Lecture 2: Facilities Management Topics Content FM and Climate Change Smart Energy Management: - Cutting edge buildings like The Edge in Amsterdam were developed using the latest technology to control the environment - 28,000 sensors within its connected lighting system - Allows building to monitor motion, light, temperature, humidity and and infrared and make changes accordingly - - - CAFM (Computer Aided Facilities Management) software Provides ability to control and understand buildings and assets, gives an unprecedented level of data and automation which is essential in this fight against unnecessary emissions Via analysing huge amount of data from sensors, forming activity patterns and identify areas to be reduced and identified Commonplace for BMS (building management systems) to be integrated with FM software to reduce energy usage Alerts raised by the BMS can be logged directly to the FM system and a maintenance engineer is dispatched automatically and when combined with room booking systems, spaces can be automated to be only powered when in use Responsibility for managing resources can be shared between the FM team and the building users, reducing emissions and saving money FM and Climate Change Implement continuous improvement strategies: - Use IoT sensors to detect if areas of an office are in use and automatically turn off lights or HVAC systems when not required - Adjust pre-set temperatures on things like HVAC systems and fridge freezers. Increasing the temperature in a fridge by just one degree Celsius could represent an energy saving of 3-4%. Or reducing the thermostat temperature in buildings by just one degree can potentially save thousands of kilowatt-hours of electricity each year FM and Climate Change Legislation: - The Energy Savings Opportunity Scheme (ESOS) is a mandatory energy assessment and energy saving identification which applies to UK undertakings which employ at least 250 people or have an annual turnover above 50 million. - Important for business to be energy efficient to ensure sustainability FM and Climate Change Sharing Sessions: - Recognising the need to raise awareness of the benefits of sustainability, and that FMs are key in delivering net zero buildings, Climate Group and IWFM are continuing their - BIM - Workplace ecology - Tactical facility management: in COVID times collaborative work in this area. The partnership will deliver a series of peer-to-peer events on smart energy management to showcase best practice, offer tips for addressing common challenges around energy reduction, signpost the strategies and tools to help achieve targets, and enable the transition to cleaner options. Helps facility management to make informed decisions as they are well-aware of the condition of the building BIM allows FMs to take informed decisions through the whole lifecycle of the facility around areas such as space use, floor planning, equipment and asset maintenance, energy consumption, and cost efficiencies Aid in mitigating risks and reducing further management costs Concerned with enabling effective business practice and operations through the provision of appropriate facilities Best means of quantifying improvements in workplace ecology After COVID, the workplace should: Embed safety, wellbeing and sustainability Encompasses inclusive, universal design Enables networked knowledge Incorporates real-time and predictive analytics, automation, machine learning and AI assistants Sustainability and Eco-friendliness The U.S. Department of Energy has identified space heating, cooling, and lighting as the most energy consuming operations in a facility. By increasing building automation systems, greater sustainability and energy efficiency can be achieved. Major changes to ductwork sealing practices and expanded ozone-friendly refrigerants standards are on the horizon in effort to promote climate change mitigation. Interconnectivity and IoT Remote and centralized access to real-time data reduces costs, aids risk management, and improves user experience throughout a facility. Sensors can report information across buildings instantly to prioritize or trigger system responses. The smarter the facility, the faster decisions about how a space is used can be executed, leading to increased productivity and efficiency. Safety and Security A modern building’s design should be influenced by the perceived threats it may be faced with in the form of potential natural disasters, accidents, or attacks. Building materials need to be chosen based on their ability to minimize damage or the harm done to occupants. Maximum transparency and vision can still be maintained while implementing resistance to these dangers. Adaptability and Reconfiguration The ability to easily recompose spaces is a must as construction and retrofitting requirements become more frequent to keep up with technology and today’s increasing environmental demands. Aspects such as air ventilation, circadian-rhythm sensitive lighting, sound pressure levels, spatial quality, social and organizational experience, all have ramifications on a facility’s usability and the company’s bottom line. Lecture 3: Lease Management Topics Turnover