APPA Strategic Planning Session

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APPA THE ASSOCIATION OF CHOICE SERVING
EDUCATIONAL FACILITIES PROFESSIONALS By
Christopher K. Ahoy, APPA President Associate
Vice President for Facilities Iowa State
University
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To ensure that APPAs strategic directions,
programs and services are effectively targeted
there was a necessity for change

• APPA Environment
• Stratton Survey

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Stratton ReportOct 2005

• Provide a clear focus of what we are (essential
  APPA serve both senior and mid-level managers)
• Recruitment and Retention (grassroots level and
  engage young facilities professionals)
• Marketing Public Relations (clarify value
  propositions)
• Communication and outreach (ensure brand
  recognitions and identity)

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Stratton ReportOct 2005

• Target educational programs
• Increasing importance of facilities
• Certification and credentialing
• Hooks to get people involved and keep them
  involved
• Use expertise in state and federal regulations
• Synergy with the regions

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It Is Not Necessary to Change. Survival Is
Not Mandatory

• E. Edward Deming

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Insanity is doing the same things over and over
again and expecting different results

• Albert Einstein

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Paradigm Shifts

• Early Education to Full Range
• Current Focus to Future Focus
• Efficient to Effective
• Education to The GO TO Resource
• Best Kept Secret to Brand Clarity
• Handling Dirt to Asset Management
• Raise the bar from Is to should be to Could
  Be then Good to Great

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If you change the way you look at things the
things you look at change

• Christopher Ahoy

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The 7 Key Strategies

• Develop and execute a Branding Program
• Develop and implement a Cutting Edge Web Site to
  be the Go To resource and to ensure brand
  clarity
• Expand Research to build credibility and
  visibility
• Engage in symbiotic and Collaborative
  Partnerships
• Engage Young Professionals in the organization
• Provide targeted Cutting Edge Educational
  Programs
• Establish credible and valued Credentialing
  Programs for individuals and institutions

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Desired Outcomes

• APPA is the Go To resource for all facilities
  questions
• The APPA Brand is clear and well known
• Competence, Credibility, Collaboration
• Commitment, Consistency, Communication and
  Customer Focus
• APPA nurtures and mentors young professionals

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Outcomes

• APPA is the Go To resource for all facilities
  questions (Core Facilities Data)
• The APPA Brand is clear and well known
• Credentialing and Certification (EFP 2007)
• SFO Summit (Thought Leaders Series)
• CFaR projects.

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APPAs Focus Direction 7 Key Strategies

• Purpose
• To communicate APPAs focus and direction for the
  next 3-5 years to ensure APPA remains the
  Association of Choice for educational
  facilities professionals.

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APPA THE ASSOCIATION OF CHOICE SERVING
EDUCATIONAL FACILITIES PROFESSIONALS
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Benchmarking The Facilities Core Data Survey

• Presented by Christopher K. Ahoy, APPA President
• Associate Vice President for Facilities
• Iowa State University
• Prepared by Michael Sofield, APPA VP for
  Information and Research
• APPA Information and Research Committee

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The Agenda

• Introduction and Background
• 2004-05 Facilities Core Data Survey
• Key Facilities Performance Indicators
• Demonstration of Web based Reports
• Dashboard Preview
• Questions Answers

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Why is Data Collection Important?

• Data collection and presentation adds credibility
  
• Data collection helps the facilities professional
  tell his or her story to campus decision makers

• If you dont know where youre going, any road
  will get you there
• Improvement or decline is only determined
  relative to a base line

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Data Collection Promotes APPAs Desired Outcomes

• Competence
• Credibility
• Collaborative Relationships

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A New Data Collection Paradigm

• Collection same time each year
• Some new data points each year
• One input of institution information
• Modular format with individual points of contact
• Single registration multiple data entry
• Calculators for BTUs and CRV
• Pre-populated fields
• Data points carry forward through modules

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Meaningful Outcomes

• Supporting research
• Multiple deliverables
• Providing custom reports
• 5 Instant Preliminary Reports
• (based upon your institutional data)

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Immediate Feedback

• Operating costs/gross sq ft for 5 functional
  areas
• 5-6 strategic financial measures
• 5-6 internal process measures
• Staffing costs
• Facilities hourly rates

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APPAs Balanced Scorecard Data Collection
Structure
Reports use data points in many survey modules in
combination
Strategic Financial
General Data
Personnel Data Costs
Innovation and Learning
Internal Processes
Operating Costs
Customer Satisfaction
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International Participation has been a Key
Ingredient

• Thirty Canadian Colleges and Universities Beta
  Tested the FCDS in its first year
• Thirty-eight Canadian Colleges and Universities
  participated in the 04-05 CDS
• Over 11 of Actual Survey Responses were from
  Canadian Colleges and Universities

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Participating International Colleges
Universities

• Acadia Univ.
• Caldwell College
• Carleton Univ.
• Dalhousie Univ.
• HEC Montréal
• Lakehead Univ.
• Laurentian Univ./Sudbury
• McMaster Univ.
• Mount Allison Univ.
• Nipissing Univ.
• Queen's Univ.
• Saint Mary's Univ./Halifax
• Simon Fraser Univ.
• St Francis Xavier Univ.
• St Lawrence College
• Univ. College/Cape Breton
• Univ. of Alberta
• Univ. of British Columbia
• Univ. of Calgary

• Univ. of Guelph
• Univ. of Kings College
• Univ. of Lethbridge
• Univ. of Manitoba
• Univ. of New Brunswick, St. John
• Univ. of New Brunswick, Fredericton
• Univ. of Ottawa
• Univ. of Prince Edward Island
• Univ. of Regina
• Univ. of Saskatchewan
• Univ. of Toronto at Scarborough
• Univ. of Victoria
• Univ. of Waterloo
• Univ. of Western Ontario
• Univ. of Windsor
• Univ. of Winnipeg
• Université de Sherbrooke
• Wilfrid Laurier Univ.
• York Univ.

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Results of 2005 Survey
Three Core Data Reports
Buildings Space Report
Operating Costs Report
Personnel Data Costs Report
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Demonstration of the interactive Web Site
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Web access has been available following the
Annual Forum in Orlando, Florida, August 4-6,
2006
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Breaking Development

• APPA and Archibus have teamed up to develop a
  Dashboard to graphically display Facilities
  Performance Indicators
• Features include
• dial-like gauges,
• mean and std. deviations displayed
• Customize with your performance goals

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Welcome Page Example
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Strategic Financials
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Strategic Financials
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Financial - Functions
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Financial - Functions
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Financial - Custodial
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Financial - Grounds
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Financial Maintenance Trades
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Financial Public Safety
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Financial Energy/Utilities
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Financial Purchased Utilities
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Internal Processes
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Internal Processes
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Financial - Administration
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Financial - Construction
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Whats In It for ME?

• Collaboration with other organizations
• Greater credibility on campus
• A position at the decision making table
• Reliable industry data at your fingertips
• Instant reports as you complete the survey
  modules
• A customized report comparing your data with
  others
• Discounted price on the Web based reports

No, Really, What Do I Get?
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Next survey FY 2005-07

• Survey opens in late August 2007
• Survey closes in late October 2007
• Published results out in late January 2008
• Will be available on line
• http//www.appa.org/
• Phone [phone]Fax [phone]
• Staff liaison Steve Glazner

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Q A
__________________________________________________
Mike Sofield Smithsonian Institution 202-633-355
9 sofiemi_at_nmah.si.edu
Steve Glazner APPA 703-684-1446 ext.
236 steve_at_appa.org