Learn how developing standards and setting expectations can help you establish benchmarks and measure your performance, as well as help you demonstrate your effectiveness and show results with data.

1. Benchmarking
Roger Young
Executive Director, www.FacilityMastersOnline.com
roger@facilitymastersonline.com
978‐886‐6093

2. Simple Truths
•High Expectations
Internal/External
• More with Less
• Demonstrate Success
• Be Credible

3. How to Maintain Credibility
Demonstrate … quantitative measuring
Show … results
Develop standards and set expectations
Demonstrate effectiveness

4. 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

5. Expectations
Properly Maintaining School Facilities
Energy Efficiency
Maximize Resources
Minimize Risk
Environmental Safety

6. 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

7. Properly Maintain School
Facilities
Collect Data (Timely, Comparable, Accurate)
– 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

8. Maintenance Program
Number of Work Orders
Backlog
Status of Budget
Emergency Work Orders
Days to Complete Work Orders
PM Hours
Quality Assurance

9. Examples …

10. Surveys…

11. Energy Management …
Consumption
Conservation
Accomplishments
Data:
• BTU’s • Comparison Over
• Sq Ft Buildings Time
• Degree Days • Types of Energy

12. 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

14. SchoolDude UtilityDirect Energy Cost/Sq Ft Report

15. KPI: Custodial
SF / custodian
Overall cost in $/SF
Custodial materials cost in $/SF
Overtime
Satisfaction Survey

16. KPI: Personnel
Turnover
% of staff replaced
Change in staff size
Attendance rates
Average cost of pay and benefits per person

17. KPI: Environmental Safety
• Student injuries
• Number of inspections
• Respiratory complaints with nurse
• State and federal reporting
• IPM complaints
• Life safety inspections

18. 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

19. Thank You