Facility Issues offers facility scorecard services to help you setup and use your facility metrics. We discussed why facility metrics are useful, how to identify the ones that matter most for you, and how to use dashboards and scorecards to organize these metrics.
How A Facility Scorecard Works
You can have the advantages of an integrated set of facility metrics using available data tools without spending a lot of time each month or a six-digit investment in software systems. Integrating your facility data is much easier and less expensive than integrating your various systems and provides you with the benefits of a central data repository. This can be especially valuable if you manage multiple properties.
- Combine data from multiple systems: CAFM/CADD/CMMS/IWMS, finance, HR, lease, safety, energy management, and spreadsheets
- Prepare monthly reports in minutes without needing an analyst
- Craft ad hoc analysis with this data to address unplanned questions
See an Example
Here is a simple one-page live scorecard example (click the graphic to the left to open a new window). There are only a few options on the example that change the display, but they illustrate how it works – click an item to filter the data and click it again to clear the selection.
Facility Scorecard Services
Facility Issues wants every organization to be able to use the wide range of facility related data they have in various systems to create an integrated scorecard for day-to-day facility management and strategic facility planning. We provide a range of facility scorecard services and other data/metric support to help you accomplish this.
Most facility organizations use multiple systems for finance, work orders, and other facility data and the assembly of this can be complicated and time-consuming. This is a convenient and cost-effective way to visualize the following metrics and KPIs for your facilities and operations:
- Organization KPIs
- Monthly budget variance
- Operating cost metrics
- Space metrics
- Occupancy metrics
- Utility usage metrics
- Work order metrics
- Facility condition metrics
- Project metrics
- Sustainability metrics
- Safety metrics
- Other/business metrics
Our approach is to help you develop a monthly FM Scorecard that lets you draw on your data without needing a FM analyst using the following five steps:
- Use the data from your current “systems of record.” Your finance system has the official data on actual costs your HR system has the official data on staff your CMMS has the best work order data and so forth. So we want to use all the official and best sources for each type of data in the scorecard.
- Combine this data on a monthly basis (or other regular period). Monthly updates are manageable in number and correspond with most organizations’ financial reporting. Monthly is a frequent enough period to provide you with intelligence about trends in time to make course-corrections. Some data types might only need to be updated quarterly or as-needed.
- Integrate and standardize this data into a facility management data set. We believe that the data should be organized by the property level in order to manage facilities but this perspective is often limited to the facility organization. The most common disconnect we see within larger organizations’ data is variance in location detail and identification. Some data types and definitions will also need attention. The most common disconnect we see with internal data (vs. industry data) is a lack of activity-based classifications (mostly re: cost and work orders).
- Include your performance goals on the scorecard to provide a context for metrics. This includes budgets benchmarking ranges organizational targets and stretch goals. (Remember Goodhart’s law when setting targets).
- Use a business intelligence platform to display pre-set scorecards and allow ad-hoc data analysis. A scorecard page can be defined for each key functional area as described earlier. The ability to filter data and drill-down will allow quick review of the data to understand factors that impact the metrics.
Guiding Principles for Our Approach
The following principles and assumptions underly our approach for facility scorecard services (priorities will vary by organization):
- Have Limited Data Staff. Your facility management group does not have dedicated analysts to manage your facility data and metrics. You do not have dedicated resources from an organizational performance or IT group for this, and do not have an enterprise business intelligence platform with robust facility management data. (You may be starting or planning to move to any of these but want an interim approach in the meantime to confirm or refine your needs.)
- Have Multiple Systems. You have more than one functional system for finance (tracking costs), facility asset management, facility work orders, space management, and other facility-related data. (If you primarily have one system for these functions, you should use that for your reporting and scorecard.) You expect to continue the use of these systems for their intended purpose and upgrade or replace them individually as appropriate.
- Current Systems Perform Well Enough. Your staff is trained on the use of your functional systems and you have good definitions and processes for the data in each. Your current systems also let you export this data.
- BAS/BMS Systems Will Continue. You will use the dashboards within your building management systems for real time operational needs. The scorecard will primarily be used for status/performance tracking, planning, and ad-hoc data inquiries/exploration.
- Needs to be Affordable. You would like an affordable facility scorecard system because you prefer to make your larger investments in new technology, smart data tools, and your facility data. (Or, you may want this to be affordable as a pilot/transitional program to demonstrate the value of a facility scorecard before investing scarce resources in a substantial system.)
- Needs to be Easy to Use. You need the system to be easy to update and use because it will need to be managed and used by the facility admin staff and managers, not dedicated analysts. This staff already has duties so have limited time to learn and use a scorecard system.
- Current Data Quality is Adequate. You understand that a scorecard will help you integrate and use your facility data but does not address existing data quality issues. You also recognize that incomplete or partially incorrect data is adequate for many purposes of a scorecard.
- Want Facility-Centric View. You appreciate that a “managerial” view of facility data can provide useful insights for facilities management that are not as visible with traditional accounting and enterprise system reporting.
Additional Related Services
We also provide related services to help you assemble and use facility data and metrics to support all aspects of your facility management and operations:
- Facility Benchmarking Services – Facility Issues offers facility benchmarking services to help you setup and use your facility metrics
- Occupant Satisfaction Surveys – Our facility satisfaction surveys ask the occupants of your facility to rate the importance and satisfaction with the services you provide.
- Ongoing Ad-Hoc Facility Metric Support – Facility Issues provides ongoing support for organizations that want some facility analyst capabilities without having to hire and train staff.
- Custom Facility Studies – Facility Issues provides consulting studies for organizations evaluating their facilities portfolio or facilities operations using various facility metrics. Examples have included:
- Facility staffing study
- Outsource facility provider study
- Preliminary space needs forecast
- Strategic facility assessment for capital planning
Your next steps:
Determine what facility data or scorecard support services you would like and contact us for more information.