FMA Diploma: Facility Maintenance Planning and Management Report

This report provides a comprehensive overview of facility management, focusing on maintenance planning and management within the context of a high-rise building managed by Australian Property Management. It delves into various aspects such as best practices, risk assessment using qualitativ...Read More

Running head: FACILITY MANAGEMENT
Facility Management
Name of the Student-
Name of the University-
Author note-

1FACILITY MANAGEMENT
Executive Summary
Aiming to generate a comprehensive view about the idea and importance of facilities
managements, this report endeavors to enlist and elaborate the various areas associated with the
management and maintenance of facilities. This report takes into consideration a high-rise
building managed by Australian Property Management. This report also delves into the various
issues such as implementation of the measures and scheduling the maintenance audit. This report
recommends that the various activities related to facilities management should be conducted in a
rigorous and effective manner to allow the processes to trickle to the grassroots. The report
concludes that management and regular maintenance of facilities and assets from an integral part
in the over-all development and sustainability of companies.

2FACILITY MANAGEMENT
Table of Contents
Introduction......................................................................................................................................4
Discussion........................................................................................................................................4
Question 1....................................................................................................................................4
Question 2....................................................................................................................................6
Question 3....................................................................................................................................7
Question 4....................................................................................................................................8
Question 5....................................................................................................................................9
Question 6..................................................................................................................................10
Question 7..................................................................................................................................11
Question 8..................................................................................................................................12
Question 9..................................................................................................................................13
Question 10................................................................................................................................14
Recommendation...........................................................................................................................14
Conclusion.....................................................................................................................................15
Bibliography..................................................................................................................................16

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Introduction
The phrase ‘Facilities Management’ refers to the various policies and measures that are
adopted to maintain the facilities in any organization. The word, ‘facilities’ refer to the
innumerable equipment and assets that are functional in the working of any organization. It has
to be accepted that any damage or alteration to the facilities in an organization, can severely
affect the functioning of any organization. Aiming to explore the various nuances associated with
the idea of facilities management, this report will try to endeavor to explore many areas.
Facilities management can be concretized when these constituent factors can be amalgamated.
Facility management takes into consideration the aspects of property and functions related to the
users and employees 1. This report will also delve deeper into an analysis of the Australian
Property Management to elaborate the points and exemplify the chief arguments established by
the report. It is seen that disbursement of a generous amount for the purpose of maintenance of
facilities can assist in the future application of these facilities in the future. The three types of
facility management techniques that are available are preventive, corrective and emergency.
These processes help in enhancing the productivity of the facilities and the assets. The following
paragraphs will endeavor to provide an insight into the various processes related to facilities
management techniques of the above-mentioned company.
Discussion
Question 1
1 Diploma Of Facilities Management Facilities Maintenance Planning And Management FMA
Australia. (2019).

4FACILITY MANAGEMENT
In our workplace, the best practices are used for facilities management.
The idea of successful service delivery can ensure facility maintenance largely.
Successful service delivery to consumers can ensure the proper facility maintenance. The
inculcation of service culture helps in the proper management of facilities and services. Service-
oriented ideologies of the organizations will help in maintaining the facilities 2 For example, in
our workplace, the services or buildings are constructed to please the consumers. Organizations
invest and spend in management of the facilities, it becomes easier to garner improved financial
performance 2 For example, in our company, the facilities are improved regularly to maintain
their quality and future performance. Facilities management is also directly related to and
dependent on the sustainable development.
Managing the facilities can ensure greater sustainability and retention. Sustainability is
more important in the case of facilities management. As the term depicts, sustainability refers to
the ability of facilities and assets to sustain themselves in the long. This best practice can assist in
facilities management. For example, the factor of sustainability of facilities is maintained in our
company by regularly upgrading them.
2 Kassem, M; Kelly, G; Dawood, N; Serginson, M; Lockley, S, BIM In Facilities Management
Applications: A Case Study Of A Large University Complex (2015).

