LBNL Facilities Division

Lean Kaizen Report Out

Metrics Team
Team Leader:
Oscar Aguayo (HR)
Scribes:
John Kpaka (FA Ops)
Heather Pinto (FA Resources)
Team Members:
Jim Dahlgard (FA Resources)
Chris Peach (IT)
April 23, 2010

Background
Lean Training
Kaizen teams formed
Metrics Kaizen Team charged with creating Facilities Division
metrics
One year process not easy & needs time

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Problem Description
Facilities Division does not have clear or consistent
performance metrics
If you cant measure, you cant manage

Objectives/Goals
Analyze Facilities Department Metrics
Propose final Facilities Division Metrics
Standardize, Implement, and Sustain Facilities Division
Metrics
LBNL Facilities Lean Kaizen Event | April 2010
Managed by the University of California for the the U.S. Department of Energy

Analysis/Current Conditions
Preliminary Scorecard developed for use by all Departments
Scorecard geared for measurements at Department level
or lower
Need for Dashboard that is more customer focused

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

How far would you drive

without your gauges?

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Lead
Time

Up
Time

Inventory

Labor Cost
per Work
Order

es
rc
ou
es
R

Turnover

Total
Recordable
Case Rate

On
Time

y
lit
ua
Q

Customer
Survey

er
om
st
Cu

Proposed Metrics

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Resources Turnover
Division wide
All terminations (voluntary and
involuntary), etc.

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Resources Total Recordable Case Rate

Division wide
Frequency of injury per 100
employees
Drill down by
Severity Indicator
(e.g. avg. $400k/yr on
injuries)
Days Away & Restricted
Time

n
Be

m
ch

ark

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Resources Inventory Turns

Stores inventory only
Turn ratio
= Annualized issues
Inventory value

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Resources Inventory
Drill Down by Inventory Value
Cash tied up in Stores inventory

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Resources Labor Costs per Work Order

Operations only
Closed projects
Average cost of labor
(including overtime)
per work order:
= Labor cost CM+PM
Total count of CM+PM

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Quality Customer Survey

Covers all work orders that
produce a customer
satisfaction survey
Average for all ratings

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Quality Up Time
Measures up time for all
building systems, including
mission critical, building critical,
and customer impact (e.g.
water, elevators)
Not currently being tracked

le
p
m
Sa

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Customer Lead Time

CMs only
Time from customer request to
work complete

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Customer Lead Time

Drill Down by Supervisor
Closer look for root cause analysis

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Customer On-Time
Covers all work orders
% actual work complete on or
before estimated completion
date
Based on estimated dates
in Maximo OR
Based on SLA agreement
(e.g. Transportation 4 days)
Much of this is not currently
tracked
Need scheduling system for
this

ple
m
Sa

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy

Metrics and Performance Management

Performance
Agreement
Meeting

Annual
Performance
Appraisal

Metrics

Monitor
Performance

Regular
Feedback
Meetings
LBNL Facilities Lean Kaizen Event | April 2010
Managed by the University of California for the the U.S. Department of Energy

Path Forward
Action

Date

Work with all Facilities Departments to refine their

hierarchy of metrics

October 2010

Establish processes for automating data gathering

and chart creation

April 2011

Integrate metrics with annual employee performance

management process

April 2011

LBNL Facilities Lean Kaizen Event | April 2010

Managed by the University of California for the the U.S. Department of Energy