Wheaton College (MA) Whitworth University Widener University Wilkes University Williams College Worcester Polytechnic Institute Worcester State College Wright State University Xavier University Yeshiva University Youngstown State University Plan More, React Less Building and Expanding Your Planned Maintenance Program Sightlines Webinar w/ Steve Maruszewski of Penn State University & Paul Armas of Brown University April 27, 2016
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Plan More, React Less: Building & Expanding Your Planned Maintenance Program
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Western Oregon University
Wheaton College (MA)
Whitworth University
Widener University
Wilkes University
Williams College
Worcester Polytechnic Institute
Worcester State College
Wright State University
Xavier University
Yeshiva University
Youngstown State University
Plan More, React LessBuilding and Expanding Your Planned Maintenance Program
Sightlines Webinar w/ Steve Maruszewski of Penn
State University & Paul Armas of Brown University
April 27, 2016
Today’s Presenters
> Kevan Will; Account Manager, Sightlines
> 9+ years of tenure at Sightlines
> Has worked with over 100 campuses in 27 states
> Sightlines Operational Lead for The Pennsylvania State University’s University Park Campus & 20
Commonwealth Campuses
> Graduated from Gettysburg College with a BA in Management
> Paul Armas; Director of Maintenance Operations, Brown University
> 6 years of tenure at Brown University
> Proudest Accomplishments @ Brown:
> Cultivated a culture in Facilities Management of Continuous Improvement
> Aligning facilities operations with capital renewal investments and identifying operational inefficiencies that improve the effectiveness of service initiatives
> Steve Maruszewski; Associate Vice President for Physical Plant, The Pennsylvania State University
> 20 years of tenure at The Pennsylvania State University
> Proudest Accomplishments @ Penn State:
> Sustainability Efforts including Co-chairing the Development of Penn State’s Sustainability Strategic Plan
and achieving APPA’s national Award for Sustainability in Higher Education.
> Leading a physical plant staff of incredibly talented individuals
2
Introduction to Sightlines and our database
Brown’s story – Paul will share Brown’s PM
implementation/execution strategy and anticipated
outcomes
PSU’s story – Steve will discuss PSU’s PM strategy
centered on reliability
Executive takeaways and concluding thoughts
Questions & comments
Agenda
3
Feel Free to Start a Dialogue with Our Presenters
Enter questions in the box at any time; questions will be answered at the end of the presentation
Enter questions
here at any
point during the
webinar
Presentation slides
and webinar
recording will be
sent to each
attendee following
today’s session
4
Questions will be answered at the end of the presentation. If we run out of time, any
remaining questions will be answered after the presentation via follow-up emails.
Introduction
Who We Serve
Robust membership and growing database provides experience and perspective
Partners to the Nation’s Leading Institutions:
• 14 of the Top 20 Colleges*
• 15 of the Top 20 Universities*
• 34 Flagship State Universities
• 13 of the 14 Big 10 Institutions
• 8 of the 12 Ivy Plus Institutions
• 8 of 13 Selective Liberal Arts Colleges
Serving state systems in:
• Alaska
• California
• Florida
• Hawaii
• Maine
• Massachusetts
• Minnesota
• Missouri
• New Hampshire
• New Jersey
• Oregon
• Pennsylvania
• Texas
6
Sightlines Drives a New Conversation
Facilities intelligence toolkit that connects the dots between space, capital, and operating policies
A new conversation around facilities management…
• Treats physical plant like a core business
• Uses concepts of endowment management to contextualize investment decisions;
• Aligns facilities operations and capital investment with institutional mission and finance;
• Uses predictive analysis to focus on outcomes and not inputs.
• Lets you tell your “facilities story” as effective as possible.
7
Preventive
Maintenance Strategy,
Implementation, &
Anticipated Outcomes
Brown Campus Profile
> Located in Providence, RI
> 9,100 Students
> 6.8M GSF
> 236 Buildings
> 149 Maintained Acres
> Sightlines Member since 2002
9
> Building Portfolios Grouped by Type:
> Academic Research
> Academic Non-Research
> Biology & Medicine
> Residence Halls
> Athletics
> Student Life
> Admin / Support
> Auxiliary Housing
Brown Campus Profile (cont.)
