Module 1 – Introduction to Facilities 3.

Professional competencies of implications in respect of initial design,

Management
facility manager maintenance, the day-to-day administration
4. Facility Management Philosophy and control of manpower, energy and related
Overview
5. The Big Twelve resources” (1986).
Facilities management (FM) covers a wide
6. Benefits accrued when facility
range of disciplines. Many employees will turn
management is practiced properly Strathclyde Centre for Facilities
to the Facilities Manager (FM) to sort out their
7. Major Themes of Facility Management (CFM)
workplace problems so that a competent FM
Management “Facilities Management is a process
must be able to turn their hand to practically
8. Facility Management Life Cycle by which an organization delivers and
anything. With constant changes to
sustains agreed support levels within a quality
legislation, advances in the use of technology
What is Facility Management? environment to provide full values in use to
in the workplace, organizations are striving to
meet strategic objectives.”
maintain their competitive advantage. FMs
The Facility Management Handbook, 2014 Facility Management is a
are frequently expected to ensure
“a profession that encompasses multiple multidisciplinary discipline that encompasses
compliance, provide opportunities for the
disciplines to ensure functionality of the built a wide range of activities and processes;
organization to adopt new ways of using built
environment by integrating people, place, managing a variety of support services in
environments and other creative ways to
process, and technology.” order to support and align all functions of the
reduce operational occupancy cost, yet
organization. We therefore identify the main
maintain appropriate working environment
International Facility Management processes, activities and functions which FM
standards.
Association (IFMA) includes:
(Facilities management Desk References,
“The practice of coordinating people and the ✔ Real Estate Management
2014)
work of an organization into the physical
workplace. An integrated management ✔ Space Management and
Learning Objectives
process that considers people, process and Projects
By the end of this lesson, the students will be
place in an organizational context.”
able to determine the following: ✔ Service Management
1. Define what is facility
​Association of Facilities Managers (AFM) ✔ Environmental Management
management.
“… the management of premises and ✔ Strategic Management and
2. Identify the common functions of
buildings together with the facilities, services Support
facility management
and people contained therein; this has
Common Functions of Facility — Use of management
Management information systems 3. Lease Administration
and information ● Out leasing (as owner)
1. Management of the Organization technologies ● Lease administration/audit (as
● Planning — Contract owner or lessee)
● Organizing administration ● Property management (as
— By function, — Policy and owner)
organization, or location procedure execution
— Centralized versus ● Evaluating 4. Space Planning, Allocation, and
user driven — Design Management
● Staffing — Program analysis ● Space allocation
— Personnel — Contractor ● Space inventory
management evaluation ● Space forecasting (micro-level,
— Evaluation of mix of one location)
staff, consultants, and 2. Facility Planning and Forecasting ● Space management
contractors ● Business unit knowledge
— Training gathering 5. Architectural/Engineering Planning
● Directing ● Strategic facility planning and Design
— Work scheduling (three- to ten-year plans) ● Macro-level programming (one
— Work coordination ● Facility operational planning location)
— Policy and (twelve months to three years) ● Building planning
procedure development ● Space forecasting ● Architectural design
● Controlling (macro-level, ● Engineering design of major
— Work reception organization-wide) systems
— Standards ● Macro-level programming ● Macro-level estimating (one
establishment (dollar (organization-wide) location)
range, quality, quantity, ● Financial forecasting and ● “As built” maintenance
time to deliver) macro-level estimating ● Disaster recovery planning
— Scheduling (organization-wide) ● Design document preparation
● Capital program development and updating
 ● Code compliance — Project management ● Building lease
● Traffic engineering ● Real estate disposal
● Zoning compliance 7. Budgeting, Accounting, and 9. Sustainability​ (these functions
Economic Justification (done normally done concurrently with other
6. Workplace Planning, Allocation, concurrently with planning and functions)
and Management design) ● Site selection decisions to
● Workplace planning ● Programming (same period minimize environmental
● Workplace design covered as for space planning impacts
● Furniture specification unless otherwise specified by ● Environmental policies to
