Fm getting online

GETTING ‘ONLINE’
FACILITY MANAGEMENT:
TUNING UP ‘OFFLINE’ BIZ
Facility Maintenance &
Management Seminar
2012

Adi Irfan Che-Ani
Hafsah Yahaya, Afifuddin Husairi Hussain,
Azalillah Ramdani Musa, Norngainy Mohd Tawil
Free Powerpoint Templates
UKM, TWINTECH, CityU, RISM Page 1

To be discussed…
1. Snapshot: What is FM?
2. Introduction: Online & Offline FM
3. Manual TAM: Where are We?
4. Building Maintenance: An Evergreen Biz
5. Transformation: BM to FM
6. Session Break: Survey form
7. Going Online: What it Takes?
8. The Advantages & Challenges of Going Online
9. Benefits of CAFM
10. Summary and Take away

UKM:Che-Ani 2012 Page 2

Snapshot: What is FM

Facility management is a profession that encompasses
multiple disciplines to ensure functionality of the built
environment by integrating people, place, process and
technology
INTERNATIONAL FACILITY MANAGEMENT ASSOCIATION - IFMA

The practice of coordinating the physical workplace with the
people and work of the organisation. It integrates the
principles of business administration, architecture and the
behavioural and engineering sciences
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT – BIFM



PEOPLE PLACE

PROCESS TECHNOLOGY



http://www.youtube.com/watch?v=xetEGrEX1TQ&feature=player_embedded


http://www.youtube.com/watch?v=8u0vbWU4N60&feature=player_embedded

INTRODUCTION : ONLINE
FACILITY MANAGEMENT

The cooperation of the mechanism and of the interaction between
specialist FM and Information Technology

http://www.indiamart.com
http://www.diseven.pl


INTRODUCTION : ONLINE
FACILITY MANAGEMENT
Computer Aided Facility
Management (CAFM) or
Computer-Integrated Facility
Management (CIFM)
technology supports facilities-
related functions such as
lease management, strategic
planning, space
planning, space
forecasting, move
management and asset
tracking.

CAFM/CIFM provides a
single, comprehensive
repository of information that
tracks the organization’s
people, places and physical
assets.

Free Powerpoint Templates UKM:Che-Ani 2012
Page 8
http://www.advantech.com

INTRODUCTION : OFFLINE
FACILITY MANAGEMENT

PEOPLE PLACE

PROCESS TECHNOLOGY
http://www.clker.com/clipart-x-icon.html


MANUAL TAM : WHERE ARE WE?
• Model Pam Aset
Infrastruktur/Aset
Bangunan/ PERANCANGAN

Aset Alih Khas
PERANCANGAN

PELUPUSAN REKA BENTUK

PEWUJUDAN ASET
PEMULIHAN
&
PENGURUSAN
NAIK TARAF PEROLEHAN
PRESTASI

FAEDAH
ASET YANG
OPTIMUM
PENILAIAN PEMBINAAN

OPERASI
&
SENGGARA PENTAULIAHAN

PENERIMAAN

PENGURUSAN
NILAI & RISIKO

MANUAL TAM : WHERE ARE WE?
SOURCE: MOHD. SABRI MAT DERIS (JKR) - 2009 Maintenance
Transformation
Approach:
Toward TAM

Total Asset
Current Breakdown Effective Total New
Management (TAM)
Practices Maintenance Maintenance Facilities Approach
Management Management

Considering whole life cycle (Asset
Life Cycle) process
Comprehensive Asset & Proper Asset Planning & Designing
Proper Maintenance Facilities Planning
Run to failure toward Optimization &
Planning
Proper asset care & users Sustainability
Attend as request/ Asset Registry need/facilites consideration
complains Considering all environmental,
Preventive Reliable Asset operation & social and economic impact for
Repair & Replacement Maintenance Practices maintenance today and next generation
work
Costing & Budgeting Service Delivery & Customer Involvement of all parties to
Fire Fighting/ Ad hoc Satisfaction optimizing asset value
Proactive Approach
Reactive Approach Customer Focus Approach ROI Approach

BUILDING MAINTENANCE : AN
EVERGREEN BIZ


BUILDING MAINTENANCE : AN
EVERGREEN BIZ
1. As long as there is a building to be managed
2. When user satisfaction is the concern

