Fundamental Concepts of Facility Management PDF

Handout 1 – 3 PRELIM 3. Procure the services. This involves facilitating the services of a company through outsourcing or co- FUNDAMENTAL CONCEPTS OF FACILITY MANAGE...

Handout 1 – 3 PRELIM 3. Procure the services. This involves facilitating the services of a company through outsourcing or co- FUNDAMENTAL CONCEPTS OF FACILITY MANAGEMENT sourcing models. 4. Deliver the services. This involves mobilization and contract management with the third-party companies Definition, History, and Rationale that perform functions or services for another company. 5. Manage performance. This involves service review and performance measurement related to the outsourced or Facility Management Association (FMA) co-sourced services of a company. “a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, Key Concepts of Facility Management place, process, and technology.” The term “facility” refers to any (range of establishments that serve a greater purpose such as The Informed Client Function. The organization needs to act as providing goods and services). In the most traditional sense, this an informed client to achieve end- user satisfaction and best refers to factories and offices, but the term “facilities” also value. The scope of an Informed client involves understanding include ( schools, sports complexes, hospitals, hotels, retail the organization, its culture, and end-users and their needs. stores, and other related establishments) Stakeholder Engagement. The organization must effectively History of facility management: manage its stakeholders or those individuals and groups with facility-related interests. 1970s-FM involves building maintenance and cleaning. End-User Experience. The organization must properly counsel 1980s-outsourcing of non-core services such and manage its end-users or those individuals or groups that will As lighting, heating, and plumbing to facility management experience the impact of facility management. agencies. Best Value. The organization must be aware of the extent to which 1990s-FM services such as property management, space best value for money in facility management can be improved. planning, and Relocation. Value for money is a term used to express the relationship between the cost of a good or service and its quality or 2000s-FM business processes such as payroll and human performance. resources. Operability. The organization must ensure that facility design takes proper account of operational requirements through a thorough briefing process. According to Atkin and Brooks (2015), facility management can also be regarded as a way to create an environment that is Sustainability. The organization must establish an objective or conducive to the organization’s primary processes and activities. requirement to optimize operational cost over its life cycle. In order to sustain operations, companies must take a long- term Support people in their work and enhance individual view of the operability of their facility to become aware of their well-being. obligations and liabilities in the future. Enable the organization to deliver effective and responsive services. Outsourcing. The organization must identify the cost- Utilize the cost-effectiveness of physical assets. effectiveness of obtaining services from within the organization Allow for future change in the provision and use of or outside the organization through third-party companies. space. Performance Management. The organization must ensure that Provide competitive advantage to the core business. services are provided according to agreed performance levels. Enhance the organization’s culture and image. Management of Change. The organization must consider the minor changes arising in the course of day-to-day operations and should be capable of minimizing disruption as well as The approach to facility management involves the following safeguarding business continuity. steps. Maintenance Management. The organization must consider the 1. Develop facility management strategy. This involves maintenance of the structure, strategic analysis, solution development, and strategy. 2. Determine sourcing model. This involves assessing the Information Management. The organization to derive optimal most appropriate model to be used for company- use-an new Practice proper management of information related activities. Obligations and duties, as well as enabling From its facility.  Matching new uses to a refurbished facility. Facility managers must match the operational requirements of the firm relevant to REAL ESTATE MANAGEMENT the provisional spaces of a refurbished facility. Legal Document Inspections Increasing the ratio of usable to gross floor area. Facility Mechanical records. Facility managers must inspect the managers must maximize the usable space area of the facility mechanical areas of the property. S/he must also ensure that and ensure that vacant spaces are minimized. adequate records are being kept for preventive maintenance Incorporating design features to support different activities at measures. different times. Facility managers must ensure that facility design Compliance with legislation. Facility managers must identify if provides relevance and convenience in facilitating the activities there are any deficiencies that must be addressed pertaining to of the firm. building registration and other related government requirements. Providing space, furniture, and fittings that can be adapted for Building plans. Facility managers must check the complete set of different activities. Facility managers must acquire furniture that building plans, especially when alterations are proposed to be matches the operational requirements of the firm. made. Creating space that mixes open-plan, meeting, and quiet spaces. Physical Property Review Facility managers must plan a provisional space area to accommodate different work settings and requirements. Interior quality. Facility managers must consider the status of cleaning, carpet repair, wall coverings, ceilings, and lighting. The Providing wireless data access to enable maximum use of common areas of the property should be properly maintained, common space. Facility managers must ensure that wireless especially as this minimizes liability. data or internet connection is available to common spaces of the facility to maximize operational efficiency. Foundation and exterior. Facility managers must carefully examine if there are any cracking or other signs of structural Appointing a champion/manager for space management and problems in the facility. operating costs. This involves selecting a point person within an organization who will oversee if space requirements and cost Vacant space. Facility managers must review if the empty places efficiency are being met. in the facility are clean or require additional demolition to make the space marketable. Systematically collecting and updating space utilization and cost information. This involves timely updating of space utilization Market Analysis procedures of a firm based on changing needs or requirements of the business to lessen operational cost. Property operations. Facility managers must conduct a thorough review of current management and leasing personnel. Agreeing with targets and monitoring their achievement. This involves periodic assessment of initial targets set by the firm Tenant feedback. Facility managers must perform tenant relevant to space utilization. interviews. This is an important step that is often overlooked. Incorporating space efficiency concepts into the facility Office space. This is ideal Is serving a full-time, part-time, branch, management strategy. This involves injecting the space project, start-up, or a team demand for space. requirements of a firm in implementing facility management Virtual office. This pertains to the operational domain of any strategies such as project design briefs, feasibility studies, option organization whose business does not require a physical office appraisals, and design reviews. but a simulated work environment using technology to perform Developing and maintaining a clear decision and communication work at any location. structure for facility-related projects and their