8. A systematic process of maintaining, operating and upgrading physical assets cost effectively.

9. *To understand the terms and definitions of the asset management language. *Develop an understanding of the measurements needed in the maintenance and custodial operation functions. *Processing the measurements into meaningful industry comparable data. * Driving decisions with assessment data.

10. Cost per square foot ROI Assignable square feet Key performance indicators KPI Cleanable square foot per FTE Facility Condition Index FTE staffing levels Utilization rate

11. FROM THE EDITOR The Department of Energy reports that buildings that benchmark energy save an average of 2.4 percent on energy use over buildings that don’t benchmark. That means that just knowing your energy use and how it compares to similar buildings is, in and of itself, an energy-saving strategy.reports It’s one of those odd statistics that simultaneously makes sense, but also may sound too good to be true. Indeed when a presenter at last month’s NFMT quoted this statistic, several hands shot up to ask “How?!” The answer was a variable of the tried-and-truism “you can’t manage what you don’t measure.” In other words, much like trying to lose weight or managing your investment portfolio, simply being conscious of current data points is the first step to positive outcomes. If something seems off, you’re more likely to take corrective action immediately.

12. We measure what we value. We manage what we measure. It is important to know “ where you are at and where you are going”.

13. 1. Facility Condition Assessment 2. FF&E 3. Staffing Levels for Custodial and Maintenance

14. Facility Condition Assessment Most organizations have backlogs of facility renewal and replacement needs. The assessment process is a quantitative approach to understand the extent of deferred maintenance. The outcome is usually a report of the findings consisting of the deficiencies, the corrective actions, cost and prioritization.

15. Facility Condition Assessment Limitations: The data is obsolete as soon as it is collected. Typically life cycle information is not collected. Quality control for large portfolios can be inconsistent.

16. Facility Condition Assessment Three steps in the FCA process 1.Baseline Data Determining what data is to be collected. 2.Teams and Inspection Who and how inspections happen. 3.Analysis and Reporting How it is best to present data.

17. Facility Condition Assessment Baseline Data

18. Facility Condition Assessment Baseline Data National Association of College and University Business Officers (NACUBO) recommends at minimum the collection of the following data. Building name and number Gross square feet Date of construction Functional use Number of floors Current replacement value

19. Facility Condition Assessment Baseline Data Primary SystemsSecondary Systems Foundations Ceilings Structural Floor covering systems Exterior walls Interior wall and Partitions Roof system Specialties (signage, AV, kitchens) Service Systems Safety and Code HVAC Remediation Plumbing Accessibility Electrical Fire and Emergency

20. Facility Condition Assessment Baseline Data Determine what type of data you want to collect. This can be very flexible. How far do you want or need to go? Do you include costs for corrections?

21. Facility Condition Assessment Inspection Team and Inspections

22. Facility Condition Assessment Inspections Individual, Team, Multiple Teams In-House or Outsourced Determine if entire systems are to be replaced or just components.

23. Facility Condition Assessment Inspections Deficiency descriptions should be written down and should be consistent. If you follow with the type of corrective action you should include cost estimates and priority.

24. Facility Condition Assessment

27. Analysis and Reporting

28. Facility Condition Assessment Analysis and Reporting There are considerable options to analyze data once it is collected. Deficiencies by category and priority. Deficiencies by category and cost.

29. Facility Condition Assessment Priority1234TOTAL Building Integrity$109,782$1,008,687$125,557 $1,244,026 Aesthetics $589,342$798,234$1,387,576 Compliance$900,580$304,691 $1,205,271 Functionality$35,688$45,912$65,284$72,891$219,775 Energy $20,589 $198,554$219,143 TOTAL$1,046,050$1,379,879$780,183$1,069,679$4,275,791 Analysis and Reporting

30. Facility Condition Assessment Analysis and Reporting The benchmark data derived from the FCA is the Facility Condition Index FCI FCI is a ratio of the cost to eliminate Deficiencies to the cost to totally replace the facility.

31. Facility Condition Assessment Analysis and Reporting Cost of Deficiencies Facility Condition Index = ---------------------------- Current Replacement Value Estimate replacement cost at $325 and $450 per Sq. Ft.

