Benchmarking School Operations and Maintenance. To dial into the webcast audio from your phone: Wednesday, January 20 th 12PM Eastern

Transcription

1 Benchmarking School Operations and Maintenance Wednesday, January 20 th 12PM Eastern To dial into the webcast audio from your phone: This seminar is endorsed by This series is made possible by

2 Today s Speakers Roger Young, Roger Young & Associates Rick Imig, Benchmark4Excellence John Gann, Keller ISD Your Moderator David (DK) Kornegay, Operations Specialist and Community Mayor MySchoolDude.com

3 Today s Agenda Introduction Roger Young Benchmarking Rick Imig District Perspective - John Gann Questions Benchmarking and SchoolDude SchoolDude

4 Endorsements

5 Our Environment 10% Unemployment Lower Home Valuations Scrambling to Balance State Budgets No New Taxes Budget Reductions Credibility Gap Result A difficult time for the school facility leader

6 Simple Truths High Expectations Internal/External More with Less Demonstrate Success Be Credible

7 How to Maintain Credibility You demonstrate to yourself and others by quantitative measuring. You show you are accomplishing the required results by measuring compliance with a standard. You develop standards and set expectations through agreement and goal alignment. You demonstrate effectiveness by peer comparison. this is benchmarking.

8 Strategy Understand the Expectations Know the Key Questions Identify the Metrics Collect Data as Part of the Process Compare Metrics Over Time Benchmark With Others

9 Expectations Properly Maintaining School Facilities Energy Efficiency Maximize Resources Minimize Risk Environmental Safety

10 Properly Maintain School Facilities Key Questions/Metrics What is being done? Completed work orders by type (routine, PM, emergency), trade, system, cost per square foot 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

11 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

12 Rick Imig

13 Moving from Data to Information: What s important? Benchmarks Metrics Data From many to few. Benchmarks Can be compared with others Focus on critical few Metrics Are often a ratio of key data elements Denominator is critical Data Exists in huge volumes! But, important stuff may not exist!

14 Proper Evaluation is Critical! Benchmarking and Peer Comparison are identified as best practices in the Planning Guide for Maintaining School Facilities (Developed by the National Center for Education Statistics and ASBO)

15 Which comparison do you rely on? Per Student? Per Square Foot? Two different ways to look at actual results from 3 districts.

16 Once you have good metrics..why should you benchmark your results with others?

17 Benchmarking opens organizations to new methods, ideas and tools to improve their effectiveness. It helps crack through resistance to change by demonstrating other methods of solving problems other than the one currently employed and demonstrating that they work because they are being used by others. -- From Wikipedia

18 $5.00 $4.50 $4.00 $3.50 $3.00 $2.50 $2.00 $1.50 $1.00 $0.50 $- The "High" district: - Has the same enrollment within2% - Has the same square footage within 2.5% - Has the same student density Low High Facility Masters Webcast Series Why Benchmark? -Spends $3.8 Million more each year on M+O than the other district. Administrative Water / Waste Temperature Control Building Maintenance Custodial Costs are from two 14,000+ student districts.

19 Advantages of using a 3 rd party: Boards and School Administrators view results as more credible than numbers you develop on your own. They can typically pull from a broader set of districts than you could on your own. If they have no axe to grind, their results should be closer to the truth and unbiased. They use a consistent method for each participant. They should be improving techniques over the years and have the advantage of learning from multiple districts.

20 Some Metrics to Consider: Utilities Purchase rates per unit (e.g. Electrical in $/Kw-Hr) Consumption rates for each utility Electrical (KwHrs/SF, KBTU/SF) Gas (KBTU/SF) Oil (KBTU/SF) Water (gallons/sf, gallons per acre) Total energy cost (Cooling and heating) Total Temperature Control Costs per SF Useful in facility use calculations

21 Some metrics to consider: Building Maintenance Labor cost in $/SF Material cost in $/SF Contractors cost (LCM) Ratio: % labor done by contractors SF / Maintenance Person With a good maintenance tracking system (SchoolDude.com) AND a group that is disciplined in it s use (Good data in, Good data out): Number of open tickets by craft (backlog) % of work done as preventive maintenance Number of tickets completed per person/team

22 Some Metrics to Consider: Custodial Square feet per custodian Overall cost in $/SF Custodial materials cost in $/SF Custodial cost in $/FTE Issues: Does your district use porters/day custodians? How many days do your custodians work?

23 Some metrics to consider: Personnel Attrition rates; % of staff replaced each year Change in staff size; % of position added, eliminated Attendance rates; unplanned absences Average cost of pay and benefits per person Benefit cost as a % of labor cost Administration cost in $/SF Craft to supervisor ratio

24 Some metrics to consider: Overall Square footage per student Students per athletic field Overall cost of custodial, utilities, maintenance in $/SF Comparison metrics: Overall cost vs. building age Overall cost vs. enrollment Overall cost by category and total Percent of district square footage in portables Opportunity, by category, for your district vs. a standard of median or 75 th percentile.

