facilities management - northwestern university fm kpi...inlease/outlease management – contract...
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Facilities Management
FM Key Performance Indicators
March 15, 2016
2
Key Performance IndicatorsProcess/Function KPI Goal Actual TrendEnergy Conservation Energy Usage Index (BTU/SF) - 5% - 3% YTD Improving
Waste Reduction Waste to Landfill - 3% 0 % YTD Flat
Emission Management GHG Emissions - 10% - 10% YTD At Goal
Recapitalization R&R* Capital Encumber Rate 3 Years 4 Years Flat
Utilities Management Recapitalization Rate 33 Years 112 Years Flat
Preventive Maintenance Percent on time completion 100% 82% Improving
Operating Budget Execution Variance to Budget +/- 1% +1.9% YTD Declining
Utility Budget Execution Variance to Budget +/- 5% +12% YTD Improving
Service Request Completion Open More Than 30 Days <25% 76% Improving
Local Resident Employment Compliant Contracts 95% 92% Improving
*R&R is Renewal and Replacement, an annual capital allocation applied to buildings, grounds and installed equipment to extend the service life of Northwestern facilities.
3
Process/Function KPI Goal Actual Trend
MBE/FBE** Use Compliant Contracts 95% 80% Declining
Inlease/Outlease Management Review Time <10 Days 1 Days At Goal
Tenant Management Satisfaction Rate 80% TBD TBD
Move Inspection Execution Service Rating >90% 100% At Goal
Digitization Scanned Documents per Month >800 1,594 At Goal
Planning Data Access Request Fulfillment Time <1 Day 0.1 Days At Goal
Planning Data Accuracy Data Deficiencies 78,000 sf 196,000 sf At Goal
Injury Management Annual OSHA Injuries <8/year 1 YTD At Goal
Capital Plan Execution Actual at or below Budget >95% 95% At Goal
Project Cash Flow Actual to Plan +/- 5% - 10% Flat
Design Quality Receive Major Design Award 1/year 1 YTD Improving
**MBE/FBE are Minority and Female Business Enterprises.
4
• f(design, construction, technology, operations, occupant behavior)• KPI goal is 20% reduction by 2020 (5% reduction in FY16)• Initiatives: Design specifications; retro-commissioning; audits; occupant engagement• FM Leader: Julie Cahillane*Note: Energy Use Intensity is an internationally recognized standard where all energy inputs are converted to thousand British Thermal Units and divided by the portfolio square footage.
Energy Conservation
150.0
175.0
200.0
225.0
250.0
275.0
300.0Ja
n-10
Apr
-10
Jul-
10O
ct-1
0Ja
n-11
Apr
-11
Jul-
11O
ct-1
1Ja
n-12
Apr
-12
Jul-
12O
ct-1
2Ja
n-13
Apr
-13
Jul-
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ct-1
3Ja
n-14
Apr
-14
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ct-1
4Ja
n-15
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-15
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ct-1
5Ja
n-16
Apr
-16
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ct-1
6Ja
n-17
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-17
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ct-1
7Ja
n-18
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-18
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ct-1
8Ja
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-19
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ct-1
9Ja
n-20
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-20
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20O
ct-2
0
12 M
onth
Rol
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Ave
rage
Energy Usage Intensity (KBTU/ sf)*
Energy Usage Intenity - Combined Goal
5
• f(purchasing, reuse, recycling, diversion, occupant behavior)• KPI goal is 30% reduction in waste to landfill by 2020 over 2009 baseline (3% reduction in 2016)• Initiatives: Improve reuse programs; single-stream recycling; bin location; engagement and education• FM Leader: Julie Cahillane
Waste Reduction
280.0
290.0
300.0
310.0
320.0
330.0
340.0
350.0
Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16
TON
S, 1
2 M
onth
Rol
ling
Ave
rage
Waste Reduction to Landfill
Goal Landfill Waste
6
• f(design, construction, operation, fleet, commuting, sources, offsets )• KPI goal is 30% reduction vs 2010 by 2020, carbon neutral by 2025 (10% reduction in 2016)• Initiatives: PPA, renewable certificates; carbon offsets; cogeneration; efficiency; commuter incentives• FM Leader: Julie Cahillane
Emission Management
0
10000
20000
30000
40000
50000
60000
70000
80000
90000
100000
