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

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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

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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

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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

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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

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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?

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IPRE-BaldrigeAwards and Recognition

4Measurement, Analysis, & Knowledge Management

Human Resource Focus

6Process

Management

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Business Results

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Leadership

2StrategicPlanning

3Customer &

Market Focus

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Organizational Profile:Environment, Relationships, and Challenges

The Baldrige Framework

Leadership Triad

Process Triad

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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

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Awards and Recognition

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Questions and Discussion