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Chapter 2Chapter 2
Facility ManagementFacility Management
Facility ManagementFacility Management
Facility ManagersFacility Managers
A facility manager’s most important A facility manager’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 partiesB. Independent parties
What is Facility Management?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’s objectives, goals, and help meet the facility’s objectives, goals, and mission.mission.
What is Facility Management?What is Facility Management?
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:
What is Facility Management?What is Facility Management?
DesigningDesigning
What is Facility Management?What is Facility Management?
Leasing:Leasing:
What is Facility Management?What is Facility Management?
Space Planning:Space Planning:
What is Facility Management?What is Facility Management?
Project Management:Project Management:
What is Facility Management?What is Facility Management?
Capital ManagementCapital Management
What is Facility Management?What is Facility Management?
Construction Management:Construction Management:
What is Facility Management?What is Facility Management?
Property Management:Property Management:
What is Facility Management?What is Facility Management?
Facility MarketingFacility Marketing
What is Facility Management?What is Facility Management?
Building and Operation Management:Building and Operation Management:
What is Facility Management?What is Facility Management?
Planning:Planning:
What is Facility Management?What is Facility Management?
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 lotsParking lots BleachersBleachers WalkwaysWalkways Elevators & EscalatorsElevators & Escalators
Facility ManagementFacility Management
SummarySummary 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 ManagerThe 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.
The Facility ManagerThe Facility Manager
Coach RiserCoach Riser
The Facility ManagerThe Facility Manager
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.
The Facility ManagerThe Facility Manager
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.
ResponsibilitiesResponsibilities
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 Management and Organization Planning all facility activitiesPlanning all facility activities Organizing all personnel in appropriate departments Organizing all personnel in appropriate departments
that optimize effectivenessthat 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 spacethat 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 complianceengineering 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 boxconcessions, locker rooms, and press box
Management and OrganizationManagement and Organization
Focus significant effort on budgeting, accounting, Focus significant effort on budgeting, accounting, and economic forecastingand economic forecasting
Managing construction projects or moving from one Managing construction projects or moving from one area of facility to anotherarea of facility to another
Spend significant time on operations, maintenance, Spend significant time on operations, maintenance, and repairsand repairs
9/11, deal with security and life safety concerns 9/11, deal with security and life safety concerns Supervise general administrative departmentSupervise general administrative department
FACILITY MANAGEMENTFACILITY 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%).
ConstituentsConstituents
CustomersCustomers promoterspromoters TenantsTenants Ticket buyersTicket buyers Attending the eventAttending 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.
ConstituentsConstituents
Internal ConstituentsInternal Constituents Boards/ownersBoards/owners EmployeesEmployees CoworkersCoworkers
Interest in the facilityInterest in the facility Mission and meets its goalsMission and meets its goals Motivating Motivating Decisions making Decisions making
ConstituentsConstituents
External ConstituentsExternal Constituents BankersBankers ExecutivesExecutives PoliticiansPoliticians Others/influence the facilityOthers/influence the facility MediaMedia
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 FunctionsManagerial Functions
MissionMission 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 ‘s owner and encompasses the goals and facility ‘s owner and encompasses the goals and objectives critical for the facility’s success.objectives critical for the facility’s success.
Managerial FunctionsManagerial Functions
PlanningPlanning 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 goalsShort and long terms goals What to do, when to do it and how to do itWhat to do, when to do it and how to do it Blueprint for the futureBlueprint for the future
Managerial FunctionsManagerial Functions
PlanningPlanning 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.
Managerial FunctionsManagerial Functions
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.
Managerial FunctionsManagerial Functions
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.
Managerial FunctionsManagerial Functions
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.
Managerial FunctionsManagerial Functions
Goals and ObjectivesGoals 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.
Managerial FunctionsManagerial Functions
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.
Managerial FunctionsManagerial Functions
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.
Managerial FunctionsManagerial Functions
Operational goals –Operational goals – Are set by low-level managers and are more short-Are set by low-level managers and are more short-
termterm
Managerial FunctionsManagerial Functions
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 happymake both parties happy
Managerial FunctionsManagerial Functions
Short-Term PlanningShort-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 PlanningLong –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.
Managerial FunctionsManagerial Functions
Business PlanBusiness 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.
Managerial FunctionsManagerial Functions
Building load capacityBuilding load capacity How much weight the roof or rigging can support.How much weight the roof or rigging can support.
Current economic conditionsCurrent economic conditions Demographic breakdown of expected fansDemographic breakdown of expected fans
Managerial FunctionsManagerial Functions
OrganizingOrganizing 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 flowchartOrganizational flowchart
Facility Owner(s)
Operation’s Professional services Marketing
The flowchart shows who reports to whom and what lines ofThe flowchart shows who reports to whom and what lines of
managerial/supervisory responsibility are.managerial/supervisory responsibility are.
