Integrated Facility Management (IFM) Overview January 6, 2011 Leo Somma Facility Complex Manager- North Facilities and Operations

What is IFM? The Integrated Facility Management project will restructure the Lab’s facility management processes This new model will ensure that the Lab’s some 350 facilities are: mission-ready more effectively managed and maintained – to provide operational excellence for Laboratory growth IFM model will drive the creation of appropriate processes across the Laboratory in configuration management, technical authority and WP&C

Integrated Facility Management Delivering Mission-Ready facility capability through enhanced operations and management of facility assets Tailoring the model to deliver mission readiness for BNL

Integrated Facility Management Delivering Mission-Ready facility capability through enhanced operations and management of facility assets Dedicated Full-Time Facility Management Teams Modern research facilities are becoming extremely complex and require an increasing level of specialized technical knowledge Provides a professional facility management career development path, with certification growth opportunities Enables specialized training and education for Team Establishes a One-Stop-Shop Customer Service Model with clear roles and responsibilities for facility resources Enables development and implementation of facility Technical Authority and configuration management

Integrated Facility Management Delivering Mission-Ready facility capability through enhanced operations and management of facility assets Optimized Personnel Resource Allocation Enables optimized blend of dedicated and central resources – Craft and Engineering talent assume increased facility ownership Effectively expands the highly successful BNL best practice Team Maintenance concept Clearly responsible and accountable facility management organization at laboratory level for administration of the Facility Use Agreement contract Planning and quality control for non-dedicated support activity

Integrated Facility Management Delivering Mission-Ready facility capability through enhanced operations and management of facility assets Facility-Level Work Planning Needs driven work planning based on customer and scientific requirements Bottom up budgeting based on real validated needs – not top down allocations Ability to optimize investments for mission readiness – local prioritization of work orders and PMs Access and training on specialized maintenance planning tools and metrics

Integrated Facility Management Delivering Mission-Ready facility capability through enhanced operations and management of facility assets Institutional-Level Facility Asset Management Supports Interdisciplinary facilities with no single owner organization Management of facility utilization across BNL Repeatable processes for Lean Management and promotion of Laboratory Growth Enablement of a Facility Life Cycle

Typical Complex Organizational Structure Facility Complex Manager Administrative Support ESSH&Q Support Business Operations Facility Project Manager(s) Craft Resources & Supervision Material Coordinator/ Expeditor Facility Engineer Planner / Scheduler Facility Mgt_04Jun09

The Complex Team provide a wide range of Facility Management Functions Landlord Function Customer Service Provider Mission Ready Facilities Trades Support Facility Work Planning Facility Work Control Facility Safety Facility Regulations & Requirements Operational Approval Complex Communication Reporting Execute ISM Principles FUA ownership Annual Work Plan Store Front for Customer Needs Maintain Buildings Custodial Support Building Steward Building Safety Facility Configuration Management Complex Engineering Technical Authority Building Operations Staff Qualification & Training Budget Facility Funding Requests GPP, GPCE, IGPP for Facilities Deficiency Correction

Complex Map Factors considered: Feedback from workshop Complexity of area programs & building occupants Compatibility of area programs Virtual size of proposed area Available space for housing of staff & tradesman Transportation requirements Resource efficiency factors Available shop & material staging space Annual facility work activity (calls & work orders) Service required Specialized training

Complex Breakdown

So, What is IFM? And What’s Not IFM? IFM manages the Facility infrastructure to enable Program Operations Buildings, warehouses, conference centers, etc. Includes “bricks and mortar”, utility services, custodial services, etc. Analogous to leasing a building in a research park Program operations continue to be managed by the Program Organization Research laboratories and machines Research-specific equipment Manage waste generated by R&D operations Store materials Office work, etc.

Facility Complex Manager - Role Deliver Mission Ready facilities to enable Science Manage a complex area including assigned facilities & resources to ensure the availability of effective, efficient, safe, and secure facilities, infrastructure, and support systems Responsible & accountable for ensuring facility needs of building tenant are addressed Provide leadership & vision in developing facility management strategies & missions Develop Annual Work Plans Store Front for all F&O services

Facility Project Manager - Role Manage specific facilities, related equipment and systems within a designated complex area Significant involvement in development and execution of work Plan, prioritize, and initiate (authorize) work; accept/approve work upon completion Ensure resolution of problems, maintaining safe and reliable operations Serve as single point of contact for the execution of the obligations agreed to between the approving parties of the FUA Support Annual Work Plans Day-to-day interface for facility occupants

Requesting work Anyone can request work Call center - extention 2468 Contact FPM Program determined protocol Enhanced priority system will support expediency of work activities Store Front will offer customer accessibility of many services Coordinate services and program needs

Questions & Answers What “core” services does the Facility Complex Manager provide? A: The core facility services provided by the Complex that are paid for by space charge can be found on the BNL intranet at http://intranet.bnl.gov/fo/foc/SupportServices.asp What additional customer support services can be purchased directly from the FCM as part of the “Store Front”? A: A wide range of services can be purchased such as engineering, craft support, work planning, R&D equipment support, etc. How does it work? A: Simply request services from your FPM. They in turn will support developing the relevant scope, acquire a provider and coordinate the activity. This is a service paid for by the requester. The value is the FPM has the know-how to support the request and program resources do not have to be consumed to accomplish the task.

Q&A continued What does operate the building mean? A: There are many necessary activities required to ensure a safe and compliant environment is provided which enable program work to be accomplished. These include providing a functional built environment. This task includes but is not limited to the control and manipulation of the building Structure, Systems and Components (SSC); maintenance of the functional building and related equipment; janitorial; roads and grounds; Coordination of occupants activities to ensure minimal impacts on program work while ensuring that a safe and compliant environment is provided. Represent a process of service provisions to support the customers needs where improvement is sought on a continuous basis.

Q&A continued What is meant by “the Built Environment” A: The built environment includes any SSCs that are aspects of ensuring the building performs the proposed purpose of design. The built environment also includes control of any SSCs to ensure the design capability of the building are not exceeded. The built environment also includes those intended social aspects of the building.