32. Facility Condition Assessment Analysis and Reporting A new facility with no deficiencies would have a FCI of 0. For the rest of us we might be somewhere between.05 and.20

33. Facility Condition Assessment Analysis and Reporting FCI Range Condition Rating Under.05 Good.05 -.10Fair Over.10 Poor

34. Furniture, Fixtures and Equipment

35. Furniture, Fixtures and Equipment Very few standards for useful life. Businesses depreciate FF&E very quickly. Much of this inventory ugly’s out before it wears out. Functionality may drive valuation vs useful life. Lodging industry looks at five to seven year cycles. Food service industry looks at four to six year cycles on image.

36. Furniture, Fixtures and Equipment Look at all current FF&E from three categories and time out replacements. 1. Useful life. 2. Functionality 3. Aesthetics

37. Furniture, Fixtures and Equipment Inventory all current and estimate the time out. As new FF&E is placed in service, time it out for replacement.

38. Furniture, Fixtures and Equipment Replace Meeting Room Furniture Rpr/Rpl7/15/2002500,0007/15/2017U Bldg 17, Ballroom Furniture100 Chrs/25 TblsReplaceVarious12,0007/15/2005U Public Area Furniture - TV Lounge8 Sofas/16 ChairsReplace1/15/20025,60012/1/2007A Bldg 17, Ballroom Furniture100 Chrs/25 TblsReplaceVarious12,5007/15/2007U Diamond Atrium20 ChairsRpr/Rpl Furniture7/15/20015,0007/15/2010F Ballroom Furniture100 Chrs/50 TblsReplace7/15/200014,0001/10/2010U Exterior Tables and Chairs15 tbls/60 chrsReplace12/1/200215,0001/15/2009U SUMC Ballroom Furniture Replace7/15/200015,0001/10/2012U Arizona/Alumni/Kachina/Honors/Pima Rpr/Rpl Furniture7/15/200255,0007/15/2012A Replace Office Furniture Rpr/Rpl3/1/2001500,00012/30/2026U

39. Staffing Levels

40. APPA Leadership in Educational Facilities www.appa.org Publication Catalogwww.appa.org Operational Guidelines for Educational Facilities Custodial Grounds Maintenance

41. Staffing Levels Measuring our services will provide the data that shows the value of the cost as a tangible investment in our facility reliability and in life cycle operating cost.

42. Staffing Levels Custodial

43. Level 1 - Orderly Spotlessness. Level 2 - Orderly Tidiness. Level 3 - Casual Inattention. Level 4 - Moderate Dinginess. Level 5 - Unkempt Neglect.

44. Staffing Levels Custodial 1. Square Footage 2. Common Space Types 3. Cleaning Time Standards 4. Frequency of Service

45. Staffing Levels Custodial 1. Square Footage Measure direct Scale off plans Pull from lists

46. Staffing Levels Custodial 2. Establish Common Types of Space Restrooms Hallways Dining Meeting Rooms

47. Staffing Levels Custodial 3.Assign Cleaning Times to Common Areas ISSA - Cleaning Times Calculator International Sanitary Supply Association APPA - Custodial Staffing Guidelines for Education Facilities

48. Staffing Levels Custodial 4. Assign Frequency of Service The frequency of service is the major factor in establishing the level of quality. Clean once a day, once a week, once a month. Refresh once or twice a day.

49. Meeting Rooms with Carpet Floors Staffing Service Levels Frequency Adjusted TimeBase Level 1Level 2Level 3Level 4Time DDA/DW Vacuum carpet and straighten furniture21.07 10.544.2121.07 DDA/DW Wipe furniture and table tops2.88 1.440.582.88 QQQQ Relamp1.95 7.82 DDDD Empty waste containers1.26 DWMQ Spot clean carpet10.592.120.510.1710.59 A/DWMQ Dust flat surfaces0.70.280.070.021.39 WMQS/A Clean trash containers0.570.140.050.022.85 QS/A Clean windows and coverings0.10.05 6.06 QQQ Perform interim carpet care0.69 43.25 AAAA Perform restorative carpet care0.39 98.73 QS/AA project - clean upholstered furniture2.121.060.53 132.3 Adjusted Minutes42.3231.8917.488.6 CSF per Custodian11,34215,05227,46055,814 Number of FTE staff to clean at level0.80.60.30.2 Total Carpet Meeting Room9,144Sq. Ft. Adjusted min. are for1,200CSF

