fm definition & function ( full)

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Definition of Facilities Manager and Their Roles

BOOK TITLE DEFINITION OF FM FUNCTION/RESPONSIBILITIES OFFACILITIES MANAGER

1) Assessing BuildingPerformance

Facilities management is one of the phases in BuildingPerformance Evaluation (BPE) framework. It is thelongest, and the need to monitor its ongoing performanceas an operating resource and as a business expense istherefore pressing. FM related to optimizing building

performance over the life of the building, and usingfeedback from a wide range of sources to ensureresponsiveness to market needs.FM focus on:

1. Building assets as facilities in support of businessdelivery

2. Appropriate and productive working environmentreflecting corporate culture

3. Operation and maintenance of building assets(managing cost and affordability)

4. Business operational needs and customer servicestandard

1. Protecting the owner’s investments bymanaging facilities in the most cost-effective manner.

2. Staff productivity in order to gauge theeffectiveness or success of facilitymanagement

2) Corporate Property

Management AligningReal Estate with BusinessStrategy

Facilities management literature has tended to focus onmaximising the value obtained from the specific use of facilities

1. Decide the use of available resources suchas building, labour, capital and technology

& information2. should be aware of any technological

advances that might enable the property to be used or developed in new ways

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3) Facilities Management and

the Business of Space

The practice of coordinating the physical workplace withthe people and work of the organization; integrates the

principles of business administration, architecture and the behavioural and engineering sciences.

1. The link between the internal customers(the workspace users) and those who willcarry out the accommodation planningactivities.

2. Will chair the project team charged withdelivering the planned workspace to theorganization.

3. The provider of much of the informationabout the buildings occupied by theorganization and their infrastructure, and

will be the guardian of the informationgathered as a consequence of the planningexercise.

4. The person who will be assigned overallresponsibility for the provision of theworkspace, its planning andimplementation.

5. To run a department responsible for everything such as preparing tender

documents and risk assessment.

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4) Facilities ManagementHandbook

Facilities management is the integration of processeswithin an organization to maintain and develop the agreedservices which support and improve the effectiveness of its

primary activities.

1. To accommodate a disabled employee,who involve changing the way theworkplace is organized. These include:Allocating some of the disabled person’sduties to someone elseTransferring the person to fill an existingvacancyAltering the person’s working hoursAssigning the person to a different place of

work, such as their homeAllowing absences for rehabilitation,assessment or treatmentGiving training

5) Facilities ManagementInnovation and Performance

Facilities management means:1. Creating a facilities policy that expressescorporate values;2. Giving the authority to the facilities

business unit to improve service quality;3. Developing facilities to meet businessobjectives;4. Recognizing the value that facilities add tothe business

1. Recognize the importance of delivering high-quality services that meet the client’s

perceived expectations.2. Develop interpersonal relationships and make

decisions in conditions of ambiguity.3. Expect to be recognized as invaluable

organizational assets.4. Facilities manager as information provider

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6) Facilities ManagementTheory and Practice

1. Facilities management as ‘a strategically integratedapproach to maintaining, improving and adaptingthe building and supporting services of anorganization in order to create an environment thatstrongly supports the primary objectives of thatorganization’.

2. FM need to embrace strategically orientated,continuous improvement and proposed key featuresof effective FM systems. It is based on acombination of systems theory and information

processing perspectives, and illustrating the rangeof continuing interactions, which involved in FM.

1. At corporate level: contribute to service

planning, formulate policy and undertakescenario planning.2. At strategic level: responsibility for

effective business planning of the facilitiesservices, leadership of the team and thedevelopment of proposals for developingfacilities.

3. At tactical level: ensures service quality,manages value and implement risk management strategies. He/she alsoensures operational control and innovative

service should be effectively delegated toservice providers.

4. At operational level: responsibility for theoperation and maintenance of building andfor the delivery of the services.

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7) Facilities ManagementTowards Best Practice

‘An integrated approach to maintaining, improving andadapting the buildings of an organisation in order to createan environment that strongly supports the primaryobjectives of that organisation.’

