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Operations and Maintenance Operations and Maintenance BENCHMARKS for Health Care Facilities Report OperatiOns and maintenance benchmarks fOr health care facilities Committee Tim Adams, FASHE, CHFM, CHC, Director, Member Professional Development, American Society of Healthcare Engineering Shari Epstein, CAE, Director, Research, International Facility Management Association William L. Gregory, IFMA Fellow, PE, CFM, Vice President Facility Management, Adelphoi USA Todd Wilkening, VP Research, IFMA Health Care Council © Copyright 2010 by the International Facility Management Association. All rights reserved. This publication may not be reproduced, stored in a retrieval system or transmitted in whole or part, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the written permission of the International Facility Management Association. For more information, please contact: IFMA Research Department 1 East Greenway Plaza, Suite 1100, Houston, TX 77046-0104, USA Phone: +1-713-623-4362 Fax: +1-713-623-6124 E-mail: [email protected] ISBN 1-883176-82-4 Operations and Maintenance BENCHMARKS for Health Care Facilities Report Table of Contents intrOductiOn Using This Report 7 About this Report 7 Methodology 7 Definitions for Operations and Maintenance 9 Benchmarks for Health Care Facilities Report sectiOn 1: facility descriptiOn Industries Represented 13 Facility Description 13 Location of Hospital 14 Hospitals by Region 14 Climate Zones for the United States and Canada 15 Facility Age 16 Facility Setting 16 Ownership 17 Developed Acres 18 Days and Hours of Operations 18 Central Plant 19 Staff Size 19 Operating Budget 20 Facility Size 21 Adjusted Patient Days and Discharges 22 Space per Occupant 22 Customer Satisfaction 23 sectiOn 2: utilities Utility Costs 24 Utility Consumption 27 Energy Use Index 28 Energy Management Practices 28 Building Automation System 29 4 Operations and Maintenance Benchmarks for Health Care Facilities Report © IFMA 2010 Table of Contents sectiOn 3: maintenance Maintenance Categories 31 Maintenance Costs 32 Roads and Grounds 34 Facility Operating Current Replacement Value (CRV) Index 35 Maintenance Tracking 35 Maintenance Management System Used 36 Maintenance Staffing 37 Maintenance Management 39 Administrative Support 40 Total Maintenance 41 Maintenance Service Provision 41 sectiOn 4: envirOnmental services Environmental Services Costs 46 Environmental Services Staffing 47 Contractor Practices 47 sectiOn 5: Waste Waste Utilization 50 sectiOn 6: linen services Linen Services 52 sectiOn 7: Cost Of OperatiOns Cost of Facility Operations 54 Operations and Maintenance Benchmarks for Health Care Facilities Report © IFMA 2010 5 Introduction We are pleased to have completed the first significant benchmarking in health care facility management operations as a combined effort of the International Facility Management Association (IFMA) Health Care Council and American Society for Healthcare Engineering (ASHE). The IFMA Health Care Council and ASHE joined in a collaborative effort with the signing of a Memorandum of Understanding on October 25, 2007. This combined effort joined IFMA’s expertise in facility management with the expertise of the ASHE in health care engineering to produce this significant work. For those of us that work in facility operations for acute care hospitals know only too well how important it is to have good data not only on cost but metrics of cost to establish productivity measures, metrics of our contributions to the overall business and the resulting appropriate allocation of precious resources. Collaborative benchmarking at the FM and C-Suite levels has proven to be an absolute in winning together. I sincerely thank each and every one of our IFMA and ASHE members as well as other health care professionals who participated in completing this inaugural benchmarking survey. We also acknowledge the contribution of the members’ support staff who assisted in collecting the necessary data to respond to the questionnaire. It is our hope we can continue this effort to update the work every couple of years. A special thanks to Tim Adams, ASHE’s Director of Professional Development; Todd Wilkening VP of Research of IFMA’s Health Care Council; and Shari Epstein, IFMA’s Director of Research for their tireless efforts and passion in making the final result a reality. William L Gregory, PE, CFM, IFMA Fellow President IFMA Health Care Council 6 Operations and Maintenance Benchmarks for Health Care Facilities Report © IFMA 2010 Introduction using this repOrt Using this report is the first step be ordered through IFMA’s and The information contained in the in benchmarking. After you have ASHE’s bookstores. report represents a “self-report” identified areas where your facility from ASHE and IFMA