, $200 in copies and binders

E. Empower employees to save energy, implement cost saving changes and report waste. Develop a District-wide resource conservation reporting system that recognizes schools and ancillary sites for outstanding performance. See countermeasures “C” and “D”.

1/12/09 Monthly There After

Art Johnson, Robin Reinarts, Kelly Van

Dusen, Ed Curry

Superintendent Staff time, $100 for trophies

Countermeasures Matrix:

EFFECTIVENESS X FEASIBILITY = OVERALL ACTION

PROBLEM

ROOT CAUSECOUNTER-MEASURE

PRACTICALMETHODS

Scale: 1 = Negligble 2= Somewhat 3= Moderate 4= Very 5 = Extreme

Lack of Management

Direction

Lack of Accountability

No Incentive

Lack of Education

Attitude

Need formal Board adoption of the “Resource Conservation

Plan” and Administrative Procedure. Need District Superintendent Resource

Conservation Proclamation. Need District-wide roll out.

Need resource conservation written into all School Board of Brevard County mangers job

descriptions.

Establish a District-wide incentive program. Utilize energy

conservation incentive programs from Florida and other state

school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.

Revamp the Energy Conservation training program to

create different levels of instruction. Each level of

instruction will focus on the different job categories

throughout the school district. Develop web-based and classroom instructional

programs. Take advantage of national and state energy

programs.

Empower employees to save energy, implement cost saving

changes and report waste. Develop a District-wide resource conservation reporting system

that rewards schools and ancillary sites for outstanding

performance. See countermeasures “C” and “D”

Have RC Manager draft documentation for RC Plan

and Administrative Procedure adaptation by

the School Board.

Have HR Director review and update Job Description to include

RC responsibilities.

Administrator

RC Team to develop and recommend District Wide

incentive program.

RC Team to review and update RC training

program with different courses that target the

different levels of District Management.

Have the RC Team to develop and the RC

Manager present a RC cost savings empowerment

program to the Assistant Superintendent for

Facilities.

5 5 25

25

25

25

25

5 5

5 5

5 5

5 5

Yes

Yes

Yes

Yes

Yes

KWP2 - Identification of Facility andBehavioral Modification Improvements

& Recommendations

School administrators and staff are not

following the “Brevard Energy Action Team Energy Management Guidelines

for energy conservation.

and Tips”

Date:

Owners:

Sep-08 Oct-08 Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Comments

Scheduled 9/8/08

Completed 9/28/08

Scheduled 1/15/09

Completed 1/9/09

Scheduled 1/20/09

Completed 1/14/09

Scheduled 1/12/09

Completed

Scheduled 1/28/09

Completed

Scheduled 2/5/09

Completed

6 RRRR to distribute Resource Conservation Plan in SCENE newsletter

EC

EC

AJ

AJ

2

AJ to contact district communications to distribute Resource Conservation Plan to ALL district employees

EC to present Administrative Procedure and Resource Conservation Plan to senior staff for approval

Macro Action Plan #1 - Resource Conservation

Root Cause #1:

Countermeasure #1:

Practical Method:

Ed Curry, Art Johnson

12-Jan-09Lack of management direction

Formal adoption of Proclamation, Resource Conservation Plan and Administrative Procedures

Dissemination of Administrative Procedures

Month

AJ to distribute Resource Conservation Plan/Administrative Procedure at Leadership Team Meeting

No. Task Accountable Person

1

3

EC to present proclamation to board and leadership team

AJ to provide Administrative Procedure and Resource Conservation Plan to EC

AJ

4

5

Date:

Owners:

Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Comments

Scheduled 1/12/09

Completed 1/12/09

Scheduled 1/20/09

Completed Ongoing Task Until Completed >


1

2

AJ to present desired verbiage and list of job positions affected to ED.


Root Cause #2:

Countermeasure #2:

Practical Method:

Art Johnson

12-Jan-09Lack of accountability

Resource conservation written into all Brevard Public Schools site manager job descriptions.

Revision of job descriptions

AJ

ECED to work with Human Resources to update job descriptions.

Month

Date:

Owners:

Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Comments

Scheduled 2/2/09

Completed 2/16/09

Scheduled 2/5/09

Completed

Scheduled 2/5/09

Completed

Scheduled 2/9/09

Completed

Scheduled 2/9/09

Completed

Scheduled 2/12/09

Completed 1/12/09

Scheduled 2/12/09

Completed

Scheduled 2/17/09

Completed

Scheduled 2/18/09

Completed

Scheduled 2/18/09

Completed

RR

AJ

8

9

10AJ to alert district communications of the availability of training materials

RR

4

5

Month

RR to post training PowerPoints on department website


1

3

RR and KVD to revise current Energy Action Patrol Leader manual, PowerPoint and training agenda

Revamp the Conservation training program to create different levels of instruction, web-based and classroom instructional programs.

