Chapter 2Chapter 2

Facility ManagementFacility Management

Facility ManagementFacility Management

Facility ManagersFacility Managers A facility managerA 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 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 facilityhelp meet the facility’’s objectives, goals, and 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 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.

ResponsibilitiesResponsibilitiesAccording 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 facility ‘‘s owner and encompasses the goals and s owner and encompasses the goals and objectives critical for the facilityobjectives critical for the facility’’s success.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.

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

space space

Architectural/Engineering Planning Architectural/Engineering Planning and Designand Design

All facets of building design and planningAll facets of building design and planning Architectural design of the buildingArchitectural design of the building Engineering design of building systemsEngineering design of building systems Estimating construction costsEstimating construction costs Planning future maintenance needsPlanning future maintenance needs Planning for disasters that might befall the facilityPlanning for disasters that might befall the facility Procuring all necessary code/zoning complianceProcuring all necessary code/zoning compliance Documenting all phases of the design and estimating processDocumenting all phases of the design and estimating process Planning for renovations and future construction projectsPlanning for renovations and future construction projects

Workplace Planning, Allocation, and Workplace Planning, Allocation, and Management Management

Workplace planning and designWorkplace planning and design Furniture, equipment, and furnishing Furniture, equipment, and furnishing

specifications, acquisition, and managementspecifications, acquisition, and management Analyzing maintenance needs and establishing Analyzing maintenance needs and establishing

appropriate maintenance programsappropriate maintenance programs Planning concession, locker room, press box, Planning concession, locker room, press box,

and related areasand related areas Art and memorabilia acquisition and Art and memorabilia acquisition and

management management

Budgeting, Accounting and Budgeting, Accounting and Economic ForecastingEconomic Forecasting

Budgeting for both the short and long-termBudgeting for both the short and long-term Developing and implementing capital, Developing and implementing capital,

administrative, operations and maintenance administrative, operations and maintenance budgetsbudgets

Implementing appropriate accounting and Implementing appropriate accounting and expense tracking systemsexpense tracking systems

Insuring economic justifications are accurate Insuring economic justifications are accurate and making any necessary changesand making any necessary changes

Real Estate Acquisition, Real Estate Acquisition, Management and DisposalManagement and Disposal

Site selection, evaluation, and acquisitionSite selection, evaluation, and acquisition Facility purchase or leasingFacility purchase or leasing Facility or land sale/disposalFacility or land sale/disposal

Construction Project ManagementConstruction Project Management

Interviewing and hiring the right professionals, Interviewing and hiring the right professionals, construction and trade personnelconstruction and trade personnel

Total project, construction, and procurement Total project, construction, and procurement managementmanagement

Preparation of Preparation of ““as builtas built”” documentation documentation

Alteration, Renovation, and Alteration, Renovation, and Workplace InstallationsWorkplace Installations

Alteration and renovation managementAlteration 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 equipmentsecurity related wiring and equipment

Customizing and final touchesCustomizing and final touches Move management Move management

Operations, Maintenance, and Operations, Maintenance, and RepairsRepairs

Exterior maintenance of the building envelope (shell), roof, and windowsExterior 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 maintenancebreakdown, cyclical, grounds, road, and custodial maintenance Pest and rodent controlPest and rodent control Crowd management and ticketing disputesCrowd management and ticketing disputes Trash and recycling disposalTrash and recycling disposal Hazardous (chemicals, asbestos, air quality, PCBs, etc…) management and Hazardous (chemicals, asbestos, air quality, PCBs, etc…) management and

disposaldisposal OSHA compliance and facility safetyOSHA compliance and facility safety Energy management to reduce costsEnergy management to reduce costs Inventory management and procurementInventory management and procurement Repair of system componentsRepair of system components Disaster recovery and preventionDisaster recovery and prevention

Telecommunications and Other Telecommunications and Other Technology ManagementTechnology Management

Maintaining wiring and equipmentMaintaining wiring and equipment Providing appropriate ventilation and security Providing appropriate ventilation and security

for computer roomsfor computer rooms Network management and documentationNetwork management and documentation

Security and Life-Safety Security and Life-Safety ManagementManagement

Insuring code compliance on a continuous Insuring code compliance on a continuous basisbasis

Operating the facility in a safe mannerOperating the facility in a safe manner Crime prevention through environmental Crime prevention through environmental

design (CPTED)design (CPTED) Preparing for disasters with mock drillsPreparing for disasters with mock drills Developing and implementing safety policies, Developing and implementing safety policies,

procedures and goalsprocedures and goals

General Administrative ServicesGeneral Administrative Services

Food services for employeesFood services for employees Mail and photocopy centersMail and photocopy centers Transportation and vehicle/fleet maintenance Transportation and vehicle/fleet maintenance

departmentsdepartments On site gym/day care management 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 facilitythe facility’’s operation, maintenance, and 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