fm getting online

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GETTING ‘ONLINE’ FACILITY MANAGEMENT:

TUNING UP ‘OFFLINE’ BIZ

Adi Irfan Che-AniHafsah Yahaya, Afifuddin Husairi Hussain,Azalillah Ramdani Musa, Norngainy Mohd Tawil UKM, TWINTECH, CityU, RISM

Facility Maintenance & Management Seminar

2012

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To be discussed…

UKM:Che-Ani 2012

1. Snapshot: What is FM?

2. Introduction: Online & Offline FM

3. Manual TAM: Where are We?

4. Building Maintenance: An Evergreen Biz

5. Transformation: BM to FM

6. Session Break: Survey form

7. Going Online: What it Takes?

8. The Advantages & Challenges of Going Online

9. Benefits of CAFM

10.Summary and Take away



Snapshot: What is FM

Facility management is a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology

INTERNATIONAL FACILITY MANAGEMENT ASSOCIATION - IFMA

The practice of coordinating the physical workplace with the people and work of the organisation. It integrates the principles of business administration, architecture and the behavioural and engineering sciences

THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT – BIFM

UKM:Che-Ani 2012




UKM:Che-Ani 2012

PEOPLE

PROCESS

PLACE

TECHNOLOGY


Free Powerpoint TemplatesUKM:Che-Ani 2012


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INTRODUCTION : ONLINE FACILITY MANAGEMENT

UKM:Che-Ani 2012

The cooperation of the mechanism and of the interaction between specialist FM and Information Technology

http://www.indiamart.comhttp://www.diseven.pl


http://www.indiamart.com/

http://www.diseven.pl/


INTRODUCTION : ONLINE FACILITY MANAGEMENT

Computer Aided Facility Management (CAFM) or

Computer-Integrated Facility Management (CIFM)

technology supports facilities-related functions such as

lease management, strategic planning, space planning, space forecasting, move management and asset

tracking.

UKM:Che-Ani 2012

CAFM/CIFM provides a single, comprehensive repository of information that tracks the organization’s people, places and physical assets.

http://www.advantech.com


http://www.advantech.com/


INTRODUCTION : OFFLINE FACILITY MANAGEMENT

UKM:Che-Ani 2012

PEOPLE

PROCESS

PLACE

TECHNOLOGY

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http://www.clker.com/clipart-x-icon.html


MANUAL TAM : WHERE ARE WE?

UKM:Che-Ani 2012

• Model Pam Aset Infrastruktur/Aset Bangunan/

Aset Alih KhasPENGURUSAN

PERMIN

TAAN

PENGURUSAN NILAI & RISIKO

PENGURUSAN

SUMBER M

ANUSIA

PE

NG

UR

US

AN

KE

WA

NG

AN

PENGURUSAN

DATA

PE

NG

UR

US

AN

PR

ES

TAS

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FAEDAHASET YANGOPTIMUM

PERMINTAAN

KOMUNITI

PERMIN

TAAN

KOMUNIT

I

PERMIN

TAAN

KOMUNIT

I

PERMINTAAN

KOMUNITI

PELUPUSAN

PERANCANGAN

PERANCANGAN

REKA BENTUK

PEROLEHAN

PEMBINAAN

PENTAULIAHAN

PENERIMAAN

OPERASI&

SENGGARA

PENILAIAN

PEMULIHAN&

NAIK TARAF

PELUPUSAN

PENGGUNAAN ASET

PE

WU

JU

DA

N A

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MANUAL TAM : WHERE ARE WE?