● Furnishings specification the company) minimize waste and reduce
● Estimating ● Work plan preparation resource usage
● “As built” maintenance ● Budget preparation (one to two — Recycling program
● Code compliance years) management
● Move, add, change (MAC) — Administrative — Transportation management
management and record — Capital — Energy audits and retrofits
keeping — Operations and — Building commissioning and
— Alteration management maintenance recommissioning
— Renovation management — Chargeback — Building systems audits and
— Furniture installation ● Economic justification retrofits
— Information & ● Financial forecasting (one to — Purchasing policies for
Communication Technologies (ICT) two years) reduced environmental impacts
installation ● Budget formulation — Vendor relationship
— Provision of furnishings ● Budget execution management for sustainability
— Art program management — Indoor air quality
— Equipping 8. Real Estate Acquisition and management
— Relocations Disposal ● Project management in
— Procurement (to move, ● Site selection and acquisition compliance with environmental
alter, change) — Environmental due diligence regulation
— Preparation of “as builts” — Legal due diligence — Federal, state, and local
and updates ● Building purchase requirements
 ● Sustainable guidelines ● Exterior maintenance (roofs, ● Network management
adoption (Leadership in Energy shell, and window systems) ● “As built” maintenance
and Environmental Design ● Preventive maintenance ● Integrated workplace
[LEED], Green Globes, Energy ● Breakdown maintenance management system (IWMS)
Star, etc.) ● Cyclic maintenance — Selection
● Workplace improvements for ● Grounds maintenance — Installation
productivity ● Road maintenance — Operation
— Daylighting ● Custodial maintenance
— Indoor air quality ● Pest control 13. Facility Emergency Management
— Thermal comfort ● Trash removal ● Emergency preparedness
● Aligning design with business ● Hazardous waste management planning
functions ● Energy management ● Threat assessment
— Sustainable maintenance ● Inventory of systems and ● Command, control, and
and operations practices equipment communications
— Social responsibility ● Maintenance projects ● Mitigation strategies
reporting ● Repair projects ● Training, drill, and exercise
● Correction of hazards ● Disaster recovery planning
10. Construction Project Management (asbestos, bad air quality, 14. Security and Life-Safety
● Project management radon, underground leaks, Management
● Construction management PCBs, etc.) ● Code compliance
● Procurement management ● Disaster recovery ● Operations
● Preparation of “as builts” ● Procurement (operations, ● Crime prevention through
● Punch-list preparation and maintenance, and repair environmental design
execution supplies and services ● Access control
● Post occupancy evaluation ● Physical deterrents
● Project evaluation 12. Technology Management ● Electronic security
● Operations ● Vulnerability assessment
11. Operations, Maintenance and ● Maintenance
Repair ● Voice and data system 15. General Administrative Services
operations and reconfiguration
 ● Food services, refreshments, 6. Leadership and strategy ● If something looks like a good idea,
and vending 7. Operations and investigate whether anyone else has
● Reprographics maintenance tried it. If it works in one place, it can
● Mail and messenger 8. Project management be adapted to another—this is the
management 9. Quality essence of benchmarking.
● Fleet management 10. Real estate and property ● A good, commonsense decision beats
● Property tracking and disposal management “paralysis by analysis.”
● Moving services 11. Technology ● The budget should be the chief
● Procurement (as a function) management information tool. Put
● Health and fitness program ​Facility Management Philosophy effort into its preparation and format,
management and then monitor its execution
● Day care center management ● Facility management is a business carefully.
● Concierge services and on-site function, and the actions of facility ● Every physical asset should be under
vendors managers have financial and appropriate life-cycle management.
● Records management and organizational impacts. ● When an outside consultant is used,
storage ● Safety is always the first concern take care and time in defining
● Assembly management followed by legality, cost, and expectations.
support and security customer service. ● Clarify life-cycle and sustainable
● An FM staff member should be directly design and operational intents before
responsible for every physical asset launching new projects.
and function. ● As the design-construct cycle
● There is a cost of ownership of proceeds, changes become costlier
​Professional Competencies of
facilities; it is the facility manager’s and less effective. The facility
Facility Manager
task to ensure that management manager must retain control of the
1. Communication
understands that cost. design-construct cycle.
