Getting the Most Out of APPAs FPI Survey and Report Tool Christina - - PowerPoint PPT Presentation

Getting the Most Out of APPA’s FPI Survey and Report Tool

Christina Hills Director of Credentialing & Benchmarking CAPPA Conference September 30, 2013

Objectives of the Session

• What is the APPA FPI Program?
• Why Participate in the FPI?
• FPI Survey Framework
• FPI Report Framework
• Sample Case Study
• Q&A/Discussion

What is APPA’s FPI?

Portfolio of the key facilities measures that address the essential questions every facilities professional must be able to answer in order to effectively perform their roles.

“A major consideration in performance

improvement involves the creation and use of performance measures or indicators.” – Baldrige criteria for performance excellence

Why Use the FPI?

Strategic tool for:

• Self-Assessment
• Self-Improvement
• Peer Comparison
• Performance Measurement
• Gain Understanding of the

Data/Information

• Your Roadmap to Future

Excellence

Total Costs Distributed Over Lifetime

Total Cost of Ownership

Birth & Burial (non-recurring)

cost A Concept to Bid cost B Financing cost C Construction/ Install cost K Decommission/Demolition/Disposal

Maintenance & Operations (annual recurring)

cost D Operations cost E Planned Maintenance/Routine cost F Repairs/ Breakdowns cost G Utilities

A Holistic View of Asset Management

Recapitalization (periodic recurring)

cost H Retrofits/ Improvements cost I Programmatic Upgrade cost J Replacement/ Renewal

FRAMEWORK

Facilities Management’s Role

• Ensure that the buildings and infrastructure are a strategic

enabler for the business of higher education

• Stewardship role for the largest capital asset on campus,

buildings and infrastructure

• Facilities Management is typically the largest

Administrative Department on campus so it is ripe for downsizing

• Facilities must be able to tell their story to decision makers

– or play a role in the decision making!

• How equipped are you to tell the story?

Data Prepares You For Tough Questions

• Do you know exactly how much space you

have on campus & how efficiently the facilities operate?

• Do you know how your campus stands up

to its peers? Or, what the best practices are?

• Do you know which areas within your
• peration are performing best?

Opportunities for improvement?

• Answering these and many other such

questions will help you make the business case for your facilities’ needs.

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The CFO Business View: What They’ll Find Invaluable

• Budgets are often based on a mix of historical data,

consumer price index (CPI) increases, and need based budgeting.

• Ask the CFO or VP what they see as important in helping

make decisions relating to capital expenditures, staffing, and maintenance funding.

• Identify important numbers at your institution with FPI (square

footage, enrollment, endowment, etc.) and compare your data with other participating institutions/peer groups.

• Having current survey data on expenditures greatly improves

your chances in increasing your overall budget.

• Work together to set goals and strategies.

Balanced Scorecard

Strategic Questions

• 1. What facilities do I have? (Financial)
• 2. What facilities make up our Institution? (Financial)
• 3. Is my institution adequately funding the facilities

management annual budget? (Financial)

• 4. Are the operating funds that we do receive being spent

in a manner that supports desired outcomes? (Internal)

• 5. Is my institution making the right investment in our

existing buildings, infrastructure and academic programs? (Financial)

• 6. Are the customers satisfied with the space and service?

(Customer)

• 7. Are we building a staff that can sustain excellence?

(Learning & Growth)

Essential Set Questions

Essential Questions Examples of Indicators/Ratios

• 2. Facilities baseline data
• Gross Square Feet

Maintained (GSF)

• Current Replacement

Value (CRV)

Essential Set Questions

Essential Questions Examples of Indicators/Ratios

• 3. Financial Perspective
• Annual Facilities Operating

Expenditures

• GIE (Gross Institutional

Expenditures)

Essential Set Questions

Essential Questions Examples of Indicators/Ratios

• 4. Maintenance & Operations • Cost/ GSF
• GSF/ FTE
• Utility Cost/ GSF
• BTU/ GSF

Essential Set Questions

Essential Questions Examples of Indicators/Ratios

• 4. Business Practices
• Work Order Cycle Time
• Work Order Backlog
• Avg Annual Work Hrs
• Avg Days @ Work

