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Key Performance Indicators (KPI) and benchmarking

TWN 2001, LCC/LCP May 7th 2001M.Sc. Anne Kathrine Larssen, MULTICONSULT, Norway

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Contents

• Background R&D-project• nfb - Norwegian KPI and benchmarking-

association• KPI – what indicators are we talking about?• WEB-based system for collection, processing

and distribution of key-figures

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Why KPI?

• LCC-analysis; MOMD costs?• Do we know the costs of MOMD in our buildings?• How well do we perform MOMD in comparison

with others?• Potential for optimising?• Can we become more efficient?• Economical gains?

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History• Project started in 1997

• Phase 1 (1998- July 1999):- Costs account –(Norwegian standard)- Guide/manual for how to establish costs and area-indicators

• Phase 2 (sept. 1999 – dec.2000)- Development of a system including a WEB-based IT-system to

collect, analyse and distribute key-figures- Pilot (sept-dec.2000)

• Phase 3 (1.1.2000 )- System operating

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Financed by:• Multiconsult AS• Forsvarets bygningstjeneste (Building Services of the

Ministry of Defence)• Statsbygg (The Directorate of Public Construction and

Property)• Norsk Forening for Vedlikehold (Norwegian association of

maintenance)• Økobygg (GRIP Centre for Sustainable Production and

Consumption)• SND

Who is involved in the development project (phase 2)?

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nfb’s objective is to provide a tool, products and services that gives every member the possibility to:

• Get an overview of their status in comparison with others• See what areas that might have potential to be optimised• Visualise possible gains• Make better priorities, i.e. the budgeting process, long term

planning etc• communicate the main messages to their organisations• participate in benchmarking-groups in order to discuss and look

behind the data, and analyse the processes.

nfb

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WEB-based system – how does it work?

Members of nfb•Register data directlyon WEB

• Register data by import-formats from other databases

• Read newsletters, statistics etc. on WEB

• Receive reports by e-mail

nfb advisers•Validation, quality control

•Processing and analysis

•Publish Statistics and reports on WEB

•Distribute Statistics and reports to the members by e-mail

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Types of KPI

System version 1.0

per area (sq. m) per unit core activity (i.e. employees,

patients)

Area X

Costs (MOMDS) X X

Supplies (energy, renovation, water)

X X

(Others) (X) (X)

- POE (post occupancy evaluation)

- Profiles (quality/condition, etc.)

What KPI-indicators will the system provide?

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Analysis

All cost analysis separately for:• Owned - used by the same organisation• Owned - let out to others• Rented spaces

Type of analysis• Average values• Statistical (mean value, min.,max. etc.)• Others? (Options are almost indefinite)

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Analysis – variables, examples

• Ownership (private, state, municipality)• Main usage – building categories• Age (periods)• Quality/condition of the building• Weekly operating time• Technical installations (mainly those who affects

energy costs)• Level of out-sourcing of services• Etc.

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Standards - inputs

• Cost accountsNorwegian Standard NS 3454 – Life Cycle Costs

• Areas (gross, heated and cleaned area) Norwegian Standard NS 3490

• Building categories Norwegian Standard NS 3457

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Questionnaires, inputs

Level 1: General informationabout the organization orcompany.

Level 2: Information about eachbuilding/group of buildings, suchas location, areas, age, technicaldata.

Level 3: Annual data i.e. costs,supplies (i.e. energy, water,renovation). These data are to beregistered annually

Level 3

Level 2

Level 1

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Where are we going

• Professionalisation of FM• Further development of KPI and benchmarking as

a tool and profession within FM• Life cycle planning, LCC/LCP• International collaboration

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Costs account NS 3454 Life Cycle Costs

• See attachment

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WEB system demonstration

• Including examples: use and presentation of KPI’s