1. Managing people through change by :Changing face of work environmentPutting the human element into changeManaging people through changeobjectivesOrganisation development approach tomanaging people through changeThe role of the facilities manager withinthe change processDecision making

8) Facilities Managers Desk Reference

International Facility Management Association (IFMA)1. ‘The practice of co-ordinating people and the work

of an organisation into the physical workplace.’2. ‘An integrated management process that considers

people, process and place in an organisationalcontext.’

Association of Facilities Managers (AFM)‘… the management of premises and buildings together

with the facilities, services and people contained therein;this has implications in respect of initial design,

maintenance, the day-to-day administration and control of manpower, energy and related resources’ (1986).

1. Strategic Level

Defining the overall FM strategyPolicy making, setting guidelines for space, assets,

processes and servicesActive input and response at corporate levelInitiating risk analysis and providing the directionto adapt changes in the organisationInitiating and monitoring KPIsManaging the impact of facilities on the primaryactivities, external environment and communityMaintaining relations with authorities, landlordsand tenants, strategic partners, associations, etc.

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Strathclyde Centre for Facilities Management (CFM)‘Facilities Management is a process by which an

organisation delivers and sustains agreed support levelswithin a quality environment to provide full values in use

to meet strategic objectives.’

Royal Institution of Chartered Surveyors (RICS)‘Facilities Management (FM) involves the total

management of all services that support the core businessof an organisation. It deals with those areas that the

managers of the organisation consider to support their fundamental activities. FM focuses on the interaction

between the core business, the support functions, and thefacilities throughout all sections of industry, commerce,

and services.’

British Institute of Facilities Management (BIFM)

The former definition used by the Institute, whichrepresents the FM profession in the UK, is: a) ‘Facilities

Management is the integration of multi-disciplinaryactivities within the built environment and the management

of their impact upon people and the workplace.’

2. Tactical Level

Implementing and monitoring guidelines to followstrategiesDeveloping budget plansTranslating business objectives to operationallevelDefining and interpreting KPIs (performance,quality, risk and value)Monitoring compliance to laws and regulationsManaging projects, processes and agreementsManaging the FM teamOptimising the use of resourcesInterpreting, adapting and reporting changesCommunicating with internal or external service

providers on a tactical level

3. Operational Level

Delivering servicesMonitoring and checking the service delivery

processesMonitoring the service providersReceiving requests for service, e.g. via help desk or service centre

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New definition from BIFM :‘Facilities management is the integration of processes

within an organisation to maintain and develop the agreedservices which support and improve the effectiveness of its

primary activities.’

Broad definition according to this book:FM is about taking control, adding value, supporting the

business, ensuring that the space and working environment

enhance not impede the productivity of the core activityand the staff.

Collecting data for performance evaluations,feedback and demands from end-usersReporting to tactical levelCommunicating with internal or external service

providers on an operational level

9) Facility Design andManagement Handbook Facilities management (FM) is a multidisciplinary or Tran

disciplinary profession drawing on theories and principlesof engineering, architecture, design, accounting, finance,management, and behavioural science. These disciplineseach have a rich history of theory, research, and practice.Facilities management, as a new discipline, builds on this

foundation to create a new set of theories and practices.

In general, Facilities management clients aredistinguished as internal or external.

1. Internal clients or customers include all the people who use the facility. This groupincludes employees, managers, and

executives of the organization; contractemployees in areas such as maintenance or security; customers of the business itself;and those people who come to the facilityto conduct business with those who work

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According to the IFMA, the scope of Facilities

Management covers real estate, planning, budgeting, spacemanagement, interior planning, interior installation,architecture and engineering services, and buildingmaintenance and operations. In a study of how successfulcompanies manage their facilities, Wilson (1985) reducedthat list to five:

1. Real estate,2. Long-range planning,3. Building projects,4. Building administration, and5. Office support.

there. Increasingly, the challenge facilities

managers’ face in satisfying internalcustomers is the demand for quick response and quality service. It isimportant to understand that frequency of request for service may not be an indicator of the importance of the service provided.For example, on day-to-day basis facilitiesmanagers will spend considerable timeresponding to requests and the needs of employees and staff. They may be asked toadjust the heat, replace light bulbs, fix asqueaky door, or clear snow from the

parking lot. However, the few times a year that the facilities manager reports to senior management may determine the size of staff and budgets; approval of projects,

both major and minor; and what servicesare kept in-house or outsourced. Facilitiesmanagers must serve the needs of

employees and managers of theorganization in a way that enhances their ability to perform. In addition, facilitiesmanagers must meet these goals whilesimultaneously keeping an eye on the

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Three interlocking of circles represents the important role

facilities and facilities management play in integratingemployees, work processes, and workplaces into acoherent, productive, holistic system. FM serves tocoordinate the interface between what people do and wherethey do it. Thus, FM touches on elements of humanresources, process engineering, ergonomics, architecture,and interior design. Consequently, critical components of FM include planning and maintaining, and providing theassets, both large and small, that support the endeavour of

people at work.

efficiency and effectiveness of the building

itself and the expenditure of resources, both human and capital. Financialaccountability while maintaining qualitywork environments is a key challengefacing facility managers.

2. External customers of FM include thegeneral public, investors and shareholders,and government agencies. The general

public has concerns over appearance,safety, and environmental responsibility.Consequently, the facilities manager mustensure that his or her organization is agood corporate citizen. This could meantaking extra care in maintaining anattractive and appropriate facade for the

buildings, ensuring the grounds are wellkept, providing space for communityactivities, minimizing noise and disruptionduring construction projects, or finding

environmentally friendly ways of dealingwith waste. Investors and shareholderswant a good return on their facilityinvestment while expecting the facility torepresent the organization. The buildings

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an organization owns and occupies are the

physical manifestation of that organization.It is the job of the facility manager toinsure the buildings reflect the corporateculture while maintaining and operatingthem in the most cost efficient manner.The facility manager can meet theserequirements by implementing cost savings

practices that can include energy efficient building systems and products, as well asusing durable and attractive, lowmaintenance materials. Governmentagencies monitor compliance withstandards, regulations, and statutes. Toserve these customers, the facility manager must be familiar with laws, codes, andregulations. Familiarity with therequirements imposed will help thefacilities manager ensure their buildingscomply with government regulations.

10) Handbook of FacilityAssessment

1. Facility management is related to new technologywhich regularly being introduced that requireschanging and upgrading support infrastructures.Building code and life safety requirements mayrequire that significant changes be made to the

1. Facilities management can reduce the rateof deterioration and extend the time

between renewal efforts.2. Facility management is to determine if

systems or components should be

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building and it systems. While many of thesechanges, when taken individually, are routine anddo not require major renovation or renewal efforts,taken collectively, they typically require thatsignificant alterations be made to the building and itsystems. In those cases, a major renovation or renewal program may become the only option.

2. Facility assessment is a formal process used toidentify, evaluate, and report on the condition of a

facility’s physical plant. Its purpose is to evaluateexisting condition within the facility and to identifyexiting deficiencies. From this information, it can toidentify existing maintenance problems, develop

budgets for future maintenance and capital renewal projects, and track deferred maintenance backlogs.

renovated, renewed, or replaced after

evaluated the existing systems andcomponents. Systems and componentsmay be subjectively rated as being in good,fair, or poor condition on the basis of whoare complaining and the available budget.In most cases, since there is rarely enoughfunding to correct all problems, this meansthat funding for repairing and replacing

building systems and components isallocated on the basis of who iscomplaining the loudest and how highlythey are placed in the organization.

3. Facility assessment is to determine priorities for repair, renewal, andreplacement projects based on need.

4. Facility assessments provide a detailed picture of the condition of their facility,including all of the deficiencies and their relative impact on operations.

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11) International FacilityManagement Association,Retrieved March 13, 2007

The international Facilities Management Associationdefines facility management 1 as a profession thatencompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process,and technology.