5FACILITY MANAGEMENT
It has to be accepted that facilities management is dependent and correlated to the factors
of improved efficiency and performance by the assets and facilities3 For example, 4 Australian
Property Management endeavors to maintain efficiency by regulating the standards of the
facilities. The Australian Property Management conducts regular checks on the facilities and
assets.
Question 2
Risk management was used in a scenario when we had decided to build a high-rise
building in the outskirts of the town. The high-rise building was planned in a manner that could
encompass modernity with natural beauty.
Both qualitative and quantitative risk assessment tools were employed to assess the risks
associated with the project. The processes of SWOT analysis and peer review discussion with the
officials carried out qualitative risk assessment. In addition to this, historical records were also
taken into consideration while analyzing the risk factors. Isometrix toll was used to identify the
potential risk factors. This cloud based tool helped in understanding the fact that other builders
working under Australian Property Management can offer similar experience while constructing
a high-rise, whether for office or residential purpose. Isometrix helped in understanding the
environmental sustainability risk of the high-rise. It helped in identifying that the high-rise might
affect the ecological balance of the area. The risk assessment tools identified the external risks
posed by the other companies. This high-rise might face the risk of dearth for people willing to
3Ying Wang, Xiangyu Wang Jun Wang, Ping Yung, and Guo Jun, Engagement Of Facilities
Management In Design Stage Through BIM: Framework And A Case Study (2019).
4 Auspm.com, 'Australian Property Management | Property Management Services' (Auspm.com,
2019) <https://www.auspm.com/>.

6FACILITY MANAGEMENT
relocate to the suburbs for residential or official purposes. The qualitative risk assessment tools
helped in the generation of quantitative data and statistics. It was seen that the cost of
constructing this building would rise if we are to provide quality service to the residents of the
high-rise. In addition to this, the risk of high cost of transportation of raw materials would also
increase. The data obtained by these processes were recorded and assessed by
SwordAvctiveRisks to trace any development in the stakeholders or competition.
Studies reveal that risk assessment tools dependent on technological means and
collaboration, provide a comprehensive view of the various risks involved in the processes 5 The
environmental factor identified is quite crucial. It helped in understanding the future impact of
deletion of greenery. This helped us in deciding that my high-rise will try to expand with the
surrounding greenery. Studies also reveal that people generally prefer areas that combine natural
and artificial.
Question 3
Performance analysis was conducted in our organization to assess the performance of the
potential projects and the facilities. The Australian Property Management conducted the
performance analysis as part of their Facilities Management policies. Our high-rise was adjudged
for the quality of the infrastructure in our building.
In order to conduct performance analysis, the process that was used was to compare the
previous available methods with the recent methods of performance analysis. The tool of BIM or
Business Information Modelling was used to assess and analyze the performance of the projects
and was measured against the performance of the current project. The BIM was used to arrive at
5 Cardona, Cardona, Omar D. "The Need For Rethinking The Concepts Of Vulnerability And
Risk From A Holistic Perspective: A Necessary Review And Criticism For Effective Risk
Management." Mapping Vulnerability. Routledge, 2013. 56-70. (2013).

7FACILITY MANAGEMENT
the idea that infrastructural facilities, such as the windows were inserted in a manner that could
allow them to keep the sun’s rays at bay during the summer season. In addition to this, the tool of
financial ratios was also used to measure the performance of the facilities inside the enterprises.
The balance sheets captured the data related to the assets, liability and facilities 6. Financial
statements depicting the financial ratios were prepared to adjudge the performance of the assets.
In numbers and statistics, these recorded statements depicted that the company was performing
as was expected by us.
Studies project that the process of performance analysis is crucial in the construction
industry as it depicts the various areas that need to be developed and the performance of the
physical assets 7 It is important to measure the performance because construction industry is one
of the most important industries that help in shaping the economy of any country.
Question 4
After the interval of every days, our company indulges in implementing the maintenance
strategies to generate a concrete report of the areas that need to be developed. The authorities
examine these reports to renovate the existing assets. Maintenance strategies are regularly
applied in our workplaces. In order to sustain a strong hold over the facilities and assets, it is
necessary to maintain strict vigilance over the already existing facilities. For example, in our
workplace, preventive maintenance is conducted to maintain the quality and condition of
6 Apostola T, Aretoulis, Papaioannou, Kalfakakou, "Performance Analysis Of Construction
Enterprises Using Financial Ratios’ Groupings: An Application In The British Construction
Industry." Seventh International Conference On Construction In The 21St Century (2013).
7 Kuan Chen, Improving Importance-Performance Analysis: The Role Of The Zone Of Tolerance
And Competitor Performance. The Case Of Taiwan's Hot Spring Hotels (2014).

