Space and Project Management Benchmarks. IFMA Research Report #34

Transcription

1 Space and Project Management Benchmarks IFMA Research Report #34

2 Space and Project Management Survey Committee Members Frederick J. Berl, CFM, Los Alamos National Laboratory Angie Earlywine, HOK Advance Strategies Steve Farashian, Kimberly-Clark Corporation John Francis, TEC Inc. Jamie Galileo, Energy Solutions Arena Lorna J. Holmes, FMP, City of Loveland Scott Horst, PE, CFM, Ford Motor Company Kirt Miller, CFM, IFMA Fellow John R. Osborne, Altera Corporation John B. Parsons, CFM, PGP Corporation Andy Steinberg, ECS Group Inc. Azariah R. Stevens, CFM, Kimberly-Clark Corporation Project Leader Shari F. Epstein, CAE, International Facility Management Association Graphic Design Kate Disabato and Julie Maggos, HOK Graphics Copyright 2010 by the International Facility Management Association All rights reserved. Printed in the United States of America. No part of this publication may be reproduced, stored in a retrieval system or transmitted in whole or part, in any form or by any means, electronic, mechanical, photocopying, recording, scanning, or otherwise, except as permitted under Section 107 or 108 of the 1976 United States Copyright Act, without the written permission of the Publisher, International Facility Management Association. For more information, please contact: IFMA Research Department 1 East Greenway Plaza, Suite 1100, Houston, TX , USA Phone: Fax: research@ifma.org Cover Image: Herbalife Photographer: Benny Chan ISBN Printed on 10% post-consumer waste recycled paper - saving enough energy to power an average American household for 1 day.

3 International Facility Management Association Space and Project Management Benchmarks IFMA Research Report #34 Old National Bank Photographer: Sam Fentress

4 Table of Contents Introduction Using This Report...2 About Space and Project Management Benchmarks Report...4 Database is Available for Further Analysis...4 Methodology...4 Acknowledgements...5 About IFMA...5 Definitions...6 Section 1: Description of Respondents Facilities Industries Represented... 9 Facility Use Location of Facility Facilities by Region Facility Description Facility Age Facility Setting Hours and Days of Operation Expansion Plans Overall Ownership Site Population Site Population by Facility Use Section 2: Size of Facilities and Space Per Occupant IFMA Area Measurement Standard...19 Interior Gross and Plannable Gross Area...20 Plannable and Assignable Area...21 Interior Gross and Plannable Gross Area by Industry Type...22 Interior Gross and Plannable Gross Area by Facility Use...23 Plannable and Assignable Area by Industry Type...24 Plannable and Assignable Area by Facility Use...25 Space per Occupant Section 3: Space Planning and Utilization Tracking Space...31 Office Type...32 Office Type by Worker...32 Office Size...33 Office Size by Worker...33 Office Size by Facility Use...34 Office Size by Industry...35 Workstation Utilization...36 Non-Dedicated Workspace...37 Reserving Conference Space...37 Conference and Training Space...38 Support Space...39 Amenity Space...40 Vacancy Rates...41

5 Section 4: Moves and Furniture Moves...43 Types of Moves...45 Cost of Moves by Type...46 Managing Moves...47 Labor Allocation...47 Churn Rates...48 Swing Space...49 Furniture...50 Section 5: Computerized Facility Management CAFM Systems...53 CAFM Applications...53 Commercial CAFM Systems...54 Electronic Files...54 BIM...55 Section 6: Project Management Project Management Types of Projects Allocation of Annual Project Budget Facility Projects Construction Projects Selection of Construction Provider Construction Scheduling Capital Projects Dollar Value Deemed Capital Project Project Management Practices Project Budget Project Management Staffing Appendix Participant List

6 Introduction USING THIS REPORT Many years have passed since Robert C. Camp penned his definitive guide on the benchmarking process, Benchmarking: The Search for Industry Best Practices That Lead to Superior Performance (APQC 1989). The practice of benchmarking still continues to be a part of many organizations quality assessment tools, but this intricate multi-step process has been accelerated. Many who are engaged in benchmarking are more apt to cut to the chase. They find an average to compare to that is within close range to their performance and move on to something else. Others seek out an organization in which to copy their process without conducting the necessary due diligence. Although this may follow the definition of benchmarking, there is much more to the process. The purpose of this report is to offer a starting point for those seeking out industry data for comparison. This report provides averages which could lead some down the right path and others down the wrong path. This is why we also provide the median, or the mid-point, as well as a range of responses. We also look at other factors such as facility type and provision of labor which often affect cost or usage of space. We encourage you to do your homework as well. You may need to make adjustments when making comparisons. For example, when programming space, space per person averages come in handy, but one should have some sense of what works well within your environment. The information contained in this report represents a self-report from IFMA members and others who chose to participate. The data was voluntarily provided but was not checked with individual site visits. The percentile charts in this report allow you to see how your operation ranks against other organizations. The arrows beside some charts show the best-in-class direction. Using your facility s numbers for the performance indicator, determine whether your building is above or below the median (50th percentile). The best-in-class concept can be difficult to apply in relation to space. Allocating the least amount of space per person may be best-in-class in terms of the efficient use of real estate and achievement of cost savings, but it may have a detrimental effect on employee morale and productivity. Research conducted by BOSTI Associates suggests that workspace size, by itself, does not affect job performance or satisfaction, but the loss of size in individual workspace due to relocation or redesign can affect job satisfaction and retention. Working toward the lowest percentiles in square feet per person can be counter-productive; however, some companies believe this should be the standard, when it is not. For this reason, we have designated a direction on some of the percentile charts to indicate best-in-class, but we have not defined a specific level as best-in-class. After you have identified areas for improvement, there is still the need to conduct additional research before making changes. Look for a more homogeneous group in which to compare. Participating in one of IFMA s council benchmarking studies or community server discussions are excellent ways to learn how others with similar facilities run their operations. IFMA s research department can also assist you in conducting more detailed, smaller-scaled studies with benchmarking partners who may have more in common with your organization. 2 space and project management benchmarks IFMA 2010

