Benchmarking...
The following are CBSS Benchmarks
Click here to download the last report 08/2008 (PDF format)
| KPI | Rationale | Purpose | Definitions (See Report Appendix) | ||
|---|---|---|---|---|---|
| Note | KPIs are intentionally measured in SIMPLE terms across all properties and structural elements. The aim is to achieve a broad, general and easily understood picture for the lay person. | Property performance measures can be used to define adequate levels of funding and resourcing. The data is best presented in the form of nationally recognised and accepted indicators, collected from as broad a base as possible. From this data, common R&M elements can be identified and any inconsistencies in the data can be investigated. Ultimately, relevant issues can be debated among property professionals and preferred solutions shared for the good of all concerned. | To provide Best Value in the property estate. To engage property professionals in meaningful discussion regarding building performance, cost and general property maintenance issues. | R&M is defined as the overall cost of maintaining property in a useable, functional, operational and weathertight condition. Finances refer to the costs associated with the annual Repair and Maintenance programme. School data could be collected per head of pupil (as funding is allocated this way). | |
| M1 | Maintenance spend per M2 GIA | This is a simple comparator from which a property manager can assess the adequacy of available resources, to properly manage the repair and maintenance of a property estate. | Performance indicators, measured in a uniform way. |
Annual R&M programme excluding the cost of any capital work undertaken to resolve outstanding items of R&M. This is a medium term measurement, that relies on quinquennial and annual surveys being executed, affecting future annual data. |
Note: Figures used in the calculations must exclude all sites where the Property Department concerned does not have full authority over the R & M budget. |
| Maintenance | Work to keep or restore the fabric of the building. Maintenance excludes: routine grounds maintenance, cleaning, furniture, fire extinguishers, workshop machinery, improvement works, provision of new facilities, energy conservation work. |
Maintenance Spend | Amount spent on maintenance work from all funding streams (e.g. R&M Fund, LMS, Devolved Formula Capital, NDS Condition Grant etc) | ||
| M2 | Total Required maintenance per M2 GIA | ||||
| Floor Area | Gross Internal Area (GIA) measured in accordance with RICS Code of Measuring Practice, Edition 4 | ||||
| M2i | Current required maintenance per M2 GIA | An increasing amount of 'required' maintenance indicates inadequate resources and/or an imbalance in the planned to unplanned maintenance regime applied to the property estate. |
To compare either growth or reduction in required maintenance, defined using nationally agreed criteria | A distinction must be made between the total required maintenance (The sum of all of the R&M works recorded in the asset management |
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| Required Maintenance. (RM) (Formerly Backlog Maintenance) | Required maintenance is defined as ' The cost to bring the property from its present state up to the condition reasonably required by the authority to deliver the service and/or to meet statutory or contract obligations and maintain it at that standard'. This should exclude improvement projects but include works necessary to comply with statutory legislation e.g. asbestos and legionella. | ||||
| M3 | Ratio of Spend to Required Maintenance | This is simply a measure of whether property maintenance resources are in balance and adequate to hold or reduce the required maintenance as defined. | To measure whether the financial gap between spend and required maintenance are converging or diverging | Simply measured as the sum of the planned and unplanned maintenance budgeted for in the current financial year (excludingservicing costs), against the current required maintenance for the same year, as defined, expressed as a ratio to two decimal places | |
| M4 | % GIA in condition category C and D expressed as %age of total GIA of the property estate. | A property estate in good order will record no category C and D planned maintenance in its asset management register. 'Correspondingly, there should be sufficient funding to progressively remove any emerging category C and D works.' reduction in category C and D condition works indicates the improvement in the property estate, with a corresponding reduction in risk | A measure of the effectiveness of applying resources and considered priorities to remove the highest risk maintenance elements | Categories C and D, shown against ALL other categories in the asset management register, should be a function of the ACTUAL required maintenance as defined. |
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| Condition Categories | As defined in the NaPPMI indicators A=Good, B=Satisfactory, C=Poor, D=Bad | Condition Priority Levels | As defined in the NaPPMI indicators 1 = Urgent, 2 = Essential, 3 = Desirable, 4 = Long Term Work | ||
| M5 | Ratio of planned maintenance to responsive maintenance | As responsive maintenance increases beyond accepted ratios with planned maintenance, a growth in required maintenance will occur, leading to acceleration in the overall deterioration of the property estate. When the ratios are reversed, there are often inadequate funds to plan maintenance. When most work is reactive and unplanned, maintenance costs accelerate and the effectiveness of the maintenance service provider is tested | To measure the typical ratio of planned to responsive maintenance against the ideal ratio 70-30% or the more accepted 60-40% planned to unplanned |
Planned Maintenance: All pre-planned work that is identified for implemented from the current years planned maintenance budget. Expenditure is to be at out-turn prices and excludes professional fees Planned maintenance would normally be expected to appear on a schedule of projects prepared at the beginning of the financial year. It also includes servicing or replacements Planned maintenance does not include repair or replacement of components which fail during the course of the year if the work was not identified on the planned maintenance schedule even if it was known the component was defective.For example, a boiler, which was identified as overdue for replacement on the condition survey but was not scheduled for replacement because of lack of funds which then fails during the course of the year, is not planned maintenance. Responsive Maintenance: All maintenance other than 'Planned Maintenance' |
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| M6 | Servicing costs per M2 GIA | For every project which has not included an appraisal of the resulting increase in regular servicing costs, there is an underlying, and often immediate call for additional servicing, which includes for example additional testing of electrical circuits and fixed equipment | An indication of the underlying effects of property improvements and of new construction impacting on a typical annual R&M budget | This is a 'stand alone' PI indicating any deviation from the normal. This should be read in conjunction with the rest of the suite when testing the 'health' of the R&M and general servicing regime | Servicing Costs:
Total cost of servicing contracts (including tests & inspection) but excluding remedial work arising from the service visit. Eg Boiler maintenance |