Create differentiated instructional programs

RR and KVD to create a manual, PowerPoint and training agenda for non-school administrators

RR and KVD to revise current administrator manual and create an accompanying PowerPoint and training agenda

RR and KVD to revise current custodial manual, PowerPoint and training agenda

RR2

RR and KVD to create a briefing packet, PowerPoint and training agenda for senior staff

RR


Root Cause #4 :

Countermeasure #4:

Practical Method:

Ed Curry, Art Johnson

12-Jan-09Need to expand energy conservation education/instruction program

RR

RR

RR

RR

RR

7RR and KVD to create a PowerPoint and educational activities for use with district staff

6

RR to publicize availability of training materials in SCENE newsletter

RR and KVD to create a PowerPoint and educational activities for use with faculty

MANAGE RESOURCECONSERVATION

MANAGE RESOURCECONSERVATION

A. Johnson

Process Improvement

Document TreeMacro

Process: Process Owner: Document Title:

MACRO DMAIC LITE STORYBOARD

MACRO PCS

MACRO FLOWCHART

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

MACRO KEY IN-PROCESSMEASURES DETERMINATION

SYSTEMS FORM

MACRO DMAIC LITE STORYBOARD

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

KWP2 IDENTIFICATION &RECOMMENDATION OF

F&BM MODS AND IMPROVEMENTS FLOW CHART

KWP2 ACTION PLAN(s)

KWP2COUNTERMEASURE

MATRIX

KWP2 INDICATOR DATA

KWP6 DMAIC LITE STORYBOARD

KWP5 DMAIC LITE STORYBOARD

KWP6 PRIORITY PROCESSSELECTION MATRIX FORM

KWP5 PRIORITY PROCESSSELECTION MATRIX FORM

KWP6 MONITOR & ANALYZE FACIMPROVEMENT PROJECTS &

BM TRAINING RESULTS FLOW CHART

KWP5 CREATE COST BENIFIT ANALYSIS

FLOW CHART

KWP6 ACTION PLAN(s) KWP5 ACTION PLAN(s)

KWP6COUNTERMEASURE

MATRIX

KWP5COUNTERMEASURE

MATRIX

KWP6 INDICATOR DATA KWP5 INDICATOR DATA

Note 1: May be required if flow chart has internal work processin addition to individual steps.

Note 1Note 1

Key Work Processes 1 - 9

1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard

FY 08 AVG KWH USAGE (Q1)

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

FACILITY CATEGORIES

KW

H P

ER M

ON

TH

FY 08 Avg.Per Month

FY 08 Avg.Per Month 2,546,000 772,111 2,892,257 283,703

High Schools Middle Schools Elementary Schools Ancillary Facilities

Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement.

FY09 YTD KWH USAGE (Q1)

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

FACILITY CATEGORIES

KW

H P

ER M

ON

TH

FY 09 Per Month YTD FY 08 Baseline FY 09 MONTHLY TARGET

FY 09 Per Month YTD 2,293,343 643,012 2,485,527 235,479

FY 08 Baseline 2,546,000 772,111 2,892,257 283,703

FY 09 MONTHLY TARGET 2,291,400 694,899 2,603,031 255,332


Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement. The FY09 YTD target is a 10% reduction in the FY08 Baseline.

FY08/09 YTD KWH USAGE ANALYSIS (Q1)

-

5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

30,000,000

35,000,000

40,000,000

FACILITY CATEGORY

KW

H P

ER Y

EAR

FY 08 FY 09 YTD FY 08 YEARLY BASELINE FY 09 YEARLY TARGET

FY 08 30,551,999 9,265,326 34,707,081 3,404,432

FY 09 YTD 27,520,121 7,716,140 29,826,320 2,825,746

FY 08 YEARLY BASELINE 30,551,999 9,265,326 34,707,081 3,404,432

FY 09 YEARLY TARGET 27,496,799 8,338,793 31,236,373 3,063,989


Note: The FY 08 average usage per month becomes the baseline for the FY09 energy reduction process improvement. The FY09 YTD target is a 10% reduction in the FY08 Baseline.

