The Challenge of Facility Data
Facilities are complicated, with multiple “dimensions,” each of which has different measures and metrics. You have a wealth of facility related data, scattered among various systems: a finance system, maybe another for plant assets, a work order system/CMMS, one or more BMS/BAS systems, a CAFM system, and some spreadsheets with other information. Increasingly facility systems are outside your organization in the cloud or with a service provider
These systems are good for their purpose – operations. But integrated data is required to see beyond the day-to-day. Some of the challenges this presents to facility leaders are:
- “Swivel chair” integration when you jump from a screen on one system to a screen on another.
- Two different answers to the same question such as different GSF for the same facility from different systems.
- Difficulty in quickly finding an answer because the data is not readily available.
- The need to manually create one-time spreadsheets or documents to assemble the data you want for a specific purpose, along with the time and effort to do so.
The Value of Integrating Metrics in Facility Management Dashboard and Scorecards
Because of the varied data and multiple systems associated with our facilities, we need to combine and simplify the metrics to gain insight from our FM data. There are a number of technical ways to assemble and integrate data, but the details of those are not important for this discussion.
The key point is that integrating your facility management metrics in a single set of scorecards provides some specific benefits:
- One “stop to shop” for facility data (quicker to reference, quicker to find commonly used data, quicker response to ad-hoc questions).
- Easier & less expensive than integrating systems (just integrate the metrics and use the systems as they are).
- Easier access to data/systems that are outside your firewall.
- Easier to put facility metrics in business terms (business metrics are not typically in FM systems).
- More robust analysis, models, and forecasts are possible (able to see metrics that cut across different systems, can support strategic planning).
The Differences Between Facility Management Dashboards And Scorecards
The terms Dashboards and Scorecards are often used interchangeably, but for our discussion here we are going to distinguish between them based upon their purpose. (You can call them whatever you wish in your organization.)
Facility Management Dashboards are operationally focused tools (how we keep this ship running properly). They contain sets of measures that are used to guide facility operations, usually in real time such as: equipment status, pressures, and work order status.
Good dashboards present a limited amount of measures in an intuitive way – just those items needed by the user. They need to be quickly and easily understood to allow appropriate action even when the user is distracted. An auto dashboard is a good example of this as those designs have evolved over time.
For facility management, most dashboards belong with your various data systems (Building control systems, work order systems) to support the intended function of that system for those users.
Facility Management Scorecards are strategic managerially focusedtools (how are we doing on our voyage). They contain sets of metrics, some of which may use data from multiple operational systems such as: cost per GSF, percent of maintenance completed on schedule, and energy use per occupant.
Unlike dashboards, scorecards can include the broad picture of your facility asset and/or operations with the full range of facility metrics. They also do not need to be real time to be useful. To make them more usable, you can group facility metrics by category and have summary items with drill-down for detail.
Facility management scorecards range from a manually updated Excel file to a business intelligence platform, but are not likely to be within any of the facility systems you have.
A scorecard(s) can let the appropriate people easily identify what information is important for their purposes. Ideally this will be as automated as possible and allow you to add and subtract data from systems as you adopt new technologies or upgrade your current systems.
Organizing Your Metrics on Facility Management Dashboard and Scorecards
We discussed how facility metrics correspond with the key roles in facility management. So, you will want to organize your scorecard(s) in a similar way to support your data driven decisions.
Some of the metrics you identified and defined in the prior step can exist in a “silo” (e.g. work order completion) while others are dependent on measures or metrics from two or more different functional areas (e.g. cost per completed move).
Here are some tips when developing your integrated facility management scorecard approach:
- Relevant to the user: Consider your scorecard to be a set of pages, one designed for each user role. You may have separate documents/systems making up your scorecard depending upon your organization and underlying systems.
- Don’t duplicate: If your functional system has a good dashboard for a given user role, just use that as a “page” and roll up the metrics into your integrated scorecard for other roles.
- Drive desired behavior: The metrics on the scorecard should be ones that measure performance with respect to defined goals or that are useful in guiding action to accomplish defined goals.