Rents Content - 74% of retail and leisure landlords see rent negotiations as a short term solution of fewer than 2 years Expect turnover-based rents or a rebasing of rents to become more apparent, particularly in poorer trading locations Leasing Strategies to improve financial stability Cash Reimbursement - Equipment and soft costs purchased within the last 6-12 months can be monetized to provide short-term budget relief through a cash reimbursement. - Benefits to firms: improve ST liquidity, spread cost of asset over its useful life, diversify funding sources Flexible Payments - Work with tenants to customize a payment structure aligned to their needs - A deferred payment option, for example, allows you to implement new equipment or projects immediately, generate revenue from those investments, and pay later. Government intervention to provide rental support Rental rebates - Small and medium-sized enterprises as well as non-profit organisations who are tenants in privately owned commercial properties can expect to get a direct, half-month rental relief cash payouts directly from the Inland Revenue Authority of Singapore (Iras) Rental Waivers - One-month rental waivers to SMEs and NPOs which are tenants of government-owned commercial properties - This encourages them to innovate and continue their business Subletting and splitting rents - Subdivide space to other users, but subletting trait remains Split rent of the space accordingly Lecture 4: Space Planning & Management Topics Office Space Planning & Management after Covid-19 Content - - - - - Smarten Space (Covid Management for IT Services) - Remote work has become a staple: - Companies are adopting flexible space management strategies such as activity-based working, hot-desking and office hoteling Needs to limit office density: - Visitor management systems, required employees to pre-register prior coming to office - Enabling wellness checks while limiting capacity Primary reason why employees wanted to come back to the workplace was to collaborate and socialise with others - Rather than traditional office designs with assigned seats, they are incorporating more conference rooms and huddle areas in their layouts The amount of office space per employee has been shrinking over the past decade, from an average of 225 square feet in 2010 to just 151 square feet in 2017 Satellite offices are becoming more popular - Pandemic has caused many employes to rethink long daily commutes - To reduce office density at company HQ and give everyone more options to collaborate, many organisations are leasing smaller offices spaces in the suburbs Put Parameters on workspaces - if the hotel desks on the fourth floor are off limits to anyone other than the sales team, Sales is less likely to spread out across the entire building. Likewise, the second floor might only be for Marketing, because the amenities on that floor are conducive to graphic design, print, and copywriting teams. - This type of space-specific control ensures workplaces are available for those who need them, where and when they need them. It can avoid overcrowding in certain areas or bottlenecks for specific workspace types. - Adding biophilic elements - Incorporating biophilic elements into workspaces. Adding elements of nature to the workplace is called “biophilia.” Supporters of biophilia claim that workplace designs featuring biophilia mimicking natural systems tend to decrease work-related stress, hasten recovery of bad health, and enhance creativity. This can benefit an organization by reducing the number of sick days employees take. The solution to helping companies get back to work and employees comfortable with the new workplace Through a fusion of technology, workplace and workforce, businesses can ensure workplace compliance, business continuity through workforce rostering, allocation, space - - management, desk management. Employees can book desks with social distancing implemented, leverage on contactless processes, complete health declarations, input temperatures, and book collaborative spaces using maps, beacons and QR codes – all through a single Digital Workplace app. It also automates safe management processes and space optimisation with AI-based recommendations for seating and occupancy monitoring and sanitisation status at the back end. Commercial Space Planning Strategies - Separate different uses into different levels Incorporate portable workstations and booths Showcase unique features in the building introduce experimental shopping/features Integration of physical and online platform: BOPIS (Buy-Online-Pick-u p-In-Store) - Due to COVID-19, stores have to limit the number of customers entering their units. To facilitate more sales and business, stores moved to smaller shops to carry out their business They set up online shops for customers to shop and self-collect at the physical store This minimises the need for them to patronise the physical store which may result in long-waiting queue and time limit for shopping duration which can jeopardise their shopping experience. This allow the landlord to rent the space to more like-minded tenants For example: Metro partnered with