The What, Why and How of Building Assessments October 18, 2013

Transcription

1 The What, Why and How of Building Assessments October 18, 2013 Mike Crosson, Sr. Director, VFA, Inc. Oleksa Breslawec, Sr. Project Manager, R.G. Vanderweil Engineers, LLP 1

2 Agenda Introductions What Methodologies Technology- central repository plus mobile technology / business intelligence Why How Wrap Up Q&A (feel free to interact throughout) 2

3 Agenda Introductions What Methodologies Technology- central repository plus mobile technology / business intelligence Why How Wrap Up Q&A (feel free to interact throughout) 3

4 The What: If it walks like a duck and quacks like a duck Data Gatherer Options: Multiple Methodologies: Breadth of Data Options: Industry Standards: University and/or Third Party Organizations FCA Facility Condition Assessment Five year only or beyond LCA Life Cycle Assessment Site / Utility assets Integrated Facility Assessment (incl program needs) Equipment Inventory Web-based self-service assessment tool Data Import - existing data Modeling for large, repetitive portfolios - Deferred Maintenance - System Life Cycles / Capital Renewal - Photos - CAD Drawings - RS Means Local Costs - Sustainability / Green - Energy - Environmental e.g. Uniformat, RS Means make data credible 4

5 FCA Prime Systems Collect/record system life cycle (renewal) & requirements (deferred maintenance) for: Uniformat II Systems Include: Substructure Fuel Pumps & Storage Tanks Superstructure Plumbing Fixtures Exterior Walls Domestic Water Distribution Exterior Windows HVAC Systems Exterior Doors Heat Generating Systems Roofing Cooling Generating Systems Partitions Distribution Systems Interior Doors Terminal & Package Units Interior Walls Controls & Distribution Interior Flooring Vertical Transportation Fittings Fire Suppression Stairs Electrical Service & Distribution Wall Finishes Lighting & Branch Wiring Floor Finishes Communications & Security Ceiling Finishes Fire Service Water Conveying Electrical Steam Chillers Chilled Water Boilers Compressed Air System Generators 5

6 Pick the right level of effort and detail for your portfolio to maximize the return on your investment Detail Budgeting + Long term planning w/ Highest Detail Long term planning Budgeting + Hot spots Budgeting Statistical Modeling Extrapolation Mobile technology Systems Lifecycle Assessment Guided Form-based do it yourself Detailed Facility Condition Assessment Observed System Profiling Replace Value Renewal Fcast Decision Support Software Observed Full Detail w/ Deficiencies, Actions & Costs Detailed Facility Condition Assessments Systems Renewals Projections Deficiencies Priorities Local Cost Estimates Systems Lifecycle Assessments Systems Renewals Projections Mobile Technology Guided Forms-based Empowerment Continuity across Geography & People Manage FCA costs Extend FCA data shelf life Price 6

7 Agenda Introductions What Methodologies Technology- central repository plus mobile technology / business intelligence Why How Wrap Up Q&A (feel free to interact throughout) 7

8 Do All The Competing Financial Pressures Ever Make You Feel Like This? $ $ 8

9 Sound Familiar? Does your funding for major maintenance and capital renewal compete for the same funds as new buildings? Do you have higher utility costs than planned? Increased governmental, regulatory, and code requirements? Increased need/demand for Information Technology? 9

10 Objective Make sure that higher education intuitions: avoid facility emergencies, acquire sufficient capital funds, accomplish the most with their capital budgets, and are recognized for proactive and effective Facility Management. Leverage Qualitative Facility Asset data to know: Accurate conditions of infrastructure / systems, Accurate, localized repair and replacement costs, Proper priorities for investment and remedial actions, How to align priorities with organizational missions, objectives and constraints. 10

11 Opportunities for Consistent Best Practices Best Use of Limited Funding Do I invest or not decision support information Investment scenarios that make the best use of limited funding and that are aligned with institutional mission / objectives Risk Avoidance Emergency vs. planned repairs and refurbishments Procurement Bulk procurement opportunities Staffing In-house vs. outsourced projects 11

