chapter2facilitiesmanagement-160816030455 (1).pdf

Chapter 2
Chapter 2
Facility Management
Facility Management

Facility Management
Facility Management

Facility Managers
Facility Managers
 A facility manager
A facility manager’s most important
’s most important
constituents are the customers and employees.
constituents are the customers and employees.
 Facility managers must report to numerous
Facility managers must report to numerous
stakeholders.
stakeholders.
 A. Politicians,
A. Politicians,
 B. Independent parties
B. Independent parties

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

 Facility management entails a broad array of
Facility management entails a broad array of
disciplines including, but not limited to:
disciplines including, but not limited to:
 Planning:
Planning:

 Designing
Designing

 Leasing:
Leasing:

 Space Planning:
Space Planning:

 Project Management:
Project Management:

 Capital Management
Capital Management

 Construction Management:
Construction Management:

 Property Management:
Property Management:

 Facility Marketing
Facility Marketing

 Building and Operation Management:
Building and Operation Management:

 Planning:
Planning:

 A significant focus for facility management is
A significant focus for facility management is
to make sure an existing facility runs smoothly
to make sure an existing facility runs smoothly
and safe for its intended purpose.
and safe for its intended purpose.
 Parking lots
Parking lots
 Bleachers
Bleachers
 Walkways
Walkways
 Elevators & Escalators
Elevators & Escalators

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

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

 In a small facility, the facility owner may be
In a small facility, the facility owner may be
the manager and can be responsible for
the manager and can be responsible for
opening and closing the facility as well as
opening and closing the facility as well as
painting the walls and cleaning the rest rooms.
painting the walls and cleaning the rest rooms.

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

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

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

 Focus significant effort on budgeting, accounting, and
Focus significant effort on budgeting, accounting, and
economic forecasting
economic forecasting
 Managing construction projects or moving from one
Managing construction projects or moving from one
area of facility to another
area of facility to another
 Spend significant time on operations, maintenance,
Spend significant time on operations, maintenance,
and repairs
and repairs
 9/11, deal with security and life safety concerns
9/11, deal with security and life safety concerns
 Supervise general administrative department
Supervise general administrative department

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

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

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

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

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

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

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

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

 Functional plan –
Functional plan –
 Focus on what operational plans are designed to
Focus on what operational plans are designed to
accomplish; marketing plan and safety plans are
accomplish; marketing plan and safety plans are
examples.
examples.

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

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

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

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

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

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

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

 Business Plan
Business Plan
 Examines the product, marketing, legal,
Examines the product, marketing, legal,
financial, and general business outlook for a
financial, and general business outlook for a
facility.
facility.
 The road map for any facility that helps
The road map for any facility that helps
identify the product and market as well as the
identify the product and market as well as the
legal and financial outlook.
legal and financial outlook.

 Building load capacity
Building load capacity
 How much weight the roof or rigging can support.
How much weight the roof or rigging can support.
 Current economic conditions
Current economic conditions
 Demographic breakdown of expected fans
Demographic breakdown of expected fans

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

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

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

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

Architectural/Engineering Planning
Architectural/Engineering Planning
and Design
and Design
 All facets of building design and planning
All facets of building design and planning
 Architectural design of the building
Architectural design of the building
 Engineering design of building systems
Engineering design of building systems
 Estimating construction costs
Estimating construction costs
 Planning future maintenance needs
Planning future maintenance needs
 Planning for disasters that might befall the facility
Planning for disasters that might befall the facility
 Procuring all necessary code/zoning compliance
Procuring all necessary code/zoning compliance
 Documenting all phases of the design and estimating process
Documenting all phases of the design and estimating process
 Planning for renovations and future construction projects
Planning for renovations and future construction projects

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

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

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

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

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

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

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

Security and Life-Safety
Security and Life-Safety
Management
Management
 Insuring code compliance on a continuous
Insuring code compliance on a continuous
basis
basis
 Operating the facility in a safe manner
Operating the facility in a safe manner
 Crime prevention through environmental
Crime prevention through environmental
design (CPTED)
design (CPTED)
 Preparing for disasters with mock drills
Preparing for disasters with mock drills
 Developing and implementing safety policies,
Developing and implementing safety policies,
procedures and goals
procedures and goals

General Administrative Services
General Administrative Services
 Food services for employees
Food services for employees
 Mail and photocopy centers
Mail and photocopy centers
 Transportation and vehicle/fleet maintenance
Transportation and vehicle/fleet maintenance
departments
departments
 On site gym/day care management
On site gym/day care management

