Standards in facility management

Date MonthDate Month

gva.co.uk

StandardsFor FMFMP Event

19 April 2016

Richard Davies

GVA Acuity

gva.co.ukShort presentation title here / November 2010• FMP Event 19 April 2016 – Standards

Agenda• Standards in context• FM Standards• FM Procurement Standards• ISO 41000 Management

System Standard• Changes to the Big 3• ISO Management System

Standards• Other

Standards/Accreditations in FM

• Summary


Standards – what are they?

A standard is an agreed way of doing something. It could be about making a product, managing a process, delivering a service or supplying materials .

Developed by committee’s including steering and working groups. Considered to be Best Practice documents prepared by experts in their field..


Hierarchy of Standards


Benefits

• Standard and integrated approaches across the business promoting Best Practice

• Improve business performance • Enhance Customer satisfaction• Create cost savings and working efficiencies• Reduce business risk• Become more sustainable• Environmental benefits• Encourage innovation


The 6 current FM standardsRef Standard1 BS 8536: 2015, Facilities management briefing – Code of practice2 BS 8572: 2011, Procurement of facility-related services – Guide3 BS 8587: 2012, Guide to facility information management4 BS 8210: 2012, Facilities maintenance management – Guide5 BS 8892: 2014, Transition management of facility related services – Guide6 BS EN 15221-1: 2006, Facility management – terms and definitions

BS EN 15221-2: 2006, Facility management – Guidance on how to prepare facility management agreementsBS EN 15221-3: 2011, Facility management – Guidance on quality in facility managementBS EN 15221-4: 2011, Facility management – Taxonomy, classification and structures in facility managementBS EN 15221-5: 2011, Facility management – Guidance on facility management processesBS EN 15221-6: 2011, Facility management – Area and space measurement in facility management BS EN 15221-7: 2012, Facility management – Guidelines for performance benchmarking


The 6 FM Standards - SummaryStandard Purpose

BS 8536: 2015 Facilities Management Briefing – Code of Practice

• Promotes and involves the FM function/team at an early stage of building design and links with design team

BS 8572: 2011 Procurement of facility-related services – Guide

• Guidance for procurement of FM services against a defined and structured process

BS 8587: 2012 Guide to facility information management

• Covers all aspects of FM information management

BS 8210: 2012 Facilities maintenance management – Guide

• Good practice guide which aligns maintenance strategies with the core business

BS 8892: 2014, Transition management of facility related services – Guide

• Complements BS 8572 giving guidance on transition from one service arrangement to another

BS EN 15221-1: 2006 Facility management – terms and definitions

• Lead FM standards document, provides the terms definitions that other FM standards will follow


The 6 FM Standards – Summary (.con’t)Standard Purpose

BS EN 15221-2: 2006 Facility management – Guidance on how to prepare facility management agreements

• Guidance on the typical content for an agreement between client and provider or within an internal SLA

BS EN 15221-3: 2011 Facility management – Guidance on quality in facility management

• Introduces service quality improvements together with service level definition and use of metrics

BS EN 15221-4: 2011 Facility management – Taxonomy, classification and structures in facility management

• Introduces standardised facility products including nomenclature and considers FM requirements at a strategic/tactical and operational level

BS EN 15221-5: 2011 Facility management – Guidance on facility management processes

• Guidance on use of process based approach to management systems within FM considering activities/inputs and outputs

BS EN 15221-6: 2011 Facility management – Area and space measurement in facility management

• Constructive framework with clear terms, definitions and principles for measuring space in buildings

BS EN 15221-7: 2012 Facility management – Guidelines for performance benchmarking

• Basis for benchmarking FM offering a common basis for costs quality, satisfaction and productivity


FM Procurement Standards

• BS 8572:2011 – Procurement of facility related services• BS 8903:2010 – Procurement and framework for

procuring sustainably• PAS 7000:2014 – Supply chain risk management • BS EN 15221-2: 2006 – Facility management – Guidance

on how to prepare facility management agreements


The BS 8572 Procurement of facility-related services - Process

Establish Needs

Develop Procurement Strategy

RFI/PQQ

RFP/ITTEvaluation

and Commercial Close

Mobilisation

Performance review


Benefits of procuring FM services according to BS 8572:2011 – Procurement of facility related services• Process and delivery standardisation• Demonstrable Best Practice• Improve transparency of process and information• Alignment with core business requirements• Ensures that objectives are met• Increase collaboration• Training tool• Platform for successful contract• Recommended within RICS Service Charge Code• Improve quality and reduce cost – Best value!


