Excel Worksheet Calculate Customer Chargebacks by lvk11040

VIEWS: 0 PAGES: 23

Excel Worksheet Calculate Customer Chargebacks document sample

More Info
									Utility Council Benchmarking
To go directly to a specific section click…
Demographics
Maintenance
Custodial
Utilities
Other Costs
Administrative Expenses
Fixed Costs
Churn - General Instructions
Churn - Data
Wage and Salary - Instructions
Wage and Salary - Data
Mail Services
Reprographics

Data Collection and Submittal Guidelines:
CAUTION: The results that you enter on this WEB form cannot be saved to your hard drive and resumed at a later date. There are two
recommended ways to collect your data...
Data Submittal - After you have obtained your data, either from Excel or on paper, go back to the website and enter your data
electronically. Plan on entering all the information in one session. Once the data is available, it takes about 15 minutes to fill in this web
form electronically. However, you may submit any of the sections in any order when you have complete them. CAUTION: The results
that you enter on this WEB form cannot be saved to your hard drive and resumed at a later date.
This form works best with any version of Internet Explorer or Netscape 6.0 or higher. It is RECOMMENDED that after you SUBMIT
data, you print the submittal confirmation form for your records.
General Instructions - In filling out the following schedules, include the total costs associated with the day-to-day operation of a facility.
Include all costs before any charges to other departments, divisions, or budgets. Since each company is organized differently and has
varying costs structures, it is important that all benchmarking participants follow the "General Definitions". These definitions establish
uniform parameters from one company to another to permit comparisons. It may be necessary to account for costs, manpower, and
square feet differently for the purposes of this study than is normally done.
Types of Space - This survey collects space according to three major types of space:
Headquarters site is the location of your corporate headquarters facility. This may be one building or a group of buildings on a site.
Regional offices are office sites or single buildings that are primarily office space but not located at the corporate headquarters site.
Service centers consist primarily of shop, warehouse, outdoor storage, and vehicle repair facilities. There typically would be some office
space at service centers but the primary function is not administrative.
Some types of facilities should not be included in this benchmarking study. Do not submit or include benchmarking data on other types
of facilities such as substation control houses, "stand alone" corporate warehouse facilities, data centers, or other facilities that do not
generally fit within the above categories.
Input Guidelines
Input Values - Blanks are not acceptable. Where a numerical value is requested there are several possible submittals:
The appropriate numerical value which can include "zero."
Do not use commas or decimals in any of your input values.
Rounding: round up for values 5 and greater up, round down for values less than 5
DU - Data Unavailable - function is provided but data is unavailable
When you click the "submit" button, items that have inadvertently been left blank will generate an error message directing you to
complete the appropriate question.

Report all costs in thousands of US Dollars ($000).
Report all areas in thousands of square feet (000).
Report occupancy in total numbers.
Other data input units are specifically noted.
Report data only once except where noted.
Estimates - Throughout the survey you will be given guidelines to increase common and consistent responses.
Reporting cycle - use the most current 12 month period representing your fiscal year.
Measurements That Change During the Year - Report the weighted average of your values during the reporting period. e.g. square feet
and labor.
Revenue - outside of the reported facilities should not be reported.
General Definitions
The following definitions apply to all topics and sections. If you sublease space to others, include the tenants occupied space, all
operation costs associated with the tenants and their associated square footage.
Building - A fully enclosed structure containing mechanical and electrical components.
Consultants, Contractors, or Outside Services - The cost of consultants, or contracted services shall include salary, benefits, markups
for overhead and profit, and taxes.
Cost: Report all costs in US dollars. Actual costs (not budgeted) for the entire year shall be reported. If an actual cost is not known, an
estimate may be used. There may be carry over from one year to the next. For example, a project that is planned and designed in one
year and then constructed in the next. Only report the portion of the project costs incurred in the year under study.
Cost Allocations or Charge Back - Costs that are charged to using departments are to be included in Facilities Costs. This
benchmarking shall include total spending that the Facilities function is responsible for regardless of what other budget/function pays
the cost. Include cost allocations, charge backs, or direct charges that are accounted for outside of Facilities. Exclude all revenues from
tenants.
Customer Satisfaction - Quality is defined as Customer Satisfaction. Quality is in the eyes of the customer, so it will be necessary to
receive feedback from those you serve. For several of the categories in this study there are Customer Satisfaction measurements that
result from using a "Customer Satisfaction Survey."
Data Resolution - Enter data to three significant figures wherever possible. This will assure that the values in the resulting report will be
within 10%.
FTE - Full Time Equivalent employees based on a 40 hour work week. For example, if there are three individuals working 30, 20, and
10 hours per week this would represent 1.5 FTE employees.
kGSF - Thousand gross square feet. l kGSF = 1000 GSF.
Labor Costs - The cost of labor shall include salary, fringe benefits, training, equipment, phones, IT, space (if charge back system is
applied), travel, vehicles, management and supervision, workman's compensation, medical, benefits packages, and all overheads
which is directly proportional to your headcount.
Measurements That Change During the Year - Several parameters change during the year, yet only one number is reported for this
benchmarking study. Number of square feet and labor are two examples. The figures reported shall be a weighted average over the
year. The weighted average is the sum of the monthly quantity divided by 12. For example, the weighted average of labor in a
department with 20 people from January to May, 15 people from June to August, and 12 people from September to December is 16
people.
Overheads - Include all departmental overhead loadings such as fringe benefits, training, equipment, phones, IT, space (if charge back
system is applied), travel, vehicles, management and supervision, workman’s compensation, medical, benefits packages, and all
overheads which is directly proportional to your headcount.
Reporting Year - Use the most recent year for which data is available.
Revenue - If a function is provided for users outside of the reported facilities, do not report the volume or cost/revenue associated with
that part of the function.
Supplies and Materials - Include all supplies, parts, and materials required to perform a function.