50. At Level 2 31.89 Min. = __?___ 243 Min. 1,200 Sq. Ft. 9,144 243 Min. =.57 FTE 420 Min. ( 480)

51. FTE Staffing Service Level FTE @ SPACE TYPELEVEL 1LEVEL 2LEVEL 3LEVEL 4 Restrooms2.52.1 Restroom Refresh 1 X20.8 Restroom Refresh 20.3 Meeting Rooms – Hard Surface0.20.1 Meeting Rooms – Carpet0.80.60.30.2 Dining Room – Hard Surface1.10.80.40.2 Dining Room – Hard Surface Refresh (X3)0.9 0.60.2 Lounge – Hard Surface10.70.40.2 Lounge – Carpet0.10.50.30.2 Hallway – Hard Surface1.20.70.30.23 Hallway – Carpet0.1 0.040.02 Office – Carpet1.91.10.70.3 Exterior Seating Dining10.60.40.15 Exterior Seating Dining Refresh (X2)110.60.2 Service – Hard Surface1.30.60.30.2 Entrance0.50.20.1 Staircase0.10.050.040.02 TOTAL14.811.157.785.52 Absence Factor0.2 GRAND TOTAL FTE REQUIRED1511.357.985.72

52. Staffing Levels Maintenance

53. APPA has developed methods to estimate maintenance staffing levels. There are three different methods. All methods are designed for the entire campus. Economy of scale is factored in. Applying the methods to one building requires some caution.

54. Staffing Levels Maintenance Level 1: Showpiece Facility. Level 2: Comprehensive Stewardship. Level 3: Managed Care. Level 4: Reactive Management. Level 5: Crisis Response.

55. Staffing Levels Maintenance Maintenance Level is factored into all three staffing methods. Planned and unplanned maintenance labor is factored into all three methods. Planned MaintenanceUnplanned Maintenance Preventative, Corrective, Supportive Emergency, Reactive

56. Staffing Levels Maintenance Aggregate Method Total Number of trades personnel to support the needs of a given school. Each campus will determine the specific mix of trades needed. Further refinement of the total can be achieved through past experience or specific work loading information from the campus.

57. Staffing Levels Maintenance 1. Determine aggregate base line FTE dependent on service level. 2. Each building is evaluated and the base line FTE is adjusted per building. 3. Difficulty factors are applied. 4. Compare base line to adjusted totals and adjust as needed.

58. Staffing Levels Maintenance Zero Based Budget Start with zero staffing and then build towards what the labor demands “should” be based referenced standards and what is observed out in the field. List every component of the building that has a maintenance task associated with it. Note the time to complete and the frequency to build labor demands.

59. Staffing Levels Maintenance Add the labor hours for all planned repairs and preventative maintenance. Add labor hours for all unplanned repairs, emergencies, customer requests and misc. non maintenance work. (percentages of planned and unplanned repairs can be derived from historical data)

60. Staffing Levels Maintenance Statistical Methodology Data from APPA’s Facilities Performance Indicators Data from institution surveys.

61. Staffing Levels Maintenance Data is adjusted for a number of factors. Maintenance Service Level Gross Sq. Ft. of Campus Student Population Public / Private Productivity Factors Type and Quantity of Buildings Predominant Building Type

62. Staffing Levels Maintenance Data is classified into only three large type groups. Administration Buildings Classroom Buildings Science Buildings

64. In Brief Facility Asset Management is a systematic process of maintaining operating upgrading physical assets cost effectively.

65. In Brief Know your Numbers. The facility condition assessment is a starting point. FCI is the benchmark. FF&E should be tagged for replacement at point of purchase. Customize tracking to meet your needs.

66. In Brief Establishing staffing levels for custodial allows for planning, budgeting and justifications. Establishing staffing levels for maintenance allow for justifications, budgets and asset protection. Having both staffing levels provides the data that shows the value of the cost as a tangible investment in our facility reliability and in life cycle.

67. In Brief Take Home Numbers Benchmarks Facility Condition Index 0 is perfect -.10 is poor. Building R&R should = minimum of 1% of budget. Infrastructure R&R should = minimum of 2% of budget. Custodial staffing should allow for 11,000 to 16,000 Sq. Ft / FTE Maintenance staffing can vary between 10 and 18 FTE / 1,000,000 Sq. Ft.

68. Facility Asset Management