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Facilities Management Strategies:Making your Team Successful
Michael Glines
Applications Engineer
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Average Cost Per Student of Deferred Maintenance?
$6,000+ Per Student!
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Agenda
• Introduction
• Where are we now?
• Where do we want to go?
• Empowering your team through Mobile
• Value of Preventative Maintenance Program
• Facility Condition Index
• Reinvesting in your Capital Plan
• Service Options
• Value of Data
• Questions
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Self Assessment: Where do you sit now?
• Do you have a complete list of your equipment?
• Do each of your assets have a PM plan associated with them?
• Do you know the current value of your assets and their failure risks?
• Do you have a plan for which assets should be replaced, when they should be replaced, and what the replacement costs are?
• Do you know your deferred maintenance backlog?
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Quick Self Assessment
• How do you communicate this?
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Typical Scenario
Assess Prioritize Plan Execute RUN TO FAIL
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How can you be successful?
• Plan for the future
• Improve visibility
• Optimize financial performance
• Reduce compliance risk
• Improve efficiency
• Improve resident satisfaction
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Step 1 Assess:
Create a detailed assessment for all parts of your building & equipment
Step 2 Prioritize:
Prioritize the needs
Step 3 Plan
Create an action plan for all items on the list
Step 4 Execute
Put the plan in motion
Step 5 Maintain
Keep your system up to date so you never start from 0 again
And… Repeat…
A.P.P.E.M.
Step 1: Assess
Step 2: Prioritize
Step 3: Plan
Step 4: Execute
Step 5: Maintain
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A CYCLE OF SUCCESS
Step 1: Assess
Step 2: Prioritize
Step 3: Plan
Step 4: Execute
Step 5: Maintain
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Where Are We Now?
No Documentation
Break/Fix
Paper
Spreadsheets
CMMS
or
Other Software
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I like it like thisBasic Work
Order Tracking
More Asset Management -Preventative Maintenance
More Data: Track Costs
Labor Materials
Insight into: What? Why?
Where?
Where Do We Want To Go?
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Step 1: Assess
It all starts with the FCA…
This is your baseline assessment and should include:• Complete inventory of building components and equipment
• Basic name plate data
• Existing condition of assets
• Deficiencies and associated corrective actions
• Remaining useful life of assets
• Estimated replacement cost of assets
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Step 1: Assess
Two Paths:
• Create your own
• Hire a professional
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FCA Creation, Path 1 - Create your own
What it takes:
• Set aside the time to collect and appraise assets and building components
• Prepare to invest time in research for replacement cost and inflation factors
• Will require significant time and has a risk of missing elements (especially related to deferred maintenance)
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FCA Creation: Path 2 - Hire an Expert
What an Expert provides:
• Leverage specific expertise around FCA creation
• Narrative report with description of systems and their corresponding conditions
• Identify and record condition of assets and building components
• Provide reasonable cost analysis to remedy deficient conditions
• Digital photos of key components and deficiencies
• 20 year capital reserve table with systems and component replacement costs and dates
• Barcode tagging applied to collected assets
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Facility Assessment
1. Heating System
2. Ventilation System
3. Air Conditioning System
4. Roofing System
5. Electrical System
6. Plumbing
7. Vertical Transportation
8. Building Envelope
9. Structural Components
10.Site Paving
11.Commercial Kitchen
12.Life Safety/Security
13.ADA Compliance
The purpose of the partnership facility condition assessment is to assess the facilities based on the
following scope, provide collected data for import into SchoolDude’s Maintenance and Capital Forecast
tools and provide narratives that summarize assessment observations and comments.
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Step 4: Execute & Maintain
And now it’s time for SchoolDude to take over…
We should now have:
• Assets and building components loaded into SchoolDude
• Including initial baseline assessment data
• Barcodes applied to the asset
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Step 4: Execute & Maintain
Outcomes:
• Short term benefit:• Fact based asset repair vs. replace decision making
• Medium term benefit:• Best value purchasing via asset performance reviews (maintenance
history reviews)
• Long term benefit:• 20+ year capital plans created in seconds
• Detailed by category, sub category and asset
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Mobility and Your Workforce
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Why Mobile?
• “Mobility” goes beyond mobile devices – it’s about empowering employees to do their jobs.
• Free yourself from mundane, unnecessary tasks
• Mobility means not having to rely on a set workstation
• No more dependencies
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Increased productivity
Improved service,
communication,
feedback
Improved accountability
Maximized efficiency
% of respondents0 100
63.1
87.7
78.2
66.3
Mobility and Your Workforce
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Mobility and Your Workforce
Benefit Results
More productivity
Increased communication and feedback
Better accountability
Maximized efficiency
Employees are now able to stay ahead of the curve and
plan ahead instead of reactive work
Employees no longer have to play phone tag and can
be reached through other means
Employees are empowered through ownership of their
work and celebrate their successes
Employees can focus on the work that matters most to
them instead of mundane tasks
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Mobility and Data
Without Mobile
Coordinator Overwhelmed with documents and trying to get organized
Paper Usage Heavy usage of paper with limited access to the data (long
paper trail)
Day to Day
Operations
Technicians are stuck relaying information while the
coordinator is tasked with inputting it all
Results • Little time to address new tasks that “pop up”
• Stuck playing telephone tag
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Mobility and Data
With Mobile
Coordinator Strategic without relying on paper
Paper Usage None!
