From FM Strategy to Reporting – Building the Right Framework, Metrics and KPIs STEVEN M. PATTERSON, P.E., CFM DIRECTOR OF FACILITIES NORTHERN VIRGINIA COMMUNITY COLLEGE CHRIS HODGES, P.E., CFM, IFMA FELLOW PRINCIPAL FACILITY ENGINEERING ASSOCIATES, P.C.
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From FM Strategy to Reporting –Building the Right Framework, Metrics and KPIs
S T E V E N M . PAT T E R S O N , P. E . , C F M
D I R E C TO R O F FA C I L I T I E SN O R T H E R N V I R G I N I A C O M M U N I T Y C O L L E G E
C H R I S H O D G E S , P. E . , C F M , I F M A F E L LO W
P R I N C I PA LFA C I L I T Y E N G I N E E R I N G A S S O C I AT E S , P. C .
Defining “World-Class”
Baldrige National Quality Program as framework for assessment
1. Leadership (Defining roles, communication, optimal organizational structure, etc.)2. Planning (Strategic plan, master plan, design standards, budget preparation, etc.)3. Customer Focus (Aligning expectations, levels of service, customer feedback, etc.)4. Measurement (KPIs, organizational assessments, quality, IT effectiveness)5. Workforce Development (Recruitment/retention, training, performance evaluation)6. O&M Process Management (Assessing adequacy of support facilities & equipment)7. Performance Results (Appearance, FCI, systems reliability, benchmarks, etc.)Time of transition
World Class
Under-Performing
Level 1 – Initial / Ad Hoc
Level 2 –Repeatable
Level 3 – Defined
Level 4 – Managed / Measured
Level 5 – Optimized (High-Performance)
How do you define world-class?
Where is your FM organization?
Developing the FM Strategy (steps)
1. Create Alignment2. Outline the Strategy 3. Create the framework to implement the strategy (the BSC)4. Develop initiatives (actions) that support the strategy5. Measure, monitor, and report
Creating Alignment
Organizational Strategy• Produce a product or
provide a service• Satisfy stakeholders• Generate revenue
FM DriversCommunity commitments, Sustainability
initiatives, Regulatory requirements
Strategic Facility PlanOperational Structure
Supports , aligns with organizational strategy and FM Drivers
Operations Policies and Procedures
• Tactical initiatives
Operational Planning• Work Management• Measurement & Reporting
MissionVisionValues
Drives
Inspires
Influences Supports
Creates
Facility Management
Operations
Organization
The Strategy
What are the organizational drivers?
Connecting FM services and organizational success
What a BSC does:“Provide a succinct taxonomy that ensured consistency in
application”
What a BSC is:A carefully selected set of
quantifiable measures derived from an organization’s strategy
Mission and
Vision
Outlining the Strategy
Strategy to BSC
Strategy Strategic Objectives and Initiatives Balanced Scorecard (BSC)
Create the Framework
Mission and Vision
“We give everyone the opportunity to learn and develop the right skills so
lives and communities are strengthened.”
“This is the College of Necessity, the Academy of Opportunity, and here and now, a child of the time in this
fastest growing metropolitan area of the nation.” – Governor Albertis
Harrison, NOVA Dedication, 1965
Create the Framework
Desired OutcomesWhat Defines Success?
Measurements Level Input / Data Required Tracked By (Data Platform)
Reporting Frequency
Reporting Responsibility
1 Care for NIAID Facilities Operate Facilities Consistent with OWS Vision
Planned vs. Demand Maintenance (PM/DM) Ratio
2 >80% 50-80% <50% WO type for PM and DM. Could be counted as time or WO count.
CMMS Quarterly Automatic Report
2 Retain Facility ValueMaintain Facilities Consistent with OWS Vision
Change in Facility Condition Index (FCI) 1 <0.05 0.05-0.15 >0.15
FCA information by Area, deferred maintenance and CRV. CAFM Annually
Space Resources and Asset Management
BranchScope 1&2 Greenhouse Gas Emission Reduction
Scope 1&2 GHG Reduction % from Baseline by 2020
1 On Track <1 Year Behind
>1 Year Behind
Total Scopes 1 &2 emissions. ENERGY STAR Portfolio Manager
Annually Facilities Services and Operations Branch
Scope 3 Greenhouse Gas Emission Reduction
Scope 3 GHG Reduction % from Baseline by 2020
1 On Track <1 Year Behind
>1 Year Behind
Total Scope 3 emissions.