stakeholders. This Disaster recovery. This provides workplace recovery to support involves ensuring that open communication can be facilitated business continuity during an incident. given the design and features of the facility. Assessing space efficiency through post-occupancy evaluations. This involves assessment of the effectiveness of a refurbished Space Management facility based on the experience of previous occupants through an interview or survey. Maximizing space on the footprint of a new facility. Facility managers must ensure that the total available space in a new facility is utilized for operational efficiency. Design and Facility Management Briefing Design. This involves developing detailed and comprehensive Shut down at one location and move to another. This option is the specifications based on the agreed requirements and design result of a shift in markets, exhaustion of raw materials, and evaluation of a facility relevant to the operational requirements of rising cost of operations. An organization must weigh the costs of a firm. moving against the costs and benefits of remaining in an existing location. Construction and/or installation. This involves the actual building, manufacturing facility, and system requirements Do nothing. This option is the result of a detailed analysis of needed in the facility design and management potential locations which fails to uncover benefits that make one of the previous three (3) alternatives attractive. A firm may decide Testing and commissioning. This involves providing on-site to maintain its status quo or current state, at least for the time testing, quality assurance, specifications audit, punch listing, being. and all other compliance crosschecking of the agreed requirements and/or acceptance test. Handover. This involves the formal transfer of the product, Global location system, or building to end-user after the successful testing or Political. Globalization has to contend with political instability commissioning. and political unrest, which can Start-up of operations. This involves the official utilization of the Create risks for personnel safety and the safety of assets. unit or facility by the end-user for business as usual operations or Moreover, a government has the power to nationalize facilities, transaction. which means to take over the company-owned facilities of a Business case. This involves defining the phases, decision gates global business. or facility considerations, deliverables, and criteria for Terrorism. Globalization has to contend with terrorism, which determining the progression of facility management related tasks remains a threat in many parts of the world. Terrorism will put risk of an organization. on personnel and assets of a global business. Statement of needs. This involves defining the primary processes Economic. Globalization has to contend with economic and activities of an organization to understand how the facility instability, which might create inflation or Deflation that may can accommodate these processes. negatively impact the profitability of a global business. Development of design brief. This is a comprehensively written Legal. Globalization has to contend with changing laws and document developed jointly by the organization, its professional regulations that may reduce or eliminate the key benefits of advisors and the designer or design team, based on the having a global business. statement of needs, including the business case for the new or refurbished facility. Ethical. Globalization has to contend with corruption and bribery, which are common in some countries. This poses a number of Functional brief. This involves the proposed technical solutions, issues, which include maintaining operations without resorting to including the evaluation of options for satisfying end-user bribery and preventing employees from engaging in bribery act. requirements. Cultural. Globalization has to contend with the cultural Feasibility study. This involves determining the viability of the differences present in different countries. An example of this is facility design prior to further progression in the project. when Walmart first opened its stores in Japan using its low-cost Design development. This involves ensuring that the information pricing strategy. Walmart struggled since the Japanese deemed critical to the operation of the facility is made available consumers associated low cost with low quality as their cultural to the organization as owner and, where applicable, the operator perception during design. Identifying a country, Region, Community and site Location Planning and Analysis Identifying a Country The need for location Decisions Government. Firms must review the following: policies on foreign Expand an existing facility. This option can be attractive if there is ownership of production facilities, local content requirements, an adequate room or space for expansion, especially if the import restrictions, currency restrictions, environmental current location has desirable features that are not readily regulations, local product standards, and liability laws. available elsewhere. Cultural differences. Firms must review the following: living Add new locations while retaining existing ones. This option is circumstances for foreign workers And their dependents, ways of common in retail operations. doing business, and religious holidays/traditions. Customer preferences. Firms must review the local sentiments Land. Firms must identify the cost, degree of development of the people in purchasing Products and services. required, soil characteristics and drainage, room for expansion, and parking on a preferred site for the conduct of business. Labor. Firms must review the following: level of training and education of workers, wage rate, labor productivity, work ethic, Transportation. Firms must identify the types of access roads and possible regulations limiting the number of foreign employees, other means of transportation On a preferred site for the conduct and language differences. of business. Resources. Firms must review the availability and quality of raw Environmental/legal. Firms must identify the zoning restrictions materials, energy, transportation, and infrastructure. on a preferred site for the conduct of business Financial. Firms must review the financial incentives, tax rates, inflation rates, and interest rates in the preferred country. Technological. Firms must review the rate of technological change and innovations in the preferred country. Market. Firms must review the market potential and competition in the preferred country. Safety. Firms must review crime records and terrorism threats in God blessed! the preferred country. Identifying a Region Location of raw materials. Firms must locate near or at the source of raw materials for three (3) primary reasons: necessity, perishability, and transportation costs. Location of markets. Firms must consider the distribution costs or the perishability of a finished product in choosing a market location. Profit-oriented firms frequently locate near the markets. They intend to serve as part of their competitive strategy, whereas nonprofit organizations choose locations relative to the needs of the users of their services. Labor factors. Firms must consider the cost and availability of labor, wage rates in an area, labor productivity, and attitudes toward work, and whether unions are a serious potential problem in a particular region. Identifying a Community Quality of life. Firms must observe the schools, churches, shopping, housing, transportation, entertainment, recreation, and cost of living on a preferred community. Services. Firms must observe medical, fire, and police protection on a preferred community. Taxes. Firms must observe the manner of tax collection if it is directed or undirected to state or The community. Environmental regulations. Firms must observe the state and local regulation on sustainable Development. Utilities. Firms must observe the cost and availability of utilities in a preferred community. Development support. Firms must observe the bond issues, low-cost loans, and grants being provided by the local government in a preferred community. Identifying a Site