Unit reviews of all units within the Vice-President, Finance & Administration portfolio are being undertaken over the next three years in order to flag possible organizational and efficiency issues and to assess alignment of stakeholder service expectations with unit responsibilities and performance.

Facilities Planning & Management was the first unit to be reviewed due to the impending retirement of its Director, Peter Lashko.

The primary observation of the review report was that Facilities is charged with doing a lot with very little. The overlap of some unit functions with responsibilities of other units was also noted.

Organizational Changes Effective January 3, 2018

This is to let you know about organizational changes that will be made in response to the report and that will become effective as of January 3, 2018. These changes have been reviewed with the Vice-President, Academic and Provost, the Audit Finance & Risk Committee and with the Physical Resources and Capital Assets Committee of the Board:

1.Objective: Streamline services involving space and space maintenance; gain operational efficiencies

· A new unit will be created through amalgamation of Facilities with Studio Services. 

· This new unit, called Facilities & Studio Services, will report to the VP Finance & Administration and be led by Nick Hooper as Director; a dotted reporting line for studio services will be maintained to the Provost’s Office.

· As part of this, an administrative hub will be created within the unit, reporting to the Director, of positions currently responsible for Work Orders/Requests, Reception, and Accounts.

 

2. ObjectiveReduce possible inter-unit redundancies and stakeholder confusion; facilitate mission focus:

· Responsibility for card and key access and the two associated positions will be transferred from Facilities to Safety & Security Services.

· The building project management department currently within Facilities, along with the three associated positions, will be transferred to a newly-created unit called Capital Planning & Projects, which will also merge with the functions of the Major Capital Project Lead and report to the VP Finance & Administration.

 

3. Objective: Facilitate and enhance stakeholder engagement with the new unit:

· The new Facilities & Studio Services unit will provide enhanced opportunity for stakeholder input and engagement with the creation of a Facilities & Studio Services advisory committee comprised of student, faculty and other support unit representatives.

Next Steps

Other aspects of the report’s observations will be addressed through development of a six-month action and transition plan early in the new year that, among other things, will include reviewing key processes and establishing performance metrics and benchmarks.

The extent of this organizational change is significant. Nevertheless, there will be no job loss in respect to current positions, although one FTE position will not be replaced – specifically the Director, Facilities Planning & Management position. Expected operational efficiencies will be further identified and tracked beginning in early 2018.

I’d like to thank all stakeholders who participated in the review, the review team, those units and staff taking on additional responsibilities through this re-organization, and particularly the current Facilities team as we begin an exciting new phase for service delivery of space management, operations, maintenance and planning at the university.

Please do not hesitate to contact me with any questions.

Regards,

Alan Simms

Vice-President, Finance & Administration

 

Date: 
Thursday, December 21, 2017 - 11:38am
Display Location: 
Image: 
Facilities Unit Review
Constituency: 
Facilities Unit Review
Facilities Unit Review
Thursday December 21st, 2017

Unit reviews of all units within the Vice-President, Finance & Administration portfolio are being undertaken over the next three years in order to flag possible organizational and efficiency issues and to assess alignment of stakeholder service expectations with unit responsibilities and performance.

Facilities Planning & Management was the first unit to be reviewed due to the impending retirement of its Director, Peter Lashko.

The primary observation of the review report was that Facilities is charged with doing a lot with very little. The overlap of some unit functions with responsibilities of other units was also noted.

Organizational Changes Effective January 3, 2018

This is to let you know about organizational changes that will be made in response to the report and that will become effective as of January 3, 2018. These changes have been reviewed with the Vice-President, Academic and Provost, the Audit Finance & Risk Committee and with the Physical Resources and Capital Assets Committee of the Board:

1.Objective: Streamline services involving space and space maintenance; gain operational efficiencies

· A new unit will be created through amalgamation of Facilities with Studio Services. 

· This new unit, called Facilities & Studio Services, will report to the VP Finance & Administration and be led by Nick Hooper as Director; a dotted reporting line for studio services will be maintained to the Provost’s Office.

· As part of this, an administrative hub will be created within the unit, reporting to the Director, of positions currently responsible for Work Orders/Requests, Reception, and Accounts.

 

2. ObjectiveReduce possible inter-unit redundancies and stakeholder confusion; facilitate mission focus:

· Responsibility for card and key access and the two associated positions will be transferred from Facilities to Safety & Security Services.

· The building project management department currently within Facilities, along with the three associated positions, will be transferred to a newly-created unit called Capital Planning & Projects, which will also merge with the functions of the Major Capital Project Lead and report to the VP Finance & Administration.

 

3. Objective: Facilitate and enhance stakeholder engagement with the new unit:

· The new Facilities & Studio Services unit will provide enhanced opportunity for stakeholder input and engagement with the creation of a Facilities & Studio Services advisory committee comprised of student, faculty and other support unit representatives.

Next Steps

Other aspects of the report’s observations will be addressed through development of a six-month action and transition plan early in the new year that, among other things, will include reviewing key processes and establishing performance metrics and benchmarks.

The extent of this organizational change is significant. Nevertheless, there will be no job loss in respect to current positions, although one FTE position will not be replaced – specifically the Director, Facilities Planning & Management position. Expected operational efficiencies will be further identified and tracked beginning in early 2018.

I’d like to thank all stakeholders who participated in the review, the review team, those units and staff taking on additional responsibilities through this re-organization, and particularly the current Facilities team as we begin an exciting new phase for service delivery of space management, operations, maintenance and planning at the university.

Please do not hesitate to contact me with any questions.

Regards,

Alan Simms

Vice-President, Finance & Administration

 

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