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White Papers

White papers are retail and multi-site facilities focused reports provide you solutions related to FM issues and challenges and are written by industry consultants and professionals. These papers aim to give your insight into some of the most relevant issues impacting facilities management. Should you be interested in suggesting a topic or writing a paper for our library, send us a note at info@prsm.com.

 

White Papers   

Dark Stores: How to Conquer Important Maintenance Challenges

This white paper covers three different approaches to maintaining vacant locations. These approaches are labeled: deliberate non-involvement, necessary involvement and all-inclusive involvement. Each approach requires a varying level of time, effort, and cost. Therefore, facility professionals will choose the approach, or combination of approaches, for their companies’ inventory of dark stores that allows them to react and adjust to the constantly changing environment and, based on the cost/benefit ratio, will allow them to meet their budgets.


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HVAC: Considerations For Total Cost of Ownership 

Total Cost of Ownership (TCO) is a financial estimate intended to help owners determine the direct and indirect costs of a product or system. This white paper will outline and detail these costs as they relate to heating, ventilation, and air conditioning (HVAC) systems that are in the retail store environment.


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Introduction to the Practice of Carbon Management for Retailers 

This white paper is a basic introduction to the practice of carbon management for retailers. It provides a background on climate change, outlines key climate related policies at an international, national and local scale, and explains the benefits of practicing carbon management. For those new to the concept, the paper concludes with practical first steps retailers can take to begin measuring and managing their climate change impact.

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Key Performance Indicators: Best Practices for Creation & Implementation

The impact on profitability from a robust key performance indicator (KPI) program originally addressed in the 2012 PRSM White Paper, “KPI Applications in Retail Facilities Management” engages the idea of KPIs as a quantifiable gauge of performance processes in retail facility management. These measurements are collected to produce tangible scores used to assess value for the rate of change in KPI measurements. The implication of these measurements relates to the effects on business strategy and quality of service delivered to end-users.

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The Evolution of Cleaning in Retail:
The New Normal

This white paper exploring the importance of cleanliness
and how retail facility professionals can help brands meet
both shopper and brand cleaning standards in a cost efficient manner that provides a clean safe store environment for both shoppers and sales associates. 

Although the digital revolution has transformed shopping,
the in-store shopping experience is alive and well, based on consumers’ desires to physically connect with the brand and
its products in a retail environment. With this increased focus on the importance of the store to the shopper, the in-store experience is capturing the attention of retail leaders and there is an increased emphasis on keeping stores clean based upon brand standards.


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Establishing an Evaporation Credits Program

This white paper will explore the reasoning behind, basic design and installation of equipment necessary to capture evaporation credits, along with calculations for a typical installation. The availability of credits varies across the country and may depend on the sewer rate structure of the local utility company.

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Managing Services in Canada

However, as a retailer, it can be difficult to find vendor partners who can provide services across borders. Finding the right partner can be challenging. It may suit your needs to use Canadian vendor partners and US partners separately for your facility needs. Or it may be in your best interest to narrow the search and locate several highly qualified vendor partners who have a track record in providing comprehensive solutions to facility problems across US and Canada. Finding the right partner to service your Canadian locations can save thousands of dollars in unwanted headaches and problems. Proper vetting will help reduce many of these concerns and will provide peace of mind.

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Replacing and Retrofitting Rooftop Units Through the Advanced RTU Campaign

The Advanced RTU Campaign (ARC) is a recognition and guidance program designed to encourage building owners and operators to take advantage of savings opportunities from high-efficiency RTUs.  The Replacing and Retrofitting Rooftop Units Through the Advanced RTU Campaign White Paper explores the premise, challenges and desired outcomes of participating in the ARC Campaign.  This paper also includes a case study examining Walgreens’ RTU replacement program for all of their stores.

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Five Critical Components of Key System Management
 

A key system is a managed set of key records that can be setup to include as few or as many locks as desired. Managing the system can be a daunting task. 

Geared toward both those who are looking to create a key system and those who wish to improve upon one, this paper is a comprehensive guide to walk you through the five main components of selecting, establishing, and maintaining a key system, including policies and procedures that will fit and work for the organization.  

Many organizations have key systems in place, but unless they are set-up and managed properly, they can become ineffective and/or cost the organization hundreds to thousands of dollars in unnecessary rekeys.

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Utilities Consumption in Canada

The intent of this study was to customize a report from Canada's Office of Energy Efficiency to help the retail industry benchmark energy consumption across all 10 provinces. In addition to providing data for total retail store energy consumption, the report also provides the same data for warehouses in Canada.