Because of its evergreen and
evolve from time to
time, then we need to
improve. This is where FM
comes in

http://www.cartoonstock.c
om/newscartoons/cartoon
ists/mfl/lowres/mfln2897l.j
pg


TRANSFORMATION : BM  FM

« from boiler room to
board room »

http://www.behaviourchangeandtechn
ology.org/wp-
content/uploads/2010/05/arrow-
pointing-two-directions-400x400-
http://www.fastcharacters.com/wp/wp-
300x300.jpg
content/uploads/cartoon-business-man-
02.jpg
http://www.best-of-
web.com/_images_300/Cart
oon_Handyman_Carrying_Hi
s_Tools_100521-193933-
http://www.ibhar.com/images/Business-transformation.gif
274042.jpg


Consider this scenario:
1. Going to HOSPITAL like going to Mid Valley –
new experience to customer
2. In preparation to BANGKOK, but feeling like taking
BUS – avoid this
3. SERVQUAL in FM – value added to customer :
nowadays people don’t mind paying a little bit extra

http://www.ibhar.com/images/Business-transformation.gif



Competencies
(measurable competencies: scroll) Page 17
UKM:Che-Ani 2012


The Distinction between Maintenance and FM


SESSION BREAK : QUESTIONNAIRE
SURVEY (10 MINUTES SURVEY)

any reflection so far?


GOING ONLINE : WHAT IT TAKES?
- Change of data management – sharing &
contributing


- Data integrity
 Reliable and somebody has to take up the responsibility
(professionally handled)

 Land data = Land Surveyors
 Cost data = Quantity Surveyors
 Building data = ?????

 But what is BUILDING data ?????

 How about “surat beranak”, as similar as the concept of
“geran tanah” (we have PTG that responsible)???

 To propose: Building User Manual (BUM) perhaps, (borrow
from GBI terms)

SM13 Building User Manual

Shall be specified in the tender
specification.

The coordination of preparing
the BUM shall be carried out by
a competent person.

For this purpose, it is part of the
responsibility of appointed
Facility Manager and/or Building
Executive.

Building
User Manual

Baseline MS 1525 Gold Cost

0 0 1 Incl. IN2 Page 22

Acknowledgement
Preface
SECTION 1 (INTRODUCTION)
1.1 GENERAL
1.1.1 Purpose
1.1.2 Scope
1.1.3 Project Quality Objective
1.1.4 Handing Over Management
1.2 MALAYSIAN TOTAL ASSET MANAGEMENT
(PAM)
1.2.1 Dasar Pengurusan Aset Kerajaan (DPAK)
1.2.2 Manual Pengurusan Aset Menyeluruh (MPAM)
1.3 GOVERNMENT NEEDS STATEMENT
1.4 GOVERNMENT REQUIREMENTS

SECTION 2 (PROJECT INFORMATION)
2.1 INTRODUCTION OF THE PROJECT
2.1.1 Site Background
2.1.2 Site Characteristic
2.1.3 Environmental Studies

Building
2.1.4 SWOT Analysis
2.1.5 Site Proposal
2.2 PROJECT INFORMATION / DESCRIPTION

User Manual
2.3 MAINTENANCE ORGANIZATION/ CONSULTANT
2.3.1 Maintenance Department Organization
2.3.2 Scope of Work of Maintenance Personnel
2.4 GREEN BUILDING INDEX (GBI) SECTION
2.4.1 Overall Score Summary
2.4.2 Green Building features (passive and active)
2.5 RULES, REGULATIONS AND STANDARDS
2.6 LOCAL AUTHORITY DOCUMENTATION
2.6.1
2.6.2
Page 23
Process of Plan Approval
Records of Plan Approval

2.7 BUILDING BACKGROUND / INFORMATION
2.7.1 Fire Safety Manual / Health & Safety
2.7.2 Design Philosophy
- Special Design Features
2.7.3 Drawing and Drawing Record
-As Built Drawing- inclusive of soft copy
-Technical Specification-inclusive of softcopy
2.7.3 Construction Phase
- Knowing the construction process
2.7.4 Change Management
2.7.5 Asset Register
- Inclusive of Warranty and Guarantee Management –
M&E

SECTION 3 (MAINTENANCE BUSINESS PROCESS)-FM SERVICES
3.1 INTRODUCTION
Working Hours
Work Order-Complaint Process

