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Excellence in FM Award (EFMA) 2017

Application / Nomination Guidelines

Organized by:

HKIFM

Excellence in FM Award 2017 – Application/Nomination Guidelines

EFMA2017_G 1/12

Objective With a view to promoting the facility management profession and recognizing the excellence in

performance of delivering quality service to local and overseas facilities, The Hong Kong Institute of

Facility Management (HKIFM) is proud to present the EXCELLENCE IN FACILITY MANAGEMENT

AWARD (EFMA) 2017 to individual organizations and service providers of specialized sectors with

outstanding achievements.

Award Category

A. Excellence in Facility Management Award

(Asia Pacific)

This category is for built assets outside Hong

Kong, e.g. Asia Pacific Region.

B. Excellence in Facility Management Award

(Built Heritage)

This category is for monuments declared under

the Antiquities and Monuments Ordinance of

Hong Kong.

C. Excellence in Facility Management Award

(Corporate Real Estate)

This category is for self-owned built assets with at

least 50% of the asset occupied by the respective

organization itself.

D. Excellence in Facility Management Award

(Hotel & Serviced Apartment)

This category is for hotels, holiday resorts or

serviced apartments in Hong Kong.

E. Excellence in Facility Management Award

(Industrial)

This category is for industrial buildings in Hong

Kong.

F. Excellence in Facility Management Award

(Institutional & Government Properties)

This category is for public facilities and

government owned properties in Hong Kong.

G. Excellence in Facility Management Award

(Office Building)

This category is for office buildings in Hong Kong.

H. Excellence in Facility Management Award

(Large-Scale Residential)

This category is for private residential properties

in Hong Kong, with units of 2,001 nos. or above.

I. Excellence in Facility Management Award

(Medium-Scale Residential)


in Hong Kong, with units ranged from 501 nos. to

2,000 nos.

J. Excellence in Facility Management Award

(Small-Scale Residential)


in Hong Kong, with units of 500 nos. or below.

K. Excellence in Facility Management Award

(Public Rental & Subsidized Purchase

Housing)

This category is for Public Rental Housing (PRH),

Tenant Purchase Scheme (TPS), Home Owner

Scheme (HOS), Private Sector Participation

Scheme (PSPS) or Sandwich Class Housing

Scheme (SCHS) Estates in Hong Kong.

L. Excellence in Facility Management Award

(Retail)

This category is for retail facilities or shopping

arcades in Hong Kong.

Theme Award

In addition to the above award categories for assessment on overall FM performance of various areas of

core competency, a "Theme Award" would be granted to organizations with outstanding performance on a

specific area. A separate Panel of Judges, comprising specialists from the field, would review and

assess that part of submission on the selected area of core competency. The “Theme Award” would be

presented to the top three organizations accordingly.

HKIFM


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This Year, the “Theme Award” focuses on “Facility Maintenance & Renovation”. In general, the

successful performance will be measured with reference to the best maintenance & renovation practice

and initiative related to facility management profession.

This “Theme Award” is an ideal way of showing an organization’s commitment to the nominated facility’s

maintenance & renovation through practical strategies and accomplishments.

The organization should have outstanding performance in implementation of a comprehensive

maintenance & renovation plan which not only arouses awareness amongst staff, but also emphasizes the

development of a structured maintenance and renovation management system to assure safety and good

condition of the nominated facility, with a road map for the best practice and achievement of such

objectives and targets.

FM People Award

For FM profession, “People” is defined as one of the major elements, by which, an organization should

integrate with work process and physical assets to serve its strategic objectives. As such, the “FM

People Award” is introduced to recognize professionals/practitioners with outstanding achievements and

performance in FM service sectors.

Application(s)/Nomination(s) for this Award would be OPTIONAL as the result should not have any

impacts on EFMA and Theme Award assessments.

Most Popular Facility Award

To promote public recognition of EFMA and encourage territory-wide participation, the Organizing

Committee first conducted “Most Popular Facility Award” through on-line voting in 2016. The response

was encouraging with thousands of votes casted through electronic devices.

