Facilities Benchmarking: Effectively Using the FPI Survey. Christina Hills Director of Credentialing & Benchmarking May 28, 2011

Transcription

1 Facilities Benchmarking: Effectively Using the FPI Survey Christina Hills Director of Credentialing & Benchmarking May 28, 2011

2 Objectives of the Session What is the APPA FPI Program? FPI Survey Framework Benefits of Participating Maximizing FPI Report Results Participant Benchmarking Data Benchmarking/Performance Measurement Exercises Q & A and Discussion

3 What is APPA s FPI? Portfolio of the key facilities measures that address the essential questions every facilities professional must be able to answer in order to effectively perform their roles. A major consideration in performance improvement involves the creation and use of performance measures or indicators. Baldrige criteria for performance excellence

4 Why Use the FPI? Strategic tool for: Self-Assessment Self-Improvement Peer Comparison/Benchmarking Performance Measurement/Improvement Data Ownership Your Roadmap to Future Excellence

5 Capital Asset Realities Construction Maintenance Renewal Demolition

6 Total Cost of Ownership A Holistic View of Asset Management Birth & Burial (non-recurring) cost A Concept to Bid cost B Financing cost C Construction/ Install FRAMEWORK cost K Decommission/Demolition/Disposal Maintenance & Operations (annual recurring) cost D Operations cost E Planned Maintenance/Routine cost F Repairs/ Breakdowns cost G Utilities Recapitalization (periodic recurring) cost H Retrofits/ Improvements cost I Programmatic Upgrade cost J Replacement/ Renewal

7 Facilities Management s Role Ensure that the buildings and infrastructure are and remain a strategic enabler for the business of higher education Stewardship role for the largest capital asset on campus, buildings and infrastructure We must be accountable for the assets entrusted us Facilities must be able to tell their story to campus decision makers Engage other Administrative staff and Academicians Facilitate a discussion of capital asset realities

8 Sharing FPI Data Internal FM employees FM contractors FM administrators Within the institution Planners Financial Officers Academicians Researchers Externally Legislatures Other institutions

9 Why is Sharing Important? Remember the capital asset realities? They cannot be solved by FM working in isolation FM must educate the institution Engage the institution Create partnerships Work together to create a strategy to address the capital asset realities

10 Balanced Scorecard

11 Strategic Questions 1. What facilities do I have? (Financial) 2. What facilities make up our Institution? (Financial) 3. Is my institution adequately funding the facilities management annual budget? (Financial) 4. Are the operating funds that we do receive being spent in a manner that supports desired outcomes? (Internal) 5. Is my institution making the right investment in our existing buildings, infrastructure and academic programs? (Financial) 6. Are the customers satisfied with the space and service? (Customer) 7. Are we building a staff that can sustain excellence? (Learning & Growth)

12 Essential Set Questions Essential Questions 1 About the Facilities Unit 2. What facilities make up our institution? Examples of Indicators/Ratios Gross Square Feet Maintained (GSF) Current Replacement Value (CRV)

13 Essential Set Questions Essential Questions 3 Is my institution adequately funding the facilities management annual budget? Examples of Indicators/Ratios Annual Facilities Operating Expenditures/CRV Annual Facilities Operating Expenditures/GIE (Gross Institutional Expenditures) Annual Facilities Operating Expenditures/GSF

14 Essential Set Questions Essential Questions 4. Are the operating funds that our facilities department receives being spent in a manner that supports desired outcomes? Examples of Indicators/Ratios Maintenance Cost/GSF GSF/Maintenance FTE Custodial Cost/GSF GSF/ Custodial FTE Grounds Cost/GSF GSF/ Grounds FTE Utility Cost/GSF British Thermal Units/GSF

15 Essential Set Questions Essential Questions 5. Is the institution making the right investments in our existing buildings, infrastructure and academic programs? Examples of Indicators/Ratios FCI Index Needs Index Minimum Investment Actual Investment Investment Gap

16 Essential Set Questions Essential Questions 6. Are the customers satisfied with the space and services? 7 Is my facilities department developing staff that can sustain excellence? Examples of Indicators/Ratios Customer Satisfaction Employee Satisfaction

17 Benefits of Participating FPI Survey Free to participating APPA members New Live Reports, charts, trending and averages Flexible survey options (Express vs. Detail) allow people to choose how much of the survey to complete. Survey opens earlier and closes later New FAQ s, Tips, Definitions Enhanced Energy Module being built now New mentoring/data scrubbing enhancements Comprehensive FPI Advisor program

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20 Benefits of Participating FPI Survey Free to participating APPA members New Live Reports, charts, trending and averages Flexible survey options (Express vs. Detail) allow people to choose how much of the survey to complete. New FAQ s, Tips, Definitions Enhanced Energy Module being built now New mentoring/scrubbing enhancements Comprehensive FPI Advisor program

21 Cohort Groups Participating in the FPI University of North Carolina System University System of Georgia California State University System University of Wisconsin System MHEC (Midwestern Higher Education Compact) CAUBO (Canadian Association of University Business Officers)

22 Benefits of Participating FPI Report Access to all areas Benchmarking/peer comparisons made easy Immediate, online year-long access to data Trending expanded/flexible to 5 years Beta review period opens early - survey opens earlier and closes later Excel File Reports Online Presentations Detailed Data Reports Executive Level Dashboards Report Dashboard Dials

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28 Setting up a Baseline for the FPI Survey How is a Facilities Organization s Strategic Plan Developed? A strategic plan is achieved when all ranks within the organization: Are inspired by the Vision Understand the Strategies Commit to achieving the objectives by developing aligned Goals/Targets, and Systematically measure their progress to those Goals/Targets

29 FPI Report Analysis Sharing your Story Use the FPI Report Tools Detailed Reports, Excel File Reports, Dashboards, and Online Presentations Contact your peers and discuss any discrepancies with data in FPI Report. Question their data sources, interpretations of survey questions, definitions, etc. (Remember that every institution has a unique mission/vision, etc.) Fully utilize APPA s Beta Review period Redefine your goals/mission/strategy for next year s FPI cycle by reviewing your trending year after year and meeting with ALL interested parties. (internal and external)

30 Your Stairway to Excellence Understand the context within which you operate know where you are starting from Create partnerships within your environment - integral internal and external parties Identify your measurements of success develop key FPI metrics that further your institution s mission/goals/strategies Strive for balance using the four perspectives focus on the balanced scorecard approach Measure at all levels of the organization - complete the entire Express survey Share the results Educate, engage and brief your partners on how you re doing tell your story using FPI Report tools Set the bar higher establish new goals based on the strategic plan of your organization Identify new strategies - continually reassess institution s mission/vision Do it all over again Don t give up!!!!

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41 Resources to Assist You Visit the APPA FPI website area at The online FPI survey instrument can be accessed on the APPA website year round. Archived webinars on the FPI website will instruct you on how to complete the FPI survey instrument. Contact Christina Hills to arrange a personalized GoToMeeting webinar. Additional information on the FPI Qualified Advisors Program can also be found on the APPA Questions? Contact Christina Hills, Director of Credentialing & Benchmarking Tel: christina@appa.org