FM Benchmarking / KPI

Transcription

1 2014 UT Facilities Conference FM Benchmarking / KPI Dave Riker Associate Vice President for Facilities Belinda Dovalina Director of Business Services June 13, 2014

2 Proposed Discussion Agenda Metrics versus Key Performance Indicators Value to Facilities Management Sample Key Performance Indicators Strategic KPIs Funding Metrics Communications/ Metrics

3 GSF 6,000,000 UTSA Facilities & Student Enrollment Growth Student Enrollment 35,000 5,500,000 5,000,000 30,000 4,500,000 25,000 4,000,000 3,500,000 20,000 3,000,000 2,500,000 15,000 2,000,000 1,500,000 10,000 1,000,000 5, , Forecast GSF Total 1,148,882 1,635,280 2,247,294 3,870,901 3,897,742 3,981,050 4,368,523 4,514,814 4,530,393 4,619,177 5,057,607 5,421,907 Students 7,844 14,534 18,608 27,291 28,739 28,533 28,413 28,955 30,258 30,968 30,727 31,219 -

4 Value to Facilities Measures with high value to the Facilities organization? Course Correction Adjusting operations to improve schedule performance and quality of results Budget Allocation Communicating budget requirements and demonstrating good stewardship of resources Energy Efficiency Identifying potential energy savings and demonstrating efficiency Other? 4

5 Preventive Maintenance Schedule Compliance - Tri Campus (Excludes Vehicle Maintenance) 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 % Month 98.8% 90.3% 90.5% 93.7% 93.7% 97.5% 94.8% 93.4% 85.1% 80.1% 94.8% 96.8% 93.4% % Average 95.7% 95.3% 95.3% 95.1% 95.0% 95.3% 95.6% 95.5% 94.6% 93.2% 92.9% 92.9% 92.5% Scheduled 1,581 1,788 1,756 1,711 1,557 1,556 1,484 1,646 1,673 1,600 1,718 1,883 1,726 On-Time 1,562 1,615 1,590 1,604 1,459 1,517 1,407 1,537 1,423 1,282 1,629 1,823 1,612 Missed

6 500 Preventive Maintenance Backlog Tri-Campus (Excludes Vehicle Maintenance) Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Backlog Ave Backlog

7 Corrective Maintenance Schedule Compliance - Tri Campus (Excludes Vehicle Maintenance) 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 % Month 91.2% 90.7% 88.4% 92.3% 84.7% 85.5% 84.2% 81.7% 82.2% 82.7% 82.5% 85.4% 81.4% % Average 89.6% 89.8% 89.6% 89.7% 89.3% 89.0% 88.5% 87.7% 87.1% 86.8% 86.1% 86.2% 85.6% Completed 1,211 1,286 1,289 1,238 1,172 1,244 1,245 1,407 1, ,209 1,165 1,037 On-Time 1,104 1,167 1,139 1, ,064 1,048 1,150 1, Missed

8 500 Yellow Tag Deficiencies Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 New Tasks Transferred Tasks Yellow Tags

9 MMBTUs per GSF Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

10 STRATEGIC KPI EXAMPLES (IFMA and APPA Suggested Metrics)

11 Facilities Condition Index (FCI) History 16% 14% 12% FY13 APPA FPI Survey Average 11.45% Poor 10% 9.0% 8.5% 8.5% 8% 7.0% 6% UTSA FCI 7.0% 6.1% 6.8% 6.7% 7.1% 7.5% Fair 4% 2% Good 0% Data from UT System Facilities Resource Renewal Model

12 Total Operating Cost Per GSF (excluding Purchased Utilities) $7.00 $6.00 $5.00 APPA Average $5.23 $4.00 UTSA $4.12 $3.00 $2.00 $1.00 $0.00 Building Age Range - - less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+ UTSA = $2222,666666, TTTTTTTTTT OOOOOOOOOOOOOOOOOO CCCCCCCC 55,222222, GGGGGG

13 Maintenance Cost per Gross Square Foot UTSA = $5,349,630 MMMMMMMMMMMMMMMMMMMMMM OOOOOOOOOOOOOOOOOO CCCCCCCC 5,252,876 GGGGGG $2.00 $1.80 $1.60 APPA Average $1.63 $1.40 $1.20 $1.00 UTSA $1.02 $0.80 $0.60 $0.40 $0.20 $0.00 Building Age Range - - less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+

