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Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

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Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009. Terms. Deferred Maintenance (DM) - PowerPoint PPT Presentation
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Office of Facilities Deferred Deferred Maintenance Maintenance UTSA Strategic Resource UTSA Strategic Resource Planning Council Planning Council March 18, 2009 http://facilities.utsa.edu
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Page 1: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Deferred MaintenanceDeferred Maintenance

UTSA Strategic Resource Planning CouncilUTSA Strategic Resource Planning Council

March 18, 2009

http://facilities.utsa.edu

Page 2: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

TermsTerms• Deferred Maintenance (DM)

– An existing or imminent building maintenance-related deficiency from prior years that needs to be corrected, or scheduled preventive maintenance tasks that were not performed or were postponed due to insufficient funding.

• Current Replacement Value (CRV)– Essentially it is the total current cost to replace a facility or group of

facilities with comparable facilities.

• Annual Facility Maintenance Operating Expenditures– All expenditures to provide service and routine maintenance related

to facilities and grounds. Includes expenditures for major maintenance funded by the Annual Facilities Maintenance Operating Budget.

2http://facilities.utsa.edu

Page 3: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

• Fall 2008 Deferred Maintenance = $74 million• Fall 2008 Current Replacement Value = $ 1,057 million

• FCI = $74 million/$1,057 million = 7.02 %

• NACUBO FCI Recommendations– Good – 0 to 5%– Fair – 5% to 10%– Poor – greater than 10%

3

Facility Condition Index (FCI)Facility Condition Index (FCI)

FCI =

http://facilities.utsa.edu

Page 4: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Overall DM Backlog and Facility Condition IndexOverall DM Backlog and Facility Condition Index

http://facilities.utsa.edu 4

Year GSF Calculated CRV

$(000's) Deferred Maintenance

Backlog $(000's) FCI (%) 2002 2,326,868 $ 421,584 $ 25,433 6.03%2003 2,434,245 $ 454,139 $ 27,486 6.05%2004 2,675,745 $ 530,737 $ 37,198 7.01%2005 3,141,785 $ 652,952 $ 58,648 8.98%2006 3,559,254 $ 773,494 $ 66,105 8.55%2007 3,559,254 $ 850,843 $ 72,253 8.49%2008 4,220,497 $ 1,057,301 $ 74,230 7.02%

Page 5: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Current Replacement Value Index (CRVI)Current Replacement Value Index (CRVI)

• UTSA Facilities Operations 2008 = approx. $6.0 million• FRRM E&G Current Replacement Value = $700.6 million

• $6.0 million / $700.6 million = 0.86%

• Recommended CRVI is 2% to 4%

Annual Facility Maintenance Operating Expenditures

Current Replacement Value

CRVI =

Represents the level of funding provided to adequately maintain the institution's educational and general (E&G) capital assets.

5http://facilities.utsa.edu

Page 6: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Current Annual “Facilities Asset Renewal” ProcessCurrent Annual “Facilities Asset Renewal” Process

• Facilities provides annual update of UT System Facility Renewal and Rehabilitation Model (FRRM)– Provides high level forecast of major building component life cycles

and expected failures– Tracks accumulated deferred maintenance and replacement value

amounts, used in calculation of FCI

• Maintenance and Engineering staff identify specific projects based on failures or observed deterioration of system performance

• Use relatively new (2 year old) objective criteria to prioritize Deferred Maintenance projects

6http://facilities.utsa.edu

Page 7: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Planned Annual “Facilities Asset Renewal” ProcessPlanned Annual “Facilities Asset Renewal” Process

• Implementing campus-wide formal Preventive Maintenance program• Pilot program of engineered facility condition assessments

– Supports realistic FCI calculation– Provides project specific requirements– Provides improved multi-year project planning

• Deficiency database to track identified requirements:– Improves input data for FRRM– Provides increased opportunities to address deficiencies in renovation

projects• Application of objective priority criteria assures most important work

gets done• Annual Facilities Work Plan with well coordinated, firm, weekly

schedules• Monthly Operations Reviews to manage performance

7http://facilities.utsa.edu

Page 8: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

DM Project Scoring and RankingDM Project Scoring and RankingCategory Score Condition Description Safety RAC* Weight

Human Safety

15 Injury has occurred

3.012 Injury very likely to occur 1

9 Injury moderately likely to occur 2

6 Safety related but injury not likely to occur 3

3 Safety minimally related 4

Asset Preservation

9 Imminent failure; no action requires replacement

2.58 No action causes repairable damage

6 No action causes occupant discomfort

4 No action causes cosmetic unsightliness

2 No action causes minimum discomfort or unsightliness

Program Support

5 No action strongly affects program

2.04 No action mildly affects program

3 No action strongly affects residential life or workplace

2 No action mildly affects residential life or workplace

1 No action causes no direct effect

Regulatory15 Required for compliance (, etc.)

2.05 Improves accessibility or supports expected regulations

Community Services 4 Provides benefit to the community outside of UTSA 0.5

Maximum Score is 109.5Maximum Score is 109.5 *RAC = Risk Assessment Code*RAC = Risk Assessment Code

8http://facilities.utsa.edu

Page 9: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Deferred Maintenance Funding HistoryDeferred Maintenance Funding History

http://facilities.utsa.edu 9

Page 10: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Current Project ListsCurrent Project ListsFY04-FY07 “Old” FundingFY04-FY07 “Old” Funding

Projects and Projects and

Expected Expected Completion Completion

DatesDates

Projects and Projects and

Expected Expected Completion Completion

DatesDates

18 Mar 200918 Mar 200918 Mar 200918 Mar 2009

10http://facilities.utsa.edu

Page 11: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Current Project ListsCurrent Project ListsFY08 “Base” FundingFY08 “Base” Funding

18 Mar 200918 Mar 200918 Mar 200918 Mar 2009

Projects and Projects and Expected Expected

Completion Completion DatesDates

Projects and Projects and Expected Expected

Completion Completion DatesDates

11

* Engineering and Project Management Projects* Engineering and Project Management Projects

http://facilities.utsa.edu

Page 12: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Current Project ListsCurrent Project ListsFY08 Additional $662K DM FundingFY08 Additional $662K DM Funding

Projects and Projects and Expected Expected

Completion Completion DatesDates

Projects and Projects and Expected Expected

Completion Completion DatesDates

18 Mar 200918 Mar 200918 Mar 200918 Mar 2009

12http://facilities.utsa.edu

Page 13: Deferred Maintenance UTSA Strategic Resource Planning Council March 18, 2009

Office of Facilities

Current Project ListsCurrent Project ListsFY09 “Base” DM FundingFY09 “Base” DM Funding

http://facilities.utsa.edu 13

18 Mar 200918 Mar 200918 Mar 200918 Mar 2009


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