Getting the Most Out of APPA’s FPI Survey and Report Tool Christina Hills Director of Credentialing & Benchmarking CAPPA Conference September 30, 2013
Objectives of the Session What is the APPA FPI Program? Why Participate in the FPI? FPI Survey Framework FPI Report Framework Sample Case Study Q&A/Discussion
What is APPA’s FPI? Portfolio of the key facilities measures that address the essential questions every facilities professional must be able to answer in order to effectively perform their roles. “A major consideration in performance improvement involves the creation and use of performance measures or indicators.” – Baldrige criteria for performance excellence
Why Use the FPI? Strategic tool for: Self-Assessment Self-Improvement Peer Comparison Performance Measurement Gain Understanding of the Data/Information Your Roadmap to Future Excellence
Total Costs Distributed Over Lifetime
Total Cost of Ownership A Holistic View of Asset Management Birth & Burial (non-recurring) cost A Concept to Bid cost B Financing cost C Construction/ Install FRAMEWORK cost K Decommission/Demolition/Disposal Maintenance & Operations (annual recurring) cost D Operations cost E Planned Maintenance/Routine cost F Repairs/ Breakdowns cost G Utilities Recapitalization (periodic recurring) cost H Retrofits/ Improvements cost I Programmatic Upgrade cost J Replacement/ Renewal
Facilities Management’s Role • Ensure that the buildings and infrastructure are a strategic enabler for the business of higher education • Stewardship role for the largest capital asset on campus, buildings and infrastructure • Facilities Management is typically the largest Administrative Department on campus so it is ripe for downsizing • Facilities must be able to tell their story to decision makers – or play a role in the decision making! • How equipped are you to tell the story?
Data Prepares You For Tough Questions • Do you know exactly how much space you have on campus & how efficiently the facilities operate? • Do you know how your campus stands up to its peers? Or, what the best practices are? • Do you know which areas within your operation are performing best? Opportunities for improvement? • Answering these and many other such questions will help you make the business case for your facilities’ needs. 8
The CFO Business View: What They’ll Find Invaluable • Budgets are often based on a mix of historical data, consumer price index (CPI) increases, and need based budgeting. • Ask the CFO or VP what they see as important in helping make decisions relating to capital expenditures, staffing, and maintenance funding. • Identify important numbers at your institution with FPI (square footage, enrollment, endowment, etc.) and compare your data with other participating institutions/peer groups. • Having current survey data on expenditures greatly improves your chances in increasing your overall budget. • Work together to set goals and strategies.
Balanced Scorecard
Strategic Questions 1. What facilities do I have? (Financial) 2. What facilities make up our Institution? (Financial) 3. Is my institution adequately funding the facilities management annual budget? (Financial) 4. Are the operating funds that we do receive being spent in a manner that supports desired outcomes? (Internal) 5. Is my institution making the right investment in our existing buildings, infrastructure and academic programs? (Financial) 6. Are the customers satisfied with the space and service? (Customer) 7. Are we building a staff that can sustain excellence? (Learning & Growth)
Essential Set Questions Examples of Essential Questions Indicators/Ratios • Gross Square Feet 2. Facilities baseline data Maintained (GSF) • Current Replacement Value (CRV)
Essential Set Questions Examples of Essential Questions Indicators/Ratios • Annual Facilities Operating 3. Financial Perspective Expenditures • GIE (Gross Institutional Expenditures)
Essential Set Questions Examples of Essential Questions Indicators/Ratios 4. Maintenance & Operations • Cost/ GSF • GSF/ FTE • Utility Cost/ GSF • BTU/ GSF
Essential Set Questions Examples of Essential Questions Indicators/Ratios 4. Business Practices • Work Order Cycle Time • Work Order Backlog • Avg Annual Work Hrs • Avg Days @ Work
Essential Set Questions Examples of Essential Questions Indicators/Ratios 5. Investments • FCI Index • Needs Index • Minimum Investment • Actual Investment • Investment Gap
