Operations Update Report We Provide the Environment! Aaron King March 15, 2012

MISSION The Mission of Operations is to provide and maintain a safe, clean, and functional school environment so that our students may learn to their fullest potential. VISION Each functional department within Operations will work together as a unified team to ensure the mission is met and our students have the environment necessary to excel.

GOALS Change the culture to revolve around the children we serve (i.e. Improve Customer Service). 2. Foster a culture of personal accountability through supervisory checks and balances (i.e. Higher Accountability). 3. Develop the Mission Essential Task List for Operations by Department. 4. Establish building design protocols and tolerable variances for new construction and renovation of our schools based on student needs, square footage / student, cost / student, and demographic studies. 5. Install and utilize a capital planning and monitoring dashboard which shows project progress by school site by phase indicating timeline, trajectory, and budget. 6. Establish purchasing procedures aligned with best business practices to ensure that school district resources are budgeted, allocated, encumbered, and expended to maximize student benefit.

GOALS CONT’D 7. Hard goal = Decrease expenditures year over year by 5% for materials procured. 8. Install and utilize a paperless purchasing process which tracks authorizations and expenditures. 9. Develop realistic budgets by department based upon longitudinal data extracted from personnel hours logs, materials invoice sheets, equipment usage and rental, and the work order system. (Hard Goal = Decrease maintenance expenditures year over year by 5% on average for materials). 10. Incorporate a full scale preventive maintenance schedule in order to mitigate the need for emergency maintenance currently in place. 11. Develop management and supervisory evaluations based on key performance indicators.

The Operations Team Construction & Renovation Program Management - to build and maintain our students’ schools Custodial - to ensure our students’ schools are clean Maintenance - to keep our students’ schools running properly Procurement - to buy, receive, inventory, and disperse our students’ needed materials in the most efficient manner Safety - to ensure our students schools’ are free from danger Security - to ensure our students are protected Transportation - to ensure our students arrive to school safely

Technology in the Warehouse

“Hampton Cove Middle 12/14/10”

Warehouse Business Practices

Previous Business Practices

ANNEX BEFORE AFTER

ANNEX BEFORE AFTER

ANNEX BEFORE AFTER

ANNEX BEFORE AFTER

ANNEX BEFORE AFTER

ANNEX BEFORE AFTER

OPERATIONS PROGRESS ITEM 1: Bid Law Internal Controls Stopped the purchase of goods from a blanket purchase order for a vendor which had not been bid and yet had forced the district to encumber $15,125.41. Those materials are now being bid. We will either end the practice or greatly reduce our dependency on the blanket purchase order process prior to FY 13.

OPERATIONS PROGRESS ITEM 2: Separation of District & Personal Property HCS Vehicles and Personally Owned Vehicles (POVs) have been separated. HCS vehicles are now stored inside of the security fence at night, during weekends, and when not in use.

OPERATIONS PROGRESS ITEM 3: Maintenance Shop Fixed Asset Inventory Maintenance teams are now conducting an inventory of all tools and materials on the trucks and in the shop bays. Tools are being marked and we are working with Procurement to get bar coded asset tags in place when our new paperless accountability system comes online.

OPERATIONS PROGRESS ITEM 4: Weekly Vehicle Inspections All HCS vehicles are now inspected weekly with discrepancies reported to the shop supervisor. This will help us better manage and assess our vehicle maintenance contract with Madison County Schools.

OPERATIONS PROGRESS ITEM 5: Disposal Procedures Revamped All materials leaving the Annex must be: 1) Manifested & inspected by the Shop Supervisor 2) Inspected by Head of Maintenance 3) Inspected by Director of Operations 4) The manifest, inspection reports, pictures, and salvage yard receipts are then filed together and records will be maintained for three years

OPERATION PROGRESS ITEM 6: Construction Design and Management TCU Program Managers and HOAR Program Managers are conducting assessments on our past management practices. Recent information discovery meetings have uncovered inefficiencies and a lack of standards. We are currently in process development in coordination with the Lean Frog team.

CLOSING THOUGHTS “Our new way of life: document processes, set goals, measure performance and constantly look for improvements…” Results: Focus / Prioritization of resources Better Performance More Efficiency / Accountability Cost Savings Better Customer Service More Service Provided