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Hazards in Store: A Waste Handling Primer for Retailers

"Hazards in Store: A Waste Handling Primer for Retailers" helps the retail industry comply with federal, state and local regulations governing the disposal of hazardous elements in their waste stream. Authors, John McMorrow, Vice President and General Counsel, PSC, and Tim Wilkins, Head of Environmental Practice, Bracewell & Giuliani LLP, defines the types of hazardous waste commonly found in the retail environment and explains how various regulations, particularly the U.S. Resource Conservation and Recovery Act, govern handling and disposal.


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Energy Sourcing - Best Practices

This new white paper, authored by Adam Dench, Senior Strategic Energy Adviser at Nania Energy, assists retailers in understanding the complicated nature of purchasing electricity and negotiating a contract to suit the typical retailer’s consumption patterns. If your state is operating, or planning to deregulate its electric utility market, this paper will show you the ins and outs of negotiating the price of kilowatt hours.

The intent of this white paper is to provide an overview of retail facilities KPIs to help PRSM members understand the importance of these tools, provide insight into how they are used in the industry, and offer guidance on how to establish and administer a KPI program.


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KPI Applications in Retail Facilities Management
 

In order to assess and measure the value of most strategic initiatives, a retailer must understand the current state of their business and be able to model future initiatives. The use of Key Performance Indicators (KPIs) is a critical element in the mix of tools a Retail Facilities Manager has available to determine their current position and model future strategies.

The intent of this white paper is to provide an overview of retail facilities KPIs to help PRSM members understand the importance of these tools, provide insight into how they are used in the industry, and offer guidance on how to establish and administer a KPI program.



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Sourcing Case Studies for Retail Facilities (Part 3)

To fulfill their facility requirements, retailers today have three primary tools available to them. They can totally perform all activities in-house with their own staff (in-sourcing), hand everything over to a third party to manage and execute (out-sourcing), or pick a combination of something in-between (co-sourcing). Whether you are a retailer or a supplier, a solid understanding of sourcing is essential to your success.


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Keeping Your Cool: An Introduction to Retail Refrigeration Basics – Part 1
 

Refrigeration equipment is one of the most complex and highly engineered operational assets that make up the installed capacity of a retail organization. Costs associated with HVAC and Refrigeration operation usually exceed other line items on most Repair and Maintenance budgets in the food service market sector. Therefore, it is imperative facility management professionals have a solid understanding of the systems their organization uses and how to mitigate equipment challenges in regards to the selection, repair, maintenance, operation, monitoring and eventual replacement of the equipment.



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Supplier Insights Into Competitive Sourcing Options for Retail Facilities (Part 2)
 

In September 2011, PRSM published the white paper “Understanding Retail Facilities Sourcing.” That paper, the first of a three part series, presented a strategic and tactical overview of the basic facilities services models (in-sourcing, co-sourcing and out-sourcing) and provided a checklist of things retailers need to be aware of to best position themselves for the sourcing challenges ahead.

This paper, the second in the series, provides PRSM members with additional information on how the various sourcing models affect their business. It presents information collected from a cross section of exceptional PRSM suppliers in an objective depiction of the current sourcing landscape. It highlights important factors that influence suppliers and FM organizations operating amongst the various service models.

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Creating Best-In-Class Snow and Ice Management

The Request for Price (‘RFP’) process is a monumental undertaking for facility management. Snow and ice management is typically the largest budget line item under exterior maintenance services. There is also an inherent complexity to managing service levels and budgeting a constant price point at acceptable levels for your facilities’ snow clearing. Facility maintenance managers are finding themselves under constant pressure to reduce costs of services. These issues, coupled with the fact that the snow management service industry is riddled with numerous Service Provider (‘SP’) pricing variables, are all problematic for facility management.

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Creating a Retail Facilities Strategic Plan
 

What is a strategic plan? Something created during off site retreats to exotic places by upper management, or a set of guidelines to help an organization or department make decisions about how to best use its resources, human and other? It is both, but due to organizational constraints, this paper will only cover the latter. Most everyone has goals and milestones defined for their jobs and possibly their departments, but those goals can sometimes be focused on short term, reactionary or perceived needs of the department, its ‘customers’ or because that’s the way it has always been. While this may serve to meet the current needs of the department’s customers, it often does not take into account the bigger picture of where a department can find and bring more value to the company as a whole.