- Understandable: The metrics should be intuitively understood and of interest to the intended user.
- Use good data: Key measures should come from the agreed system of record for that topic (e.g. actual costs from accounting, not CMMS).
- Balanced: Some metrics are useful in combination to ensure that performance is in balance – not cutting cost corners at expense of quality.
- Useful or necessary metrics: The reason to have a scorecard is to provide useful metrics. (Earnings per share is a good corporate metric but not very relevant to a building engineer. It is okay to share general metrics, but they should be on a separate overview report/page.)
- Timely: Most reporting needs to be monthly to be of value, but some items may be available/relevant at different frequency.
- Use hierarchy for visual simplicity: Display design needs to group items and organize them by topic or with drill-down to avoid clutter and make the display easy to read and understand. Avoid using superfluous graphics (which reduces our ability to perceive the scorecard content).
Example Facility Management Dashboard and Scorecard Uses
Facility “Fact Sheet” – Your scorecard can include a “report” in a standard format that needs to be published on a regular basis for internal use, regulators, or customers.
Status at a Glance – Your scorecard can summarize the values of a number of metrics/KPI’s to provide a quick overview of the situation.
Monthly Variance Reports – Your scorecard can include comparison of actual vs. budget (costs) and actual vs. target (sustainability metrics) in a “managerial” view that is useful to understand facility performance.
Benchmarking – Your scorecard data can directly feed your facility benchmarking input and include comparison as part of your variance reports.
Analyze Trends – Your scorecard can summarize work order status and compare it with occupancy rates and service compliance. Trends can be used to project selected spending for mid-year budget adjustments.
Forecast Likely Needs and Budgets – Your scorecard can forecast space based on different scenarios to identify likely needs and associated investments and operating budgets, or alternative measures.
Use facility management dashboard and scorecards for a single view of key facility metrics. Your facility data can be a valuable resource. Use your metrics to stay on track, make timely course corrections, forecast trends, and enable data exploration that provides strategic insight.
Facility Metrics & Scorecards
Facility Issues can help you identity metrics of value and setup your custom facility scorecard that does not need new software or a dedicated analyst.
FAQs
What is the difference between a dashboard and a scorecard? ›
Remember, a dashboard helps you visualize large sets of data and showcase your company's progress on a project or goal. A scorecard helps you align your strategy with your objectives and highlights how your organization is working towards your strategy.
What are the key distinguishing characteristics for dashboards and scorecards? ›Difference Between Dashboard and Scorecard
Scorecards tell health systems how they're doing overall; dashboards tell systems what's happening now using interactive metrics with drill-down capabilities. In short, a dashboard is a performance monitoring system, whereas a scorecard is a performance management system.
Facility scorecards are a tool provided to patients/families regarding public information about post-acute care providers. They provide patients/family data to make an informed decision about their choice of health care after hospitalization.
What are the three main decisions that need to be made in facility management? ›These three subgoals are (1) monitoring the activities within the facility, (2) determining facility needs, and (3) managing facility resources.
What are the four elements of dashboard? ›Remember, the basic element of a dashboard are Objective (+primary and secondary drivers), Performance Indicator, Target and Activities.
What is the purpose of scorecard? ›The balanced scorecard is a management system aimed at translating an organization's strategic goals into a set of organizational performance objectives that, in turn, are measured, monitored and changed if necessary to ensure that an organization's strategic goals are met.
What is a balanced scorecard dashboard? ›The Balanced Scorecard (BSC) is a tool used to represent and evaluate the overall business activity. It translates all the aspects that make up an organisation's strategy and mission into a set of performance indicators.
What is a KPI scorecard? ›A KPI scorecard is a term used to describe a statistical record that measures progress or achievement towards a set performance indicator. It gives decision-makers the ability to combine specific metrics in order to gain an overview of a complete performance scorecard.
Which type of information system would most likely be used to implement a dashboard or scorecard? ›Question: Which type of information system would most likely be used to implement a dashboard or scorecard? (c) DSS.