7 Stuart Foundation Photographer: David Wakely

8 Introduction ABOUT SPACE AND PROJECT MANAGEMENT BENCHMARKS REPORT To compile the information for this report, IFMA issued an updated survey that had been successfully administered in 2001 and Each question was evaluated by a group of subject matter experts in the areas of space utilization and planning, M/A/C, project management and computerized facility management. The group s intent was to maintain consistency in the questions to monitor changes over time; however, there were several new questions added. Although the survey was issued to IFMA members, membership was not a requirement to participate. Survey recipients were encouraged to circulate the survey to the person responsible for the activity. This report incorporates the new area measurement terms defined in the updated IFMA/ASTM E standard. The terms gross, rentable and usable area have been replaced with slightly different measurements of interior gross, plannable gross and plannable area. These new measurements are defined in this report. In addition, much or the data, such as space per person, are provided in both standard and metric units. Findings are discussed in the sections that follow. Statistically significant findings are integrated in the text of the report. When applicable, comparisons are made to previous IFMA benchmarking reports. Additional copies of this report may be ordered through IFMA s bookstore. For those seeking the data file used to compile this report, one can order the database used to create this report. DATABASE IS AVAILABLE FOR FURTHER ANALYSIS The information contained in this report has been voluntarily supplied by IFMA members and is available in its entirety. Participant names and organizations are not included in the database, but a separate listing of contact information is available with the purchase of the database. The database is available in Excel. Cost varies based upon membership status and participation in the study. Participant Member - US$500 Non-Member - US$750 Non-Participant Member - US$1,000 Non-Member - US$1,500 METHODOLOGY The Space and Project Management Benchmarks survey was developed in Committee members examined each question to make sure questions were clear, unambiguous, concise and relevant. Questions were asked in an objective fashion in order to obtain responses that are truly representative of industry practices. The 12-page survey was made available in both a paper survey and Adobe.pdf interactive form document. IFMA members received an in September 2009 directing them to IFMA s website where they could download the electronic survey. Members were encouraged to pass the survey to the most appropriate person to complete. Respondents were asked to provide information on the facilities they manage for a 12-month period of time. Many chose to report the data for calendar year both 2008 and To encourage participation, the survey link was sent multiple times to members and past study participants in late 2009 and early Several of IFMA s councils sent invitations to participate to their members. When it appeared that survey response was lacking, the survey was converted to a print version and sent by mail to more than 9,000 IFMA members located in the United States. Approximately 440 surveys were returned during a six-month time period. A total of 424 surveys were deemed usable for tabulation purposes. A completion rate of 50% was considered usable. If a respondent did not fill out the space measurement worksheet, the respondent was contacted to supply this pertinent data. To ensure high quality data, highly structured coding and data verification procedures were used. In addition, all variables and values were checked to verify that they were within appropriate ranges and inappropriate outliers were corrected or removed. The majority of open-ended responses were read and coded into quantifiable variables to assist in analysis of the data. A full statistical analysis followed, using SPSS-PC. IFMA used nonparametric and bivariate statistical techniques to conduct the data analysis. Standardized data analysis procedures included reviewing descriptive frequency counts and cross tabulations of responses for variables of interest. To maintain real world usability of these research findings, statistics are most often provided in terms of absolute number of responses, percentages and mean averages. Percentages may not add to 100% due to rounding or the acceptance of multiple responses. In many cases, some respondents did not answer all questions, so the base numbers differ among the various quantitative findings. 4 space and project management benchmarks IFMA 2010