The skills of a facility manager can be brokendown into two sections, the hard skills- tasks

performed through physical or technologicalmeans (i.e. operation and maintenance) – and thesoft skills –task performed through mentalintuitiveness (i.e. customer relations, team

building or time management).

12) Property ConditionAssessments

13) Space Planning for Commercial and ResidentialInteriors

FM is the integration of multi-disciplinary activities withinthe build environment and the management of their impactupon the work place.

14) Sustainable Practice for the Facilities Manager

FM is a profession that encompasses multiple disciplines toensure functionality of the built environment by integrating

people, place, process and technology.

1

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15) The A to Z of FacilitiesProperty Management

Facilities Management Means :Every property occupier needs to allow access to thoseworking at the facility and needs to control or prevent

access to others.

Facilities administration, which the BritishInstitute of Facilities Management defines as:

1. The integration of multi-disciplinaryactivities within the built environment andthe management of their impact on peopleand the workplace

2. Combining resources and activities(which) are vital to the success of anyorganization, by contributing to thedelivery of strategic and operational

objectives3. Providing a safe and efficient working

environment which is essential to business performance whatever its size and scope

4. The provision, maintenance anddevelopment of myriad facility serviceswhich range from developing a strategy,managing space and putting in acommunications infrastructure to buildingmaintenance, administration and contractmanagement.

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16) The Facility ManagementHandbook 3rd Edition

1. Facility management embraces the concepts of cost-effectiveness, productivity, Improvement,efficiency, and employee quality of life.

2. Facility management is a contact sport and onlydynamic leaders will ever be truly successful.

1. Serves at least two constituencies; the external,

which is business-oriented and normally political; and the internal, with a results-oriented, technical orientation. He or she must

bridge these needs and demands.2. Simultaneously prepares for the future and

reacts to today’s crisis. There will always be asignificant reactive component to the leader’s

job; Facilities Manager must be reactivewithout being a reactionary.

17) The Facility Manager Handbook

The Facility Manager’s Handbook is about the rationale for systematically identifying and evaluating the key areas of

practice management for understanding the need of companies and building owners in terms of their real estateor property investment. It also about the facility managersas the agents of building owners and companies, can work to ensure the continuity and or expansion of businessoperations to save the environment aspect. It also for reviews the key elements of space management as those

elements are needed to create well-designed, comfortableand compliant work environments to manage our businessor investment according to communicating changeinitiatives to employees, occupants, tenants regarding tothe requirement of federal environmental law needs.

The Facility Manager’s Handbook state thatfacility managers and their planning teams, shouldto identify the needs of the organization in termsof the management of space and incorporate theseneeds into the plan. For the example, the facilitymanager should plan to make a good work placeand fresh for our employee because it can makethe employee feel more comfortable, healthy and

productive. The interested work area, such as thedesign for futures or interior design alsoinfluences the productivity and workability of theemployee.

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18) Total Facilities

Management

The total facilities management is the issues of customer satisfaction and best value to focus for these issues isfacilities management, which has traditionally been seen asthe poor relation of the main real estate and constructiondisciplines. It’s about the applying of facilitiesmanagement to the organizations practices known to work well, although the approach is not intended to be

prescriptive. It’s also the Integrated approach to operating,maintaining, improving and adapting the buildings andinfrastructure of an organization in order to create anenvironment that strongly supports the primary objectivesof that organization’.

According to the total facilities management book,the facility manager should to plan and integratedapproach to operating, maintaining, improving andadapting the buildings and infrastructure of anorganization in order to create an environment thatstrongly supports the primary objectives of thatorganization’. They also should provide the proper application of facilities management techniquesenables organizations to prepare the rightenvironment for conducting their core business ona cost-effective and best value basis. The applyingof facility management among the facilitymanager can cover a wide range of servicesincluding real estate management, financialmanagement, change management, humanresources management, health and safety andcontract management, in addition to buildingmaintenance, domestic services (such as cleaningand catering) and utilities supplies

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fm definition & function ( full)

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