CAFM
CAFM
 Over the years Computer-Aided Facility Management
Over the years Computer-Aided Facility Management
(
(CAFM
CAFM) has grown to include any technology
) has grown to include any technology
platform that assist a facility manager in running a
platform that assist a facility manager in running a
facility. There are six primary areas where CAFM
facility. There are six primary areas where CAFM
has been applied and they are as follows:
has been applied and they are as follows:
 Space & Asset Management
Space & Asset Management
 CAD
CAD
 Capital Planning & Facility Condition Assessment
Capital Planning & Facility Condition Assessment
 Maintenance & Operations
Maintenance & Operations
 Real Estate & Property Management
Real Estate & Property Management
 Support Technologies
Support Technologies

 Space and asset management
Space and asset management focuses on occupancy
focuses on occupancy
information, space planning, asset purchasing, maintaining,
information, space planning, asset purchasing, maintaining,
and tracking, and move management. Space planning can
and tracking, and move management. Space planning can
examine the future growth needs of a facility to help
examine the future growth needs of a facility to help
determine how much additional space might be required. If
determine how much additional space might be required. If
the current occupant utilizes 100 square feet per employee
the current occupant utilizes 100 square feet per employee
and there are 100 employees then the utilized facility space
and there are 100 employees then the utilized facility space
is 10,000 square feet (100 sq. ft. x 100 employees). If the
is 10,000 square feet (100 sq. ft. x 100 employees). If the
workforce is anticipated to grow 10 percent the next year the
workforce is anticipated to grow 10 percent the next year the
occupant will need 11,000 square feet to house the current
occupant will need 11,000 square feet to house the current
employees and the anticipated 10 additional employees.
employees and the anticipated 10 additional employees.
The CAFM program can examine the current floor space
The CAFM program can examine the current floor space
and determine if additional space is available and where to
and determine if additional space is available and where to
most efficiently and economically place the new employees.
most efficiently and economically place the new employees.

CAD
CAD
 A
A CAD
CAD system is used to plan and design the
system is used to plan and design the
floor plan for the facility to optimize flow
floor plan for the facility to optimize flow
and function. Through examining floor
and function. Through examining floor
plans and redesigning the workspace a
plans and redesigning the workspace a
business can become more productive in the
business can become more productive in the
same basic location. For example, if
same basic location. For example, if
inventory can be moved to a more assessable
inventory can be moved to a more assessable
location, it could save employee time and
location, it could save employee time and
potential wear/tear on a facility.
potential wear/tear on a facility.

Capital Planning & Facility
Capital Planning & Facility
Condition Assessment
Condition Assessment
 The
The capital planning and facility condition
capital planning and facility condition
assessment
assessment component tracks the current condition
component tracks the current condition
of the facility and associated equipment to improve
of the facility and associated equipment to improve
the facility
the facility’s operation, maintenance, and
’s operation, maintenance, and
management. This component utilizes a
management. This component utilizes a life-cycle
life-cycle
costing
costing plan for any needed maintenance and minor
plan for any needed maintenance and minor
repairs before neglect might cause a major repair.
repairs before neglect might cause a major repair.
The capital planning components helps identify
The capital planning components helps identify
what facility components (i.e. the roof) or
what facility components (i.e. the roof) or
equipment (i.e. facility vehicles) will need to be
equipment (i.e. facility vehicles) will need to be
replaced, when it will need to be replaced, and how
replaced, when it will need to be replaced, and how
much it will cost to replace.
much it will cost to replace.

 The
The maintenance and operation
maintenance and operation component
component
of a CAFM program often incorporates a
of a CAFM program often incorporates a
Computer Maintenance Management System
Computer Maintenance Management System
(CMMS) since it can help track any
(CMMS) since it can help track any
component of the facility that needs to be
component of the facility that needs to be
fixed/maintained to more effectively utilize
fixed/maintained to more effectively utilize
maintenance personnel. Information
maintenance personnel. Information
gathered through this process can be
gathered through this process can be
incorporated into a spreadsheet to highlight
incorporated into a spreadsheet to highlight
any inefficiencies or cost overruns.
any inefficiencies or cost overruns.

Real Estate and Property Management
Real Estate and Property Management
 The
The Real estate and property management
Real estate and property management
component of a CAFM program could help a
component of a CAFM program could help a
large company with multiple facilities. If the
large company with multiple facilities. If the
company has multiple facilities including
company has multiple facilities including
some that are leased or if they in fact are
some that are leased or if they in fact are
leasing some of their extra space this
leasing some of their extra space this
component helps track all the space and how
component helps track all the space and how
it is being purchased, managed, and disposed
it is being purchased, managed, and disposed
of.
of.

 Support technologies
Support technologies utilizes various
utilizes various
computer applications to streamline the
computer applications to streamline the
entire facility management process or
entire facility management process or
integrate other CAFM components. This
integrate other CAFM components. This
category can include project management
category can include project management
and tracking, document management and
and tracking, document management and
storage, accounting and finance functions,
storage, accounting and finance functions,
and a host of other reports and functions that
and a host of other reports and functions that
can be pulled from other CAFM components
can be pulled from other CAFM components

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