9 Additional calculations were made to determine space per person and to convert measurements to metric. Canadian cost data was converted to U.S. currency by multiplying costs by a factor of.95, the currency exchange rate on March 16, If data appeared out of range, the respondent was contacted to determine how the information was derived. New information was subsequently entered. This report contains the results of those analyses deemed to be of most interest to facility managers. Space and Project Management Benchmarks is a self-report survey. All data, including respondent identification, was voluntary. As with any research, readers should exercise caution when generalizing results and take individual circumstances and experiences into consideration when making decisions based on these data. While IFMA is confident in its research, it is important to understand that the results presented in this report represent the sample of organizations that chose to supply the requested facility information. A confidence level and margin of error provide readers some measure of how much they can rely on survey responses to represent all IFMA member organizations. Given the level of response to this survey, IFMA is 95% confident that responses given by all responding organizations can be generalized to all IFMA member organizations, in general with a margin of error of approximately +/- 5.0%. For example, 8% of the respondents report that they have adopted BIM to capture building data. With a 5% margin of error for the sample size of 400, the reader can be 95% certain that between 3% and 13% of facility managers are employing BIM technologies to capture building data. It is important to note that as the sample size decreases, which occurs in many of the tables, the margin of error increases. For example, a smaller sample of 150 decreases the margin of error to +/- 8%. ACKNOWLEDGEMENTS IFMA relies on members and their staff to compile and share their company s data to create this report. Providing accurate floor area measurement is a prerequisite for participation. If the information is already captured in a CAFM system, the form is relatively easy to complete. If the space information isn t captured, it can take a respondent several hours to compile the required questions. Since the survey incorporates elements from the new area measurement standard, ASTM E , many of the respondents had to recalculate their space. For many of the participating organizations, it requires a group effort to supply all of the data. We thank all the participants and their staff for going the extra distance to complete this year s survey. We purposely chose not to list the participants names, but we have listed their company s names in the appendix. A committee of subject matter experts generously gave of their time to work with Shari Epstein, CAE, IFMA s research director to craft the questions for this survey. The committee members met as subgroups via teleconference, and reviewed and updated the questions as needed. This group of survey question experts is listed on the inside cover of the report. Once the survey was drafted, Ms. Epstein distributed the survey, validated and analyzed the data, created the accompanying tables and graphs and wrote the report. ABOUT IFMA IFMA is the world s largest and most widely recognized international association for professional facility managers, supporting more than 19,000 members in 78 countries. The association s members, represented in 124 chapters and 16 councils worldwide, manage more than 37 billion square feet of property and annually purchase more than US$100 billion in products and services. Formed in 1980, IFMA certifies facility managers, conducts research, provides educational programs, recognizes facility management certificate programs and produces World Workplace, the world s largest facility management conference and exposition. To join and follow IFMA s social media outlets online, visit the association s LinkedIn, Facebook, YouTube and Twitter pages. For more information, visit space and project management benchmarks IFMA

10 Definitions Assignable Area The portion of the plannable area on a floor that can be assigned to occupant groups or functions. Average Also referred to as the mean the sum or total of all responses divided by the number of respondents. BIM Building Information Modeling (software application). CAD Computer Aided Design. CAFM Computer Aided Facility Management. Categories of Moves Box move (Employees moved to existing workspaces) No furniture moved, no new wiring or telecommunication systems required. Files and supplies are moved. Furniture move (Workstation/furniture move) Reconfiguration of existing furniture and/or furniture moved or purchased. Minimal telecommunication reconfiguration is needed. Construction move (Move that require construction) New walls, new or additional wiring, new telecommunication systems or other construction is needed to complete the move. Churn Rate The total number of moves completed in a twelve-month period divided by the average of number of occupants during the same twelve-month period multiplied by 100%. Common Support Space Space devoted to common support services. Common support space is a portion of the facility assignable area that is not attributed to any one occupant, but provides support for several or all occupant groups. Examples include cafeterias, conference rooms, storage areas, auditoriums, fitness facilities, training rooms and computer rooms. COTS Commercial, off-the-shelf software. Design-build Design-build is a system of contracting under which one entity performs both architecture/engineering and construction under one single contract. (Design Build Institute) Dominant Portion The portion of the inside finished survey of the permanent outer building wall which is 50% or more of the vertical floor-to-ceiling dimension. If a window covers 50% or more of the wall height, then the inside of the glass is considered dominant portion. Facility Management Facility management is a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology. Huddle Room Smaller rooms usually assigned to a specific department to be used for daily team or staff meetings or other quick get-togethers or stand-up meetings. Interior Encroachment Any base building element that is located inside a building, not on an outer wall, that prevents the use of the floor area for furniture, equipment, circulation, or other occupant function. Interior Gross Area The portion of the floor(s) that is totally enclosed within the dominant portion. Area devoted to interior parking is excluded from interior gross area. Interstitial Area Any area of load-bearing surface located above or below occupied building floors that is not available for general occupancy. M/A/C Moves/Additions/Changes. Major Vertical Penetrations Major vertical penetrations include stairs, elevator shafts, utility tunnels, flues, pipe shafts, vertical ducts and their enclosing walls. Mean See definition for average. Mean and average are used interchangeably and the interpretation is the same. Median The middle value in a range of responses is the median. One-half of all respondents will be below this value, while one-half will have a higher value. The median is also known as the 50th percentile. The advantage in using the median is that it is not affected as much by extreme highs or lows in the range of values as is the case with the mean. Multi-Use Used in this report to describe facilities with two or more primary uses, such as a single site that encompasses headquarter offices as well as production or research facilities. N N is the number of cases supplying the data being described. It is important to note the size of the sample for the value you are comparing. 6 space and project management benchmarks IFMA 2010

