FIELD OPERATIONS
The Division of School Facilities Field Operations Office is responsible for the primary mission of the DSF: ensuring that the schools and grounds are in good repair, and operated and maintained, on a day to day basis, in a safe and efficient manner. We meet this responsibility by utilizing on-site Custodian Engineers or Facilities Management Services (FMS); these are the Building Managers who direct their employees to meet the goals and objectives set by the School Principals. The Field Operations office also maintains and deploys a dedicated force of Skilled Trades mechanics to address repair work that is beyond the scope or expertise of the on-site staff. Managers within the office of Field Operations have extensive, hands-on experience in all aspects of building operations and maintenance. They inspect buildings and monitor conditions on a daily basis, ensuring adequacy of service, and also target short and long term site-specific service enhancements. Managers give high priority to issues of hazardous conditions and fire safety, as well as quality of life concerns for both students and the teaching staff.
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PROGRAM MANAGEMENT
A number of units make up our Program Management Team:
The Specification Unit writes Requests for Proposals (RFP) for professional services, in addition to preparing the specifications for repair, maintenance, and service on our buildings and equipment.
The Procurement Unit receives and tracks contractor applications for payments, monitors Labor Law compliance with field visits and review of payrolls, checks on work quality and performance via survey, is responsible for Third Party agreements and handles contractor compliance issues.
The Violation Control Unit tracks and manages violations issued against the Department of Education by regulatory agencies from inception through dismissal of violations, and acts as our liaison with the issuing agencies.
Program Management works in cooperation with, and co-directs the SCA's Commissioning Unit to insure construction complies with the intent of the design and meets educational needs. Program Management also makes capital project referrals to the SCA. The Capital Task Force, under the direction of Program Management, performs work that increases capacity and modifies space to meet pedagogic needs.
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ENTERPRISE DEVELOPMENT AND SUPPORT
The Office of Enterprise, Development and Support is made up of four distinct units.
The PassPort Administration Group ensures that PassPort, DSF's computerized Maintenance Management System, is continually operational and up-to-date. They support the production and maintenance of many critical reports and DSF Access applications that are created by the ED&S Data Analysis and Reporting Unit. In addition, the group manages all electronic data exchanges to external systems.
The Data Analysis and Reporting Unitis responsible for the production and maintenance of a wide range of metrics, reports and KPI's. Their automated systems allows DSF managers to receive valuable information and updated data instantly, providing them with the ability to assess performance and productivity. The unit is also in charge of overseeing MS Access databases that are used throughout DSF.
The Application Support Group’s main focus is to train DSF personnel on the proper and most efficient methods of application use. The group publishes electronic and hard copy training manuals and creates help documentation for all custom applications. They write test scripts and conducting necessary testing of new applications and ensure smooth and successful upgrades and transitions between different versions of software. They work to improve the job related knowledge, skills and attitude of its employees. The group provides professional skills enhancements and increases employee's effectiveness through training and other resources.
The Application Development Unit creates custom applications which are used to improve the day-to-day operations and productivity at DSF. This team helps make our complex environment here at DSF a bit simpler, and is crucial in the development and maintenance of many of the systems used within DSF. Our Web Developer is tasked with creating new intranet and internet designs and maintaining our Web site content.
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ENVIRONMENTAL HEALTH AND SAFETY
The Environmental Health and Safety section is responsible for monitoring environmental conditions in our schools. EHS coordinates appropriate, often time critical responses to potentially harmful situations involving asbestos, lead paint, drinking water quality, air quality, mold, dust conditions, etc. Working closely with federal, state and city health and safety officials, Environmental Health and Safety will test, remediate and correct any situation that involves suspected exposure to potential hazardous substances.
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FINANCE
The Finance Office is responsible for developing the Division’s $750 million budget and finalizing its spending plan with DOE’s Central Budget Office and the City’s Office of Management and Budget. Once finalized, Finance monitors expenditures against the approved spending plan and issues analytical reports concerning spending patterns to various stakeholders both within and outside of the Division. The Office is also responsible for the processing of all payments to contractors who perform repairs in schools, vendors who provide materials and custodial supplies for use by DOE maintenance staff, oil delivery companies who provide some 20 million gallons of heating fuel to the schools annually and approximately $170 million in rental payments to Landlords who lease over 180 sites to the Department. This office also assists the City in preparing its Financial Statements and acts as the liaison for audits and document requests by the City Comptroller, State Comptroller, other public agencies and the public under the Freedom of Information Act. Finally when schools and other outside organizations wish to partner with the Division for various improvement projects (e.g., Facility Enhancement Projects initiated by schools, inter agency grants, donations from outside organizations, etc.) the requests are coordinated through the Finance Office.
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SUSTAINABILITY
DOE's Sustainability initiative is an agency wide effort lead by Division of School Facilities and supported by the DOE Sustainability Committee to provide tools and resources to optimize building operations and energy efficiency, to increase recycling and to help teachers apply standards to real life to lead current and future generations to a more sustainable future.
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Click here to view The Division of School
Facilities Org chart
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