Employee Commuting
Survey, Expense Reports
Annually Office of Workplace Solutions, Accounting
Reduction in Energy Intensity
Energy Intensity Reduction % from Baseline by 2015
2 >30% 27-30% <27% Total Btu. Square footage. ENERGY STAR Portfolio Manager
Annually Facilities Services and Operations Branch
Use of Renewable EnergyElectricity Usage from Renewable Sources 2
>7.5% + 3.75% new
sources>7.5% <7.5%
Total renewable energy use. Renewable energy sources.
ENERGY STAR Portfolio Manager Annually
Facilities Services and Operations Branch
Reduction in Potable Water Intensity
Potable Water Reduction % from Baseline by 2020
2 >26% 14-26% <14% Total potable water usage. ENERGY STAR Portfolio Manager
Annually Facilities Services and Operations Branch
Reduction in Fleet Petroleum Use
Petroleum Reduction % from Baseline by 2015
2 >20% 18-20% <18% Total petroleum usage. Financial Software
Annually Budget and Financial Management Branch
Green BuildingsBuildings (>5,000 GSF) that meet GP 2
>13%all
New Const., Maj. Renov.
& LeasesNone Buildings meeting GP in FRPP. CAFM Annually
Office of Workplace Solutions
Targets
Executive Order 13514 Compliance
3
Strategic ObjectivesWhat is Important?
KPI Data Specification Matrix (Balanced Scorecard)
Care for the Facility
Energy Reduction Compliance
Develop Initiatives/Actions to Support the Strategy
• Organizational gap analysis• Software/technology assessment• Long term deferred maintenance and capital budgeting methodology• Prioritize “non-capital” (maintenance and repair) project list• Development of document management system and scanning of documents• Workflow process improvement and training program• Asset management data improvements• Equipment asset inventory• Staffing study and labor needs analysis• Energy efficiency credit research• Warranty identification from non-capital projects
Metrics should relate to the physical, functional, financial, and people characteristics of facility management.
Performance indicators should be tracked over a period of years and be compared to an established baseline. Snapshot reporting is insufficient to understand investments; trend reporting is essential (Cable, Davis)
Measure, Monitor and ReportMetrics vs. KPIs Metrics
KPIs
A KPI is a core metric that defines top level success
Strategic Level Director of Facilities
Management Level Associate Directors/FMs
Process Level Building Technicians/ Executive Assistants
1
2
3
Strategic Level(Reporting Value)
Tactical Level(Data)
Management Metrics (MMs)
Key Performance Indicators (KPIs)
Process metrics
Tact
ical
Str
ateg
ic
Measure, Monitor and Report
Expected Outcome – Improved decision-making for better operational performance
Mission and Vision
“We give everyone the opportunity to learn and develop the right skills so lives and
communities are strengthened.”
“This is the College of Necessity, the Academy of Opportunity, and here and now, a child of the time in this fastest growing metropolitan
area of the nation.” – Governor AlbertisHarrison, NOVA Dedication, 1965
Steven M. Patterson, P.E., CFM
Director of FacilitiesNorthern Virginia Community College
Project Purpose: Develop FM Strategy and a Performance Measurement System
Goals:
Update organizational
drivers based on new NOVA
Strategic Plan.
1Help define a
strategy for the delivery of FM
services that aligns with NOVA’s goals.
2Review and update the list of tactical initiatives tracked
through the Balanced Scorecard.
3Identify Key
Performance Indicators to include in the
Balanced Scorecard as well as supporting
management metrics.
4Assist in the
development of a standard reporting process and visual
dashboard.
5
• Developed a framework for a Balanced Scorecard (BSC) performance measurement tool
• Highlighted broad organizational drivers that impact Facilities
• Documented 54 tactical initiatives that were underway or under consideration
• Since that time NOVA published on February 20, 2018, Pathway to the American Dream—NOVA’s Strategic Plan 2017-2023.
Strategic planning session outcomes:
Drafted: The BSC at NOVA
Identified:
Defined:
Desired OutcomesWhat Defines Success?
