Managing property, whatever the economic climate, requires vigilant attention to ensure that costs are understood and that resources and space are not wasted. To maintain this on a consistent basis over the long term, occupiers and their estates managers need a robust process which allows for continuous measurement of all estate management variables.
Measuring performance
Government departments and their arm’s length bodies are required to measure the efficiency, effectiveness and environmental sustainability of their administrative office occupations over 500 square metres. Data is collected through the e-PIMS™ platform, with the performance of each building reported to the occupying organisation through consistent and independently validated metrics. The principal way that this information is interpreted and used is through engagement in an annual property benchmarking programme.
Data on its own is often of limited value. Understanding relations, patterns and comparing with others helps move from data to information, from information to knowledge, and finally from knowledge to wisdom.
Civil Estate Property Benchmarking Service
The Civil Estate Property Benchmarking Service measures the performance of the central government office portfolio against private sector benchmarks and against government targets and standards, where these have been set. This provides a standardised basis for data definition and for consistent reporting across the estate. Benchmarks are derived from comparable buildings in the private sector and industry best practice.
To provide a level playing field for comparison, the core data set used for benchmarking is based on a basket of basic cost elements, which are readily available for all buildings.
Key Performance Indicators
A framework for property cost categorisation has been adopted, with robust definitions for each data element, derived from the IPD Cost Code. This provides the consistency essential to effective internal and external benchmarking, enabling reliable and like-for-like comparison between and across buildings and organisational property portfolios. Property performance is established through a set of KPIs supported by a mandatory dataset. These are grouped into three areas of analysis:
Data Definitions
To support the central role which information plays in understanding and shaping the Government estate, common standards and definitions are essential. The IPD Cost Code has been adopted as the basis for cost categorisation and provides a robust foundation for defining data elements on the Government’s Electronic Property Information Mapping Service (e-PIMS™).
The IPD Cost Code provides the framework for the collection, measurement and analysis of property cost information. A copy of the Cost Code can be downloaded at www.ipdoccupiers.com/costcode.
Better Measurement, Better Management
Further details on the approach to benchmarking on the Civil Estate are contained in this guide available to download.
Better Measurement, Better Management: How do you measure up? sets out the benefits of property benchmarking; how it works in practice for the public sector; and whether benchmarking is right for your organisation.
Property Benchmarking Service Framework Contract
The services associated with the Property Benchmarking Service have been established under a 4 year single supplier framework with IPD Occupiers. Whilst primarily designed to provide the annual Core Service to Central Government Departments and their sponsored bodies the framework may also be used to provide additional services to other UK public sector contracting authorities.
Further Information
For more information or to discuss this topic please contact:
Richard Graham
Government Property Unit
Tel: 020 7271 0800
email: richard.graham@cabinet-office.gsi.gov.uk
David Pike
IPD Occupiers, Project Manager
Tel: 020 7336 9654
email: david.pike@ipd.com