members. All operations could be improved, you methOdOlOgy The Operations and Maintenance information was voluntarily provided should conduct additional research Benchmarks for Health Care Facilities but was not checked with site before reengineering the process. survey was developed in fall of 2008. visits. When interpreting the data, One should not immediately rush The committee used a 2005 IFMA it is important to remember that to find out which health care questionnaire, adding many questions every facility is different, and every organization is “best in class” and specific to health care facilities such organization operates using different copy their practice. Instead you as environmental and linen services. accounting and measuring practices. should look for a more homogeneous Committee members examined each The data listed in this report will not group in which to compare. question to make sure questions provide a perfect comparison of were clear, unambiguous, concise your organization to that of another acknowledgements IFMA and ASHE rely on the and relevant. Questions were asked hospital, but it should give you a good willingness and generosity of their in an objective fashion in order idea how your facility fits into the range members to compile the data and to obtain responses that are truly of performance. complete this lengthy benchmarking representative of industry practices. The percentile charts in this report survey. Without their data, there The survey was created as an Adobe allow you to see how your operation would be no report. We thank these .pdf interactive form document. ranks against other organizations. dedicated participants for their In March 2009, IFMA and ASHE The arrows beside some charts contribution. We are thankful for members received an e-mail directing show the “best-in-class” direction. their support to this initial endeavor them to a link on IFMA’s website Using your facility’s numbers for the between the two organizations. where they could download the performance indicator, determine electronic survey. Respondents whether your building is above or abOut this repOrt To create this report, a committee were asked to provide information below the median (50th percentile). of ASHE and IFMA volunteers with on the facilities they manage for a If your facility falls way above or expertise in environmental services, 12-month period of time. Many chose below the median, you may want to maintenance, energy management to report the data for calendar year examine your cost or procedures in reviewed questions posed in 2008. A total of 151 surveys were that area. However, your hospital may previous IFMA and ASHE surveys returned during a nine-month period. differ from the median due to type of and developed new questions to A completion rate of 50 percent was facility, climate, or labor market. The better match today’s practices. Once considered usable. data should help you identify areas tested, the 10-page survey was sent where you can improve your facility electronically in March 2009 to more To ensure high quality data, operation. than 10,000 members in the United highly structured coding and data verification procedures were use. Readers will see arrows pointing in States and Canada. Although the In addition, all variables and values an upward or downward direction survey was issued to ASHE and were checked to verify that they next to several of the percentile IFMA members, membership was were within appropriate ranges and charts in this report. In many cases not a requirement to participate. inappropriate outliers were corrected the arrow points toward the lowest Survey recipients were encouraged or removed. The majority of open- cost; however, the organization with to circulate the survey to the person ended responses were read and the lowest cost may not profess to responsible for the activity. coded into quantifiable variables have the best practice. There may Findings are discussed in the to assist in analysis of the data. be a reason why a cost is so low. sections that follow. Statistically A full statistical analysis followed, For example, a hospital building significant findings are integrated using SPSS-PC™. IFMA used scheduled for demolition would likely in the text of the report. When nonparametric and bivariate statistical apply minimal resources and thus applicable, comparisons are made techniques to conduct the data costs would be lower. to previous benchmarking reports. analysis. Standardized data analysis Additional copies of this report may procedures included reviewing Operations and Maintenance Benchmarks for Health Care Facilities Report © IFMA 2010 7 Introduction descriptive frequency counts and understand that the results presented cross tabulations
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