welcome [storage.googleapis.com]...ifma formed councils to meet the industry-specific networking and...
TRANSCRIPT
Peter J Stroup
WELCOME
Art of Facility Management Performance Metrics
Peter J Stroup
IFMA formed Councils to meet the industry-specific networking and information needs of its members. Truly global in nature, councils are not limited by geographic boundaries. You are able to communicate with colleagues worldwide about issues, concerns and best practices specific to your area of facility management.
About R&D Council The Research and Development Council is one of the many specialized groups of the International Facility Management Association (IFMA). The members are a diverse collection of individuals involved in R&D facility management encompassing a wide variety of industries (basic sciences, biotechnology, chemicals, consumer products, health care, pharmaceutical, petrochemical, telecommunications, technology, etc.). These facility professionals have the responsibility to effectively plan, design, construct, utilize and maintain a variety of buildings and facilities for their owners and clients. Are you already an IFMA member and want to become a member of the Research and Development Council? Request membership online or contact Jaclyn Lee, Council Liaison, at [email protected] .
Critical Facilities Summit 2016October 3-5, 2016Charlotte, NC
Peter J Stroup
Director of Facilities – Harvard Medical SchoolOversees all aspects of facilities maintenance & operations, including energy procurement and use.Harvard Medical School is a 2.7 million square foot teaching and medical research campus in the heartof the Longwood Medical Area which includes many of Boston’s top hospitals.Over 30 years of experience in facility construction, project management and all aspects of facility maintenance & operationsPrincipal, SAGE International FM, an FM consultancy
Peter J Stroup, [email protected]
Peter J Stroup
Today’s Objectives How Audiences Influence Measures Determining Critical vs non Critical Defining “Key” The Evolution at Harvard Medical School
HARVARD MEDICAL SCHOOL
Peter J Stroup
Peter J Stroup
Peter J Stroup
HMS- Gross Square feet (GSF) by Use
Data from HMS Planning Office – 3/2015
Peter J Stroup
Peter J Stroup
For the FM
• CMMS• CAFM• BAS/BMS• EMS• Finance• Payroll
Peter J Stroup
Financials
HMS Facilities KPI Evolution
Peter J Stroup
Financials
Basic FM Measures
HMS Facilities KPI Evolution
FM Basics - Examples
• Work Order Backlog• Work Orders > 90 days• Overtime• Absenteeism• CM/PM ratio• Cost/Ft2• Rework
FM IndustryAPPA FPI
IFMAAFE
EnergyStarConsultants
Maturity Modelsetc.
From minutia to lofty
Peter J Stroup
Financials
Basic FM Measures
Audience Specific
HMS Facilities KPI Evolution
Peter J Stroup
• Level I Industry = Institution Senior Management• Level II HMS = Facility Senior Management
Audience Specific Design - Categories
Peter J Stroup
Audience Specific Design - CategoriesLevel I - INDUSTRY
Item # Indicator Time Period
Format Update Frequency
Responsible group
1.1 FCI Overall 5 L annual HMS1.2 OSHA Recordable Rate 2 L monthly Contractor (s)1.3 Consecutive Days wo an OSHA Recordable 2 B monthly Contractor (s)1.4 Lost Time (person Days) 2 B monthly Contractor (s)1.5 OPS $ Budget/HMS $ Budget 5 L annual HMS1.6 OPS $ Actual/HMS $ Budget 2 L monthly HMS1.7 OPS $ Budget/CRV 5 L annual HMS1.8 OPS $ Actual/CRV 2 L monthly HMS1.9 OPS $ Budget/sqft 5 L annual HMS1.1 OPS $ Actual/sqft 2 L monthly HMS
1.11 $ Capital Renewal Only/CRV 5 L annual HMS1.12 $ Maint Only/sqft 1 L quarterly Contractor1.13 $CM/sqft 1 L quarterly Contractor1.14 $PM/sqft 1 L quarterly Contractor1.15 $ Energy/sqft 1 L quarterly Contractor1.16 BTU/sqft 1 L quarterly Contractor1.17 $PM/$CM - Exterior (Facade) 1 L quarterly Contractor1.18 $PM/$CM - Utility Systems 1 L quarterly Contractor1.19 $PM/$CM - Interior Systems 1 L quarterly Contractor1.2 CM Cycle Time (days) 1 B monthly Contractor
