41
Making Commitments Keeping Commitments Facilities Planning and Management FY14 Benchmarks Iowa State University
0
Making Commitments
Keeping Commitments
Facilities Planning and Management FY14 Benchmarks
Iowa State University
Table of Contents
Facilities Planning and Management – Quick Facts ...............................................Page 1
Administration ........................................................................................................Page 3
Building Security – Keys and Access Cards ………………………………………… .Page 4
Building Security – Access Cards ……………………………………………… ..........Page 5
Building Security – Cameras .................................................................................Page 6
Building Maintenance .............................................................................................Page 7
Business Services ..................................................................................................Page 8
Campus Services ...................................................................................................Page 9
Computer Support Services ...................................................................................Page 10
Custodial Services .................................................................................................Page 11
Design Services .....................................................................................................Page 12
Energy Management Services ...............................................................................Page 13
Facility Services – Management ............................................................................Page 14
Facilities Services – Service Desk ..........................................................................Page 15
Flight Services .......................................................................................................Page 16
Human Resources .................................................................................................Page 17
Landscape Design .................................................................................................Page 19
Postal and Parcel Services ....................................................................................Page 20
Project and Construction Management Services ....................................................Page 21
Space Management and Room Scheduling ...........................................................Page 23
Sustainability ..........................................................................................................Page 25
University Architect ................................................................................................Page 27
Utility Administration...............................................................................................Page 28
Utility Plant Production ...........................................................................................Page 29
Utility Plant Maintenance ........................................................................................Page 30
Utility Coal and Ash Handling .................................................................................Page 31
Utility Electrical Distribution ....................................................................................Page 32
Utility Mechanical Distribution ................................................................................Page 33
Appendix – Peer Comparisons ...............................................................................Page 34
1
Facilities Planning and Management – Quick Facts FY15 (FY14 numbers) 444.75 Staff Members1 469.75 Staff 12 years ago 359 Hourly Staff 1 381 Hourly Staff 11 years ago 92 Professional Staff 87 Professional Staff 11 years ago $21,600,105 annual payroll budget2
Average Staff Age = 50.6 years Average Staff Tenure = 14.5 years3