11 Office Plans Private offices Fully enclosed space, enclosed floor to ceiling walls. Open plan/cubicle Spaces/cubicles divided by movable partitions. Open seating No partitions or separated by low, 30in or 76cm partitions. Percentile Indicates dispersion of data and a specific percentile identifies where a value lies in relation to other values in a range of responses. The 25th percentile is the lower one-fourth point in the range of values in the group. The 50th percentile, also referred to as the median, represents a value of which one-half of the group falls below and one-half falls above. The median is not affected by extreme high or low values whereas the mean could be distorted. Perimeter Encroachment Any base building element or restricted area that is located inside the dominant portion of a building on the outer wall and that prevents the use of the floor area for furniture, equipment, circulation, or other occupant function. Plannable Area Plannable area is equal to the sum of the following areas: restricted areas, interior encroachments, occupant void areas, unassignable areas, assignable areas, and secondary circulation. Plannable Gross Area The portion of a floor that is totally enclosed within the interior face of perimeter encroachments at the floor plane and where there are no perimeter encroachments enclosed at the inside finished surface of the exterior walls. Project Management Project management is the process of planning, organizing, and managing tasks and resources to accomplish a well-defined objective, usually within constraints on time, resources or cost. Project/Team Room A project/team room is similar to a conference room, but is dedicated to a project team for a specific project and period of time. The space is typically equipped with whiteboards, pin-up space and has projection capabilities. This space may also be referred to as a war room. Post Occupancy Evaluation This evaluation is a survey taken after project completion to assess end users level of satisfaction with the various aspects of the new working environment, as well as to check on the performance against specifications of the major systems. (Cotts 1999) Primary Circulation The portion of a building that is a public corridor or lobby is considered primary circulation. It is further defined as space required for access by all occupants to provide a minimum path on a floor for access to egress stairs, elevator lobbies and toilet rooms. Secondary Circulation The portion of a building or floor required for access to some subdivision of a floor, that does not serve all occupants on a floor and that is not defined as primary circulation area. Secondary circulation may or may not be surrounded by walls or furniture panels. Site Population The number of full- and part-time employees, contract workers and/or tenants located at the facility(ies). Swing Space Space assigned to temporarily accommodate an organizational unit while their space is being renovated or built. Workstation Any type of space designated for occupant usage, either an open or an enclosed area, where an occupant can be seated. Void Areas The absence of a floor inside the dominant portion where a floor might otherwise be expected or measured, that is typically in the plane of the upper floors of multi-story atria or lobbies, light wells, auditoria or the area adjacent to a partial-floor mezzanine. space and project management benchmarks IFMA

12 Section 1 Description of Respondents Facilities Industries Represented Facility Use Location of Facility Facilities by Region Facility Description Facility Age Facility Setting Hours and Days of Operation Expansion Plans Overall Ownership Site Population Site Population by Facility Use Capital One Photographer: Tom Arban

13 Industry type industry Description N Services Sector 200 Banking Consumer, Commercial, Savings, Credit Unions 29 Health Care Health Care 19 Hospitality Hotel, Restaurants, Hospitality-Related 9 Information Services Data Processing, Information Services, E-Commerce 16 Insurance Health, Life, Auto, Mutual, Casualty, Flood 40 Investment Services Securities and Investment Services 10 Media Entertainment, Media, Broadcasting, Publishing 7 Professional Services Legal, Accounting, Consulting, Engineering, Architecture, Real Estate Telecommunications Telecommunication, Internet Services 2 Trade Wholesale, Retail 19 Transportation Transportation, Freight 5 Utilities Water, Gas, Electric 14 Other Services 3 Manufacturing Sector 110 Aircraft/Industrial Aerospace, Industrial Equipment 10 Building/Construction Building, Construction Materials 1 Chemical/Pharmaceutical Chemical, Pharmaceutical, Biotech 19 Consumer Products Food, Paper or related 9 Computer Computer Hardware or Software 27 Electronics Electronics, Telecommunications Equipment 22 Energy Energy-Related, Mining or Distribution 6 Furnishings Furniture, Floor Covering 2 Medical Equipment Medical Equipment 9 Motor Vehicles Motor Vehicles 2 Other Manufacturing 5 27 industries represented Many of the findings in this benchmarking report are broken out by industry sector. This 2010 data set matches closely to IFMA s overall membership with 47% of the responses originating from service industries such as banking, insurance and professional services. Twentyseven percent of the respondents work within the institutional sector. The balance 26% fall into the manufacturing sector, predominantly represented by computer, electronics and pharmaceutical companies. A full listing of the participating companies can be found in the appendix, starting on page 64. Institutional Sector 112 Association Association, Society, Federation 5 Cultural Cultural Institutions 1 Education Training Center, K-12, Higher Education 25 Federal Federal Government 6 State/Provincial State/Provincial Government 7 City/County City/County Government 35 Special District/ Quasi-Government Special Districts, Transportation Authorities 3 Military Military 1 Religious Religious, Charitable 17 Research Research 11 Other Institutions 1 space and project management benchmarks IFMA

