THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
PART II EXAMINATION
EXAMINER’S REPORT
_________________________________________________________________________________
MODULE 4: MANAGING PREMISES &
MANAGING THE WORKING ENVIRONMENT
_________________________________________________________________________________
INTRODUCTION
A similar number of candidates in total percentage terms (56.5%) reached
the “pass” mark, although it is disappointing to record that no candidate
reached the credit or distinction level. Few answers attracted very high
marks, and the overall impression was of 2/3 questions obtaining
reasonable marks, with the remainder getting average marks.
With apologies for repeating yet again in the Examiner’s Report,
comments from previous reports, candidates must read the question and
answer the question posed. Often, the answers given are good, but do not
reflect the actual question.
Secondly, where candidates are asked to
“explain”, “why” or “discuss the impact” etc, they should do this. It
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 1 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
is therefore important that candidates give due consideration to the format
of the question before beginning to answer it.
This is also a Part II exam, and therefore candidates are expected to show a
greater knowledge and understanding and therefore give a more in-depth
answer than in Part I. A greater knowledge of the syllabus and the areas
covered, and likely to be asked in the examination would be beneficial.
Again, if examples are sought in the question, they should be provided in
the answer. Candidates should take the time to read the question and
ensure they are aware of what is being sought in the answer. Whilst on the
subject of examples, answers which have examples of the candidates own
working environment tend to show a greater understanding of the
question asked and are more likely to attract higher marks.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 2 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
The lack of time management was also apparent, although it could be that
after 3/4 questions the candidates were struggling to give full answers to
the last question(s). This was most obvious in that the questions at the
start were often answered in 2 to 3 pages, whereas towards the end this
was down to a page. Answer plans also began to tail off.
It is interesting to note that four particular questions were answered by
over 75% of the candidates. A number of the questions had been asked in
a different format in recent exams, and the popularity and marks attained
in these questions had not really improved.
This tends to confirm the
comment regarding the candidate’s knowledge in certain areas of the
syllabus is not as full as it should be. In particular, an absence of a working
understanding of property law, lease renewals and rent reviews and
obligations imposed by leases is worrying. Apart from a poor knowledge
base, candidates regularly set out in their answers facts that are wrong.
The number of candidates answering questions on these subjects is still
low and this is a development which is continuing to cause concern.
The marking for each question was as follows:
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 3 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
Question
% of
Average
Highest
Lowest
Candidates
Mark
Mark
Mark
Attempting
1
75%
8.0
12
4
2
44%
8.0
14
5
3
88%
7.4
15
3
4
38%
8.8
13
6
5
50%
8.3
11
4
6
81%
10.9
13
7
7
44%
8.9
13
1
8
81%
8.5
12
1
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 4 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
The overall results were as follows:
Grade
% of Candidates
% of Candidates
% of Candidates
December 2003
June 2003
December 2002
Distinction
0%
0%
7%
Credit
0%
12%
7%
Pass
56%
47%
46%
Fail
44%
41%
40%
SECTION A
QUESTION 1
As the Head of Facilities, your company is investigating whether to redevelop a
multi-storey office building that is surplus to requirements.
Discuss with examples the areas of legislation that need to be addressed in
considering such a redevelopment.
(20 Marks)
SYLLABUS REFERENCE: 8 – 8.4
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 5 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
EXAMINER’S COMMENTS
Legislation in the area of redevelopment is far reaching, and candidates
should be able to highlight the major issues to be considered (learning
outcomes 8.4.1, 8.4.2, 8.4.3 and 8.4.4) and in particular provide the reasons.
This
question
examined
the
candidate’s
legislation affecting redevelopment.
wider
understanding of
In particular, to ensure they could
focus on other legislative issues which are equally important as the general
“health & safety” aspects. The answer, therefore, needed to reflect a
balance towards these major issues.
Allied to this is a requirement to
mention and appreciate how sub sections 8.4.5, 8.4.6 and 8.4.7 can impact
on the use and operation of the building and construction issues.
Marks were awarded for identifying the legislation and explaining their
implications. A higher mark was appropriate for demonstrating a depth of
understanding, rather than a list of legislation.
This was a popular question but not particularly well answered.
Whilst
examples of legislation were given, often the discussion aspect was
forgotten.
Secondly, it was disappointing that the main thrust of the
answers tended to be health and safety orientated, and few discussed
planning and building aspects.
The question specifically mentioned
“redevelop a multi-storey building”, so this was a major undertaking
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 6 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
rather than a small internal alteration, therefore answers should have
reflected this.
QUESTION 2
The service of notices and counter notices under the various Landlord and Tenant
Acts is essential.
In the context of lease renewals for commercial properties, highlight the relevant
notices that can be served and explain the relevance of such notices.
(20 Marks)
SYLLABUS REFERENCE: 7 – 7.5.1
EXAMINER’S COMMENTS
This was a very specific question. Candidates are therefore expected to
refer to the Landlord and Tenant Act 1954 and in particular Section 25 and
26 notices (two marks each).
A further 12 marks will be available for
highlighting the impact and timescales for notices and counter-notices and
the implications if they are missed, since this is the crucial part of the
answer (relevant of such notices).
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 7 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
Mention must also be made to the need to reply to notices within the set
timescales, and make court applications. A full answer would also refer to
Section 40 notices and interim rent applications (two marks for each). For
candidates who practice outside England and Wales marks will be awarded
on the depth and strength of their answer. For example, the Landlord and
Tenant Act 1954 does not operate in Scotland.
This was not a popular question, and generally the marks obtained
reflected the candidate’s poor understanding on this subject.
Few
candidates were able to explain the relevance of the notices, and set out
the procedures for court applications etc.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 8 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
QUESTION 3
Discuss the differing fabric maintenance problems which can arise with:
a)
old buildings;
(10
Marks)
b)
new buildings.
(10
Marks)
SYLLABUS REFERENCE: 9 – 9.1, 9.1.1, 9.1.2 and 9.1.3
EXAMINER’S COMMENTS
The questions gives the candidate the opportunity to discuss and
demonstrate their understanding of the differing fabric maintenance
problems raised by old and new buildings. It is a wide ranging question
and candidates were expected to discuss (to a greater or lesser extent)
some of the following:
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 9 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________

