CLOSING THE PERCEPTION GAP: USING DATA TO TELL YOUR … · CLOSING THE PERCEPTION GAP: USING DATA...
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5/12/2016 1 PRESENTED BY: 5/12/2016 CLOSING THE PERCEPTION GAP: USING DATA TO TELL YOUR STORY Joshua Peach DSI Evangelist Agenda Introduction The Value of Key Performance Indicators (KPIs) Top 5 KPIs and how to determine yours Resources Q&A SchoolDude Nation
Transcript of CLOSING THE PERCEPTION GAP: USING DATA TO TELL YOUR … · CLOSING THE PERCEPTION GAP: USING DATA...
5/12/2016
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PRESENTED BY:
5/12/2016
CLOSING THE PERCEPTION GAP:
USING DATA TO TELL YOUR STORY
Joshua Peach
DSI Evangelist
Agenda
Introduction
The Value of Key Performance Indicators (KPIs)
Top 5 KPIs and how to determine yours
Resources
Q&A
SchoolDude Nation
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We all want the same for our
schools and each of our students:
To always keep improving.
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But to take the first steps to improve,
you need to know where you stand.
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We help our students measure their work with
the performance of their peers.
We don’t have grades or standardized tests
for our school facilities.
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Since education institutions across the
country face similar challenges, could we
all benefit from learning from each other?
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What if you could compare your results
with your peers?
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The business world calls them KPIs
or Key Performance Indicators.
We prefer to think of them as a way
to Keep Proving Impact.
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KPIs Can Help
What are my vital signs?
How do they compare to others?
Which ones need attention and focus?
Where am I?
What is possible if we improve them?
What KPIs Can’t Do
Alone, they are not the answer…they often lead to the answer
Who is best?
How did they do that?
What did they have to change?
How long did it take them?
What did they gain when they did?
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The Challenges KPIs Help You Solve
The Value of KPIs
The Value of KPIs
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The Value of KPIs
The Value of KPIs
KPI Categories for Education Operations
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5 KPIs Leadership Should Be Aware Of
Physical Plant Asset: CRV and FCI
Preventive Maintenance to Work Order Ratio (PM/WO)
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
Question
Do you know your current replacement value of your
building portfolio?
5 KPIs Leadership Should Be Aware Of
Physical Plant Asset: CRV and FCI
Preventive Maintenance to Work Order Ratio (PM/WO)
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
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5 Leadership KPIs
CRV (Current Replacement Value)
Quick Math:
• What is your square footage?• *Cheat sheet: 150 sq. ft/student * student
enrollment
• What is the average cost for a new school?
• *Cheat sheet: $175-$200/sq. ft.
CRV = Square Feet * Cost/Square Foot
5 Leadership KPIs
CRV KPI Example
10,000 student enrollment
Square Feet = 10,000 students * 150 sq. ft./student
Square Feet = 1,5000,000 square feet
CRV = 1,500,000 sq. ft. * $175/sq. ft.
$262,500,000
5 Leadership KPIs
FCI (Facility Condition Index)
% of CRV that needs to be repaired or replaced
FCI = Backlog of repairs / CRV (%)
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FCI KPI Example
CRV = $262,500,000
Backlog = $34,125,000
FCI = $34,125,000 / $262,500,000
13% Facility Condition Index
*Typical FCI in U.S. exceeds 25% (D Grade)
5 Leadership KPIs
5 Leadership KPIs
Invest 2% of CRV per year in repairs and replacements
2% of CRV/year ~ 30 year design life
3% of CRV/year ~ 50 year design life
Some experts say 1.5-2% is enough, but this does not address backlog
Example2% of $262,500,000 = $5,250,000
$5,250,000 “sinking fund” per year to keep Maintenance and EnergyDoes not address:• Deferred maintenance
• Adequacy or program needs
5 KPIs Leadership Should Be Aware Of
Physical Plant Asset: CRV and FCI
Preventive Maintenance to Work Order Ratio (PM/WO)
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
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5 Leadership KPIs
PM: Work Order Ratio
Identifies resource allocation to proactive and planned maintenance work
5 Leadership KPIs
Cost Impact – Sustained PM allocation of 30% or more results in:
50% - 65% reduction in rate of emergency work
Lower cost per work order - average cost per work order 28.6% to 39.3% less
5 Leadership KPIs
Cost Impact
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5 KPIs Leadership Should Be Aware Of
Physical Plant Asset: CRV and FCI
Preventive Maintenance to Work Order Ratio (PM/WO)
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
5 Leadership KPIs
Hours per employee = wrench turning time
5 Leadership KPIs
Wrench turning time
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5 Leadership KPIs
Facilities managers have a sense of urgency to increase productivity in response to shrinking budgets and increased demand for servicesSchools that implement productivity strategies increase wrench turning time 3-4 hours/weekEquivalent of adding more than a month of productive time per year!
5 KPIs Leadership Should Be Aware Of
Physical Plant Asset: CRV and FCI
Preventive Maintenance to Work Order Ratio (PM/WO)
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
5 Leadership KPIs
Energy Intensity per Square Foot
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5 Leadership KPIs
Energy Intensity per Square FootConvert all units to kBtu to benchmark or rank schools according to how much energy they use per square foot.
5 Leadership KPIs
Energy Conversion Factors
1 kWh = 3.412 kBtu 1 Gal Propane = 91.6 kBtu
1 CCF = 103 kBtu 1 Gal #2 Fuel Oil = 139 kBtu
5 KPIs Leadership Should Be Aware Of
Physical Plant Asset: CRV and FCI
Preventive Maintenance to Work Order Ratio (PM/WO)
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
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5 Leadership KPIs
Costs Recovered for Community Use of Schools
To compare schools of varying sizes, use a metric of ‘cost recovery/student’
Costs recovered per student = total invoiced annually / # of students
5 Leadership KPIs
Costs Recovered for Community Use of Schools
5 Leadership KPIs
Community Use Impact on School Budget
$70/Student/ year!
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5 Leadership KPIs
Community Use Cost Recovery Trend
5 Leadership KPIs
Cost Recovery by Enrollment Size
Other Important KPIs You Should Know
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Summary
KPIs aren’t the answer…they illuminate the answer
5 Key Performance Indicators Leadership Should Know:
Physical Plant Asset: CRV and FCI
PM/Work Order Ratio
Hours per Employee/Week
Energy Intensity
Costs Recovered per Student/Year
SchoolDude Nation
More than 7,000 schools use SchoolDudeSchools across the U.S., Canada and 6 continents
Smallest school has less than 10 students
Largest school – over 600,000 students
Largest community of education operations experts
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Resources
KPI Overview Resource Page
eBook: Showing Your Work Matters: Rethink Your Reporting
KPI Datasheet
Case Study: Moreno Valley Unified School District
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Questions?
Contact Info:
SchoolDude
(877) 868-3833