14 Description of Respondents Facilities Facility Use IFMA invites all participants to contribute data and strives to provide a facility category that best fits their operation. The list of facility use categories continues to expand. There are 24 categories listed, but the majority of the data fit into an office category. Offices are broken into four sub-categories: headquarter, regional, medical and mixed use where office space is dominant. Industry sector and facility use are used consistently throughout this report to further delineate space and practices. Facility Use Facility Description N Office Headquarter Headquarter 161 Regional Office Regional/Branch Office 46 Mixed Use - Office Mixed Use Office is dominant 74 Medical Office Medical Office 2 Industrial Manufacturing Manufacturing 22 Warehouse Warehouse 6 Assembly Recreation Center Community/Recreation Center 1 Religious Church, Mosque, Synagogue 11 Stadium Stadium/Arena/Auditorium/Theatre 1 Retail Store Department/Big Box 3 Branch Retail - Branch 5 Other Call Center Call Center 8 Correctional Jail/Prison 1 Courthouse Courthouse 6 Data Center Data/Computer/Switch Facility 4 Education Training/Classrooms 24 Health Care Acute Care/Clinic/Behavioral Care/Medical Center/Rehab 5 Library Library 1 Multi-Family Condominium/Student Housing 2 Multi-Use No single type of space dominates more than 50% 11 Museum Gallery/Zoo/Arboretum 2 Research Center Research/Laboratory 20 Senior Housing Assisted Living/Skilled Nursing 2 Sports & Entertainment Aquatic/Gaming/Golf Course 1 10 space and project management benchmarks IFMA 2010

15 Location of Facility The map to the left shows the location of facilities that participated in the study MA=29 RI=0 DE=1 DC=4 MD=9 25 Region N % of Sample Canada (AB, BC, ON, QC, SK) 23 5% New England (CT, MA, NH, NJ, VT) 38 9% Northeast (DE, NY, PA) 20 5% Mid-Atlantic (DC, MD, NC, SC, VA) 39 9% Southeast (AL, FL, GA, TN) 45 11% Midwest (IN, KY, MI, OH) 40 10% North Central (IA, MN, ND, WI) 42 10% Heartland (IL, KS, MO, NE) 33 8% South Central (AR, LA, OK, TX) 30 7% Mountain (AZ, CO, ID, NM, NV, UT) 33 8% Pacific (CA, OR, WA) 71 18% Facilities by Region In the Space Planning and Utilization section of this report, vacancy rates are displayed by geographical region as well as by industry sector and facility use. This chart shows how the states and provinces are broken out by region. The 10 U.S. categories are based upon postal zip code. For example, the region labeled Pacific is composed of the five states in which the zip code begins with the number nine. space and project management benchmarks IFMA

16 Description of Respondents Facilities Facility description In the Space and Project Management survey form, it is suggested that respondents provide data for a single-use building, preferably the largest or most active building in their portfolio. This allows for better comparison and more accurate calculations of density and support space per person. The majority of the data supplied comes from single buildings or campus settings. For those managing a campus setting, i.e. multiple buildings in one location, the median number of buildings is four. facility description 31% Multiple Buildings, One Location 35% Single Building 19% Multiple Buildings, Multiple Locations 15% Space Within a Building n=423 Facility Age facility AGE The average age of the facilities represented in this study is 27 years. The oldest building in this data set is 200 years old and is used as a regional office. Education and manufacturing facilities in this data set were considerably older than other types of facilities. 14% 13% 23% 26% 11% 6% 7% Less than 5 years 5-10 years years years years years More than 50 years n= space and project management benchmarks IFMA 2010

17 35% Suburban Area facility SETTING 15% Industrial Park 3% Rural Facility Setting Almost half, 47%, of the facilities in this study are located in a downtown or uptown location. The chart to the bottom shows that some facilities types are likely to be found in the suburbs or industrial parks where land is less expensive. 23% Secondary Downtown Locations 24% Central Business District n=418 facility by location headquarters 30% 24% 35% 9% 2 manufacturing 9% 27% 59% 5% religious 18% 82% call center 25% 50% 25% health care 20% 40% 20% 20% Research 15% 10% 35% 25% 15% education 22% 35% 39% 4% regional office 30% 28% 37% 5% CBD Secondary Downtown Surburban Area Industrial Park Rural Area n=418 space and project management benchmarks IFMA

18 Description of Respondents Facilities hours and days of operation With exception to hospitals and data centers, most of the facilities in this study do not operate 24/7. facility use N hours/day days/week Data Center Hospital Call Center Education Research Center Multi-Use Warehouse Headquarter Mixed Use - Office Regional Office Retail Branch Courthouse Religious TOTAL Expansion Plans Despite the downturn in the economy, 30% of the respondents anticipate the need for more space in the years to come. Although not surprising, the percentage has dropped from 41% in 2007 to 30% in Industries poised for growth include health care, telecommunications, chemical and pharmaceutical, energy, educational, federal and military. On the other hand, industries anticipating a contraction include hospitality, media, computers and consumer products. 53% No Change expansion plans 30% Expansion 17% Contraction n= space and project management benchmarks IFMA 2010

19 owned vs. leased 55% overall ownership The majority of the data in this report, 55%, comes from owner occupied facilities. Of the 17% that provided a combination of leased and owned properties, 70% is owned and the balance, 30% is leased. 28% 17% owner occupied leased combination n=422 space within a building 17% owned vs. leased by facility 83% single building 66% 27% 7% multiple buildings, one location 73% 14% 13% multiple buildings, multiple locations 33% 14% 53% Owner Occupied Leased Combination n=422 space and project management benchmarks IFMA

