Peter J Stroup

WELCOME

Art of Facility Management Performance Metrics

Peter J Stroup

IFMA formed Councils to meet the industry-specific networking and information needs of its members. Truly global in nature, councils are not limited by geographic boundaries. You are able to communicate with colleagues worldwide about issues, concerns and best practices specific to your area of facility management.

About R&D Council The Research and Development Council is one of the many specialized groups of the International Facility Management Association (IFMA). The members are a diverse collection of individuals involved in R&D facility management encompassing a wide variety of industries (basic sciences, biotechnology, chemicals, consumer products, health care, pharmaceutical, petrochemical, telecommunications, technology, etc.). These facility professionals have the responsibility to effectively plan, design, construct, utilize and maintain a variety of buildings and facilities for their owners and clients. Are you already an IFMA member and want to become a member of the Research and Development Council? Request membership online or contact Jaclyn Lee, Council Liaison, at jlee@ifma.org .

Critical Facilities Summit 2016October 3-5, 2016Charlotte, NC

Peter J Stroup

Director of Facilities – Harvard Medical SchoolOversees all aspects of facilities maintenance & operations, including energy procurement and use.Harvard Medical School is a 2.7 million square foot teaching and medical research campus in the heartof the Longwood Medical Area which includes many of Boston’s top hospitals.Over 30 years of experience in facility construction, project management and all aspects of facility maintenance & operationsPrincipal, SAGE International FM, an FM consultancy

Peter J Stroup, PEpeter_stroup@hms.harvard.edu

Peter J Stroup

Today’s Objectives How Audiences Influence Measures Determining Critical vs non Critical Defining “Key” The Evolution at Harvard Medical School

HARVARD MEDICAL SCHOOL

Peter J Stroup

Peter J Stroup

Peter J Stroup

HMS- Gross Square feet (GSF) by Use

Data from HMS Planning Office – 3/2015

Peter J Stroup

Peter J Stroup

For the FM

• CMMS• CAFM• BAS/BMS• EMS• Finance• Payroll

Peter J Stroup

Financials

HMS Facilities KPI Evolution

Peter J Stroup

Financials

Basic FM Measures

HMS Facilities KPI Evolution

FM Basics - Examples

• Work Order Backlog• Work Orders > 90 days• Overtime• Absenteeism• CM/PM ratio• Cost/Ft2• Rework

FM IndustryAPPA FPI

IFMAAFE

EnergyStarConsultants

Maturity Modelsetc.

From minutia to lofty

Peter J Stroup

Financials

Basic FM Measures

Audience Specific

HMS Facilities KPI Evolution

Peter J Stroup

• Level I Industry = Institution Senior Management• Level II HMS = Facility Senior Management

Audience Specific Design - Categories

Peter J Stroup

Audience Specific Design - CategoriesLevel I - INDUSTRY

Item # Indicator Time Period

Format Update Frequency

Responsible group

1.1 FCI Overall 5 L annual HMS1.2 OSHA Recordable Rate 2 L monthly Contractor (s)1.3 Consecutive Days wo an OSHA Recordable 2 B monthly Contractor (s)1.4 Lost Time (person Days) 2 B monthly Contractor (s)1.5 OPS $ Budget/HMS $ Budget 5 L annual HMS1.6 OPS $ Actual/HMS $ Budget 2 L monthly HMS1.7 OPS $ Budget/CRV 5 L annual HMS1.8 OPS $ Actual/CRV 2 L monthly HMS1.9 OPS $ Budget/sqft 5 L annual HMS1.1 OPS $ Actual/sqft 2 L monthly HMS

1.11 $ Capital Renewal Only/CRV 5 L annual HMS1.12 $ Maint Only/sqft 1 L quarterly Contractor1.13 $CM/sqft 1 L quarterly Contractor1.14 $PM/sqft 1 L quarterly Contractor1.15 $ Energy/sqft 1 L quarterly Contractor1.16 BTU/sqft 1 L quarterly Contractor1.17 $PM/$CM - Exterior (Facade) 1 L quarterly Contractor1.18 $PM/$CM - Utility Systems 1 L quarterly Contractor1.19 $PM/$CM - Interior Systems 1 L quarterly Contractor1.2 CM Cycle Time (days) 1 B monthly Contractor

1.21 CM/PM (person hours) 1 B monthly Contractor1.22 WO Avg age (non PM, open to close) 1 L monthly Contractor1.23 $ Energy Efficiency Investment/Total Utiltiy $ 3 L semi-annual HMS1.24 $ Energy/BTU -all services 3 L semi-annual Contractor

Peter J Stroup

Audience Specific Design - CategoriesLevel II - HMS

2.1 Response Time by Priority Code - contract 2 T monthly Contractor2.2 Customer Satisfaction Index 3 B monthly Contractor2.3 PM Actual/PM Scheduled 5 B monthly Contractor2.4 $ Expense (Committed) / $ Budget 0 B monthly HMS2.5 Utility Load Shedding (hours) 3 B monthly Contractor2.6 Significant Events (#) 5 B monthly Contractor2.7 Event Analysis > 30 days (#) 1 B monthly Contractor2.8 Emergency Drills (#) 5 B monthly HMS2.9 Call Backs - same problem (#) 2 B monthly Contractor2.1 Rework % 3 B monthly Contractor

