Facilities Planning

M Sahni

What are facilities

• Fixed assets like building structures and inanimate resources that support the operations of a given activity.

• Facilities put together with humans, Rs and/or materials, energy result in the activity

Examples of Facilities• Production: any discrete parts or process industry

facilities• Health care: hospitals, clinics, rehab. centers, nursing

home• Education: schools, colleges, day care centers,

libraries• Food: restaurants, fast-food places, banquet halls• Commercial/Residential: shopping malls, office

buildings, banks, houses, hotels, motels• Government/Public Services: court house, post office,• Military: barracks, control rooms• Transportation: airports, train stations, bus terminals• Public assembly: stadium, auditoriums, theaters• Religious: temples, churches

Facilities Planning

• Determines how an activity's tangible fixed assets best support achieving the activity's objectives.– Planning determines course of action ahead of

time so subsequent decisions can be made efficiently

– Design more technical details that with a use of model, describe the implementation of the plan

• Disciplines involved in facilities design– Engineering: civil, electrical, mechanical,

industrial– Architects, consultants, contractors, managers,

real-estate people, personnel from the activity, etc.

Pre 1990s: Facility Management at a Mega Level practiced in Indian ArmyPublic Works DepartmentMunicipalities

Pre 1990s: Facility Management and Property Management rendered on Need Basis

1992: Facility Management and Property Management Introduced as a Professional Discipline by IPM&SL, in India

2004: Facility Management and Property Management still being Introduced as a Professional Discipline by All Property Managers

1995 - 2004: Multiple Property Management Companies enter the arena

THE GENESIS

FACILITY MANAGEMENT AS A DISCIPLINE: GROUND REALITIES

Formal Platform: NONE WORTH MENTIONING

Recognition by Local, State or Central Government: NONE WORTH MENTIONING

Priority Rating: BOTTOM OF THE BARREL

Emphasis on Quality: SUPERFICIAL

Emphasis on Safety & Security: ON PAPER ONLY

CURRENT V/S PROPOSED

FACILITY MANAGEMENT AS A DISCIPLINE: IDEAL SITUATION

Formal Platform: INDEPENDENT CELL IN PROFESSIONAL ASSOCIATIONS, GOVERNMENT , DEPARTMENTS OF THE GOVERNMENTS

Recognition by Local, State or Central Government: DRIVEN BY LEGISLATION

Priority Rating: AWARENESS OF BENEFITS OF FM TO BE SYSTEMATICALLY GENERATED FOR ENHANCED VALUATION

Emphasis on Quality: THE COST BENEFITS ON INVESTMENTS, VIDE PRESERVATIONS, SAVINGS ETC, WOULD MAKE QUALITY AN INTEGRAL PART OF FM

Emphasis on Safety & Security: THE MOST IMPORTANT CONTRIBUTION TO CIVIC AMENITIES

CURRENT V/S PROPOSED

PIPE DREAMS:

Formal Status of Infrastructure Activity

Evolve into a Mature Industry

A Forum with Global Perspective & Vision

A Collective Approach with Outward Focus

Tax and other Incentives

Partnership with the Government

Augment the Functions of City Municipalities and PWDs Realistic and Transparent Approach to FM by Developers

A Collective Effort at FM by User, Provider and Facilitator

‘FM Is About Managing

People and Places to

Achieve Best Value for Money by Balancing

Between User Needs and Business Needs to Achieve

Optimum Organizational Effectiveness’

‘FM Is About Managing

People and Places to

Achieve Best Value for Money by Balancing

Between User Needs and Business Needs to Achieve

Optimum Organizational Effectiveness’

Occupant Perceptions

OrganizationNeeds

Cost

Productivity

Infrastructure

Micro-environ

Facility ServicesWO

RK

ING

EN

VIR

ON

MEN

T

Value Value ForFor

MoneyMoney

Value Value ForFor

MoneyMoney

Facilities Management’sEffectiveness is

Measured Through

… helping Clients attract and retain good employees by providing an excellent working environment

Understand FM …….Understand FM …….