Measurements Level Input / Data Required Tracked By (Data Platform)
Reporting Frequency
Reporting Responsibility
1 Care for NIAID Facilities Operate Facilities Consistent with OWS Vision
Planned vs. Demand Maintenance (PM/DM) Ratio
2 >80% 50-80% <50% WO type for PM and DM. Could be counted as time or WO count.
CMMS Quarterly Automatic Report
2 Retain Facility ValueMaintain Facilities Consistent with OWS Vision
Change in Facility Condition Index (FCI) 1 <0.05 0.05-0.15 >0.15
FCA information by Area, deferred maintenance and CRV. CAFM Annually
Space Resources and Asset Management
BranchScope 1&2 Greenhouse Gas Emission Reduction
Scope 1&2 GHG Reduction % from Baseline by 2020
1 On Track <1 Year Behind
>1 Year Behind
Total Scopes 1 &2 emissions. ENERGY STAR Portfolio Manager
Annually Facilities Services and Operations Branch
Scope 3 Greenhouse Gas Emission Reduction
Scope 3 GHG Reduction % from Baseline by 2020
1 On Track <1 Year Behind
>1 Year Behind
Total Scope 3 emissions.
Employee Commuting
Survey, Expense Reports
Annually Office of Workplace Solutions, Accounting
Reduction in Energy Intensity
Energy Intensity Reduction % from Baseline by 2015
2 >30% 27-30% <27% Total Btu. Square footage. ENERGY STAR Portfolio Manager
Annually Facilities Services and Operations Branch
Use of Renewable EnergyElectricity Usage from Renewable Sources 2
>7.5% + 3.75% new
sources>7.5% <7.5%
Total renewable energy use. Renewable energy sources.
ENERGY STAR Portfolio Manager Annually
Facilities Services and Operations Branch
Reduction in Potable Water Intensity
Potable Water Reduction % from Baseline by 2020
2 >26% 14-26% <14% Total potable water usage. ENERGY STAR Portfolio Manager
Annually Facilities Services and Operations Branch
Reduction in Fleet Petroleum Use
Petroleum Reduction % from Baseline by 2015
2 >20% 18-20% <18% Total petroleum usage. Financial Software
Annually Budget and Financial Management Branch
Green BuildingsBuildings (>5,000 GSF) that meet GP 2
>13%all
New Const., Maj. Renov.
& LeasesNone Buildings meeting GP in FRPP. CAFM Annually
Office of Workplace Solutions
Targets
Executive Order 13514 Compliance
3
Strategic ObjectivesWhat is Important?
Care for the Facility
Energy Reduction Compliance
The BSC at NOVA
S2. Improved customer satisfaction with FM services.
P3.8. Clearly document the definitions of each NOVA project Reason code.
P3.9. Create a document management system that catalogs all drawings. Create electronic versions of drawings as needed.***
P3.10. Assign a unique identifier (that never changes) to each new non-capital project.
P3.11. Improve functionality of Vehicle Management Spreadsheet***
P4. Improved contractor performance for outsourced work.
P4.1. Create a contractor quality assurance oversight approach for O&M services
P4.2. Monitor CMMS to ensure that all contractor work is captured.
P4.3. Create contractor interface in CMMS
P5. Effective utilization of space.
P5.1. Document, define, and monitor existing space utilization by type and function.
P5.2. Address changing definitions for use of space (create space standards)
P5.3. Determine whether a feed from PeopleSoft SIS can be generated and converted to a format that will allow for an automated upload to Revit data
P5.4. Develop new Master Plans for all campuses.
P5.5. Define Link between FM and Campus Master plans
P5.6. Address accessibility issues, including Interior/Exterior signage
P6. Reduced risk of environmental non-compliance. TBD
P4. Improved contractor performance for outsourced work.
P4.1. Create a contractor quality assurance oversight approach for O&M services
P4.2. Monitor CMMS to ensure that all contractor work is captured.
P4.3. Create contractor interface in CMMS
Strategic Objectives (Desired Outcome) Measurement Target Input / Data Required Data Source Relevant Initiatives
P4. Improve contractor performance for outsourced work.
Contractor Performance Rating 4-5/5 3/5 1-2/5 Develop review form and
rating scale
Previously put together survey to measure performance (sent via email). Would like to set this up in TMA to sent to managers after contractor work is complete.
