Facilities Management - Northwestern University FM KPI...Inlease/Outlease Management – Contract Review Time • KPI goal is to complete contract reviews in 10 days or less ... branding

Facilities Management

FM Key Performance Indicators

March 15, 2016

2

Key Performance IndicatorsProcess/Function KPI Goal Actual TrendEnergy Conservation Energy Usage Index (BTU/SF) - 5% - 3% YTD Improving

Waste Reduction Waste to Landfill - 3% 0 % YTD Flat

Emission Management GHG Emissions - 10% - 10% YTD At Goal

Recapitalization R&R* Capital Encumber Rate 3 Years 4 Years Flat

Utilities Management Recapitalization Rate 33 Years 112 Years Flat

Preventive Maintenance Percent on time completion 100% 82% Improving

Operating Budget Execution Variance to Budget +/- 1% +1.9% YTD Declining

Utility Budget Execution Variance to Budget +/- 5% +12% YTD Improving

Service Request Completion Open More Than 30 Days <25% 76% Improving

Local Resident Employment Compliant Contracts 95% 92% Improving

*R&R is Renewal and Replacement, an annual capital allocation applied to buildings, grounds and installed equipment to extend the service life of Northwestern facilities.

3

Process/Function KPI Goal Actual Trend

MBE/FBE** Use Compliant Contracts 95% 80% Declining

Inlease/Outlease Management Review Time <10 Days 1 Days At Goal

Tenant Management Satisfaction Rate 80% TBD TBD

Move Inspection Execution Service Rating >90% 100% At Goal

Digitization Scanned Documents per Month >800 1,594 At Goal

Planning Data Access Request Fulfillment Time <1 Day 0.1 Days At Goal

Planning Data Accuracy Data Deficiencies 78,000 sf 196,000 sf At Goal

Injury Management Annual OSHA Injuries <8/year 1 YTD At Goal

Capital Plan Execution Actual at or below Budget >95% 95% At Goal

Project Cash Flow Actual to Plan +/- 5% - 10% Flat

Design Quality Receive Major Design Award 1/year 1 YTD Improving

**MBE/FBE are Minority and Female Business Enterprises.

4

• f(design, construction, technology, operations, occupant behavior)• KPI goal is 20% reduction by 2020 (5% reduction in FY16)• Initiatives: Design specifications; retro-commissioning; audits; occupant engagement• FM Leader: Julie Cahillane*Note: Energy Use Intensity is an internationally recognized standard where all energy inputs are converted to thousand British Thermal Units and divided by the portfolio square footage.

Energy Conservation

150.0

175.0

200.0

225.0

250.0

275.0

300.0Ja

n-10

Apr

-10

Jul-

10O

ct-1

0Ja

n-11

Apr

-11

Jul-

11O

ct-1

1Ja

n-12

Apr

-12

Jul-

12O

ct-1

2Ja

n-13

Apr

-13

Jul-

13O

ct-1

3Ja

n-14

Apr

-14

Jul-

14O

ct-1

4Ja

n-15

Apr

-15

Jul-

15O

ct-1

5Ja

n-16

Apr

-16

Jul-

16O

ct-1

6Ja

n-17

Apr

-17

Jul-

17O

ct-1

7Ja

n-18

Apr

-18

Jul-

18O

ct-1

8Ja

n-19

Apr

-19

Jul-

19O

ct-1

9Ja

n-20

Apr

-20

Jul-

20O

ct-2

0

12 M

onth

Rol

ling

Ave

rage

Energy Usage Intensity (KBTU/ sf)*

Energy Usage Intenity - Combined Goal

5

• f(purchasing, reuse, recycling, diversion, occupant behavior)• KPI goal is 30% reduction in waste to landfill by 2020 over 2009 baseline (3% reduction in 2016)• Initiatives: Improve reuse programs; single-stream recycling; bin location; engagement and education• FM Leader: Julie Cahillane

Waste Reduction

280.0

290.0

300.0

310.0

320.0

330.0

340.0

350.0

Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16

TON

S, 1

2 M

onth

Rol

ling

Ave

rage

Waste Reduction to Landfill

Goal Landfill Waste

6

• f(design, construction, operation, fleet, commuting, sources, offsets )• KPI goal is 30% reduction vs 2010 by 2020, carbon neutral by 2025 (10% reduction in 2016)• Initiatives: PPA, renewable certificates; carbon offsets; cogeneration; efficiency; commuter incentives• FM Leader: Julie Cahillane