8FACILITY MANAGEMENT
equipment to prevent any cases of failure 8 In our workplace, the respective engineers regularly
conduct the checks to prevent any cases of future damage.
Condition-based maintenance is implemented in our workplace on a regular basis. This
type of maintenance chiefly focuses on the condition of the asset and the practices that need to be
adopted to erase the problems associated with assets. In our work place, the specific engineers
and machinists who try to trace the indicators for any problem in any asset conduct this. For
example, Every week, the engineers concretize this process to identify the areas that need to be
developed.
In the workplace, the run-to-failure maintenance strategy is also implemented on a
regular basis. This refers to the process where assets are made to function for a stipulated time-
period till it fails to work. The maintenance is conducted after the asset stops functioning. For
example, this is done in the cases of assets or facilities that are installed to deliver service for a
long period. Equipment and facilities such as generators are made to function until they stop
functioning.
Question 5
In the month of March, the process of facility audit was conducted to investigate the
causes for the lack of proper functioning of the assets. Many cases related to elevator
malfunctions were reported within a span of few months. This had created a ruckus and a
stringent team for facility audit was organized to investigate into the causes of this malfunctions.
The audit team that was formed had conducted rigorous research upon the existing
facilities to derive the conclusion that these facilities have outrun themselves and need to be
8 Chin-Chih Chang, Optimum Preventive Maintenance Policies For Systems Subject To Random
Working Times, Replacement, And Minimal Repair
⇑ (2014).

9FACILITY MANAGEMENT
replaced by new and advanced options. The facility audit was conducted by following a
methodological process. The senior engineers were asked to investigate into the issue by
employing their expertise to assess the situation. The facility audit was useful because it had
helped in recognizing the technical problems that had affected the elevators.
Facility audit is conducted on a regular basis to assess the condition of the assets and their
ability to perform in the future. Facility audit is conducted to keep a regular check on the various
attributes of the facilities and assets that from a crucial part in the functioning of any company. It
is seen that the Australian legislation regulates and keeps regular checks on the quality of the
assets in any company 9. Studies project that facility audit is crucial for organizations to keep a
check over their performing and non-performing assets. In the construction industry, it is
essential to maintain regular checks over their facilities to deliver quality products to the
consumers and to assess the various risks 10.
Question 6
Maintenance activities are regular conducted in our workplace by the authorities and the
engineers. It is scheduled in a manner that allows equal concentration on each asset and facility.
Maintenance activities are scheduled every fortnight. The previous maintenance activity was
scheduled at the beginning of last month. The context was that the security department of
Austrian Property Maintenance had wanted to conduct their regular activities for facility
maintenance.
9 Diploma Of Facilities Management Facilities Maintenance Planning And Management FMA
Australia. (2019).
10 Matthew Smith, A Fundamental Approach To Facilities Location Risk Assessment And Its
Relevance To Supply Chain Network Design: Using The Thai Floods Of 2011 (2013).

10FACILITY MANAGEMENT
Maintenance activities are scheduled in our workplace after taking into consideration the
quality and the nature of the assets. The maintenance is scheduled after checking the over-all
performance of the performing assets. The acquired data is then recorded in excel sheets to keep
track of the changes that need to be implemented for the maintenance of the assets. After
checking the various changes that needs to be introduced, the engineers are summoned to
incorporate the changes.
Studies are evident of the fact that regular and proper scheduling of the maintenance
activities can contribute in the maintenance of asset for their performance in the future. Proper
and methodical schedule of facilities maintenance can guarantee the proper channelization of
resources and their maintenance. Regular and scheduled checks can also ensure the maintenance
of the quality of the facilities and guarantee the conglomerated participation of the employees
concerned 11
Question 7
During one of our board meetings, the chairperson had asked the employees to compare
two real-estate developmental ventures. The employees were also asked to enlist the costs related
to each venture.
Followed by this, the various costs related to the project and the benefits to be earned
were enlisted by us. Separate excel sheets were prepared to evaluate the cost that can be incurred
for each infrastructural facility. The two ventures were compared in terms of the cost incurred
and the benefits generated by each venture. After analyzing the acquired statistics, it was found
11 SangHyun Lee, Amir Behzadan , Amr Kandil , and Yasser Mohamed, Grand Challenges In
Simulation For The Architecture, Engineering, Construction And Facility Management
Industry (2013).