150000
170000
190000
210000
230000
250000
270000
290000
1/1/2011 1/1/2012 1/1/2013 1/1/2014 1/1/2015 1/1/2016
GHG Emissions - Annual
GHG Emissions (Metric Tons CO2e) NET GHG Emissions
Renewable Energy (RECs) (Metric Tons CO2e)
7
Recapitalization
• KPI goal is 100% of R&R funding spent within 4 Years of issue date• f(staffing, contracting, space/system access, permitting)• Initiatives: Early Design; Early Permitting; Indefinite Delivery, Indefinite Quantity (IDIQ) Contract Vehicles• FM Leader: Gary Wojtowicz
31%
71%
94%99%
31%
61%
81%
99%
40%
70%
90%
100%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Funded Year Second Year Third Year Fourth Year
% Funding Spent by Year
FY'14 FY'15 FY'16 (Goal)
88
Utilities Management – Life Cycle Renewal
• KPI goal is replacement recapitalization rate of 33 years (3% renewal per year on $850M plant value) • f(staffing, funding, shut-down feasibility, site access)• Initiatives: site services inventory, GIS• FM Leader: Gary Wojtowicz
0
5
10
15
20
25
FY10 FY11 FY12 FY13 FY14 FY15 FY16
Funding ($M)
Goal ($M)
99
Preventive Maintenance Completion
• KPI goal is 95% completion of PM work orders within 30 days of scheduling• f(staffing, funding, CMMS functionality, shut-down feasibility)• Initiatives: Nov’15 EVENG PM restart, improve workflow with FAMIS mobile app, planning, scheduling, and
real-time monitoring of work by RE, schedule adjustment• FM Leader: Gary Wojtowicz
9% 8%
41%
61% 61%
82%
0%
20%
40%
60%
80%
100%
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
%Complete Goal
10
• KPI goal is +/- 1% (historical annual trend is -4.3% to +10.9%)• f(work orders, forecasting, labor, materials, sf, scheduling, planning, contractor, contracts)• Initiatives: improve payment process; improve reporting; monthly variance justification• FM Leader: Liz Schaps
Monthly Operating Budget Execution
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug
FY16 Budget FY16 Actual
11
• KPI goal is +/- 5% (historical annual trend is -6.3% to +7.7%)• f(unit cost, forecasting, usage)• Initiatives: sourcing strategy; improve reporting; monthly variance justification• FM Leader: Liz Schaps
Monthly Utility Budget Execution
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
$40,000,000
$45,000,000
Sept Oct Nov Dec Jan Feb Mar Apr May June July AugFY 16 Budget FY16 Actuals
12
Service Request Tracking
• KPI goal is < 25% open more than 30 days• f(staffing, planning and scheduling, space/system access, close out procedures)• Initiatives: FAMIS mobile app, revise close out procedures, real-time monitoring of closing rates• FM Leader: Gary Wojtowicz
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
A S O N D J F M(Goal)
A(Goal)
M(Goal)
J(Goal)
J(Goal)
Work Orders by Number of Days Open
0-30 31-60 61-90 91-120 >120
13
• KPI goal is > 95% of Contracts Compliant with Policy• f(contracts $, labor market, labor hours, Evanston effort, NU/Contractor effort)• Initiatives: Data collection in order to ensure improved compliance• FM Leader: Liz Schaps
Monthly Local Resident Employment
50%
60%
70%
80%
90%
100%
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
% Compliant Goal
14
• KPI goal is 95% of Contracts Compliant with Policy• f(contracts, bids, labor market)• Initiatives: TBD – new program• FM Leader: Liz Schaps
Monthly Minority and Female Business Enterprise Use
50%
60%
70%
80%
90%
100%
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
% Compliant Goal
15
Inlease/Outlease Management – Contract Review Time
• KPI goal is to complete contract reviews in 10 days or less• f(schools requirements, landlords response, attorney response)• Initiatives: Adding staff capacity, development of staff, lease management software• FM Leader: Ranee Berliant
0
5
10
15
20
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Actual Goal
16
Tenant Management – Satisfaction Rate*(Survey being developed - anticipated roll out by year end)
60%
70%
80%
90%
100%
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Actual Goal
• KPI goal is service rating of “Good” or “Excellent” of 80% or higher as a percentage of total responses • f(operations response time, quality of housing, quality of move-in procedures, effective communication)• Initiatives: Development and execution of survey• FM Leader: Ranee Berliant
Final review and formatting to branding guidelines to be completed.
