Facilities Manager's Desk Reference

Facilities Manager\'s Desk Reference......Page 5
Contents......Page 7
List of Abbreviations......Page 25
Introduction......Page 32
1.2 A Brief history of FM......Page 33
1.3 Growth of the FM profession......Page 34
1.4 Defining FM......Page 36
1.5 Development of FM......Page 39
1.6 European standard......Page 40
2.2 Demand and supply......Page 41
2.3 Roles of FM......Page 43
2.5 Champion of end-user......Page 44
2.8 Scope of services......Page 45
2.11 Technology systems integration......Page 46
2.14 Ownership of the property......Page 47
2.17 Performance measurement......Page 48
2.19 Future trends......Page 49
3.3 Management functions......Page 51
3.4 Premises and building management......Page 53
3.5 Business support services......Page 54
3.6 Range of FM activities and services......Page 55
4.3 Identifying the needs......Page 57
4.6 Determining factors......Page 60
4.7 Premises policy......Page 62
4.11 Space audit......Page 63
4.13 Audit stage 2 – further investigation......Page 64
4.16 In-house or self-perform......Page 66
4.18 \'Bundled\' services......Page 67
4.20 Managing agent......Page 68
4.23 Special purpose vehicles (SPVs)......Page 69
5.3 Best value......Page 70
5.6 Benefit analysis......Page 71
5.8 Selection process......Page 72
6.2 Financial systems and process......Page 74
6.4 Financial controls......Page 75
6.7 Sources of funding......Page 76
6.9 Fixed assets......Page 77
6.12 The balance sheet......Page 78
6.15 Performance measurement......Page 79
6.17 Liquidity......Page 80
6.19 Annual reports of accounts......Page 81
6.20 Recent developments in financial accounting......Page 82
6.22 Roles of budgets......Page 83
6.23 Budget design......Page 84
6.26 Budget variances......Page 85
6.27 Cost data......Page 86
6.28 Cost accounting......Page 87
6.29 Cost centres......Page 88
6.30 Cash flow......Page 89
6.32 Value Added Tax (VAT)......Page 91
6.33 Landfill Tax......Page 93
6.35 Business rates......Page 94
6.37 Income Taxes......Page 95
6.38 Corporation Tax......Page 96
6.39 Tax status of construction workers......Page 97
6.41 Financial business cases......Page 98
6.42 Investment appraisal methods......Page 99
6.44 Payback period......Page 100
6.48 Preparing a financial proposal......Page 101
6.50 Building life cycle costs......Page 102
6.52 Evaluating life cycle costs......Page 103
6.54 The impact of inflation......Page 104
7.2 Property industry......Page 108
7.6 The investment market......Page 109
7.7 Property investors......Page 110
7.8 Property management......Page 111
7.9 Property professionals and specialists......Page 112
7.10 Developing a property strategy......Page 115
7.11 Property and asset register......Page 116
7.12 Dilapidations......Page 118
8.1 Ownership and tenure......Page 121
8.2 The Estate Agents Act 1979......Page 123
8.4 Defective Premises Act......Page 124
8.7 The contents and terms of a commercial lease......Page 125
8.8 Tenant\'s covenants......Page 128
8.10 Schedules......Page 130
8.11 Trigger notices......Page 131
8.12 Time limits......Page 132
8.15 Arbitration......Page 133
8.18 Security of tenure......Page 134
8.20 Landlord\'s grounds for opposing a new tenancy – Section 30......Page 135
8.23 Market forces and lease renewal......Page 136
8.24 Repairs......Page 137
9.1 The development process......Page 138
9.2 Planning legislation......Page 141
9.3 The Town and Country Planning Act......Page 142
9.4 Planning permission......Page 143
9.5 The Town and Country Planning Use Classes Order 2005......Page 144
9.6 Planning policy guidance notes......Page 145
9.9 Breach of planning control......Page 146
9.11 Listed buildings......Page 147
9.13 Building design......Page 148
9.15 Drivers of building design......Page 149
9.16 Sustainable construction......Page 150
9.19 Planning grids and the use of space......Page 151
9.20 Developers\' fit-out......Page 152
9.21 Measuring building efficiency......Page 153
9.22 Building efficiency......Page 154
9.24 Building performance......Page 155
9.25 Commercial building materials......Page 159
9.26 Building Regulations......Page 160
9.27 Approved Documents......Page 161