Emission Management

0

10000

20000

30000

40000

50000

60000

70000

80000

90000

100000

150000

170000

190000

210000

230000

250000

270000

290000

1/1/2011 1/1/2012 1/1/2013 1/1/2014 1/1/2015 1/1/2016

GHG Emissions - Annual

GHG Emissions (Metric Tons CO2e) NET GHG Emissions

Renewable Energy (RECs) (Metric Tons CO2e)

7

Recapitalization

• KPI goal is 100% of R&R funding spent within 4 Years of issue date• f(staffing, contracting, space/system access, permitting)• Initiatives: Early Design; Early Permitting; Indefinite Delivery, Indefinite Quantity (IDIQ) Contract Vehicles• FM Leader: Gary Wojtowicz

31%

71%

94%99%

31%

61%

81%

99%

40%

70%

90%

100%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Funded Year Second Year Third Year Fourth Year

% Funding Spent by Year

FY'14 FY'15 FY'16 (Goal)

88

Utilities Management – Life Cycle Renewal

• KPI goal is replacement recapitalization rate of 33 years (3% renewal per year on $850M plant value) • f(staffing, funding, shut-down feasibility, site access)• Initiatives: site services inventory, GIS• FM Leader: Gary Wojtowicz

0

5

10

15

20

25

FY10 FY11 FY12 FY13 FY14 FY15 FY16

Funding ($M)

Goal ($M)

99

Preventive Maintenance Completion

• KPI goal is 95% completion of PM work orders within 30 days of scheduling• f(staffing, funding, CMMS functionality, shut-down feasibility)• Initiatives: Nov’15 EVENG PM restart, improve workflow with FAMIS mobile app, planning, scheduling, and

real-time monitoring of work by RE, schedule adjustment• FM Leader: Gary Wojtowicz

9% 8%

41%

61% 61%

82%

0%

20%

40%

60%

80%

100%

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

%Complete Goal

10

• KPI goal is +/- 1% (historical annual trend is -4.3% to +10.9%)• f(work orders, forecasting, labor, materials, sf, scheduling, planning, contractor, contracts)• Initiatives: improve payment process; improve reporting; monthly variance justification• FM Leader: Liz Schaps

Monthly Operating Budget Execution

$0

$10,000,000

$20,000,000

$30,000,000

$40,000,000

$50,000,000

$60,000,000

Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug

FY16 Budget FY16 Actual

11

• KPI goal is +/- 5% (historical annual trend is -6.3% to +7.7%)• f(unit cost, forecasting, usage)• Initiatives: sourcing strategy; improve reporting; monthly variance justification• FM Leader: Liz Schaps

Monthly Utility Budget Execution

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

$40,000,000

$45,000,000

Sept Oct Nov Dec Jan Feb Mar Apr May June July AugFY 16 Budget FY16 Actuals

12

Service Request Tracking

• KPI goal is < 25% open more than 30 days• f(staffing, planning and scheduling, space/system access, close out procedures)• Initiatives: FAMIS mobile app, revise close out procedures, real-time monitoring of closing rates• FM Leader: Gary Wojtowicz

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

A S O N D J F M(Goal)

A(Goal)

M(Goal)

J(Goal)

J(Goal)

Work Orders by Number of Days Open

0-30 31-60 61-90 91-120 >120

13

• KPI goal is > 95% of Contracts Compliant with Policy• f(contracts $, labor market, labor hours, Evanston effort, NU/Contractor effort)• Initiatives: Data collection in order to ensure improved compliance• FM Leader: Liz Schaps

Monthly Local Resident Employment

50%

60%

70%

80%

90%

100%


% Compliant Goal

14

• KPI goal is 95% of Contracts Compliant with Policy• f(contracts, bids, labor market)• Initiatives: TBD – new program• FM Leader: Liz Schaps

Monthly Minority and Female Business Enterprise Use

50%

60%

70%

80%

90%

100%


% Compliant Goal

15

Inlease/Outlease Management – Contract Review Time

• KPI goal is to complete contract reviews in 10 days or less• f(schools requirements, landlords response, attorney response)• Initiatives: Adding staff capacity, development of staff, lease management software• FM Leader: Ranee Berliant

0

5

10

15

20


Actual Goal

16

Tenant Management – Satisfaction Rate*(Survey being developed - anticipated roll out by year end)

60%

70%

80%

90%

100%


Actual Goal

• KPI goal is service rating of “Good” or “Excellent” of 80% or higher as a percentage of total responses • f(operations response time, quality of housing, quality of move-in procedures, effective communication)• Initiatives: Development and execution of survey• FM Leader: Ranee Berliant

Final review and formatting to branding guidelines to be completed.