What are the disadvantages of balanced scorecard? ›- It can be an overwhelming framework. ...
- It can't be copied precisely from examples. ...
- It requires strong leadership support to be successful. ...
- It can be difficult to keep everyone on the same page. ...
- It may appear too rigid for the way you manage.
What are the 4 perspectives of a balanced scorecard? ›
The four perspectives of a balanced scorecard are learning and growth, business processes, customer perspectives, and financial data. These four areas, which are also called legs, make up a company's vision and strategy.
What is the most important purpose of a balanced scorecard? ›The Balanced Scorecard can be used to guide the design of performance reports and dashboards. This ensures that the management reporting focuses on the most important strategic issues and helps companies monitor the execution of their plan.
What makes an effective dashboard? ›Great dashboards are clear, interactive, and user-friendly. They need to communicate information at a glance through efficient data visualizations that will enable users to extract actionable insights, identify trends and patterns, and find improvement opportunities through a friendly online data analysis process.
How can I improve my dashboard? ›- Timely delivery. A dashboard is only useful if it is delivered on time and with a consistent, repeating frequency. ...
- Data needs context. ...
- Provide insights. ...
- Tell a story. ...
- Automation, automation, automation. ...
- Inspire accountability. ...
- Drive interest. ...
- Cut out the clutter.
- Successfully communicate strategic-level results.
- Present data in a user-friendly visual format.
- Create snapshot of current status and trends over time.
- Show performance against defined targets.
- Highlight out-of-the-ordinary results.
...
What is another word for scorecard?
| card | memo |
|---|---|
| note | record |
| tally | report |
| account | document |
| file | chronicle |
Why would a company use a Balanced Scorecard? While financial measures tell part of the story, the Balanced Scorecard offers an overarching view a business's strategic plan from the executive perspective. This, in turn, provides a framework for the entire organization in terms of guiding performance.
What are the disadvantages of KPI? ›- KPIs Need Time. One con of KPIs is that they don't always offer actionable information immediately. ...
- KPIs Have a High Learning Curve. KPIs are useful but don't try to overload yourself with too many at once.
Although the Balanced Scorecard was introduced decades ago, it's still relevant and widely used. 2CG, a strategic execution consultancy firm, has been conducting yearly surveys about the Balanced Scorecard since 2009 in an effort to better understand why and how it's used.
What is Six Sigma balanced scorecard? ›The balanced scorecard is a powerful communication tool that can show Six Sigma leaders where to focus their attention. By observing the metrics of the scorecard and focusing on strategy, Six Sigma leaders and other employees will not only improve organizational performance but their own effectiveness as well.
What is a scorecard report? ›
A performance scorecard is a graphical representation of the progress over time of some entity, such as an enterprise, an employee or a business unit, toward some specified goal or goals. Performance scorecards are widely used in many industries throughout both the public and private sectors.
What is a scorecard in Analytics? ›Scorecards are commonly used to visualize key performance indicators: some variable that measures the relative health or performance of your business or area of activity. For example, a scorecard can summarize total sales, average bounce rate, count of ad impressions, maximum hold time, minimum failure rate, etc.
Which dashboard would help you get a pulse on the overall performance of your organization? ›An executive dashboard has become a very useful tool to help keep executives and key stakeholders abreast of the company's ongoing performance for a specific effort or for the organization as a whole.
What are the challenges in implementing the scorecard? ›- Poorly Defined Metrics. Metrics need to be relevant and clear. ...
- Lack of Efficient Data Collection and Reporting. ...
- Lack of a Formal Review Structure. ...
- No Process Improvement Methodology. ...
- Too Much Internal Focus.
One of the disadvantages of the HR scorecard is that measuring intangibles is difficult, if not impossible, without imparting a degree of subjectivity on the part of HR staff. Subjectivity undermines the validity of data and, therefore, limits the credibility of HR and its ability to prove its worth to an organization.