For this year’s arrangement, photos of all nominated facilities with brief descriptions, would be posted on

the website of HKIFM to facilitate the general public’s voting process. Application / Nomination Deadline 27 April 2017 (Thursday)

Document Submission Deadline

22 May 2017 (Monday)

“Grand Award” Finalist Presentation to Panel of Judges cum Sharing Session

August 2017

On-line Voting for Most Popular Facility Award

September 2017

Announcement of Result October 2017

Administration Fee (non-refundable)

HK$2,650 per entry for Early Bird (from 1 April to 13 April 2017)

HK$2,850 per entry (from 14 April to 27 April 2017)

HKIFM


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Panel of Judges EFMA 2017*

(in alphabetical order) 1. Sr AU Choi-kai, Johnny, SBS 2. Sr CHAN Jor-kin, Kenneth 3. Dr CHAN Kui-sing, Eric 4. Dr CHAN Man-wai 5. Sr CHUNG Wai-kit, Stephen 6. Dr HO Chi-wing, Daniel 7. Ir Dr HO Chung-tai, Raymond, SBS, SBStJ, JP 8. Dr KWONG TM 9. Mr LAM K Alex 10. Ir LEE Kam-hung, Edward 11. Mr LEE KW Albert, JP 12. Mr LO Philip 13. Sr LOW Hon-wah 14. Ir SIT Wing-hang, Alfred, JP 15. Sr SO Hung-fai, Frankie 16. Professor WONG KW Francis 17. Mr XU Jian-hua 18. Professor YIP Ngai-ming

Theme Award*

(in alphabetical order) 1. Sr CHEUNG Hau-wai, SBS 2. Dr CHEUNG Tin-cheung, JP 3. Sr HO Siu-leung Nelson 4. Mr PANG Yiu-hung Eric, JP 5. Mr WONG Se-king Peter

FM People Award* 1. Ms TAM Pui-ching Celine

2. Dr CHENG Kam-wah Edmond

3. Mr CHEUNG Wai-keung Alex

4. Mr CHOW Chi-hang Raymond

*subject to change without prior notice

HKIFM


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Award Criteria Facility Management (FM) Core Competency

FM performance is to assess how people, work process and physical assets are integrated to serve the

strategic objectives of an organization. For the sake of like-with-like comparison, the total FM

performance is measured by the following areas of core competency:

1. Real estate portfolio management

2. Maintenance and operation management

3. Space planning and design management

4. Project and contract management

5. Environmental management

6. Health, safety and physical security management

7. Human resources management

8. Information technology management

9. Law on local real estate

10. Financial management

11. Logistic management

Please visit http://www.hkifm.org.hk for details. The on-site management teams must be able to

demonstrate that they can meet requirements of at least 7 nos. of areas for the above core competency.

Submission & Assessment Criteria

A total of ONE (1) hard copy and ONE (1) soft copy (i.e. DVD, CD-ROM, USB, etc.) for document

submission are required. Participants are requested to comply with the submission format and

guidelines. All application/nomination forms and submissions should be typed/ written in either English

or Chinese.

To support their applications, participants should provide NOT more than 30 pages of A4 text for Criteria

1 – 6 at Part I; and NOT more than 5 pages of A4 text for Criteria 7 at Part II separately, in respect of

“Theme Award”. The Panel of Judges will base on the following award criteria and weighting for

shortlisting finalists:

Criteria Weighting

1. Organization Structure / Governance 30

2. Leadership / Teambuilding / Happy Workforce 30

3. Management System / Technology 30

4. Exemplary Record / Performance / Achievement 20

5. Environmental Awareness / Green Initiatives /

Waste Management / Carbon Reduction /

Occupational Safety and Health

30

6. Financial Management / Legal Compliance /

Logistic Management 30

7. Facility Maintenance & Renovation

(Theme Award)

30

Total 200

http://www.hkifm.org.hk/

HKIFM


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“Grand Award” Finalist Presentation to Panel of Judges cum Sharing Session

A Presentation cum Sharing Session scheduled by the Organizing Committee is to be arranged for all

Finalists to demonstrate their best practice of the nominated facilities to Panel of Judges.

The audience on the floor will have voting rights to show their support for the well-presented Finalists,

which will be counted for Grand Awardee assessment.

After the presentation, site visits would be conducted by Panel of Judges to complete the whole

assessment process. Finalists who are unable to cater for the said arrangements will be disqualified

automatically.

HKIFM


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Submission Format

The submission should be presented in the following format:

Part I (EFMA)

Covering Criteria 1 to 6 as listed below, with a total of NOT more than 30 pages of A4 text (excluding

Cover Page, Content Page, Executive Summary and Appendices). Supporting materials, such as photos,

charts and diagrams should be provided in the Appendices.

1. Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office

and date of application / nomination

2. Content Page

3. Executive Summary

4. Criteria

4.1 Criteria 1: Organization Structure / Governance

A review of overall organization structure, including: organization history organization mission, vision and core values organization objectives organization chart

average number of employees within assessment period (the past twelve months)

the workforce profile of the organization (such as educational level, academic qualification

and number of employees by level)

number of professional staff (with details)

key client / customer group

primary service delivered to clients / customers

primary facilities managed by the organization

contribution to FM profession

manpower set-up for management team of the nominated facility

4.2 Criteria 2: Leadership / Teambuilding / Happy Workforce

Leadership is defined as what drives the organization and causes all related activities to

happen. It is important for the nominated facility to demonstrate how the organization is

competent in planning and leading skills. The organization should demonstrate how to deploy

its strategies and assure such its strategic direction to be in line with the organization’s primary

objectives. The following examples provide some guidelines including but not limited to:

how would the headquarters of organization support the management team of the

nominated facility?

how would the managers and supervisors motivate different levels of management team

members to work for long-term strategic directions of the organization?

how would the leaders of the organization communicate the mission, vision and core

values to employees of all levels?

how would the leaders assess the organization’s performance and enhance service

standard productivity as a whole?

HKIFM


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how would actions be undertaken by leaders to demonstrate their abilities in leading skill?

how would happy workforce culture contribute to success of the organization?

4.3 Criteria 3: Management System / Technology

Process management is an essential element in FM performance, which indicates how the

organization works and how it integrates people and other resources to deliver quality services

and to achieve organizational goals and objectives.

the organization should work in accordance with accredited management system(s).

the organization should demonstrate how work processes are identified, documented and

examined.

the utilization of various tools and technologies for process improvement.

the organization should demonstrate its abilities in routine maintenance and project

management.

4.4 Criteria 4: Exemplary Record / Performance / Achievement

To provide proven records indicating:

the organization’s success in adopting quality policy and systems for service provision

with related awards obtained from FM profession.

the organization’s compliance with free barrier / universal access approach under legal

requirements.

the organization’s strength in complying with design requirements of the nominated facility

and management of fitting-out projects.

the organization’s overall performance in providing service to ensure security and safety

of the nominated facility.

4.5 Criteria 5: Environmental Awareness / Green Initiatives / Waste Management /

Carbon Reduction / Occupational Safety and Health

To provide details for the following:

how would the organization adopt management initiatives to assure green direction for FM

practice and promote sustainable development?

how would the organization implement "Waste Management Hierarchy" in terms of

“prevention, reuse, recycling, recovery & disposal”; and prepare for implementation of

“Municipal Solid Waste Charging”?

what is “carbon reduction” drive of the organization; and how such dynamics in terms of

key programs would steer carbon less FM momentum?

what is the occupational safety and health program of the organization?

4.6 Criteria 6: Financial Management / Legal Compliance / Logistic Management

how would the organization prepare management budget for the nominated facility and

exercise budgetary control to avoid negative balance of the management fund account?

how would the organization handle the nominated facility’s finance & accounting work to

help improve cost effectiveness of management funds and enhance the respective

property value?

how would the organization demonstrate its compliance with statutory requirements in

managing the nominated facility?

how would the organization handle the nominated facility’s administrative work and

outsourcing activities?

HKIFM


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Part II (Theme Award)

Covering Criteria 7 in respect of Theme Award submission, with NOT more than 5 pages of A4 text

(excluding Cover Page, Content Page, Executive Summary and Appendices). This part, together with the

Appendices for supporting materials, if any, should be bound and submitted separately from those for

Part I.

1. Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office

and date of application / nomination

2. Content Page

3. Executive Summary

4. Criteria

4.1 Criteria 7: Facility Maintenance & Renovation

Management System

how would the organization promote preventative maintenance & renovation culture as

well as develop, implement and maintain an effective system, with policy devised for the

nominated facility to monitor its proactive maintenance & renovation approach for

ensuring its well-being?

how would the team decide and identify significant criteria for maintenance & renovation

attention to ensure systematical adoption of proactive management initiatives in the

nominated facility?

has a periodic (such as 3-year, 5-year or 10-year, etc.) building maintenance and

equipment replacement plan been established for systematic maintenance & renovation

management, including adoption of asset replacement plan and road map for achieving

the targets?

how would the organization establish the task force to drive and communicate proactive

and preventive maintenance culture amongst employees of the organization?

how would the organization convey maintenance requirements to suppliers or contractors

through a maintenance conscious procurement system, including tender analysis,

selection and control of performance for contractors?

has the organization provided regular training on maintenance & renovation management

to employees and/or contractors?

has the organization implemented any promotion programs to arouse awareness of

maintenance & renovation management concept amongst employees and other users of

the nominated facility such as occupiers, tenants, visitors or contractors, so as to motivate

their adoption of preventive maintenance management practices and caring of facilities?

are there any innovative maintenance & renovation management initiatives/practices

being implemented at the moment?

