A Primer on Facility Asset Management. Presented by William Faesenmeier

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1 A Primer on Facility Asset Management Presented by William Faesenmeier

2 Presenter Bill Faesenmeier Facilities Asset Management Product Manager 24 years experience in Consulting Engineering industry Areas of Specialization > Facilities Engineering, Facilities Asset Management > Facility condition assessments, asbestos and lead-based paint consulting, ADA surveys, environmental site assessments, industrial hygiene, indoor air quality, construction lender representation services, code compliance reviews > Information management systems, software design 10 years experience in Architecture, Real Estate Development and Construction Management Bachelor s degree in Environmental Design with a focus on Architecture, Miami University

3 Data Sources Definitions Supporting Software Focus on Facility and Space Management Tools Value of a CPMS Q&A Today s Agenda

4 DEFINING & EXPLAINING TERMS & DEFINITIONS

5 What is Facility Asset Management?

6 What is Facility Asset Management?

7 What is Facility Asset Management?

8 Definition: Facility Asset Management fa cil i ty - something designed, built, installed, etc., to serve a specific function affording a convenience or service: transportation facilities; educational facilities; a new research facility as set - a useful and desirable thing or quality. An item of ownership convertible into cash; total resources of a person or business, as cash, notes and accounts receivable, securities, inventories, goodwill, fixtures, machinery, or real estate (opposed to liabilities) man age ment -the act or manner of managing man age - to take charge or care of Definitions from Dictionary.com

9 Definition: Facility Asset Management man age - to take charge or care of fa cil i ty - something designed, built, installed, etc., to serve a specific function affording a convenience or service: transportation facilities; educational facilities; a new research facility as set - a useful and desirable thing or quality. An item of ownership convertible into cash; total resources of a person or business, as cash, notes and accounts receivable, securities, inventories, goodwill, fixtures, machinery, or real estate (opposed to liabilities)

10 Wikipedia Definition Asset management. refers to any system that monitors and maintains things of value to an entity or group Too Broad Wikipedia

11 FHWA/AASHTO Definition Asset management is a systematic process of maintaining, upgrading, and operating physical assets cost-effectively. It combines engineering principles with sound business practices and economic theory, and it provides tools to facilitate a more organized, logical approach to decision-making. Thus, asset management provides a framework for handling both short- and longrange planning. Asset Management: Advancing the State of the Art Into the 21 st Century Through Public-Private Dialogue, FHWA and AASHTO, 1996

12 APWA Definition Asset management is..a methodology needed by those who are responsible for efficiently allocating generally insufficient funds amongst valid and competing needs. The American Public Works Association Asset Management Task Force

13 EAM Definition Enterprise asset management is the business processes and enabling information systems that support management of an organization's assets, both physical assets, called "tangible", and non-physical, "intangible" assets. Not bad.. but still too broad.. and we don t deal with intangible assets. Wikipedia

14 IAM Definition Infrastructure asset management is the combination of management, financial, economic, engineering, and other practices applied to physical assets with the objective of providing the required level of service in the most cost-effective manner. It includes the management of the whole life cycle (design, construction, commissioning, operating, maintaining, repairing, modifying, replacing and decommissioning/disposal) of physical and infrastructure assets. [1] Operating and sustainment of assets in a constrained budget environment require some sort of prioritization scheme. [2] [1] Local Government and Municipal Knowledge Base [2] Wikipedia

15 PAM Definition Public asset management (also referred to as corporate asset management) expands the definition of enterprise asset management (EAM) by incorporating the management of all things of value to a municipal jurisdiction and its citizens' expectations Again. primarily speaks to public sector, utilities, property and transport systems

16 Customer focused Mission driven System oriented Long-term in outlook Accessible and user friendly Flexible Desirable Features of an Asset Management Program U.S. Department of Transportation Federal Highway Administration Office of Asset Management, 1999

17 What Should it Include Strategic goals Inventory of assets (physical and human resources) Valuation of assets Quantitative condition and performance measures Measures of how well strategic goals are being met Usage information Performance-prediction capabilities Relational databases to integrate individual management systems Consideration of qualitative issues Links to the budget process Engineering and economic analysis tools Useful outputs, effectively presented Continuous feedback procedures U.S. Department of Transportation Federal Highway Administration Office of Asset Management, 1999

18 Supporting Software

19 Facility Asset Management Software The search for facility asset management software returned over 4.8 million results. Not as many results as facility asset management, but quite large. This is where it gets confusing..and perhaps on purpose.