UKM:Che-Ani 2012

Maintenance Transformation

Approach: Toward TAM

Breakdown Maintenance

Effective Maintenance Management

Total Facilities Management

Total Asset Management (TAM)

Run to failure

Attend as request/ complains

Repair & Replacement work

Fire Fighting/ Ad hoc

Reactive Approach

Proper Maintenance Planning

Asset Registry

Preventive Maintenance Practices

Costing & Budgeting

Proactive Approach

Comprehensive Asset & Facilities Planning

Proper asset care & users need/facilites consideration

Reliable Asset operation & maintenance

Service Delivery & Customer Satisfaction

Customer Focus Approach

Considering whole life cycle (Asset Life Cycle) process

Proper Asset Planning & Designing toward Optimization & Sustainability

Considering all environmental, social and economic impact for today and next generation

Involvement of all parties to optimizing asset value

ROI Approach

New Approach

Current Practices

SOURCE: MOHD. SABRI MAT DERIS (JKR) - 2009



BUILDING MAINTENANCE : AN EVERGREEN BIZ

UKM:Che-Ani 2012



BUILDING MAINTENANCE : AN EVERGREEN BIZ

UKM:Che-Ani 2012

1. As long as there is a building to be managed

2. When user satisfaction is the concern

http://www.cartoonstock.com/newscartoons/cartoonists/mfl/lowres/mfln2897l.jpg

Because of its evergreen and

evolve from time to time,

then we need to improve.

This is where FM comes in







TRANSFORMATION : BM FM

UKM:Che-Ani 2012

« from boiler room to board room »

http://www.ibhar.com/images/Business-transformation.gif

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UKM:Che-Ani 2012

Consider this scenario:

1. Going to HOSPITAL like going to Mid Valley –

new experience to customer

2. In preparation to BANGKOK, but feeling like taking

BUS – avoid this

3. SERVQUAL in FM – value added to customer :

nowadays people don’t mind paying a little bit extra






UKM:Che-Ani 2012




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Competencies

(measurable competencies: scroll)




UKM:Che-Ani 2012

The Distinction between Maintenance and FM



SESSION BREAK : QUESTIONNAIRE SURVEY (10 MINUTES SURVEY)

UKM:Che-Ani 2012

any reflection so far?



GOING ONLINE : WHAT IT TAKES?

UKM:Che-Ani 2012

- Change of data management – sharing &

contributing




UKM:Che-Ani 2012

- Data integrity Reliable and somebody has to take up the responsibility

(professionally handled)

Land data = Land Surveyors Cost data = Quantity Surveyors Building data = ?????

But what is BUILDING data ?????

How about “surat beranak”, as similar as the concept of “geran tanah” (we have PTG that responsible)???

To propose: Building User Manual (BUM) perhaps, (borrow from GBI terms)



SM13 Building User Manual

Shall be specified in the tender specification.

The coordination of preparing the BUM shall be carried out by a competent person.

For this purpose, it is part of the responsibility of appointed Facility Manager and/or Building Executive.

Baseline MS 1525 Gold Cost

0 0 1 Incl. IN2

Building

User Manual




AcknowledgementPrefaceSECTION 1 (INTRODUCTION)1.1 GENERAL1.1.1 Purpose1.1.2 Scope1.1.3 Project Quality Objective1.1.4 Handing Over Management1.2 MALAYSIAN TOTAL ASSET MANAGEMENT (PAM)1.2.1 Dasar Pengurusan Aset Kerajaan (DPAK)1.2.2 Manual Pengurusan Aset Menyeluruh (MPAM)1.3 GOVERNMENT NEEDS STATEMENT1.4 GOVERNMENT REQUIREMENTS SECTION 2 (PROJECT INFORMATION)2.1 INTRODUCTION OF THE PROJECT

2.1.1 Site Background2.1.2 Site Characteristic2.1.3 Environmental Studies2.1.4 SWOT Analysis2.1.5 Site Proposal

2.2 PROJECT INFORMATION / DESCRIPTION2.3 MAINTENANCE ORGANIZATION/ CONSULTANT2.3.1 Maintenance Department Organization2.3.2 Scope of Work of Maintenance Personnel2.4 GREEN BUILDING INDEX (GBI) SECTION2.4.1 Overall Score Summary2.4.2 Green Building features (passive and active)2.5 RULES, REGULATIONS AND STANDARDS2.6 LOCAL AUTHORITY DOCUMENTATION

2.6.1 Process of Plan Approval2.6.2 Records of Plan Approval

Building

User Manual




2.7 BUILDING BACKGROUND / INFORMATION2.7.1 Fire Safety Manual / Health & Safety2.7.2 Design Philosophy- Special Design Features2.7.3 Drawing and Drawing Record-As Built Drawing- inclusive of soft copy-Technical Specification-inclusive of softcopy2.7.3 Construction Phase