1.21 CM/PM (person hours) 1 B monthly Contractor1.22 WO Avg age (non PM, open to close) 1 L monthly Contractor1.23 $ Energy Efficiency Investment/Total Utiltiy $ 3 L semi-annual HMS1.24 $ Energy/BTU -all services 3 L semi-annual Contractor
Peter J Stroup
Audience Specific Design - CategoriesLevel II - HMS
2.1 Response Time by Priority Code - contract 2 T monthly Contractor2.2 Customer Satisfaction Index 3 B monthly Contractor2.3 PM Actual/PM Scheduled 5 B monthly Contractor2.4 $ Expense (Committed) / $ Budget 0 B monthly HMS2.5 Utility Load Shedding (hours) 3 B monthly Contractor2.6 Significant Events (#) 5 B monthly Contractor2.7 Event Analysis > 30 days (#) 1 B monthly Contractor2.8 Emergency Drills (#) 5 B monthly HMS2.9 Call Backs - same problem (#) 2 B monthly Contractor2.1 Rework % 3 B monthly Contractor
2.11 WOs > 90 days open (#) 3 B monthly Contractor2.12 Oldest Open WO (days) 1 T monthly Contractor2.13 Historical Electricity Cost/kwh - 3 areas 5 T monthly Contractor2.14 Spot Recognition Awards (#) 3 B monthly HMS2.15 % customer generated WO's/total new WOs (not PM) 2 B monthly Contractor
Peter J Stroup
Financials
Basic FM Measures
Audience Specific
Expanded Measures
HMS Facilities KPI Evolution
• Work Orders on Hold• Work Orders Awaiting Material• Energy Usage/ft2• Average CM WO Cycle Time• Building FCI
Expanded Measures within Audience Categories
Peter J Stroup
• Level III = Facility Management & Supervision• Level IV = Select Trends• Level V = Specific Projects & Temporary
Audience Specific Design - Categories
Peter J Stroup
Audience Specific Design - CategoriesLevel III
3.1 EUI / Bldg 5 T semi-annual Contractor3.2 Leaks -Damage or potential for (#) 3 B monthly Contractor3.3 $ Committed for Out of Scope 5 T monthly HMS3.4 $ Committed > $3k repairs 5 T monthly HMS3.5 WOs > 60 days open 3 L monthly Contractor3.6 WOs > 30 days open 3 L monthly Contractor3.7 WOs awaiting materials > 10 days (#) 2 L monthly Contractor3.8 WOs on HOLD > 10 days (#) 2 L monthly Contractor3.9 WOs IN PROGRESS > 30 days 3 L monthly Contractor3.1 Quality Audits (#) 3 B monthly Contractor
3.11 Quality Audit Deficiencies (#) 3 B monthly Contractor3.12 Event Corrective Action > 60 days open 5 B monthly Contractor3.12 Event Corrective Action > 30 days open 5 B monthly Contractor
Peter J Stroup
Audience Specific Design - CategoriesLevel IV
4.1 Elevator Events - OOS 2 B monthly Contractor4.2 Elevator Events -Entrapment 2 B monthly Contractor4.3 Fire Alarms 2 B monthly Contractor4.4 CO2 Alarms 2 B monthly Contractor4.5 Environmental Room Alarms 2 B monthly Contractor4.6 RODI Alarms 2 B monthly Contractor4.7 Electrical System Alarms 2 B monthly Contractor4.8 CHW Alarms 2 B monthly Contractor4.9 Steam Alarms 2 B monthly Contractor4.1 NSTAR Events 2 B monthly Contractor
4.11 MATEP Events 2 B monthly Contractor4.12 Cooling Tower Alarms 2 B monthly Contractor4.13 ARC Alarms 2 B monthly Contractor4.14 Critical HVAC Alarms 2 B monthly Contractor4.15 Generator Alarms 2 B monthly Contractor4.16 Compressed Air Alarms 2 B monthly Contractor4.17 Freezer Alarms 2 B monthly Contractor4.18 Avg Dispatched BMS Alarms/Day 2 B monthly Contractor4.19 Avg CSR Calls/Day 2 B monthly Contractor
Financials
Basic FM Measures
Audience Specific
Expanded Measures
KPIs
HMS Facilities KPI Evolution
Tie Into the Mission/Vision
Tie Into the Mission/Vision
Harvard Medical School MissionTo create and nurture a diverse community of the best people
committed to leadership in alleviating human suffering
caused by disease
Tie Into the Mission/Vision
Facilities VisionProvide a safe, functional, and
comfortable environment conducive to learning, working,
and conducting research through Professionalism, Excellence, and
Teamwork
Tie Into the Mission/Vision
Facilities VisionProvide a safe, functional, and comfortable environment conducive to learning, working,
and conducting research through Professionalism, Excellence, and Teamwork
“Key” Indicator Areas
• Education• Research
• Maintenance & Operations• Energy
Levels of Performance
Green – BestWhite - AdequateYellow – warningRed - UNSAT