2.11 WOs > 90 days open (#) 3 B monthly Contractor2.12 Oldest Open WO (days) 1 T monthly Contractor2.13 Historical Electricity Cost/kwh - 3 areas 5 T monthly Contractor2.14 Spot Recognition Awards (#) 3 B monthly HMS2.15 % customer generated WO's/total new WOs (not PM) 2 B monthly Contractor

Peter J Stroup

Financials

Basic FM Measures

Audience Specific

Expanded Measures

HMS Facilities KPI Evolution

• Work Orders on Hold• Work Orders Awaiting Material• Energy Usage/ft2• Average CM WO Cycle Time• Building FCI

Expanded Measures within Audience Categories

Peter J Stroup

• Level III = Facility Management & Supervision• Level IV = Select Trends• Level V = Specific Projects & Temporary

Audience Specific Design - Categories

Peter J Stroup

Audience Specific Design - CategoriesLevel III

3.1 EUI / Bldg 5 T semi-annual Contractor3.2 Leaks -Damage or potential for (#) 3 B monthly Contractor3.3 $ Committed for Out of Scope 5 T monthly HMS3.4 $ Committed > $3k repairs 5 T monthly HMS3.5 WOs > 60 days open 3 L monthly Contractor3.6 WOs > 30 days open 3 L monthly Contractor3.7 WOs awaiting materials > 10 days (#) 2 L monthly Contractor3.8 WOs on HOLD > 10 days (#) 2 L monthly Contractor3.9 WOs IN PROGRESS > 30 days 3 L monthly Contractor3.1 Quality Audits (#) 3 B monthly Contractor

3.11 Quality Audit Deficiencies (#) 3 B monthly Contractor3.12 Event Corrective Action > 60 days open 5 B monthly Contractor3.12 Event Corrective Action > 30 days open 5 B monthly Contractor

Peter J Stroup

Audience Specific Design - CategoriesLevel IV

4.1 Elevator Events - OOS 2 B monthly Contractor4.2 Elevator Events -Entrapment 2 B monthly Contractor4.3 Fire Alarms 2 B monthly Contractor4.4 CO2 Alarms 2 B monthly Contractor4.5 Environmental Room Alarms 2 B monthly Contractor4.6 RODI Alarms 2 B monthly Contractor4.7 Electrical System Alarms 2 B monthly Contractor4.8 CHW Alarms 2 B monthly Contractor4.9 Steam Alarms 2 B monthly Contractor4.1 NSTAR Events 2 B monthly Contractor

4.11 MATEP Events 2 B monthly Contractor4.12 Cooling Tower Alarms 2 B monthly Contractor4.13 ARC Alarms 2 B monthly Contractor4.14 Critical HVAC Alarms 2 B monthly Contractor4.15 Generator Alarms 2 B monthly Contractor4.16 Compressed Air Alarms 2 B monthly Contractor4.17 Freezer Alarms 2 B monthly Contractor4.18 Avg Dispatched BMS Alarms/Day 2 B monthly Contractor4.19 Avg CSR Calls/Day 2 B monthly Contractor

Financials

Basic FM Measures

Audience Specific

Expanded Measures

KPIs

HMS Facilities KPI Evolution

Tie Into the Mission/Vision

Tie Into the Mission/Vision

Harvard Medical School MissionTo create and nurture a diverse community of the best people

committed to leadership in alleviating human suffering

caused by disease

Tie Into the Mission/Vision

Facilities VisionProvide a safe, functional, and

comfortable environment conducive to learning, working,

and conducting research through Professionalism, Excellence, and

Teamwork

Tie Into the Mission/Vision

Facilities VisionProvide a safe, functional, and comfortable environment conducive to learning, working,

and conducting research through Professionalism, Excellence, and Teamwork

“Key” Indicator Areas

• Education• Research

• Maintenance & Operations• Energy

Levels of Performance

Green – BestWhite - AdequateYellow – warningRed - UNSAT

“Research” KPIWhere

• 8 Specific Buildings (Wet Lab)• Including Related/Adjacent

Space

“Research” KPIWhat

Infrastructure WE are Responsible for thatcan Adversely Impact Research

“Research” KPIMeasures

• Utility Outages• Experiments Lost• Equipment Lost• Equipment Out of Service• Events

