the value of validated data - iowa state university case study
DESCRIPTION
Learn how Iowa State University harnessed vast amounts of facilities' data to support strategic decision making, not only within Facilities Planning and Management, but to communicate strengths, challenges, and opportunities in an impactful way across campus.TRANSCRIPT
The Value of Validated DataAn Iowa State University Case Study
February 23rd , 2012
Presented by: Associate VP for Business and Finance, Pamela Elliott-Cain
Associate Director Business Services, Don Chrusciel Associate VP, Facilities Planning and Management , David Miller
Regional Account Executive, Sightlines, Thomas Huberty
2
Campus ProfileIowa State University
• Established: 1858 as Iowa Agricultural College & Model Farm
• Designated nations first land-grant college in 1864
• Location: Ames, Iowa• Eight colleges offering 100 bachelor’s
degree programs, 112 master’s degree programs and 83 at the Ph.D. level. ISU also offers one professional degree program: veterinary medicine
• Enrollment: 29,887• Campus employees: 5,800• Campus facilities: 13.4M GSF Total;
6.6M GSF E&G; 173 buildings• Acreage: 1,984 Developed Acres
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History/Rationale
Joined Sightlines in 2004 with the
Big Ten and Friends Group
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History/Rationale
Campus ProfileBuilding Construction DateDates of Major Building RenovationsBuilding Function (Resident Hall, Academic, Athletic, …)Building Gross Square Footage, Land AcresTechnical Complexity of space(1-5 building mechanical system rating to be done with Sightlines)List of buildings served by central systems – boiler plant(s), chiller plant(s) and electrical primary feed(s)
Deferred Maintenance Deferred Maintenance Assessment (in-house or contracted) Total need and project detailCompleted project lists from both Operating resources and Capital fundsCost of New Buildings
OperationalDepartment Organizational ChartDistribution of trades, custodial and grounds staff by shop including supervisorsTotal number of requested work ordersTotal number of completed work ordersCompleted work orders break down - by shop and type of work ( Daily Service, PM, Project)
Energy Profile Monthly Utility Cost and Consumption by Fuel Type (Gas, Oil, Electric) for each year analyzed.
Primary generation equipment profile including hours of operationFinancialInstitutional Financial Statement Balance Sheet and Operating BudgetFacilities Operating Budget Fiscal Year Operating Budget and Actual by department and line item.
Capital Budget Recurring Capital budget (Plant fund, R&R account) and Capital (Bonds, Capital Campaign)
Building Information
Work Order Report
Capital & Operating Project List
Staffing Table
Comprehensive Facilities Analysis
5
History/Rationale
ApplesTo
ApplesComparison
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History/Rationale
QVQProcess
Quantify, Verify, Qualify
Independent Third Party Validation
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History/Rationale
Robust Database
of Peer Data
Sightlines works with more than 280 institutions Sightlines’ database houses information for over 320 campuses
Sightlines works with institutions in over 37 states and the District of Columbia Sightlines’ database includes over 860 million GSF
95% Annual retention rate
8
History/Rationale
Joined Sightlines in 2004
Apples to Apples comparison
Independent Third Party Validation
Robust Database of Peer Data
Campus ProfileBuilding Construction DateDates of Major Building RenovationsBuilding Function (Resident Hall, Academic, Athletic, …)Building Gross Square Footage, Land AcresTechnical Complexity of space(1-5 building mechanical system rating to be done with Sightlines)List of buildings served by central systems – boiler plant(s), chiller plant(s) and electrical primary feed(s)
Deferred Maintenance Deferred Maintenance Assessment (in-house or contracted) Total need and project detailCompleted project lists from both Operating resources and Capital fundsCost of New Buildings
OperationalDepartment Organizational ChartDistribution of trades, custodial and grounds staff by shop including supervisorsTotal number of requested work ordersTotal number of completed work ordersCompleted work orders break down - by shop and type of work ( Daily Service, PM, Project)
Energy Profile Monthly Utility Cost and Consumption by Fuel Type (Gas, Oil, Electric) for each year analyzed.
Primary generation equipment profile including hours of operationFinancialInstitutional Financial Statement Balance Sheet and Operating BudgetFacilities Operating Budget Fiscal Year Operating Budget and Actual by department and line item.
Capital Budget Recurring Capital budget (Plant fund, R&R account) and Capital (Bonds, Capital Campaign)
Building Information
Work Order Report
Capital & Operating Project List
Staffing Table
Comprehensive Facilities Analysis QVQ
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Internal UsesFacilities Planning and Management
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Data Based Decision MakingFacilities Planning and Management
“In God We Trust, All others must
bring Data”
~ Dr. W. Edwards Deming
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Data Based Decision MakingFacilities Planning and Management
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Data Based Decision MakingFacilities Planning and Management
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Data Based Decision MakingFacilities Planning and Management
Bob’s office
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Managing scarce resources to maintain facilitiesFacilities Planning and Management
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Managing scarce resources to maintain facilitiesFacilities Planning and Management
Managing scarce resources to maintain facilities
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Managing scarce resources to maintain facilitiesFacilities Planning and Management
Managing scarce resources to maintain facilities
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Managing scarce resources to maintain facilitiesFacilities Planning and Management
Managing scarce resources to maintain facilities
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Motivating tool to encouraging staff on a continual basisFacilities Planning and Management
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Staff Motivation and EncouragementFacilities Planning and Management
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Staff Motivation and EncouragementFacilities Planning and Management
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ReportingFacilities Planning and Management
Incorporated into multiple ISU annual
reports
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ReportingFacilities Planning and Management
Complements other campus
data collection
efforts
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Internal UsesAcross Campus
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University at LargeResource Management Model (RMM)
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University at LargeResource Management Model (RMM)
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Informed Decision Making and Strategic PlanningUniversity at Large
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Informed Decision Making and Strategic PlanningUniversity at Large
Provides analytics
when estimating
costs
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Improved ReportingUniversity at Large
Vice Presidentfor
Business & Finance Annual Report
2011
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Accountability University at Large
Provides accountability in efficient use of
resources to governing board
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External Uses
31
ISU External FP&M Website
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ISU External FP&M Website
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Conference/Consortia
and Friends
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Awards and Recognition
35
IPRE-BaldrigeAwards and Recognition
Do you plan?
Strategic & Tactical …
How do you deploy and execute the plan?
Put into action, awareness, buy-in …
How are you doing?
How do you measure success…
Based on those measures, how are you doing…
Are you successful?
How do you measure?
36
IPRE-BaldrigeAwards and Recognition
4Measurement, Analysis, & Knowledge Management
Human Resource Focus
6Process
Management
7
Business Results
1
Leadership
2StrategicPlanning
3Customer &
Market Focus
5
Organizational Profile:Environment, Relationships, and Challenges
The Baldrige Framework
Leadership Triad
Process Triad
37
IPRE-BaldrigeAwards and Recognition
Gold LevelAward May 6th. 2010
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IPRE-BaldrigeAwards and Recognition
0100
200
300
400
500
600
1000
2002 20042003
Bald
rige
Mid
-Ran
ge S
core
ISU FP&M IRPE Quest
2005 2006 20092007
700
800
900IRPE Baldrige-based Assessment ScoreSite Visit &Award Received
2008
MBNQP
39
Awards and Recognition
40
Questions and Discussion