10.3 Fundamentals of project management......Page 162
10.5 Responsibilities......Page 163
10.6 Project briefs......Page 164
10.8 Project programmes......Page 165
10.11 FADE project methodology......Page 166
10.12 PRINCE......Page 167
10.13 Project planning......Page 168
10.15 Gantt charts......Page 169
10.18 Risk management......Page 170
10.19 Project budget......Page 171
10.21 Project support......Page 172
10.22 Project handover......Page 173
11.2 Data and information gathering......Page 174
11.4 Space management policy......Page 175
11.6 Effective use of space......Page 176
11.8 Business performance......Page 178
11.9 Space planning......Page 179
11.10 Impact of building structures on space use......Page 181
11.11 Impact of building services on space use......Page 182
11.12 Space allocation......Page 187
11.13 Space utilisation......Page 188
11.14 Space audits......Page 189
11.15 Building efficiency......Page 190
11.16 Building operating costs......Page 193
11.17 Measuring terminology......Page 194
11.18 New developments in space use......Page 195
11.19 Legislation and compliance......Page 199
12.2 Planning a move......Page 200
12.4 Swing space......Page 201
13.3 Procurement policy......Page 202
13.5 Procurement strategy......Page 203
13.7 Strategic sourcing......Page 204
13.10 Demand management......Page 206
13.12 Specifications......Page 207
13.13 Tendering process......Page 208
13.15 Invitation to tender process......Page 209
13.18 Value Engineering (VE)......Page 211
13.19 E-purchasing......Page 213
13.21 European procurement legislation......Page 214
14.2 Consideration......Page 216
14.7 Contracts which are not binding......Page 217
14.8 Contract types......Page 218
14.9 Contract methods......Page 219
14.10 Contents of a contract......Page 220
14.13 Term contract......Page 221
14.18 Contract relationships......Page 222
14.22 Standard contract forms......Page 223
14.24 Joint Contracts Tribunal (JCT) Forms of Contract......Page 224
14.27 BSRIA Soft Landings......Page 225
14.29 Private Finance Initiatives (PFI)......Page 226
14.30 Terms and conditions......Page 227
15 Legislation......Page 229
15.2 Strategic impact......Page 232
16.2 Safety policy......Page 235
16.4 Management of Health and Safety Regulations......Page 236
16.7 Hazards......Page 237
16.10 Definitions of hazard and risk......Page 238
16.12 Work activities......Page 239
16.13 Risk assessment......Page 240
16.15 The Workplace (Health, Safety and Welfare) Regulations 1992 amended 2002......Page 241
16.16 Control of Substances Hazardous to Health......Page 243
16.18 Provision and Use of Workplace Equipment Regulations 1998 (PUWER)......Page 244
16.21 Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)......Page 245
16.23 Confined Spaces Regulations 1997......Page 246
16.25 Data Protection Act 1998......Page 247
16.29 Working Time Regulations 1998......Page 248
17.1 Introduction......Page 250
17.4 Building Regulations......Page 251
17.5 Designing space......Page 252
17.8 Fire separation......Page 253
17.9 Classification of materials, buildings and fixtures......Page 254
17.10 Building classifications......Page 255
17.12 Means of escape......Page 256
17.16 Control panels......Page 259
17.17 Zoning......Page 260
17.19 Sounders......Page 261
17.23 Fire extinguishers......Page 262
17.24 Hose reels......Page 263
17.28 Dry and wet risers......Page 264
17.29 Regulatory Reform (Fire Safety) Order 2005......Page 265
17.30 Risk assessment......Page 266
17.31 Assessment methods......Page 267
17.32 Training records......Page 268
17.34 The fire drill......Page 269
17.35 Refuges......Page 271
18.2 Single-phase supply......Page 272
18.5 Wiring......Page 273
18.8 Portable electrical equipment......Page 274
18.11 Earthing......Page 275
18.13 Circuit protection......Page 276
18.16 Power failures......Page 277
18.19 Generators......Page 278
19.3 The Disability Discrimination Act (DDA) (1995)......Page 281
19.6 Disability Discrimination Act 2005......Page 284
19.9 Personal Emergency Evacuation Plans (PEEP)......Page 285
19.10 Communication......Page 286
19.12 Claims......Page 287
20.2 Health and Safety (First-Aid) Regulations 1981......Page 289