17

Move Inspection Execution – Property Readiness

• KPI goal is service rating of “Good” or “Excellent” of 90% or higher as a percentage of total responses • f(effective communication with tenant, capacity and capability of staff)• Initiatives: Commitment of staff to execute and management to track• FM Leader: Ranee Berliant

60%

70%

80%

90%

100%


Service Rating Goal

18

• KPI goal is 800 documents per month. • F(Number of documents scanned) • Initiatives: Accessibility/Distribution of Space, Building & Campus Information• FM Leader: Paul Weller

Digitization– Number of Documents Scanned per Month

400

500

600

700

800

900

1000

1100

1200

1300

1400

1500

1600


Number Scanned Goal

19

• KPI goal is to have document requests fulfilled within one business day.• f(timely provision of information)• Initiatives: Responsiveness to Customer Requests for Documents• FM Leader: Paul Weller

Document Requests– Average Fulfillment Time (Days)

0

2

4

6

8

10


Days Goal

20

• KPI goal is to walk 78,000 SF per month. • f(Square Footage walked)• Initiatives: Accuracy & Reliability of Space Information• FM Leader: Paul Weller

Planning Data Accuracy – Square Footage Walked

0

25000

50000

75000

100000

125000

150000

175000

200000

225000

250000


Walked Goal

0123456789

10

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Reported Injuries by Type and Month

Sprain - Strain Contusion - Abrasion Alergy - Insect Bite

Fracture Laceration Burn

2015

21

Injury Reporting by Calendar Year

• KPI goal is <4 Reportable Cases per 100 FTE (<8 injuries per year) • f(Equipment, Behavior, PPE)• Initiatives: Equipment - Environment Inspections, PPE Inventory - Usage Tracking, Training • FM Leader: Steve Kindrick

2015: 18 Injuries2016: 1 Injuries

22

• KPI goal is Completing 95% of all projects on or under original approved capital plan budget• f(accurate scope, infrastructure requirements, initial estimating, manage scope creep)• Initiatives: Improved budget approval tracking and fully loaded budgets into Peoplesoft • FM Leader: Bonnie Humphrey

Capital Plan Execution

Note: Data collection in development. Current approved capital plan not currently loaded into Peoplesoft.

-

500

1,000

1,500

2,000

2,500


Current Budget compared to Plan

Capital Plan Peoplesoft Budget

23

• KPI goal is Cash Flow within 5% of Plan• f(manage scope creep, reduce unforeseen, real time financial monitoring)• Initiatives: Improve Financial Reporting Tools• FM Leader: Bonnie Humphrey

Capital Project Cash Flow Management

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%


Plan Actual

24

• KPI goal is to Receive at least one Major Design Award and 2 LEED Project Certifications per Year• f(High Quality Design Professionals, Client Collaboration, adequate budgeting)• Initiatives: Architect Selection Process• FM Leader: Bonnie Humphrey

Design to Enhance Campus Image and Functionality

0

1

2

3

4

5

2014 2015 2016 2017 2018 2019

Design Awards LEED Projects

2014 Design Awards:1. Tech Infills

2015 Design Awards:1. Harris Hall2. Sailing Center

2016 Distinction Award:1. FIH Certification – Field

Hockey Field

2015 LEED Projects:1. Ryan Center - Gold2. Tech Infills – Silver3. 630 Emerson - Silver

25

Facilities Management Scale• FM Team = 312 Full Time Equivalent• Planning▫ 296 acres (281 Evanston, 15 Chicago)▫ 213 buildings (200 Evanston, 13 Chicago)▫ 12.4 million square feet (9.9 Evanston, 2.5 Chicago)

• Design and Construction▫ 105 open projects ▫ 42 active projects – 19 design ($1B) and 23 construction ($0.6B)

• Operations▫ 60,000 work orders per year (76% Evanston, 24% Chicago)▫ $55M Operations and Maintenance (78% educational buildings)