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Understanding Retail Facilities Sourcing (Part 1)

With growth unavailable as an option, many retailers are cutting in-direct costs. Typical opportunities: print services, travel, maintenance and repair operations, construction, telecom, accounting, legal, office supplies and equipment, shipping/logistics, IT services, and marketing. For some retailers with the right mix of stores locations and equipment, maintaining in-house forces can be a profitable solution. But as a general rule, it is not cost effective for most retailers to maintain their own shop facilities, vehicles, tools, equipment, mechanics, and all the associated overhead.

In practice three common methods fall under the general “out-sourcing” heading: “out”, “in” and “co” sourcing, with “co-sourcing” normally considered the best option.


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Disaster Planning: Staying Ahead of the Tempest
 

Disaster comes in many forms—natural or man-made—hurricanes, floods, tornados, biological threats, hazardous materials incidents, drought, earthquakes, fires, excessive heat, landslides, radiation exposure, tsunamis, volcanoes, wildfires, winter storms, civil disturbances, work place violence, etc. This white paper will focus on preparation for hurricanes as these are the most common retailers face and some of the preparation and processes for a hurricane can be extrapolated to many other disasters.


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Retail Facility Maintenance Professional (RFMP)

PRSM answered an industry call and developed the professional designation known as the “Retail Facility Maintenance Professional” (RFMP) exclusively for retail facility managers. The RFMP is a retail-specific solution covering eight assessment categories -- not a one-size fits-all certification program. After several years of administering this certification program and working with those who have earned the RFMP designation, PRSM has developed best practices that help prepare an individual to successfully pass the experience-based exam, which can be taken at one of hundreds of conveniently located proctored testing facilities in the United States or Canada.

 
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Keys to Successful Request for Proposals (RFPs)
 

A Request for Proposal (RFP) is an invitation to bidders to submit a bid as well as an informational document. Therefore, a RFP has two purposes: first to acquire the pricing and information requested so you, the buyer, can make an informed decision and second to make sure the bidders providing that information know exactly how and what to provide. Upon award of work, the RFP then becomes the starting point and foundation of the buyer-vendor relationship. A RFP is one of the best ways for a buyer to solicit bids for services and to make sure they get what they need.

This paper will discuss the information contained and required in each of these areas. Since most locations and buyers are unique, the information presented may need to be adapted, there may also be additional items to consider for your circumstances or some items listed may not apply.

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Cost Effective Business Strategies
 

As a result of an eight-year evolution, this big box retailer has honed its cost savings strategies enabling it to operate its stores at maximum efficiency by developing a scalable, operations model that condones standardized materials; pro-active maintenance processes and schedules; and internal trade experts who have vertical expertise (flooring, HVAC, electrical, etc.) across all stores.


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Building Facilities Department Credibility

Credibility within a Facilities Department is an achievement that relies on a strong centralized mission and a consistent posture within all the various relationships. There is the Facilities Department itself (your team), there is The Company (your business leaders, finance department and other departments), there are your Customers (your stores, store managers, and all the field management associates) and there are your Partners (your vendors and suppliers). This paper will look at each of these groups and what Best Practices you can use to build credibility with each of them.


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Lighting Retrofits

Limited Brands has successfully completed several different types of lighting retrofit projects over the past five years, ranging from high cost to low cost, in stores and in its Distribution Centers, high impact to lesser, incremental impact. In addition, Limited Brands has had a history of working with its lighting manufacturers and distributors to influence the direction of new lighting technology to suit its needs. Over time, it has benefited from these efforts by simply supplying the new specifications to its stores when it places an order for lamps (this is virtually a no‐cost lighting retrofit through attrition).


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Energy Management Systems

Energy Management Systems (EMS) are a control and monitoring mechanism for your building systems that will help maximize usage while saving energy and money, decreasing down time as well as extending the life of the equipment. This is accomplished through system scheduling, equipment lockout based on environmental conditions, reset of operating parameters to minimize capacity, and diagnosing system performance through data collection.


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Vendor Relations and Management

Gap set about developing a vendor management strategy with the goal of only hiring and retaining “best of breed retail vendors” that recognize the value of working for one of the largest specialty retailers in North America.

Gap Inc. Facilities Services (FS) has come a long way in a short period of time moving from vendor management interactions that were inconsistent and lacked substance to a performance management model in which Gap rigorously measures and manages performance through Key Performance Indicators (KPIs) and improvement action plans.


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