facilities management presentation
TRANSCRIPT
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FACILITIES MANAGEMENT PRESENTATION
OPERATIONS & IT DEPARTMENT
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LOGISTICS DIVISION – FACILITIES DEPARTMENT ORGANOGRAM
Rojas MdoeHead of Operation & IT
ELIAS NYAMWIHURAFACILITES & ADMN
MANAGER
LOGISTIC MANAGER
SAID DOBELI
PROCUREMENT UNIT
STORE OFFICE & LOGISTIC OFFICER DRIVERS
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DEFINITION OF THE TERM
Facility management is a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology.
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ROLE OF FACILITIES MANAGEMENT
Planning, identification, acquisition, construction and maintenance of physical facilities and premises to serve the Bank’s business needs, as well as co-ordinate in-house and out-sourced support services to meet business requirements in an efficient manner
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FACILITIES MANAGEMENT TASKS:
Making sure that the building is ready for the daily activities:• inspection of premises to check whether they have a plenty of supplies;• inspection of office rooms, store rooms, wash room, etc to check their
workability;• inspection of daily procedures to ensure operating capability of work
equipment;
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Regular activities to make sure the building and equipment stay in working order: - Maintenance of a regular schedule to inspect the building interior & exterior; - Maintenance of regular technical, cleaning and repair services; - Maintenance of pest control routine and disinfestations;
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Lighting and electricity: - Supervision of minor fixes (making sure that burned-out light bulbs are replaced, etc); - Inspection of electric cables, outlets, appliances and fixtures; - Making sure that emergency lighting fixtures are functional; - Making sure that emergency power generator is charged and functional; - Control energy consumption, checking power bills and implementing saving options;
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Cleaning, planting and welfare services (including HVAC): - Maintaining a schedule of regular cleaning services and staff coordination;- Inspecting toilets and sanitation equipment (maintaining industrial hygiene); - Ensuring that the air conditioners and ventilation function appropriately;Checking the heating system and maintaining proper indoor temperature;
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Office space management, layout, and furniture placement: - Setting up necessary business furniture: desks, chairs, cabinets, etc; - Providing additional equipment and supply to facility users as necessary; - Conference room management, including configuration of tables and chairs; - Office equipment management and coordination: installations, replacements, etc; - Controlling renovations of office and other premises: service, restyling and refit activities;
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Contracting out maintenance, repair, refit and improvement services: - Maintaining relationships with potential contractors that may provide the required services; - Identify, formulate, estimate and list the needs for repairs and other services; - Contact contractors with specific needs, take bids and select who will supply the services; - Managing expenditures, supervising the work, verifying the result and final bill;
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Safety and hazards control: - Ensuring security of facilities;
- Executing fire protection and safety procedures;
- Daily inspection of escape routes and fire exits;
- Servicing smoke and heat.......
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PROPERTY MANAGEMENT
To plan, manage and organize property management activities (property/space acquisition, facilities capital projects, lease
management, space planning, and retail support) within KCB Bank Tanzania facilities in accordance with company’s goals
and objectives.
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PROPERTY MANAGEMENT – KEY DELIVERABLES
Deliverables Review Frequency
Lease Agreements Monthly
With holding Tax and Stamp duty Annual
Lease rental Schedule Status reports Monthly
Statutory Licenses (Fire Audits, OSHA, ) Annual
Security Management Annual
Refurbishment/New projects Continuous
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FACILITIES MAINTENANCE
To manage the functionality & safe operations of the facilities . To supervise and facilitate the maintenance of the all KCB Bank Tanzania facilities.• Preventive & Breakdown Maintenance
• Important to have a maintenance framework in place for bank premises.
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FACILITIES MAINTENANCE
• Preventive Maintenance (PM)– schedule of planned maintenance actions aimed at preventing breakdowns and failures
-Prevents failure before occurrence. -Preserves and enhances equipment reliability.
• Advantages of having an effective PM System -Reduced down time -Conservation of assets and long lifetime -Reduced repair costs -Ensures proper functioning of equipment safety features
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FACILITIES MAINTENANCE – PM FREQUENCY
System Contract Frequency
Generator Yes Quarterly
UPS Yes Quarterly
Fire Extinguishers Yes Bi- Annual
Bookroom/ Strong room Yes Annually
Fire Alarm panel Yes Bi- Annual
Water/Tea Item Yes Whenever needed
Air Conditioning Yes Quarterly
Electrical System Yes Bi- Annual
Signage Yes Bi-Annual
Printer Yes Quarterly
Vehicle Yes Depend on Mileage limit
Parking Slot Yes Quarterly
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INTERNAL SERVICES
To plan, organize and manage, internal corporate services in order to promote staff health, safety, wellbeing and productivity as well as external partners and customers quality interaction and high levels of delight
Corporate Internal services include: Hospitality, bottled water, mailing and courier, transport services, parking, pest control and cleaning services
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INTERNAL SERVICES
Service Category Contract Details
Bottled Water Contract
Transport Contract
Cleaning Contract
Fumigation & Sanitary Services Contract
Mailbag & Courier Contract
Air Travel Contract
Parking Contract
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FACILITIES UNITCHALLENGES• Delay to report problem/issue from user, eg failure
of machine• User to be reluctant to put request on official
manner e.g e-mail• Delay regarding approval or payment• Prolonged procurement process• Lack of support on emergence issue .i.e
understanding from user• Ageing equipment/premises management –cost on
repair and maintenance• Absence of signed contact
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FACILITIES UNIT
Proposed Solutions• User department should have a clear understanding
of what they want and when they what it.• Communication regarding facilities should be formal
through emails, IPR etc.• Ageing Equipment to be replaced with new one.• Facilities unit to be provided with petty cash on
emergency issue.• Having a contract management system
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KCB FACILITES FUNCTION PRESENTATION
THANK YOU
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