facility managment

2. Facility Management
By
Dr. Abdul Waheed Mughal
Dean, Faculty of Arts,
Social Sciences &
Education
01-11-2014

3. Facility Managers
 A facility manager’s most important
constituents(citizen) are the customers and
employees.
 Facility managers must report to numerous
(several) stakeholders.
 A. Politicians,
 B. Independent parties
 Govt. officials
 Sports Leaders

4. What is Facility Management?
 Managing sport and public assembly facilities
is often referred to as facility management,
and the people who perform the task/duties are
called facility managers.
 The art and science of managing a facility to
help meet the facility’s objectives, goals, and
mission.

5. What is Facility Management?
 Facility management entails(involves) a
broad(wide,comrehensive) array(range) of
disciplines including, but not limited to:
 Planning:
 Pre-Constructional Planning
 Post Constructional Planning
 Building Management
 Building systems, administration, markiting,
budgeting, human resources
 Event Management
 Event planning coordination, execution, logistics,
arrangements

6. What is Facility Management?
 Designing

7. What is Facility Management?
 Leasing:

8. What is Facility Management?
 Space Planning:

9. What is Facility Management?
 Project Management:

10. What is Facility Management?
 Capital Management

11. What is Facility Management?
 Construction Management:

12. What is Facility Management?
 Property Management:

13. What is Facility Management?
 Facility Marketing

14. What is Facility Management?
 Building and Operation Management:

15. What is Facility Management?
 A significant focus for facility management is
to make sure an existing facility runs
smoothly(easily) and safe for its intended
purpose.
 Parking lots
 Bleachers
 Walkways
 Elevators & Escalators

16. Facility Management
 Summary
 Facility management entails every aspect of
making sure a building is operating efficiently
in terms of safety, revenue production, tenant
satisfaction, and preventive maintenance.

17. The Facility Manager
 Is the person responsible for coordinating all
the employees and involved in the facility to
ensure that they work on behalf of the facility
and help meet its short and long term goals and
objectives.

18. The Facility Manager
 In a small facility, the facility owner may be
the manager and can be responsible for
opening and closing the facility.

19. The Facility Manager
 For a large facility may have several hundred
full – and part-time employees handling
everything, from cleanup crews to ushers and
ticket takers.
 Because of the diverse duties each facility
manager faces, facility management can be
considered both an art and a science.

20. Responsibilities
According to the International Facility Management
Association (IFMA), facility managers are the critical element
to implement any facility management plan and they need to
understand and appreciate several distinct functions including:
 Planning-both long and short-term;
 Financial forecasting;
 Property acquisition and disposal;
 Specifying work responsibility and space utilization;
 Architectural and engineering planning and management;
 Managing all phases of construction and renovation work;
 Managing maintenance systems and protocols;
 Managing all operations from administrative functions to
security protocols.

21. Management and Organization
 Planning all facility activities
 Organizing all personnel in appropriate departments
that optimize effectiveness
 Develop short intermediate and short terms plans
 Develop an inventory of available space and manage
that space
 Have a strong appreciation and understanding of
building design/planning, architectural design,
engineering design.
 Managing furniture and equipment for such area as
concessions, locker rooms, and press box

22. Management and Organization
 Focus significant effort on budgeting, accounting, and
economic forecasting
 Managing construction projects or moving from one
area of facility to another
 Spend significant time on operations, maintenance,
and repairs
 Deal with security and life safety concerns
 Supervise general administrative department

23. FACILITY MANAGEMENT
When surveyed, facility mangers have
highlighted that maintenance in fact absorbs
the greatest amount of their time (17%)
followed by space management (14%), interior
design (11%), and budgeting and forecasting
(9%).

24. Constituents
 Customers
 promoters
 Tenants
 Ticket buyers
 Attending the event
 Make sure that people can attend events within
the facility in a safe and secure manner.

25. Constituents
 Internal Constituents
 Boards/owners
 Employees
 Coworkers
 Interest in the facility
 Mission and meets its goals
 Motivating
 Decisions making

26. Constituents
 External Constituents
 Bankers Executives
 Politicians Others/influence the facility
 Media
 The facility manager must reach beyond the
facility to those who can exert influence on the
facility.