Sector Overview in India

New Delhi & NCR ( 20%)

Mumbai(10%)

Pune(10%)

Bangalore(35%) Chennai

(10%)

Hyderabad(5%)

Others(10%)

Others include Chandigarh, BBSR, Indore, Jaipur, Vizag, TVM, Calcutta etc

Total FM Market : Rs.225 Crores

Future Growth Prospects

44%

9%19%

28%

Area: 158 Million Sq.ft

FY 2004-05

46%

13%

18%

23%

FY 2005-06

Area: 201 Million Sq.ft

48%

16%

17%

19%

FY 2006-07

Area: 255 Million Sq.ft

42%

4%20%

34%

Area: 125 Million Sq.ft

FY 2003-04

IT/ITES

RetailCorporate Office

OthersFY 2004-2005

FY 2005-2006

FY 2006-2007

Facility Management - Indian Context

• Growing Market, limited trained manpower - hence prone to poaching• No training institute with a focus to FM• Acute manpower shortage foreseen in future• Vendors as business partners• Most facilities are over manned• Performance based Management fee with a fair fixed fee• Develop applicability of FM to all types of infrastructure like township,factory,hospitals, airports,STPI parks,Govt.establishments,etc

TOWNSHIP-FM COMPONENTS

• MUNCIPAL SERVICES• ZONAL SEVICES

MUNICIPAL SEVICES

• Landscaping/Turf Management• Lake Maintenance• Maintenance of Utilities• Street lighting/signage• Street repair• Street cleaning• Potholes• Sidewalk repairs• Traffic Management and Parking Mgt• Refuse collections• Sanitary enforcements• Illegal dumping• Dead animal pickups

ZONAL SERVICES

• Grass Mowing• Housekeeping• Pest and Rodent Control• Security• Electrical and Mechanical Services

b a c k n e x th o m e

S tra te g ic A s s e ts & F a c ilit ie s A u d it - - -T e c h n ic a l E v a lu a t io n o f B u ild in g s ta te a n d s e rv ic e s

F a c ilit ie s M a n a g e m e n t In c o rp o ra t in g q u a lity c o n tro ls , v e n d o r d e v e lo p m e n t , s u b -c o n tra c t m a n a g e m e n t, h o u s e -

k e e p in g s e rv ic e s a n d s y s te m s m a n a g e m e n t

A c tiv ity A G E N C Y T O P P E R F O R M A N C E

Z O N E P E R F O R M A N C E

O B S E R V A T IO N

G ra s s & w e e d M o w in g

T ra s h C o lle c t io n `

R o d e n t A b a te m e n t

A b a n d o n e d V e h ic le s

S a n ita t io n E n fo rc e m e n t

P a rk in g E n fo rc e m e n t

S tre e t/ S id e w a lk R e p a ir

S tre e t C le a n in g

L a n d s c a p in g

D e a d A n im a l P ic k U p

S Y S T E M O F M O N IT O R IN G M U N IC IP A L S E R V IC E S

b a c k n e x th o m e

Strategic Asset & Facilities AuditModern Techniques

S.no Service Item Functions Benefits Remarks

1. PropertyManagement

ComputerAided FacitlitiesManagement

ProvidesCentralisedexpertise for allmatter

Call Center can beestablished

2. FinancialManagement

FinancialSoftwareintegrated withCAFM

7 Levels ofHierarchy

Single SeatInterface

3. UtilitiesManagement

BuildingAutomationSystem

InteroperabilityViz HVAC,Lighting, BuildingAccess, Security,Fire Fighting,WorkManagement

EnergyManagementEfficiency ofsystem, CostReduction, BetterinformationManagement, CostReduction, BetterControl Actions

4. TrashCollection &recyclingCollection

Large Supercans (96gallons)

Collection on aperiodic basis. Alltrash is baggedand put in a supercan.Bags outside thecan are allowedonly for grassclipper & leaves.

Systematic methodof Trash collection

Recyclingcollection-newspaper,corrugatedcupboards, food &beverages, cans,glass bottle,metals, plastic etc.

b a c k n e x th o m e

S .n o S e r v ic e I te m F u n c t io n s B e n e f its R e m a r k s

5 . S tre e t C le a n in g M e c h a n ic a l S tre e t C le a n in g

C le a n in g S tre e t fo r m u d a n d l i t te r

R e g u la r is e c le a n in g o n a p e r io d ic b a s is

6 . O p e n A re a C le a n in g

P re s s u re C le a n e r , F lo o r S c ru b b e rs , D r ie rs

S w e e p in g & c le a n in g o f la rg e o p e n a re a s

E f f ic ie n t a n d m o d e r n m e th o d s o f c le a n in g

7 . S e c u r i ty E le c tro n ic & a c c e s s c o n tro l s y s te m , D ig i ta l v id e o T e c h n o lo g y

