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Don't Leave Your Facilities Needs to Chance: From Game Plan to Master Plan

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This presentation explores what facilities leaders can do when rolling the dice doesn't work regarding the management of deferred maintenance. You'll also learn how to:

- Maximize the value of a deferred maintenance assessment
- Integrate deferred maintenance data with a master plan
- Optimize institutional resources to mitigate risk
- Be a partner in program success rather than a follower

Publicada em: Educação
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Don't Leave Your Facilities Needs to Chance: From Game Plan to Master Plan

  1. 1. Wheaton College (MA) Whitworth University Widener University Wilkes University Williams College Worcester Polytechnic Institute Worcester State College Wright State University Xavier University Yeshiva University Youngstown State University Don’t Leave Your Facilities Needs to Chance What campus leaders can do when rolling the dice doesn’t work Sightlines Webinar with Dr. Tim Carey of Ithaca College June 30, 2016
  2. 2. Meet Your Webinar Hosts 2 Caroline Johnson Regional Service Manager Sightlines Dr. Tim Carey AVP/Chief Facilities Officer Ithaca College
  3. 3. 3 Agenda Introduction to Ithaca and their partnership with Sightlines Ithaca’s Story – Tim will share how Ithaca College used a building portfolio analysis to inform master planning initiatives across campus. Executive takeaways and concluding thoughts Questions & comments
  4. 4. Feel Free to Start a Dialogue with Our Presenters Enter questions in the box at any time. We want to hear from you! Enter questions here at any point during the webinar Presentation slides and webinar recording will be sent to each attendee following today’s session 4
  5. 5. Introduction & Ithaca’s Story – How Ithaca College used a building portfolio analysis to inform master planning initiatives across campus
  6. 6. Institutional Profile > Located in Ithaca, NY > 6,723 Students > 2.6M GSF > 85 Buildings > 400 Maintained Acres > Sightlines Member since 2006 6
  7. 7. 7 Is Facilities Management like Monopoly? • There are numerous key players/constituents involved • Every player/constituents may have a different priority than yours • Strategic investments are required • Different properties hold different values
  8. 8. Ithaca College 8
  9. 9. 0% 5% 10% 15% 20% 25% 30% 35% %ofConstructedSpace Sightlines Database- Construction Age My Campus Building Risk Affected by Construction VintagePre-War Built before 1951 Durable construction Older but typically lasts longer Post-War Built between 1951 and 1975 Lower-quality construction Already needing more repairs and renovations Modern Built between 1975 and 1990 Quick-flash construction Low-quality building components Complex Built in 1991 and newer Technically complex spaces Higher-quality, more expensive to maintain & repair Pre-War Post-War Modern Complex Percent of Total Space 56% Percent of Total Space 31% Majority of campus space built in Post War and Complex era Percent of Total Space 13% Percent of Total Space 0% 9 ROPA+ Data
  10. 10. Projecting Future Physical Profile From FY13-FY18*, 20% of space will move into the Over 50 age category 21% 13% 34% 31% 39% 26% 17% 23% 18% 38% 38% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% FY2013 FY2018 FY2023 %ofTotalCampusGSF Campus Renovation Age Under 10 10 to 25 25 to 50 Over 50*No New Space or demolitions for 2018 or 2023 projection 10 ROPA+ Data
  11. 11. $- $20.00 $40.00 $60.00 $80.00 $100.00 $120.00 A B C D Ithaca E F G H I $/GSF Total Asset Reinvestment Need Database Avg Peer Group Avg A Higher Asset Reinvestment Need 11 ROPA+ Data
  12. 12. > Campus was built during a time of lower quality construction > Projections showed campus aging at a rapid rate > Total Asset Reinvestment Need was above peer and database levels What Ithaca Knew 12
  13. 13. Is Facilities Management like Monopoly? • There are numerous key players/constituents involved • Every player/constituents may have a different priority than yours • Strategic investments are required • Different properties hold different values WITHOUT A PLAN YOU WILL LOSE 13
  14. 14. Losing Isn’t Fun! 14
  15. 15. Chance at Ithaca 15
  16. 16. The Bottom-Up, Top-Down Approach Project Identification •Inventory •Interviews •Other studies Project Codification •Timeframe •Package •Investment Criteria Project Selection •Project scores •Meet investment objectives Building Portfolio Creation •Group Buildings •Outline investment strategies Funding Identification •What financial resources are available? Funding Allocation •By Portfolio •By Investment Criteria Multi-year capital investment plan Technical Strategic 16