27. Managerial Functions
 Mission
 The overall ideal the facility wants to achieve;
it focuses on general terms such as
profitability, quality service, and workplace.
 It is impossible to plan without knowing what is to
be accomplished.
 It should states the end result envisioned by the
facility ‘s owner and encompasses the goals and
objectives critical for the facility’s success.

28. Managerial Functions
 Planning
 Focuses on setting goals and objectives and
then developing the plan to reach those goals
and objectives.
 Short and long terms goals
 What to do, when to do it and how to do it
 Blueprint for the future

29. Managerial Functions
 Planning
 Strategic plans –
 are designed to help achieve the highest-level
goals and objectives for the facility; that is why
they are often called master plan.

30. Managerial Functions
 Operational plans –
 Are more detailed and are used to help carry out
the strategic plans. Operational plans can include
single-use operational plans that may apply to a
one-time event.

31. Managerial Functions
 Contingency plan –
 Are plans that can be used if one of the other plans
fail and the facility has to pursue another strategy.

32. Managerial Functions
 Goals and Objectives
 Goals are a specific directive and objectives
focuses on how to reach a goal.

33. Managerial Functions
 Strategic goals –
 Are set by the highest-level managers and are
introduced to affect and empower the overall
facility for the log run.
 Often focus on broader aspect such as market
share, profitability, industry leader position, or
changes in the facility.

34. Managerial Functions
 Tactical goals –
 Are often introduced by midlevel managers and
focus on what needs to be accomplished to reach
the strategic goals.

35. Managerial Functions
 Operational goals –
 Are set by low-level managers and are more short-
term

36. Managerial Functions
 Management by Objective (MBO)
 Managers and employees can work together to
develop realistic and achievable objectives that
make both parties happy

37. Managerial Functions
 Short-Term Planning
 Typically cover less than one year and focus on
activities that may have a sense of emergency.
 Long –Term Planning
 Focus on long-term projections, which can be
influenced by political, geographical, and
economic trends.

38. Managerial Functions
 Organizing
 Refer to a blend of human resource management and
leadership.
 One of the most difficult tasks for a manager is to assign the
right person with the right skills and interests to a given job.

39. Organizational flowchart
Facility
Owner(s)
Operation’s
Professional
services
Marketing
The flowchart shows who reports to whom and what lines of
managerial/supervisory responsibility are.

40. Managerial Functions
 Implementing
 Refers to executing goals and objectives with
the appropriate personnel.
 Controlling
 Involves evaluating the results for individuals
who report to the manager and providing
appropriate feedback, whether positive or
negative.

41. Space Planning and Allocation
 Developing an inventory of available space
 Allocating available space
 Managing existing space
 Forecasting the possible future demand for
space

42. Architectural/Engineering Planning
and Design
 All facets of building design and planning
 Architectural design of the building
 Engineering design of building systems
 Estimating construction costs
 Planning future maintenance needs
 Planning for disasters that
 Documenting all phases of the design and estimating process
 Planning for renovations and future construction projects

43. Workplace Planning, Allocation, and
Management
 Workplace planning and design
 Furniture, equipment, and furnishing
specifications, acquisition, and management
 Analyzing maintenance needs and establishing
appropriate maintenance programs
 Planning concession, locker room, press box,
and related areas
 Art and memorabilia acquisition and
management

44. Budgeting, Accounting and
Economic Forecasting
 Budgeting for both the short and long-term
 Developing and implementing capital,
administrative, operations and maintenance
budgets
 Implementing appropriate accounting and
expense tracking systems
 Insuring economic justifications are accurate
and making any necessary changes

45. Real Estate Acquisition,
Management and Disposal
 Site selection, evaluation, and acquisition
 Facility purchase or leasing
 Facility or land sale/disposal

46. Construction Project Management
 Interviewing and hiring the right professionals,
construction and trade personnel
 Total project, construction, and procurement
management
 Preparation of “as built” documentation

