VFA Asset Managment System Presentation Nov 2008 - Cath Ronan.ppt
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Transcript of VFA Asset Managment System Presentation Nov 2008 - Cath Ronan.ppt
Effective Use of an Asset Management System
Cath Ronan
Senior Consultant, CanadaNovember 7, 2008
Leveraging VFA.facility as a Capital Planning Solution
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Agenda
Develop a Roadmap
Implement a Solution
VFA.facility – Asset Management Solution
Collect and Maintain Data
Determine Long-term Funding Strategies
Create Prioritized Multi –year Capital Budgets
Develop Project Plans to Reduce Deferred Maintenance
Analyze Data via Reports and Database Queries
Software Demonstration
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Capital Planning Solution
Solution MethodologyAs Is Definition
Strategic Facilities
Management
To Be Vision
Tactical Facilities
Management
Gap = Roadmap
Atlantic Universities’ Vision and Strategy Aligned Capital Asset Management Goals
Identify Issues, Problems and Concerns at all levels Identify Key Performance Indicators for a Strategic Capital Management function
Information Gathering
Analytics/Reporting
Analytical Tools
Software
VFA.facility® for expert capital planning
• Capital asset strategy aligned with organizational mission• Consolidated view of asset portfolio• Transparent capital planning process• Most efficient/effective spend of capital • Proactive financial performance measurement• Spearheading green initiatives• Enhanced productivity and employee satisfaction
• Capital project prioritization• Process optimization• Portfolio scenario modeling• Team roles and skill set definition• Change management• Project management • Software implementation • Training planning and delivery
• Facility condition• Infrastructure assessment• Sustainability• Data maintenance•Functional adequacy• Inventory collection• Energy efficiency• Roles/responsibilities• Systems/ Processes
Analytics/Reporting
ROI Analysis ● Asset Reporting ● Dashboard ● Benchmarking ● Portfolio Analysis ● Quantitative Analysis ●Financial Modeling ● Executive Level Reporting ● Business Case Development
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Implementing the Solution …
Capital PlanningFunctional Planning
ProjectImplementation
Assessments Planning &Analysis
Operations
Data CollectionCondition Reporting
Discovery
BusinessRequirements
FinancialControls
Tracking & ControlIntegration
VFA.facility
Assessments
Business Processes
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Implementing the Solution …
On-goingProcess
Support & Tracking
Lessons learned
Process updates
Provide system upgrades and improvements
Identify additional system needs
CapitalPlanning & Analysis
Planning &Analysis
Identify backlog
Develop the Analyze relevant funding scenarios
Develop the capital and strategic plan
Identify users and provide training based on participation level
Assessment.
Data Collection and Condition Reporting
Determine level of audit detail
Determine quantity and frequency of audit
Determine critical data to collect
Develop the criteria & determination for priorities
Configure Identified fields
Assess Portfolio
Discovery
BusinessRequirements
Understand the University’s needs
Assess the gaps of the current vs. desired capital planning process
Determine the goals and scope to get there
Determine Users types and roles
Operations
Present scenarios with FCI implications to senior mgmt.
Fund and execute projects
Close-out completed work
ProjectImplementation
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VFA.facility - Asset Management System
Increase funding
• Demonstrate business case for capital renewal and deferred maintenance investments
Reduce costs:
• Create cost-effective capital projects
• Minimize emergency repairs
• Avoid unnecessary construction and relocation costs
Increase productivity:
• Easily prepare capital budgets
Enhance organizational effectiveness:
• Support business continuity of critical business systems
• Link facilities to the organizational mission
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The Power of the Tool....
...Is Only as Good as the Data Within
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Assessment Types – Level of Detail/Planned Use of Data
Detail/Effort
Acc
urac
y
Budgeting
Budgeting +Hot spots
Budgeting +Actionable
Budgeting +Actionable
StatisticalModeling
Questionnaire
Systems Lifecycle Assessment
Detailed Facility Condition Assessment
Assessments• Detailed facility condition assessments
• Systems lifecycle assessments
• Functional assessments
• Inventory collection
• Facility security
• Energy Improvements
• Environmental analysis
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Central Data Repository – Reduce Costs by Early Identification of Problems.