  17. 17. Our Campuses Are Made Up of Buildings These buildings are NOT created equal 17
  18. 18. Factors to Consider when Creating Portfolios  Replacement Value  Building Need Net Asset Value Building Characteristics Purpose  Age  Condition  Location  Function Mission  Institutional Focus  Academic Requirements  Student Needs Requirements  Historical Significance  Safety/Code  Recruitment/ Retention  Transitional Space  Adaptive Reuse Grounds & Infrastructure  Athletic Fields  Utility Needs 18
  19. 19. When Rolling the Dice Doesn’t Work… DATA can. 19
  20. 20. The Data 20
  21. 21. Identified Needs by Timeframe - $175M Total Timeframes A, B & C $98.0 $45.1 $31.7 $0 $20 $40 $60 $80 $100 $120 Timeframe A (1-3 years) Timeframe B (4-7 years) Timeframe C (8-10 years) TotalNeed,$inmillions Identified Needs by Timeframe # of projects 1,146 548 466 21
  22. 22. Identified Needs by Timeframe - $175M Timeframes A, B, C & Quads only $61.5 $45.1 $31.7 $36.5 $0 $10 $20 $30 $40 $50 $60 $70 Timeframe A (1-3 years) Timeframe B (4-7 years) Timeframe C (8-10 years) Quads TotalNeed,$inmillions Identified Needs by Timeframe # of projects 820 548 466 326 22
  23. 23. Capital planning is more than just a project list. Our Experience Tells Us… 23
  24. 24. Capital Upkeep Stage RepairandMaintain Portfolios by Net Asset Value (Replacement Value - Building Needs) Replacement Value Systemic Renovation Stage Transition/GutRenovationStage >80% <80% <60% >60% 24
  25. 25. Strategy Outplays Chance Taken from the Ithaca College 2015 Master Plan 25
  26. 26. Taken from the Ithaca College 2015 Master Plan 26
  27. 27. Match Program Value to Campus Need ProgramValue Stewardship Maintain/Repurpose Transitional Buildings Major Capital Renovations Poor Building Condition, High Program Value Excellent Building Condition, High Program Value Excellent Building Condition, Low Program Value Poor Building Condition, Low Program Value (NAV) (Master Plan) 27
  28. 28. Major Capital Renovations Transitional Buildings Stewardship High Value Low Value Poor Towers Dining Hall Williams Hall Emerson Hall (NAV) (Master Plan) 1 2 3 4 5 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ProgramValue Building Condition Maintain/Repurpose Excellent Terrace 4
  29. 29. Moving Away From the Chance Pile 29
  30. 30. 30
  31. 31. Playing Monopoly the Ithaca Way › Continuous sharing of data between all parties › Maximize involvement of your staff › Constantly evolve your process and update findings based on feedback › Narrow down and identify critical needs › To ensure that the condition of Ithaca College’s existing campus was fully considered in concert with the Campus Master Planning Process Goal Steps Taken Outcome at Ithaca › Master Plan and Year 1 Deferred Maintenance spending APPROVED in May 2015 › A 5 Year strategic financial plan for Deferred Maintenance was approved during Fall of 2015 31
  32. 32. > Getting a seat at the table is not a given > Use data to support your case to drive greater buy in > Your bank is not limitless > Adopt a portfolio strategy that narrows the scope of your need to more manageable components > Taking a card from the chance pile yields too much risk > Avoid keeping your data in a silo! > Rolling the dice is a risk you cannot take > Keep your data up to date and relevant Outplaying Chance 32
  33. 33. Questions? Please remember to complete the survey after the webinar ends. Thank you!
  34. 34. Stay Current with Latest Trends and Best Practices Let us keep you current, visit our Insights page 34 If you haven’t downloaded our report, The State of Facilities in Higher Education: 2015 Benchmarks, Best Practices & Trends, please go to sightlines.com to download your copy today. Sign up for our monthly newsletter Read our blog, explore our content
  35. 35. 35 Facilities Intelligence from Coast to Coast Why Attend: Learn how to implement industry best practices on your campus Network with other finance and facilities leaders in your area Discuss solutions to your most challenging issues Explore how to get the most from your Sightlines’ membership No vendors will be present Get a taste of our national Insights Summit event, which will be held in the fall of 2017 Strategic, solutions-driven workshops designed to foster peer collaboration, problem solving, and action planning

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