LazMall (Lazada) to feature its products, and allows customers to self-collect to check their products first-hand/ pick delivery. We can also see more Metro outlets closing down, with only 2 left now. While there is no confirmation on the relation to its transition online, there is certainly an indirect link, since more customers will choose to patronise their stores online at their convenience. - - Placement of retail stores - Place anchor tenants and popular outlets at the top floor. Increases retail traffic in the mall Can also have flagship stores to invite more customers Efficient space utilisation - Corners of malls are often empty, “wasted” spaces that can be put to good use, or wide malls / behind escalators Employ purpose to low-utilising spaces in malls Example: Switch booth at Northpoint city (reports shown that users think it is productive and cheap) in corners and wide walkways of malls. Students and workers enjoy these working pods as it is convenient and cheap - Churn during COVID - Commercial strategies to reduce churn (retail) Reach its most valuable customers at the right time, with the right message and over the optimal channel to initiate re-engagement with the brand Ensure best customers remain engaged with the brand throughout the crisis, maintaining an authentic brand connection until physical stores are ready to reopen Provide special attention to those customers who previously shopped mostly or only in physical stores—educating them about online shopping and motivating them to try it - - Lecture 5: Maintenance Management Topic Content Maintenance Management Technology (IoT) Centralised Software - Creates 1 source for all the information you need and organise it for easier access - managing the operations of a large company or factory can be challenging for one person to handle. Even a skilled maintenance manager may find it difficult to keep up with the different operational branches CMMS - A CMMS is a software solution that centralizes maintenance information, facilitates processes, and automates some tasks to improve efficiency. - Computerized maintenance management system software optimizes the use, availability, and life span of equipment, machinery, fleets, infrastructures, facilities, or operations. - It has made preventive maintenance easier to track - Allows organisations to perform maintenance in a more timely manner Future of preventive maintenance is predictive maintenance - Instead of receiving a reminder a few hours prior, your maintenance system will give you a notification well before any signs of degradation, forecasting that a particular component will begin malfunctioning. - If a required part needs to be ordered, your company will have ample time to do so. - Even better, you won’t need to ambush your finance team with a last-minute request that will disrupt their budgeting Self-repairing machinery - After predicting upcoming repairs, your equipment will be able to resolve faults by itself using embedded materials. Preventive Maintenance - Key to avoid emergency maintenance situation performing regular business and equipment inspections, cleaning and lubricating essential equipment, and tidying your business's grounds Building Information Modelling (BIM) - A digital representation of physical and functional characteristics of a facility With BIM modelling that integrates real-time data, FM - (preventive maintenance) Corrective Maintenance professionals are able to plan smartly for building systems that require preventive maintenance, and understand the real-time health conditions of the operations systems - - Predictive Maintenance - Maintenance Programme - Possible causes of building collapse - Companies need to provide training and education to maintenance technicians and supervisors about what types of things to look for while they are providing preventive or emergency maintenance services. Create a maintenance checklist of components that technicians can visually check quickly. You want your maintenance staff to catch as many problems as possible, as early as possible. Predicts when equipment is going to break down Increases the liability of assets E.g. knowing that certain parts and lights are old, thus changing them. Can be conducted in the form of machine learning: AI technology predicts when it will break down Reduces capital repairs and unscheduled shutdowns and repairs Reduces life cycle cost savings Transitioning from a reactive to a proactive approach Dedicated maintenance plans for special buildings such as historical buildings operations and maintenance structural failure IF by the beach: saltwater corrosion, rust, geology of location (sandy soil, creating a bottomless pit) Lack of regular maintenance Shoddy workmanship Authorities did not reinforce and conduct regular checks Miscommunication with users of the building: “do not worry, there is nothing wrong with the building” Bad design Faulty construction Foundation failure Lecture 6: Fire Safety Management Fire Safety Management Programme - Training has the most important bearing on the safe evacuation of occupants In COVID times: “the new normal of fire safety training”: . Now that we have been