Western Oregon University

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

Creating Alignment With Non-facilities Professionals

Don Santostefano, Ralph Johnson & Kevan Will

July 12, 2016

1:45pm-2:45pm

Today’s Presenters

> Kevan Will; Account Manager, Sightlines

> 10+ years of tenure at Sightlines

> Has worked with over 100 campuses in 27 states

> Sightlines Operational Lead for Lebanon Valley College & University of Georgia

> Graduated from Gettysburg College with a BA in Management

> Don Santostefano; Sr. Director of Facilities Management, Lebanon Valley College

> 10+ years of tenure at Lebanon Valley College

> Proudest Accomplishments @ LVC:

> Successful energy management

> Providing excellent results despite a decreasing budget

> Ralph Johnson; Associate Vice President for Facilities Management, University of Georgia

> 14+ years of tenure at University of Georgia

> 24 years of service in the Navy as a Civil Engineer Corps Officer

> Proudest Accomplishments @ UGA:

> Energy conservation through investment programs in utilities and district energy plant expansion

> Training, development and continuing education programs for FMD staff

2

Introduction to Sightlines

Don (Lebanon Valley College) – ‘Managing Up’

During Leadership Transition

Ralph (University of Georgia) – Communicating

with an Internal ‘Facilities Taskforce’

Executive Takeaways

Questions & Comments

Agenda

3

Introduction to Sightlines

What Does Sightlines Do?

We Connect the Boiler Room

to the Boardroom.

5

Who Partners with Sightlines?Robust membership includes colleges, universities, consortiums and state systems

* U.S. News 2016 Rankings

Sightlines is proud to

announce that:

• 450 colleges and

universities are

Sightlines clients

including over 350

ROPA members.

• Consistently over 90%

member retention rate

• We have clients in

over 40 states, the

District of Columbia

and five Canadian

provinces

• More than 125 new

institutions became

Sightlines members

since 2013

Sightlines advises state

systems in:

• Alaska

• California

• Florida

• Hawaii

• Maine

• Massachusetts

• Minnesota

• Mississippi

• Missouri

• Nebraska

• New Hampshire

• New Jersey

• Pennsylvania

• Texas

Serving the Nation’s Leading Institutions:

• 70% of the Top 20 Colleges*

• 75% of the Top 20 Universities*

• 34 Flagship State Universities

• 14 of the 14 Big 10 Institutions

• 12 of the 14 SEC Institutions

• 9 of the 12 Ivy Plus Institutions

6

ROPA+ Creates a Common VocabularyA Vocabulary for Facilities Measurement, Benchmarking and Analysis

Asset Value Change

The annual

investment needed

to ensure buildings

will properly

perform and reach

their useful life

“Keep-Up Costs”

Annual

Stewardship

The accumulation

of repair and

modernization

needs and the

definition of

resource capacity

to correct them

“Catch-Up Costs”

Asset

Reinvestment

The effectiveness

of the facilities

operating budget,

staffing,

supervision, and

energy

management

Operational

Effectiveness

The measure of

service process,

the maintenance

quality of space

and systems, and

the customers

opinion of service

delivery

Service

Operations Success

7

Sightlines Drives a New ConversationFacilities intelligence toolkit that connects the dots between space, capital, and operating policies

A new conversation around facilities management…

• Treats physical plant like a core business

• Uses concepts of endowment management to contextualize investment decisions;

• Aligns facilities operations and capital investment with institutional mission and finance;

• Uses predictive analysis to focus on outcomes and not inputs.

• Lets you tell your “facilities story” as effective as possible.

8

Three Phases for Continuous Improvement

• Base Data

• Trends &

Benchmarking

• Vocabulary

• Facility Relationships

• Track Performance vs.

