IFMA Benchmarking with a CAFM Tool

Rich Peacock Director of Sales

Bill Jordon

Director of Services

Marty Chobot

AMS CAD + CAFM Solutions

AMS CAD + CAFM Solutions

FM:Systems

April 22, 2008 Technology Solutions. Business Results.

Slide 1

VP of Marketing

Background Space and Project Management Benchmarks Research Report #28 (2007) By IFMA Can be purchased at www.ifma.org

Technology Solutions. Business Results.

Slide 2

Why Did We Put This Together For You? Customer Demand Facility Managers are being asked more than ever by senior management how they compare to others in their industry. These Facility Manager’s have been requesting an easier way to produce these reports. Incorporating IFMA benchmarks into a CAFM database provides a single source to accomplish this.

Technology Solutions. Business Results.

Slide 3

What Are We Showing? We are showing a sampling of the type of data and reports that can be configured. Dependencies: What benchmarks are important to you? What data do you track? How do you track that data?

Technology Solutions. Business Results.

Slide 4

Teamwork - Putting it Together Our roles in this effort: Facility Manager – Rich Peacock • Recognizes Need • Identifies Sources (IFMA, CAFM) CAFM Administrator/Facilities Support – Bill Jordon • Retrieves/Enters Data Electronically • Identifies CAFM Data to be Used IT/IS – Dan Lorenz • Data Imports/Exports • Report Writing Finance – Marty Chobot • Cost Savings • Affecting the Bottom Line Technology Solutions. Business Results.

Slide 5

Reports You Will See Today IFMA Benchmark Listing Report Space Utilization Comparison Reports: Square Footage per Occupant Workstation Utilization Vacancy Rate Common Support Space Move Comparison Reports: Churn Rate Number of Moves by Type Cost of Moves by Type

Technology Solutions. Business Results.

Slide 6

Definitions of IFMA Verbiage - General How these relate to our dataset

BM = Benchmark Facility Use – How space is utilized on a floor, building, site, campus or portfolio environment. Mean – interchangeable with average Median – middle value in a range (50th percentile)

Technology Solutions. Business Results.

Slide 7

Definitions of IFMA Verbiage - Space How these relate to our dataset

Workstations – Any type of space designated for occupant usage (open or enclosed cubicles, offices) Available – Total count of workstations Vacant – Total number of unoccupied workstations Vacancy Rate – Unoccupied Rentable Square Footage/ Rentable Square Footage Workstation Utilization – Ratio of workstations used vs. workstations available Common Support Space – subset of assignable area not devoted to any one occupant (shared space)

Technology Solutions. Business Results.

Slide 8

Definitions of IFMA Verbiage - Move How these relate to our dataset Move Categories: Box Move – employees moved to existing workspaces (no furniture except files) Furniture Move – workstation / furniture moves (minimal reconfiguration) Construction move – moves that require construction (major reconfiguration including hard walls) Churn Rate - total number of moves in a 12 month period / average number of occupants in same 12 month period, multiplied by 100%

Technology Solutions. Business Results.

Slide 9

Demonstration

Technology Solutions. Business Results.

Slide 10

Space Utilization Comparison Reports Shown: Square Footage per Occupant Workstation Utilization Vacancy Rate Common Support Space Others: Office Type by Worker Office Sizes (space standards) Conference Room (sizes per facility) Owned vs. Leased

Technology Solutions. Business Results.

Slide 11

Move Comparison Reports Shown: Churn Rate Number of Moves by Type Cost of Moves by Type Others: Number of Moves Reason for Moves (reorg/restack; merger; expansion…) Geographical Moves (bldg to bldg; state to state…) Resources Provided (boxes; crates; hired move crew…) Post Relocation Activities (adjustments, helpdesk…)

Technology Solutions. Business Results.

Slide 12

Benefits of Benchmark Reporting Industry Comparisons Competitive Advantage Help Reduce Costs Best Practices Case: Square foot/occupant and vacancy rate are different than BM. Company provides a larger workstation to employees than competition. Therefore company needs more space to house the same number of employees. Result: If company restacks more in line with benchmark space standard data, company needs less space and can potentially get out of a lease, avoid a new lease, or avoid building new space.

Technology Solutions. Business Results.

Slide 13

Customer Results • CA – Reduced churn rate from 225% to 120% – Current recurring portfolio savings of 2.5% per year in NA

• Herman Miller – Achieved customer satisfaction of 97% – Cut annual move spend by 83% ($1.65 million per year)

• Blue Cross Blue Shield of MN – Reduced average cost per move 72% ($240 to $68) – Increased departmental productivity by 118% – Reduced impact of moves on internal customers by 50%

Technology Solutions. Business Results.

Slide 14

Q&A

Technology Solutions. Business Results.

Slide 15

IFMA Reports Many benchmark reports, as well as others, are available from IFMA’s online store. Visit www.ifma.org Benchmarks V Research Report #30 Space and Project Management Benchmarks Research Report #28 Operations and Maintenance Benchmarks Research Report #26

Technology Solutions. Business Results.

Slide 16

800-988-4727 www.amscad.com

800-648-8030 www.fmsystems.com

For more information contact

Upcoming Events

Rich Peacock 860-643-8425 [email protected]

Crystal Reports for FMS Training NJ IFMA Chapter Meeting

Thank You for Your Time. Technology Solutions. Business Results.

Slide 17