12 Business Intelligence: Asset Database & Capital Budgeting You Want Rich Analytics and Decision Support Budget Planning Assets Qualitative align with organizational objectives & constraints Weight Categories in a relative manner to align Priorities w/ Organization If I have n budget dollars, what shall we fund and what shall we defer Deferred Maintenance, System Lifecycles & Conditions Photos, CAD Drawings, Remediation & Local Costs Options Sustainability, Energy, Environmental 12

13 Common Challenges & Successes University of North Carolina System More Facility Capital $$ Council of Ontario Universities Equality Across 25 Campuses Methodology & Technology blended condition & adequacy into persuasive case Detailed FCAs with visibility to decision makers $3b bond 50% ^ annual FM$ 13

14 Results for Higher Ed The passing of the largest higher education bond in United States history validates the critical role a technology-driven CPMS approach plays in the ability to make informed decisions regarding asset planning and the future of our facilities. Kevin MacNaughton (Former) Associate VP of Finance University of North Carolina System 14

15 Visibility for Higher Ed High quality, reliable data has enabled us to raise the profile of facility management and planning among university presidents, governing boards and government agencies. Before our implementation of CPMS, deferred maintenance was an unknown term outside the physical plant departments. Now, our provincial minister is now talking about it and more importantly, understands the value of it. Duncan Watt Vice President, Finance and Administration Carleton University 15

16 Common Challenges & Successes University of Illinois Consistent means to ID, cost & prioritize backlog of maintenance requirements, single Asset Mngt portal University of Texas at Austin Establish need and value for repair, renewal & adaptation, consistent decision method 3 campus, 30M SF detailed FCA, standardized budget reports, 3 locations 13.5M SF comprehensive FCA & analyses requirements >12 yrs, 3 locations Defensible capital budget, used FCA data to leverage $50M bond, ongoing assessments Strategic reduction R&R backlog, connected R&R to ops, awareness, means to measure, monitor & benchmark facilities 16

17 Central to Higher Ed We gain one central database of information, which we can use in budget planning and in forecasting critical construction and renovation projects. Jack Dempsey, PhD, P.E. Executive Director of Facilities and Services University of Illinois at Urbana- Champaign 17

18 Asset Database & Capital Budgeting Solution Rich Analytics and Decision Support Trade-off between Funding Levels & Facility Conditions Quantitative - Time & Criticality What If Sandbox for targeting Funding Needs Plan A On the Spot credible comparison of alternative Plans Canned & Ad-hoc reports Slice & Dice Analytics Dashboards personalized data views with maps and drilldown analytics 18

19 Opportunities You will know what you own. You will know your conditions. You will know how much $$ you need. Given $xx budget, you will know what you should do first, next, and defer, You will be able to communicate (show & tell) trends in a clear, credible, and timely manner. Capital Planning Do I invest or not decision support information Condition Assessment (Asset and Site Infrastructure) Consistent baseline across facility portfolio Best Use of Limited Funding What do we remediate vs. defer. Risk Avoidance Emergency vs. planned repairs and refurbishments Procurement Bulk procurement across multiple assets and client sites Mission alignment Are we truly aligning our assets and resources with institutional overarching objectives 19

20 Agenda Introductions What Methodologies Technology- central repository plus mobile technology / business intelligence Why How Wrap Up Q&A (feel free to interact throughout) 20

21 General Overview of Process for FCA Project Fundamentals Prior to Visit Coordination Pre Visit Teleconferences Points of Contact Validate Asset List (size, use, etc) Logistics Personal Protection Safety / Security In-Brief Schedule Escorts Information Existing Information Studies Drawings Maintenance / CMMS Budgets Utility Data Communications Notify Occupants, Vendors, Maintenance Confirm Coordination In-Brief Schedule Safety / Security Personnel Escorts Maintenance Facilities Interviews Communications Daily Out-Brief During Site Visit Information Hi/Med/Low Information Drawings Studies Utility Data Maintenance Information PM Information 21