Essential Set Questions

Essential Questions Examples of Indicators/Ratios

• 5. Investments
• FCI Index
• Needs Index
• Minimum Investment
• Actual Investment
• Investment Gap

Essential Set Questions

Essential Questions Examples of Indicators/Ratios

• 6. Customer satisfaction
• 7. Employee satisfaction
• Overall Customer

Satisfaction

• Overall Employee

Satisfaction

Benefits of Participating – FPI Survey

• New Live Reports
• Flexible survey options
• Opens earlier/closes later
• New FAQ’s, Tips, Definitions
• ESAT
• Mentoring/data scrubbing enhancements
• Participation is free

How To Complete the FPI Survey

• Full survey or essential set of questions?
• Include auxiliaries or exclude auxiliaries?
• Understand the definitions
• Find the data sources – or, who has

access to them

• Institutions may array the data differently

than the survey asks for it

• Reach out to an APPA FPI Advisor

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Benefits of Participating – FPI Survey

• Free to participating APPA members
• New Live Reports, charts, trending and averages
• Flexible survey options (Express vs. Detail) allow people

to choose how much of the survey to complete.

• New FAQ’s, Tips, Definitions
• Enhanced Energy Module being built now
• New mentoring/scrubbing enhancements
• Comprehensive FPI Advisor program

What is ESAT?

• An online analysis tool to measure the environmental aspects of campuses

– qualitative e.g. policies and best practices – and quantitative e.g. energy/water/waste baselines

• Aligned with the APPA sustainability framework
• Assesses sustainability in terms of

– Overall Campus Management – Individual Buildings

• Addresses different building types – Office/Academic, Labs/Research, Sports/Athletics,

Residences

• Plain-language questionnaires, fast and easy to use:

– multiple-choice questions – clearly defined tips to ease data input and improve accuracy of data entry

• Automated reports include:

– Achievements and scores for the campus-wide management – Achievements and scores for each building – High level energy analysis for each building – Opportunities and order of magnitude of payback time for energy improvements

• Supported by Youtube training videos

ESAT - Overview of Online Data Entry, Benchmarking and Reporting

APPA Login Page Campus Information and Building Identification/Selection Page Campus Central Energy Features Campus Management Energy Mgmnt Water Waste Red'n Emissions Indoor Envt

• Environ. Mgmt

Waste Data Entry

Campus Management Energy and Sustainability Score for each Module PLUS Overall Score

Building Info Energy Data Entry Energy Features Energy Mgmt Water & Water Data Transportation Waste Red'n Emissions Indoor Envt Annual Annual Monthly Monthly

Individual Building Energy and Sustainability Score for each Module PLUS Overall Campus Score



Combined Overall Campus Energy and Sustainability Score and Portfolio Report Detailing Campus and Building Features and Opportunities

Energy and Water Evaluation Report

1 2 3 4 5 6 Bldg 1 Bldg 2 Bldg 3 1 2 3 4 5 6 7 8 9 5 Building Energy and Water Opportunities with Cost Savings Estimates

Log In

Campus Data Entry Sections and Reporting Categories:

• Basic Information
• Energy Consumption/Energy Systems/Energy

Management/

• Water/Waste Reduction and Site/Waste Reduction and

Recycling/

• Site/Emissions/Air Emissions/Ozone Depletion/Water

Effluents/

• Hazardous Materials/Hazardous Products/
• Indoor Environment/Environmental Management/
• EMS Documentation/Purchasing/
• Emergency Response/Occupant Awareness/
• Community Environmental Contributions

User: Christina Carleton FPI Campus: FPI Participant Organization – Carleton, Ottawa, ON Working with data for year: 2010-2011

APPA Effective & Innovative Practices Award

ESAT (Energy and Sustainability Assessment Tool)

Individual Building Selection

Building Data Entry and Reporting Categories:

• Basic Information
• Energy Consumption/Energy Systems/
• Lighting/Major HVAC Equipment/Controls
• Hot Water/Other Energy Efficiency Features/
• Renewable (Green) Energy/Envelope/
• Specialized Facilities/Energy Innovation/
• Energy Management/Water/
• Waste Reduction/Emissions and Effluents/
• Indoor Environment/Indoor Air Quality/
• Thermal Comfort, Lighting and Noise

Individual Building Data Entry for each Section (Screen Shots of Online Tool): Page setup by key sustainability features allows continuous updating as building energy and environmental improvements are completed.