Building
Customer Care Centre
FACILITIES MANAGEMENT
Civil Maintenance

User Manual
Mechanical, Electrical and Plumbing
House Keeping Services
Pest Control Services
Landscape Services
Security Guards

Page 24

SECTION 4 (BUILDING OPERATION & COMMISIONING)
INTRODUCTION OF BUILDING OPERATION AND MANUAL
4.2 OPERATION AND MANUAL
Description and Operation of Civil
List / Contact person of Supplier & Manufacturer
Structure of the building
Operation of Mechanical System
Operation of Electrical System

SECTION 5 (BUILDING MAINTENANCE MANAGEMENT)
INTRODUCTION OF BUILDING MAINTENANCE AND
MANAGEMENT
Maintenance Schedule and Frequency
Planned Preventive Maintenance (PPM) – Building-
Daily, weekly, monthly, yearly

Building
PPM for C&S - Daily, weekly, monthly, yearly
PPM for M&E- Daily, weekly, monthly, yearly

User Manual
SECTION 6 (APPENDIX)

Page 25

- Information base Spare parts list
(SPL)

Rotable
inventory

Technical data

Job Efficient
Drawing
catalog planning records

Maintenance
Manufactures
instruction
manual library
manuals

Life plans


THE ADVANTAGES &
CHALLENGES OF GOING ONLINE
benefits
Allow all levels of maintenance personnel to have a quick access to the
maintenance information that is essential for cost-effective decision-making
& job execution.
 Allow information to be electronically communicated & shared company-
wide.
 Major advances in accessing the database of equipment manufactures.
 Allow maintenance personnel a wide range of generic analysis & planning
tools.
Excellent on storing, interrogating & retrieving information from the
maintenance information base.
 Short-term work planning system has become much more dynamic &
flexible.
Shutdown planning system can be electronically linked to the maintenance
information system.
 Ability to store, analyze & report on large quantities of control data.

THE ADVANTAGES &

visibility


THE ADVANTAGES &
challenges
Underestimation of the time & money necessary to up-rate life
plans, spares lists & documentation

Underestimation of the time & money needed to provide the
initial & ongoing training of the maintenance personnel in the
use of the system

Poor quality of the maintenance information collected


THE ADVANTAGES &

don’t: GIGO
 Garbage In Garbage Out

 Danger in assembling and assessing data
 collecting right material

 Disadvantages of double entries
 Double the cost
 Creates anomalies (discrepancy)

 Data = Database = Website = Spiderweb

 Data out of date

THE ADVANTAGES &
http://3.bp.blogspot.com/-
iJO4BrUWbb8/TpSLICffbhI/AAAAAAAAAV
o/tie7-XQotwo/s1600/update.jpg

http://cdn.seomoz.org/img/uploa
d/churn_on_the_web.png

“Laman
sesawang TO
sawang” http://image.shutterstock.com/display_pic_with_logo/45
4816/454816,1282046556,1/stock-vector-black-spider-
and-spider-web-isolated-on-the-white-background-
59202874.jpg
http://mintywhite.com/images/wg/0812/
20iconsets11/icon-packs-11-14.jpg Free Powerpoint Templates

THE ADVANTAGES &

complexity


THE ADVANTAGES &

Layer
of data


THE ADVANTAGES &

Just to demonstrate
that we CANNOT
experience to have
MACHINE &
CONNECTION
problem (at both
speed & security)
http://desertlandscapes.files.wordpress.co
m/2011/06/online-shopping-cartoon-
300x262.jpg


BENEFITS OF CAFM (Computer
Aided Facilities Management)

By implementing a CAFM solution, organisations are able to:

Manage buildings
Make informed
and property Centralise data
decisions
portfolios

Comply with
Manage building
regulations affecting
operational issues
those assets


SUMMARY & Take away
1. Go online – make sure everybody is ready
first, rather than everything must be ready

2. Offline biz process is most important. Make
sure your data is correct & not outdated

3. Online is an enabler & to ease the biz; NOT to
take over the human function.


SUMMARY & Take away

Human is the best machine….
&
that is why

WE ARE HERE


Thank you very much
adiirfan@gmail.com
- reflection -

Page 38

Fm getting online

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