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BENCHMARKING REVIEW By Ian Follett, Facility Management Services Ltd Museum Benchmarks 2003, Survey of Facility Management Practices This was the third annual benchmarking survey. It focused, for the first time, on a comprehensive listing of good and best practices used in the facility management of museums and art institutions. Key performance measurements were also repeated, allowing for a three year history of trends. Also for the first time, a Customized Survey Report was prepared for participating institutions. This customized survey report compared side by side on the same page, the performance measurements of the participating institution to industry average performance measurements, and showed additional analysis by type of museum. Eighty museums and art institutions have participated in the Museum Benchmarks Surveys of 2001, 2002 and 2003. Some Highlights of Museum Benchmarks 2003, Survey Report   Area Cleaned Per Custodial Worker 2003 21,600 sq.ft 2,100 sq.m.     2002 25,800 sq.ft 2,400 sq.m.     2001 23,900 sq.ft. 2,200 sq.m. Cost of Custodial Services Totally or Mostly Outsourced $1.28 per sq.ft. $13.78 per sq.m.   Cost of Custodial Services Totally or Mostly In-House $2.22 per sq.ft. $23.90 per sq.m.   Area Per Building Maintenance Worker 2003 31,200 sq.ft. 2,900 sq.m.      2002 36,400 sq.ft. 3,400 sq.ft.     2001 33,500 sq.ft. 3,100 sq.m. Cost of Building Maintenance $4.27 per sq.ft. $45.98 per sq.m.   Area Per Security Worker By Facility Type Fine Art:    History:    Archives:     6,000 sq.ft. 600 sq.m.     14,000 sq.ft. 1,300 sq.m. 42,600 sq.ft. 4,000 sq.ft. Outsourcing Services Provided by Contractor (totally or in combination with employees) custodial services equip. maint. (elevators, etc.) grounds maintenance security  exterior building maint.          50% 87% 74% 37% 71% Purchase of Museum Benchmarks 2003 Survey Report The Report can be purchased for $1000 US. Please contact Ian Follett, Facility Management Services Ltd, at fmsltd@fmsltd.com , 1-403-259-5964 or fax at 1-403-255-7116. The Report, the result of a 30 page questionnaire, includes a 4 page executive Summary of Results, a 5 page listing of facility management related operational definitions and 22 pages of Data Analysis. Data was gathered and analyzed on the following topics: description of facilities, space utilization, temperature and relative humidity, custodial services, utilities, building maintenance, exterior grounds maintenance, building security, cost of building operations, outsourcing, good/best practices (a 7 page listing) and important issues facing facility managers. The best practices of participating institutions, as listed and briefly described by each institution, are also included in the Survey Report. Benchmarking and Best Practices Workshop This one day Workshop, always part of the benchmarking exercise, was held in San Francisco immediately prior to the IAMFA Conference. The following institutions were represented at this Workshop: Art Institute of Chicago Auckland Art Gallery Toi o Tamaki Canadian Museum of Civilization Canadian Museum of Nature Harvard University Art Museums Library and Archives Canada National Gallery (London) National Gallery of Art (Washington) National Gallery of Canada Smithsonian National Air & Space Museum Smithsonian National Museum of Natural History The Arts Center (Spartanburg) The British Library The Carnegie Museums of Pittsburgh The Getty Center Workshop Highlights Survey Results Presentation and discussion of Museum Benchmarks 2003 results and trends Identification of Good and Best Practices Participating institutions were asked in the survey questionnaire if each practice (of 13 pages of listed practices) was a good/best practice - that should be utilized by all facility managers - or not. Best Practice Presentations Facilities Methods Improvement Control System Joe May, The Getty Center Service Call Centre Lucie Lanctôt, Canadian Museum of Nature Computerized Maintenance Planning and Work Management Joe May, The Getty Center Funding Models for Life Cycle Replacement of Aging Building Components Guy Larocque, Canadian Museum of Civilization Focus Groups 4 separate groups discussed the following topics: How Motivate and Reward Employees and Contractors How Practice Environmental/Green Building Management How Be Proactive Vs Reactive How Improve the Museum Benchmarks Report? Thank You All best practice presenters Joe Brennan, San Francisco Museum of Modern Art, for great hospitality and arrangements for the workshop room, equipment and catered luncheon All those who helped in the development of the survey questionnaire Bill Caddick and IAMFA members for their endorsement and support of this annual benchmarking survey Updated: May 11, 2004