Life cycles (physical and economic/functional of buildings and
materials)

Replacement materials (matching design/colours etc)

Availability of suppliers

New technology, materials and components

Unknown problems with state of the art design

Future adaptability (refurbishment/extension)

Listed buildings

Dilapidations

Repair and redecoration clauses in the lease

Guarantees/warranties/defect liability clauses

Maintaining value and integrity of the buildings

Ease of access for maintenance

Inherent defects

Costs

Frequency of maintenance

Building design

Cleaning

Energy conservation

Fire regulations

Availability of specialist craftsmen

Legislation/building regulations

Use and floor loadings
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 10 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________

Weather resistance /wear and tear

Corrosion

Visual appearance
Marks were awarded for a well balanced comparison and discussion
between old and new buildings.
Each type of building has its own
characteristics, benefits and drawbacks, and candidates must therefore be
able to demonstrate their depth of understanding in this respect.
This was the most popular question, however, was not particularly well
answered. A few candidates decided that the question was on services,
rather than fabric maintenance, and there was little discussion. As this is a
Part II question, greater depth was also expected in the answer.
QUESTION 4
‘Differing building types need to be balanced with the user best suited
for their purpose.’
Discuss this statement.
(20 Marks)
SYLLABUS REFERENCE: 8 – 8.1
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 11 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
EXAMINER’S COMMENTS
Facilities Managers need a knowledge of a wide range of building types,
and the use best suited to each building type, this is therefore a very
general question and seeks to determine candidate’s knowledge of the
need to make optimum benefit of building types, uses and the business of
the organisation.
It was expected that a range of examples would be
discussed and may well include:

Purpose built/mixed use

Single occupancy/multi-tenanted

Availability of building services

Modern/old

Construction/accommodation

Design/layout/facilities

Special requirements

Rent/rating/service charge

Planning

Transport – public, parking

Health and safety

Estate/business park/area

Environment/image
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 12 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________

Occupancy costs
Marks were awarded for the breadth of discussion and quality of answer.
This was the least popular question.
SECTION B
QUESTION 5
As the Facilities Manager about to begin a project managing a major
refurbishment of part of your head office, a meeting has been arranged at which
you have been asked to give a presentation on the environmental factors that are
likely to impact on the scheme to your health and safety committee.
What environmental factors should be considered (and why) for this
presentation?
(20 Marks)
SYLLABUS REFERENCE: 14 – 14.2
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 13 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
EXAMINER’S COMMENTS
Candidates had the opportunity to consider a wide range of aspects
depending on their background and experience.
It was expected that
candidates would offer an overview of the matters to be discussed, such as
the presence (or otherwise) of hazardous materials, pollution, waste
disposal, building services, energy, security, managing/monitoring removal
of all materials, and installation as well as reference to legal obligations,
sustainable materials and noise. There should also have been mention that
all work complied with the environmental policy of the organisation.
These should then have been developed in more detail, highlighting for
example the types of substances that are present and the tests carried out
by recognised contractors to determine the type of substance.
These
could include asbestos, chemicals, lead piping and lead base paint. The
method and control of their removal should be discussed, along with the
need for special licences for removal and disposing of waste, and liaison
and discussion with the local authority (ie Environmental Health Officer). In
addition
reference
opportunities,
to
testing,
the
position
working
on
new
materials,
practices
and
waste
recycling
removal
or
minimisation that may be introduced. Importantly, mention should have
been made as to who is in control and procedures are dealing with
queries/problems.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 14 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
Marks were awarded for the demonstration by the candidates of a
thorough understanding of the environmental factors that could be raised
in such a project. The question was not a health and safety one, since the
focus was on environmental factors.
QUESTION 6
Discuss:
a)
the reasons for churn;
(7 Marks)
b)
the costs involved;
(7 Marks)
c)
the steps that can be taken to control churn.
(6 Marks)
SYLLABUS REFERENCE: 15 – 15.1 and 15.4
EXAMINER’S COMMENTS
Discussions could have covered a selection of the following:
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 15 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
a)
Reasons:

