What KPI`s would be the best facilities management process success indicators?

The challenge is to select and maintain a manageable number of monitored KPIs. In this context, what would be the selection criteria for identifying, developing and utilizing KPIs in Facility Management? KPIs have to be:

1. Balanced – An integrated KPI system must be balanced by offering indicators that measure quality and quantity; effectiveness and efficiency; objective and subjective domains. It must employ objective measurement methods as well as techniques that capture and report subjective opinions and reflections.

2. Assigned to – The responsibility for monitoring and managing the feedback from KPIs within the concept of Plan-Do-Check-Act must be assigned to specific unit/position. Software and automation systems could facilitate and enhance, but cannot manage or lead.

3. SMART - KPIs should be Simple & Specific; Measurable; Achievable; Relevant; Time phased.

• Simple & Specific - KPIs should be defined by using clear and specific terms. It has to be clear what the KPI exactly measures. Look for an uniform definition of the KPI; it must be accepted with consensus within the company to guarantee that different users interpret it in a uniform way.
• Measurable - The KPI has to be measurable; it should define a standard, budget value or norm. A true KPI measures the actual value that could be compared to the target value.
• Achievable – Every KPI has to be realistic within selected time frame. It is really important the acceptance within the organization that the target value or standard is achievable. There is nothing more discouraging than making every effort for a result that will never be reached.
• Relevant – KPI should be aligned with corporate strategy and must be significant for the specific area of services or activities, or particular group of clients/customers/users. The measurement of many, insignificant indicators, with weak relation to the planned result is the most common pitfall of performance management.
• Time phased – Every KPI becomes meaningful when its value is monitored in time periods

KEY PERFORMANCE INDICATION PROGRAM MUST BE IMPLEMENTED

PM program compliance. This KPI indicates whether the department is improving proactive maintenance. To succeed in the asset management and reliability categories of maintenance, you must have a disciplined PM program that produces results. A successful PM program includes all critical equipment, and technicians will complete 99 percent of PM inspections and procedures on time

The Key Performance Indicators are.

Daily Inspection

Proactive on any Compalint

Quality Check 

Decission on Action

Commitee Meeting

Reporting Skills

Welfare Organization

Time Management

Administrative Support

Beneficial Production

Reputation of Company

Sales Promotion

Business Devolopment

Purchase Control and Cost control

Thank you Hiba for the invitation.

Not everything that can be counted counts, and not everything that counts, can be counted.

KPIs should be Simple & Specific; Measurable; Achievable; Relevant; Time phased.

1. Gross FM Costs (TCO) / 1 m² (ft²)  of Gross Floor Area (GFA), annually
2. Degree of User Satisfaction from FM Services
3. Capital Costs / 1 m² (ft²) of GFA
4. End User Complaints
5. Net Floor Area in m² / 1 working place or per 1 user
6.  Maintenance Costs / 1 m² of GFA
7. Operational Costs / 1 m² of GFA or per 1 user
8. Planned maintenance vs. Reactive maintenance Ratio