The Value of Validated Data - Iowa State University Case Study
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This document presents a case study on the value of validated data at Iowa State University, detailing its history, campus profile, and extensive data analyses related to facilities management. It emphasizes the importance of data-driven decision-making and resource management to maintain the university's facilities effectively. Additionally, the document discusses various awards and recognition achieved by the university for its strategic initiatives and performance measurement.
The Value of Validated Data - Iowa State University Case Study
- 1. The Value of Validated Data An Iowa State University Case Study February 23rd , 2012 Presented by: Associate VP for Business and Finance, Pamela Elliott-Cain Associate Director Business Services, Don Chrusciel Associate VP, Facilities Planning and Management , David Miller Regional Account Executive, Sightlines, Thomas Huberty
- 2. Iowa State University Campus Profile • Established: 1858 as Iowa Agricultural College & Model Farm • Designated nations first land-grant college in 1864 • Location: Ames, Iowa • Eight colleges offering 100 bachelor’s degree programs, 112 master’s degree programs and 83 at the Ph.D. level. ISU also offers one professional degree program: veterinary medicine • Enrollment: 29,887 • Campus employees: 5,800 • Campus facilities: 13.4M GSF Total; 6.6M GSF E&G; 173 buildings • Acreage: 1,984 Developed Acres 2
- 3. History/Rationale Joined Sightlines in 2004 with the Big Ten and Friends Group 3
- 4. History/Rationale Campus Profile Building Construction Date Dates of Major Building Renovations Building Function (Resident Hall, Academic, Athletic, …) Building Gross Square Footage, Land Acres Building Information Technical Complexity of space(1-5 building mechanical system rating to be done with Sightlines) List of buildings served by central systems – boiler plant(s), chiller plant(s) and electrical primary feed(s) Deferred Maintenance Assessment (in-house or contracted) Total need and Deferred Maintenance project detail Capital & Operating Project List Completed project lists from both Operating resources and Capital funds Cost of New Buildings Comprehensive Operational Staffing Table Department Organizational Chart Distribution of trades, custodial and grounds staff by shop including Facilities supervisors Total number of requested work orders Total number of completed work orders Analysis Work Order Report Completed work orders break down - by shop and type of work ( Daily Service, PM, Project) Monthly Utility Cost and Consumption by Fuel Type (Gas, Oil, Electric) for each Energy Profile year analyzed. Primary generation equipment profile including hours of operation Financial Institutional Financial Statement Balance Sheet and Operating Budget Facilities Operating Budget Fiscal Year Operating Budget and Actual by department and line item. Recurring Capital budget (Plant fund, R&R account) and Capital (Bonds, Capital Capital Budget Campaign) 4
- 5. History/Rationale Apples To Apples Comparison 5
- 6. History/Rationale QVQ Process Independent Third Party Quantify, Verify, Qualify Validation 6
- 7. History/Rationale Robust Database of Peer Data Sightlines works with more than 280 institutions Sightlines’ database houses information for over 320 campuses Sightlines works with institutions in over 37 states and the District of Columbia Sightlines’ database includes over 860 million GSF 95% Annual retention rate 7
- 8. History/Rationale Joined Sightlines in Apples to Apples 2004 comparison Campus Profile Building Construction Date Dates of Major Building Renovations Building Function (Resident Hall, Academic, Athletic, …) Building Gross Square Footage, Land Acres Building Information Technical Complexity of space(1-5 building mechanical system rating to be done with Sightlines) List of buildings served by central systems – boiler plant(s), chiller plant(s) and electrical primary feed(s) Independent Third Deferred Maintenance Assessment (in-house or contracted) Total need and Deferred Maintenance Comprehensive project detail Completed project lists from both Operating resources and Capital funds Capital & Operating Project List QVQ Cost of New Buildings Operational Department Organizational Chart Party Validation Staffing Table Distribution of trades, custodial and grounds staff by shop including Facilities Analysis supervisors Total number of requested work orders Total number of completed work orders Work Order Report Completed work orders break down - by shop and type of work ( Daily Service, PM, Project) Monthly Utility Cost and Consumption by Fuel Type (Gas, Oil, Electric) for each Energy Profile year analyzed. Primary generation equipment profile including hours of operation Financial Institutional Financial Statement Balance Sheet and Operating Budget Facilities Operating Budget Fiscal Year Operating Budget and Actual by department and line item. Recurring Capital budget (Plant fund, R&R account) and Capital (Bonds, Capital Capital Budget Campaign) Robust Database of Peer Data 8