Business reorganisation or restructuring

Bad or impulsive management that does not have direct
financial accountability for the cost of churn, or an
appreciation of the effect on morale or profitability

Expansion of contraction resulting in staff increases,
decreases, promotion, projects starting/finishing, turnover
or natural wastage
b)

New working practices/equipment/furniture

Refurbishment

Poor space planning

Legislation

Company image/culture
Costs

Administration costs connected with essential activities
before, during and after moves

Supervision

Building modification or re-decoration costs arising as a
direct result of the moves

Cleaning costs arising as a direct result of the moves
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 16 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________

Cost of preparing workstations for a move and then setting
them up in their new location

Costs involved in modifying power, voice and data services

Loss of productivity/downtime arising from the need for
individuals to pack at their present location and unpack
and set up in their new location
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 17 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________

Moving costs – crates, professional movers, staff overtime,
security or other extra costs associated with the move itself.
Additional costs arising from moves, which must take place
during unsocial hours

c)
Storage
Storage

A system of accountability for all the financial implications
of churn

Introduction of flexible furniture solutions as and when
older furniture becomes obsolete and is phased out

Audits

Planning for flexibility in the provision of power, voice and
data services

Accommodation policy

Market/company awareness of future trends

Standardisation
This was a popular question and obtained the highest average marks,
although there was not much discussion.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 18 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
QUESTION 7
Environmental issues are a major concern for all organisations.
Detail TWO areas of environmental legislation that need to be considered by
Facilities Managers and how they impact on facilities management operations.
(20 Marks)
SYLLABUS REFERENCE: 14 – 14.4 and 14.4.1
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 19 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
EXAMINER’S COMMENTS
This was a wide ranging question covering legislation which impacts on the
environment. Legislation is becoming more extensive, and takes a wider
perspective to cover local, national and world issues.
Candidates must
therefore be able to highlight in their answer the major issues to be
considered and explain how they impact.
Ideally, this should be by
reference to their own experience and operating environment.
This question therefore examined the candidate’s wider understanding of
legislation affecting the working environment. In particular, to ensure they
can focus on other legislative issues which are equally important as the
general “environmental” aspects. The answer, therefore, needs to reflect
a balance towards these major issues.
Reference could, for example,
include two of the following:

Building regulations

Planning legislation

Environmental health and pollution (legislation and guidelines)

EU legislation

Food safety

Energy

Waste
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 20 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________

Health and safety legislation
Marks were awarded for identifying the legislation with the majority of
marks being awarded for explaining how they impact on the facilities
management operation. A higher mark was appropriate for demonstrating
a depth of understanding, and highlighting legal obligations to comply
with statute, costs, additional staff and the need to record/monitor actions
etc.
As the question sought TWO areas, it was expected that they would be
detailed answers.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 21 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
QUESTION 8
Discuss the impact of building structures and building services on space use.
(20 Marks)
SYLLABUS REFERENCE: 15 – 15.2
EXAMINER’S COMMENTS
This question sought the candidate’s knowledge of the effect and
constraints that the structure and services can put on the use of a building.
The answers should have covered areas such as legislation requirements,
lease terms, cost, viability of use/alteration, air conditioning, M&E services,
lifts, toilets, IT, telecommunications, windows/natural light, toilets, kitchen
areas, service ducts, design, materials, staircases, means of escape, floor
loading,
organisation/company
policy
on
accommodation,
image,
reception areas, furniture/storage, capacity/output of services, floor plate
and ceiling height.
This is not a complete list and candidates were expected to discuss the
impact these issues have on space use which is the crux of the question.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 22 of 12
December 2003 – Examiner’s Report
THE BRITISH INSTITUTE OF FACILITIES MANAGEMENT
67 High Street, Saffron Walden, Essex. CB10 1AA
Telephone: 01799 508606 - Fax: 01799 513237
e-mail: pd@bifm.org.uk
_________________________________________________________________________________
Marks were awarded for a well discussed answer which addresses the
impact. This was a popular question, and generally answered well.
__________________________________________________________________________________________________
Part II, Module 4
Managing Premises
And
Managing the Working Environment
Page 23 of 12
December 2003 – Examiner’s Report