14 Ratio of Total Facilities Expenditures to Gross Institutional Expenditures 8.00% UTSA = $2222,666666, FFFFFFFFFFFFFFFFFFFFOOOOOOOOOOOOOOOOOO CCCCCCCC $444444,000000, IIIIIIIIIIIIIIIIIIIIIIIIII OOOOOOOOOOOOOOOOOO CCCCCCCC 7.00% 6.00% 5.00% 4.00% APPA Average 5.7% UTSA 4.56% 3.00% 2.00% 1.00% 0.00% Building Age Range - - less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+

15 Total Operating Cost per Student Full Time Equivalent UTSA = $2222,666666, FFFFFFFFFFFFFFFFFFFF OOOOOOOOOOOOOOOOOO CCCCCCCC 3333, SSSSSSSSSSSSSS FFFFFF $1, $1, APPA Average $1, $1, $1, $ $ UTSA $ $ $ $0.00 Building Age Range -- less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+

16 Average Gross Square Feet per Student FTE UTSA = 55,222222, GGGGGG 3333, SSSSSSSSSSSSSS FFFFFF APPA Average SF UTSA SF Building Age Range - - less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+

17 BTU per Gross Square Foot UTSA = , MMMMMMMMMM 55,222222, GGGGGG UTSA K APPA Average K Building Age Range - - less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+ Note: This is total BTU/GSF and not the same as the Energy Utilization Index (EUI). UTSA FY13 EUI is considering chiller plant inefficiency factored in.

18 Capital Renewal Existing Capital Renewal Needs are $110M or 8.9% of the Current Replacement Value of the Campus. Without expenditures the Capital Renewal Needs will double over the next 10 years To maintain existing ratio of Renewal Needs to Replacement Value will require an annual expenditure of $10M 18

19 $7,000 Deferred Maintenance Remaining Balances $6,000 $5,000 $4,000 $3,000 $2,000 $1,000 $- Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Total $5,343 $4,185 $3,846 $3,693 $3,505 $3,270 $3,195 $3,012 $2,995 $2,544 $1,965 $2,464 $5,878 $5,793 $5,504 $5,319 $4,998 $4,745 $4,702 $4,702 $4,591 $4,574 $4,520 $4,512 $4,460 FY14 $3,448 $3,448 $3,148 $3,148 $2,837 $2,835 $2,831 $2,831 $2,831 $2,831 $2,831 $2,831 $2,831 FY13 $2,852 $2,154 $2,139 $2,126 $2,008 $2,087 $1,996 $2,018 $2,012 $1,832 $1,340 $1,840 $1,823 $1,819 $1,831 $1,683 $1,604 $1,497 $1,471 $1,471 $1,392 $1,375 $1,361 $1,361 $1,361 FY12 $1,324 $1,089 $878 $862 $833 $713 $658 $644 $646 $474 $432 $432 $427 $390 $390 $383 $468 $326 $320 $320 $320 $320 $320 $320 $268 FY11 $538 $532 $435 $333 $308 $187 $262 $165 $152 $146 $125 $124 $112 $69 $69 $39 $39 $39 $32 $32 $- $- $- $- $- FY10 $587 $364 $352 $331 $315 $242 $238 $144 $144 $76 $56 $56 $56 $56 $56 $56 $40 $40 $40 $40 $40 $40 $- $- $- FY09 $42 $46 $42 $41 $41 $41 $41 $41 $41 $16 $12 $12 $12 $11 $10 $10 $10 $8 $8 $8 $8 $8 $8 $- $- $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000

20 5.0 Work Order Customer Satisfaction O & M Tri-Campus Types 1,4, & FY13 Sep-2013 Oct-2013 Nov-2013 Dec-2013 Jan-2014 Feb-2014 Mar Facilities iservice Desk 2 Timely Response 3 Helpfulness and Courtesy 4 Quality of Service 5 Cost 6 Job Completion & Clean-up 7 Overall Service March-2014 Data: 95 surveys mailed 23% response rate 1,187 work orders