Portfolio Report Online Screen Shot Samples

Benefits of Participating in the FPI Report

• APPA member participants receive access for free
• Access to all areas
• Benchmarking made easy
• Immediate, online, year-long access
• Trending flexible to 5 years
• Beta review period opens early
• FPI data can be segmented easily for peer comparisons
• Provides qualitative and quantitative measures

Desired Level of Service ► 1- Showpiece Facility 2 - Comprehensive Stewardship 3 - Managed Care 4 - Reactive Management Customer Service & Response Time

Able to respond to virtually any service; immediate response. Response to most service needs, typically in a week. Services available only by reducing maintenance; response times of one month or less. Services available only by reducing maintenance; response times of one year

• r less.

Customer Satisfaction

Proud of facilities. High level of trust for facilities organization Satisfied with facilities related services; usually complimentary

• f staff

Basic level of care. Able to perform mission duties. Lack of pride in physical environment Generally critical of cost, responsiveness, and quality

• f facilities services

PM vs. CM

100% 75 – 100% 50 – 75% 25 – 50%

Maintenance Mix

All PM is scheduled and performed on time. Emergencies (e.g. power outages) are infrequent and handled efficiently A well developed PM program; PM done less than defined

• schedule. Occasional

emergencies caused by equipment failures, etc. Reactive maintenance high due to systems failing. High number of emergencies causes reports to upper management Worn-out systems require staff to be scheduled to react to failure. PM work consists of simple tasks done inconsistently

Aesthetics, Interior

Like new finishes Clean, crisp finishes Average finishes Dingy finishes

Aesthetics, Exterior

Windows, doors, trim, exterior walls are like new Watertight, good clean appearance of exterior Minor leaks and blemishes; average exterior appearance Somewhat drafty and leaky, rough-looking exterior

Aesthetics, Lighting

Bright and clean, attractive lighting Bright and clean attractive lighting Small percentage of lights out; well lit and clean Numerous lights out; missing diffusers; secondary areas dark

Service Efficiency

Maintenance activities appear highly organized and focused. Service and maintenance calls are responded to immediately Maintenance activities appear

• rganized with direction.

Service and maintenance calls are responded to in a timely manner Maintenance activities appear to be somewhat organized, but remain people

• dependant. Service/maintenance calls are

sporadic w/out apparent cause Maintenance activities are somewhat chaotic and people dependant. Service/ maintenance calls are typically not responded to in a timely manner

Building Systems’ Reliability

Breakdown maintenance rare; limited to vandalism and abuse repairs Breakdown maintenance limited to system components short of MTBF Building and systems components periodically or often fail Systems unreliable. Constant need for repair. Backlog repair exceeds resources

Operating Budget as % of CRV

> 4.0 3.5 – 4.0 3.0 – 3.5 2.5 – 3.0

Campus Average FCI

< 0.05 0.06 – 0.15 0.15 – 0.29 0.30 – 0.50

APPA Standards

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Reasons for Comparative Analysis

• How are we doing? Can we improve?
• Identify existing best practices
• Identify potential impacts of a change of

practices or policy

• Identify areas of potential ‘breakthrough’

performance

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Commonly Expressed Barriers to Comparative Analysis

• Hard to find an appropriate comparison group
• Concern that data is not accurate – or, data is

tracked differently at different institutions

• Unable to get ‘apples to apples’ comparisons
• Time commitment to do it well
• ‘Not sure how it will help us’
• ‘It might make us look bad to our executive

leadership’

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Case Study I

Key Question: How can we use the FPI data to leverage additional funding?

