HR Issues in Facilities Management: Recruitment

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HR Issues in Facilities Management:

Recruitment, Retention and Retirement

Christine Matheson, Associate Director of Administration

Department of Facilities Management

Dalhousie University

June 15, 2013

Dalhousie University

Dalhousie University is a large, public research university using a strong operational profile to manage an aging campus and pointed capital strategies to address deferred maintenance.

The main campus is located in the heart of Halifax, with a second campus 60 minutes away in Truro, Nova Scotia.

Fast Facts:

Founded: 1818

Enrolled students:18,220

Faculty and staff: 3,900 (1,085 + 2,415)

Grant Paid Employees: 1,200

Campus size: 157 buildings over 1,121 acres

Offering more than 180 degree programs in 12 faculties

Consistently ranked one of Canada’s top universities

Facilities Management

We are responsible for the planning, development and implementation of all University construction and maintenance projects, for the day-to-day operations and maintenance of buildings, grounds and campus utilities and for the provision of security, parking, transportation and mail services.

With a staff of approximately 525 regular, term and student employees, the Department is currently comprised of seven units:

Senior Management

Operations

Campus Planning

Capital Projects

Security Services

Administration

Finance

Facilities Management

Group

Management

Support Staff

Custodial

Grounds, Transport, Mail

Security

Trades

Students

TOTAL

Number of Employees

66

26

179

21

27

130

74

523

Issues in Attracting and

Retaining Employees

Losing staff to jobs in western Canada and Newfoundland

The lure of the NS Ship Building Contract

Changing priorities: younger people want money, not benefits and stability

Turnover

Turnover

(Since January 2011)

Trades: 39 of 101

2 nd

Class Power Engineer: 1 of 6

Access Control Mechanic: 1 of 4

Carpenters: 8 of 26

Electricians: 8 of 24

Maintenance Mechanic: 1 of 4

Masons: 2 of 2

Millwright/Machinist: 1 of 6

Plumbers: 5 of 15

Sprinkler Fitter: 1 of 3

Steamfitters: 9 of 7

Utility Service Person: 2 of 5

Turnover

(Since January 2011)

Custodians: 120 of 179

Security Officers: 8 of 21

Management: 6 of 63

Support Staff: 6 of 26

TOTAL: 179 of 390

Impact of Anticipated Retirements

Age Group

The Traditionalist (68+)

The Baby Boomer (49-67)

Generation X (33-48)

The Millennial (Y) (32-)

Canadian

Workplaces

5%

45%

35-40%

10%

Dalhousie Facilities

Management

1%

51%

39%

9%

Age Demographics for Dalhousie

Facilities Management

Of 449 employees (excluding students):

Youngest employee = 21

Oldest employee = 71

Age Group

Percentage

Age Demographics - Management

20-30

2%

31-40

13%

41-50

49%

51-59

34%

60+

4%

Age Group

Percentage

Age Demographics –

Administrative and Technical Staff

20-30

34%

31-40

12%

41-50

30%

51-59

15%

60+

12%

Age Group

Percentage

Age Demographics - Custodial

20-30

5%

31-40

12%

41-50

36%

51-59

37%

60+

13%

Age Group

Percentage

Age Demographics - Security

20-30

24%

31-40

43%

41-50

15%

51-59

15%

60+

5%

Age Group

Percentage

Age Demographics - Trades

20-30

4%

31-40

20%

41-50

34%

51-59

34%

60+

10%

Challenges in Replacing

Lost Skills

Limited knowledge transfer of the 157 buildings we maintain

Building systems knowledge [old (1818) and new (2013) buildings]

Short notice in advance of departure

Average time to fill a trades position = 40 days

Average time to fill a professional position (project manager / planner =

4 months

Campuses are continually growing

Attracting younger trades staff and professionals

Interest in money and experience to pad resumes, not benefits and stability

Succession Business Continuity Plan

Develop a Workforce Plan - Identification

Identify key functions/positions that at are at risk from unplanned loss

Identify skills and competencies required

Identify potential talent pool

Succession Business Continuity Plan

Develop a Workforce Plan – Skills Development

Identify unique skills required

Develop performance goals

Provide development opportunities

Constant coaching and evaluation

Succession Business Continuity Plan

Develop a Workforce Plan – Outcomes

Objective: to mitigate impact on critical business functions

Recruitment strategy

-

-

-

Improves retention

Assists with placement

Lowers costs

Thank you!/ Merci!

Contact Information:

Christine Matheson

Associate Director of Administration

Department of Facilities Management

1236 Henry Street

PO Box 15000

Dalhousie University

Halifax, NS B3H 4R2

(902) 494-1070 (o)

(902) 494-1645 (f) christine.matheson@dal.ca

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