Facility Management Flipbook

First page Previous page 7 Next page Last page

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

$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

$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

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

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

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)

($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%

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)

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

•FebruarySavings - $7,845 •FebruaryAvoidance - $28,734

Distribution

OS2 38%

Security&Safety

Imaging

Mail

Scanned27,114pages forCustomerService,HumanResources,

Totalpostageusage forOS&Weekswas$11,168

85badges issued thismonth, monthly2012average is128

736badgesmodified thismonth,monthly 2012average is657 andAccountsPayableduringthemonth

Achieved$690ofsavingsbysendingall firstclassmailpresort

• 2012 OPC –$1,606,567 • 2012 estimate –$1,594,500

64 IXO Incidents reported,monthly2012average is90

andutilizingpaddedenvelopes

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

cassidyturley.com | 7

Made with FlippingBook