22 General Overview of Process for FCA Map (1 of 2) 2. Portfolio Listing: - Location - Asset # - Name - Date Built - Floors - Gross Area, etc. 4. Detailed FCA: - Visual Inspection - ID Deficiencies - ID System Conditions & Lifecycles - Code Compliance - ADA & Life Safety - Furniture - MEP Distribution Systems 6. Data Entry: - Deferred Maintenance - Useful Life - Code Compliance - Priority - Category Descriptions - Actions & Costs, - RS Means & Adjustment Factor - Furniture Finalize Project Scope Gather Base Asset Info Pre Survey Meeting FCA Data Entry Assets Data Entry Deficiencies 1. Strategy Session: - Mission - Goals - Constraints - Decision Process & Criteria - Data Needed - Categories & Priorities - Configuration 3. Conference: - Facility Managers - Plant Maint. Mgrs. - Interviews - Existing Data & Info. - Guidelines Setting 5. Data Entry: - Database & Software - Record per Asset - Descriptions & Narratives - Systems & Major Components - History, etc. - Create Distribution Systems Single Line Drawings 22

23 General Overview of Process for FCA Map (2 of 2) 7. Import: - Photo Import - Requirements Linkage Digital Photo CAD Import System Models & System Conditions 9. Condition Benchmarking: - Assets vs. Other Facilities - Comparison (internal & external option) - Apply FCI to each Asset - Configure FCI settings in Software Targeting & FCI Financial Modeling 11. Assessment Reports & Deliverables: - Executive Summary - Assessment Methodology - Funding Scenarios - Capital Renewal Requirements - Summary Requirements Reports - Detailed Requirements Reports - System Impact Analysis Report Reports & Analysis Actionable Budget 8. Replacement Value & Lifecycle Renewal Projections: - System Models - NIST UNIFORMAT II - Overall System Conditions - Life Cycle Costs - Current Replacement Values - Capital Renewal Forecasting 10. Funding Strategies: - Develop Funding Options - Ascertain Condition Impact - Ascertain Functionality Impact - Deferred Maintenance Calc. - Renewal Projections - Repair or Replace Analysis - Select Optimal Approach 12. Ongoing Process: - Team Data Review - Preliminary Draft Report - User Software Access for Review & Input - Ongoing Discussion and Update 23

24 Define Deficiency Categorization Priority 1 - Currently Critical (immediate Year 1) Conditions in this category require immediate action to: Correct a cited safety hazard Stop accelerated deterioration Return a facility to operation Priority 2 - Potentially Critical (Year 2): Conditions in this category, if not corrected expeditiously, will become critical within a year: Intermittent operations Rapid deterioration Potential life safety hazards Priority 4 - Recommended (Years 6-10) Sensible improvement to existing conditions that are not required for the basic function of the facility Overall usability improvement Long-term maintenance cost reduction Priority 5 - Contingent Does not meet current codes, but is grandfathered in by regulations No action is required at this time, but substantial work performed in the future may require correction Priority 3 - Necessary / Not yet critical (Years 3-5) Conditions in this category require appropriate attention to avoid: Predictable deterioration Potential downtime Associated damage or higher costs if deferred further 24

25 Facility Condition Index Facility Condition Index (FCI) An industry-standard parametric tool used to compare relative building conditions. FCI = cost of existing requirements current building replacement value A B C D 0% 5% 11% 30% 50% 100% 25

26 Funding Scenario Analysis Compare options based on the parameters you specify years, funding level, inflation rate, etc Funding ($Millions) FCI Green: Impact on Facilities Condition Index with level funding over 20 years Blue: Funding requirement to maintain a constant FCI Red: Funding needed to reduce FCI to 10% and then maintaining it 26