Essential Set Questions Examples of Essential Questions Indicators/Ratios 6. Customer satisfaction • Overall Customer 7. Employee satisfaction Satisfaction • Overall Employee Satisfaction
Benefits of Participating – FPI Survey • New Live Reports • Flexible survey options • Opens earlier/closes later • New FAQ’s, Tips, Definitions • ESAT • Mentoring/data scrubbing enhancements • Participation is free
How To Complete the FPI Survey • Full survey or essential set of questions? • Include auxiliaries or exclude auxiliaries? • Understand the definitions • Find the data sources – or, who has access to them • Institutions may array the data differently than the survey asks for it • Reach out to an APPA FPI Advisor 19
Benefits of Participating – FPI Survey • Free to participating APPA members • New Live Reports, charts, trending and averages • Flexible survey options (Express vs. Detail) allow people to choose how much of the survey to complete. • New FAQ’s, Tips, Definitions • Enhanced Energy Module being built now • New mentoring/scrubbing enhancements • Comprehensive FPI Advisor program
What is ESAT? • An online analysis tool to measure the environmental aspects of campuses – qualitative e.g. policies and best practices – and quantitative e.g. energy/water/waste baselines • Aligned with the APPA sustainability framework • Assesses sustainability in terms of – Overall Campus Management – Individual Buildings • Addresses different building types – Office/Academic, Labs/Research, Sports/Athletics, Residences • Plain-language questionnaire s , fast and easy to use: – multiple-choice questions – clearly defined tips to ease data input and improve accuracy of data entry • Automated reports include: – Achievements and scores for the campus-wide management – Achievements and scores for each building – High level energy analysis for each building – Opportunities and order of magnitude of payback time for energy improvements • Supported by Youtube training videos
ESAT - Overview of Online Data Entry, Benchmarking and Reporting APPA Login Page Campus Information and Building Identification/Selection Page Campus Central Energy Features Campus Management 1 2 3 4 5 6 Energy Mgmnt Water Waste Red'n Emissions Indoor Envt Environ. Mgmt Waste Data Entry Campus Management Energy and Sustainability Score for each Module PLUS Overall Score Bldg 1 1 2 3 4 5 5 6 7 8 9 Bldg 2 Bldg 3 Energy Data Energy Water & Water Building Info Entry Features Energy Mgmt Data Transportation Waste Red'n Emissions Indoor Envt Building Energy and Water Opportunities with Cost Annual Annual Savings Estimates Energy and Water Evaluation Monthly Report Monthly Individual Building Energy and Sustainability Score for each Module PLUS Overall Campus Score Combined Overall Campus Energy and Sustainability Score and Portfolio Report Detailing Campus and Building Features and Opportunities
APPA Effective & Innovative Practices Award ESAT (Energy and Sustainability Assessment Tool) Log In User: Christina Carleton FPI Campus: FPI Participant Organization – Carleton, Ottawa, ON Working with data for year: 2010-2011 Campus Data Entry Sections and Reporting Categories: • Basic Information • Energy Consumption/Energy Systems/Energy Management/ • Water/Waste Reduction and Site/Waste Reduction and Recycling/ • Site/Emissions/Air Emissions/Ozone Depletion/Water Effluents/ • Hazardous Materials/Hazardous Products/ • Indoor Environment/Environmental Management/ • EMS Documentation/Purchasing/ • Emergency Response/Occupant Awareness/ • Community Environmental Contributions
Individual Building Selection Building Data Entry and Reporting Categories: • Basic Information • Energy Consumption/Energy Systems/ • Lighting/Major HVAC Equipment/Controls • Hot Water/Other Energy Efficiency Features/ • Renewable (Green) Energy/Envelope/ • Specialized Facilities/Energy Innovation/ • Energy Management/Water/ • Waste Reduction/Emissions and Effluents/ • Indoor Environment/Indoor Air Quality/ • Thermal Comfort, Lighting and Noise
Individual Building Data Entry for each Section (Screen Shots of Online Tool): Page setup by key sustainability features allows continuous updating as building energy and environmental improvements are completed.
Portfolio Report Online Screen Shot Samples
Recommend
More recommend