“Research” KPICalculation

• Weight the Individual Measures• Set the Targets

Research KPIResearch

Green White Yellow RedCO2 events 0 1 2 >2 0.050

RO events 0 1 2 >2 0.050

SR > 30 days 0 10 5 >15 0.025

Utility Planned Outages 0 2 4 >4 0.050

Utility Forced Outages 0 1 2 >2 0.100

Lab HVAC Issue 0 5 10 >10 0.100

HCCM HVAC Issue 0 1 3 >3 0.150

Experiment Lost 0 1 2 >2 0.150

Lab Equipment Lost 0 1 2 >2 0.100

Glasswash Down 0 3 6 >6 0.025

Env Room Closed 1 2 3 >3 0.050

Fume Hoods OOS 0 3 6 >6 0.050

Sterilizers OOS 0 2 4 >4 0.050

Appearance Inspection A B C < C 0.050

Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000

Armenise C Bldg Goldenson HIM LHRRB NRB Mudd WAB

Data CollectionCampus Armenise C Bldg Countway Goldenson HIM LHRRB NRB Mudd TMEC Vanderbilt WAB

Facilities InjuriesPM BacklogCM. > 30 daysSR > 30 daysHot/Cold CallsLab HVAC >24 hrsHCCM HVAC Issue >4hrsElevator EventsPest Sightings

Evacuation Events-unplanUtility Planned outageUtility Forced Outages

CO2 LossRO LossEnv Room ClosedFume Hoods OOSSterilizers OOSGlashwash OOSLab Equipment LostExperiment LostChiller EfficiencyIAQ -Facilities IssueMoldContract Response

Furniture Inspection

General Bldg Appearence

Budget Adherence

New kW Peak demandEUI TrendEUI vs I2SL AvgHedge Period

Facilities GroupKey IndicatorsStudent Focus Research

Prev Month Prev 2 Month Prev 3 Month Prev 4 month Prev Month Prev 2 Month Prev 3 Month Prev 4 month

Maintenance/Operations Energy

Prev Month Prev 2 Month Prev 3 Month Prev 4 month Prev Month Prev 2 Month Prev 3 Month Prev 4 month

Current Month/Year

Energy KPI

EnergyGreen - 6 White - 4 Yellow - 4 Red - 0

New Peak demand electricity No within 10% within 5% Yes 0.250

EUI Trend Down Steady +<5% +>5% 0.350

EUI vs I2SL Avg Avg + 5% +10% > +10% 0.250

Hedge Period 24 mths 20 mths 18 mths <18 mths 0.150

Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000

Maintenance & Operations KPIMaintenance/Operations Weight

Green - 6 White - 4 Yellow - 2 Red - 0Evacuation Events -Unplanned 0 1 3 >3 0.025

Pest Sightings 0 5 10 >10 0.050

Elevator Events 0 2 4 >4 0.050

Utility Planned Outages 1 5 8 >8 0.025

Utility Forced Outages 0 1 2 >2 0.100

Lab HVAC Issue (>24 hrs) 0 5 10 >10 0.050

HCCM HVAC Issue (> 4hrs) 0 1 3 >3 0.050

IAQ Issue (Real) 0 1 2 >2 0.100

Mold Issue (Real) 0 2 5 >5 0.050

SR > 30 days 10 15 25 >25 0.050

PM Backlog 75 150 200 >200 0.050

CM > 30 days 10 15 20 >20 0.050

Injuries 0 1 2 >2 0.100

NRB Chiller efficiency 0.050

WAB Chiller efficiency 0.050

Budget Compliance 90-110% 80-115% 70-120% <70%>120% 0.050

Contract Response (Exhibit E-2) 90-100% 85-89% 80-84% <80% 0.100

Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000

Education KPIStudent Focus Weigh

tGreen - 6 White - 4 Yellow - 2 Red - 0

TMECSRs > 30 days 0 3 5 >5 0.025

CMs > 30 days 0 3 5 >5 0.025

Furniture Insp current 1 mth late 2 mth late 3 mth late 0.050

Hot/cold Calls 10 15 20 >20 0.100

Evacuation events 0 1 2 >2 0.025

Elevator events 0 1 2 >2 0.100

VanderbiltUtility Outages 0 1 2 >2 0.025

SRs > 30 days 0 1 3 >3 0.025

CMs > 30 days 0 3 6 >6 0.025

Pest Sightings 0 1 3 >3 0.100

Hot/cold Calls 5 8 10 >10 0.050

Furniture Insp current 1 mth late 2 mth late 3 mth late 0.050

Evacuation events 0 1 2 >2 0.025

Elevator events 0 1 2 >2 0.100

CountwayUtility Outages 0 1 2 >2 0.025

Pest Sightings 0 1 3 >3 0.100

Hot/cold Calls 5 8 10 >10 0.050

Evacuation events 0 1 2 >2 0.025

Elevator events 1 2 4 >4 0.025

Furniture Insp current 1 mth late 2 mth late 3 mth late 0.050

Total Range 6 to 5.5 5.4 to 3.5 3.4 to 1.5 1.4 to 0 1.000

Questions & Comments

See you in San Diego !

Wednesday Oct 5 8am – RDC Business Meeting

Thursday Oct 6 8 am 1.04 “You are not in this alone…”

Friday Oct 7 8 am 5.08 “A Shark Tank Survival Guide for the FM”

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peter_stroup@hms.harvard.edu