IFMA Utility Council

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IFMA Utility Council
Benchmarking

• Keith McClanahan
• Facility Issues
• [phone]
• keithmcc_at_facilityissues.com

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Utility Council - Benchmarking

• How Were Organized
• Our Previous Meetings
• Next Meetings
• National Benchmarking

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Utility Council Regional Benchmarking

• Two Regions (East / West)
• Eastern Utility Group (EUG)
• Western Utility Group (WUG)
• Two Meetings / Year (Winter Summer)
• 1 ½ Day Meeting Schedule
• Topical Surveys / Issues
• Networking
• Site Visit

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Utility Council Regional BenchmarkingPrior
Meetings

• WUG (Western Utility Group) Hosted by PGE,
  Livermore, CA Aug. 21-23, 2005
• EUG (Eastern Utility Group) Hosted by Wisconsin
  Public Service, Green Bay, WI Sep. 7-9, 2005

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Utility Council Regional BenchmarkingNext
Meetings

• WUG (Western Utility Group)
• Phoenix, APS To Be Announced
• EUG (Eastern Utility Group)
• Orlando, FL February 2006

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Utility Council Regional Benchmarking
Typical Agenda

• Introductions / Current Issues
• Benchmarking
• Educational presentation
• New technologies being used or considered
• Facility condition assessments
• Site Visit

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Utility Council - National Benchmarking
Participants

• AEP - American Electric Power
• Allegheny Power
• Alliant Energy
• Ameren UE
• Arizona Public Service
• Bonneville Power Administration (BPA)
• Connecticut Light and Power
• Conectiv
• DTE Energy
• Duquesne Light

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Utility Council - National Benchmarking
Participants

• Entergy
• Exelon ComEd
• Exelon PECO
• First Energy
• National Grid NE
• Nevada Power
• Niagara Mohawk
• NIPSCO / NISOURCE
• Northeast Utilities
• Omaha Public Power District
• Pacific Gas and Electric (PGE)

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Utility Council - National Benchmarking
Participants

• PacifiCorp
• Portland General Electric
• Progress Energy FL
• Progress Energy - NC
• Public Service of NH
• San Diego Gas Electric
• Sempra Energy
• Sierra Pacific Power
• SMUD
• Southern California Edison
• Southern California Gas

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Utility Council - National Benchmarking
Participants

• Tampa Electric Company
• Tennessee Valley Authority
• TXU
• United Illuminating
• WE Energies
• Western MA
• Westar Energy
• Wisconsin Public Service
• Xcel Energy North
• Xcel Energy - South
• Yankee Gas Services

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Lets Get Started

• Data Comparisons
• Who We Visited and Why
• What We Learned At Each Site
• Conclusions

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Benchmarking Process

• Define Parameters Reach Consensus

• Choose Partners

• Gather Data

• Publish Comparisons

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Utility Council GSF / Person
Median 2005 393 GSF/Person 2004 426 GSF/Person
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FMRT GSF / Person
Median 2004 430 GSF/Person 2005 416 GSF/Person
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Outsource Group GSF / Person
Median 2004 433 GSF/Person 2005 473 GSF/Person
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FMRT Costs by Category
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Utility Council Maintenance / GSF
Median 2004 1.79/GSF 2005 1.81/GSF
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FMRT Maintenance / GSF
Median 2004 1.82/ GSF 2005 1.90/GSF
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Outsource Group Maintenance / GSF
Median 2004 1.80/ GSF 2005 1.98/GSF
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Utility Council Custodial / Area Cleaned
Median 2004 1.22/ GSF 2005 1.25/GSF
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FMRT Custodial / Area Cleaned
Median 2004 1.33/ GSF 2005 1.26/GSF
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Outsource Group Custodial / Area Cleaned
Median 2004 1.08/ GSF 2005 1.26/GSF
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Utility Council Utilities / GSF
Median 2004 1.25/ GSF 2005 1.31/GSF
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FMRT Utilities / GSF
Median 2004 2.17/ GSF 2005 2.43/GSF
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Outsource Group Utilities / GSF
Median 2004 1.71/ GSF 2005 2.21/GSF
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Utility Council Grounds / Acre
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FMRT Grounds / Acre
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Outsource Group Grounds / Acre
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Utility Council Paving / Acre
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FMRT Paving / Acre
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Outsource Group Paving / Acre
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2004 Benchmarking Comparisons
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2005 Benchmarking Comparisons
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Benchmarking Process

• Define Parameters Reach Consensus

• Choose Partners

• Gather Data

• Publish Comparisons

• Focus on Those That Appear Better

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Site Visits

• Lawrence Berkley National Laboratories
• Successfully Using Facility Condition Assessments
• Adopted by National Laboratories as the Model
• Wisconsin Public Service
• Nearly all significant benchmarks in 1st Quartile

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Agenda

• Business Challenges Requirements
• The Solution VFA MAXIMO
• Total Integrated Business Processes
• Project Prioritization/Planning Work Order
  Execution

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Key Business Challenges - LBNL
67 of Building Space is Over 40 Years Old
Aging Infrastructure Requires Dedicated and
Timely - Maintenance investments - Renewal
investments, and- Demolition investments
Majority of Buildings GSF
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Key Business Requirements - LBNL

• Why Implement Facilities Condition Program
• Decision Support Program for Asset Investments
• Maintain Defensible Data regarding Facilities and
  Infrastructure Condition
• Accurately predict budget renewal requirements
• Maintenance
• Capital