Maintenance Operations Staffing
Management & Support Staff: 18
Trades Staff: 105
10
Additional Facilities Intelligence Compiled
Campus is older
than peers and
becoming more
complex19% 17%
6%
26%23%
22%
52%
36%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Brown Peer Average
% o
f T
ota
l C
am
pu
s G
SF
Campus Age by Category
Under 10 10 to 25 25 to 50 Over 50 Significant needs in building
systems occur over the next
ten years
$0.00
$2.00
$4.00
$6.00
$8.00
$10.00
$12.00
$/G
SF
Total Operating Expenses
Daily Service PM Utilities Peer Average
Lower operating expenses, but
performing more work with in-house staff
than peers
12
> Campus NAV 81.65%
> Deferred maintenance need identified at
$462M
> Infrastructure renewal needs $60M annually to
keep backlog from growing
Facts Learned from 2010 Assessment
“Brown needed to increase funding for recurring
capital and needed to focus on Preventive
Maintenance within its operating budget”
11
Statistics at “The Beginning”
2011 (Pre-Strategy)
No. PM+CM completed 14,000
No. RM completed 38,000
% PM+CM labor 25%
% RM labor 75%
In house PM+CM labor $1.5M
Supplies PM+CM $580K
Contract services $1.6M
Dedicated PM staff 0
No. of equipment 5,000
13
Goals:
> Prolong the useful life of equipment
> Lower operating costs associated with
maintaining equipment
> Reduce utility costs and energy
> Reduce unplanned system interruptions
PM Strategy Overview
14
• Co-created a strategy with 133 FM staff and customers using
3 lean principles
• Focus on increasing value, reducing waste, and respecting
people
• Assessed current PM situation including work practices &
systems
• Assessed data systems & sample buildings
• Created building and asset prioritization method
• Generated ideas, assess cost vs. value
• Designed a new PM Program
• Created an implementation approach, including phasing plan,
staffing, and budget
What We Did: The Process
15
PM Strategy by Portfolio
Proposed PM Level of Service
Maint. Levels* Description* PMCritical Bldg.
Score
Brown Bldg.
Portfolio
Level 1:
Showpiece
Facility
All
recommended
PM is
scheduled and
performed
100% >75
Central Heat
Plant
Academic
Research
Level 2:
Comprehensive
Stewardship
85% of
recommended
PM is
scheduled and
performed
85% 50-74
Academic Non-
Research
Student Life
Level 3:
Managed Care
50-60% of
recommended
PM is
scheduled and
performed
50%-60% 20-49
Admin/Support
Athletics
Dormitory
Level 4:
Reactive
Management
25% or less of
recommended
PM is
scheduled and
performed
<25% <20Auxiliary
Housing
Portfolio
Critical
Bldg.
Score
Avg.
Acad. Research 77
Student Life 63
Acad. Non-
Research51
Admin/Support 33
Athletics 23
Dormitory 21
Aux. Housing 8
16
* APPA service levels and descriptions
Brown Values & Desired Outcomes
Identified by Customers and Stakeholders
Customer
Satisfaction!
• Better Planning &
Organization
• Balanced Workflow &
Prioritization
• Improved Communication &
Transparency
17
PlanningDesign &
Construction
Gather Data&
EquipmentInfo
Plan PMNeeds
Define PMTask &
Frequency
DevelopCM WO
Schedule &Assign Work
ObtainMaterials/
PartsDo Work
Documentin Famis
Closing &QA/QC
Organization Mgmt
Problems 9 13 14 15 8 12 27 58 7 14 5
Ideas 19 8 17 15 2 20 33 55 8 11 3
0
10
20
30
40
50
60
70
Value Stream Mapping ofPreventive & Corrective Maintenance Work Order Processes
Learning to See Problems Together
Identifying Opportunities & Ideas
18
19
> Used to identify waste in maintenance execution
process to help fund the desired PM program
> Identified 57,000 hours of recoverable labor costs
through operational efficiency improvement in these
areas:
Lean Process
Improvement Area Estimated Hours Gained
Asset & Equipment Information 12,528
Standard Work Execution 12,161
PM Strategic & Responsive Scheduling 9,305
Tools/Parts/Materials/Inventory Management 14,568
Management & Communication 8,439
20
PM Budgeting Process
100%
PM Budget
Estimate
Brown University
100% Maintenance
LevelGross
Square feet
Total
PM Hours
Total
PM Cost
Total
PM Material
Cost
Total
Contract
Services PM
Cost
Total
PM Costs
Cost/GSFT
Academic - Research 643,393 28,755 1,293,989$ 212,877$ 176,435$ 1,683,301$ 2.62