Data collection and Submittal…
1 Site Selection from Drop Down Menu

2. Enter your UserName
                                                                                                                       Month       Year
3. This data submittal is for a 12 month period with data ending (month / year) :
Demographics
                                                                                                                       Head     Regional   Service
Occupancy                                                                                                              Quarters Offices    Centers
101. Office Employees - Company: include total company permanent occupants at the site who require office-
type work space in the benchmarked facilities. Include personnel on all shifts.
102. Office Employees - Non Company: include total temporary personnel such as job shoppers, consultants,
contract employees, customers, tenants, and government auditors who require office-type work space in the
benchmarked facilities. Include personnel on all shifts.
103. Site personnel - Company: include total company trade, craft and meter reading personnel assigned to
benchmarked facilities who do not require office-type work space.
104. Site personnel - Non Company: include total temporary personnel such as job shoppers, contractors,
consultants, contract employees, customers, tenants, and government auditors assigned to benchmarked
facilities who do not require office-type work space.
                                                                                                                       Head     Regional   Service
Sites                                                                                                                  Quarters Offices    Centers
201. Number of sites and where the benchmarked facilities are located.
202. Number of individual buildings encompassed by benchmarked facilities.
203. Enter the average age of all buildings (Years)
                                                                                                                       Head     Regional   Service
Areas                                                                                                                  Quarters Offices    Centers

301. Gross Square Feet: Total square feet under roof of building areas as measured to the outside of walls.
Include enclosed storage, equipment buildings, and all occupied areas. Do not include covered walkways,
covered exterior docks, equipment pads, interstitial space, utility, tunnels, and support equipment mezzanines.
Square feet in all cases should be based on an ”as-built“ basis as opposed to forecasted configurations. When
computing areas within a building, calculate square feet to center of walls.(000)
302. Usable Area Square Footage measures the actual occupiable area. In addition to excluding the major
vertical penetrations, it excludes the primary circulation halls, lobbies, mechanical rooms, toilet rooms and
custodial areas.(000)
303. Vacant Area Square Footage measures the actual area that is not currently in use or service. However
these areas could be placed in use or service if corporate occupancy needs required additional space. Examples
include vacant floors, vacant leased space that is part of a larger leased area, or partial areas of floors that are
unoccupied. Do not include vacant workstations that are encompassed within a department's space
allocation.(000)
304. Unfinished / Mothballed Area Square Footage measures the actual area that is unfinished and would
require the equivalent of tenant improvements or substantial work to be placed in service. However these areas
could be placed in use or service if corporate occupancy needs required additional space. Examples include
unfinished floors or portions of floors that have never been occupied. (000)
Maintenance
All costs associated with the operation, maintenance, and/or non-capital repair of the following equipment and general functions in Benchmarked
Facilities. Include all expenses for labor, material, equipment, and contractors.

HVAC (Heating, Ventilating and Air Conditioning)
Duct for cooling, heating, and ventilation / Cooling towers / Chiller equipment / CFC change out and retrofits / Package units / Evaporative coolers /
Filters / Energy management systems / Humidifiers/dehumidifiers / Boilers / Exhaust systems / Infrared/electric heating systems / Ceiling Fans /
Central console monitoring


Electrical/Mechanical
Elevator/escalator systems / U.P.S. systems / Emergency generators / Fuel systems associated with emergency generators / Fire and life safety
(wet, dry, Halon, etc.) / Card access systems / Security camera systems / Kitchen equipment / General plumbing / Motorized gates, doors, crates,
hoists, monorails, etc. / Water treatment (potable) / Light bulbs, tubes, ballasts and fixtures / Electric circuits (P.M. and minor modifications) / Yard
and area lighting / Emergency exit lights / Water softeners / Low temperature equipment (ice makers and refrigerators) / Drinking fountain /
Circulating water pumps / Hot water systems / Sewer Systems (excluding hook up & usage fees) / Master clock systems / Balers and trash
compaction equipment / Automated mail delivery systems / Pneumatic systems / Customer queue systems / Fleet maintenance and lubricating
equipment (permanently attached) / Car wash systems / Motorized storage systems / Architectural fountains and pools (associated with building)

General Maintenance
Paint / Roofing, (O&M) / Any regular or routine structural repairs that are a part of your maintenance function including items like pointing the joints
in masonry walls, filling cracks in concrete walls, caulking of window frames, sidewalk replacements, painting / Locksmith / Carpentry / Cable
pulling-Telco & Data / Carpet repair
Exclude costs for the following equipment:
Telecommunications systems / Data systems / Fiber optics / Landscape equipment maintenance and repair / Janitorial equipment maintenance
and repair / Indoor air quality costs (not associated with HVAC) / and major re-roofing projects
                                                                                                                                              All Sites
400. Indicate the average overhead rate for year department:
                                                                                                                       Head     Regional       Service
                                                                                                                       Quarters Offices        Centers
401. Internal Costs:
All costs for internal manpower, materials, services, supplies and equipment used in performing the specified
work functions($000):
402. External /Contract Costs:
All costs for consultants and contractors retained to perform the specified work functions($000):
403. Indicate the dominant contractual arrangement (Union or Non-Union) that exists in the labor force
performing the maintenance work described in this section. Contracts requiring published labor rates specified in
a Collective Bargaining Agreement are considered union. All others are non-union. Please avoid the answer
"both" when submitting your data. For example, if more than 50 percent of the workforce is considered union,
then your answer should be union.

404. Percent Wrench Time is the percentage of time an employee spends applying physical effort or attention to
a tool, equipment, or materials in the accomplishment of assigned work.
Formula:
Wrench Time (%) = [Productive Work Time/Total Time Scheduled] * 100%
Productive Work time = (Total Time Scheduled – Breaks – Personal Time – Meetings – Traveling – Planning and
Instructing – Waiting – Getting Tools – Obtaining Materials – Clean Up – Work Order Entry – Training – Other)       %   %               %
                                                                                                                            All Sites
405. Indicate the completion percentage rate for mandatory compliance inspections (elevators, hoists, etc.)
Custodial
All costs associated with the cleaning and custodial costs in Benchmarked Facilities. Include all expenses for labor, material, equipment,
contractors, contract administration & corporate overheads.
Cleaning and custodial costs
Internally staffed cleaning services / Contracted cleaning services / Periodic cleaning expenses such as window washing / General carpet
maintenance / Other cleaning expenses such as supplies, expensed equipment replacement, and equipment maintenance / Cleaning of custodial
uniforms
Exclude the following costs
Maintenance / Utilities / Grounds or landscaping / Security / Costs of vehicles to transport janitorial staff to various locations / Costs related to
”electric“ facilities / Parking structures / Porter services / Offsite waste or trash disposal / Recycling programs.
                                                                                                                         Head        Regional Service
                                                                                                                         Quarters Offices        Centers
501. Internal Costs: All costs for internal manpower, materials, services, supplies and equipment used in
performing the specified work functions($000):
502. External /Contract Costs: All costs for consultants and contractors retained to perform the specified work
functions($000)
503. Number of In House Custodians - Full time equivalent positions for in-house employees.
504. Number of Contract Custodians - Full time equivalent positions for contract employees.
505. Indicate the dominant contractual arrangement (Union or Non-Union) that exists in the labor force
performing the maintenance work described in this section. Contracts requiring published labor rates specified in
a Collective Bargaining Agreement are considered union. All others are non-union. Please avoid the answer
"both" when submitting your data. For example, if more than 50 percent of the workforce is considered union,
then your answer should be union.
506. Indicate the area cleaned on a regular basis. Do not include warehouse or shop space if it is not cleaned on
a regular or periodic basis by custodial crews. If shops, warehouses, and garages contain offices, restrooms,
crew rooms and other support space that is cleaned on a regular basis then include these areas in the cleanable
area (SF 000):
Utilities
Include all expenses associated with utilities in Benchmarked Facilities. Include electricity, water, sewer, gas, and any other utility costs. Some
electric utilities may bill their utility usage indirectly or through an overhead process. Where direct billing information is not available use:
...Actual consumption in KWH
...Actual demand charges in KW
...Rate structure that would apply for a similar commercial or industrial account.
                                                                                                                          Head        Regional Service
                                                                                                                          Quarters Offices        Centers
601. Annual cost of electricity ($000):
                      (Click here to is for:
602. Your electric cost submittal choose)
603. Annual cost of water and sewer. Some organizations also pay a storm water/ surface water charge that is
not related to facility usage or occupancy. Do not include these charges in your water / sewer cost submittal.
($000):
604. Annual cost of natural gas ($000):
605. Describe any other utility costs:
                                                                                                                        Head     Regional       Service
Utility Consumption                                                                                                     Quarters Offices        Centers
606. Annual electrical consumption (kwh 000)
607. Annual gas consumption (CCF 000)
608. Other utility consumption such as steam (BTU's (000,000) Describe below
609. Other utilities - please describe
Other Costs
                                                                                                                      Head     Regional   Service
                                                                                                                      Quarters Offices    Centers

701. Landscaping costs includes service contracts, service expenses, labor, materials, and supplies, and
employee compensation and benefits associated with the routine maintenance of grounds and landscaping.
Includes fertilization and trimming as applicable. Costs for new landscaping, new lighting, new irrigation systems,
conversion from grass to a different theme, should not be included in this section. ($000)
701A. Acres of Landscaping maintained:
702. Annual cost of "Off Site" trash disposal ($000):

703. Parking and Paving costs include service contracts, expenses, and employee compensation and benefits
associated with the routine maintenance of roadways, paved areas, laydown / storage areas, graveled areas in
service centers or warehouses, and parking areas, minor repairs, and coating/resealing. ($000)
703A. Snow Removal Costs
703B. Acres of Paving maintained:
704. Do you reimburse any employees for parking at your facilities? Yes / No

705. Building security costs include employee compensation for security related to normal usage of the facility,
including receptionists, service contracts and expenses, supplies, and security equipment maintenance. ($000)
Administrative Expenses
The Administrative Expenses section does not collect expenses by type of facility since these costs are usually allocated
across all types of facilities. In the prior sections you have submitted data for the direct expenses associated with the major
operations and maintenance activities.
For example, if you provide a trouble call desk, and that desk receives calls for maintenance and custodial issues, then you
would include the pro-rata share of the call desk costs for maintenance activities in the Maintenance Expense above.
Custodial expenses for the call desk would be treated in a similar manner. There may be other administrative duties of the
call desk that have not be allocated anywhere in the above cost submittal. Those expenses should be included in this
section.
Include all other administrative expenses in support of the Operations and Maintenance activities that have not been
reported elsewhere. All expenses should include labor, benefits, training and travel, materials used, equipment, and other
overheads.
Examples of costs that should not be included in this section…
...Services already included under other schedules in this benchmarking survey
...Direct costs of maintenance, repair and operational work; these costs should be reported under maintenance costs
...Direct costs of custodial; these costs should be reported under custodial costs
...Project management costs associated with the design and construction of tenant improvements, capital
   improvements, major repairs, and building additions
...In-house space design and architecture
...Services such as hanging pictures, moving boxes, fixing furniture
...Direct costs of landscape and ground maintenance, whether by outside contractor or hourly staff
...Administration cost for substations, power plants, etc.
...Sales and promotion of property (marketing/advertising, etc.)
801. Administrative Expenses ($000)
Fixed Costs
Fixed costs reflect the cost of providing, maintaining, and using the facility. Do not include special costs that are not requested, such as cafeteria
service, fitness center, or day care. Enter dollar ($) values in thousands ($000) of dollars. These costs include the expenses for providing facility
assets including capital cost depreciation, capital improvement depreciation, real estate rent, leases, taxes, and insurance. Use depreciation for
capital costs instead of the full capital cost.
                                                                                                                        Head       Regional Service
                                                                                                                        Quarters Offices      Centers
901. Building and building improvement depreciation. ($000)
902. Leasehold improvement depreciation. ($000)
903. Depreciation for furniture, building equipment, and facility’s department equipment. Do not include
production equipment, computer equipment (IT), or machinery depreciation. ($000)

904. General insurance costs necessary to protect real estate, buildings, land, and equipment for the site. ($000)
905. Taxes on equipment and all real estate taxes for the site. ($000)
906. Annual rental lease cost - include only real property leasing costs. ($000)
907. Debt service costs. ($000)
Utility Council -National Benchmarking - Churn Costs
This worksheet is to collect churn rate information by type of facility (headquarters, regional offices, and service centers).



Data Submittal - After you have obtained your data go back to this page on the website and enter your data electronically. Plan on entering
all the information in one session. Once the data is available, it takes less than five minutes to fill in this web form electronically.

Types of Space - This survey collects churn costs according to three major types of space:

Headquarters site is the location of your corporate headquarters facility. This may be one building or a group of buildings on a site

Regional offices are office sites or single buildings that are primarily office space but not located at the corporate headquarters site.
Service centers consist primarily of shop, warehouse, outdoor storage, and vehicle repair facilities. There typically would be some office
space at service centers but the primary function is not administrative.
Churn activity at other types of facilities should not be included in this benchmarking study. Do not submit or include churn data on other
types of facilities such as substation control houses, "stand alone" corporate warehouse facilities, or other facilities that do not generally fit
within the above categories.

Input Guidelines
Input Values - Blanks are not acceptable. Where a numerical value is requested there are several possible submittals:
The appropriate numerical value which can include "zero."
Rounding: round up for values 5 and greater up, round down for values less than 5
DU - Data Unavailable - function is provided but data is unavailable

When you click the "submit" button, items that have inadvertently been left blank will generate an error message directing you to
complete the appropriate question.

General Definitions

Report all costs in thousands of US Dollars ($000).
Occupancy data will be obtained from the Space and Operating Costs section of your benchmarking submittal.
Report costs only once.
Consultants, Contractors, or Outside Services - The cost of consultants, or contracted services shall include salary, materials, benefits,
markups for overhead and profit, and taxes.
Cost: Actual costs (not budgeted) for the entire year shall be reported. If an actual cost is not known, an estimate may be used. If a churn
project was started in one fiscal year and completed in another report the total cost in the year it was completed.

Cost Allocations or Charge Back - Costs that are charged to using departments are to be included in your churn costs. This benchmarking
shall include total churn costs in the reported categories regardless of what other budget/function pays the cost. Include cost allocations,
charge backs, or direct charges that are accounted for outside of Facilities. Exclude all revenues from tenants.
Labor Costs - The cost of labor shall include salary, fringe benefits, and all overheads.
Reporting Year - Use the same reporting cycle utilized in the Space and Operating Cost section
Revenue - If a function is provided for users outside of the reported facilities, do not report the volume or cost/revenue associated with that
part of the function.
Supplies and Materials - Include all supplies, parts, and materials required to perform a function.
Churn Costs
If your data is aggregated for all of your facilities, and not separable by type of facility, indicate your churn costs in the "Headquarters" category.
Enter 0 in the cells under Regional Offices and Service Centers.
Box Moves...

Box moves are those employee relocations which do not involve ANY rearrangement of the workstation or Head                          Regional     Service
furniture. Telecommunications and IT changes may be required. Files and supplies are moved.                     quarters            Offices      Centers
                                                                                                                 ($000)              ($000)        ($000)
CB1. Total number of box moves (individual moves):
CB2. Total cost of the box moves listed above. Indicate your total cost, not the average cost. Do not include
Telecommunications or IT charges
CB3. Total cost of the telecommunications charges for the box moves listed above. Indicate your total cost, not
the average cost.
CB4. Total cost of the IT (Information Technology) charges involving moving and set up of PC's for the box
moves listed above. Indicate your total cost, not the average cost.

CB5. What is the normal request, average cycle time from receipt of request to management approval? (days)

CB6. What is the normal request, average cycle time from management approval to move completion. (days)
Furniture Moves...

Furniture moves (workstation/furniture moves) are those employee relocations which involve
rearrangement of existing workstations or furniture and do not involve ANY full height wall modification.
These moves may involve wiring modifications. Telecommunications and IT changes may be required.          Head                      Regional     Service
Files and supplies are moved.                                                                             quarters                  Offices      Centers
                                                                                                           ($000)                    ($000)        ($000)
CF1. Total number of furniture moves (individual moves).
CF2. Total cost of the furniture moves listed above. Indicate your total cost, not the average cost. Do not
include Telecommunications or IT charges.
CF3. Total cost of the telecommunications charges for the furniture moves listed above. Indicate your total cost,
not the average cost.
CF4. Total cost of the IT (Information Technology) charges involving moving and set up of PC's for the furniture
moves listed above. Indicate your total cost, not the average cost.
CF5. What is the average cycle time from receipt of request to management approval? (days)
CF6. What is the average cycle time from management approval to move completion. (days)
Construction Moves...
Construction moves (moves that require construction) are those employee relocations which involve
demolition or construction of full height walls and rearrangement of workstations or furniture.                  Head       Regional   Service
Telecommunications and IT changes may be required. Files and supplies are moved.                                 quarters   Offices    Centers
                                                                                                                  ($000)     ($000)      ($000)
CC1. Total number of construction moves (individual moves).
CC2. Total cost of the construction moves listed in item 3. Indicate your total cost, not the average cost. Do
not include Telecommunications or IT charges.
CC3. Total cost of the telecommunications charges for the construction moves listed above. Indicate your total
cost, not the average cost.
CC4. Total cost of the IT (Information Technology) charges involving moving and set up of PC's for the
construction moves listed above. Indicate your total cost, not the average cost.
CC5. What is the average cycle time from receipt of request to management approval? (days)
CC6. What is the average cycle time from management approval to move completion. (days)
Utility Council - National Benchmarking - Wage and Salary Survey
This worksheet is to collect salaries by company.



Data Submittal - After you have obtained your data go back to this page on the website and enter your data electronically. Plan on entering
all the information in one session. Once the data is available, it takes less than five minutes to fill in this web form electronically.

Input Guidelines

Input Values - Blanks are not acceptable. Where a numerical value is requested there are several possible submittals:
DU - Data Unavailable - The position is used but data is unavailable
NU - Not Used - A position is not used in your organization

When you click the "submit" button, items that have inadvertently been left blank will generate an error message directing you to
complete the appropriate question.

General Definitions

Report all costs in US Dollars.
Report all costs in $$/hour. For salaried positions use the following formula: (Annual Salary)/(2080 hours) = Hourly Cost.
Where there are progressions use the weighted average to report the wage or salary.
For internal wages or salaries include fully loaded regular time rates.
For out-sourced or contracted positions, report the actual monthly rate paid. The cost for outsourced or contracted services shall include
salary, benefits, markups for overhead and profit, taxes, and any other costs.
Reporting Year - Use the same reporting cycle utilized in the Space and Operating Cost section of the benchmarking survey.
Salary Survey
                                                                                                                               Internal Contracted
Craft Positions                                                                                                               Rate/Hour Rate/Hour
C1. General Laborer
C2. Helper - assists journeymen and others
C3. Gardener
C4. Custodian/Janitor
C5. Repairman/ Maintenance man/ Utility Worker - performs semi-skilled work related to Operations and Maintenance
activities.
C6. Painter
C7. Plumber
C8. I & C (Instrument and Controls) technician
C9. Carpenter
C10. Electrician
C11. HVAC Mechanic
C12. Elevator Mechanic
C13. Crane/Hoist Mechanic
C14. Control Room Operator - operates all building support systems and equipment.
C15. Multi-Skilled Mechanic - licensed or qualified in two or more trades.
C16. Crew Leader /Working Foreman
                                                                                                                               Internal Contracted
Technical and Professional                                                                                                    Rate/Hour Rate/Hour
T1. Interiors Coordinator - Responsible for aiding in the development of user requirements, conceptual / final plans, space
management / assignments, selection of materials and furnishings.
T2. Engineering Technician - Performs technical and skilled design / drafting assignments associated with the
construction, modification and maintenance of facilities.
T3. CADD (Computer Aided Design and Drafting) Operator
T4. Architect/ Engineer - Long range planning, performing technical design, and providing assistance with contracted
design activities.

T5. Project Manager - Responsible for development of bid specifications, contractor selection / awards, and construction
management of assignments associated with the construction, modification and maintenance of facilities.
T6. Facility Manager/Facility Representative - Serves as the primary customer or occupant contact point.
                                                                                                                               Internal Contracted
Departmental Support Positions                                                                                                Rate/Hour Rate/Hour
D1. Secretarial / Clerical - Performs a wide variety of administrative assignments.
D2. Call Center/Job Ticket Desk Operator
D3. Budget Administrator / Budget Analyst - Responsible for preparation, development, and administration of the Capital
and/or Operations - Maintenance budgets for the Facilities Department.

D4. Performance Measures - Monitors and reports progress on continuous improvement programs and benchmarking.
D5. Analyst

D6. MAC Coordinator - Responsible for coordinating the move, add, and change process associated with churn activities.
D7. Scheduler/Planner - scheduling of crew activities, job planning, prioritization of work assignments, and preventive
maintenance program management.
                                                                                                                           Internal Contracted
Management and Supervision                                                                                                Rate/Hour Rate/Hour
M1. Supervisor (First Level of Supervision)
M2. Manager (Weighted average of all middle Managers)
M3. Manager/Director (Top management position in the department)
Incentive Pay
Incentive Pay Percent... Report the percent of incentive pay awarded as a percent of base pay associated with the reported wages
or salaries.
Loading Rate
Loading Rate Percent... Include all departmental overheads such as training, equipment, space, travel, management and
supervision, etc. Also include corporate overheads such as workman’s compensation, medical, and benefits packages, etc
Mail Services
These tables should include all costs of interoffice and external mail services excluding corporate products and services. Do
not include postage costs (e.g. stamps), vehicle costs, and security costs in I-1. Mail handled is defined as pieces processed
(incoming/outgoing) in the mail service function by any method.
NOTE: Below is a worksheet only. Line I-1 is the only item submitted. Include all costs whether there is a specific function sub-
category listed or not.
                                                                               Internal Costs            Contractual Costs
Function                                                                       ($000)                    ($000)
Labor
Supplies and Materials
Administration
Mailing equipment leases and or rentals
Mailing equipment operating costs including amortization
Other
Costs charged to other depts.
I1. Total mail services costs ($000).                                                                  0                        0

I2. Indicate your annual postage expenditure e.g. stamps. ($000)
The next set of questions will be used to determine site cost per mail handled (e.g., sorted, incoming and outgoing)



I3. Do you calculate the cost to deliver a piece of mail?                                              Yes/ No/ NA
I3a. If yes, then what is your estimated cost?
I3b. If yes, How do you do you calculate the cost
I4. How do you measure your handled mail volume? example: pieces per inch, pieces per pound,
count, etc. (please include formula)
I5. What is your handled mail volume? (000)
I6. Indicate the percent of handled mail volume that consists of packages and boxes? (Items over
one inch in thickness).
I7. Does the Mail Service process use automated sorting and delivery
equipment?                                                                                             Yes/ No/ NA
Function                                                                    Internal                   Contractual

I8. Indicate the number of FTE (full time equivalent) mail services workers.
                                                                                                       Employees
                                                                                                       Contractors
I9. Who performs outgoing mail metering? (Select one)                                                  NA
                                                                                                       User
                                                                                                       Mail Services
                                                                                                       Other
I10. Who pays the cost of expedited / overnight shipments? (Select one)                                NA
            Level deliver mail?
I11. Where do you of Service
              Frequency of of mail
I12. What is the frequencyService delivery and pickup?
I13. What is the single piece weight limit of your mail? (lbs)
I14. Does Mail Services deliver boxes including stationary supplies?                                   Yes/ No/ NA
I15. Indicate the percentage of critical mail (paychecks, legal documents, other tracked material)
delivered on schedule.
I16. Please describe the security measures that are used for screening
incoming mail...
I17. Please describe a best practice that you have implemented at your
site.
Reprographics
Multi Function Devices (MFD's)                                                                                          Yes/ No/ NA
I-MFD1. Are you using Multi Function Devices (MFD's)? If No, enter "No" for this question and "NA" for all other
values in this section.                                                                                                 Yes/ No/ NA
I-MFD2. Are you using MFD's as convenience copiers?                                                                     Yes/ No/ NA
I-MFD3. Are MFD's networked                                                                                             Facilities / IT / Other / NA
I-MFD4. Is the "Scan to File" enabled on most machines?                                                                 Allocated / Direct Charge / NA
I-MFD5. Which organization manages manages MFD's?                                                                       Allocated / Direct Charge / NA
I-MFD6. How are the MFD's space occupancy costs recovered?
I-MFD7. How are the network costs of the MFD's recovered?
I-MFD8. What percent of the service (e.g., maintenance, management) is out-sourced? (Clicks and Cost)
I-MFD9. Are MFD's owned or leased?                                                                                      Owned / Leased / NA
I-MFD10. What is the average lease term (years)?
I-MFD11. Enter the total number of MFD's?
I-MFD12. Enter the total annual quantity of MFD copies (sheets of paper) produced for all MFD's. (000)
I-MFD13. Enter the total annual quantity of clicks for all MFD's (to get cost per click). (000)
Enter the total annual cost for MFD's including labor, administration, supplies and materials including paper, lease of the equipment, amortization,
depreciation, maintenance, bindery/finishing, and click costs, etc. If maintenance costs are included as part of the total annual lease costs include
them in the lease cost.

NOTE: Below is a worksheet only. Line I-MFD 14 is the only item submitted. Include all costs whether there is a specific function sub-category listed
or not.
Function                                                                                  Internal Costs ($000)         Contractual Costs ($000)
Labor
Administration
Supplies and Materials including paper
Lease of the equipment
Equipment amortization and depreciation
Maintenance
Bindery and finishing including any equipment rental costs
Click costs
Other
Other departmental charges. (i.e. network charges)
I-MFD 14. Total MFD services costs ($000).

I-MFD15. Are there any costs not included in the above item I-MFD14? If so, please describe them and how they
accounted for. If there are no other costs enter "None".
MFD - Service Levels...
I-MFD16. Do you have documented Service Level agreements for your MFD's?                                                Yes/ No/ NA
I-MFD17. Percent Service Availability = Unplanned outage hours / Total Hours Available
Total Hours Available = the number of devices multiplied by hours in the year less any time for planned outages
required for preventive maintenance.
Total Hours Available = the number of devices multiplied by hours in the year less any time for planned outages
required for preventive maintenance.                                                                                                                     %
I-MFD18. What is the average downtime for unplanned repairs of your MFD's?
FTE (full time equivalent) Workers...                                                            Employees                        Contractors
I-MFD19. Indicate the number of FTE (full time equivalent) workers.
Centralized Reproduction uses larger capacity machines operating on the property or at an off-site center.
I-CR1.Do you have a central reproduction center? If No, enter "No" for this question and "NA" for all other values in
this section.                                                                                                           Yes/ No/ NA
I-CR2. How are the Centralized Reproduction space occupancy costs recovered?                                            Allocated / Direct Charge / NA
I-CR3. How are the network costs of the Centralized Reproduction recovered?                                             Allocated / Direct Charge / NA
I-CR4. What percent of the Centralized Reproduction labor outsourced?
I-CR5. What percent of the Centralized Reproduction equipment outsourced?
I-CR6. Is the reproduction center on-site or off-site?                                                                  On Site / Off Site / NA
I-CR7. Describe size of projects that go to central reproduction center and how this is managed.
Enter the total annual quantity of copies produced. All values in thousands (000) Internal                              Contracted
I-CR8. Color Copies (000)
I-CR9. Black & White Copies (000)
I-CR10. Wide Format Color - Sizes greater than 11 X 17 (000) (press work)
I-CR11. Wide Format Black & White Copies - Sizes greater than 11 X 17 (000) (press
work)
NOTE: Below is a worksheet only. Line I-CR12 is the only line items submitted. Include all costs whether there is a specific function sub-category
listed or not.

Enter the total annual cost ($000) for centralized color reproduction services including:
Color Copies                                                                            Internal Costs ($000)      Contractual Costs ($000)
Labor
Administration
Supplies and Materials including paper, toner and/or Ink
Lease of the equipment
Equipment amortization and depreciation
Maintenance
Bindery and finishing including any equipment rental costs
Click costs
Threshold costs (volume)
Other departmental charges. (i.e. network charges)
Space chargebacks
Shipping
Other
I-CR12. Color Copies ($000)
NOTE: Below is a worksheet only. Lines I-CR13 is the only line items submitted. Include all costs whether there is a specific function sub-category
listed or not.

Enter the total annual cost ($000) for centralized black and white reproduction services including:
Black and White Copies                                                                  Internal Costs ($000)      Contractual Costs ($000)
Labor
Administration
Supplies and Materials including paper, toner and/or Ink
Lease of the equipment
Equipment amortization and depreciation
Maintenance
Bindery and finishing including any equipment rental costs
Click costs
Threshold costs (volume)
Other departmental charges. (i.e. network charges)
Space chargebacks
Shipping
Other
I-CR13. Black & White Copies ($000)
NOTE: Below is a worksheet only. Lines I-CR14 is the only line items submitted. Include all costs whether there is a specific function sub-category
listed or not.

Enter the total annual cost ($000) for centralized wide format color reproduction services including:
Wide Format Color                                                                       Internal Costs ($000)      Contractual Costs ($000)
Labor
Administration
Supplies and Materials including paper, toner and/or Ink
Lease of the equipment
Equipment amortization and depreciation
Maintenance
Bindery and finishing including any equipment rental costs
Click costs
Threshold costs (volume)
Other departmental charges. (i.e. network charges)
Space chargebacks
Shipping
Other
I-CR14. Wide Format Color Copies - Sizes greater than 11 X 17 ($000)
NOTE: Below is a worksheet only. Lines I-CR15 is the only line items submitted. Include all costs whether there is a specific function sub-category
listed or not.

Enter the total annual cost ($000) for centralized wide format black and white reproduction services including:
Wide Format Black & White Copies                                                        Internal Costs ($000)      Contractual Costs ($000)
Labor
Administration
Supplies and Materials including paper, toner and/or Ink
Lease of the equipment
Equipment amortization and depreciation
Maintenance
Bindery and finishing including any equipment rental costs
Click costs
Threshold costs (volume)
Other departmental charges. (i.e. network charges)
Space chargebacks
Shipping
Other
I-CR15. Wide Format Black & White Copies- Sizes greater than 11 X 17 ($000)
Centralized Reproduction - Service Levels...
I-CR16. Do you have documented Service Level agreements for your MFD's?                                            Yes/ No/ NA
I-CR17. Indicate the percent of work completed per agreed upon (negotiated) schedule.
FTE (full time equivalent) Workers...                                                          Employees                     Contractors
I-CR18. Indicate the number of FTE (full time equivalent) workers.

								
To top