1. Facilities Management
Overview for Resource Mgrs
Paul Smith

2. Facilities Management
Background Information
What is Facilities Management?
Initial Impressions of Estates?
Assessment of FM’s success so far?
Plans going forward

3. Background Information
Resulting from SPR
Go live 1 August 2011
Recruited FM’s Internally and Externally

4. What is Facilities Management?
The British Institute of Facilities Management says
Facilities management is one of the fastest growing professions in the UK. Facilities managers are responsible for many of the buildings and services which support businesses and other types of organisation.
At the University of Bristol we
...contribute to the delivery of strategic and operational objectives. On a day to day level, effective facilities management ensures Estate Operations provide a safe and efficient working environment...

5. What is Facilities Management?
Other key points of the FM industry
Integration of the planning and management of a wide range of services both ‘hard’ (e.g. building fabric) and ‘soft’ (e.g. catering, cleaning, security, mailroom, and health & safety) to achieve better quality and economies of scale
Cost-cutting initiatives of the 1970s and 1980s drove the requirement
FM sector worth £40bn to £95bn to UK economy
Formation of the BIFM in 1993, followed by the development of specialised training and a formal qualification

6. Objectives
Objective
To deliver the highest appropriate Facilities Management services to Academic and professional services staff within the University properties
Deliverables
Ensure that there is a proactive FM service
Each building is properly managed with regard to H&S
Estates are Customer focused
Measurables
Compliance with H&S estate responsibilities
Project work delivered within Estate process
Risks priced and evaluated
Formal reports
Occupier handbook
Issues and complaints dealt with

7. Structure Bursar and Director of Estates Patrick Finch
Head of Facilities Management
Paul Smith
Facilities Manager
Tim Ponting
Senior Facilities Manager
Peter Walker
John Hammond
Chris Kitson
Jean Parr-Burman
TBC
Nicola Kerry
Luke Calder
Quality Services Manager
Cheryl Beech
50% FM admin/Sec
Natasha Watts

8. Capital Maintenance & Infrastructure Space & Asset management
FM in Estates FM
Housekeeping
Porters
Maintenance
Capital Maintenance & Infrastructure
Health & Safety
Capital Projects
Sustainability
Space & Asset management
FM team the point of contact for occupiers
Independent Facilities managers

9. Initial Impressions of the Estate?
Great properties with great work being done.
But...
Roof leaks, blocked toilets and “too hot” complaints are too common
“poor responsiveness by maintenance”
“Maintenance leave jobs unfinished”

10. Initial Impressions of the Estate?
a culture of questioning the need to complete statutory maintenance
Poor housekeeping in some offices

11. Initial Impressions of Estates?
Service Levels for response and completion were not measured.
Priority 1 - within 2 hours
Priority 2 - within 24 hours
Priority 3 - within 7 days
Priority 4 - within 5 weeks

12. Assessment of FM’s success so far?
Focus on Customer service delivery
Improved relationships with Estates and occupiers
Greater transparency of Estates process
Response of Reactive maintenance now meeting 80% for most jobs

13. Roles and Responsibilities
Plans going forward
FM team start
Interface with Users
Roles and Responsibilities
Reporting
Review
Internal team recruited
Head of FM starts 15/8
Faculty mgrs meetings
FM’s & Maintenance Zones
Establish Performance targets
FM Service Level Agreement Nov 2011
Langford FM start Nov 2011
Occupier handbook Dec 2011
Report management info to Users
Helpdesk reports from Maintrix
Compliance statement
Review performance targets after 1 year
Implement CAFM system
Increase in Customer satisfaction

14. In other News Parviz Partow, Director Of Operations retiring in August
Recruiting a Head of Reactive Maintenance