“Best in Class”

Institutions

• Progress Towards Goals

• Predict Capital Needs

• Understand Facility Risk

• Identify Future

Operating Budgets

9

‘Managing Up’ During

Leadership Transition

Lebanon Valley College’s Campus Profile

> Located in Annville, PA

> 1,800 Students

> 925K GSF

> 65 Buildings

> 1,300 Beds

> 150 Maintained Acres

> Sightlines Member since 2008

11

Leadership Transitions Since August 2012

New Special Assistant to

the President

2013

New Executive Assistant to

the President

2014

New VP of Finance

and Administration

New VP of Enrollment

2012

New President

2015

New VP of Advancement

New

Controller

12

Challenge of New Leadership

New Leadership May Mean:

• New Ideas

• ‘Cleaning House’

What You Need to Do:

• Convey the Story

• Validate Performance

13

Message to Convey - Confidence in Facilities!

14

We have been tracking towards those targets & goals.

We have established targets & goals.

We know how our performance has affected operations

and facilities.

We know how this performance compares with our peers.

Defending Funding Levels

• Target funding levels are known.

• Performance towards those targets has been tracked historically.

15

Defending Funding Levels

• Backlog has decreased because of funding

• We are doing a better job at funding than our peers

16

Validating Operational Spending with Good Performance

“Let me see if I get this,

we’re spending a little

more operationally, but we

get a lot more out of it?”

-President,

Year 1

“I’m getting great value”

“It’s worth every penny”

-President, on the operational

investment, since year 1

17

But…It’s Not Just the DataWhat else is important?

• Impartial Review (3rd Party)

• Packaging

• Clarity of Information

18

Keys to Ongoing Success

Keep it Collaborative Bring Something New Each Time

19

Communicating with

an Internal ‘Facilities

Task Force’

University of Georgia’s Campus Profile

> Located in Athens, GA

> 36,130 Students

> 10M GSF (>17M total)

> 266 Buildings (460 total)

> 757 Maintained Acres

> Sightlines Member since 2015

21

Organizational Structure at UGA

Vice President for Finance and Administration

Associate VP Facilities Management Division

(Ralph)

Business Management

Construction

Energy Services

Engineering

Grounds

Operations & Maintenance

Services

Sustainability

Associate VP University Architects for Facilities Planning

Architectural Design

Campus Master Planning

Construction Management

Engineering Services

Geographic Information Systems

Interior Design

22

Facilities Task Force + Sightlines

Facilities Task Force

• Cross-functional group from outside of Facilities

• Examined entire spectrum of ‘Facilities Business’

• Compiled list of areas for

improvement/recommendations

Hiring of Sightlines

• 3rd party group to work with Facilities

• Examine all areas to ensure that good

performance indicators/measurements exist

• Measure work process and highlight strengths

vs. opportunities across each functional area

• Deliver presentation to Facilities Task Force

23

Highlighted Strengths…

UGA’s campus age serves as a

strength – it contains less ‘high

risk’ space now and 5 years

from now.

Utility consumption is down

12% since 2010, creating a cost

avoidance of $4.7M.

24

…And Opportunities

Customer communication and

reporting were highlighted as

opportunities within the CMMS

process.

Reinvestment lag has created a

perception that organizations are

being neglected – even though

appearance and condition

assessments indicate otherwise

25

Task-Force Process and Report

Conclusion and Recommendations

Report With Areas of Focus

Benchmarking and Analysis

Includes 3rd Party Presentation

Data Collection

Client Surveys and Interviews

Town Halls

27

Facilities Response

Formulation of Approach

• Teams within Facilities

• Work Groups from Task-

Force

Majority of Issues Relate to Communication

• Establish CRM Position

• Initially Facilities

• Eventually More Expansive

• Improved Website & Connectivity

• Internal & External Process Implementations

• Customer Surveys & Measurements

28

Post Task-Force: Currently Communicating Future Needs

UGA has approximately $800M of

Current, Renewal and Infr/Mod Needs

coming due over the next 10 years.

If Current Need can be addressed,

Remaining Renewal Need becomes

more manageable.

29

Executive Takeaways

Don Santostefano – Lebanon Valley College• Establish and Track Towards Targets & Goals.

• Know Impact of Performance on Operations & Facilities.

• Know How Your Performance Compares With Peers.

• Convey The Message Clearly, Concisely and Believably.

Ralph Johnson – University of Georgia• Communicate (with everybody)

• Educate (your customers)

• Collaborate (with stakeholders)

Executive Takeaways

31

Questions & Comments