20 Facility Condition Assessment Software Over 5.1 million results..and the first entry is not specifically a Facility Condition Assessment product.

21 Facilities Condition Assessment Software Over 5.8 million results So Many Choices. So Little Time

22 A Framework for Facilities Lifecycle Management, APPA, FFC, Holder, IFMA, NASFA Asset Lifecycle Model for Total Cost of Ownership

23 Building Information Management Framework (BIMF)

24 IWMS Integrated Work Management System Real Estate & Lease Management Project Management Facilities & Space Management Maintenance Management Sustainability & Energy Management REPM IPD CAFM EAM EHS ELMS JOC CAD CMMS BMP BIM EPP CPMS EMS

25 Real Estate and Lease Management (examples AppFolio, Buildium, Property Matrix, ProLease) Lease Analysis, Administration and Accounting Site Selection & Site Management Strategic Planning RFP Analysis Portfolio Management Transaction Management Tax Management Broker Transaction Management 5 Components of IWMS

26 5 Components of IWMS (Capital) Project Management (examples Microsoft Project, Primavera, Prolog, Eclipse) Capital Planning Funding Design (new facilities, expansions, remodeling) Bidding Procurement Cost and Resource Management Project Documentation and Drawing Management Scheduling Critical Path Analysis

27 Facilities and Space Management The International Facility Management Association (IFMA) defines facility management as the practice of coordinating the physical workplace with the people and work of the organization. CAFM CAD BIM CPMS 5 Components of IWMS

28 5 Components of IWMS Computerized Maintenance Management System (examples: MAXIMO, MicroMain, Datastream 7i) Asset Management Work Requests and Work Order Administration Preventative Maintenance Unscheduled Maintenance Warranty Compliance and Administration Maintenance Scheduling Inventory Management and Purchasing Vendor Management Facility Condition Monitoring

29 Sustainability and Energy Management Systems (examples: EnergyCAP, INTELEX, e3eim, Sustainability Cloud) Energy Consumption Water Consumption Waste Production GHG Emissions Sustainability Performance Metrics Energy Benchmarking BMS Integration Carbon Emissions Tracking Energy Efficiency Project Analysis 5 Components of IWMS

30 The 6 th Component of IWMS Environmental Sustainability and Compliance Energy Efficiency Waste Management Nonrenewable Minerals Consumption Renewable Groundwater Supplies Pollution Absorption Recycling Carbon Credit Calculation Certification Employee At-Home Working Facilitation

31 FOCUS Space Management AND TOOLS

32 Facility and Space Management Tools Computer Aided Facilities Management (CAFM) (examples: Archibus, Aperture Technologies, FM Systems) Asset Management Space Management Room Booking Move Management Strategic Planning Telecommunications Cable Management Physical Security Administration CAD and BIM Integration

33 Facility and Space Management Tools CAD (Computer Aided Design) (examples: AutoCAD, Microstation, InfraWorks 360, TurboCAD) Building Design Infrastructure Design Plant Design Product Design 2D and 3D Modeling Simulation Rendering

34 Facility and Space Management Tools BIM (Building Information Modeling) (examples: Autodesk Revit, ArchiCAD, Archibus EIM) Digital representation of physical and functional characteristics of a facility Building design extended beyond 3D Integrates Time as the 4 th dimension Integrates Costs as the 5 th dimension Combination of objects that include their geometry, relations and attributes

35 Facility and Space Management Tools CPMS (Capital Planning and Management Systems) (examples: xpparagon, BUILDER) Systematic management process to plan and budget for known cyclic repair and replacement requirements that extend the life and retain the usable condition of facilities and systems. Often called Capital Renewal. Planned investment program that ensures that facilities will function at levels commensurate with the priorities and missions of an organization. Included are major building and infrastructure systems and components that have a maintenance cycle in excess of one year.

