FACILITIES MANAGEMENT PRESENTATION

OPERATIONS & IT DEPARTMENT

LOGISTICS DIVISION – FACILITIES DEPARTMENT ORGANOGRAM

Rojas MdoeHead of Operation & IT

ELIAS NYAMWIHURAFACILITES & ADMN

MANAGER

LOGISTIC MANAGER

SAID DOBELI

PROCUREMENT UNIT

STORE OFFICE & LOGISTIC OFFICER DRIVERS

DEFINITION OF THE TERM

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

ROLE OF FACILITIES MANAGEMENT

Planning, identification, acquisition, construction and maintenance of physical facilities and premises to serve the Bank’s business needs, as well as co-ordinate in-house and out-sourced support services to meet business requirements in an efficient manner

FACILITIES MANAGEMENT TASKS:

Making sure that the building is ready for the daily activities:• inspection of premises to check whether they have a plenty of supplies;• inspection of office rooms, store rooms, wash room, etc to check their

workability;• inspection of daily procedures to ensure operating capability of work

equipment;

Regular activities to make sure the building and equipment stay in working order: - Maintenance of a regular schedule to inspect the building interior & exterior; - Maintenance of regular technical, cleaning and repair services; - Maintenance of pest control routine and disinfestations;

Lighting and electricity: - Supervision of minor fixes (making sure that burned-out light bulbs are replaced, etc); - Inspection of electric cables, outlets, appliances and fixtures; - Making sure that emergency lighting fixtures are functional; - Making sure that emergency power generator is charged and functional; - Control energy consumption, checking power bills and implementing saving options;

Cleaning, planting and welfare services (including HVAC): - Maintaining a schedule of regular cleaning services and staff coordination;- Inspecting toilets and sanitation equipment (maintaining industrial hygiene); - Ensuring that the air conditioners and ventilation function appropriately;Checking the heating system and maintaining proper indoor temperature;

Office space management, layout, and furniture placement: - Setting up necessary business furniture: desks, chairs, cabinets, etc; - Providing additional equipment and supply to facility users as necessary; - Conference room management, including configuration of tables and chairs; - Office equipment management and coordination: installations, replacements, etc; - Controlling renovations of office and other premises: service, restyling and refit activities;

Contracting out maintenance, repair, refit and improvement services: - Maintaining relationships with potential contractors that may provide the required services; - Identify, formulate, estimate and list the needs for repairs and other services; - Contact contractors with specific needs, take bids and select who will supply the services; - Managing expenditures, supervising the work, verifying the result and final bill;

Safety and hazards control: - Ensuring security of facilities;

- Executing fire protection and safety procedures;

- Daily inspection of escape routes and fire exits;

- Servicing smoke and heat.......

PROPERTY MANAGEMENT

To plan, manage and organize property management activities (property/space acquisition, facilities capital projects, lease

management, space planning, and retail support) within KCB Bank Tanzania facilities in accordance with company’s goals

and objectives.

PROPERTY MANAGEMENT – KEY DELIVERABLES

Deliverables Review Frequency

Lease Agreements Monthly

With holding Tax and Stamp duty Annual

Lease rental Schedule Status reports Monthly

Statutory Licenses (Fire Audits, OSHA, ) Annual

Security Management Annual

Refurbishment/New projects Continuous

FACILITIES MAINTENANCE

To manage the functionality & safe operations of the facilities . To supervise and facilitate the maintenance of the all KCB Bank Tanzania facilities.• Preventive & Breakdown Maintenance

• Important to have a maintenance framework in place for bank premises.

FACILITIES MAINTENANCE

• Preventive Maintenance (PM)– schedule of planned maintenance actions aimed at preventing breakdowns and failures

-Prevents failure before occurrence. -Preserves and enhances equipment reliability.

• Advantages of having an effective PM System -Reduced down time -Conservation of assets and long lifetime -Reduced repair costs -Ensures proper functioning of equipment safety features

FACILITIES MAINTENANCE – PM FREQUENCY

System Contract Frequency

Generator Yes Quarterly

UPS Yes Quarterly

Fire Extinguishers Yes Bi- Annual

Bookroom/ Strong room Yes Annually

Fire Alarm panel Yes Bi- Annual

Water/Tea Item Yes Whenever needed

Air Conditioning Yes Quarterly

Electrical System Yes Bi- Annual

Signage Yes Bi-Annual

Printer Yes Quarterly

Vehicle Yes Depend on Mileage limit

Parking Slot Yes Quarterly

INTERNAL SERVICES

To plan, organize and manage, internal corporate services in order to promote staff health, safety, wellbeing and productivity as well as external partners and customers quality interaction and high levels of delight

Corporate Internal services include: Hospitality, bottled water, mailing and courier, transport services, parking, pest control and cleaning services

INTERNAL SERVICES

Service Category Contract Details

Bottled Water Contract

Transport Contract

Cleaning Contract

Fumigation & Sanitary Services Contract

Mailbag & Courier Contract

Air Travel Contract

Parking Contract

FACILITIES UNITCHALLENGES• Delay to report problem/issue from user, eg failure

of machine• User to be reluctant to put request on official

manner e.g e-mail• Delay regarding approval or payment• Prolonged procurement process• Lack of support on emergence issue .i.e

understanding from user• Ageing equipment/premises management –cost on

repair and maintenance• Absence of signed contact

FACILITIES UNIT

Proposed Solutions• User department should have a clear understanding

of what they want and when they what it.• Communication regarding facilities should be formal

through emails, IPR etc.• Ageing Equipment to be replaced with new one.• Facilities unit to be provided with petty cash on

emergency issue.• Having a contract management system

KCB FACILITES FUNCTION PRESENTATION

THANK YOU