On-going FM Standards enhancement• Draft BS ISO 18480-1 Facilities management – terms and

definitions• Significant changes to BS EN 15221-1: 2006 Facility management

Terms and definitions

• Draft BS ISO 18480-2 Facilitates management – Guidance on strategic sourcing and the development of agreements• Mainly unchanged from BS EN 15221-1: 2006 but the standard is

being broadened to include strategic procurement

• Plan for other parts of BS EN 15221to be reviewed• New BS ISO 41000 Management Standard for FM


ISO 41000 – Management System Standard for FM

• ISO approved a new ISO for facilities management

• Accredited structure and framework which will include formal processes and identify skills and competencies requirements

• Will operate in a similar way to ISO 9001

• +20 countries involved in development

• 2-3 years away from publication• BIFM view this as a significant step

forward for FM


Changes to the Big 3

Old standard New StandardISO 9001:2008 ISO 9001: 2015ISO 14001:2004 ISO 14001: 2015OHSAS 18001 ISO 45001: 2016 (Oct)

• Change required to meet today’s legislative requirements and business needs

• New high-level structure for all ISO Management Standards – Annex SL

• Focussed on Risk-based thinking• Have 3-years to transfer from ‘old’ to ‘new’


ISO Management Standards – Annex SLClause ContentClause 1 ScopeClause 2 Normative referencesClause 3 Terms and definitionsClause 4 Context of the organizationClause 5 LeadershipClause 6 PlanningClause 7 SupportClause 8 OperationClause 9 Performance evaluationClause 10 Improvement

Benefits:• Standard approach for all

management systems• Enhanced use of

resources• Improved risk

management• Increased customer

satisfaction by meeting service expectation


Other ISO Management Systems StandardsISO StandardISO 18788: 2015 Management system for private security operationsISO 22000: 2005/14

Food management systems

ISO 22301: 2012 Societal security – Business continuity management systems

ISO 11000: 2011 Collaborative business relationship managementISO 19600: 2014 Compliance management systemISO 30300: 2011 Information documents – Management system for recordsISO 50501: Innovation management – innovation management

system (under development)ISO 55000: 2014 Asset management – Management systemsISO 50001: 2014 Energy management systemISO 27001: 2013 Information technology – Security techniques –

Information services management systems


Use of Standards by FM companies BS 11000 – Collaborative Business Relationships• ‘Has enabled us to evaluate and select appropriate business partners and develop

working relationships based on trust and shared principles’ – Paul Crilly, NJC

• “improve business performance by, encouraging the shared use of resources and this reducing cost and risk. It enhances opportunities and demands innovation”. Sara Boyle, ISS

• “We work with a number of customers applying the 8 stage principles of BS11000 on collaborative partnerships, which we feel is an excellent means to share knowledge, skills and resources with our customers, but also one to evidence added value throughout the contract duration” Mark Whittaker, Integral

• “…which I hear all the time is that service providers are all the same offering the same equipment and the same processes etc. This is why we like to focus on the areas which differentiate us from our competitors and how our approach may be different through BS 11000” – Justine Baker, Wetton Cleaning Services Ltd.

• EMCOR have developed a comprehensive and World Class Key Account Management programme which has inevitably supported its achievement in becoming the first FM Company in the world to be accredited under BS 11000 Collaborative Business relationships -Dr Sue Holt, Cranfield School of Management


Use of Standards by FM companies (.cont'd)BS 11000 – Collaborative Business Relationships• “A true partnership requires honesty and openness and with this comes the

responsibility to protect the sensitive information provided to allow a true partnership to form, we believe that by our utilisation of the ISO27001 ISS continually provide security, best practice and peace of mind to our clients that we are protecting their information and their brand” – Michael Harvey, ISS

• “we have used elements of BS 11000 to drive collaborative workshops with some of our clients and they are in full use on some of our larger Infrastructure contracts. We have set an internal procedure on asset data standardisation and recognised the benefits of this some years ago”. Matt Mannion, Skanska


Use of Standards by FM companies (.cont'd)BS 50001 – Energy Management Systems• “We are supporting and working with our clients to achieve this on their behalf”

– Richard Smith, Mitie

• “it gives them the confidence that we can manage their consumption and bills in a robust manner. Provides the basis for us to ascertain, verify, reduce and optimise consumption to provide value for money as well as reducing business’ carbon footprint. Alun Wallace, Vinci

BS 22301 – Business Continuity Management• “Corps Security is wholly committed to our ongoing ISO22301 accreditation in

relation to Business Continuity. to continue servicing our customers needs without detriment, throughout and following any incident.” Gary Broad, Security

ISO 15686 and BS 8544 Standards • both inform and guide the proactive nature of FM which is of course where the

step change benefits for FM lie. Deep Mahida, Bilfinger Europa


Other Qualitative Standards/Accreditations used in FM

Business Area

Available Standard/Accreditation

Hospitality Hospitality Assured – Standards and Business Excellence by the Institute of Hospitality

Security SIA Approved Contractor Scheme. Aim to improve Standards within the Private Security Industry

Cleaning Cleaning Industry management Standard and Certification Program

Core Business EFQM Framework for Business Excellence. General Framework

Facilities Management

ISO 9001/14001/18001/etc. Any specific Standard?