Building Condition

what is the organization’s overall maintenance performance, including current condition of

the nominated facility, previous renovation projects and frequency of major system

overhaul or re-commissioning, caring practices on usage of facilities, audit results and

behavioral changes?

are relevant statutory certificates for various systems/installations such as Lift & Escalator,

Fire Services, Electrical, Air-conditioning, Plumbing, etc. up-to-date?

HKIFM


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have all the building works/alterations in the nominated facility complied with statutory

requirements?

Maintenance Practice

has the organization conducted periodic condition surveys on building fabric and building

services systems for the nominated facility?

has the organization maintained a proper and updated record for conditions of building

fabric and building services systems of the nominated facility?

has the organization maintained a comprehensive asset register of the nominated facility?

has the organization retained comprehensive maintenance records, drawings and

manuals for the nominated facility?

Sample format for Part I & Part II can be downloaded for reference or use in the submission from

www.hkifm.org.hk/award2017/2017_SampleFormat.doc.

http://www.hkifm.org.hk/award2017/2017_SampleFormat.doc

HKIFM


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Part III (FM People Award)

Submission is OPTIONAL as the organization may choose to submit application(s)/nomination(s) or not.

However, the submission(s) for Part III should be separated from Part I and Part II. Format for the

submission is as follows:

1. Nomination Letter from the Proposer

The letter signed by the Proposer of nomination, covering the names, post titles, contact email

addresses and phone numbers of both the Proposer and the Nominee.

Both of the Proposer and the Nominee must be managing / serving in the nominated facility

covered in Part I. For the nominated facility, only one Nominee for each of the following

Categories:

1. Managerial

2. Supervisory

3. Young Practitioner (aged 30 or below)

The Proposer can decide to nominate either one Category; or any two Categories; or all three

Categories for “FM People Award”. There should be ONE Proposer only for each nominated

facility.

2. Summary from the Nominee

A Summary prepared by the Nominee of NOT more than 700 words (either in English or

Chinese) explaining why he/she is deserved for being nominated. The coverage may include

personal proven achievements, contributions and commitments to the nominated facility related

to HKIFM’s Core Competency; as well as performance uniqueness, relevant knowledge and

career development, etc.; and any other supporting details demonstrating his/her eligibility for

the Award.

3. Supporting Documents

Resume/CV of the Nominee, including the list of relevant academic and professional

qualifications, previous employment records/current appointment; CPD and personal

contributions to FM service sector should be attached for reference.

4. Interview

An Assessment Interview with the shortlisted Nominees may be conducted by Panel of Judges,

if necessary.

HKIFM


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Part IV (Most Popular Facility Award)

Upon written submission of Part I & Part II, all nominated facilities are required to provide ONE photo of

standard size (720mm x 480mm), with name and district location of the nominated facility (both English &

Chinese) for post-up on HKIFM’s website during on-line voting period.

1. The nominated facility with the highest number of votes from on-line voting will be granted “Most

Popular Facility Award”.

2. On-line Voting will last from 1 September to 30 September 2017.

3. Each participant can vote for more than one (>1) nominated facility but only once (1) for each

facility.

4. Voting results for this Award will be entirely independent which will NOT be counted in the total

score. It will have NO effect on the final results of EFMA 2017 and “Theme Award”.

5. All rules, results and prizes of this Award are subject to final decision of HKIFM, without prior notice

for any changes.

6. The “Most Popular Facility Award” results will be announced in HKIFM Facebook webpage after the

close of on-line voting.

7. Prizes will be presented at “HKIFM Annual Dinner cum EFMA 2017 Presentation Ceremony” in

October 2017.

HKIFM


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xRules for Application / Nomination:

1. Facilities located within Asia Pacific Region (Category 1 only) and the territorial limits of the

Hong Kong Special Administrative Region (Category 2 – Category 12) are welcome to be

applied/nominated for EFMA 2017.

2. The nominated facility should be in operation currently. The assessment of on-site

management team’s performance will base on records and data for the past twelve months

before document submission deadline.

3. The HKIFM reserves the right to supplement information contained in the Application /

Nomination Guidelines. For any discrepancies of any published information including any

previous advertisements, the information contained in the Application / Nomination

Guidelines (in English version) shall prevail.

4. Should any conflict of interests arise between a judge / judges and an applicant / nominee,

the said judge / judges will excuse himself / herself / themselves from the judging process

of the respective category.

5. All decisions made by HKIFM and Panel of Judges are final and binding. Any requests for

appeal will not be entertained.

6. Facilities accredited as Grand Awardees of any Categories in the previous year are NOT

eligible for submitting applications / nominations to the same Category again this year.

7. Personal data collected from application / nomination forms will be used for the assessment

of EFMA 2017 only. All personal data will be handled in accordance with the Personal Data

(Privacy) Ordinance.