1 custodial staff4 per 50,494 gsf 1 supervisor per 25.5 FTE $1.10 per gsf 1 maintenance staff per 100,234 gsf 1 supervisor per 16.75 FTE $0.63 per gsf 1 grounds staff per 40 acres 1 supervisor per 16.7 FTE $1,242 per acre Annual Budget5 = $67,970,526 “Hard Money” = $ 6,231,282 (excludes cost centers) Billed Services = $30,952,737 (doesn’t include Flight Service) Utilities = $30,786,507 Facilities Pool Rate $9.5539/NASF 164 active capital projects6 values at over $521 million on June 30, 2014 75 capital projects are typically under construction at any one time Annual in-place construction volume of $71.5 million in FY2014 Total project expenditures of $106 million in FY2014 75% of projects are less than $1 million in size 863 small projects7 (<$100K) were completed this year, valued at $7.4M in total 49,984 work orders generated annually8: 2,019 Capital Project work orders 23,543 PM work orders 3,513 Small Project work orders 23,003 Service Request work orders Labor Rate9 Example (Electrician): Effective Rate
Costs Per Hour (73% Billable) 10 Average Salary $50,864 $24.36 $33.37 Benefits $25,941 $12.42 $17.02 Overhead* $10,075 $4.83 $6.61 $86,880 $41.61 $57.00 Actual Labor Rate $57.00
* $4.83 ($6.61 effective rate) per hour to cover overhead: management/supervisor, transportation, training, shoes and glasses, computers, phones, shop supplies
2
References/Footnotes
1. The position count is a snap shot of the ISU FP&M Staffing profile as recorded on July 1 in the Iowa State University Budget System. For detailed breakdown see G:\Accounting\Trend Analysis\Accounting Financial\Staff FTE.xls
2. Annual payroll for FP&M organization is taken from the summary tallies of the budget books for funds 700 & 200. For detail see budget books spreadsheet summaries: G:\Accounting\Books - Budget\FYXX
3. Staffing detail from the ISU FP&M computer maintenance management system (CMMS)
Famis. For detail see spreadsheet generated from:
G:\Shared\Discoverer Reports\Payroll\HR\FP&M Employees By Name.DIS
G:\HR\Human Resources\Benchmark Data\Employee Demographics 20XX.xlsx
4. For gross square footage and acres (1984 acres ISU Campus) per staff person at ISU FP&M detail see G:\Facilities Services\Administration\Budget\Trends\$ per gsf or G:\Administration\Director Group\Benchmarks\FY13 Benchmarks
5. Annual budget is a snap shot as recorded on July 1 in the Iowa State University Budget System. For detail breakdown see G:\Accounting\Trend Analysis\Accounting Financial\Operations Budget.xls
6. Capital project report is a snap shot as recorded on July 1 in the Capital Project Directory Report. For details see G:\Project Management\Capital Projects\Capital Project Directory Report\Active Capital Projects.xls
7. Small project information. For details see G:\Shared\Discoverer Reports\3-Projects\PR’s $25k.DIS (this report is modified for PR’s =< $100K per fiscal year)
8. Work order tally see G:\Shared\Discoverer Reports\11-Director Group\Quick Fact Reports\ Count of SRs, WOs, PRs, CPs.DIS
9. Labor rate calculations are updated annually. For details see G:\Accounting\Budget Reports\XX Laborrates.xlsx
10. Billable is the effective rate for each work group (percentage of billable hours billed by
work unit per year: 2088 hours). For details see G:\Shared\Discoverer Reports\7-Labor_Charges\Effective Hours.DIS or G:\Accounting\Trend Analysis\Accounting Financial\Effective Rate Trend.xls
3
Administration
0
50
100
150
200
250
300
350
400
450
500
550
FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15
Facilities Planning & Mgmt Budgeted Staff Profile
Merit
P&S
All Staff
-
5,000,000
10,000,000
15,000,000
20,000,000
25,000,000
30,000,000
35,000,000
40,000,000
FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15
Facilities Planning & Mgmt Budget and Income Profile
GU Funds
Income
4
Building Security – Keys and Access Cards
5
Building Security – Access Cards
6
Building Security – Cameras
7
Building Maintenance
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Maintenance Staff per Gross Square Footage
$0.00
$0.10
$0.20
$0.30
$0.40
$0.50
$0.60
$0.70
$0.80
$0.90
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Maintenance Cost per Gross Square Footage
8
Business Services
9
Campus Services
34
36
38
40
42
44
46
48
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Grounds Maintained Acres per FTE
$0.00
$200.00
$400.00
$600.00
$800.00
$1,000.00
$1,200.00
$1,400.00
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Grounds Cost per Maintained Acres
10
Computer Support Services
11
Custodial Services
46000
48000
50000
52000
54000
56000
58000
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Custodial Gross Square Footage per FTE
$-
$0.20
$0.40
$0.60
$0.80
$1.00
$1.20
FY00 FY01 FY02 FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Custodial Cost Per GSF
12