living with COVID-19 for almost 9 months, the commitment to training staff on fire protection shifts focus to the future. Fire Escape emergency plan Changes of plans due to COVID-19 Evacuation plans may have been altered: further understanding the risk to residents of premises who may need to be ‘shielded’ from exposure to external personnel such as firefighters but who are in a potential emergency situation Fire alarms and smoke control systems and sprinklers must be maintained in good working order and normal testing regimes remain with the addition of the correct observation of social distancing. Earlier in the lockdown period, there were reports of safety-related contractors refusing to go on-site due to increased risks from COVID-19 In any event, there are protocols in place which can protect safety systems in the absence of contractors and some maintenance safety schedules may be safely extended with the consultation and support of a qualified fire safety system engineer Any building that is being used for a different purpose for which it was intended has been the subject of official guidance to ensure the safety of occupants. An appropriate Fire Risk Assessment is carried out by a designated competent person and the application of Fire Safety Guidance appropriate to the new situation is implemented and applied. All aspects are reviewed including emergency exit provision, the suitability and safety of fire alarms and relevant staff training. Temporary staff and volunteers are included in the new procedures and given any training A hospital evacuation plan: the less vulnerable ambulatory patients are evacuated first, followed by patients in critical conditions or with special constraints like infectious COVID patients. Another strategy, which requires prior coordination and preparation, is to establish a COVID-dedicated evacuation route so that COVID patients can be evacuated separately but simultaneously with other patients. While safe evacuation of highly infectious patients is complicated as it may expose other patients and hospital staff to infection, a shelter-in-place decision also needs additional considerations for the evaluation of availability of resources and equipment for COVID-19 patients (e.g., ventilators) and hospital staff (e.g., PPE). Healthcare facilities need to ensure that they can maintain or procure supplies during the indeterminate shelter-in-place time, which can last from hours to days Clinical staff of all grades should receive multidisciplinary training in their place of work as part of annual mandatory training, covering the management of a fire and evacuation of their work area. Nominated clinical staff should be trained to select and use fire extinguishers. 2. Designing new and refurbished ICUs and operating theatres is an opportunity to incorporate mandatory fire safety features. New strategies covered in these guidelines include modern sprinkler systems, emergency low level lighting and oxygen pipelines designed so that the oxygen supply to an ICU area affected by a fire to be cut off without interrupting the oxygen supply to the whole ICU. 3. Laminated fire and emergency evacuation action cards, specific for that clinical area, should be placed next to all manual fire call points so that they can be followed in the event of a fire or if an emergency evacuation is required for another reason. 4. Oxygen cylinders should be stored, handled and used according to the gas supplier's instructions, using the correct sequence of actions when administering oxygen and using an oxygen cylinder bed bracket at all times. 5. Major incident planning should include plans for internal incidents, where the staff themselves are victims and unable to work and where ICU and theatre suites become unusable for patient care. All staff involved in a fire or similar emergency should be supported following the event and assessed by their occupational health team before restarting work. Possible Topics - Tuas Warehouse fire and how it could have been prevented What can be done in COVID times such as a fire outbreak in a hospital? Fire outbreak in office Lecture 7: Building Maintenance & Strata Management Application of the rules to real life examples - Role of strata title boards: Possible questions - Which rules did the case study break? Lecture 8: Asset Enhancement Initiatives Topic Refurbishment Content - Improvement by cleaning, decorating, re-equipping and may or may not include retrofitting Includes renovation: upgrading a building to an improved condition but does not change the layout and structure of the building Refurbishment during COVID/how can refurbishment be done during COVID: establish a centralised system to consolidate renovation plans Retrofitting - Considering enough space to include covid restrictions like: • Bespoke signage indicating social distancing and other health and safety measures • Workstations spaced two metres apart and without users facing each other • Improved air filtration and circulation • Added hand-washing stations • Screens and dividers between workspace • Anti-microbial surfaces and materials • Occupancy sensors and live reporting Why do people want to