TEFMA Benchmark Survey FAQs

 
 What is the annual Benchmark Survey?

TEFMA conducts an extensive annual benchmarking survey of its member institutions to gather comparative costs and performance data for a range of facilities management operations.  The results are shared with the participating membership, and a summary is provided to the Australian and New Zealand Federal Governments to assist in their planning and analysis activities. 

 
Why does TEFMA undertake the annual Benchmark Survey?

TEFMA undertakes the annual benchmark survey to support its members in their planning and resource management activities, to ensure they are informed of sector trends and have a means of comparing service delivery models and expenditure across a range of operations, and to demonstrate value for money to their Executive and leadership teams.

 
Who are the main survey stakeholders?

The principal stakeholders in the survey are the member institutions of TEFMA.

TEFMA also has strategic relationships with APPA in North America, AUDE in the United Kingdom and HEFMA in South Africa, and over time aims to establish international benchmarks with these partners. 
TEFMA’s Business Partners and Affiliates are also identified as stakeholders.

 
 Who determines what data is collected?

TEFMA works with the UA and UNZ, as well as the Australian and New Zealand Federal Governments, to develop standard metrics to measure the performance of higher education facilities.  Members can request additional metrics for TEFMA's consideration for inclusion in future surveys.

 
How long has TEFMA been managing the survey?

TEFMA has been undertaking member surveys since 1993.


The survey has become more complex and gained credibility over the past three decades, with its results now widely referenced as a significant source of valuable information on the facilities management of higher education property portfolios. A comprehensive database exists, spanning over 30 years and demonstrating trends in growth, resourcing, and expenditure.

 
Who participates in the survey?

Higher education institutions from Australia and New Zealand are the main participants in the survey; Hong Kong and Fiji have previously been represented. 

 
 Is participation mandatory for member institutions?

Participation in the survey is not mandatory; however, it is highly recommended as it enables all member institutions to contribute to and compare their data, enabling informed decision-making for their institutions and the wider sector.

 
 Who manages the survey?

The survey is managed by TEFMA’s Information and Knowledge Services Committee (IKSC), supported by the TEFMA Secretariat and the TEFMA Data Analyst for data management, submission, validation, and publication through the online tools.

 
 How is the survey undertaken?

TEFMA begins the process by requesting each participating institution nominate a single point of contact to gather and input data. A programme for submission is provided to ensure survey dates are adhered to – this is also published on the TEFMA website. The nominee is given access to the Online Data Collection Tool – data is collected within each institution and approved by the Institutional Member (IM) prior to submission. Once the collection process is complete, the TEFMA Data Analyst undertakes data validation checks. The data is then published through the Online Benchmark Reporting Tool.

 
 What is the annual programme of data collection and publication?

Generally, the process begins in March with the Call for Nominees and the opening of the Online Data Collection Tool. Institutions are given approximately 6 weeks to gather and submit their data. Following the data validation process, the Online Benchmark Reporting Tool is made available in June/July of each year.

 
Who has access to institutional data?

During data collection and validation, the TEFMA Data Analyst has access to the data in the online data collection tool to validate it. Members of the Information and Knowledge Services Committee (IKSC) may also access the data to assist in the validation process. All are subject to the Survey Confidentiality Conditions.

Following publication of the Online Benchmark Reporting Tool, Institutional Members are given access to the tool and may choose to share that access with others in their teams. Prior to accessing the Tool, all users must read and agree to the Survey Confidentiality Conditions.

 
How do I get access to the benchmarking tool?

TEFMA provides each Institutional Member (IM) with a unique username and password via email to access the benchmarking tool. For access, please contact your IM in the first instance.

 
 Who can I share reports with?

Member institutions can share reports within their own immediate organisations. There are confidentiality conditions in place regarding the use of the benchmarking tool. It is expected that Member institutions will:

  • Respect the copyright and confidentiality of the TEFMA benchmark data and not disclose its contents to any person or organisation outside of the member institution.
  • Do not release the institutional member report beyond the immediate Facilities organisation.
  • Ensure that data released beyond the Facilities Management group but within the member institution is understood to be commercial-in-confidence, highly sensitive, and not to be shared further.
 
Is my data/information safe?

Yes.  TEFMA has a Contractor Agreement in place with the Australian Survey Research Group (ASR), which manages the software for the benchmark tool.  In addition, any third-party contractors engaged by TEFMA are required to sign a Confidentiality Agreement before data is shared. They must agree to only use the confidential information for the express purpose they have been engaged, and must not share information with anyone other than the approved person/s.

All institutions must acknowledge the Confidentiality Agreement before being granted access to the reporting tool, and only those who have undertaken the benchmark will have access to the data for the relevant year via a unique URL with individual logins.  Access is granted only to members by contacting the TEFMA Secretariat or by receiving it from the Institutional Member of their institution. 

In all other instances, only deidentified data will be shared with third parties, if deemed necessary and agreed to by the Information and Knowledge Services Committee (IKSC). 

 
How do I suggest improvements to the data collection process or categories?

TEFMA regularly updates and improves the survey based on member and user feedback. TEFMA also works with UA and UNZ in addition to the Australian and New Zealand Federal Governments to develop standard metrics to measure the performance of higher education facilities. Please contact TEFMA Secretariat at info@tefma.com in the first instance if you have suggestions about the survey.

 
Who owns the rights to the TEFMA survey?

Rights to the intellectual property of the TEFMA Benchmark and all copies made thereof remain vested in TEFMA Inc.

 
Who do I contact for further information on benchmarking?


For further information on TEFMA’s benchmarking activities, please contact TEFMA Secretariat at info@tefma.com.

 
 TEFMA BENCHMARK SURVEY CONFIDENTIALITY CONDITIONS

These conditions pertain to data collected for the purpose of compiling the TEFMA Benchmark Report.

TEFMA will:

  • Treat all information received from Member Institutions as confidential and will not, without the prior written consent of the Member Institution, use or disclose any confidential information to any person or organisation, other than for the specific purpose for which it was collected.
  • Ensure that summary reports released to Affiliated Institutions, Affiliates, Honorary Associates, Emeritus Associates, Business Partners and/or Individuals, defined under Section D of the TEFMA By-Laws, or published from time to time will be in aggregate form that prevents the identification of data provided by individual member institutions.
  • Ensure all consultants and/or contractors who are engaged by TEFMA from time to time, who require access to the benchmark data, will be required to sign a confidentiality agreement to ensure that (i) benchmark data is not retained by them beyond the term of their engagement, (ii) data is only used for the purposes for which the consultant and/or contractor is engaged, and (iii) data is not directly or indirectly disclosed to any person not involved with the engagement.

Member Institutions will:

  • Respect the copyright and confidentiality of the TEFMA benchmark data and not disclose its contents to any person or organisation outside of the member institution
  • Not release the institutional member report beyond the immediate Facilities organisation.
  • Ensure that data released beyond the Facilities Management group but within the member institution, is understood to be commercial-in-confidence, highly sensitive and not to be shared further.
  • Rights in the intellectual property in the TEFMA Benchmark and all copies made thereof will remain vested in TEFMA Inc.