What key questions does the balanced scorecard address? ›Balanced Scorecard Components
To develop these perspectives, management asks four key questions: Customer Perspective: How do customers see us? Internal Business Perspective: What must we excel at? Innovation and Learning Perspective: [How] can we continue to improve and create value?
Much more than a measurement exercise, the balanced scorecard is a management system that can motivate breakthrough improvements in such critical areas as product, process, customer, and market development. The scorecard presents managers with four different perspectives from which to choose measures.
What is the first benefit of a balanced scorecard? ›The first step in ensuring that all stakeholders are working towards the same goals, is to make sure they all understand the goals. The purpose of a balanced scorecard is to make sure that organizations and the people in them are working toward the same goal.
What helps managers focus their attention on strategic issues and strategy implementation? ›Although it helps focus managers' attention on strategic issues and the management of the implementation of strategy, it is important to remember that the balanced scorecard itself has no role in the formation of strategy. In fact, balanced scorecards can co-exist with strategic planning systems and other tools.
What is the difference between dashboard and KPI? ›Key Performance indicators (KPIs) are individual metrics that can be displayed on a dashboard to track key measurements. You can think of them as a single important number that is displayed in large text. Dashboards are a collection of Insights and KPIs put together on a page.
What is difference between dashboard and report? ›
Reports focus on one specific topic and provide in-depth information on that subject, while dashboards offer a wide breadth of information using multiple metrics to explain the general status of a situation. For example, you may prepare a financial report explaining the finances of your department for the last quarter.
What is a KPI scorecard? ›A KPI scorecard is a term used to describe a statistical record that measures progress or achievement towards a set performance indicator. It gives decision-makers the ability to combine specific metrics in order to gain an overview of a complete performance scorecard.
What is a scorecard in data? ›Scorecards are commonly used to visualize key performance indicators: some variable that measures the relative health or performance of your business or area of activity. For example, a scorecard can summarize total sales, average bounce rate, count of ad impressions, maximum hold time, minimum failure rate, etc.
What are the three types of dashboards? ›Types of dashboards (and how to choose the right one for you) There are three types of dashboards: operational, strategic, and analytical.
What is the fundamental challenge of dashboard design? ›What is the fundamental challenge of dashboard designs? ensuring that the required information is shown clearly on a single screen. When telling a story during a presentation, it is best to avoid describing hurdles that your character must overcome, to avoid souring the mood.
What is the purpose of a dashboard? ›A dashboard is a visual display of all of your data. While it can be used in all kinds of different ways, its primary intention is to provide information at-a-glance, such as KPIs. A dashboard usually sits on its own page and receives information from a linked database.
What is meant by KPI dashboard? ›What are KPI dashboards? KPI dashboards are tools that unite data sources and provide at-a-glance visual feedback showing how your business is performing against your key performance indicators (KPIs).
Why do you need a dashboard? ›Dashboards allow you to present data from across your business in a way that's easy to digest. With a consolidated view of data and insights, they also play a key role in helping to derive actionable insights and tell the right stories to the right stakeholders to propel business performance.
What are the 4 perspectives of a balanced scorecard? ›The four perspectives of a balanced scorecard are learning and growth, business processes, customer perspectives, and financial data. These four areas, which are also called legs, make up a company's vision and strategy.
What are the disadvantages of balanced scorecard? ›- It can be an overwhelming framework. ...
- It can't be copied precisely from examples. ...
- It requires strong leadership support to be successful. ...
- It can be difficult to keep everyone on the same page. ...
- It may appear too rigid for the way you manage.
What makes a good balanced scorecard? ›
The features of the Balanced Scorecard: Clarify and communicate business priorities and objectives to the entire organization. Define and manage action plans to ensure that there are activities and programs that will deliver the strategic objectives. Monitor and measure progress on strategic objectives.
What is the most important purpose of a balanced scorecard? ›The Balanced Scorecard can be used to guide the design of performance reports and dashboards. This ensures that the management reporting focuses on the most important strategic issues and helps companies monitor the execution of their plan.