San Francisco Housing Authority (SFHA) Work Order, Inspection and Fire Safety Analysis August 215 Presented to Resident Services, Operations and Personnel (RSOP) Committee September ------, 215
Table of Contents Major Work Order Activities 3 Work Order Summary 4 Addressing the Backlog 5 August 215: Open Work Order Analysis by AMP 6-7 Fire Safety and Inspections Reporting 8-11 Appendix Open Work Order Analysis by Trade 12-14 2
Major Work Order Activities Declaration of Emergency SFHA declared a state of emergency on July 1 st, 213, allowing the Authority to hire two contractors to provide supplemental maintenance services to 23 Asset Management Projects (AMPs) with 3,8 work orders outstanding Site-Based Maintenance Implementation As part of its conversion to Asset Management and compliance with the HUD Stop Loss Action Plan, in November 213, SFHA implemented site-based maintenance and through staff training and hiring now has 68 maintenance mechanics assigned to the Authority s AMPs 3
Work Order Summary Work Orders As of 8/31/215 Percent of the original 3,8 open work orders have been closed 1% Open work orders as of 8/31/215 1,874 Work orders that have been open for less than 3 days 1,376 Work orders that have been open for 3 days or greater 498 4
Addressing the Backlog* Next Steps and Progress to Date SFHA has implemented a FIFO methodology, keeping work orders open for no later than 6 days between July and August 215 (with Elite, some work orders were completed but not closed within the timeframe) While addressing the backlog, SFHA is still able to respond to created work orders, demonstrated capacity to consistently close work orders in excess of those created For month end August 215, SFHA had 498 work orders open over 3 days Open Work Orders Open Work Orders June 215 vs August 215 1,6 1,4 1,2 1,513 1,376 Under 3 Days 1, 8 6 498 3 Days or Greater 4 2 22 Jun-15 Jul-15 Aug-15 * Backlog refers to work orders that have been open for 3 or more days. 5
August 215: Open Work Order Analysis by AMP The highest concentration of open work orders is at AMP 968 - Sunnydale and AMP 973 Hunters Point A East & West Open Work Orders 4 35 366 343 347 AMPs with Most Open Work Orders June vs. August 215 311 3 25 243 2 Jun-15 Aug-15 15 147 15 1 5 13 85 76 81 77 74 64 56 59 58 61 52 45 47 45 46 33 38 15 2 36 41 32 31 29 25 31 24 18 22 21 18 2 1 12 5 5 5 968 973 967 976 971 975 972 97 983 986 988 966 985 981 978 977 982 984 974 969 987 98 979 AMP 6
August 215: Open Work Order Analysis by AMP On average, open work orders at AMP 977 has been open for 37.4 days, which is above the overall average of 24.2 days Days Average Age of Open Work Orders as of August 215 4 37.4 35 31.6 31.1 3 28.8 28. 27.7 25 25.7 25.2 24.4 24.4 23.4 23.4 21.8 2.8 2.7 2.5 Overall Average Age: 24.2 Days 2 15 18.5 18.1 16.8 15.6 13.8 13.4 12.1 1 5 977 968 974 976 985 986 967 987 979 97 966 978 981 971 973 988 984 972 969 975 983 98 982 AMP 7
Fire Prevention and Safety Reporting Next Steps and Progress to Date Fire Safety and Prevention SFHA has completed fire safety inspections at 3,421 apartments, with 12,66 smoke detectors and combination smoke/carbon monoxide detectors installed or replaced. SFHA intends to complete inspections at all family and Rosa Parks units, a total of 3,448. SFHA s goal is to complete all inspections next month. Smoke Detector Notices As work is completed, Smoke Detector Notices are provided to each household reminding them of their lease obligations regarding smoke detectors. Smoke Detector Notices are sent out in English, Chinese, Spanish, Vietnamese and Russian to all residents annually to remind them of their lease obligations regarding smoke detectors. Lease states that residents must not damage, remove, or tamper with the operation of smoke detectors installed; this lease violation puts residents at risk in the event of a fire. Residents are asked to acknowledge that they understand these requirements at the time of annual recertification. 8
Inspections Performed as of August 215 14, 12,66 Fire Prevention and Inspections Data 8/31/215 12, 1,771 1, 1,98 8, 6, Actual 8/31/215 Goal Month End 8/31/215 Goal Month End 9/3/215 4, 3,421 3,492 3,421 3,492 3,492 3,492 2, Smoke and CO2 Detectors Installed/Replaced Apartments Inspected and Detectors Installed Distribute Smoke Detector Notices 9
August 215: Uniform Physical Condition Standards Inspections for Occupied Units Uniform Physical Condition Standards (UPCS) Inspections SFHA property managers perform UPCS inspections of all apartments in conjunction with the annual recertification process for residents, including verification of hard-wired, battery back-up smoke detectors are working properly. 6, UPCS Inspections For ALL Occupied Units 5, 4, 3,621 4,845 4,448 3, 2, Actual 8/31/215 Goal Month End 8/31/215 Goal Month End 9/3/215 1, Property Manager UPCS Inspections 1
August vs. June 215: Uniform Physical Condition Standards Inspections per AMP 38 UPCS inspections were completed across 23 AMPs at SFHA during August 215 Inspections 7 July vs. August 215 inspections by AMP 6 6 6 July 5 42 45 42 August 4 3 2 1 32 3 31 27 25 19 15 9 9 1 24 2 15 15 15 12 1 1 1 8 7 7 6 3 4 5 4 1 972 981 967 973 983 985 969 971 974 976 98 988 978 975 986 966 97 982 AMP 11
Appendix 12
August 215: Trade Work Order Analysis Plumbing open work orders account for 38.2% of all open work orders for the month of August 8 Open Work Orders by Trade June vs. August 215 7 716 6 551 5 4 363 313 3 2 1 Plumber Maintenance Mechanic 156 243 242 23 52 125 Carpenter Electrician Glazier Painter Vendor - Pest Control 116 88 54 33 39 48 Tile Layer Jun-15 12 19 21 15 Vendor - Mold and Mildew Aug-15 Steamfitter Trade 13
Trade Work Order Analysis - Backlog There were 498 backlogged work orders for the month of August 215 25 Backlog Work Orders by Crew 2 213 15 136 1 5 5 38 2 14 12 7 6 2 14