Day to Day
Operations
Technicians input the data while the Coordinator moderates
and curates it to ensure quality standards
Results • Coordinators gain 20 hours/week
• 300% increase in data collected
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Mobility and Data
With all that extra data…
• Get budgeting information
• Better assess your assets
• Make better resource decisions
• Get real-time responses and
answers
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Value of Preventative Maintenace Program
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Cost Impact of ConsistentPreventative Maintenance
50% - 65% reduction in the rate of emergency work
Lower cost per work order with the average cost per work order being 28.6% to 39.3% less
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Rate of Emergency Work
Rate of Emergencies
Average For Group
Rate of Emergencies
For PM Masters
Reduction to Emergencies
PM Master Group
1.89%
1 out of 53
Work Orders
0.67%
1 out of 147
Work Orders
64.5%
In Emergency
Work Orders
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Jones Lang LaSalle PM ROI StudyDeveloped a Financial Model
http://www.pmmi.org/files/ms/certified/newsletters/preventivemaintenance.pdf
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10 Year Old Compressor25 Year Outlook
7HP Compressor
$472/yr PM Maintenance
$944 AVG/Major Failure
$32,900 Replacement Cost
With a PM Program
• 20 year lifespan
• Repair every 4 years
• $472/yr in PM work
• Replaced in year 10
• After 25 years = $50,600
Without a PM Program
• 16 year lifespan
• Repair every 3 years($944)
• $0/yr in PM work
• Replaced in years 6 and
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• After 25 years = $73,650
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545% ROI in a PM Program
At the portfolio level, the analysis indicated an Net Present Value (NPV) of $2B over a 25-
year period for a $39M/year ($0.33/sf) PM program. That represents an ROI of 545%. The
bulk of the return comes from increasing the useful life of equipment. Energy savings
account for approximately 7% of the return.
Accurate projections of replacement and extended asset life
LOWER THE OVERALL COST OF OWNERSHIP
Jones Lang Lasalle Study
http://www.pmmi.org/files/ms/certified/newsletters/preventivemaintenance.pdf
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CRV (Current Replacement Value)
• Quick Math:• What is your square footage?
• *Cheat sheet: 150 sq. ft./student * student enrollment
• What is the average cost for a new school?
• *Cheat sheet: $175-$200/sq. ft.
• CRV = Square Feet * Cost/Square Foot
CRV and FCI
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CRV Example• 10,000 student enrollment
• Square Feet = 10,000 students * 150 sq. ft./student
• Square Feet = 1,500,000 square feet
• CRV = 1,500,000 sq. ft. * $175/sq. ft.
$262,500,000
CRV and FCI
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FCI (Facility Condition Index)• % of CRV that needs to be repaired or replaced
• FCI = Backlog of repairs / CRV (%)
FCI Example• CRV = $262,500,000
• Backlog = $60,000,000 based upon national average
• FCI = $60,000,000 / $262,500,000
23% Facility Condition Index
*Typical FCI in U.S. exceeds 25% (D Grade)
CRV and FCI
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Professional Services
Data CollectionAn on-site survey of major building equipment will be conducted for the purpose of populating your maintenance operations tools with equipment details needed to fully utilize your account. Equipment tagging available as an option.
Facility Condition
Assessments
Our industry experts utilize both on-site inspection and post visit research to provide a detailed condition analysis of building systems and major related equipment. Results are then populated in your capital forecasting solution to maximize the accuracy and impact of your capital planning.
Preventive Maintenance
Schedule Creation
Let our team help you get up-and-running in record time. Our kick-start program helps you bypass hours of manual data input by bundling our Data Collection and PM Schedule Creation services into a single end-to-end solution.
PM First StepsReady to get your PM program off the ground in a hurry? Based on collaboration with your staff, we help to develop PM schedules and a standard PM task book within your preventive maintenance solution
Data Migration Services
Bringing data over from a previous solution? No problem! We’ll help you get your data imported into your solutions so you can take advantage of the historical reporting and benchmarking capabilities of your new solutions. You’ve collected the data over the years, now is the time to put it to good use.
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Facilities Need a Radar!
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Plan and Prioritize
$0.00
$2,000,000.00
$4,000,000.00
$6,000,000.00
$8,000,000.00
$10,000,000.00
$12,000,000.00
$14,000,000.00
$16,000,000.00
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Equip &Furnishings
Electrical
FireProtection
HVAC
Conveying
Plumbing
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Plan and Prioritize
$0.00
$2,000,000.00
$4,000,000.00
$6,000,000.00
$8,000,000.00
$10,000,000.00
$12,000,000.00
$14,000,000.00
$16,000,000.00
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Equip &Furnishings
Electrical
FireProtection
HVAC
Conveying
Plumbing
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Plan and Prioritize
$0.00
$2,000,000.00
$4,000,000.00
$6,000,000.00
$8,000,000.00
$10,000,000.00
$12,000,000.00
$14,000,000.00
$16,000,000.00
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Equip &FurnishingsElectrical
FireProtectionHVAC
Conveying
Plumbing
InteriorFinishesInteriorConstructionRoofing
ExteriorEnclosure
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Data Driven Decision Making
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Dude Intelligence
KPIs• Set standards
• Show progress
• Take out the guesswork
Benchmarking• Visibility
• See how you stack up
Business Intelligence
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Continuously improve with measurable goals and metrics.
KPIs help you:
• Set standards
• Stop guessing
• Show progress
Dude Intelligence
Business Intelligence
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Dude Intelligence
Business Intelligence
Benchmark progress to see how the organization is performing and how clients can improve, justifying staff and budget needs with:
• Base set of KPIs and Benchmarks
• 3-year trends
• Comparative Maps
• Monthly Executive Summary PowerPoints
• Operations Dashboards
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Typical Scenario
Assess Prioritize Plan Execute RUN TO FAIL
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APPEMA CYCLE OF SUCCESS
Step 1: Assess
Step 2: Prioritize
Step 3: Plan
Step 4: Execute
Step 5: Maintain
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Questions?
Contact Info:
SchoolDude
(877) 868-3833
Michael Glines
