Report 2015-117 Recommendation 13 Responses

Report 2015-117: California Department of General Services' Real Estate Services Division: To Better Serve Its Client Agencies, It Needs to Track and Analyze Project Data and Improve Its Management Practices (Release Date: March 2016)

Recommendation #13 To: General Services, Department of

To ensure that its project management staff are adequately trained and have the information necessary to deliver projects as efficiently and effectively as possible, the division should develop and implement by December 2016 a periodic training program for staff within its project management and building management branches. This training program should include updated information that reflects any processes it revises based on its review of critical project status data and its progress toward meeting its goals.

Annual Follow-Up Agency Response From October 2018

A Capital Outlay Project Manager (COPM) has been specifically assigned to develop and implement a training program. As of July 2018, a training plan was developed and mandatory internal training has begun.

The training program requires all technical staff to attend bi-monthly training on various topics. Core training classes this fiscal year are on topics related to Branch policies, procedures, and operations.

Further, as of July 2018, the Facilities Management Division (FMD) developed and implemented an annual training program for staff within its building management branches. This training program includes a skills assessment, engineer training, and a certification program in accordance with current industry standards.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

The division provided evidence of its new training program, the schedule for when it has--or plans to deliver--the training, as well as a description of the topics that are covered in the training program. Thus, we consider this recommendation fully implemented.

Annual Follow-Up Agency Response From November 2017

The Project Management and Development Branch's (PMDB) immediate focus has been to orient and provide on the job training for new staff. Completion date is anticipated by July 2018.

PMDB has taken the following steps to ensure relevant project training is occurring throughout the branch: (1) Implemented quarterly all-staff meetings to ensure consistent communication of new policies, procedures, and initiatives; (2) Instituted Lunch-and-Learn meetings where vendors/consultants are brought in to present on relevant product requirements; (3) Established Project Management Forums, which meet every other week; (4) Purchased DBIA training credits for staff working on Design-Build projects; and, (5) Worked with Western Council of Construction Consumers, and identified construction management classes at UC Davis and are currently prioritizing attendance based upon need.

FMD's project management/construction management firm is assessing training needs and developing training plans to ensure uniform standards of operation for FMD's engineering, custodial, and building management responsibilities. The training plan will ensure that staff is prepared to fully utilize the computerized maintenance management system (Maximo) and the new project management system. FMD's new Training and Compliance Manager will work closely with the contractor to develop/manage our training program and ensure that our policies, procedures, and practices are being followed.

FMD is now utilizing a training system (Learning Management System) to track and provide training for its employees and is also using an online training library (Click Safety) to provide timely training. Due to specialized training for engineers and electricians, FMD is currently seeking training opportunities for those classifications. Further, FMD is working with the Department of Labor, CalHR and the Governor's Office to craft a comprehensive apprenticeship/training program for custodians, engineers and electricians.

California State Auditor's Assessment of Annual Follow-Up Status: Pending

1-Year Agency Response

In August 2016, DGS hired a Project Director III (Retired Annuitant) to update existing training materials and develop new modules to create a comprehensive training program for project directors within RESD. In the immediate term, DGS is focusing on modules related to contracting and communication (ex: project status and financials). It is anticipated that the updated training program will be completed by December 2017.

As discussed under Recommendation Six, FMD engaged a project management/construction management firm that is assessing training needs and developing training plans to ensure uniform standards of operation for FMD's engineering, custodial, and building management responsibilities. The training plan will also ensure that FMD staff is prepared to fully utilize the expanded computerized maintenance management system (Maximo) and the new project management system. Additionally, FMD hired a new Training and Compliance Manager to work closely with the contractor to develop and manage our training program and ensure that our policies, procedures, and practices are being followed.

California State Auditor's Assessment of 1-Year Status: Pending

6-Month Agency Response

In August, DGS hired a Project Director III (Retired Annuitant) to update existing training materials and develop new modules to create a comprehensive training program for project directors within RESD. In the immediate term, DGS is focusing on modules related to contracting and communication (ex: project status and financials). It is anticipated that the updated training program will be completed by August 2017.

As discussed under Recommendation # 6, FMD has entered into a long-term contract with a project management/construction management firm. In brief, the contractor will provide professional architectural, engineering and program management services as needed to assist FMD in successfully upgrading its statewide standards, systems and processes for the repair and maintenance of state-owned buildings. The contract provides for the development of training plans to ensure that FMD staff knows how to utilize the new or expanded technology tools being developed to ensure effective project management. The training program should be in place by next summer.

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

By December 2016, DGS will develop and implement a training program for project management and building management staff. The training will address subject matters that assist in ensuring that staff is trained in a timely manner on the knowledge, skills and abilities needed to deliver projects as efficiently and effectively as possible.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2015-117

Agency responses received are posted verbatim.