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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
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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
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Snapshot: What is FM
UKM:Che-Ani 2012
PEOPLE
PROCESS
PLACE
TECHNOLOGY
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Snapshot: What is FM
http://www.youtube.com/watch?v=xetEGrEX1TQ&feature=player_embedded
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Snapshot: What is FM
http://www.youtube.com/watch?v=8u0vbWU4N60&feature=player_embedded
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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
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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
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INTRODUCTION : OFFLINE FACILITY MANAGEMENT
UKM:Che-Ani 2012
PEOPLE
PROCESS
PLACE
TECHNOLOGY
http://www.clker.com/clipart-x-icon.html
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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
I
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
SE
T
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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
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BUILDING MAINTENANCE : AN EVERGREEN BIZ
UKM:Che-Ani 2012
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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
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TRANSFORMATION : BM FM
UKM:Che-Ani 2012
« from boiler room to board room »
http://www.ibhar.com/images/Business-transformation.gif
http://www.best-of-web.com/_images_300/Cartoon_Handyman_Carrying_His_Tools_100521-193933-274042.jpg
http://www.fastcharacters.com/wp/wp-content/uploads/cartoon-business-man-02.jpg
http://www.behaviourchangeandtechnology.org/wp-content/uploads/2010/05/arrow-pointing-two-directions-400x400-300x300.jpg
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TRANSFORMATION : BM FM
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
http://www.ibhar.com/images/Business-transformation.gif
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TRANSFORMATION : BM FM
UKM:Che-Ani 2012
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TRANSFORMATION : BM FM
UKM:Che-Ani 2012
Competencies
(measurable competencies: scroll)
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TRANSFORMATION : BM FM
UKM:Che-Ani 2012
The Distinction between Maintenance and FM
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SESSION BREAK : QUESTIONNAIRE SURVEY (10 MINUTES SURVEY)
UKM:Che-Ani 2012
any reflection so far?
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GOING ONLINE : WHAT IT TAKES?
UKM:Che-Ani 2012
- Change of data management – sharing &
contributing
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GOING ONLINE : WHAT IT TAKES?
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)
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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
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SM13 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
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SM13 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
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SM13 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
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GOING ONLINE : WHAT IT TAKES?
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
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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.
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THE ADVANTAGES & CHALLENGES OF GOING ONLINE
UKM:Che-Ani 2012
visibility
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THE ADVANTAGES & CHALLENGES OF GOING ONLINE
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
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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
THE ADVANTAGES & CHALLENGES OF GOING ONLINE
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THE ADVANTAGES & CHALLENGES OF GOING ONLINE
UKM:Che-Ani 2012
http://3.bp.blogspot.com/-iJO4BrUWbb8/TpSLICffbhI/AAAAAAAAAVo/tie7-XQotwo/s1600/update.jpg
http://cdn.seomoz.org/img/upload/churn_on_the_web.png
http://image.shutterstock.com/display_pic_with_logo/454816/454816,1282046556,1/stock-vector-black-spider-and-spider-web-isolated-on-the-white-background-59202874.jpg
“Laman sesawang TO sawang”
http://mintywhite.com/images/wg/0812/20iconsets11/icon-packs-11-14.jpg
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THE ADVANTAGES & CHALLENGES OF GOING ONLINE
UKM:Che-Ani 2012
complexity
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THE ADVANTAGES & CHALLENGES OF GOING ONLINE
UKM:Che-Ani 2012
Layer of
data
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THE ADVANTAGES & CHALLENGES OF GOING ONLINE
UKM:Che-Ani 2012
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)
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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
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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.
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SUMMARY & Take away
UKM:Che-Ani 2012
Human is the best machine….
&
that is why
W E A R E H E R E