20.3 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995......Page 294
21 Asbestos......Page 296
21.1 Regulations......Page 297
21.3 Management options......Page 298
21.4 Asbestos survey types......Page 299
21.6 Asbestos priority assessment......Page 301
21.7 Asbestos management strategies......Page 302
21.8 Managing an asbestos incident......Page 303
21.9 Summary checklist......Page 304
22.2 Water systems......Page 305
22.5 Water industry......Page 306
22.7 Water pollution......Page 307
22.8 Drinking water......Page 308
22.9 Washing and cleaning......Page 309
22.15 Supply continuity......Page 310
22.16 Management review......Page 311
22.19 Grey water systems......Page 312
22.21 Water-saving tips......Page 314
22.23 Water safety......Page 315
22.24 L8 ACoP......Page 316
22.25 Code of Conduct......Page 317
22.26 Risk assessment......Page 318
22.27 Legionnaires\' disease......Page 319
22.29 Maintenance routines and operating procedures......Page 320
22.30 Coliform bacteria......Page 321
22.33 Water quality testing......Page 322
23.1 Introduction......Page 324
23.2 Notifiable works......Page 325
23.4 CDM co-ordinator duties......Page 326
23.6 PC duties......Page 327
23.8 Corporate competency......Page 328
23.11 CDM co-ordinator......Page 329
23.13 Documents......Page 330
24.1 Introduction......Page 334
24.4 Standards......Page 335
24.6 Policy......Page 336
24.9 Corporate strategy......Page 337
24.11 Hazards, consequences and impacts......Page 338
24.14 Risk assessment......Page 340
24.15 Documents......Page 341
24.17 Two-team approach......Page 342
24.20 Telephony and data communications......Page 344
24.23 Audit......Page 345
25.1 Introduction......Page 346
25.3 Maintenance policy......Page 347
25.6 Maintenance activities......Page 349
25.7 Maintenance schedules......Page 350
25.8 Controlling maintenance work......Page 351
25.9 Building records......Page 352
25.10 Annual inspections......Page 353
25.12 Planning the survey......Page 354
25.13 Component life cycles......Page 355
25.15 Element and component life expectancies......Page 356
26.1 Introduction......Page 358
26.4 Direct heating systems......Page 359
26.5 Indirect heating systems......Page 360
26.6 Ventilation......Page 361
26.8 Natural ventilation......Page 362
26.12 Selection of an appropriate system......Page 363
26.13 Air conditioning systems......Page 364
26.17 Displacement ventilation systems......Page 366
26.22 Packaged air conditioning units......Page 367
26.26 Fire safety......Page 368
26.28 Lifts......Page 369
26.29 Lighting......Page 371
26.31 Light fittings......Page 372
26.34 BMS......Page 373
26.35 Intelligent buildings......Page 374
27.2 Ownership options......Page 376
27.4 Telephony services......Page 377
27.6 Basic telephony functions......Page 378
27.7 Typical telephone services......Page 379
27.9 Information to management and users......Page 380
27.10 Telephone policy......Page 381
27.13 Digital subscriber line (DSL)......Page 382
27.15 Wireless networks (WLANs)......Page 383
27.16 Cellular networks......Page 385
27.17 Personal area networks......Page 386
27.19 Security......Page 387
27.20 Virtual private networks (VPNs)......Page 388
27.22 Origins of digital communication......Page 389
27.23 Cabling standards......Page 390
27.25 Power and communication wiring......Page 391
27.27 Cabling distribution......Page 392
28.3 Landscaping standards......Page 394
28.5 Decay of trees......Page 395
28.7 Removal of trees and tree stumps......Page 397
28.10 Dangerous trees......Page 398
28.12 Tree preservation orders (TPOs)......Page 399
28.14 Internal planting......Page 400
28.16 Maintenance of hardstandings and external areas......Page 401
28.17 Vegetation and planted areas......Page 402
28.20 Grounds maintenance contract......Page 403
28.21 Site footpaths and roads......Page 404
28.23 Parking policy......Page 405
28.25 Car park design......Page 407
28.26 Bicycle parking......Page 411
28.27 Motorcycle parking......Page 413
28.28 Car parking standards......Page 414
28.29 Travel planning......Page 415
29.2 Fabric maintenance programmes......Page 418
29.3 Internal and external finishes......Page 419