Asset - Name Requirement - Name Requirement - Prime System Requirement - PriorityRequirement - Category
Requirement - Estimated Cost
101 Foster Street Electrical: Branch Circuits Antiquated D5020-Lighting and Branch Wiring 3- Necessary - Not Yet Critical Modernization $240,900101 Foster Street Emergency Power Systems: Lack of Generator D5092-Emergency Light and Power Systems 4- Recomendation/Upgrade Capacity/Design $381,291101 Foster Street HVAC Equipment Access Inadequate G3054-Cooling Towers on Site 1- Currently Critical Life Safety $30,648101 Foster Street Compressed Gas Cylinders: Not Secure D2090-Other Plumbing Systems 1- Currently Critical Maintenance $414101 Foster Street Plumbing Fixtures: Flush Controls Aged D2011-Water Closets 3- Necessary - Not Yet Critical Integrity $52,582101 Foster Street Roof: Deteriorated B30-Roofing 2- Potentially Critical Beyond Useful Life $251,609101 Foster Street Windows: Deteriorated B2020-Exterior Windows 1- Currently Critical Beyond Useful Life $329,364101 Foster Street Flooring: Deteriorated VCT C3020-Floor Finishes 3- Necessary - Not Yet Critical Integrity $11,706101 Foster Street Janitor's Closet: Damaged Walls C1010-Partitions 2- Potentially Critical Integrity $9,826101 Foster Street HVAC: Insulation Damaged D3040-Distribution Systems 3- Necessary - Not Yet Critical Integrity $13,421101 Foster Street Electrical Distribution: Insufficient Circuits D5010-Electrical Service and Distribution 2- Potentially Critical Functionality $260,421101 Foster Street Assistive Listening System: Not Provided D5032-Intercommunication and Paging System 5- Grandfathered Code Accessibility $34,697101 Foster Street Electrical Distribution: Miscellaneous Improvements D5010-Electrical Service and Distribution 1- Currently Critical Building Code $10,533101 Foster Street Restrooms: Not Accessible C10-Interior Construction 5- Grandfathered Code Accessibility $95,048101 Foster Street HVAC Fans: VAV Controls Aged D3066-Terminal Devices 1- Currently Critical Energy $206,409101 Foster Street Flooring: Aged Carpet C3020-Floor Finishes 3- Necessary - Not Yet Critical Beyond Useful Life $360,347101 Foster Street Interior Doors: Non-Compliant Hardware C1020-Interior Doors 5- Grandfathered Code Accessibility $275,324101 Foster Street Plumbing Fixtures: Faucets Aged D2013-Lavatories 3- Necessary - Not Yet Critical Beyond Useful Life $24,380101 Foster Street Ceilings: Aged or Deteriorated C3030-Ceiling Finishes 3- Necessary - Not Yet Critical Beyond Useful Life $137,026
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Data Maintenance - Ongoing
Ensures deferred maintenance forecasts are reliable
Maintains accuracy of System Renewals
Reflects accurate FCI and SCI reporting
Closed records are archived and stored
• Filtered not to show in list view
• Essentially “filed away”
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Determine Long-term Investment Strategies
Establish Planning Targets
Create multi-year forecasts of financial necessities
Explore “what if” funding strategies
• Depict long-term renewal and backlog costs
• Analyze implications of budgetary decisions on facility condition over time
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Funding – Create “What If” Scenarios
Selection Criteria
Forecast Parameters
• Years Offset
• Inflation
• Cost Curve
• Renewal Option
• Backlog Deterioration
Funding/FCI Options
• Maintain
• Percent Funding
• Target (Funding to Reduce)
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Link Facilities to the Organizational Mission
How do we use the FCA intelligence?
How do we prioritize our needs?
• Everyone wants their needs met
How do we optimize our resources?
• Limited resources
How do we remain flexible?
• Situations will change
How do we take action to….