refurbish during COVID: - This is an opportunity to input this money back into your business by updating the office. Not only will an office renovation improve workflow, productivity and morale within the office, it will also further increase the business’ credibility & professional reputation to new and potential customers. - post-pandemic office designs should guard against placing an over-emphasis on collaboration. - https://officeprinciples.com/businesses-refurbishin g-offices-relocating/ - - Providing or adding a component or feature that was not fitted during manufacture or not included when first constructed Retrofitting diminishes the weakness of harm of an existing design during a not-so-distant future seismic movement. With every passing year, more people are becoming wary of the many pitfalls of climate change. They now realize that everyone must play their part in keeping our planet green and clean. That’s why occupants are willing to pay more for energy-efficient, smart buildings that leverage technology to reduce their carbon footprint. According to a Johnson Controls survey, 70% tenants believe that the ability to smartly predict and solve problems is a “game-changer” technology. - - Redevelopment - Replace existing buildings with new structures that are more intensive in terms of size, scale and quality AEI - Types of works carried out on a property to keep it up to date with modern designs, or to configure it for other types of uses based on the owner’s objectives https://sbr.com.sg/commercial-property/news/asset-enhan cements-continue-make-uol-attractive-investors-analysts “Given its solid financial position, UOL was able to initiate on two major rejuvenation projects. The first entails the development of a new standalone seven-storey building which would be an extension to its Odeon Towers Building - - and will comprise office and retail space. Secondly, UOL has obtained URA’s in-principle approval under the Strategic Development Initiative Scheme to redevelop its Faber House property into a 250-key hotel,” the investment research arm of OCBC Bank said. These projects could potentially lead to higher gross fixed assets for UOL. The property firm may also benefit from a decline in development charge rates in the Hotel and Commercial categories over the past year. Lecture 9: Risk Management Topic Business continuity management Content - - Crisis Role of facility management in ensuring business continuity - In times of COVID: Companies should: Evaluate short-term liquidity. Companies will want to instil short-term cash flow monitoring discipline that allows them to predict cash flow pressures and intervene in a timely manner. They’ll also want to maintain strict discipline on working capital, particularly around collecting receivables and managing inventory build-up. Additionally, it’s important to be creative and proactively intervene to lighten the working capital cycle. Throughout the crisis, companies will want to maintain regular contact with suppliers to identify any potential risks. Assess financial and operational risks and respond quickly. Companies will need to monitor direct cost escalations and their impact on overall product margins, intervening and renegotiating, where necessary. Companies that are slow to react or unable to renegotiate new terms and conditions may be vulnerable to financial stress that could carry long-term implications. Earthquake resistant buildings to combat earthquakes Seawall to prevent impact of tsunami Accurate floor plans and building data are crucial elements of business continuity planning. This information must be shared with local emergency personnel so they know how (and where) to access your building during a crisis. The good news is that a data collection service and location-based space and asset mapping software work in tandem to deliver the following. ● ● Verify, update, and digitize your existing facility floor plans or recreate if none are available Collect room names, room numbers, room types, floor types, number of exterior doors per room, and square ● ● ● footage Locate all electrical, plumbing, mechanical, and fire and life safety equipment within a room Record asset make, model, manufacturer, and serial number Associate pertinent information to a single asset such as emergency shutdown procedures and O&M manuals A data collection provider will expedite the implementation process by using cutting-edge technology to ensure accuracy and efficiency. The final deliverable is up-to-date floor plans, a cloud-based record of assets and an electronic documentation repository for O&M manuals, vendor information, and historical work orders. - A business continuity plan is never finished and change and adapt as the business grows. Security management - There is a perceived decrease in security after the pandemic. Ensure that all remote access capabilities are tested and secure and endpoints used by workers are patched Ensure security monitoring capabilities are tuned to have visibility of the expanded operating environment Engage with security services vendors to evaluate impacts to the security supply chain Increased CCTVs, security patrols
