Facility Management Reporting: The Value of Metrics & KPIs Chris Hodges, P.E., CFM, LEED AP, IFMA Fellow Facility Engineering Associates July 21, 2016 KPIs support facilities management by giving concrete data to show exactly how a facility is performing. As a Facilities Manager, you must be aware of the importance of tracking Facilities Management metrics at your workplace. When you use your facilities management software to develop and track KPIs, you're able to take numbers that may mean little out of context, and put them into a context that is useful for showing how well operations are in alignment with business goals. The facility management department of an organization may develop the metrics program as a strategic framework that contains specific important elements for achieving the overall corporate goals. A company's scorecard tracks KPIs from different points of view, such as financial, internal, external, and innovation. Some KPI metrics might include space utilization and efficiency, total utility costs, and operational flexibility. They directly relate to SMART goals, which are specific, measurable, agreed upon by all key parties, realistic and time-sensitive. These KPIs often tell the story of customer satisfaction, commitment to corporate social responsibility (CSR), and how well facilities Your facilities management software, for example, may take in data from multiple departments and facility systems. This has given rise to more shared desks within office spaces as well as work-from-home options for employees. hbspt.cta._relativeUrls=true;hbspt.cta.load(167521, 'ec78b48f-0b69-49b6-a70c-ce5934a5e467', {}); Key performance indicators can help bridge the gap between raw data and business strategy. This KPI is one of the first measurements to put in place, especially if the department uses a computerised maintenance management system. The purpose of Pareto charts and graphs is to present these results in a format employees can easily understand and interpret. If it has robust analytics and reporting capabilities, it can help you not only determine which KPIs are most relevant to your business goals, but can help you track them and track KPI trends and performance over time. If you aren’t using them to analyze your processes, you might be setting your organization back. To insure that these goals are met, each department has gathered data from FAMIS, and other internal sources, to gain an overview of … A … 1. Metric is measure of something.. This transition is important because reactive work costs four-six times more than planned and scheduled work. The result is a more informed organization that has more relevant information with which to make critical business decisions. Top Ten Facility management KPIs: It is neither beneficial nor practical to attempt listing exhaustively KPIs in FM, due to the interdisciplinary and complex character of the sector and the significant scope of services provided. indicators are determined by th e percentage of the aspect of the importance weights. One of the key components of the digital workplaceis flexibility. Use KPI Library to search for Key Performance Indicators by process and industry, ask help or advice, and read articles written by independent experts. To succeed in the asset management and reliability categories of maintenance, you must have a disciplined PM program that produces results. Rather, it would be more useful to identify the most frequently monitored KPIs in Facility Management practice today. There should also be various levels of KPIs for your organization, including corporate, strategic and functional KPIs. Facility Management: KPIs and SLA Published on September 30, 2015 September 30, 2015 • 57 Likes • 4 Comments. What’s your primary goal as a facility manager? Soft services - Service level KPI In aligning with the emerging concept of outcome-based services, KPI can also be more outcome/output based, rather than input based. Lagging metrics are useful to tell how well our organization/facility performed while leading metrics are useful to forecast the likely trend (or to set goals for performance). At the same time, it's also becoming more difficult to define what success looks like. They compile data from multiple sources and make it transparent so facilities managers can see what's going well and where there is opportunity for improvement. Facility management metrics and KPIs (key performance indicators) can help by organizing this facility data to make it easier to scan and understand. This KPI is critical in analyzing the types of work requests that consume maintenance resources. When it comes to fine-tuning business strategy, KPIs offer vital information that could be missed altogether in the absence of KPIs and the software necessary to develop and track them. Facility management KPIs are a bit broader and span both people and the building itself, but they’re nonetheless important to track. Determing KPIs and metrics for facility management can be tough. As a facility manager, your primary KPIs need to help you answer key, actionable questions related to your goals so that you can improve performance. Facilities Management KPI Scorecard Template. Managers should aim for 20-30 percent of completed work being reactive. Key Performance Indicators (KPIs) Management Metrics (MMs) Operations Management Level KPIs: the most important performance indicators without which the organization would not be able to fulfill its mission. KPIs come with a variety of benefits for your organization. As a facilities manager, your own KPIs can help you determine how to continually improve facilities management and create business value. For instance, if Jane submits a work order request because her office is too cold and does not hear from anyone on the maintenance team, she may assume that they are not working on her request. The culture within the organization should be the prime consideration in … Facility Management Metrics are the foundation of facility management because many are performance indicators that reflect a performance measure per unit. Key performance indicators (KPIs) give facilities managers a clear view of the targets they need to meet to help their organization succeed. Is your organization measuring the right KPIs—the ones that will ultimately lead to success? These metrics provide in-depth data that reflects the performance of key […] They define a top level of success and set the benchmark for excellence in whatever’s measured. Another example is reliability. Here are some sample KPIs for facilities managers that touch both realms. can be a key partner in developing and tracking KPIs. From facilities management metrics to developing target KPIS, Facilities Managers face a growing pool of data to use in making decisions. As a facilities manager, your own KPIs can help you determine how to continually improve facilities management and create business value. In other words, once the KPI reaches a certain number, your organization may take a certain action—such as leasing a new property when space utilization reaches a certain percentage. Your company's KPIs can help you develop a balanced company "scorecard," or a matrix that indicates performance in multiple dimensions. of Facilities Management (BI FM, 2014), KPIs are set of financial and non-financial m easures of a contractor ’s performance relative to the critical success factors of FM service. The backlog measures all deferred work, which is work not important enough for assignment and completion in the current workweek. Remember, no department wants to be thought of as a team of cable guys who never complete what they promise on time. Old Facilities Management Metrics In the past, keeping tabs on space utilization often translated into workpla… By learning which analytics you should look at and how to relate them to overall business goals, you help make facilities management a key partner in achieving organizational goals, both short and long term. One key to successful management is to be able to promise your customers the day and time technicians will complete requested work. Whatever KPIs are defined, they should reflect organizational goals, should be relevant to its success, and should be measurable. Key performance indicators (KPIs) give facilities managers a clear view of the targets they need to meet to help their organization succeed. Some facilities management software solutions even allow you to create custom dashboards so you can see the data points you want, organized how you want them. Maximize workplace space utilization and experience for employees and visitors enterprise-wide, Optimize equipment performance and compliance with enterprise asset management, Simplify preventive maintenance, schedule work orders, and track inventory, Easily implement desk booking, room reservations, and visitor check-in at your office, Enhance productivity with mobile solutions, Optimize inventory, printing and mailroom management, Real-time insights from sensors and emerging technology, Plan safer spaces, manage wellness checks, capacity, and cleaning, Get the latest workplace insights and best practices, Dive into workplace trend reports, webinars and demos, Hear leading experts share wisdom across industries, Gauge your company’s maturity in five key areas, Discover exciting opportunities for professional growth. 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