P4.1. Create a contractor quality assurance oversight approach (annual meetings and document performance feedback).P4.2. Create contractor interface in CMMSP4.3. Monitor CMMS to ensure that all contractor work is captured.
Attract/Retain Qualified FM staffQuality of FM Services Provided
W1. Workforce size, composition and skill level matches FM needs.
W1.1. Perform Staffing (Labor Needs) Analysis***
W1.2. Develop and implement a training strategy and plan that links improved productivity, stakeholder satisfaction, and employee satisfaction.
W1.3. Fill the position of Facilities System Analyst
W2. Workforce skill sets keep up with increasing technology challenges.
W2.1. Develop and implement a training strategy that addresses knowledge, skills abilities that are required to meet facility needs for the next 5 yrs.
W2.2. Develop and implement IDPs.
W2.3. Implement a structured training program for TMA software***
W3. Improved employee morale, satisfaction and retention. W3.1. Develop and implement employee recognition programs.
W3. Improved employee morale, satisfaction and retention.
W3.1. Develop and implement employee recognition programs.
Budget Pressures (Reductions or No Growth)Desire to Increase EnrollmentSpan of FM Services Delivered
F1. Improved decision-making through the analysis of financial information and metrics on FM performance.
F1.1 Implement a Balanced Scorecard and use it consistently for FM performance management
F1.2. Establish monitoring process for O&M budget compliance.
F1.3. Establish protocols for budget compliance reporting.
F1.4. Incorporate data feeds from AIS and eVA into NOVA FM technology systems as close to real time as practical
F2. Effective funding mechanisms that integrate state and local funding prioritization schemes.
F2.1. Implement an integrated approach to identifying facility needs and prioritizing projects for satisfying those requirements
F2.2. Define budget baseline needs for O&M budget (unconstrained).
F3. Long-term stewardship of NOVA facilities (decreasing trend in Deferred Maintenance)
F3.1. Work with VCCS to allow deficiency data updates by NOVA on a semi-annual basis for entry into FICASF3.2. Continue to reimburse VCCS to perform facility condition assessments and update FICAS
dataF3.3. Begin measuring Facility Condition Index (FCI) and Facility Needs Index (FNI) and trend the
results on an annual basis. F3.4. Implement the recommended three-tiered methodology for developing the non-capital
projects list.F3.5. Update TMA records to show warranty information for newly-installed assets or building components***
F3.6.Perform a comprehensive asset inventory***
F4. Reduced energy costs F4.1. Establish feasible energy reduction and efficiency goals for NOVA
F4.2. Evaluate the costs and benefits of metering and sub-metering individual buildings, areas, and assets on NOVA’s campuses, along with a logging software to store the metered data.F4.3. Evaluate the costs and benefits of consolidating the six building control systems to one that
works in conjunction with a monitoring software, such as SchoolDude’s Utility Manager
F1. Improved decision-making through the analysis of financial information and metrics on FM performance.
F1.1 Implement a Balanced Scorecard and use it consistently for FM performance management
F1.1 Implement a Balanced Scorecard and use it consistently for FM performance management.F1.2. Establish monitoring process for O&M budget compliance.F1.3. Establish protocols for budget compliance reporting.F1.4. Incorporate data feeds from AIS and eVA into NOVA FM
Measurement Input / Data Required Data Source Relevant InitiativesTarget
KPI Dashboard Mock-UpPlanned Maintenance vs.
Demand Maintenance (PM/DM) Ratio
KPI Dashboard Mock-Up0
0.05
0.1
0.15
0.2Change in Facility Condition Index (FCI)
Area 1
Area 2
Area 3
Average
<50%
50-80%
>80%
82.3%
On Track-4.1%
Past 12 Months
<1 Year Behind-0.8%
Past 12 Months-32.6%
Past 12 Months
Baseline: XXXXX
+6.5%Past 12 Months
-27.2%Past 12 Months
-22.1%Past 12 Months
+14.0%Past 12 Months
Scope 1&2 Greenhouse Gas Reduction % from Baseline by 2020
Scope 3 Greenhouse Gas Reduction % from Baseline by 2020
Energy Intensity Reduction % from Baseline by 2015