A c e n tra l is e d s e c u r i ty s y s te m

8 . T u r f M a n a g e m e n t

M o w in g E q u ip m e n t; B la d e T y p e , R e e l T y p e , F la il & R o ta ry ty p e S p r a y e r s S e e d e rs

C o m m o n ly u s e d fo r m o w in g la rg e o p e n a re a s C h e m ic a l S p ra y e rs a n d S p re a d e r

H ig h P ro d u c t iv i ty & Q u a l i ty p e r fo rm a n c e . E n v i ro n m e n ta l C o n c e r n , A d v a n c e d T e c h n o lo g y , C o m p u te r is e d S p ra y e rs . L a rg e c o v e ra g e a re a .

FOR A SUCCESSFUL MALL ……FOR A SUCCESSFUL MALL ……

• A Carefully Conceived Design

AND

• A Good Management Team, managing the functioning of the Mall.

Efficient Management requires:• Integration of the Owner and

• The Mall Management Team

Modern, Convenient, Technologically Well-Equipped, Well -Maintained / Managed and

Promoted – Today’s Malls…..

Metropolis-Hiland Park, KolkataMetropolis-Hiland Park, Kolkata175,000 Sq.ft175,000 Sq.ftOctober 2004 onwardsOctober 2004 onwards

Shopping Malls Shopping Malls

City Centre, KolkataCity Centre, Kolkata400,000 Sq.ft400,000 Sq.ftMarch 2004 onwardsMarch 2004 onwards

Forum Mall, KolkataForum Mall, Kolkata200,000 Sq.ft200,000 Sq.ftApril 2003 onwardsApril 2003 onwards

Sigma Mall, BangaloreSigma Mall, Bangalore150,000 Sq.ft150,000 Sq.ftOct 2004 onwardsOct 2004 onwards

The Zone, NasikThe Zone, Nasik100,000 Sq.ft100,000 Sq.ftMay 2004 onwardsMay 2004 onwards

High Street Phoenix Mall, MumbaiHigh Street Phoenix Mall, Mumbai450,000 Sq.ft450,000 Sq.ftNov 2002 onwardsNov 2002 onwards

R Mall, MumbaiR Mall, Mumbai250,000 Sq.ft250,000 Sq.ftMarch 2004 onwardsMarch 2004 onwards

Forum Mall, BhubaneshwarForum Mall, Bhubaneshwar190,000 Sq.ft190,000 Sq.ftMarch 2004 onwardsMarch 2004 onwards

Shopping Malls Shopping Malls

Galaxy Mall, GurgaonGalaxy Mall, Gurgaon160,000 Sq.ft160,000 Sq.ftJune 2004 onwardsJune 2004 onwards

Sahara Mall, GurgaonSahara Mall, Gurgaon237,000 Sq.ft237,000 Sq.ftJune 2003 onwardsJune 2003 onwards

Shopping Malls Shopping Malls

Mall management : planning and strategyMall management : planning and strategy

PROPER PLANNING INCLUDES:

• VISITORS MANAGEMENT

• OCCUPANTS MANAGEMENT

• SOUND INFRASTRUCTURE

• CREATION OF AN AMBIENCE

INFRASTRUCUTRE REQUIRED:

• Uninterrupted Power Supply with 100% power backup

• HVAC with adequate redundancy

• Fire Fighting & Detection System

• Dedicated Security System

• ETP Plant

• Proper Sewage System

• Water Softening & Purification System

• P. A. System with Channeled Music

• Emergency Lighting in all areas

• Toilets - separate for customers & staff

• Building & Floor Directories

• Signages directing customers towards elevators, toilets, fire exits, etc.

Mall management : planning and strategyMall management : planning and strategy

OCCUPANT MANAGEMENT:

• Help desk

• Periodic feedback

• Coordinate construction of shops

• Billing

• Collections

• Attending to grievances & complaints

• Ensure observance of rules & regulations of the mall

Mall management : planning and strategyMall management : planning and strategy

Scope of ServicesScope of Services

Utilities Management Service Management Management Functions Minor Repairs

• Fire Detection and fire fighting system

• HVAC• Lifts & Elevator • Water and Fire Pumps• Closed Circuit Television

System• Access Control System• Vertical Elevation

Systems • Water & Fire Fighting

Pumps• Backup Power Supply

• Security• Electrical & Mechanical• DG & HVAC Operations• House Keeping• Sanitary & Plumbing• Pest Control• Landscaping• Office Support Staff• Water Effluent Treatment

