Facility Management Flipbook
Financial & Operational Reporting
Service Level Agreements
Key Performance Indicators
Using the technology dashboard, standardized and customized reports are developed according to the frequency required. Sample reports include: • Management Plan: Business plan designed to meet your goals and expectations • Monthly & Annual Operational Reports: Month-end and year-end facilities performance
Priority
SLA Definition
Target SLA
Critical Environment Uptime Critical Dates Tracking Success Cost Savings Goals Based on a Baseline Budget Client Satisfaction Survey Results Energy Consumption Goals Response Time for Work Order Requests Adherence to Predictive and Preventive Maintenance Schedules Adherence to Change Management Protocols Efficiency Ratios MBE/WBE Percentage
Emergency
Work commenced within 4 hours
< 4 hours
Examples: Fire, Safety Issues, Utility Outage, Security Issue, Data Center Outage
• Service request volume • Completion time frames • Projects • Repair items • Maintenance schedule
High
Work commenced within 12 hours
< 12 hours
Examples: No HVAC, Plumbing Overflow, Electrical Issues
Standard
Work commenced within 2 days
< 2 days
• Physical Facility Reports: Routine facility-specific management plans • Capital/Major Project Lists: Provide the status of budgeted projects • Five-year capital/major project list – serves as a long term approach to maintaining the property • Periodic peer inspection reports by other Cassidy Turley managers • Building Occupant Satisfaction Survey: Satisfaction with management • Financial Reports: Monthly and year-to-date results • Financial statements • Management variance reports • Budget plans
Examples: Executive Requirement, Too Hot/Cold, Door Issues
Low
Work scheduled within 5 days
< 5 days
Examples: Light Out, MAC, Carpet, Paint
Quotes obtained and reviewed within 10 days
Quote/Bid
< 10 days
Examples: Multiple Bids, Larger Project, Equipment Requirement
Monthly Report
Work Orders
Cost Savings Initiatives
Value to Fee TTM -$2.44:1
February Services Summary
Cassidy Turley Invoice Tracking
WorkOrder Comparison
•85%ofworkorderswere completed atOak Summit •6%were completed inNY View
Terrace
Location
1000 1200 1400 1600
$100,000
$80,000
RealEstatePortfolio
Value toFee
FinancialPerformance
Value toFee TTM-$2.44:1
$60,000
Expenses February
H/Lvs.
PortfolioBreakdown SquareFootage
Sample Monthly Report
Projector Invoice Item
Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 TTM
•15%ofworkordersweremoveor furniture related •105preventativemaintenanceworkorderswere completed thismonth;PM closing ratio100% •34%ofNYworkorderswere for lighting
0 200 400 600 800
0 20 40 60 80 100
Actual YTD $1,294,022 ($129,915) ($141,376) ($284,974) 2012OPC 2011Actual
2010 2011 2012
AccountingFees
$671 $1,052 $1,098
$732
$732
$915
$732 $1,464
$915
$854
$793
$976 $10,934
$40,000
Type
Monthlymanagement fee
$18,747 $18,747 $18,747 $18,747 $18,747 $18,475 $18,475 $18,475 $18,475 $18,475 $18,475 $18,475 $223,062
0 5,000,000 10,000,000 15,000,000
9,526,091 7,849,304
Payroll
$0
$20,000
IdleFacilities
WS facilitiesmanagementpayroll
$99,953 $89,694 $88,027 $80,296 $93,707 $93,943 $93,441 $148,111 $94,473 $110,174 $93,323 $92,756 $1,177,899
Thousands
1,135,459
Travel
$0
$-
Facility
ExpectedExit FebruaryExpenses
Travel forFacilityManagement
$2,618 $3,813 $6,344