38 Key Performance Metrics (Annual) X All APPA Y Region Masters Carnegie Cl.

Annual Facilities Operating Expenses + Paid Utilities: ($/Gross Square Foot) $6.60 $6.91 $6.35 $6.45 Facilities Operations Expenses Percent Current Replacement Value (CRV) 1.71% 1.61% 1.52% 1.55% Facilities Operations Expenses Percent Gross Institutional Expenses (GIE) 5.16% 6.00% 5.46% 5.85% Capital Expenditures on Existing Space Percent Current Replacement Value (CRV) 0.79% 2.71% 2.09% 2.04% Utilities Cost per $/Gross Square Foot $2.50 $2.02 $2.39 $2.04 Utilities Cost per Million BTUs $29.70 $17.86 $18.64 $18.45 Utilities BTUs per Gross Square Foot 81,606 121,361 130,640 105,984

Case Study II

Key Question: What is the state of the funding for facilities management at a particular institution?

Institution I: FM Performance Metrics vs. Average of APPA & Research Institutions

Key Performance Metrics (Annual)

• Inst. I

All APPA

• Res. V. High

AFOE + PU/GSF $4.98 $6.91 $7.46

• Fac. Operations Exp. % of CRV

.33% 1.61% 1.29%

• Fac. Operations Exp. % of G.I.E.

1.91% 6.00% 4.03% Capital Exp. on Exist. Space - % of CRV .37% 2.71% 2.17% Utilities: Cost/GSF $2.66 $2.02 $2.97 Utilities: Cost/Million BTUs $12.46 $17.86 $17.25 Utilities: BTUs/GSF 213,473 121,361 179,832

Institution I’s qualitative performance for custodial, building maintenance and grounds is a level 4. 40

Case Study III

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Key Question: Will an investment in facilities management information systems (FMIS) yield improvements in facilities management productivity?

Institutional Sample

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Funding Carnegie Region Campus Size (GSF) 1 Public Masters PCAPPA 3.0 million 2 Public Research CAPPA 6.8 million 3 Public Research CAPPA 13.8 million 4 Private Research SRAPPA 5.8 million A Private Masters MAPPA .8 million B Private Baccalaureate PCAPPA 1.2 million C Public Research ERAPPA 4.5 million D Private Doctoral PCAPPA 1.5 million

43 Custodial Service Level Cost/GSF (dollars) GSF/Custodial FTE 1 3 – Casual Inattention $1.23 46,330 2 3 – Casual inattention $0.99 49,422 3 2 – Ordinary Tidiness $0.99 40,363 4 2 – Ordinary Tidiness $1.10 30,068 A 3 – Casual Inattention $2.01 25,113 B 2 – Ordinary Tidiness $1.88 28,287 C 2- Ordinary Tidiness $1.80 27,153 D 2- Ordinary Tidiness $1.97 26,657 APPA Avg. $1.36 32,592

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Custodial Service Level Cost/GSF (dollars) Labor Cost/GSF (dollars) Materials & Services Costs /GSF (dollars)

1

3 – Casual Inattention $1.23 $1.01 $0.22

2

3 – Casual inattention $0.99 N/A N/A

3

2 – Ordinary Tidiness $0.99 $0.91 $0.08

4

2 – Ordinary Tidiness $1.10 N/A N/A

A

3 – Casual Inattention $2.01 $1.82 $0.19

B

2 – Ordinary Tidiness $1.88 $1.30 $0.58

C

2- Ordinary Tidiness $1.80 $1.64 $0.16

D

2- Ordinary Tidiness $1.97 $0.79 $1.18

APPA Avg.

$1.36 $1.24 $.012

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Resources to Assist You

• Visit the APPA FPI website area at http://www.appa.org/research/FPI/index.cfm
• Archived webinars on the FPI website will instruct you on how to complete the FPI

survey instrument. http://www.appa.org/research/fpi/webinar.cfm

• Contact Christina Hills to arrange a personalized GoToMeeting webinar.
• Additional information on the FPI Qualified Advisors Program can also be found
• n the APPA website @ http://appa.org/research/fpiadvisors.cfm
• Questions? Contact Christina Hills, Director of Credentialing & Benchmarking
• Tel: 703.542.3844
• Email: christina@appa.org