Managerial FunctionsManagerial Functions
ImplementingImplementing Refers to executing goals and objectives with Refers to executing goals and objectives with
the appropriate personnel.the appropriate personnel.
ControllingControlling 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.
Discussion Questions and ActivitiesDiscussion Questions and Activities
Page 37Page 37 Questions 1 and 2Questions 1 and 2
Due January 22, 2008Due January 22, 2008
Th United States Bureau of Labor Statistics' Occupational Outlook Th United States Bureau of Labor Statistics' Occupational Outlook Handbook describes a "facility manager" as: Handbook describes a "facility manager" as:
"Facility managers are assigned a wide range of tasks in planning, "Facility managers are assigned a wide range of tasks in planning, designing and managing facilities. They are responsible for coordinating designing and managing facilities. They are responsible for coordinating the physical workplace with the people and work of an organization. the physical workplace with the people and work of an organization.
This task requires integrating the principles of business administration, This task requires integrating the principles of business administration, architecture, as well as the behavioral and engineering sciences. Although architecture, as well as the behavioral and engineering sciences. Although the specific tasks assigned to facility managers vary substantially the specific tasks assigned to facility managers vary substantially depending on the organization, the duties fall into several categories. They depending on the organization, the duties fall into several categories. They include operations and maintenance, real estate, project planning and include operations and maintenance, real estate, project planning and management, communication, finance, quality assessment, facility management, communication, finance, quality assessment, facility function, and human and environmental factors. Tasks within these broad function, and human and environmental factors. Tasks within these broad categories may include space and workplace planning, budgeting, the categories may include space and workplace planning, budgeting, the purchase and sale of real estate, lease management, renovations, or purchase and sale of real estate, lease management, renovations, or architectural planning and design. architectural planning and design.
Facility managers may suggest and oversee renovation projects for a Facility managers may suggest and oversee renovation projects for a variety of reasons, ranging from improving efficiency to ensuring that variety of reasons, ranging from improving efficiency to ensuring that facilities meet government regulations and environmental, health and facilities meet government regulations and environmental, health and security standards. Additionally, facility managers continually monitor the security standards. Additionally, facility managers continually monitor the facility to ensure that it remains safe, secure and well maintained. Often, facility to ensure that it remains safe, secure and well maintained. Often, the facility manager is responsible for directing staff including the facility manager is responsible for directing staff including maintenance, grounds and custodial workers." maintenance, grounds and custodial workers."
4. Space Planning and Allocation 4. Space Planning and Allocation
a. Developing an inventory of available spacea. Developing an inventory of available space b. Allocating available spaceb. Allocating available space c. Managing existing spacec. Managing existing space d. Forecasting the possible future demand for d. Forecasting the possible future demand for
space space
5. Architectural/Engineering 5. Architectural/Engineering Planning and DesignPlanning and Design
a. All facets of building design and planninga. All facets of building design and planning b. Architectural design of the buildingb. Architectural design of the building c. Engineering design of building systemsc. Engineering design of building systems d. Estimating construction costsd. Estimating construction costs e. Planning future maintenance needse. Planning future maintenance needs f. Planning for disasters that might befall the facilityf. Planning for disasters that might befall the facility g. Procuring all necessary code/zoning complianceg. Procuring all necessary code/zoning compliance h. Documenting all phases of the design and estimating h. Documenting all phases of the design and estimating
processprocess i. Planning for renovations and future construction projectsi. Planning for renovations and future construction projects
6. Workplace Planning, Allocation, 6. Workplace Planning, Allocation, and Management and Management
a. Workplace planning and designa. Workplace planning and design b. Furniture, equipment, and furnishing b. Furniture, equipment, and furnishing
specifications, acquisition, and managementspecifications, acquisition, and management c. Analyzing maintenance needs and c. Analyzing maintenance needs and
establishing appropriate maintenance programsestablishing appropriate maintenance programs d. Planning concession, locker room, press box, d. Planning concession, locker room, press box,
and related areasand related areas e. Art and memorabilia acquisition and e. Art and memorabilia acquisition and
management management
7. Budgeting, Accounting and 7. Budgeting, Accounting and Economic ForecastingEconomic Forecasting
a. Budgeting for both the short and long-terma. Budgeting for both the short and long-term b. Developing and implementing capital, b. Developing and implementing capital,
administrative, operations and maintenance administrative, operations and maintenance budgetsbudgets
