Upon handover, facility managers are often at the receiving ends of occupants’ grievances and system failures. But why is that so?
This is because once a building is conceptualised and constructed, it is often handed over to the facilities team without sufficient testing, training, operating procedures and maintenance manuals that are required to manage a large, complex network of interdependent systems.
The ground reality is that most FM operators are kept at bay during the design and construction phases and are eventually introduced to the project only during the time of handover.
The incomplete building is then passed on to the facilities team with multiple contractors scrambling to wind up the project, tie up loose ends, finish moving furniture and boxes, and settle tenants in.
In such a scenario, FM operators could potentially mismanage many critical priorities – such as slotting in the equipment information into their monitoring and maintenance management system, programming maintenance schedule, recording operating procedures, and drawing up service agreements – that prove to be disruptive in the future.
Although we see a steady integration of FM professionals at the early stages of a construction project, there is more potential to ensure that the FM team is fully capable and ready to efficiently run and maintain the facility in the long-term.
Here we discuss how and why FM consultants can help bridge the gap between construction and FM operations with a smooth and problem-free handover.
Integrate early
The ideal first step is to bring in FM consultants and operators to the table right from the onset so they can add value with their expertise and factor in FM needs.
The main goal for FM consultants is to provide expert counsel and complement the planning decisions of the Architecture, Engineering and Construction (AEC) professionals.
When AEC and FM teams align from the get-go, operators are positioned better to face inevitable disruptions and avoid preventable issues in the future.
FM consultants can provide a unique perspective on how the design and construction of a building is harnessed in such a way that it lowers O&M (operation & maintenance) costs, improves equipment lifecycle, and enhances user experience in the long-term.
Control your budget
When involving FM consultants on the outset, they can play a major role in determining budget considerations and seek the approval for an operating budget, hiring and initial costs.
Just like construction projects that set aside funds to cover unexpected expenses, facilities management should follow suit for the initial period. FM consultants can help establish the operating budget required to manage staff, service contracts, utilities, training, and unexpected expenses.
FM consultants can also factor in startup costs with respect to preliminary personnel training, maintenance software implementation, and essential tools and spare parts.
Leverage the influx of information
During the design and construction phase of a new building, there is a vast amount of data and information that is accumulated in the form of design plans, construction blueprints, operations and maintenance manuals, commissioning reports, and more that can provide vital information required to run and sustain the facility.
FM operators benefit the most when they can easily access and refer to design and construction documents for carrying out maintenance works in the future. FM consultants can therefore gather and record all necessary details from the start of the project, and store essential documents in the maintenance management systems.
Plan for MRO
It is essential to employ effective maintenance strategies to fully harness the useful life of assets and to ensure optimal facility performance. FM consultants can establish the MRO strategy and update the maintenance software with the schedule accordingly.
Additionally, FM consultants can evaluate the kind of personnel required to carry out all types of maintenance, and identify the training and qualifications required to fulfil the jobs. FM consultants can also determine whether the MRO needs to be performed in-house or outsourced to an external party. In the case of outsourcing, FM consultants can provide recommendations and negotiate service contracts prior to the handover.
Team up with commissioning
Traditionally, the commissioning authority helps the lead contractors in ensuring the project meets the operational requirements of the client.
However, the commissioning agent can add further value to future FM operations, by including the FM team in the commissioning tests so that they can become acquainted with the facility, order of operations, and critical scenarios.
Working alongside a highly-qualified commissioning agent, FM consultants can also factor in the tools and resources required for the long-term viability of the facility.
Assess asset lifecycle
FM consultants can estimate the cost of replacing assets and equipment when they reach the disposal stage of their life cycle. Vital information such as the installation date, life cycle costs and estimated life span can be registered in a maintenance software or database.
By forecasting and planning ahead at the onset while the equipment and systems are still new, FM consultants enable owners / operators to adequate time to factor in the budget required for replacements and help them in avoiding exorbitant costs that arise from deferred maintenance.
Prepare for operations
Maintenance management software allow FMs to record and keep track of information pertinent to asset lifecycle, equipment capacity, manufacturer/supplier, contractor contracts, and much more. FM consultants are best placed to advise on the type of Computerized Maintenance Management System (CMMS) to be employed and the level of detailing required for a smooth handover to the operators.
Essential documents such as the standard operating procedures (SOP), maintenance operating procedures (MOP) and emergency operating procedures (EOP) need to be drafted and tested during the commissioning process, prior to occupancy.
FM consultants can also help review all procedures to ensure precision and feasibility, both at the beginning and on a periodic basis. Moreover, these documents act as great resources for training future staff responsible for handling FM operations.
Having discussed all of the above, it is obvious there are several benefits to be reaped by integrating FM consultants early on in construction projects and making sure they are an active part of the project schedule.
By doing so, FM teams can avoid the hassle of fixing critical issues last-minute and stumbling to balance building systems as occupants start settling in and the building comes to life.
In the long-term, the owner benefits from significant cost savings, and the occupants benefit from a better place to live, work and play, thereby fulfilling the principle goal of facilities management.