The Role Of Facilities Manager In Institutional Setting Construction Essay

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In this report, we take a better look on facilities management and the facilities managers role in an institution to help achieve the business objectives. We also examine the relationship between business needs and space planning, the problems in managing room allocation and environmental issues regarding our business. We'll be able to learn more about Service Level Agreement, outsourcing, identify health and safety legislations and the importance of ethics and corporate social responsibility in facilities management.

ISM's London College is one of the oldest Colleges in England and was founded in 1929 as a university college. In 2011/2012 QS international world rankings, the College is one of the top 30 Colleges in the world and was awarded as "College of the Year" in 2010/11. As of this year, it has nearly 11,000 students from 150 countries and approximately 2,000 employees. The College is in the top tenth UK Colleges for research earnings and has an outstanding reputation for providing world-class teaching. It has a particularly distinguished reputation in the sciences, law, and humanities including health areas such as dentistry, nursing, medicine and psychiatry, social sciences and one of the largest healthcare professionals' educations in Europe.

The University of WEEL is one of the best universities in the UK and was created since 1925. As for this year, it has nearly 20,000 students from 200 countries and approximately 4000 employees.


Origins/ Rationale of facilities management

Facilities Management is an integrated approach to operating; maintaining, improving and adopting the buildings and infrastructure of an organization in order to create an environment that strongly support the primary objectives of that organization (Brian Atkins, 2009:1)

Facility management helps to create a safe working environment that supports the primary objectives of an institution. Buildings and equipments that people uses are the major largest assets and have a significant function in an organisation. This has a large impact on productivity; quality of work and the success of the business e.g. are toilets, good ventilation, and clean drinking water for people in the College, etc.

Facility management was originally focused in cleaning, maintenance and security of the buildings. It owes its origin to the growth of office administration in early 1900's and the introduction of computers in the workplace in 1960's. It was in 1985 that facilities management has been recognised as a profession in the United Kingdom but has already been identified in USA in 1970's. Nowadays, it has been developed and expanded to include more broader and strategic services.

Knowing building users and people's needs surrounded by the institution is the key to understand facility management. The challenge of this is to minimise the operating cost of the business but also give a maximise value of good quality service. There are areas for the facilities managers to develop in order for them to manage the facilities better and these are:

Health and safety This is about preventing or reducing people from being harmed, becoming ill and taking the right precautions at work. Full details will be discussed later on in health and safety legislations.

Communications This is the act of transferring information from one person Facilities management is to manage the operation, maintain, improve and adopt the buildings and infrastructure of an organisation in order for them to function effectively and efficiently in their day to day activities.

Property is any physical or intangible things or buildings owned by a person or a group of people like a corporation. This is one of the best assets of an organisations especially if the property is well maintained because the owner can sell, rent, mortgage, transfer.

Access and security, in order to protect the facilities and assets of the buildings, the owner usually asks other companies or have a contract with other companies to install and maintain their security system such as CCTV, password, swipe cards, photo ID, Biometric verification, etc. This will allow access to authorized persons to enter the building or a given area and deny to unauthorized people.

Building maintenance is an activity carried out in order to prolong the life expectancy of a building, furniture and other facilities inside the building to ensure that the facilities and equipments are in the best form for normal use and to prevent any hazards from the people who are working inside the building as well as their visitors.

Contract management Contract is a fairly signed and negotiated by both companies, they need to set up a number of service agreements in order for them to provide services. This is an external arrangement.

Space management This is providing adequate and suitable space and facilities of the building or organization. It also involves architecture, planning, operations research, methods of financing, funding and budgeting, project implementation, site condition, architectural materials and aesthetics of the building and organisation such as colours, style and other design elements

Workplace facilities Workplace is the place or the location where work is done at which an employee provides work for an employer. This can be offices, factories, malls and any other location where the work is being performed or done. As an employer, it is their duty to protect the health and safety of everyone in their workplace including those who have physical abilities. They must provide facilities for the welfare of their employees. Facilities includes toilets and washroom with soap and towels or hand-dryer, clean drinking water, amenities for disabled employees and visitors, appropriate level of lightning suitable for the work being carried out. Temperature, humidity and good ventilation can also affect the comfort of the employee which affects the employee's health and their performance at work.

