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Managing the Facilities Asset Portfolio

Managing the Facilities Asset Portfolio. Prepared for the Tuition Policy Advisory Committee by The University of Texas Physical Plant September 10, 2003. Committee Meeting #4. Managing the Facilities Asset Portfolio. A strategic plan to measure, monitor, and benchmark

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Managing the Facilities Asset Portfolio

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  1. Managing the Facilities Asset Portfolio Prepared for the Tuition Policy Advisory Committee by The University of Texas Physical Plant September 10, 2003 Committee Meeting #4

  2. Managing the Facilities Asset Portfolio • A strategic plan • to measure, monitor, and benchmark • Facilities Asset Performance • with the same rigor used in managing financial assets.

  3. Managing the Facilities Asset Portfolio • Assess Facility Needs • Condition: Physical state of buildings & major code issues • Adaptation: Programmatic needs based on teaching & research requirements • Establish Condition Index Goals for the Portfolio • Facility Condition Index (FCI) for campus as a whole • Building Condition Index (BCI) range for individual buildings • Allocate Resources to Meet Goals • Develop a maintenance plan for each building • Prepare contingency plans • Monitor Progress Toward Goals • Track key metrics • Analyze results, adjust plan as needed

  4. Assess Facility Needs VFA has assessed 12 M gross square feet E&G Current Replacement Value (CRV) of $1,859 M Identified needs of approximately $740 M FCI = $740 M / $1,859 M = .40 Maintaining the condition index will require $30 M per year

  5. Assess Facility Needs

  6. Establish Goals • Facility Condition Index (FCI) for campus: • .20 in 2020 • Building Condition Index (BCI) range for individual buildings: • .15 to .40

  7. Allocate Resources • Two-Phased Plan to Achieve Goal • Develop a Maintenance Plan for Each Building • Prepare Contingency Plans

  8. Allocate Resources • Assign buildings to categories that guide maintenance actions: • A – Allow to Age Gracefully • B – Bandage as Needed • C – Can Be Saved • D – Do a Capital Project (CIP)

  9. Allocate Resources • A – Allow to Age Gracefully • Newer buildings with BCI below target. Allow building to age slowly until it approachestarget BCI. Maintenance will primarily be routine and preventive.

  10. Allocate Resources • B – Bandage as Needed • Buildings with BCI near target. Maintain building in its current condition.Maintenance will include system replacement as needed, as well as routine and preventive.

  11. Allocate Resources • C – Can Be Saved • Buildings with BCI well above target. Upgrading the building will move it toward the target BCI.Maintenance may include several system replacements and area renovations, as well as routine and preventive.

  12. Allocate Resources • D – Do a Capital Project (CIP) • Buildings with BCI far beyond target where cost to bring in range approaches replacement cost or where major adaptation is needed. Maintenance will be minimum required to keep building usable. Failure is imminent.

  13. Allocate Resources Current Space Distribution by Category and Square Feet

  14. Allocate Resources Group A: North Office Building A BCI = .02

  15. Allocate Resources Group B: College of Business Administration BCI = .33

  16. Allocate Resources Group C: Peter T. Flawn Academic Center BCI = .56

  17. Allocate Resources Group D: Garrison Hall BCI = .88

  18. Allocate Resources • Allocate available resources within each category according to: • Customer priorities • Impact on BCI • Focus on high priority deficiencies • Minimize patching • Ability to “Fix the building, not the problem” • Package multiple deficiencies to create larger project

  19. Allocate Resources “Not if failure occurs, but when failure occurs” • Contingency Plans are a must. • Building Users: Operating Contingency Plan Where will classes be held when systems fail? • Physical Plant: Facilities Contingency Plan • Which systems in which buildings are most likely to fail? • What will we do when systems fails?

  20. Allocate Resources

  21. Monitor Progress • Maintain Accuracy of Key Metrics • CRV • Facility Needs • FCI and BCI

  22. Monitor Progress • Analyze Results Annually • Compare actual FCI to prior years and to goal • Identify buildings that are outside desired BCI range • Develop annual spending plan to optimize available resources

  23. Funding Scenarios Options for FY 03/04

  24. Funding Scenarios $4 million per year Primarily reactive Eminent and actual failures FCI continues to rise

  25. Funding Scenarios $14 million per year

  26. Funding Scenarios • $14 million per year • Electrical

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  29. Funding Scenarios • $14 million per year • Electrical • Mechanical

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  32. Funding Scenarios • $14 million per year • Electrical • Mechanical • HVAC

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  34. Funding Scenarios • $14 million per year • Electrical • Mechanical • HVAC • Roofs

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  36. Funding Scenarios • $14 million per year • Electrical • Mechanical • HVAC • Roofs • Slowed rate of FCI growth

  37. Managing the Facilities Asset Portfolio “20 in 2020” Assess Facility Needs Establish Goals for the Portfolio Allocate Resources to Meet Goals Monitor Progress Toward Goals

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