Active Energy Action Patrols / Teams Analysis

0

20

40

60

80

100

120

Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09

Reporting Months

Num

ber o

f Site

sTeam Deployment Target Baseline

Team Deployment 17 50 66

Target 101 101 101 101 101 101

Baseline 20 20 20 20 20 20

July-08 January-09 March-09 April-09 May-09 June-09

Target = 101

Baseline = 20.0

INPUT

OUTPUT

PROCESS

NEW TECHNOLOGYORGANIZATIONAL KNOWLEDGEFLEXIBILITY IN DESIGNVOICE OF THE CUSTOMER

Q1 ELECTRICAL USAGE REDUCTION BY 10% BY END OF 08/09

Q2 WATER USAGEREDUCTION BY 10% BY END OF 09/010

Q3 GAS / HEATING OIL USAGEREDUCTION BY 10% BY END OF 09/010

Q4 VOLUME OF TRASH HAULEDREDUCTION BY 10%BY END OF 09/010

CYCLE TIMEPRODUCTIVITYCOST CONTROL

EFFICIENCY AND EFFECTIVITY

FEEDBACK LOOP

MANAGE DISTRICT RESOURCE CONSERVATION PROCESS MAP

Facilities Department - Robert J. Wiebel / Art Johnson 2/17/09

PREPARE RCDOCUMENTS

IDENTIFICATION OFFACILITY & BEHAVIORAL

MODIFICATION IMPROVEMENTS

KWP6 MONITOR & ANALYZEFACILITY IMPROVEMENTPROJECTS & BEHAVIORALMODIFICATION RESULTS

KWP1

KWP2

KWP2 IDENTIFICATION OF FACILITY & BEHAVIORAL MODIFICATION RECOMMENDATIONS

KWP5 CREATE COST BENEFITANALYSIS

KWP4 IMPLEMENT NON-COMPLEXFACILITY IMPROVEMENTS

KWP3 PERFORM BEHAVIORALMODIFICATION TRAINING

LACK OF MANAGEMENT DIRECTION

BUDGETGOAL

IMPACT

HIGHELECTICAL

BILL

ADDITIONAL LIGHTS,OFFICES, HVAC & ELEC

EQUIPMENT AND APPLIANCESAND PERSONAL APPLIANCES

IN EXISTING FACILITIES

ADDITION OF NEW FACILITIES AND /OR INFRASTRUCTURE

CONVERTING UNCONDITIONED

SPACE TO CONDITIONEDSPACE

ADDITIONAL FACILITIES USAGE

FACILITIES NOT BEING OPERATED

EFFICIENTLY

FPL ENERGY RATES

FPL FUEL CHARGES

FPL NON-FUEL CHARGES

AFTER-SCHOOLACADEMIC EVENTS

AFTER-SCHOOLATHLETIC EVENTS

10-YEAR FACILITIESIMPROVEMENT PLAN

WHY WHY

BECAUSE

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

BECAUSE OF

WHY WHY

WHY

WHY

WHY

WHY

PROGRAM DEVELOPMENT NEEDS

COMMUNITY INPUT

BPS STRATEGICPLAN / KPIs

ANNUAL FACILITIES ASSESSMENT INSPECTIONS

NEED TO IMPROVE ENERGY CONSERVATIONAND INSTRUCTION PROGTRAM

LACK OF ACCOUNTABILITY

NO INCENTIVE

ATTITUDE

MANAGE DISTRICT RESOURCE CONSERVATION

WHY DIAGRAM


BUDGETGOAL

IMPACT

REDUCEELECTRICAL

BILL

IMPLEMENTFACILITIES PROJECT

PROGRAM DEVELOPMENT NEEDS

COMMUNITY INPUT

BPS STRATEGICPLAN / KPIs

ANNUAL FACILITIES ASSESSMENT INSPECTIONS

10-YEAR FACILITIESIMPROVEMENT PLAN

WORK ORDERSUBMITTALS

CHANGE HOWFACILITIES ARE OPERATED

HOW HOW

PERFORM BEHAVIORAL MODIFICATION TRAINING

ESTABLISH ENERGY PATROLS

EMPLOYEE BEHAVIORALMODIFICATION TRAINING

ESTABLISH ENERGY ACTION TEAMS

PROCEDURES

IN THE FIELD

CLASSROOM

JOB DESCRIPTIONS

HOW

HOW

HOW

HOW

HOW

HOW

HOW

MANAGE DISTRICT RESOURCE CONSERVATION

HOW DIAGRAM


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PPllaann DDoo CChheecckk AAcctt

EZDMAICSM is a registered Service Mark of ets Inc. ~ Copyright 2009, ets Inc. Page 1

Macro Process Name: Manage Resource Conservation Key Work Process: KWP2 – Identification of Facility and Behavioral Modification

Improvements and Recommendations Work System / Leader: Ed Curry Process Owner: Art Johnson

DMAIC Status: Improve Cycle: Yes Refine Cycle: No Revision Status: 3/27/09 – Revision in red.