29.4 External walls and building envelope......Page 422
29.5 Guttering and rain downpipes......Page 423
30.2 Energy consumption......Page 425
30.4 Energy management......Page 426
30.6 Electricity......Page 428
30.8 Renewable energy sources......Page 430
30.9 Gas......Page 432
30.10 Energy monitoring......Page 434
30.11 Metering......Page 435
30.12 Investment......Page 436
30.14 CRC Energy Efficiency Scheme......Page 437
30.17 Building Regulations......Page 439
30.18 Building Energy Performance Directive (EPBD)......Page 440
30.20 Display Energy Certificates (DEC)......Page 441
31.3 The welcome process......Page 442
31.4 Welcome formalities......Page 443
31.7 Customer service......Page 444
31.9 Visiting groups......Page 445
31.10 Meet and greet service......Page 446
31.13 Remote entry points......Page 447
31.16 Corporate duty of care......Page 448
31.17 Recording visitor information......Page 450
31.18 Display of company signage......Page 451
31.20 Fire precautions in the reception area......Page 452
31.21 CCTV surveillance......Page 453
31.23 Switchboard services......Page 454
31.24 Room booking services......Page 455
32.1 Cleaning services......Page 457
32.2 Cleaning methods......Page 458
32.3 Cleaning standards......Page 459
32.4 Cleaning specifications......Page 460
32.7 Staff......Page 462
32.9 Equipment......Page 464
32.10 Microfibre materials......Page 465
32.12 Detergents......Page 466
32.14 Types of detergent......Page 467
32.15 Sealants......Page 470
32.16 Solvents......Page 472
32.17 Example contract cleaning specification......Page 473
32.18 Summary action plan......Page 476
33.2 Security strategy......Page 477
33.4 Licensed security roles......Page 478
33.6 Contractor selection......Page 479
33.7 Service standards......Page 480
33.9 Assignment instructions......Page 481
33.10 Access control......Page 482
33.12 Control concepts......Page 483
33.14 Manned access control......Page 484
33.16 Entry to interior or restricted areas......Page 485
33.19 Asset tagging......Page 486
33.21 Door furniture......Page 487
33.22 Windows......Page 489
33.23 Electronic access control systems......Page 490
33.24 Components in electronic systems......Page 491
33.25 Advantages and disadvantages of electronic systems......Page 493
33.27 Special considerations......Page 494
33.28 Disability discrimination......Page 495
34.2 Customer care......Page 496
34.4 Communication......Page 497
34.6 Analysis tools......Page 498
34.10 Critical service features......Page 499
34.12 Service quality (SERVQUAL)......Page 500
34.13 Internal customer service......Page 501
34.14 The FM Helpdesk......Page 502
34.16 Service standards......Page 505
35.2 Waste management policy......Page 507
35.5 Duty of care......Page 508
35.6 Waste minimisation......Page 509
35.8 Operational buildings......Page 510
35.11 Recycling......Page 511
35.12 Waste product database......Page 512
35.13 Waste classification......Page 513
35.15 Waste management audits......Page 514
35.16 Targets......Page 515
35.17 Legislation......Page 516
36.1 Introduction......Page 517
36.2 Contracted-out catering services......Page 518
36.3 Contract types......Page 519
36.4 Catering strategy......Page 521
36.6 Catering specification......Page 522
36.7 Catering costs......Page 525
36.8 Catering services review......Page 526
36.9 Food hygiene......Page 529
36.10 Legislation......Page 530
37.2 Quality management (QM)......Page 531
37.3 Continuous improvement......Page 532
37.5 Total quality management......Page 533
37.7 Six Sigma......Page 535
37.8 Quality standards and accreditation schemes......Page 536
37.9 Standards......Page 537
37.10 Benchmarking......Page 540
37.11 FM benchmarking......Page 542
38.2 Document management......Page 546
38.3 Mail......Page 547
38.5 Photocopiers......Page 551
38.6 Printers......Page 555
38.8 Facsimile (fax) machines......Page 556
38.9 Electronic document management system (EDMS)......Page 557
38.10 Audio visual equipment......Page 558
38.11 Archives......Page 559
B......Page 561
C......Page 562
E......Page 563
H......Page 564
M......Page 565
P......Page 566
S......Page 567
W......Page 568
Z......Page 569