- Knowing the construction process2.7.4 Change Management2.7.5 Asset Register

- Inclusive of Warranty and Guarantee Management – M&E SECTION 3 (MAINTENANCE BUSINESS PROCESS)-FM SERVICES3.1 INTRODUCTION

Working HoursWork Order-Complaint ProcessCustomer Care Centre

FACILITIES MANAGEMENTCivil MaintenanceMechanical, Electrical and PlumbingHouse Keeping ServicesPest Control ServicesLandscape ServicesSecurity Guards

Building

User Manual




SECTION 4 (BUILDING OPERATION & COMMISIONING)INTRODUCTION OF BUILDING OPERATION AND MANUAL4.2 OPERATION AND MANUAL

Description and Operation of CivilList / Contact person of Supplier & Manufacturer Structure of the buildingList / Contact person of Supplier & Manufacturer Operation of Mechanical SystemList / Contact person of Supplier & Manufacturer Operation of Electrical SystemList / Contact person of Supplier & Manufacturer SECTION 5 (BUILDING MAINTENANCE MANAGEMENT)

INTRODUCTION OF BUILDING MAINTENANCE AND MANAGEMENT

Maintenance Schedule and FrequencyPlanned Preventive Maintenance (PPM) – Building-Daily, weekly, monthly, yearlyPPM for C&S - Daily, weekly, monthly, yearlyPPM for M&E- Daily, weekly, monthly, yearly SECTION 6 (APPENDIX)

Building

User Manual




UKM:Che-Ani 2012

- Information base

Efficient planning

Technical data

Drawing records

Maintenance instruction manuals

Manufactures manual library

Spare parts list (SPL)

Rotable inventory

Life plans

Job catalog



THE ADVANTAGES & CHALLENGES OF GOING ONLINE

UKM:Che-Ani 2012

benefitsAllow all levels of maintenance personnel to have a quick access to the

maintenance information that is essential for cost-effective decision-making & job execution.

Allow information to be electronically communicated & shared company-wide.

Major advances in accessing the database of equipment manufactures. Allow maintenance personnel a wide range of generic analysis & planning

tools.Excellent on storing, interrogating & retrieving information from the

maintenance information base. Short-term work planning system has become much more dynamic &

flexible.Shutdown planning system can be electronically linked to the maintenance

information system. Ability to store, analyze & report on large quantities of control data.




UKM:Che-Ani 2012

visibility




UKM:Che-Ani 2012

challenges

Underestimation of the time & money necessary to up-rate life plans, spares lists & documentation

Underestimation of the time & money needed to provide the initial & ongoing training of the maintenance personnel in the use of the system

Poor quality of the maintenance information collected



don’t: GIGO Garbage In Garbage Out

Danger in assembling and assessing data collecting right material

Disadvantages of double entries Double the cost Creates anomalies (discrepancy)

Data = Database = Website = Spiderweb

Data out of date





UKM:Che-Ani 2012

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“Laman sesawang TO sawang”

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complexity




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Layer of

data




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http://desertlandscapes.files.wordpress.com/2011/06/online-shopping-cartoon-300x262.jpg

Just to demonstrate

that we CANNOT

experience to have

MACHINE &

CONNECTION

problem (at both

speed & security)






BENEFITS OF CAFM (Computer Aided Facilities Management)

By implementing a CAFM solution, organisations are able to:

Manage buildings and property portfolios

Centralise data

Make informed decisionsManage building operational

issues

Comply with regulations affecting those assets

UKM:Che-Ani 2012



SUMMARY & Take away

UKM:Che-Ani 2012

1. Go online – make sure everybody is ready first,

rather than everything must be ready

2. Offline biz process is most important. Make

sure your data is correct & not outdated

3. Online is an enabler & to ease the biz; NOT to

take over the human function.



SUMMARY & Take away

UKM:Che-Ani 2012

Human is the best machine….

&

that is why

W E A R E H E R E



Thank you very [email protected]

- reflection -


mailto:[email protected]

fm getting online

Real Estate