Maintenance ?


EFQM – Fundamental concepts of excellence


Quality-Value Index: GVA


Consistent themes for all quality standards• Leadership & management• Strategy & operations• People/staff• Service quality• Compliance• Customer satisfaction / relationships• Continuous improvement/innovation• Social responsibility


Summary


Questions

Date MonthDate Month

gva.co.uk

GVA Acuity Ltd65 Gresham St.LondonEC2V 7NQ

Richard Davies, Associate DirectorMob: 07747 [email protected]

Contact Details

mailto:[email protected]


AppendixSummary of the 6 FM Standards


BS 8536: 2015 Facilities management briefing – Code of practice

Brief Description

Intended for use by individuals and organizations preparing or contributing to design, construction and operations, in both the public and private sectors, including owners refurbishing an existing asset/facility, organizations procuring a new asset/facility, and the designers, constructors, subcontractors, operators, operations teams, facility managers and other specialists engaged in such activities.

Key Outputs/Content

1) promoting the early involvement of the operator, operations team or facility manager, as appropriate

2) extending the commitment on the part of the design and construction team to aftercare post-handover of the asset/facility and its correct, safe, secure and efficient operation in line with environmental, social, security and economic performance targets


BS 8572: 2011 Procurement of facility-related services – Guide

Brief Description

Provides owners, operators, tenants, facility managers and property managers with guidance and recommendations for the procurement of a broad range of services that are required to support the physical assets making up a facility and the needs of users of that facility. It covers both new and existing facilities.

Key Outputs/Content

Procurement process identified in detail, including:1. Establishing FM Strategy, needs; services & market audit.2. Identifying Risks and Opportunities3. Criteria for evaluating options, including FM modelling and the FM

strategy.4. Tendering process (RFI & RFP) including assessment of tenders and

Weightings5. SLAs, Performance Measurement & Management reporting6. Contract award / mobilisation / go live7. Operational processes and procedures8. Performance and Operational Review9. Useful Procurement Checklist


BS 8587: 2012 Guide to facility information management

Brief Description

Provides owners, operators, tenants, facility managers and property managers with guidance and recommendations in regard to the management of information and data concerning the facilities they own and/or operate.

Key Outputs/Content

1) Covers all types of information, data and records relevant to FM in buildings2) Information management strategy, policy & procedures3) Information security and data protection4) Information categorisation (shared & restricted)5) Steps involved in the IM process 6) BIM7) Records & registers/Asset registers8) Approvals & Permits / Risk assessments / Inspections & Tests9) Leases/SLAs/Service Charge Agreements10) Procurement/Budgets/Contract Administration11) Appendix includes a Typical Building Manual Content and Building User Guide


BS 8210: 2012 Facilities maintenance management – Guide

Brief Description

Acts as the basis of an approach for achieving successful maintenance outcomes for a range of facilities. It is intended to assist facility owners and operators, or those acting on their behalf, in regard to facilities maintenance management in aligning the formulation and implementation of maintenance strategies and policies to the core objectives of the organisation in the most efficient and effective way.

Key Outputs/Content

1. Outlining a process approach to maintenance management at the strategic and tactical levels, with links to operational activities;

2. Assisting organizations and individuals to formulate strategy and policies for maintenance management;

3. Assisting those responsible for ensuring that facility assets continue to perform as intended, retaining their asset value at minimum cost;

4. Highlighting the importance of regular and planned maintenance as a value adding activity;

5. Highlighting relevant areas of importance with regard to occupational health and safety and information management.


BS 8892: 2014 Transition management of facility related services – Guide

Brief Description

Complements BS 8572, is to give recommendations and guidance on processes and procedures by which facility owners, operators and tenants can manage the transition from one facility-related service arrangement to another in an efficient and cost-effective manner and minimize exposure to risk and threat to business continuity.

Key Outputs/Content

1. Transition process and planning; impact of transition, Business Continuity, Impact analysis, disruption & contingency planning.

2. Types of Transition – in-sourcing/outsourcing/changing the model – stakeholder considerations.

3. Risk management – Risk identification, Risk and opportunity register, Risk assessment & control.

4. Transition actions – Governance, roles, responsibilities and accountability.

5. Transition programme, resources, costs and budgets, uncertainty management, stakeholder engagement & Transition implementation

6. Managing Transition checklist.


BS EN 15221-1: 2006 Facility management – Terms and definitions

Brief Description

This European standard is a lead document in terms of standards in Facility Management that other initiatives should follow. Initiatives for other standards, guidelines and technical specifications cannot be made without reference to this lead document.