Design Services
0
100
200
300
400
500
600
700
FY08 FY09 FY10 FY11 FY12 FY13 FY14
Number of Projects Closed
13
Energy Management Services
0
50000
100000
150000
200000
250000
FY
85
FY
86
FY
87
FY
88
FY
89
FY
90
FY
91
FY
92
FY
93
FY
94
FY
95
FY
96
FY
97
FY
98
FY
99
FY
00
FY
01
FY
02
FY
03
FY
04
FY
05
FY
06
FY
07
FY
08
FY
09
FY
10
FY
11
FY
12
FY
13
FY
14
An
nu
al
Meg
aw
att
-ho
urs
Total Electric
14
Facilities Services – Management
$0
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
$18,000,000
$20,000,000
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Facility Services Budget Expense 200 Account
$0
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
$18,000,000
FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Facility Services General Allocation Expended 700 Account
15
Facilities Services – Service Desk
20,879
20,494
20,816
19,960
20,136
18,479
19,073
19,426
18,226
19,066
16,500
17,000
17,500
18,000
18,500
19,000
19,500
20,000
20,500
21,000
21,500
FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Days
Service Requests Enteredexcludes PM's, Projects, Standing
28.2
29.4
27.9 27.028.8
34.032.2
23.024.6 25.9
0.0
5.0
10.0
15.0
20.0
25.0
30.0
35.0
40.0
FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Days
Average Days to Complete Work Orders
16
Flight Services
17
Human Resources
0.00%
2.00%
4.00%
6.00%
8.00%
10.00%
12.00%
FY08 FY09 FY10 FY11 FY12 FY13 FY14
% Employee Turnover to BudgetedFilled Positions
G:HR\Human Resources\Benchmark Data\Employee Reasons & Rates.xls
18
Human Resources
19
Landscape Design
20
Postal and Parcel Services
21
Project and Construction Management Services
22
Project and Construction Management Services
Private Giving, $113,016,696
21%
State Appropriation, $110,459,300
21%
University Funds, $65,089,994
12%
Residence / Dining, $99,678,510
19%
Utility Enterprise,
$58,766,55811%
Recreation Services,
$45,236,240, 8%
Athletics, $24,557,510, 5%
Capital Renewal, $11,287,708, 2%
Institutional Roads, $1,057,280, 0%
Other, $3,069,706, 1%
Capital Project Fund SourcesJune 30, 2014
Addition$47,800,810
Capital Renewal$4,930,000
Campus and Grounds
$21,874,060
Systems Improvements
$19,251,047
Utilities$55,308,930
New Building$310,736,750
Remodel$72,940,723
Active Capital Projects - By Type of ConstructionTotal Project Budget
23
Space Management and Room Scheduling
0.80
0.85
0.90
0.95
1.00
1.05
1.10
1.15
1.20
1.25
1.30
2005 2006 2007 2008 2009 2010 2011 2012 2013
Classroom Trends
Students Gen Fund nasf Classroom nasf Total Classrooms Seats
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
Fall 2010 Fall 2011 Fall 2012 Fall 2013
Iowa State UniversityCourses and Special Events
(Total Hours per Week)
Courses Special Events
Based on 214 University Classrooms
24
Space Management and Room Scheduling
7,600
7,800
8,000
8,200
8,400
8,600
8,800
9,000
9,200
9,400
Fall 10 Fall 11 Fall 12 Fall 13 Fall 14
Number of Class Meetings per week inGeneral University Classrooms
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
10,000
Fall 10 Fall 11 Fall 12 Fall 13 Fall 14
Number of Class Meetings per week inClassrooms and Departmental Rooms
Classrooms
Departmental Rooms
25
Sustainability
400,000
450,000
500,000
550,000
600,000
650,000
700,000
FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
To
ns
Iowa State UniversityCO2e Emissions
0%
5%
10%
15%
20%
25%
30%
35%
FY10 FY11 FY12 FY13 FY14
Sustainability DirectorTime Distribution and Areas of Focus
Academics
Community Engagement
Marketing/Education
Operations
Reporting
Strategic Planning
Student Engagement
26
Sustainability
The Live Green! Timeline 2008 Start of the Live Green! initiative
Formation of the Live Green! Revolving Loan Fund
2009 Hiring of the First Sustainability Director
First Annual Symposium on Sustainability (annually held through 2014)
Trayless Dining implemented in all residential dining facilities
Food Waste Composting for residential dining waste begins
The GreenHouse Group student organization kicks off multi-commodity
recycling for residential housing
Big Belly Solar Trash Compactors implemented
The Green Umbrella student organization is founded
GSB Director of Sustainability position is established
Recycling in Residence Halls is implemented
Wind Energy is included in campus energy portfolio
LEED Certification for King: Platinum
ISU included in the Princeton Review Greenest Colleges Publication (annual inclusion through 2014)
