Developing A Facilities Vision - Savings Summit 2013

Setting Standards, Proving Results and Preparing for the Future

Developing a Facilities Vision

Why Does Facilities Maintenance Matter?

The appearance of your school facilities says a lot

– A positive relationship exists between school conditions and student achievement and behavior

– Students who attend schools in poor condition score lower than those attending schools in excellent condition

– Physical conditions have a direct effect on instructor morale, sense of personal safety, and feelings of effectiveness in the classroom

– The condition of a campus affects the decision of parents’ prospective students to matriculate at a district, school or college/university

Internal Departmental Challenge: What causes facilities problems?

• Inadequate funding

• Inadequate staff training

• Need for more staff

• Inefficiencies

• Doing the “Status Quo”

• Low Moral

• No time or tracking method for PM

Outside Forces = Challenges

• Buildings and Equipment deteriorate

• Decreased Public Investment

• Voided Warranties

• Deferred maintenance

• Customer Expectations

Facilities Maintenance: The Truths

• Routine & unexpected maint. demands will increase

• Huge & Costly

• More expensive to replace than maintain

• Short term vs. Long term: project demands

• An organization must PLAN to meet these challenges

• Once you’re behind it’s hard to catch up

How Does Facilities Maintenance Save $$$

Unlike other investments, the return on investment for facilities maintenance doesn’t necessarily result in increased revenues. Instead, good facilities maintenance produces savings by lowering:

• Replacement costs

• Labor costs

• Overhead and utility costs

• Get in the mindset by evaluating where you are now • Start with Basic Life & Safety PMs • Critical Systems

• Begin to organize by tasks and creating templates. • Relate PMs to important Equipment. • Improve communication to your organization

• Expand your PM program to routine work • Analyze Data and Execute Plan • Continue to reevaluate your program and share results • Save Energy

Good

Better

Best

Best Practices: A Good, Better, and Best Approach

Preventive Maintenance

Pay me now or pay me later

An ounce of prevention is worth

a pound of cure

Change the oil or change the

engine – you choose

PM impact on Overall Costs:

SchoolDude PM All Stars enjoy:

• 50%-65% reduction in emergency work

• Lower cost per work order - Avg. Cost per work order being 28-39% less

PM impact on Emergencies !

PM Master cost reduction = 37.3% less costly

PM Master rate of emergencies = 51.5% reduction

PM Impact on Capital Needs

PM Masters extend equipment life by 16-25%

PM Masters extend Roof and HVAC System Life by 2 years (conservative figure)

PM impact on Energy Efficiencies

• Energy Expenses account for 32% of operating budgets – *AS&U M&O Cost Study

• 50-60% of energy costs savings available through M&O improvements - *Stanford, UCLA, Cornell, RMI Study

Use Your Tools

• Software and Technology are an important tool in your toolbox!

• Let technology be part of your respected methodology

• Gone are the days of “I think” or “I feel”

Paperless Work Flow

Repair

Requesters

M&O or IT Supervisors

Technicians

Track and Communicate back

to Requester Site Approval

and

Security Roles & Automatic Routing

• Requesters

• Site Administrators

• Technicians

• Supervisors

• System Administrators

Keep it simple, or use a chain-of-command

Request Form – anytime, anywhere

Instant email updates

Summary view

Simplify Processes

Utilize New Request Routing

Simplify Processes

• Quick view of the current state

• Access, assign and move on

Simplify Processes

• What was done to correct the issue

• How much time was spent

Easy Reporting

Easy Reporting

Easy Reporting

…now some impacts appear…

…and more insight is provided.

Perception is Reality Now is the time to be at the table

Market your M&O department

Data is the foundation of power

Perception

Gap What you do

What others

think you do

Have You Ever Asked for Money or Staff?

Success is a 4 Step Process Start at Step 4 and You Fail!

1.

2.

3.

4. Present your request for staff and money

4 Step Process to Get the Resources You Need

1. Improve your image

2. Establish a respected methodology

3. Educate the decision makers and decision influencers

4. Present your request for staff and money

4 Step Process to Get the Resources You Need

1. Improve your image

2. Establish a respected methodology

3. Educate the decision makers and decision influencers

4. Present your request for staff and money

Why Technology is Critical to Your Success Change your image by leveraging Information

Change your image by high interaction with your customers

Enables you to be Proactive, not Reactive

Establishes a “respected methodology” which earns you Respect

Manage Processes – not problems

Evaluating the Maintenance Program

After demonstrating their support of maintenance, it is fair for stakeholders to expect the maintenance program to show results

Establish measurable baselines against which progress can be measured (e.g., average time it takes to complete a work order, average cost/ft2, etc.)

A good computerized maintenance management system can provide evaluation data (work orders, energy usage, etc.)

Benchmarking: Measurable Components (Walking around knowledge)

• Gross maintained building square footage

• Gross maintained/mowed acreage

• Total cost of maintenance

• Total cost of maint / cust inventory

• Cost per square foot

• Cost per student

• Average days to complete work orders

• Employee performance

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Go Tell Your Story Executive Meetings Dean Councils Community Councils Board of Trustees Meetings Staff Meetings News Flyers Poster Boards Coffee Table book Customer Forums Intranet or internal webpage Social Media

Keep It Relatable Most people can’t related to an acre or a square foot…

Show your efforts as:

• We clean the equivalent of x houses per day

• We cut the equivalent of x football fields a month

• We swept x miles of sidewalk this year

Show your savings as:

• We saved x number of jobs

• We saved x amount of books

• We added x amount of revenue per student

• We saved the equivalent of x SUVs in greenhouse gas

Take Home

• PM pays – the journey is worth it

– Reduces emergencies 50%

– Reduces corrective work

– Reduces costs

– Improves service levels

• The journey is not easy

– Take one step at a time

– It takes time to shift the cycle

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