Key Outputs/Content

1. Identifies Facilities Management on a strategic, tactical and operational level

2. Identifies the scope of Facility management on a) General; b) Space and infrastructure; and c) People and organisation.


BS EN 15221-2: 2006 Facility management – Guidance on how to prepare facility management agreementsBrief Description

Provides guidance on the preparation of agreements for Facility Management services. This standard is primarily written for Facility Management agreements between a client and an external Facility Management service provider. However, a large part of this standard can be applied to cases where the Facility management service provider is an internal entity within the client's organisation and be very helpful to set up an approach based on Services Level Agreements.

Key Outputs/Content

1. Promote cross-border client/Facility Management service provider relationships within the European Union and to produce a clear interface between the client and the Facility Management service provider.

2. Improve the quality of Facility Management agreements so that disputes and adjustments are minimised.

3. Assist in the selection and scope of facility services and to identify options for their provision.

4. Give assistance in, and advice on, the drafting and negotiation of Facility Management agreements and specify arrangements in case of dispute.

5. Identify types of Facility Management agreements and make recommendations for the attribution of rights and obligations between the parties of the agreement.

6. Simplify comparisons between Facility Management agreements.7. Provides a definition and content for an SLA in FM.


BS EN 15221-3: 2011 Facility management – Guidance on quality in facility management

Brief Description

Primarily written for organisations that adopt quality improvement procedures together with Service Level definition and the use of metrics. In addition, as technical developments and requirements of organizations increase and economic systems mature the demand for this type of FM specific quality management will develop.

Key Outputs/Content

1. Define quality criteria's and indicators as well as clarify and understand any quality issues

2. Elaborate and perform the measurements of FM performance and quality

3. Improve processes to achieve quality on strategic, tactical and operational levels

4. Measure efficiency of FM processes and effectiveness of their output5. Improve quality management processes and assure their continuous

improvement


BS EN 15221-4: 2011 Facility management – Taxonomy, classification and structures in facility managementBrief Description

The approach of this standard is to consider the added value provided to the primary activities by adopting a product perspective as recognised by the primary processes or core business in the organisation. This standard therefore introduces the concept of standardised (classified) facility products.

Key Outputs/Content

1. Relevant interrelationships of elements and their structures in FM;2. Definitions of terms and contents to standardise facility products

which provide a basis for cross border trade, data management, cost allocation and benchmarking;

3. A high level classification and hierarchical coding structure for the standardised facility products and services;

4. A linkage to cost and facilities structures5. Considers the relationship model – Strategic/Tactical/Operational with

PDCA in each case6. Provides descriptions of key FM structures & normative ref to standard

FM processes & references (32 tables)


BS EN 15221-5: 2011 Facility management – Guidance on facility management processesBrief Description

Provides guidance to all stakeholders concerned by Facility Management, especially providers and their clients on the development and improvement of their processes to support the primary activities. This will support organisational development, innovation and improvement and will form a foundation for the further professional development of FM and its advancement in Europe.

Key Outputs/Content

1. Provides a basis for developing and improving the facilities management processes through a consistent, process-based management approach

2. Applies specific guidance on the concepts and use of a process-based approach to management systems to the field of Facility Management

3. Considers the activities/inputs/outputs and triggers for developing the key FM processes

4. Useful appendices to aid development of FM processes


BS EN 15221-6: 2011 Facility management –

Area and space measurement in facility management Brief Description

In order to support a consistent European approach to Facility Management, this document provides a constructive framework with clear terms, definitions and principles for measuring floor areas and spaces in buildings, not least a common language amongst all stakeholders in the entire construction industry.

Key Outputs/Content

Provides a constructive framework with clear terms, definitions and principles for measuring floor areas and spaces in buildings.


BS EN 15221-6: 2011 Facility management –

Area and space measurement in facility management Brief Description

Offers guidelines for performance benchmarking and contains terms and definitions as well as methods for benchmarking facility management products and services as well as facility management organisations and operations. It establishes a common basis for benchmarking facility management costs, floor areas and environmental impacts as well as service quality, satisfaction and productivity.

Key Outputs/Content

1. Find new ideas;2. Collect data to prepare a main decision or to resolve disputes;3. Reduce costs while maintaining a similar service level received or

provided;4. Improve the service level received or provided while maintaining

similar costs;5. Improve the use of resources;


Contact Details

One KingswayCardiffCF10 3AN

Richard Davies, Associate DirectorMob: 07747 [email protected]

mailto:[email protected]

Standards in facility management

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Transcript of Standards in facility management