BioBus student organization is founded
ISU Dining, Department of Residence, and Facilities Planning and Management receive Governor’s
Environmental Excellence Award for accomplishments related to waste reduction in residence halls
College Creek Cleanup Event is Founded (annually held through 2014)
ISU Competes in Department of Energy Solar Decathlon Challenge
2010 ISU Dining Mug Refill Discount increases to 35 cents
Iowa State takes part in Recyclemania, (participates annually through 2014)
Cybrids hybrid buses come to CyRide
CyRide incorporates BioBus biofuel into operations
First clothing swap kicks off that led to the founding of Closets Collide student organization
Live Green! and Sustainability at Iowa State University featured at Iowa State Fair
Director of Sustainability position becomes shared with the City of Ames (annually renewed through 2015)
Board of Regents Institutions ISU, UI, and UNI receive Governor’s Environmental Excellence Award
for campus-wide sustainability efforts and accomplishments
ISU Competes in the EPA Game Day Challenge
2011 First $1,000,000 of loans given out
ISU Dining offers Green "To Go" containers in residence halls
The SHOP Student Food Bank Opens
LEED Certification for Hach Hall: Gold
LEED Certification for Biorenewables Laboratory: Gold
Car Share Program implemented
Iowa State's Live Green Revolving Loan Fund is featured in National Sustainable Endowment Institute publications (annually inclusion through 2014)
2012 Multi-Commodity Recycling Services offered for campus buildings
Sustainapalooza is founded (held annually through 2014)
Sustainability Minor offered
2013 Lab Glass Recycling Program is implemented
Bioeconomy Institute Earth Day Sculpture Competition is founded (held annually through 2014)
STARS Gold International Sustainability Certification is achieved
Big Belly Solar Recycling Compactors implemented
Wind Turbine is placed on ISU campus
LEED Certification for State Gym: Platinum
LEED Certification for College of Vet Medicine Small Animal Clinic: Gold
LEED Certification for Curtiss Hall: Gold
Campus Bicycle Repair Stations installed
Water Bottle Refill Hydration Stations (counting disposable water bottles saved)
2014 Residential Recycling Program expands to include glass
GSB Assistant Director of Sustainability is established
LEED Certification for Troxel: Gold
LEED Certification for Bergstrom: Silver
ISU Honored as Greenest Campus in Iowa
ISU is included in the Princeton Review Honor Roll
27
University Architect
28
Utility Administration
50.0%
60.0%
70.0%
80.0%
90.0%
100.0%
110.0%
FY08 FY09 FY10 FY11 FY12 FY13 FY14
Campus Energy Inputs
Power Plant Coal Power Plant Gas Campus Natural Gas
Vet Med Natural Gas Electricity from Grid Electricity from Wind
Electricity from Ames
0.7
0.8
0.9
1
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
FY
85
FY
86
FY
87
FY
88
FY
89
FY
90
FY
91
FY
92
FY
93
FY
94
FY
95
FY
96
FY
97
FY
98
FY
99
FY
00
FY
01
FY
02
FY
03
FY
04
FY
05
FY
06
FY
07
FY
08
FY
09
FY
10
FY
11
FY
12
FY
13
FY
14
Utility Consumption - Per Unit Values on a FY85 Base
Steam Electric Ch Water GSF
29
Utility Plant Production
0.0000
0.0100
0.0200
0.0300
0.0400
0.0500
0.0600
2007 2008 2009 2010 2011 2012 2013 2014
$ p
er
kw
h
Year
Annual Average Purchased Electric Cost
30
Utility Plant Maintenance
31
Utility Coal and Ash Handling
32
Utility Electrical Distribution
0
5
10
15
20
25
30
35
40
45
50
FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14
Electrical DistributionElectrical Power Outages
Scheduled Outage Unscheduled Outage
0
500
1000
1500
2000
2500
FY11 FY12 FY13 FY14
Electrical DistributionUtility Locates Received
Iowa One Call Locate Request ISU Web Locate Request
33
Utility Mechanical Distribution
0
20
40
60
80
100
120
FY09 FY10 FY11 FY12 FY13 FY14
Mechanical DistributionSystem Outages
Scheduled Outage Emergency Outage
Emergency Outages FY 14
Chilled Water Steam Water Gas
34
Appendix
Peer Comparisons Indiana University – Bloomington Iowa State University Michigan State University Northwestern University Purdue University The Ohio State University The Pennsylvania State University University of Illinois – Urbana/Champaign University of Michigan University of Minnesota – Twin Cities University of Missouri – Columbia
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36
37
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