DEFINE

1. The stakeholder and need were identified. Yes: X No: Rating: 5 Comment: Internal and external customers were identified.

2. An indicator measuring our performance in meeting the need was developed. Yes: X No: Rating: 5

Comment: An indicator to measure “Q1 – Reduce Electrical Usage 10% by the end of FY 08/09” was developed. By increasing the number of facility and behavioral modification projects at each school site, Q measure Q1 would be improved thus resulting in an overall reduction in Kilowatt Hours (KWH) used at each school campus and District ancillary facility location. See checkpoint 3.

3. A theme statement consistent with the indicator was selected. Yes: X No: Rating: 5

Comment: Yes, the theme statement is consistent with “Q1” to reduce the District-wide KWH usage.

Theme Statement: The cost of district-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The district-wide FY 07/08 annual KWH usage was 144,015,513 at cost of $15,236,026. A 10% KWH / Hour reduction was established by the District for FY 08/09. Rating Legend:

5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed




MEASURE

4. The theme was stratified from various viewpoints and a significant problem was chosen. Yes: X No: Rating: 5

Comment: The theme was stratified into five problems: 1) The addition of lights, office, and HVAC electrical equipment and appliances and personal appliances in existing facilities; 2) The addition of new facilities which may also include the addition of lights, office, and HVAC electrical equipment and appliances, personal appliances; 3) Converting unconditioned space to conditioned space in existing facilities; 4) Additional facility usage - expanding the use of school facilities beyond the end of the typical school day; and 5) The way school facilities are being operated / used by teachers, students and support staff.

Problem #5 was selected as the most significant.

5. A target for improvement was established based on the stakeholder's need and its impact on the theme indicator was determined. Yes: X No: Rating: 5

Comment: A target has been established to reduce the District’s electrical usage in KWH. The target is a 10% reduction in KWH used.

6. A problem statement that addressed the gap between the actual and target values was developed. Yes: X No: Rating: 5

Comment: Actual and target gap values have been identified. . In July of 2008 the Resource Conservation Team was formed. By the end of October 2008, all school sites have been inspected and audited. Only 20.0 percent of School District sites were found to be implementing the “Energy Management Guidelines Best Practices” to the fullest.

Gap: As of October 31, 2008, 20 out of 101 District sites have active Energy / Resource Conservation programs and utilize the Energy Management Guidelines Best Practices. The gap is 81 school and ancillary sites

Rating Legend:





ANALYZE

7. Potential causes most likely to have the greatest impact on the problem were selected. Yes: X No: Rating: 5

Comment: Five root causes were selected: 1) Lack of management direction; 2) Lack of Accountability; 3) No Incentive; 4) Need to improve energy conservation education / instruction program; and 5) Attitude. The selection was based on intuitive / historical behavioral analysis.

8. A relationship between the root causes and the problem was verified with data. Yes: X No: Rating: 5

Comment: The relationship between root causes and the problem was verified by conducting field inspection and audits and interviewing school-site administrators and support personnel. This relationship was not verified by quantifiable data. 9. Root causes were selected and the impact of each root cause on the gap was

determined. Yes: No: Rating: 5

Comment: The impact of the root cause was determined. During fact finding inspections and audits, the following root cause impact on the gap was noted.

1) Site-Based Administrators not correcting negative behaviors attributed to the increased energy usage;

2) School Site-Based Administrator not held accountable for increases in energy usage caused by the behavior of teachers, students and support staff attributed to increased energy usage;

3) Loss of last year’s “Energy Action Patrol Mini Grant” played a minor role that attributed to increased energy usage (grant used to reward energy action patrols at participating schools);

4) The need to improve energy conservation education / instruction program attributed to increased energy usage; and

5) Administration, teacher, student and support staff attitude attributed to increased energy usage. All of the above root causes impacted the use of behavioral modification practices to reduce school-site energy usage. Rating Legend:





IMPROVE

10. Countermeasures were selected to address verified root causes. Yes: X No: Rating: 5

Comment: Five countermeasures were developed.

