2014 UT Facilities Conference FM Benchmarking / KPI Dave Riker Associate Vice President for Facilities Belinda Dovalina Director of Business Services June 13, 2014
Proposed Discussion Agenda Metrics versus Key Performance Indicators Value to Facilities Management Sample Key Performance Indicators Strategic KPIs Funding Metrics Communications/ Metrics
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 5,000 500,000-1969-1979 1980-1989 1990-1999 2000-2005 2006 2007 2008 2009 2010 2011 2012 2013 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 -
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
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 19 173 166 107 98 39 77 109 250 318 89 60 114
500 Preventive Maintenance Backlog Tri-Campus (Excludes Vehicle Maintenance) 450 400 350 300 250 200 150 100 50 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 Backlog 94 258 374 435 410 417 463 340 346 323 105 92 107 Ave Backlog 120 123 134 150 174 199 226 244 266 287 290 288 290
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 1,345 992 1,209 1,165 1,037 On-Time 1,104 1,167 1,139 1,143 993 1,064 1,048 1,150 1,106 820 997 995 844 Missed 107 119 150 95 179 180 197 257 239 172 212 170 193
500 Yellow Tag Deficiencies 450 400 350 300 250 200 150 100 50 0 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 0 0 0 0 0 0 0 0 0 0 0 0 0 Transferred Tasks 465 350 350 321 270 257 165 115 75 45 0 0 0 Yellow Tags 31 29 29 22 20 18 11 9 7 5 0 0 0
MMBTUs per GSF 0.0140 0.0120 0.0100 0.0080 0.0060 0.0040 0.0020 - Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug 2014 0.0092 0.0097 0.0103 0.0130 0.0145 0.0119 0.0110 2013 0.0095 0.0096 0.0120 0.0115 0.0134 0.0102 0.0109 0.0108 0.0098 0.0093 0.0100 0.0092 2012 0.0123 0.0104 0.0126 0.0137 0.0135 0.0124 0.0110 0.0106 0.0110 0.0101 0.0105 0.0092
STRATEGIC KPI EXAMPLES (IFMA and APPA Suggested Metrics)
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% 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Data from UT System Facilities Resource Renewal Model
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 = $2222,666666,111111 TTTTTTTTTT OOOOOOOOOOOOOOOOOO CCCCCCCC 55,222222,888888 GGGGGG
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+
Ratio of Total Facilities Expenditures to Gross Institutional Expenditures 8.00% UTSA = $2222,666666,111111 FFFFFFFFFFFFFFFFFFFFOOOOOOOOOOOOOOOOOO CCCCCCCC $444444,000000,222222 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+
Total Operating Cost per Student Full Time Equivalent UTSA = $2222,666666,111111 FFFFFFFFFFFFFFFFFFFF OOOOOOOOOOOOOOOOOO CCCCCCCC 3333,444444 SSSSSSSSSSSSSS FFFFFF $1,600.00 $1,400.00 APPA Average $1,450.00 $1,200.00 $1,000.00 $800.00 $600.00 UTSA $710.68 $400.00 $200.00 $0.00 Building Age Range -- less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+
Average Gross Square Feet per Student FTE UTSA = 55,222222,888888 GGGGGG 3333,444444 SSSSSSSSSSSSSS FFFFFF 400.00 350.00 300.00 APPA Average 299.9 SF 250.00 200.00 150.00 UTSA 172.4 SF 100.00 50.00 0.00 Building Age Range - - less than 20 Carnegie Class -- Research High Funding -- Public APPA Region -- CAPPA Enrollment Range -- 20,000+
BTU per Gross Square Foot UTSA = 666666,777777 MMMMMMMMMM 55,222222,888888 GGGGGG 160.00 140.00 120.00 100.00 UTSA 121.99K APPA Average 119.21K 80.00 60.00 40.00 20.00 0.00 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 170.9 considering chiller plant inefficiency factored in.
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
$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
5.0 Work Order Customer Satisfaction O & M Tri-Campus Types 1,4, & 6 4.0 3.0 2.0 FY13 Sep-2013 Oct-2013 Nov-2013 Dec-2013 Jan-2014 Feb-2014 Mar-2014 1.0-1 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