2. Emergency preparedness
● Facility managers should be ● In the planning of major projects,
and business
cost-conscious in everything they do, engineering requirements are nearly
3. Environmental stewardship
and should capture all costs in this always understated.
and sustainability
analysis.
4. Finance and business
5. Human factors
● Plan for flexibility and redundancy in ● The facility manager should prioritize in order to minimize cost and
building systems if FM expects to use the development of an FM information maximize flexibility.
them permanently. system with the budget as the base 6. Institute a customer-based quality
● Plan with care, and always retain the document. program that uses multiple means
capability to react. ● Conduct oneself with a high regard for to obtain customer input.
● Cultivate long-term relationships. ethics. 7. Determine the information you
Remember that the successful FM need in order to manage, and then
organization is a team (staff, suppliers, develop automation to produce it
contractors, consultants). for you. Your FM information
● Remember that the customer—and system should be budget-based.
The Big Twelve
the customer alone—defines service. 8. Institute facility business planning
The facility manager’s responsibility is that can feed into company
Twelve major actions that every facility
to find out how the customer rates the business planning even if you are
manager should take.
service. initially rebuffed by company
1. Conduct and regularly update an
● The facility manager must regularly planners. Use the company’s
assessment of both physical
measure both the effectiveness and criteria and systems for making
facilities and operations.
the efficiency of the department. financial decisions.
2. Measure! Measure! Measure!
● The facility manager must be active in 9. Show results! Companies don’t
3. Develop a facilities master plan
public relations outside the pay for good intentions and
from which all midyear and annual
department. If the facility manager plans—only for results. View your
planning derives. As part of the
doesn’t promote the department, who department as a business within
master plan, include a
will? your company.
recapitalization plan covering at
● The best way to save money is to 10. Use innovative contracting. For
least ten years.
participate in facility business other than simple contracting
4. Get your organizational structure
planning. A facility business plan situations, low-bid contracting will
right. Don’t confuse staffing with
should support the company business result in unsatisfactory results.
organization.
plan. Business plans should be the Partner with your contractors and
5. Recognize that in all but a few
result of long-range facility master consultants but demand that they
special cases, staffing is a blend of
plans. perform if they are to continue to
staff, contractors, and consultants,
work with you.
11. Have a public relations plan each meaningful benchmarking partners,
year that targets each of the and make those comparisons regularly
Major Themes of Facility
constituencies that you have over time.
Management
identified. ● Efficiency improvement.​ Efficiency
● The cost of ownership​. There are
12. Get management commitment to should be judged constantly through
initial and ongoing costs to the
good FM. You, and you alone, can comparators, user feedback, and
ownership of facilities. Management
obtain it. It is worth the effort. management-by-walking-around.
must understand and provide for those
● Quality of life.​ The facility manager
costs, from planning through disposal.
must actively promote and protect the
● Life-cycle costs.​ As a general rule, all
employees’ quality of life. A safe
economic analyses and comparisons
workplace is the minimum; a
Benefits accrued when facility should be based on life-cycle costs.
workplace where the facility promotes
management is practiced Bad decisions are often made when
individual and group productivity
properly only capital or initial costs are
should be the goal.
considered.
● Integration of elements.​ The facility
1. Facility plans match the ● Integration of services.​ Good
manager is the company’s expert on
organization’s plans. management means integrating
facilities (the place), on those factors
2. Properly outfitted space is different facility services (e.g., design
that determine the success of work
available when and where it is and operations).
(the process), on the analysis and
needed. ● Design for operations,
documentation of those factors and
3. Capital expenditures are planned maintenance, and sustainability.
systems (the technology), on the
and controlled. Operators and maintainers, even if
employees (the people), and on how
4. Employee productivity is they are contractors, must be actively
they all come together.
maximized. involved in the design review process.