$344 $1,189
$526 $4,303
$432
$1,057
$1,110 $21,735
Mar-11
May-11
Jul-11
Sep-11
Nov-11
Jan-12
Travel for Idle Facilities
$0
Retail
Non-Retail
Owned
Weeks
12/31/2012 $69,184
Maintenance Supplies EmployeeDevelopment Dues&Subscriptions
$13,676 $15,271 $10,644 $6,905 $3,241 $12,352 $7,096 $5,874
$4,446 $8,354 $2,705 $90,564
Jul-11
February 2012
Jan-12
Jun-11
Oct-11
Apr-11
Sep-11
Feb-11
Aug-11 Fee
Dec-11
Nov-11
Mar-11
Value
MgtFee
May-11 Value
•63%ofworkorderswere reportedby facility services •The closing ratio for Februarywas99%
$207
$207
Retail
Non-Retail
Owned
Reported
$341
$179
$3,591 $2,852
$279
$621
$825
$242
$448
$9,378
*Calculatedas cost savingsdividedbymanagement fee
Phone Service
$76
$78
$79
($240)
$0
($6)
•February–$2.83:1 •TTM – $2.44:1
CostManagementDistribution February -$2.83:1 Miscellaneous Totals
Occupancy&SpacePlanning
Maintenance
Projects
Value to Fee
$160
$603
$567
$27
$435
$121
$629
$936 $1,888
$5,365
$136,243 $129,437 $125,508 $110,849 $120,229 $126,490 $125,103 $175,301 $113,863 $135,877 $121,881 $118,357 $1,539,138
MaintenanceHours %byLocation
TotalOccupancy
BradyTrane replacedRTU filters atOS
tTerraceView.
OakSummit TerraceView
90% 77% 89% 67%
16E34th St 2% 260Madison 4% WorkOrders by Location February -917
22%
NY 7%
CostSavings 13%
W-S (OS,NR,Weeks) TV, , ks)
Completed initial landscapingRFPatOakSummit.Willmaintain TerraceView.
Weeks 8%
NY
BuddGrouponaprobationarybasis
B,M& LA
Northridge 5%
Top5WorkOrderTypes ThisMonth's
Avg.CompletionTime (Minutes)
•FebruaryCost Savings: $36,579 •Maintenance-$6,945 •Expense Reduction Efforts - $2,709
Completedperformace reviews forFacilityServicesPersonnel
78%
WorkOrders ThisMonth YTD2012
2011
February Initiatives
Weeks 6%
• Management fee expense – $18,475 • Payroll expense – $92,756 • Accounting fees – $976
Began storageunitcleanout inNYreducedby65%
Furniture
102
48 20 23 36 47
43 22 25 40 45
47 22 31 48 42
Occupied Unoccupied
Oak Summit 80% View
Terrace
HVAC (Hot&Cold)
73
Prepared for: ClientName OfficePopulati n1,928 Therewere11movesduringthemonth YTDchurn r teof1.96% 5Februarymoveswere internal toOakSummit
February
ReplacementNYmaintenance technician inplace2/15
531NR 3%
Lighting
207 106 105
OS1 47%
Cost Avoidance 87%
Maintenance completed917workorders inFebruary 85%ofworkorders completedwere forOakSummit Theworkorderclosingratio forFebruary is99% TerraceView
Office Services
PM
•FebruarySavings - $7,845 •FebruaryAvoidance - $28,734
Distribution
OS2 38%
Security&Safety
Imaging
Scanned27,114pages forCustomerService,HumanResources,
Totalpostageusage forOS&Weekswas$11,168
85badges issued thismonth, monthly2012average is128
TV
6
736badgesmodified thismonth,monthly 2012average is657 andAccountsPayableduringthemonth
Achieved$690ofsavingsbysendingall firstclassmailpresort
©Copyright 2012CassidyTurley.All rights reserved.
• 2012 OPC –$1,606,567 • 2012 estimate –$1,594,500
64 IXO Incidents reported,monthly2012average is90
andutilizingpaddedenvelopes
12
2012
Fleet
Healthfit
Amenities
Thereare currently391vehicles,3 trailers,1 forkliftand1
Healthfithad1,966participants for themonth;YTDAvg is2,043 InFebruary,12%ofemployees atebreakfastand20%ate
pieceofheavymachinery in theHBIFleet
Healthfitoffered19group fitness classes
lunchonsiteatThreads café OSClothingCarehad128 customers and$3,620 in sales
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