“Research” KPIWhere
• 8 Specific Buildings (Wet Lab)• Including Related/Adjacent
Space
“Research” KPIWhat
Infrastructure WE are Responsible for thatcan Adversely Impact Research
“Research” KPIMeasures
• Utility Outages• Experiments Lost• Equipment Lost• Equipment Out of Service• Events
“Research” KPICalculation
• Weight the Individual Measures• Set the Targets
Research KPIResearch
Green White Yellow RedCO2 events 0 1 2 >2 0.050
RO events 0 1 2 >2 0.050
SR > 30 days 0 10 5 >15 0.025
Utility Planned Outages 0 2 4 >4 0.050
Utility Forced Outages 0 1 2 >2 0.100
Lab HVAC Issue 0 5 10 >10 0.100
HCCM HVAC Issue 0 1 3 >3 0.150
Experiment Lost 0 1 2 >2 0.150
Lab Equipment Lost 0 1 2 >2 0.100
Glasswash Down 0 3 6 >6 0.025
Env Room Closed 1 2 3 >3 0.050
Fume Hoods OOS 0 3 6 >6 0.050
Sterilizers OOS 0 2 4 >4 0.050
Appearance Inspection A B C < C 0.050
Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000
Armenise C Bldg Goldenson HIM LHRRB NRB Mudd WAB
Data CollectionCampus Armenise C Bldg Countway Goldenson HIM LHRRB NRB Mudd TMEC Vanderbilt WAB
Facilities InjuriesPM BacklogCM. > 30 daysSR > 30 daysHot/Cold CallsLab HVAC >24 hrsHCCM HVAC Issue >4hrsElevator EventsPest Sightings
Evacuation Events-unplanUtility Planned outageUtility Forced Outages
CO2 LossRO LossEnv Room ClosedFume Hoods OOSSterilizers OOSGlashwash OOSLab Equipment LostExperiment LostChiller EfficiencyIAQ -Facilities IssueMoldContract Response
Furniture Inspection
General Bldg Appearence
Budget Adherence
New kW Peak demandEUI TrendEUI vs I2SL AvgHedge Period
Facilities GroupKey IndicatorsStudent Focus Research
Prev Month Prev 2 Month Prev 3 Month Prev 4 month Prev Month Prev 2 Month Prev 3 Month Prev 4 month
Maintenance/Operations Energy
Prev Month Prev 2 Month Prev 3 Month Prev 4 month Prev Month Prev 2 Month Prev 3 Month Prev 4 month
Current Month/Year
Energy KPI
EnergyGreen - 6 White - 4 Yellow - 4 Red - 0
New Peak demand electricity No within 10% within 5% Yes 0.250
EUI Trend Down Steady +<5% +>5% 0.350
EUI vs I2SL Avg Avg + 5% +10% > +10% 0.250
Hedge Period 24 mths 20 mths 18 mths <18 mths 0.150
Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000
Maintenance & Operations KPIMaintenance/Operations Weight
Green - 6 White - 4 Yellow - 2 Red - 0Evacuation Events -Unplanned 0 1 3 >3 0.025
Pest Sightings 0 5 10 >10 0.050
Elevator Events 0 2 4 >4 0.050
Utility Planned Outages 1 5 8 >8 0.025
Utility Forced Outages 0 1 2 >2 0.100
Lab HVAC Issue (>24 hrs) 0 5 10 >10 0.050
HCCM HVAC Issue (> 4hrs) 0 1 3 >3 0.050
IAQ Issue (Real) 0 1 2 >2 0.100
Mold Issue (Real) 0 2 5 >5 0.050
SR > 30 days 10 15 25 >25 0.050
PM Backlog 75 150 200 >200 0.050
CM > 30 days 10 15 20 >20 0.050
Injuries 0 1 2 >2 0.100
NRB Chiller efficiency 0.050
WAB Chiller efficiency 0.050
Budget Compliance 90-110% 80-115% 70-120% <70%>120% 0.050
Contract Response (Exhibit E-2) 90-100% 85-89% 80-84% <80% 0.100
Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000
Education KPIStudent Focus Weigh
tGreen - 6 White - 4 Yellow - 2 Red - 0
TMECSRs > 30 days 0 3 5 >5 0.025
CMs > 30 days 0 3 5 >5 0.025
Furniture Insp current 1 mth late 2 mth late 3 mth late 0.050
Hot/cold Calls 10 15 20 >20 0.100
Evacuation events 0 1 2 >2 0.025
Elevator events 0 1 2 >2 0.100
VanderbiltUtility Outages 0 1 2 >2 0.025
SRs > 30 days 0 1 3 >3 0.025
CMs > 30 days 0 3 6 >6 0.025
Pest Sightings 0 1 3 >3 0.100
Hot/cold Calls 5 8 10 >10 0.050
Furniture Insp current 1 mth late 2 mth late 3 mth late 0.050
Evacuation events 0 1 2 >2 0.025
Elevator events 0 1 2 >2 0.100
CountwayUtility Outages 0 1 2 >2 0.025
Pest Sightings 0 1 3 >3 0.100
Hot/cold Calls 5 8 10 >10 0.050
Evacuation events 0 1 2 >2 0.025
Elevator events 1 2 4 >4 0.025
Furniture Insp current 1 mth late 2 mth late 3 mth late 0.050
Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000
Questions & Comments
See you in San Diego !
Wednesday Oct 5 8am – RDC Business Meeting
Thursday Oct 6 8 am 1.04 “You are not in this alone…”
Friday Oct 7 8 am 5.08 “A Shark Tank Survival Guide for the FM”
42