Facilities management

Facilities Management (FM) is an area of responsibility that is still not fully understood by the business community, although people are quick to notice when any aspect of it goes wrong. It has always been an essential aspect of running a business, but FM has now matured as a profession.

The British Institute of Facilities Management (BIFM) describes FM as 'the integration of multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace'. Activities range from catering to cleaning, fleet management to security, and from mechanical and electrical maintenance to space planning; with the built environment covering every type of business accommodation.

Legislation has had a considerable impact, with recent laws and regulations covering many different functions, like access for the disabled. Health & safety at work covers a number of procedures, such as fire and other emergencies, which have to be considered and implemented. Indeed, the responsible person may have to answer to the courts as well as to the Chief Executive.

Every organisation has someone responsible for the FM function. They may not actually be called 'facilities manager', but there will be someone who will deal with these areas. The smartest of front offices will have people behind the scenes to make sure the lavatories work, the photocopier has paper and that the Internet server is up and running.

Few companies or businesses have the manpower or resources to deal with all aspects of FM, and this has been one of the principle reasons for the growth in outsourced FM, which now accounts for well over 50 per cent of the total market. Functions can either be outsourced on an individual basis, or everything can be outsourced to a total FM company.

With the development of IT, computer packages to aid FM have become available; their use is on the increase and packages can run FM for an entire organisation, including satellite locations. Help-desk solutions are available for the smaller business, to advise on problems.

Facilities management in the Services
Many Service people have never heard of facilities management, despite the fact that they may well have been carrying out many of its functions. Some may even be halfway to becoming professionally qualified in FM without knowing it. So read on ... it could be you.

The vast majority of people have been involved in the management of facilities. Environments from ships to ammunition sites, and from aircraft maintenance hangars to divisional headquarters are complex and demanding, and someone has to run them. It is not just the job of the administrative or logistic specialist. Often it is a person with a very different job title and other priorities who actually manages the environment in which Service people work.

Many Service environments differ from their civilian equivalents. However, the principles are exactly the same: modern threats such as fire, electronic attack and mechanical breakdown may be very similar, and contingency plans for equipment redundancy, relocation and physical security translate easily into the outside world.

So the problem lies in explaining the skills and experience gained in the Forces' environment to a civilian employer who may not immediately appreciate the similarities between a nuclear submarine and an office block. The Resettlement Training Centre at Aldershot provides a four-week course that takes candidates through the first part of the BIFM's qualifying exams.

Qualifications
The BIFM Professional Qualification is a nationally recognised standard. It identifies 20 competencies, grouped into six key management areas, as follows.

Understanding business organisation
• understanding the structure and behaviour of organisations
• understanding business and organisational strategy
• developing FM strategy

Managing people
• people management
• communication
• working with suppliers and specialists

Managing premises
• property portfolio management
• understanding building design
• building fabric maintenance

Managing services
• managing building services
• managing support services
• project management
• managing customer service

Managing the working environment
• environmental issues
• space management

Managing resources
• procurement
• risk management
• financial management
• quality management
• information management

Joining the programme
The qualification framework offers three clearly defined routes of equal status. Each route recognises the diversity of working backgrounds of today's facilities managers, and provides a pathway for the achievement of personal and organisational objectives. There are routes for managers at all career stages.

Route 1 - direct exams
This route is intended for members who are relatively new to FM and need to develop their formal knowledge as they progress in the workplace. Exams are set at Part I and Part II level, each consisting of the following papers.

Part I (HND level)
• Module 1 - understanding business organisation and managing people
• Module 2 - managing premises and managing resources
• Module 3 - case study based on managing services and managing the working environment

Part II (degree level)
• Module 1 - scenario-based case study on understanding business organisation and managing people
• Module 2 - managing services
• Module 3 - managing resources
• Module 4 - managing premises and managing the working environment

Route 2 - higher education
There is a wide range of qualifications that have relevance to FM. These include HNCs, degrees and postgraduate diplomas in FM, and a number of associated subjects. People holding such qualifications from an institution accredited to the BIFM do not need to take the BIFM exams as this is an equivalent route.

Route 3 - professional competence
The professional competence route is designed for managers with considerable FM expertise, and recognises experience and knowledge gained in the workplace. Registration on this route is by detailed assessment against the competencies. Applicants are required to have at least five years' FM experience for this route.

Portfolio compilation (applies to all three routes)
Successful applicants will be required to demonstrate their knowledge and professional expertise by compiling a Portfolio of Evidence that may involve further training or study, or gaining workplace experience in areas of weakness. Service people should be able to qualify through one of these routes, and some of them will also have enough FM experience to complete the qualification process. After completing one of the three routes, candidates then have up to two years to compile a Portfolio of Evidence. On payment of the initial registration fee, the individual will be sent a portfolio guidance pack and will then produce a Development Plan, with help from the Institute. Following this, targets are set for evidence to be submitted and assessed.

Candidates must be members of the BIFM. Those on Routes 1 and 2, holding student or associate membership, may continue to hold these classes until they have successfully completed their course of study. Candidates will then be upgraded to member, if they have not done so already. They will then be eligible to apply for a place on the last part of the programme. Candidates must hold current membership of the Institute while they are on the Qualification Programme.

Employment
Industry now recognises that effective FM is vital to its continued success. At a corporate level, it contributes to the delivery of strategic and operational objectives and, on a day-to-day level, effective FM provides the safe and efficient working environment essential to the performance of any business - whatever its size and scope. The provision of support services to a company is critical for it to achieve its core objectives.

Many, if not most, FM jobs are with specialist companies in this field, often contracted out to a client organisation. These companies employ, permanently or on contract, people who are competent in all the disciplines associated with FM. Many are now running huge contracts with military organisations, providing the infrastructure for bases throughout the UK and wherever the Armed Forces are serving in the world. In smaller organisations, including schools and partnership practices, FM may well be only a part - albeit an important part - of the overall management job.

There are few professions that are as suited to an easy transfer from Service to civilian life as FM. People currently looking after facilities are likely to be learning valuable skills for use in industry. However, there are some key elements involved in gaining professional recognition in the FM field, and the importance and relevance of previous experience need to be understood.

For further information contact the British Institute of Facilities Management, 67 High Street, Saffron Walden, Essex CB10 1AA Tel: 01799 508606 Fax: 01799 513237 Website: www.bifm.org.uk

Been there, done that John Jackson
When 55-year-old John Jackson stood as a LibDem candidate in this month's town and district elections, he had 38 years in the Army, one year as a council official and two years' voluntary work behind him. As a supply expert in the RAOC then RLC, he reached the rank of Warrant Officer Class 1, finishing with nine years as an estate manager in Germany.

He remembers 'a positive, can-do, will-do, must-do attitude, resilience, flexibility and management experience' as key benefits of his Service, and wishes that he had had the opportunities available now for personal development. His Career Transition Workshop led to a four-week facilities management course and a one-week managing safely module at the Resettlement Training Centre, which enabled him to gain a great deal of knowledge. He was also 'very well served' by the RFEA.

An advertisement led him to a fixed-term contract as Sleaford Town Services Manager, to overhaul the business processes, examine resources and cut costs. Next step was the appointment as Town Clerk for a short time, before he decided that administration was not something that he wanted to do long term.

Now working 'hands-on' for local charities involved in river reclamation, a hospice and drop-in centre and the 'Sleaford in Bloom' programme, he is a town councillor with a busy agenda and a full life.