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

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

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