Energy management Energy management is the process of monitoring, controlling and conserving energy in a building or organisation.

Good energy management starts from an understanding how a building uses energy. The aim is to achieve and maintain optimum energy utilisation throughout the organisation in order to minimise energy costs or waste without affecting production and quality of products.

Strategic objectives of facilities management

Facilities management is focus on the resources in meeting user needs, to continuously improve quality, minimise risks, reduce costs, and ensure value of money within the management. The organisation must recognise that cost and quality are linked together and should not be considered separately e.g. of objectives are: to build an accurate space database; to develop and implement programs to reduce energy consumption by 5%, etc.

Importance of quality to facilities management

Facilities management is a constant balancing act between the competing pressures of time, cost and quality. Some importance of quality in facilities management includes helping in productivity, less cost, time and effort in delivering the services. Quality also improves the workplace satisfaction, motivates employees to work better, attracts and retains talented employees which would increase the profit and improves organisations reputation, etc.

Business plan for facilities management

Business plan is intended to attract potential financial resources to venture and provide your organisation on where you plan to go. It is also useful for educating staff, community groups and decision makers about your facilities. This includes introduction of your plan, the organisations vision and mission, the management guiding principles, goals, objectives and long-term strategic plan.

A business plan for facilities management should include the appropriate resources that are needed for providing a good facility and sources of finance for the strategy. The plan should be kept up-to-date and should include the approaches to measure how the business objectives and needs have been made.

Total facilities management

Total facilities Management is a single source of supply for all your facilities management needs and some of the advantages of total facilities management are:

Lower bid prices

Fixed price often agreed

Risk transfer

Innovation and continuous improvement

Optimisation of staff and multi-skilled workers


"Value for money is a term used to express satisfaction with the cost of a good or service of given quality. " (Atkins, 2009: 7)

Value for money is about the relationship between cost or price and quality or performance. It can be achieved if the College and the University will pay less but can still get more services and good quality from what they have paid for. It's important for the organisation to set objectives about the cost and quality of their facilities. Assess and evaluate your service provider and other businesses in order for you to see if they have good quality service to give or offer of the best value at a lower cost. In doing this, you can also use the benchmarking as one of your strategy in order to check one's performance.

Best value can also be achieved through collaborative arrangement with service providers and suppliers or through outsourcing.


"Space planning sometimes also called facilities planning involves designing the layout of a particular space - be it a room or building to increase its efficiency and comfort."

Our college and the university will have different business needs. Understanding all the building users' needs and space is the key to deliver a successful workplace. Space planners must identify first the colleges unique needs (for 11,000 students and 2000 staffs) and the university needs (for 20000 students and 4000 staffs) before developing a plan for layout thus space plan should be guided by the business needs. A well designed space is flexible to any changing needs of the business quickly, effectively and cheaply. It can also incorporate and accommodate your business future growth and helps you get the most space that fits with your business needs.


"Service Level Agreement (SLA) is a contract between a network service provider and a customer that specifies, usually in measurable terms, what services the network service provider will furnish."

This has been adopted in order for the organisation to measure and compare their services with those of outsourcing network providers. It includes names, positions of the signatories and any witnesses to the agreement, ID reference, SLA ID, the agreement made between the purchaser and service provider (name, date, and address). It also includes mode of payment, length of agreements, confidentiality, insurance, variations including reviewing and updating the SLA, how to handle the inflation, assignment and subcontracting that is, transferring the liability of providing services to the third party, and notice or termination.


"Outsourcing is when you contract out a business function- a particular task, role or process to a third party over a substantial period of time."

Before deciding to outsource, it's important to know your institutions goals and consider carefully whether the benefits of outsourcing a function outweigh the costs of your business. Some of the benefits are:

Lower cost

Skilled expertise Increased productivity and efficiency

Improving customer service

Focus on core competencies

Better people management

Reduce risks


Problems in allocating rooms usually demands a substantial amount of time in order to perform it because the result of this allocation will affect the lives of students, employees and the business. According to the website some constraints in managing room allocation are:

Inadequate planning of the implementation

Poor relationship between service provider and contract manager

Conflicts of interest between purchaser and provider personnel

Lack of standard forms of facilities management contracts

Inappropriate allocation of risks and rewards between the client organisation (college & university) and service providers