36 Major Functions of a CPMS

37 of a CPMS

38 The Facilities Dichotomy Facility assets are reported to equal 25 to 40 percent of the value of any private sector business or public sector institution. Typically tracked as an asset on the balance sheet Until recently, less than 10% of these businesses and institutions managed these assets as they would other business assets, such as labor, equipment, or production processes. Typically tracked as a cost item on the income statement but Capital and expense budgets often managed by different groups and funding decisions made independent of each other Harvard University Study

39 The Opportunities The next low hanging fruit that provides business an opportunity to reduce costs, and thus increase shareholder value, is Facility Asset Management. Over the past few years, there is an increased awareness of the financial value of establishing and maintaining fact-based, standardized facilities asset management programs. With this awareness, we have seen an increased focus from providers of facility condition assessment services, facilities consulting, and computerized maintenance management and asset management software programs.

40 The Opportunities If you Manage facilities like you manage your business, and Convert facilities into financial terms You will.. Improve the condition of the assets, and Reduce overall cost of facility ownership

41 How to Improve FAM? Recommended Strategies to improve asset management: Establish uniform condition assessment criteria Standardize criteria for inventory of property assets Use of computerized inventory and cost databases Standardize costing methods using a common metric Adoption of a comprehensive, valid, engineering based assessment system that incorporates life-cycle planning into facilities maintenance Government Accounting Office, Sept. 1999

42 What do you own? What is it worth? What is the deferred maintenance? What is its condition? What is the remaining service life? What do you fix first? 6 Whats of Asset Management Why Industry Needs Asset Management Tools, Dr. D.J. Vanier, National Research Council Canada, 1999

43 Facility Metrics... annual budgets for maintenance and repair should be set at 2% to 4% of the current replacement value (CRV) of the constructed facilities Federal Facilities Council, 1996

44 Example M&R Cost Analysis Facility Type Area (SF) Cost/SF CRV Avg Life (yrs) Office Building, 2-4 stories 1,000,000 $ $ 146,000, Retail Store 1,000,000 $ $ 126,190, Factory, 1 story 1,000,000 $ $ 114,550, ,000,000 $ 386,740, Rate Costs Annual M&R Spending 3.0% $ 11,602,200 Cost/SF $ 3.87 Average Lifespan (yrs) 55 Lifespan M&R Costs $ 638,121,000 Total Costs over Lifespan $ 1,024,861,000

45 FAM Costs 1st Year FCA Costs Cost Cost/Year Cost/SF/Year % of Annual M&R Software (initial cost + 1 years maint) $ 37,500 $ 37,500 $ % Assessments (Initial /SF) $ 300,000 $ 300,000 $ % $ 337,500 $ 337,500 $ % 5 Year FCA Costs Cost Cost/Year Cost/SF/Year % of Annual M&R Software (initial cost + 5 years maint) $ 67,500 $ 13,500 $ % Assessments (2 times over 5 years) $ 600,000 $ 120,000 $ % $ 667,500 $ 133,500 $ % 10 Year FCA Costs Cost Cost/Year Cost/SF/Year % of Annual M&R Software (initial cost + 10 years maint) $ 105,000 $ 10,500 $ % Assessments (3 times over 10 years) $ 900,000 $ 90,000 $ % $ 1,005,000 $ 100,500 $ %

46 Return on Investment If you could extend the life of your portfolio only one year over a ten year period. You would save $11.6 mil in M&R costs = Benefit Cost total $1.0 mil over 10 years for FAM program = Cost Return on Investment (10 years) = 1,054% Return on Investment (55 Year Life) = 187%

47 FAM at No Cost With the knowledge gained from a FAM Program, On a 3 MSF portfolio, do you think you could maintain these facilities at the same level of service, spending $3.83/SF vs $3.87/SF on M&R over the next ten years? Yes? Then you implemented your FAM Program at no cost!

48 Questions? Comments? Thank you for joining this presentation, A Primer on Facility Asset Management By Bill Faesenmeier Contact XP Solutions Americas: Asia Pacific: EMEA:

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