key performance indicators for facility operations (from asbo md & dc savings summit)

Roger YoungExecutive Director, www.FacilityMastersOnline.com

roger@facilitymastersonline.com978‐886‐6093

Benchmarking

•High ExpectationsInternal/External

• More with Less

• Demonstrate Success

• Be Credible

Simple Truths

Demonstrate  … quantitative measuring

Show … results

Develop standards and set expectations

Demonstrate effectiveness

How to Maintain Credibility

Understand the Expectations

Know the Key Questions

Identify the Metrics

Collect Data as Part of the Process

Compare Metrics Over Time 

Benchmark With Others

Strategy

Properly Maintaining School Facilities

Energy Efficiency

Maximize Resources

Minimize Risk

Environmental Safety

Expectations

Key Questions/Metrics –

– What is being done?• Completed work orders by type (routine, PM, emergency), trade, system, use of PM templates, cost

– How well is it being done?• Time to complete, run time, emergencies, staff survey

– What needs to be done?• Deferred work orders, life cycle analysis, capital needs and renewal, facility audit

Properly Maintain School Facilities

Collect Data (Timely, Comparable, Accurate)

– Work order, date initiated, date completed– Type of work (PM, emergency, routine), location – Category (HVAC, roof, electrical, plumbing, grounds)– Cost, labor time– Type and condition of equipment

Part of Process – Maintenance Management System such as SchoolDude.com

Properly Maintain School Facilities

Maintenance ProgramNumber of Work OrdersBacklogStatus of BudgetEmergency Work OrdersDays to Complete Work OrdersPM HoursQuality Assurance

Examples …

Surveys…

Energy Management …

ConsumptionConservationAccomplishmentsData:

• BTU’s• Sq Ft Buildings• Degree Days

• Comparison Over Time

• Types of Energy

Convert all units to K BTU to benchmark/rank schools according to how much energy they use per square foot. 

Energy Conversion Factors1 kWh = 3.412 kBtu          1 Gal Propane = 91.6 kBtu1 CCF = 103 kBtu             1 Gal #2 Fuel Oil = 139 kBtu

SchoolDude UtilityDirect Energy Cost/Sq Ft Report

SF / custodianOverall cost in $/SFCustodial materials cost in $/SFOvertimeSatisfaction Survey

KPI: Custodial

Turnover% of staff replacedChange in staff sizeAttendance ratesAverage cost of pay and benefits per person

KPI: Personnel

KPI: Environmental Safety• Student injuries• Number of inspections• Respiratory complaints with nurse• State and federal reporting• IPM complaints• Life safety inspections

Understand the Expectations

Know the Key Questions

Identify the Metrics

Collect Data as Part of the Process

Compare Metrics Over Time 

Benchmark With Others

Strategy

Thank You