Inadequate definition of the scope and content of services

Lack of consideration of all stakeholders of the facilities management sphere

Excessive monitoring of contractor performance

Poor bundling/grouping of activities to be outsourced

Absence of shared ownership of outcomes

Poor cash flow position for client organisation and service providers;

Absence of benchmarks of cost and quality

Lack of education and training in facilities management

Fraud or irregularities in the award and management of contracts


This were initiated to ensure the health and safety of every people who use the building and facilities by their daily activities and to prevent and reduce risks from dangerous practices that causes major injuries, ill-health and death in workplace.

Health and Safety at Work etc Act 1974 (HASAW or HSW)

This is the primary piece or general legislation covering health and safety in the United Kingdom. It's to secure and prevent building users' health and safety, controlling and preventing the use and possession of drugs and dangerous substances and it's related to building regulations and other connected purposes.

Management of Health and Safety at Work Regulations 1999

Management must carry out risk assessments to eliminate or reduce risks in the organisation in order for the people to have a safety and healthy working environment. "Risk assessment is to identify, eliminate and solve all the risks in workplace that will endanger people in carrying their working activities."

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). This requires staff and employer to report any accidents, diseases and major injuries such as fracture, amputation, unconscious and death that is work related. Reporting the incidents is important because it helps the local authorities to identify the cause of the incident, what happened and when it did happened, time, how the risk arise and in order to know how to reduce it. A record must be kept after the incidents for 3 years after the date that it happened.

Provision and Use of Work Equipment Regulations 1998 (PUWER) This replaces the Provision and Use of Work Equipment Regulations 1992. It focuses on the equipments to be safe for workers to use at work and is suitable for intended use. In order to prevent and control risks to people's health and safety the equipments should be regularly inspected and used only by the people who are well trained and have adequate information for safety purposes. Examples of these equipments are motor vehicles, photocopiers, lifting equipment, etc.


Ethics refers to a set of rules that describes what is acceptable conduct in society. It serves as a guide to moral living and helps us judge whether our behaviour can be justified.

Importance of ethics in facilities management

All colleges are expected to establish their own code of ethics and are expected to comply with it to maintain appropriate conduct and behaviour within all levels of the organisation. This addresses the unique business needs, protect the public's well being and prevent unethical and irresponsible corporate practices such as harassment, inequality, etc. Ethics provides guidance in decisions, behaviour, and conflicting issues regarding facilities management. It also designed to promote trust and mutual respect amongst people while they cater their students and the organisation as a whole.


"CSR is about understanding your business impact on the wider world and considering how you can use this impact in a positive way."

Business owner have to take into consideration the totality effects of the Colleges and its environmental impact. As an employer or a business owner, you have to take into consideration the totality effects of your business to the suppliers, customers, employees, local community and the environmental impact of your business. The college & university CSR reflect their commitment to operate in an environmentally sustainable and socially responsible manner.

Working with local community has also benefits with your business because some local authorities prefer to award business contracts for those who are involve in a community. If you also have a good relationship with the local authorities, then this will have a good impact on your reputation as a business and you can recruit employees easier.

Your business has also a wider impact on the environment not only to the people and local community. Even the simplest energy measures such as switching off lights and equipments when not in use makes a real big difference. Reducing your water consumption, waste and recycling the amount of paper that you use also directly cuts your costs. By developing our facilities in an environmentally sustainable way, we (College & University) aim to improve our CSR performance across all areas of the university.


Facilities management is an approach in providing support to an institution's core business. Organisations should know and understand the needs of all building users in order to provide effective and efficient services that add value to the business. They should also inform their people on how to manage their facilities and focus on service delivery in order to satisfy the people's needs and have a risks free working environment.


Work collaboratively with the management, service providers, suppliers, stakeholders and local communities in order to achieve the organisations goals.

Use energy management by turning off water and switching off anything that uses electricity when not in use to save money and lower our energy bills.

Reduce, reuse and recycle paper, newspapers, electronic equipment, batteries, beverage containers, used printed cartridges and use two - sided printing and copying.

Increase energy efficiency on campus by using bicycles in going to school because they don't produce pollution and no carbon footprint.