17
Move Inspection Execution – Property Readiness
• KPI goal is service rating of “Good” or “Excellent” of 90% or higher as a percentage of total responses • f(effective communication with tenant, capacity and capability of staff)• Initiatives: Commitment of staff to execute and management to track• FM Leader: Ranee Berliant
60%
70%
80%
90%
100%
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Service Rating Goal
18
• KPI goal is 800 documents per month. • F(Number of documents scanned) • Initiatives: Accessibility/Distribution of Space, Building & Campus Information• FM Leader: Paul Weller
Digitization– Number of Documents Scanned per Month
400
500
600
700
800
900
1000
1100
1200
1300
1400
1500
1600
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Number Scanned Goal
19
• KPI goal is to have document requests fulfilled within one business day.• f(timely provision of information)• Initiatives: Responsiveness to Customer Requests for Documents• FM Leader: Paul Weller
Document Requests– Average Fulfillment Time (Days)
0
2
4
6
8
10
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Days Goal
20
• KPI goal is to walk 78,000 SF per month. • f(Square Footage walked)• Initiatives: Accuracy & Reliability of Space Information• FM Leader: Paul Weller
Planning Data Accuracy – Square Footage Walked
0
25000
50000
75000
100000
125000
150000
175000
200000
225000
250000
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Walked Goal
0123456789
10
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Reported Injuries by Type and Month
Sprain - Strain Contusion - Abrasion Alergy - Insect Bite
Fracture Laceration Burn
2015
21
Injury Reporting by Calendar Year
• KPI goal is <4 Reportable Cases per 100 FTE (<8 injuries per year) • f(Equipment, Behavior, PPE)• Initiatives: Equipment - Environment Inspections, PPE Inventory - Usage Tracking, Training • FM Leader: Steve Kindrick
2015: 18 Injuries2016: 1 Injuries
22
• KPI goal is Completing 95% of all projects on or under original approved capital plan budget• f(accurate scope, infrastructure requirements, initial estimating, manage scope creep)• Initiatives: Improved budget approval tracking and fully loaded budgets into Peoplesoft • FM Leader: Bonnie Humphrey
Capital Plan Execution
Note: Data collection in development. Current approved capital plan not currently loaded into Peoplesoft.
-
500
1,000
1,500
2,000
2,500
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Current Budget compared to Plan
Capital Plan Peoplesoft Budget
23
• KPI goal is Cash Flow within 5% of Plan• f(manage scope creep, reduce unforeseen, real time financial monitoring)• Initiatives: Improve Financial Reporting Tools• FM Leader: Bonnie Humphrey
Capital Project Cash Flow Management
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Plan Actual
24
• KPI goal is to Receive at least one Major Design Award and 2 LEED Project Certifications per Year• f(High Quality Design Professionals, Client Collaboration, adequate budgeting)• Initiatives: Architect Selection Process• FM Leader: Bonnie Humphrey
Design to Enhance Campus Image and Functionality
0
1
2
3
4
5
2014 2015 2016 2017 2018 2019
Design Awards LEED Projects
2014 Design Awards:1. Tech Infills
2015 Design Awards:1. Harris Hall2. Sailing Center
2016 Distinction Award:1. FIH Certification – Field
Hockey Field
2015 LEED Projects:1. Ryan Center - Gold2. Tech Infills – Silver3. 630 Emerson - Silver
25
Facilities Management Scale• FM Team = 312 Full Time Equivalent• Planning▫ 296 acres (281 Evanston, 15 Chicago)▫ 213 buildings (200 Evanston, 13 Chicago)▫ 12.4 million square feet (9.9 Evanston, 2.5 Chicago)
• Design and Construction▫ 105 open projects ▫ 42 active projects – 19 design ($1B) and 23 construction ($0.6B)
• Operations▫ 60,000 work orders per year (76% Evanston, 24% Chicago)▫ $55M Operations and Maintenance (78% educational buildings)
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