Plant Maintenance• Parking Area Management

• Quality Control• Health and Fire Safety• Preventive Management• Energy Management• Help Desk• Vendor Management &

Procurements • Tender Processing• Inventory Control• Budgeting

• Equipments• Civil works• Carpentry• Masonry work• Furniture• Painting • Trouble shooting• Project Work

MALL MANAGEMENT: Typical Organization Structure

MALL MANAGEMENT : TYPICAL MALL OPERATION SCHEDULE

Description of Timings Duration Remarks

Mall Timings 9 AM - 9 PM 12 Hrs.

Cleaning Time 6 AM - 9 AM 3 Hrs.

Major cleaning carried out before opening of Mall for customers, in presence of security staff.

Diesel Delivery 7 AM - 9 AM 2 Hrs.

Escalator / Lift Repairs 11 PM - 7 AM 8 Hrs.

Escalators generally require 5-6 hrs time for maintenance work, in the presence of security staff.

Garbage Disposal 7 AM - 8 AM 1 Hr.To be carried out in the presence of security staff.

Emergency Lighting - -Required by Inverters and/or emergency lights in all common areas and shops.

Electrical Breakdown 24 Hrs. 24 Hrs.Typical minor electrical faults in shops require 10mins to 40mins to repair.Recommendation - Have ample number of electricians at all times.

Air Conditioning Maintenance Works 7AM - 10 AM 2-3 Hrs.

Normal maintenance of AHU's etc. installed in shops and common areas. Cleaning of filters etc. of AHU's, in the presence of security staff for common areas and in the presence of shop owners for the shop.

Plumbing Work 11 PM - 7 AM 8 Hrs.All plumbing work to be done at night in the presence of the security staff.

OPERATION SCHEDULE

Future trends

• The building industry is recognizing the benefits of an integrated Facility Management Services and the trends are:– the increased availability of industry specific software

packages that can provide for a wide range of FM requirements;

– data on assets such as buildings and equipment is being viewed as corporate information that is best managed by the FM department

– increasing interest in web based access to the FM services for improved access to information by the FM staff and others in the organization;

– more emphasis on business process re-engineering and staff training in order to maximize the use and benefits of the system;

– future interfaces with building automation systems in order to achieve further operating efficiencies.

A Dentist Office

A Manufacturing Facility

A Warehouse

Facilities Planning

Engineering Point of View of Facilities Planning

• Location of the facility placement of the facility w.r.t customers/suppliers

• Choice of resources• Layout of resources/components• Performance evaluation• The design process ends when the

implementation phase of the physical design begins

Five Types of Facility Design Projects

1. New Facility – fewer restrictions and constraints on the layout since it is new

2. New Product – integration of a new product into the existing process and layout

3. Design Changes – incorporate the impact of design changes into the manufacturing process

4. Cost Reduction – redesign the existing layout to facilitate cost reduction programs and ideas

5. Retrofit – similar to a new facility layout except with the constraints present

Facilities Layout Goals

• Money– Minimize unit cost. Minimize project cost. Optimize quality.– Promote the effective use of (a) people, (b) space, (c)

equipment, and (d) energy.– Reduce and eliminate excessive inventory.– Achieve the production start date.– Build flexibility into the plan.

• People– Provide for (a) employee convenience, (b) employee safety,

and (c) employee comfort.

Facilities Planning Process

MARKET RESEARCH AND SALES

FORECASTING

PRODUCT DESIGN

Material & Process Requirements

PROCESS DESIGN

Tool & Equipment Specifications

OPERATIONS DESIGN

Work Meth. & Stds. Manpower Reqts. Equipment Reqts.

COST DETERMINATION

FinancialRequirements

FACILITIES DESIGN

Facility Requirements--Production--Auxiliary--Service

PROCUREFUNDS

INSTALLFACILITIES

PROCUREFACILITIES

PROCURE MANPOWER

PROCURE MATERIALS

CUSTOMER SALES AND MARKETING

PHYSICAL DISTRIBUTION

MANUFACTURING

PRODUCTION

RE-CEIVING

STO-RAGE

WARE-HOUSE

SHIP-PING

PKG

ASSY

FABRICATE PRODUCT OR PERFORM SERVICE

Energy

Knowledge Needed for Facility Design