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Montgomery County Organizational Reform Commission Real Estate and Facilities Management Statement oUhe Issue The County is experiencing inefficiencies in real estate and facilities management, often because of competing agency priorities. At this time, the tools to properly manage these assets do not seem sufficient. Discussion oUhe Issue and Recommendations The ORC interviewed department directors and staff from County government and MCPS to discuss how their real estate, office space and facilities operations - including the Community Use of Public Facilities (CUPF) office are managed. We also reviewed a significant amount of background information from CARS, to provide further context. We focused on the potential for managing these assets in a centralized manner, while continuing to meet the programmatic needs ofthe different organizations. Currently, a combination of organization culture/structure and a lack of tools and systems is problematic. We were advised that the County government's facility and property resources are managed primarily through the institutional memory and informal tracking tools (paper records, spreadsheets, etc.) of one or two employees. Also, according to CARS research, "...not all the agencies have a central real estate function for their entire organization. In those organizations real estate transactions/planning take place I I I multiple departments/divisions..." The CARS recommendation on this issue is to hold quarterly meetings to coordinate and identify potential opportunities to collaborate across multiple agencies. We believe that this approach is insufficient to effectively drive sustainable savings. Given the potential for competing priorities, we believe this is more likely to lead to decisions that are not in the County's best interest. It should be noted that there is work ongoing that would create a single Request for Proposal process for real estate services. This would benefit multiple agencies and we believe it is a useful improvement that should be advanced. Another player in managing the use of the County's various real estate assets is CUPF. Any recommendation should include CUPF, in order to extend the same functionality and reduce the level ofeffort currently needed to perform its tasks. ~ We recommend that the County consolidate its real estate andfacilitiesfunctions so that these assets can be managed in a centralized manner. We believe that the County's new Enterprise Resource Planning System should be developed with a central structure in mind and with workflow capability that can accommodate the needs of CUPF. All County agency property, facilities, and office space should be managed through a central database, under a well-defined set of business rules. All space and property assets should be considered for central management. Management should be to a level of granularity (office, conference room or cubicle) that move management (management of - 26PDF Image | Montgomery County Organizational Reform
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