Kennesaw State University is currently undergoing an unprecedented period of growth. To accommodate the increasing enrollment, the University has embarked upon a campus expansion campaign that will significantly increase the number of facilities on campus over the next five years.
In early 2008, Draper & Associates was engaged by Kennesaw State University to interview Plant Operations management and staff and internal and external campus customers to identify opportunities to improve services and achieve efficiencies.
The Draper Approach
The approach for this Review consisted of a combination of fact-finding and analysis directed at identifying and defining opportunities to improve cost-effectiveness within Plant Operations. Fact-finding activities included interviews with fifty-one (51) individuals including Plant Operations staff and internal and external key campus customers. The deliverable consisted of a Report containing the data compiled and the findings generated during the Review. The recommendations contained within this Report included a measurable set of specific goals or indicators for organizational performance and financial effectiveness within Plant Operations based on the interviews conducted - as well as opportunities for modifying the organizational structure, improving the mix and use of staff and other resources, and implementing alternative methods of service delivery within the Department.
These and other tasks were addressed through an engagement that Draper & Associates crafted specifically for this diagnostic Review. It included the use of a proven analytical methodology designed to provide for the careful consideration of all aspects of the activities, functions, processes, and/or organizational structure involved in supporting the institution.
This methodology was applied through an approach and work program designed to generate recommendations which can be used to improve effectiveness and are intended to provide insight into the potential efficiencies associated with each of them. The results of the engagement are a set of conclusions defining the current state of the delivery of services by the Facilities Management Division and a list of recommended alternative courses of actions. These conclusions and recommendations were developed with the input and support of Kennesaw State University staff and selected constituents of the Physical Plant, working in conjunction with our Consulting Team.
Lastly, Draper & Associates’ corporate philosophy required the Team to view recommendations from the perspective of the end user and to ensure that the suggestions were practical. Draper recommended solutions that could realistically be implemented within the unique environment for which the user intended.
The following suggested goals for the organization resulted from interviews with fifty-one (51) individuals including Plant Operations staff and internal and external key customers.
- Measure productivity for each individual and unit.
- Conduct a business process review to improve work flow and to assure consistent controls and procedures for each area. Procure state-of-art, integrated CAFM system that satisfies business needs of Plant Operations.
- Organize and improve coordination and accountability with and for Special Events.
- Improve material and supply procurement storage, accountability and distribution procedures.
- Improve quality of communications both within Facilities and also with external customers.
As a result of the analysis, Draper & Associates made thirty-nine specific recommendations. To facilitate an organized approach to understanding the conclusions and related recommendations emerging from this analysis, they were organized into the following eight focus areas:
- Business Processes
- Staffing Levels
- Customer Relations
- Software/CAFM Requirements