20 Description of Respondents Facilities Site Population Respondents are asked to provide the number of occupants in the buildings that they manage. Using the number provided, IFMA calculates density and support space per person. Recognizing that not all occupants are necessarily employees, IFMA defines an occupant as a fulland part-time employee, contract worker and/or tenant located at the facility(ies). Since this site population fluctuates on a daily basis, the survey asks for the average number over the course of a year. 16% 501-1,000 33% site population 24% 1,001-2,500 17% More than 2,500 10% 100 or Less n=424 Mean = 1,948 Median = 671 Range = 6 to 83,000 Site Population by Facility Use site population by facility use facility use N mean median Headquarter 161 1, Mixed Use - Office 73 1, Regional Office Education 24 8,709 2,375 Research Center 20 2, Religious 11 4, Multi-Use 10 1, Call Center Warehouse Courthouse Hospital 5 2,840 1,500 Retail - Branch 5 1, Data Center space and project management benchmarks IFMA 2010

21 overall ownership (SF) Young & Rubicam/Wunderman Photographer: Richard Johnson space and project management benchmarks IFMA

22 Section 2 Size of Facilities and Space Per Occupant IFMA Area Measurement Standard Interior Gross and Plannable Gross Area Plannable and Assignable Area Interior Gross and Plannable Gross Area by Industry Type Interior Gross and Plannable Gross Area by Facility Use Plannable and Assignable Area by Industry Type Plannable and Assignable Area by Facility Use Space per Occupant HOK London Office Photographer: Hufton + Crow

23 elements of ifma s area measurement standard interior Gross Area Plannable Gross Area Plannable Area Assignable Area Exterior Gross to Dominant Portion Perimeter Encroachments Void Areas Restricted Areas EXterior gross area Interstitial Areas Major Vertical Penetrations interior encroachments Interior Parking Service Areas Occupant Void Areas ExCluded Areas Primary Circulation Secondary Circulation Restricted Headroom Areas IFMA area Measurement Standard In 2008, IFMA updated its measurement standard used to measure floor area, ASTM The new version, ASTM E , made wholesale changes including the realignment of many of the space categories. Certain definitions of terms in this standard were agreed upon in 2007 by a Working Group established jointly by the Building Owners and Managers Association (BOMA) International and IFMA. The terms rentable and usable are no longer used in the new standard. They have been replaced with Exterior Gross, Interior Gross, Plannable Gross, Plannable and Assignable. Many of the terms were derived from referenced ASTM standards or from referenced ANSI standards, or from published IFMA documents. A worksheet with the newer definitions was included in the survey to guide respondents when providing their facility area measurements. The diagram to the left demonstrates how the space categories were redefined and realigned. Specific space category can be found in the definitions section of this report as well in the area measurement standard. space and project management benchmarks IFMA

24 Size of Facilities and Space Per Occupant Interior Gross and Plannable Gross Area interior gross (SF) Interior gross area includes the portion of the floor(s) that is totally enclosed within the dominant portion. Interior gross is a smaller area when compared to gross measurement used in previous IFMA standards and reports because interior gross excludes exterior walls and interior parking space. Plannable gross area can be used for space planning and chargebacks. It is the portion of a floor that is totally enclosed within the interior face of perimeter encroachments at the floor plane and where there are no perimeter encroachments enclosed at the inside finished surface of the exterior walls. Examples of perimeter encroachments include window sills, convectors, baseboard heating units and radiators. 17% 500,001-1,000,000 n=411 15% More than 1,000,000 21% 200, ,000 28% 100,000 or Less 19% 100, ,000 17% 500,001-1,000,000 plannable gross (SF) 14% More than 1,000,000 29% 100,000 or Less 22% 200, ,000 18% 100, ,000 n=413 interior gross area percentile SF SM SF plannable gross area 99 7,704, ,769 7,516, , ,584, ,065 2,500, , ,430, ,930 1,310, , ,738 64, ,710 62, ,528 21, ,956 21, ,000 8,361 85,000 7, ,609 3,680 37,600 3, ,391 2,173 22,449 2, , , MEAN 672,901 62, ,478 58,664 SM 20 space and project management benchmarks IFMA 2010

25 assignable area (SF) 9% More than 1,000,000 14% 500,001-1,000,000 36% 100,000 or Less plannable area (SF) 10% More than 1,000,000 15% 500,001-1,000,000 25% 200, ,000 32% 100,000 or Less 18% 100, ,000 n=413 Plannable and Assignable Area Plannable area is similar to usable area which was used in previous benchmarking reports. It is derived by subtracting primary circulation, major vertical penetrations, void areas and service areas from plannable gross area. Assignable area is the portion of the plannable area on a floor that can be assigned to occupant groups or functions. To reach assignable area, one would subtract secondary circulation, restricted areas, interior encroachments and occupant void areas. 23% 200, ,000 18% 100, ,000 n=413 plannable area assignable area percentile SF SM SF SM 99 7,182, ,216 6,755, , ,902, ,736 1,700, , ,000,000 92, ,970 88, ,000 46, ,179 44, ,000 18, ,254 16, ,000 6,689 66,381 6, ,708 2,853 28,117 2, ,831 1,749 18,000 1, , , MEAN 528,992 49, ,176 44,330 space and project management benchmarks IFMA