1. Need formal adoption of the “Resource Conservation Plan” and Administrative Procedure. Need District Superintendent Resource Conservation Proclamation. Need District-wide roll out.

2. Need resource conservation written into all School Board of Brevard County site managers’ job descriptions.

3. Establish a District-wide incentive program. Utilize energy conservation incentive programs from Florida and other state school districts as “Benchmarks” for the development of a School Board of Brevard County energy conservation incentive program.

4. Revamp the Energy Conservation training program to create different levels of instruction. Each level of instruction will focus on the different job categories throughout the school district. Develop web-based and classroom instructional programs. Take advantage of national and state energy programs.

5. Empower employees to save energy, implement cost saving changes and report waste. Develop a District-wide resource conservation reporting system that rewards schools and ancillary sites for outstanding performance. See countermeasures “C” and “D”.

11. The method for selecting the appropriate practical methods was clear and considered

effectiveness and feasibility. Yes: X No: Rating: 5

Comment: An effectiveness and feasibility matrix was used to select which countermeasures to deploy. Practical methods were developed for each countermeasure by using a brainstorming session. See Macro Storyboard package for effectiveness and feasibility matrix. Countermeasures 1,2,4 and five were deployed. It was determined by benchmarking that countermeasure 3 was effective but not feasible because of the reduction in school district budget over the past year.

IMPROVE

12. The action plan reflected accountability, schedule, and cost, and was implemented. Yes: X No: Rating: 5

Comment: An overall action plan was developed that incorporated all countermeasures. A countermeasure action plan matrix was developed which shows deployment accountability, schedule and associated cost. See Macro Storyboard. Rating Legend:





CONTROL

13. [Results] The effect of countermeasure on the root causes was demonstrated. Yes: X No: Rating: 5

Comment: The effect of the countermeasure on the root cause was demonstrated. As of February 28, 2009, all countermeasures were fully deployed. 14. [Results] The effect of countermeasures on the problem was demonstrated. Yes: X No: Rating: 5

Comment: The effect of the countermeasure on the problem was demonstrated. As of February 28, 2009, the number of schools that use the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” has increased from 17 schools to 50. A gap of 41% still remains. A new in-process indicator, P18, will be added to track the number of school that use the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” 15. [Results] The improvement target was achieved and causes of significant variation were

addressed. Yes: No: X Rating: 5

Comment: As of February 28, 2009, the deployment, of the countermeasures to decrease energy usage through behavioral modification practices reduced the District energy usage by 14% exceeding the 10% target. See Macro charts. 16. [Results] The effect of countermeasures on the theme indicator representing the

stakeholder’s need was demonstrated. Yes: X No: Rating:

Comment: Theme Statement: “The cost of district-wide KWH usage (energy) at each school campus and District ancillary facility location is impacted by both FPL electricity rates and energy consumption. The district-wide FY 07/08 annual KWH usage was 77,928,838 at cost of $8,136,191. A 10% KWH reduction was established by the District for FY 08/09.” The attached chart clearly shows that the countermeasure is having an effect on the theme statement.

CONTROL

17. [Standardization] A method was established to document, permanently change, and communicate the revised process or standard, and was implemented. Yes: No: X Rating: 3

Comment: The countermeasures have been instituted throughout the District. A resource conservation procedure has been developed. The use of the “Brevard Energy Action Team Energy Management Guidelines and Tips for Patrol Leaders” has been mandated. 18. [Standardization] Specific areas for replication were identified, and an action plan was

developed to promote organizational learning. Yes: X No: Rating: 5

Comment: This checkpoint was analyzed. The developed countermeasures will be utilized as resource conservation is focused on water, gas and heating oil and trash removal.

19. [Future Plans] Any remaining problems of the theme were addressed. Yes: X No: Rating: 5

Comment: There are no remaining problems associated with the theme at this time. As the energy reduction rate and behavioral modification practices learning curve starts to flatten out, the use of capital facility projects to reduce energy usage will become paramount.




CONTROL

20. [Future Plans] Lessons learned, P-D-C-A of the ets Six Sigma DMAIC Method, and team growth were assessed and documented. Yes: X No: Rating: 4

Comment: The problem solving activity to improve the theme occurred over numerous brainstorming and data analysis sessions. Data was examined from varying view points to understand the problem and gap. Lessons learned were discussed and documented. The lessons learned are being used to update all training material.

Rating Legend: 5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed

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