27 Prioritization Budget Ranking Prioritize all needs based on organizational objectives Produce multi-year budgets Time Criticality Building Condition Category of Issue Building System Building Use 27

28 Integrated Facility Assessment (IFA) IFA ~ Integrated Facility Condition Assessment A single document that provides a holistic, long term view of the entire physical plant, while also identifying the specific and immediate needs of each program. 28

29 Facilities Questions We Ask Ourselves Info Every Facilities Organization Needs to Have: What is the replacement value of our facilities? What is our deferred maintenance backlog? What is the condition of our facilities? What are the various what if cost scenarios for improving our facilities to an acceptable condition level. (What is acceptable?) 29

30 Program Questions We Ask Others Program Questions That Often Go Unanswered: What are the future programming requirements in a given building? How do these requirements impact our identified/planned deferred maintenance? What are the current code implications of these programming decisions? What do we know about hazardous materials? Security? Information Technology? 30

31 IFA vs. Traditional Facilities Matrices PROGRAM! Program Examples: Office Renovations Revitalization of a Student Activities Center Major Renovation of a Science Bldg The (ever) changing Program Vision impacts the usage and efficiency of a facility as well as how the space is managed! 31

32 Looking Beyond Deferred Maintenance The IFA goes well beyond Deferred Maintenance; it attempts to quantify the major infrastructure categories that comprise an overall facility need: Facilities: Others: Deferred Maintenance PROGRAM REQUIREMENTS (Current & Future) for Academic, Health Care, Student Life, Research Areas Life Safety/Code Compliance ADA (Accessibility) Hazardous Materials Information Technology (IT) Security 32

33 Identifying The TOTAL NEED TOTAL NEED ~ the sum of all known Deferred Maintenance items PLUS all defined Program Requirements A key to making IFA truly useful is frequent and detailed communication between Institutional Decision Makers plus the Facilities staff and Program Administrators! 33

34 Agenda Introductions What Methodologies Technology- central repository plus mobile technology / business intelligence Why How Wrap Up Q&A (feel free to interact throughout) 34

35 FCA: Essential Ingredient in an Effective Capital Renewal Program The cornerstone of an effective capital renewal program: YOUR COMMITMENT Commit to the necessary time and resources it will take to create a new capital renewal program or to transform an existing one While buildings were designed to only last for a finite time, reality is that we live with them far longer The sooner you engage in an effective capital renewal program, the more you will see in benefits across the years 35

36 Now That You Have It What Can You Do With Your Data? 36

37 Create a Capital Plan - 10 Steps Step #1: Selecting & Developing the Right Team Step #2: Designing the Program/Solution that Fits Your Organization Step #3: Collecting & Organizing the Data Step #4: Understanding Your Facilities Situation Step #5: Aligning Resources with Your Remedial Needs Step #6: Preparing Budgets Step #7: Getting Approval Step #8: Institutionalizing the Process Step #9: Managing Project Spending Step #10: Sustaining/Maintaining the Program 37 37

38 Avoid Alice s Fate... "Cheshire Puss," Alice began, "Would you tell me, please, which way I ought to go from here?" "That depends a good deal on where you want to get to," said the Cat. "I don't much care where " said Alice. "Then it doesn't matter which way you go," said the Cat. " so long as I get SOMEWHERE," Alice added as an explanation. "Oh, you're sure to do that," said the Cat, "if you only walk long enough. Source: "Alice's Adventures in Wonderland," Lewis Carroll, The Millennium Fulcrum Edition 3.0, March

39 Do You Have a Plan? No Plan?? Develop a Plan!! 39

40 Agenda Introductions What Methodologies Technology- central repository plus mobile technology / business intelligence Why How Wrap Up Q&A (feel free to interact throughout) 40

41 Resources / Follow Up Mike Crosson VFA, Inc mcrosson@vfa.com Oleksa Breslawec, R.G. Vanderweil Engineers, LLP obreslawec@vanderweil.com 41