c. Implementing appropriate accounting and c. Implementing appropriate accounting and expense tracking systemsexpense tracking systems
d. Insuring economic justifications are d. Insuring economic justifications are accurate and making any necessary changesaccurate and making any necessary changes
8. Real Estate Acquisition, 8. Real Estate Acquisition, Management and DisposalManagement and Disposal
a. Site selection, evaluation, and acquisitiona. Site selection, evaluation, and acquisition b. Facility purchase or leasingb. Facility purchase or leasing c. Facility or land sale/disposalc. Facility or land sale/disposal
9. Construction Project Management9. Construction Project Management
a. Interviewing and hiring the right a. Interviewing and hiring the right professionals, construction and trade personnelprofessionals, construction and trade personnel
b. Total project, construction, and procurement b. Total project, construction, and procurement managementmanagement
c. Preparation of “as built” documentationc. Preparation of “as built” documentation
10. Alteration, Renovation, and 10. Alteration, Renovation, and Workplace InstallationsWorkplace Installations
a. Alteration and renovation managementa. Alteration and renovation management b. Installing furniture, data communication b. Installing furniture, data communication
wiring, voice communication wiring, and wiring, voice communication wiring, and security related wiring and equipmentsecurity related wiring and equipment
c. Customizing and final touchesc. Customizing and final touches d. Move management d. Move management
11. Operations, Maintenance, and 11. Operations, Maintenance, and RepairsRepairs
a. Exterior maintenance of the building envelope (shell), roof, and a. Exterior maintenance of the building envelope (shell), roof, and windowswindows
b. Implementing various maintenance systems such as preventive, b. Implementing various maintenance systems such as preventive, breakdown, cyclical, grounds, road, and custodial maintenancebreakdown, cyclical, grounds, road, and custodial maintenance
c. Pest and rodent controlc. Pest and rodent control d. Crowd management and ticketing disputesd. Crowd management and ticketing disputes e. Trash and recycling disposale. Trash and recycling disposal f. Hazardous (chemicals, asbestos, air quality, PCBs, etc…) management f. Hazardous (chemicals, asbestos, air quality, PCBs, etc…) management
and disposaland disposal g. OSHA compliance and facility safetyg. OSHA compliance and facility safety h. Energy management to reduce costsh. Energy management to reduce costs i. Inventory management and procurementi. Inventory management and procurement j. Repair of system componentsj. Repair of system components k. Disaster recovery and preventionk. Disaster recovery and prevention
12. Telecommunications and Other 12. Telecommunications and Other Technology ManagementTechnology Management
a. Maintaining wiring and equipmenta. Maintaining wiring and equipment b. Providing appropriate ventilation and b. Providing appropriate ventilation and
security for computer roomssecurity for computer rooms c. Network management and documentationc. Network management and documentation
13. Security and Life-Safety 13. Security and Life-Safety ManagementManagement
a. Insuring code compliance on a continuous a. Insuring code compliance on a continuous basisbasis
b. Operating the facility in a safe mannerb. Operating the facility in a safe manner c. Crime prevention through environmental c. Crime prevention through environmental
design (CPTED)design (CPTED) d. Preparing for disasters with mock drillsd. Preparing for disasters with mock drills e. Developing and implementing safety e. Developing and implementing safety
policies, procedures and goalspolicies, procedures and goals
14. General Administrative Services14. General Administrative Services
a. Food services for employeesa. Food services for employees c. Mail and photocopy centersc. Mail and photocopy centers d. Transportation and vehicle/fleet d. Transportation and vehicle/fleet
maintenance departmentsmaintenance departments e. On site gym/day care management e. On site gym/day care management
CAFMCAFM Over the years Computer-Aided Facility Management Over the years Computer-Aided Facility Management
((CAFMCAFM) 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 ManagementSpace & Asset Management CADCAD Capital Planning & Facility Condition AssessmentCapital Planning & Facility Condition Assessment Maintenance & OperationsMaintenance & Operations Real Estate & Property ManagementReal Estate & Property Management Support TechnologiesSupport Technologies
Space & Asset ManagementSpace & Asset Management 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.
CADCAD
A A CADCAD 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 AssessmentCondition Assessment
The The capital planning and facility condition capital planning and facility condition assessmentassessment 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’s operation, maintenance, and the facility’s operation, maintenance, and management. This component utilizes a management. This component utilizes a life-cycle life-cycle costingcosting 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.
Maintenance & OperationsMaintenance & Operations
The The maintenance and operationmaintenance 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 ManagementReal Estate and Property Management
The The Real estate and property managementReal 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 TechnologiesSupport Technologies
Support technologiesSupport 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 componentscan be pulled from other CAFM components