Key Performance Indicators for Facility Operations

Roger YoungFacilityMastersOnline.com

roger@facilitymastersonline.com978-886-6093

•High Expectations

Internal/External

• More with Less

• Demonstrate Success

• Be Credible

Simple Truths

• Demonstrate … quantitative measuring

• Show … results

• Develop standards and set expectations

• Demonstrate effectiveness

How to Maintain Credibility

• Understand the Expectations

• Know the Key Questions

• Identify the Metrics

• Collect Data as Part of the Process

• Compare Metrics Over Time

• Benchmark With Others

Strategy

• Properly Maintaining School Facilities

• Energy Efficiency

• Maximize Resources

• Minimize Risk

• Environmental Safety

Expectations

• Key Questions/Metrics –

– What is being done?• Completed work orders by type (routine, PM, emergency),

trade, system, use of PM templates, cost

– How well is it being done?• Time to complete, run time, emergencies, staff survey

– What needs to be done?• Deferred work orders, life cycle analysis, capital needs and

renewal, facility audit

Properly Maintain School Facilities

• Collect Data (Timely, Comparable, Accurate)

– Work order, date initiated, date completed– Type of work (PM, emergency, routine), location – Category (HVAC, roof, electrical, plumbing, grounds)– Cost, labor time– Type and condition of equipment

• Part of Process – Maintenance Management System such as SchoolDude.com

Properly Maintain School Facilities

Maintenance Program

Number of Work OrdersBacklogStatus of BudgetEmergency Work OrdersDays to Complete Work OrdersPM HoursQuality Assurance

Examples …

Surveys…

Energy Management …

ConsumptionConservationAccomplishmentsData:

Convert all units to K BTU to benchmark/rank schools according to how much energy they use per square foot.

Energy Conversion Factors1 kWh = 3.412 kBtu 1 Gal Propane = 91.6 kBtu1 CCF = 103 kBtu 1 Gal #2 Fuel Oil = 139 kBtu

SchoolDude UtilityDirect Energy Cost/Sq Ft Report

• SF / custodian• Overall cost in $/SF• Custodial materials cost in $/SF• Overtime• Satisfaction Survey

KPI: Custodial

• Turnover• % of staff replaced• Change in staff size• Attendance rates• Average cost of pay and benefits per person

KPI: Personnel

• Square footage per student• Students per athletic field• Overall cost of custodial, utilities, maintenance in

$/SF• Comparison metrics:– Overall cost / building age– Overall cost / enrollment– Overall cost / total

• Percent of district square footage in portables

KPI: Overall

KPI: Environmental Safety

• Student injuries• Number of inspections• Respiratory complaints with nurse• State and federal reporting• IPM complaints• Life safety inspections

• Understand the Expectations

• Know the Key Questions

• Identify the Metrics

• Collect Data as Part of the Process

• Compare Metrics Over Time

• Benchmark With Others

Strategy

Thank You