Key Performance Indicators for
Facility Operations
Roger Young
FacilityMastersOnline.com
roger@facilitymastersonline.com
978-886-6093
Simple Truths
•High Expectations
Internal/External
• More with Less
• Demonstrate Success
• Be Credible
How to Maintain Credibility
• Demonstrate … quantitative measuring
• Show … results
• Develop standards and set expectations
• Demonstrate effectiveness
Strategy
• Understand the Expectations
• Know the Key Questions
• Identify the Metrics
• Collect Data as Part of the Process
• Compare Metrics Over Time
• Benchmark With Others
Expectations
• Properly Maintaining School Facilities
• Energy Efficiency
• Maximize Resources
• Minimize Risk
• Environmental Safety
Properly Maintain School Facilities
• 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)
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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
Maintenance Program
Number of Work Orders
Backlog
Status of Budget
Emergency Work Orders
Days to Complete Work Orders
PM Hours
Quality Assurance
Examples …
Surveys…
Energy Management …
Consumption
Conservation
Accomplishments
Data:
• BTU’s
• Sq Ft Buildings
• Degree Days
• Comparison Over
Time
• Types of Energy
Convert all units to K BTU to benchmark/rank schools according to
how much energy they use per square foot.
Energy Conversion Factors
1 kWh = 3.412 kBtu
1 Gal Propane = 91.6 kBtu
1 CCF = 103 kBtu
1 Gal #2 Fuel Oil = 139 kBtu
SchoolDude UtilityDirect Energy Cost/Sq Ft Report
KPI: Custodial
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SF / custodian
Overall cost in $/SF
Custodial materials cost in $/SF
Overtime
Satisfaction Survey
KPI: Personnel
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Turnover
% of staff replaced
Change in staff size
Attendance rates
Average cost of pay and benefits per person
KPI: Overall
• 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: Environmental Safety
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Student injuries
Number of inspections
Respiratory complaints with nurse
State and federal reporting
IPM complaints
Life safety inspections
Strategy
• Understand the Expectations
• Know the Key Questions
• Identify the Metrics
• Collect Data as Part of the Process
• Compare Metrics Over Time
• Benchmark With Others
Thank You