1. Facilities Management Metrics
Town Hall
October 5-6, 2016

2. Facilities Management
Customer Service
Building Care
Grounds
Maintenance

3. Customer Survey Results
Customer Service
Customer Survey Results
May – August, 2016

4. Responses by Zone and Service Type
40 Surveys

5. Overall Customer Satisfaction
CC – 9
EN – 9
SCL – 18
Response within a week to each survey. Ability to address issues is the key value for this process.

6. Satisfaction Rating Average
3 - Neutral

7. Building Care
Workloading
Quality Assurance

8. Management Tool Breeze software Choose new tool this fall
Out of business
Raw data can be used to startup a new system
Choose new tool this fall
Workloading
APPA loading analysis
Quality Assurance
Reviewing potential metrics from outside higher ed from International Sanitary Supply Association (ISSA)

9. Quality Assurance - 1,717 Checks in FY15/16
Building Care
Quality Assurance - 1,717 Checks in FY15/16
QA Meets Cornell Standards / Needs Inspections
EN – 736 / 2
CC – 723 / 9
SCL – 243 / 4
Academic 3 inspections on each custodian twice per year.
Residence side is different as 1 single inspection per person because it covers multiple areas in each instance.
Future is to consolidate the QA methodology.

10. Grounds
PGMS
APPA

11. What is the PGMS Landscape Operations and Management Accreditation?
A program that evaluates strategic grounds management principles and practices that produce and guide the delivery of properties to an attractive, healthy, sustainable and high quality state through an environmental management systems approach.

12. Professional Grounds Management Society Accreditation
38 Best Management Practices are evaluated through the lens of:
Economic Performance
Environmental Stewardship
Social Responsibility

13. Grounds Internal Review - Strengths
Reducing landfill use
Retrofitting existing landscapes
Conducting regular safe work training sessions
Implementing and integrating pest management program
Equipment inventory and replacement plan
Grounds management strategies designated by zones
Cultural and historically significant sites
are identified

14. Grounds Internal Review - Opportunities
Community outreach programs
Educational/informational notices posted at project sites
Evaluating the use of alternative fuels

15. Consideration of APPA Guidance
Level 2 – High level of maintenance. Associated with well-developed public areas, malls, government grounds, college, university, and school campuses. Recommended level for most organizations.
Will evaluate as possible metric for future.

16. Preventive Maintenance
Backlog
Facility Assessments
Preventive Maintenance
Maintenance Response
Scheduling

17. Maintenance Backlog

18. FY15/16 Facility Condition Assessment
CC – focus on precinct 29 and shouldn’t be a problem to get this done.

19. Preventive Maintenance - Current
Has been the metric, but doesn’t provide direction for what actions to take.
Represents many PM programs that need to be streamlined to more appropriate frequencies.

20. Preventative Maintenance – Future
9/7/2016
Some interpretation of what the Chart “Compliance Work in APPR or INPRG Status, Listed by Target
Start Date” means, from my perspective:
• The SCL Zone is managing their Compliance PM reasonably well, with the only area of
concern being the overdue Boiler inspection PMs. All but two of these show labor charged
against them, so it appears they are waiting to finish two more units.
• The CC Zone is also managing the Compliance PM well, as the open work they have is
current. It appears to be a single route of 40 backflow preventers, due this month.
• The EN Zone has a number of out of date Compliance PMs, which appear to all be backflow
preventer PM, some of which are routes in progress, some of which has no labor charged as
yet.
• The OPS Zone has a complicated picture here, as there are overdue backflow preventers,
but they are Fire System BFP’s. This year caused a change in the way that backflow
preventers are serviced, since the Fire System BFP’s require a system impairment, and they
are typically scheduled with other Fire System work. There are also quite a few fume hoods
that show as overdue, and many of these may be complete, as they show labor on the child
work orders, but the parent WO has not been completed.
Rob Morris

21. Zones Unresolved Service Requests
Represents Output, to some degree will reach equilibrium
Composition of work over 90 days - ????

22. Unresolved Service Requests per Million sq. ft.

23. Work Orders Created vs. Completed
No PM in here, CM and Departmental.
FY16 first time headcount truly at 221.

24. Focus on Scheduling Work
Improve communication regarding response
Better forecasting workloads and resources
Flexibility for altering schedules / assess impacts
More effectively pre-plan resource needs before assigning staff
Focus performance to “on-time” delivery

25. Current Options Option 1: Maximo Scheduler (IBM)
Has been being tested in the SCL Zone this year
Has been used on Project Work Orders, and is now being looked at for PM Work Orders
Option 2: Akwire (Solufy)
The vendor provided us with a demo, and we have spoken with folks at Penn State (they are using the application)
We are planning a visit to Penn State to see how it is being used there
Option 3: Use existing functionality in Maximo
Various date fields are available in Maximo that can be used to help plan & schedule
We already use the Assignment Manager application to assign labor to Work Orders; its use can be expanded to also pick days and times
Assignment Manager is not as flexible as the scheduling applications we have looked at, and assignments can be inadvertantly moved to different times and days. Also, Assignment Manager does not provide the option to create various scenarios prior to publishing in live Maximo. The scheduling tools provide more comprehensive views of resource availability, current workloads, including work not completed

26. Estimated Timeline

27. Discussion