25 Some examples. Is it the whole story? Myth-busters Can I do anything about it? Does our strategy make sense? Are we paying too much? How are we doing? Do we have a problem?

26 Contracted 14 24% HVAC 9 16% Outsourced Maintenance In-House 34 60% Importance of including all resource costs: Roughly a total of 57 FTE s vs. 34 In-House In-House HVAC Contracted

27 An example from the building maintenance area: $2.00 $1.80 $1.60 Building Maintenance: Cost of Labor, Contract, and Material Material Costs in $/SF Contract Cost in $/SF Labor in $/SF $1.40 $1.20 $1.00 $0.80 $0.60 $0.40 $0.20 $- M D C B B A E F B A A A A C D B D N B A E B P B E A E B G F A C B A L Q B D D D M M K D D M F J K B G J M S G D D O T H D J J M M T M T F G A S D D G F

28 45.00% 40.00% % of Staff Replaced due to Attrition 35.00% 30.00% 25.00% 20.00% 15.00% 10.00% 5.00% 0.00% A F B B C P C G B N G S A I B A H B B C A E D F R D L A M C B M A S K D A T M D M D O D H G M F J G C M F T D D D J D J

29 10.0% Percent Change in Staffing and Enrollment 8.0% Percent Change in Staffing Percent Change in Enrollment 6.0% 4.0% 2.0% 0.0% C A B A B F A A A D L P B B N R C H G S B C G I C M D A B E F -2.0% G E H C S T O B J F D D J A D D A M M D F J T D K D D G M M M %

30 Parity in Insurance Costs? District F: Cost of Insurance $.09 / sq. ft. District G: Cost of Insurance $.54 / sq. ft.

31 Total HS Energy Use Comparison from 3 Districts Dist F kbtu-e/sf Dist H kbtu-e/sf Dist F kbtu-f/sf Dist H kbtu-f/sf Dist L kbtu-e/sf Dist L kbtu-f/sf F L F L L F F F F F F H H H H

32 What is the goal of benchmarking? Determine and implement Best Practices to better serve our customers.

33 Benefits of Networking with other School Facility Leaders

34 Basics for a Good Strategy Do the work more effectively, examples: - Better planning for better execution - Less wait time for materials - Regarding energy use, all on the same page Make work go away, examples: - Do the right work and do it once (DIRTFT) - Less re-work - Increase run-time on equipment - Materials and finishes that last longer

35 Create an atmosphere of continuous improvement: -Annual Improvement thru: - Historical Performance - External Benchmarking - Budgets - Goal Setting - Performance Reviews - Best Practice Sharing - As-is vs. Should Be Work Process Review

36 Take Your District To New Heights! John Gann, Keller ISD

37 Keller ISD Benchmarking Establishes Baselines Define Evaluate Improve Processes

38 Most Important Metrics HVAC tons, Water gal per student, Gas BTUs, Custodial cleaning per individual, Cost of labor Energy, Labor, Supplies

39 Importance of Data Drives Operations Without quality and accurate data, our budget is inadequate to meet the district s needs, or worse, is viewed as wasteful in the eyes of the taxpayers.

40 Getting the Data Tools supplied by our work order systems - SchoolDude Collect energy data, allowing us to track history and trends for future conservation or equipment replacement Trend custodial activities from elementary, to middle/intermediate, to high school for efficiency Track cost of reactive maintenance vs. preventive maintenance

41 Perceived Obstacles Cost Less than cost of magazine subscriptions Data driven decision making Start slow and grow Fear Data will make the department look bad Need to know where to improve Only way to move up is to stop going down

42 Important to Remember Data needs to be accurate Data needs to be timely Data needs to be comparable Process Maintenance Management System

43 Benchmarking Begins at Home Using SchoolDude to track and analyze information David DK Kornegay, SchoolDude.com

44 Tracking Maintenance Essentials Many people track Work Description Location Status Criticality Not everyone tracks Trade/Craft Reason or Purpose Hours and Costs Project or Budget

45 Basic Start

46 Now Some Impacts Appear

47 And More Insight is Provided

48 Trending What Stands Out? Total Count of All Work Orders by Purpose of Work for All Buildings

49 Focuses in SchoolDude Stop using the whiteboard and sticky notes! Stop paying utility bills without knowing the impacts From unsure to unquestionable Be Responsible and Look Good Doing It!

50 SchoolDude: Software delivered via the web that automates the work processes performed by education support professionals everyday.

51 Centralizing Work and Communication

52 Costs per Sq. Ft, per Student and more

53 Utilities

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55 Helpful Numbers to Compare with Neighbors

56 Don t forget to register for March in Myrtle Beach, SC The premier training event for education support professionals featuring 50+ speakers and 100+ courses Software via the web to simplify the work education support professionals perform each day

57 Download this presentation, resources, and more at: Contact Resources Roger Young, Roger Young & Associates Rick Imig, Benchmark4Excellence John Gann, Keller ISD To learn more: Current clients: