Effective Use of Management Information Systems (MIS) in Administration and Facility Management

In the role of an administration or facility management employee, it is crucial to rely on accurate and timely data to evaluate the cost-effectiveness of operations. The use of Management Information Systems (MIS) can significantly improve decision-making, allowing quick responses to control costs and implement savings where necessary. This article outlines the key types of MIS reports that an Admin/Facility Manager should prepare, their uses, and how these reports can lead to operational efficiency and cost control.

1. Types of MIS/Data Required for Administration and Facility Management

Here are several key categories of data that should be maintained and evaluated:

1.1. Maintenance Cost Reports

Maintenance cost reports track the expenses related to the upkeep of equipment, facilities, and infrastructure. These reports provide insights into areas where high costs are incurred and help identify opportunities for preventive maintenance to avoid costly breakdowns.

• Data to include: Equipment repair and replacement costs Costs of routine maintenance Breakdown history and associated downtime Vendor or contractor charges

Sample Example:

Month Equipment Repair Cost Preventive Maintenance Cost Downtime Cost

Jan HVAC INR 2500 INR 200 INR 1000

Feb Generator INR 5000 INR 100 INR 1500

1.2. Utility Usage and Cost Reports

One of the highest recurring expenses in facility management is utilities (e.g., electricity, water, gas). Keeping track of utility consumption and costs allows the facility manager to evaluate where energy-saving measures can be applied.

• Data to include: Monthly energy consumption Water usage and sewer costs Comparison of peak vs. off-peak usage Energy-saving measures and their cost impacts

Sample Example:

Month Electricity Consumption (kWh) Water Usage (L) Utility Cost

Jan 10,000 5,000 INR 20,000

Feb 8,500 4,800 INR 15,000

1.3. Space Utilization Reports

A facility manager must constantly evaluate how efficiently the space is used. Underutilized spaces can result in wasted rental or operating costs. By reviewing space utilization reports, managers can consider downsizing or repurposing areas to improve cost-efficiency.

• Data to include: Occupancy rates of office spaces Meeting room usage Square footage utilization per employee Overhead costs per space

Sample Example:

Space Occupied Hrs./Wk Total Space(sq ft) Occupancy Rate (%) Overhead Cost(Month)

Reception 20 500 40% INR 10,000

Floor 2 35 2,000 90% INR 50,000

1.4. Procurement and Vendor Management Reports

Tracking procurement activities and vendor performance can lead to improved contract negotiations and cost savings. Keeping an eye on the consistency of supply, cost fluctuations, and vendor reliability allows facility managers to make better purchasing decisions.

• Data to include: Vendor quotes and contract details Price variations over time Service quality metrics Delivery timelines and associated costs

Sample Example:

Vendor Item Supplied Contract Cost Price Change (%) On-time Delivery Rate (%)

Vendor A Cleaning Supplies INR 2,500/month +3% 95%

Vendor B Office Furniture INR 6,000/order -1% 100%

1.5. Employee Productivity and Attendance Reports

The performance of employees and their productivity is a key factor in facility management. Ensuring that work is done efficiently can reduce overtime and additional labor costs. Additionally, absenteeism rates can signal issues with employee engagement or environmental factors that may need to be addressed.

• Data to include: Overtime hours Absenteeism and tardiness rates Employee-to-task ratio Productivity metrics (tasks completed, service calls handled)

Sample Example:

Employee Name OT Hours Absent (%) Productivity Score Labor Cost

John Doe 10 5% 95% INR 12,000

Jane Smith 5 2% 90% INR18,000

2. Using MIS Data for Cost Control and Savings

Once the relevant data is compiled through MIS, the facility manager can take several steps to evaluate cost-effectiveness and implement cost-saving measures.

• Preventive Maintenance: By analyzing maintenance reports, a facility manager can schedule preventive maintenance that reduces breakdowns, increasing the longevity of equipment and decreasing emergency repair costs.
• Energy Efficiency: Utility reports can highlight patterns of high consumption. Simple measures such as upgrading lighting to LED, installing smart meters, or optimizing HVAC systems can bring down energy costs.
• Optimizing Space Utilization: If space utilization reports show low occupancy, the manager may consider subletting unused spaces or consolidating operations to save on rent and utilities.
• Better Vendor Contracts: Vendor reports allow managers to assess cost trends and service performance, giving them leverage to negotiate better prices or switch to more cost-effective suppliers.
• Improving Labor Productivity: By keeping track of productivity and absenteeism, managers can implement better scheduling practices or address workplace conditions that improve employee output, thus reducing overtime and underutilized hours.

3. Formats for MIS Reports

The format of MIS reports depends on the type of data being tracked, but here are some common templates:

Template 1: Cost Savings Opportunity Report

Area Current Monthly Cost Suggested Action Projected Savings Timeline for Action

Electricity INR 20,000 Install LED lighting INR 2000/month 3 months

Maintenance INR 10,000 Preventive maintenance INR 250/month 1 month

Template 2: Vendor Performance Report

Vendor Service/Item Contract Value Service Score (1-5) TAT (%) Notes

XYZ Cleaning INR 18,000/month 4 95% Renew contract

ABC Security INR 12,500/month 3 80% Negotiate Rates

Conclusion

For an administration or facility management employee, having access to detailed and actionable data through MIS reports is essential for evaluating operational costs and making quick, informed decisions. Regularly reviewing these reports ensures that managers can identify cost-saving opportunities, improve operational efficiency, and enhance the overall productivity of the facility. By leveraging data-driven insights, facility managers can implement proactive remedies to keep costs in check while ensuring smooth operations.