- 9. Internal Uses Facilities Planning and Management 9
- 10. Facilities Planning and Management Data Based Decision Making “In God We Trust, All others must bring Data” ~ Dr. W. Edwards Deming 10
- 11. Facilities Planning and Management Data Based Decision Making 11
- 12. Facilities Planning and Management Data Based Decision Making 12
- 13. Facilities Planning and Management Data Based Decision Making Bob’s office 13
- 14. Facilities Planning and Management Managing scarce resources to maintain facilities 14
- 15. Facilities Planning and Management Managing scarce resources to maintain facilities Managing scarce resources to maintain facilities 15
- 16. Facilities Planning and Management Managing scarce resources to maintain facilities Managing scarce resources to maintain facilities 16
- 17. Facilities Planning and Management Managing scarce resources to maintain facilities Managing scarce resources to maintain facilities 17
- 18. Facilities Planning and Management Motivating tool to encouraging staff on a continual basis 18
- 19. Facilities Planning and Management Staff Motivation and Encouragement 19
- 20. Facilities Planning and Management Staff Motivation and Encouragement 20
- 21. Facilities Planning and Management Reporting Incorporated into multiple ISU annual reports 21
- 22. Facilities Planning and Management Reporting Complements other campus data collection efforts 22
- 23. Internal Uses Across Campus 23
- 24. University at Large Resource Management Model (RMM) 24
- 25. University at Large Resource Management Model (RMM) 25
- 26. University at Large Informed Decision Making and Strategic Planning 26
- 27. University at Large Informed Decision Making and Strategic Planning Provides analytics when estimating costs 27
- 28. University at Large Improved Reporting Vice President for Business & Finance Annual Report 2011 28
- 29. University at Large Accountability Provides accountability in efficient use of resources to governing board 29
- 30. External Uses 30
- 31. ISU External FP&M Website 31
- 32. ISU External FP&M Website 32
- 33. Conference/Consortia and Friends 33
- 34. Awards and Recognition 34
- 35. Awards and Recognition IPRE-Baldrige Do you plan? Are you successful? Strategic & Tactical … How do you deploy and execute the plan? Put into action, awareness, buy-in … How do you measure? How are you doing? How do you measure success… Based on those measures, how are you doing… 35
- 36. Awards and Recognition IPRE-Baldrige The Baldrige Framework Organizational Profile: Environment, Relationships, and Challenges 2 5 Strategic Human Resource Planning Focus 7 1 Business Leadership Results 3 6 Customer & Process Leadership Market Management Focus Process Triad Triad 4 Measurement, Analysis, & Knowledge Management 36
- 37. Awards and Recognition IPRE-Baldrige Gold Level Award May 6th. 2010 37
- 38. Awards and Recognition IPRE-Baldrige 1000 ISU FP&M IRPE Quest IRPE Baldrige-based 900 Assessment Score Site Visit & 800 Award Received 700 Baldrige Mid-Range Score 600 500 400 MBNQP 300 200 0 100 2002 2003 2004 2005 2006 2007 2008 2009 38
- 39. Awards and Recognition 39
- 40. Questions and Discussion 40
Editor's Notes
- #12: ISU FP&M Facilities tracking & data Bob Currie’s office General Services room 152A
- #13: ISU FP&M Facilities tracking & data Bob Currie’s office General Services room 152A
- #14: ISU FP&M Facilities tracking & data Bob Currie’s office General Services room 152A
- #20: ISU FP&M Benchmarking posted in General Services room 142ISU FP&M data & tracking information in General Services room 167-2 (shop display)Facilities information on counter in General Services room 152
- #21: ISU FP&M Internal Website – proving data & information to FP&M staff
- #23: Other ISU FP&M data collection (employee survey, environmental scan, & primary services Custodial, Campus Services, Building Maintenance customer surveys)
- #25: Resource Management Model documentation (responsibility centered budgeting) campus units pay for base facility services and “purchase” additional facility services
- #26: Resource Management Model documentation (responsibility centered budgeting) campus units pay for base facility services and “purchase” additional facility services
- #27: Data used to inform budget advisory groups and senior administrator with objective benchmarks
- #28: Provides analytics when estimating costs of new facilities
- #32: ISU FP&M External Website means of providing data & information to campus patrons
- #33: Utilities Web page for data and information
- #36: IRPE – Baldrige Criteria basically asks?
- #37: Baldrige framework graphic
- #38: Baldrige framework graphic
- #39: IRPE quest from site visit to winning the gold in 2009
- #40: IRPE quest from site visit to winning the gold in 2009