47. Alteration, Renovation, and
Workplace Installations
 Alteration and renovation management
 Installing furniture, data communication
wiring, voice communication wiring, and
security related wiring and equipment
 Customizing and final touches
 Move management

48. Operations, Maintenance, and
Repairs
 Exterior maintenance of the building envelope (shell), roof, and windows
 Implementing various maintenance systems such as preventive, breakdown,
cyclical, grounds, road, and custodial maintenance
 Pest and rodent control
 Crowd management and ticketing disputes
 Trash and recycling disposal
 Hazardous (chemicals, asbestos, air quality, PCBs, etc…) management and
disposal
 Energy management to reduce costs
 Inventory management and procurement
 Repair of system components
 Disaster recovery and prevention

49. Telecommunications and Other
Technology Management
 Maintaining wiring and equipment
 Providing appropriate ventilation and security
for computer rooms
 Network management and documentation

51. Part 2
FACILITY MANAGEMENT

52. TOTAL FACILITY MANAGEMENT
PACKAGE (TFMP)
• Planning
• Administration
• Operation
• Marketing
• Finance
• Legal

53. PLANNING A FACILITY
Guiding principles:
 Facilities are built as a result of needs
 Cooperative planning is essential to the design
and construction of quality facilities

54. PRINCIPLES FOR
FACILITY PLANNING
 Plan for participants & users
 Plan for multiple & shared use
 Plan for health, safety, legal, practicality, & attractiveness
 Plan for long-term
 Economical, easy to maintain
 Plan community collaboration

55. HEALTH CONSIDERATION IN
FACILITY PLANNING
 The site
 The building
 Lighting
 Climate control (hvac)
 Plant sanitation
 Acoustics

56. DETERMINING TEACHING
STATION NEEDS
 Elementary schools
 Secondary schools
 Colleges and universities
 Athletic training facilities
 Other gymnasium space

57. THE TEAM APPROACH TO
FACILITY PLANNING
 The planning team
 Architects and consultants
 Faculty, staff, participants, students, and community
 Visit & gather information from comparable facilities
 Approval of higher management

58. WORKING WITH THE
ARCHITECT
 Educational specifications
 Meeting with the architect
 Designing the facility
 Further critique with the architect
 Final processing

59. INDOOR FACILITIES
 Locker, shower & drying rooms
 Gymnasiums
 Special activity areas
 Indoor swimming pools
 Athletic training and sports medicine
facilities
 Office and storage areas

60. GUIDELINES FOR
GYMNASIUMS
 The roof and ceilings
 The floor
 The walls
 Lighting
 Acoustics

61. SPECIAL ACTIVITY AREAS
 Adapted activities
 Weight rooms
 Racquet courts
 Dance and rhythms
 Wrestling and combative
 Gymnastics and tumbling

62. OUTDOOR FACILITIES
 Elementary school
 Junior high / middle school
 Senior high school
 University and college
 Outdoor swimming pools
 Outdoor pursuit

63. MANDATES ON FACILITIES FOR PERSONS
WITH DISABILITIES
 Architecture barriers act [1968]
 Section 504 - rehabilitation act
 Americans with disabilities act (ADA) [1990]
 Individuals with disabilities education act (IDEA)
[1997]

64. CONSTRUCTION TRENDS IN
PHYSICAL EDUCATION AND SPORT
FACILITIES
 Air-supported structures
 Minigyms and fitness corners
 Climbing walls
 Movable pool floors/walls
 Synthetic ice and snow
 Convertible roofs and walls

65. SHARED FACILITIES
 SCHOOLS AND PARK DISTRICTS
 SCHOOLS AND YMCAS
 COMMUNITY SWIMMING POOLS
 COMMUNITY TENNIS FACILITIES
 COMMUNITY ICE ARENAS
 COMMUNITY SKI FACILITIES
 COMMUNITY SOCCER FIELDS

66. GUIDELINES FOR
SHARED FACILITIES
 Contractual agreements
 Written policies
 Consent forms/permission slips
 Liability insurance
 Management oversight to ensure compliance
w/contract
 Proper supervision at all times

67. THE END