World Class Facilities Management
There are a myriad of elements required to achieve a high performing Facilities Management (FM) program.
Here are my top 10 core fundamental requirements:
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Asset Management System/CMMS
✓ Select, install, set up and use of the appropriate Asset Management System/ Computerized Managed Maintenance System (CMMS) for the institution to log, distribute, track and close out all work orders including preventative and corrective maintenance actions, Life Safety tasks, Moves/Adds/Changes, etc.
- An asset inventory
✓ Conduct a full inventory of all equipment assets including specific location, nameplate information, age, condition and warranties. Assign specific codes to each system and asset so costs can be tracked to individual pieces of equipment
- Preventative Maintenance Plus
✓ Preventive maintenance, predictive maintenance and reliability centered maintenance (RCM) are types of maintenance used to prolong the useful life of an asset. PM is regularly scheduled (time based) maintenance typically driven by manufacturer’s recommendations and/or industry standards and is a core program element; RCM is a standard of maintenance that determines the optimum standards of maintenance and is need based. This includes predictive maintenance which includes vibration analysis, infrared testing, oil analysis, etc
- Sustainability
✓ The full spectrum of initiatives that make up sustainability includes energy and waste management, Green House Gas (GHG) reduction, LEED, Energy Star, etc. A sustainability program is implemented, consisting of practices for carbon foot-printing, green cleaning and adoption of energy efficient products that positively affect people, the planet, and the economy.
- Training and Development
✓ Basic training curriculums for each job position to provide employees with the skills necessary to succeed at their jobs. There is a vast library of web-based training modules in multiple languages for all job classifications. Support web-based system with regular on-site training and refresher training in all areas of facilities services, supplemented by training resources from suppliers and outside programs from vocational and higher education institutions and associations.
Provide any and all training that is required due to regulations imposed by local, state, or federal authorities. This can include refrigeration, hazardous waste, chemicals, high voltage electrical, OSHA, Right to Know, etc.
Cross training includes developing a training program to assist employees in one job category to perform some of the duties of another job category. Cross training between the trades and/or developing general utility or Custodial/Grounds people into the trades promotes a more diverse, flexible, and effective workforce, as well as offering personal growth for the employees.
A competency skills assessment should be conducted to evaluate each employee’s current skill/ knowledge level to identify areas that need to be developed in order to obtain the most effective skill mix and levels.
- Quality Assurance
✓ Quality Assurance (QA) is typically done through site/equipment audits and/or client satisfaction surveys. Internal QA is checked through a process driven audit which grades all aspects of work completed. External QA is accomplished via client satisfaction surveys which are completed by end users.
Conduct and post results from daily/weekly inspections by manager/supervisor, plus train employees on checking own work as final step in any process.
- Space and Turf inventory
✓ An on-site survey of the facilities is conducted to verify cleanable square footage, surface types, fixture counts, occupancy density, usage, and configuration of space. Once completed appropriate equipment, supply and cleaning processes can be determined and engineered standards applied to create daily and periodic schedules. In addition, a survey of the site/campus is needed to determine acreage, number of flower beds, athletic fields, plantings/trees, types of grasses etc. as the basis for scheduling and equipment evaluations.
- Safety program and training
✓ Safety training includes all training that is either required by Institution or regulatory agencies. A safety program and training is established to include Job Risk Reviews (JRR); Employee Driven Safety Initiatives (EDSI); Walk: Management Level Safety Walks (MLSW); Dedicated Safety Managers (DSMS) as appropriate. Site specific training may include high voltage, man lifts/scaffolding, etc.
- Facilities Condition Assessment
✓ A Facilities Capital Assessment (FCA) is a proactive approach to assess the overall condition of facilities’ structural, mechanical, environmental systems, grounds and services. The FCA provides a comprehensive annual plan to address existing and future capital expenditures. A typical FCA is comprised of a prioritized list of projects over a five-year period.
- Total Cost of Ownership
✓ Total Cost of Ownership (TCO) is a management philosophy that treats assets as an investment. TCO manages assets through data: work histories, inspections, financial records and building performance. TCO analysis is used to gauge the viability of any capital investment. TCO facilitates the breaking down of traditional silos between planning and construction, FM, and recapitalization, assuring data driven decisions are made for the highest possible ROI