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Key Business Requirements - LBNL

• Why Implement Facilities Condition Program
• Support management-decisions with organization
  objectives
• Ensure that property inventories are maintained
  at the most appropriate size, cost and conditions
• Work Execution Synchronization between our
  Enterprise Asset Management System (MAXIMO) and a
  Capital Planning and Management System

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Business Solutions

• Key Components
• Ongoing System of Identifying and Prioritizing
  Capital Repair Projects that
• Manages the Reduction of Deferred Maintenance
• Supports Capital / Lifecycle Renewal
• Consistent with the Strategic Direction of the Lab

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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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Anatomy of a Cost Model
Broken down by UNIFORMAT II Category. Hierarchy
down to Level 4
Lifecycles as prescribed by BOMA, ASHRAE,
Whitestone, Client
Cost Requirements provided by RS Means, Client
Historical Data.
Renew reflects the percentage of system is
replaced at the end of its life.
Curve type sets the funding period around the end
of life of the system/component
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Cost Estimating In VFA.facility RS Means
City Cost Index (Localization)
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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Current Codes and Standards

• Items that do not conform to existing codes, but
  are grandfathered in their existing condition. No
  immediate action is required, although the items
  will need to be addressed if any significant work
  is performed on the building. The amount of work
  that triggers code compliance is typically at
  least partially at the discretion of the local
  building official.
• The types of categories include
• Building Codes/Compliances
• Accessibility
• Operations
• Integrity
• Life Safety
• Air and Water Quality

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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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TOTAL INTEGRATIONMatrix Targets and Indicators
for Planning Prioritizing
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management, and FIMS
Planning Prioritizing Process Crosstabs of
Requirements by Priority and SystemGroup
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TOTAL INTEGRATIONPlanning Prioritizing Process
Environmental and Safety Issues
Division Communication Input Scientific
Priorities
Asset System Priority Consequence of Failure,
Downtime Cost
Reliability - Means Times between Failures,
Root Cause Analysis
MAXIMO Maintenance Reports Equipment Operating
Costs
Rehab Improvement Requirements
Major Renovations Up-Grades/Betterments Standards/
Codes
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
Grouping DM Requirements as Projects
MII / Electrical DM 002 (Test)
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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Work Order Requirements gt MAXIMO Work Order
Provide recommended actions Complete cost
estimating data Establish multiple sub work
orders from master w/o Allows for the transfer of
projects to MAXIMO Send grouping of requirement
over as single master work order with sub work
orders
Work Order data lands in the right data
fields Requirement name Requirement
name Description Descriptive info regarding
scope of problem Reported by reported
by Estimated cost estimated cost
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Create Work Orders from CPMS
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
Create Work Orders from CPMS Project Module
CMMS
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TOTAL INTEGRATION
Business Process Facilities Capital Planning
Work Management, and FIMS
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
Tracking WO Project Information
Parent WO
Childen WO
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
MAXIMO Work Order WBS
Construction Level
Overhead
VFA Project Parent
VFA Requirements Children
Overhead Burdens
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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Facilities Systems Integration
MAXIMO Release 5.2
VFA.FACILITIES v6.1.4 DEFERRED
MAINTENANCE REQUIREMENTS SCOPE LABOR MATE
RIALS TOOLS ESITMATES WORK ORDER
NUMBER STATUS ACTUAL COST
VFA ASSETFUSION
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
Updating and Tracking WO info in CPMS
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
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TOTAL INTEGRATIONBusiness Process Facilities
Capital Planning Work Management
PLAN
EXECUTE
Integration
Integration
Facilities Condition Assessment Analysis Capital
Planning
Work Management Tracking Controlling Inventory
Control Procurement
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Wisconsin Public Service
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Wisconsin Public Service

• Created a new Corporate Facilities Department
• Facilities reports to VP of Corporate Services
  and includes
• Security
• Mail
• Printing
• IFMA Utilities Council was a key component in
  helping to shape the organization

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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service

• Secrets to Reducing Costs
• Multi-skilled workforce
• Emphasis (back to) core work
• No furniture moves as part of maintenance
  activities
• Added an automatic clean for housekeeping
  whenever someone moves
• Moves and tenant requests are paid by client

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Wisconsin Public Service

• Improved time recording
• On line
• Drag and drop
• Used to give time away now all work is charged
  out

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Wisconsin Public Service

• Custodial
• Spent time developing a good specification
• Crew leader very experienced (16 years)
• Evaluation / Inspection time is top priority

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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service

• PM Program
• 70 percent of work is PMs
• Process
• Used four top Mechanic Is to estimate workload
  for year
• Set target of
• 65 percent PMs
• 35 percent demand work-orders

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Wisconsin Public Service

• Well Defined Priority System
• Legal Requirement..1-3 points
• Safety or Security.1-3 points
• Business Need.1-5 points

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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Wisconsin Public Service
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Overall Trends

• Reducing energy costs / consumption
• Effective use of out-tasking
• Improving Space Utilization
• Chargebacks
• Increasing density
• Standardized workstations

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Overall Trends

• Service Levels
• Basic services
• Additional services (user pays)
• Strategic Vision.
• Good understanding of corporate direction
• No / Minimal surprises
• Understand Where They Add Value

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More Information.

• Facility Issues (newsletter)
• Website http//www.FacilityIssues.com

Thank You
Facility Issues