26 Size of Facilities and Space Per Occupant Interior Gross and Plannable Gross Area by Industry Type Industry type Services Sector N # MEAN interior gross area MEAN MEDIAN MEDIAN plannable gross area SF SM SF SM SF SM SF SM Banking ,812 16, ,186 8, ,411 16, ,500 7,664.3 Health Care ,962 41, ,500 26, ,613 38, ,000 23,690.0 Hospitality 9 432,791 40, ,400 35, ,280 37, ,000 34,373.0 Information Services ,914 29, ,000 7, ,661 27, ,000 7,710.7 Insurance ,985 62, ,600 48, ,687 61, ,585 45,946.9 Investment Services ,312 64, ,000 41, ,537 64, ,682 41,589.6 Media 7 343,758 31, ,429 11, ,407 31, ,590 10,738.3 Professional Services ,344 30, ,871 12, ,776 29, ,592 11,203.0 Trade ,032 51, ,000 28, ,856 50, ,000 28,334.5 Transportation 5 271,902 25, ,000 20, ,357 24, ,296 20,837.0 Utilities ,415 78, ,780 29, ,546 77, ,313 28,549.4 Other Services 3 136,500 12, ,500 7, ,106 12, ,725 7,127.7 MEAN MEAN MEDIAN MEDIAN Manufacturing Sector Aircraft/Industrial 10 1,586, , ,599 87, ,531, , ,795 86,192.2 Chemical/Pharmaceutical ,363 42, ,940 14, ,003 41, ,250 14,794.3 Consumer Products 9 680,858 63, ,000 63, ,744 62, ,000 6,3172 Computer ,024 70, ,000 37, ,972 68, ,194 36,527.7 Electronics 21 1,218, , ,000 91, ,167, , ,596 87,102.7 Energy 6 851,235 79, ,897 66, ,535 74, ,897 66,692.7 Medical Equipment 9 436,068 40, ,000 32, ,041 39, ,000 29,728.0 Other Manufacturing 5 136,030 12, ,010 9, ,380 12, ,626 9,348.2 Institutional Sector Association 5 104,431 9, ,000 10, ,254 9, ,000 8,918.4 Education 23 2,021, , ,727 57, ,824, , ,890 54,429.2 Federal 6 1,098, , ,000 45, ,401 92, ,000 39,203.8 State/Provincial 7 106,704 9, ,000 10, ,560 9, ,000 8,268.1 City/County ,219 37, ,247 13, ,927 34, ,102 13,108.4 Special District 3 599,145 55, ,680 48, ,241 55, ,687 48,000.2 Religious ,315 23, ,500 8, ,711 21, ,000 8,361.0 Research 11 1,730, , ,000 29, ,408, , ,168 29, space and project management benchmarks IFMA 2010

27 facility use interior gross area Interior Gross and Plannable Gross Area by Facility Use plannable gross area N MEAN SF MEAN SM MEDIAN SF MEDIAN SM MEAN SF MEAN SM MEDIAN SF MEDIAN SM # SF SM SF SM SF SM SF SM Headquarter ,743 50, ,363 27, ,680 48, ,000 24,804 Mixed Use Office ,766 60, ,621 19, ,713 58, ,121 19,334 Regional Office ,157 29, ,000 13, ,005 27, ,501 12,867 Education 22 2,114, , ,568 57,372 1,910, , ,150 55,940 Research Center 20 1,538, , ,202 14,697 1,322, , ,720 14,466 Multi-Use 11 1,172, , ,000 32,515 1,091, , ,000 29,728 Call Center 8 108,853 10,112 70,370 6, ,031 9,943 69,910 6,495 Warehouse 6 296,333 27, ,138 29, ,298 26, ,500 29,496 Courthouse 5 175,779 16, ,064 18, ,381 14, ,093 18,124 Hospital 5 851,940 79, ,999 46, ,043 72, ,000 34,373 Data Center 4 44,840 4,166 29,681 2,757 37,403 3,475 27,807 2,583 Retail - Branch 4 719,508 66,842 37,800 3, ,297 64,500 37,600 3,493 space and project management benchmarks IFMA