• Ensure capital renewal funds are allocated to the highest priority projects
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Easily Prepare Multi-Year Capital Budgets
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Develop Plan To Reduce Deferred Maintenance
Group Requirements into projects based on defined rules
• Analyze alternate approaches to address Requirements
• Incorporate project “soft costs”
• Reflect Funding Sources
Create Fiscal Plans
• Track multiple projects using a multi-year Project Calendar
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Detailed Project Records
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Analyze Data With Reports
Portfolio Analysis Reports• View statistics at portfolio level
Asset List Report• Compare facility statistics including FCI, replacement
value, use and age
Requirement Crosstab Report• Pinpoint scope, nature and urgency of needs
Requirement List Report• Drill down to identified issues based on findings of
Crosstab Report
Requirement Detail Report• Analyze detailed requirement scope and costs
System Renewal Report• Project Lifecycle Renewals
Data Browser Report• Leverage Ad Hoc Queries
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Reports – Portfolio Summary Report by Asset
Provides three views of data
• Portfolio FCI Range chart shows the FCI range for each group of assets
• Requirements and Renewals Distribution chart shows the distribution of requirement and renewal costs across groups
• Investment Summary chart shows the distribution of annual costs by group
Portfolio Summary Report
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Reports – Pinpoint Scope, Nature and Urgency of Needs
Summary of Requirement costs
• May be grouped by two of the following three criteria: Category, Priority or System Group
Requirement Crosstab Report
System/Priority P1 P2 P3 P4 P5 TOTALElectrical System $245,063 $747,512 $1,802,347 $2,727,521 $627,519 $6,149,962Plumbing System $5,910 $47,194 $1,234,799 $9,589 $73,651 $1,371,143Interior Construction and Conveyance $126,663 $73,970 $1,558,380 $1,293,118 $546,358 $3,598,489Structure $19,375 $936 $12,923 $2,808 $0 $36,042HVAC System $54,029 $5,449,768 $2,198,742 $111,521 $58,590 $7,872,650Exterior Enclosure $1,249 $1,784,833 $1,035,287 $80,571 $14,531 $2,916,471Fire Protection $17,826 $0 $0 $147,134 $2,270,924 $2,435,884Site $0 $25,656 $82,815 $0 $0 $108,471Furnishings $0 $342 $9,730 $0 $0 $10,072Total $470,115 $8,130,211 $7,935,023 $4,372,262 $3,591,573 $24,499,184
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Reports – Analyze Detailed Scope and Costs
Comprehensive view of Requirements
• Generated for any Asset set, from a single building to an entire region
• Provides overview of the facility needs with detailed cost estimate and scope
Requirement Detail Report
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Reports – Project Lifecycle Renewals
System Renewal Report Summarize Systems’ costs in next renewal year
Includes comprehensive renewal data for each System
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Reports – Leverage Ad Hoc Reporting
Creates a customized query
• Select criteria
• Select specific fields from across the database
• Add filters if desired
• Sort by up to three fields
• Generate report into Excel
Data Browser Report
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Reports – Leverage Ad Hoc Reporting
Create charts
Create pivot tables
Create subtotals
The sky is the limit!
Data Browser Results in Excel
Asset - Name Requirement - Name Requirement - Prime System Requirement - PriorityRequirement - Category
Requirement - Estimated Cost
101 Foster Street Electrical: Branch Circuits Antiquated D5020-Lighting and Branch Wiring 3- Necessary - Not Yet Critical Modernization $240,900101 Foster Street Emergency Power Systems: Lack of Generator D5092-Emergency Light and Power Systems 4- Recomendation/Upgrade Capacity/Design $381,291101 Foster Street HVAC Equipment Access Inadequate G3054-Cooling Towers on Site 1- Currently Critical Life Safety $30,648101 Foster Street Compressed Gas Cylinders: Not Secure D2090-Other Plumbing Systems 1- Currently Critical Maintenance $414101 Foster Street Plumbing Fixtures: Flush Controls Aged D2011-Water Closets 3- Necessary - Not Yet Critical Integrity $52,582101 Foster Street Roof: Deteriorated B30-Roofing 2- Potentially Critical Beyond Useful Life $251,609101 Foster Street Windows: Deteriorated B2020-Exterior Windows 1- Currently Critical Beyond Useful Life $329,364101 Foster Street Flooring: Deteriorated VCT C3020-Floor Finishes 3- Necessary - Not Yet Critical Integrity $11,706101 Foster Street Janitor's Closet: Damaged Walls C1010-Partitions 2- Potentially Critical Integrity $9,826101 Foster Street HVAC: Insulation Damaged D3040-Distribution Systems 3- Necessary - Not Yet Critical Integrity $13,421101 Foster Street Electrical Distribution: Insufficient Circuits D5010-Electrical Service and Distribution 2- Potentially Critical Functionality $260,421101 Foster Street Assistive Listening System: Not Provided D5032-Intercommunication and Paging System 5- Grandfathered Code Accessibility $34,697101 Foster Street Electrical Distribution: Miscellaneous Improvements D5010-Electrical Service and Distribution 1- Currently Critical Building Code $10,533101 Foster Street Restrooms: Not Accessible C10-Interior Construction 5- Grandfathered Code Accessibility $95,048101 Foster Street HVAC Fans: VAV Controls Aged D3066-Terminal Devices 1- Currently Critical Energy $206,409101 Foster Street Flooring: Aged Carpet C3020-Floor Finishes 3- Necessary - Not Yet Critical Beyond Useful Life $360,347101 Foster Street Interior Doors: Non-Compliant Hardware C1020-Interior Doors 5- Grandfathered Code Accessibility $275,324101 Foster Street Plumbing Fixtures: Faucets Aged D2013-Lavatories 3- Necessary - Not Yet Critical Beyond Useful Life $24,380101 Foster Street Ceilings: Aged or Deteriorated C3030-Ceiling Finishes 3- Necessary - Not Yet Critical Beyond Useful Life $137,026
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Software Demonstration
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Questions?