● Redundancy and flexibility.​ Because
5. Costs are minimized, sometimes ● Delegated responsibility.​ In large
the nature of this work is always partly
avoided, and always predicted. organizations, FM functions should be
reactive, the facility manager must
grouped into budget programs, with a
build flexibility into the facilities, the
manager responsible and accountable
organization, and departmental
for each.
procedures.
● Cost-effectiveness. ​The key is to
identify and compare costs with
● Facilities as assets.​ The facilities Contracting should be ethical and Is it worth renovating? Is an upgrade
should be viewed as a valued asset performance-based, and emphasize economical? Such evaluations may lead to
(not just on the organization’s books) partnership and equity for all parties renewed life through alteration or to a
that contributes in numerous ways to decision to dispose of the facility through sale
the company mission. If this concept is or demolition.
sold to management, then the rest of
the mission automatically becomes
Facility Management Life Cycle
easier.
Review Questions
● Facility management as a business
1. Define facility management.
function​. The facilities deserve to be
2. What is the key to
managed in a businesslike manner.
cost-effectiveness?
Facilities must be developed in parallel
3. What are the characteristics of a
with the organization’s business and
modern day facility manager?
aligned and planned to the same
4. What should be the first concern of
degree.
every facility manager?
● Facility management as a
5. What are the twelve major actions
continuum, from planning through
that provide the tools for facility
disposal.​ It is not a series of discrete
managers to effectively lead their
projects.
organization?
● Service.​ Facility management
6. What are the benefits accrued when
provides only one product—service
FM is practiced properly?
support. The nature of FM is likely to
7. What is the FM life cycle of a
emphasize control and compliance,
facility?
whereas it should demonstrate
flexibility and service. A successful
service program depends on long-term
relationships and commitment at all
levels.
● Contracting.​ A facility manager must Supplemental Videos
A facility is probably evaluated several times
be an agile procurer of services.
during its lifetime. Does it fit its original intent?
To have a virtual overview of how facility
management is being done please watch the
video.
Cases
To start the video, go to the “Select a section” for
bar, then choose which video you want to Analysis
watch first. I hope you take time to watch all
the videos. Fraud
Cases.
https://www.ibm.com/internet-of-things/learn/T
RIRIGA-demo/
1. Over a period of several years, a officers, arrives at the personal
long-time property manager deposits residence of the company’s principal Paper, Kathy and Richard Payat (2017). ​The
hundreds of thousands of dollars of officer with questions about why his Facility Management Handbook​.
tenant rental payments into a personal signature appears on such a large “hot
bank account and manipulates rent check.” Wiggins, Jane M. (2014). ​Facilities Manager’s
rolls and tenant receivable records to Desk Reference​. Retrieved from
disguise the thefts. (https://www.facilitiesnet.com/facilitiesmanagement/articl https://b-ok.asia/book/2326858/e1176
e/Facility-Managers-and-Property-Managers-Are-Not-Im
9
mune-To-Employee-Fraud--10922)
2. The “preferred contractor” for tenant
finish construction secretly funnels
Question
kickbacks to the building supervisor
As a facility manager, how would you handle
overseeing and approving the tenant
these cases? Make an analysis and a solution
finish work.
for each case.

3. Cash disbursements charged to

building operations are, in fact,
payments to fictitious vendors that not
only provided no goods or services,
but also happen to be relatives or
business associates of the accounting
References
manager.

Atkin, Brian and Adrian Brooks

4. A property accountant makes multiple
(2015). ​Total Facility
unauthorized transfers to drain the
Management​.
balance of a tax escrow reserve
Retrieved from
account. The scheme is discovered
https://b-ok.asia/book/5
only when a six-figure check paid to a
340041/258f39
taxing authority bounces and a
representative of the taxing authority,
Lowry, Dan (2017). ​The Complete Guide to
accompanied by law enforcement
Facility Management.