28 Size of Facilities and Space Per Occupant Plannable and Assignable Area by Industry Type Industry type Services Sector N # MEAN plannable area MEAN MEDIAN MEDIAN assignable area SF SM SF SM SF SM SF SM Banking ,873 13, ,991 6, ,199 12, ,000 5,945.6 Health Care ,920 35, ,000 21, ,093 31, ,000 20,902.5 Hospitality 9 321,983 29, ,000 18, ,821 24, ,000 16,257.5 Information Services ,797 22, ,018 7, ,130 20, ,337 6,534.3 Insurance ,215 47, ,868 33, ,893 44, ,408 27,443.5 Investment Services ,601 53, ,101 38, ,358 45, ,842 33,615.1 Media 7 317,595 29, ,928 9, ,986 26, ,000 8,825.5 Professional Services ,488 25, ,000 10, ,853 24, ,500 9,429.4 Trade ,567 41, ,000 21, ,338 38, ,158 21,103.0 Transportation 5 244,237 22, ,000 18, ,497 21, ,000 17,186.5 Utilities ,432 62, ,116 23, ,590 54, ,561 21,605.0 Other Services 3 108,989 10, ,000 6, ,989 9, ,000 5,574.0 MEAN MEAN MEDIAN MEDIAN Manufacturing Sector Aircraft/Industrial 10 1,227, , ,201 38, ,175, , ,585 59,975.0 Chemical/Pharmaceutical ,316 29, ,000 10, ,935 24, ,000 9,940.3 Consumer Products 9 525,716 48, ,144 49, ,816 41, ,913 40,124.7 Computer ,964 54, ,260 23, ,052 48, ,737 23,200.6 Electronics ,224 89, ,601 58, ,038 84, ,798 44,294.5 Energy 6 670,997 62, ,546 50, ,227 54, ,328 38,677.0 Medical Equipment 9 346,863 32, ,000 27, ,628 29, ,000 26,941.0 Other Manufacturing 5 120,798 11, ,000 8, ,384 10, ,000 6,967.5 Institutional Sector Association 5 74,848 6, ,472 6, ,048 6, ,472 5,339.1 Education 23 1,613, , ,960 42, ,425, , ,000 39,482.5 Federal 6 769,739 71, ,500 29, ,131 61, ,643 26,257.6 State/Provincial 7 90,868 8, ,000 7, ,344 7, ,000 6,967.5 City/County ,745 30, ,764 8, ,307 27, ,936 8,076.4 Special District 3 412,828 38, ,486 35, ,760 33, ,999 35,116.1 Religious ,305 18, ,000 7, ,352 18, ,000 6,967.5 Research 11 1,284, , ,890 20, ,266, , ,440 16, space and project management benchmarks IFMA 2010

29 Plannable and Assignable Area by Facility Use facility use plannable area assignable area N MEAN SF MEAN SM MEDIAN SF MEDIAN SM MEAN SF MEAN SM MEDIAN SF MEDIAN SM # SF SM SF SM SF SM SF SM Headquarter ,895 39, ,890 20,520 37, , ,719 17,253 Mixed Use Office ,672 48, ,866 17,360 46, , ,000 15,126 Regional Office ,971 23, ,500 11,380 23, , ,000 11,148 Education 22 1,690, , ,617 45,578 1,500, , ,661 45,396 Research Center 20 1,163, , ,767 13,449 1,129, , ,904 9,838 Multi-Use ,775 84, ,000 27,870 83, , ,000 26,941 Call Center 8 84,742 7,872 58,906 5,472 75,727 7,035 55,250 5,132 Warehouse 6 261,856 24, ,500 26, ,402 21, ,500 24,386 Courthouse 5 124,584 11,574 88,941 8, ,567 10,829 88,873 8,256 Hospital 5 723,746 67, ,000 33, ,485 59, ,000 32,515 Data Center 4 34,028 3,161 26,557 2,467 30,390 2,823 24,780 2,302 Retail - Branch 4 666,866 61,952 32,750 3,042 64, ,543 30,900 2,871 space and project management benchmarks IFMA

30 Size of Facilities and Space Per Occupant space per occupant Because the space categories have been realigned to match IFMA s updated 2008 area measurement standard, one cannot make a direct comparison of this year s space per person data to IFMA 2007 s Space and Project Management Benchmarks Report data. Interior gross and plannable gross areas do not match up to gross and rentable; however, plannable and assignable areas align more closely to the usable and assignable area measurements which were used previously. interior gross area plannable gross area plannable area assignable area percentile SF SM SF SM SF SM SF SM 99 1, , , MEAN space and project management benchmarks IFMA 2010

31 space per occupant Industry type Services Sector N # MEAN INTERIOR GROSS area MEAN MEDIAN MEDIAN PLANNABLE GROSS area SF SM SF SM SF SM SF SM Banking Health Care Hospitality Information Services Insurance Investment Services Media Professional Services Trade Transportation Utilities MEAN MEAN MEDIAN MEDIAN Manufacturing Sector Aircraft/Industrial Chemical/Pharmaceutical Consumer Products Computer Electronics Energy Medical Equipment Other Manufacturing Institutional Sector Association Education Federal State/Provincial City/County Special District Religious Research space and project management benchmarks IFMA

32 Size of Facilities and Space Per Occupant space per occupant Industry type Services Sector N # MEAN plannable area MEAN MEDIAN MEDIAN assignable area SF SM SF SM SF SM SF SM Banking Health Care Hospitality Information Services Insurance Investment Services Media Professional Services Trade Transportation Utilities Services MEAN MEAN MEDIAN MEDIAN Manufacturing Sector Aircraft/Industrial Chemical/Pharmaceutical Consumer Products Computer Electronics Energy Medical Equipment Other Manufacturing Institutional Sector Association Education Federal State/Provincial City/County Special District Religious Research space and project management benchmarks IFMA 2010