11FACILITY MANAGEMENT
that the first venture was profitable than the second venture. Cost-benefit analysis helped us
understanding the venture that could guarantee success and profit in the future.
Cost-benefit analysis also encompasses the issue of benefits that are garnered from
intangible factors. Cost-benefit analysis refers to the process in which business analysts try to
assess a situation based on the risks involved and the cost incurred after opting the risk based-
situation 12The benefits of following an action is weighed against the cost that is incurred by
taking that course of action. Studies also project that cost-benefit analysis is an important tool
that is available for decision-making for investors and analysts. Studies depict that cost-benefit
analysis is useful in enlisting the various advantages and disadvantages related to various
enterprises.
Question 8
Every month, our company reviews the work orders and processes them to analyze the
profit and the revenue generated by the work order. Even this year, in our workplace, one of the
work orders was rejected due to the non-availability of proper information and time-period.
Generally, in our workplace, the work orders are processed after taking into consideration
the time -period that is allocated for the work to be done. Followed by this, the work order is
reviewed and processed by generating sub-contracts for the engineers and others. The work order
is processed following the norms set by the company. The work order is processed after the audit
team gauges and investigates into the technical details of the work order. In our workplace, the
work order is also scrutinized by the authorities who can include changes in the work order
according to the terms and convenience of the parent company. In this case, our company had
12 Coates IV, John C, Cost-Benefit Analysis Of Financial Regulation: Case Studies And
Implications(2014).

12FACILITY MANAGEMENT
rejected the work order due to the non-availability of a set and concrete timeline for completion
of the project. Even further negotiation with the hosts did not resolve the situation leading to the
rejection of the work order.
Processing work orders form a crucial part in the development of any company 13 Proper
comprehension and processing of work orders can help in the smooth and correct functioning of
the construction companies. Studies reveal that processing the work orders can assist in arriving
at positive and beneficial conclusions.
Question 9
In our workplace, the supervisors before the entry of new employees regularly conduct
workplace compliance training. Workplace compliance was seen in our workplace when the
employers had taken into consideration the views of the employees before reaching at the
decision of accepting and working on a new venture. In addition to this, the supervisors had also
taken into consideration the factor of occupational hazards of the employees while accepting the
order.
Before the commencement of the project, the supervisors had carried out a safety analysis
to check the various threats posed by the new venture. Every employee was asked to participate
in the survey to gauge his or her acceptance of the new venture. Following the common law
prevalent in businesses, our supervisors had tried to make the policies of the new ventures known
to every employee. In addition to this, in our workplace, the employees also need to comply with
the general financial rules. The financial rules entails us to pay taxes and remain accountable for
the various financial transactions.
13 Michael E. Porter and James E. Heppelmann, How Smart, Connected Products Are
Transforming Companies Michael E. Porter And James E. Heppelmann (2015).

13FACILITY MANAGEMENT
Question 10
In one case, it was seen that one asset was to be disposed due to the change in the policies
of the company. The asset was to be disposed following the norms set by the company and the
Australian government.
Our company disposed the asset by employing the means of selling it in public tender.
The employment of public tender had enabled the asset to be disposed in a proper manner after
following the general policies. Due to the nature of the asset, the method of public tender was
used to dispose the asset.
Disposing assets is a crucial part related to facilities management. It helps in the proper
disposal of the assets and also accentuates the management of facilities by diverting attention to
the assets that are functioning 14
Recommendation
 It is recommended that facilities management be incorporated in a rigorous manner in the
Australian Property Management to keep track of the various performing and non-
performing assets.
 It is recommended that facilities management be incorporated at the grass-root level to
ensure the proper functioning of every asset.
 It is recommended that technological innovation be used in the maintenance of facilities.
14 Ana Isabel Morais, Why Companies Choose To Lease Instead Of Buy? Insights From
Academic Literature (2013).

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Conclusion
After analyzing the above-discussed ideas, it can be concluded that management of
facilities and assets are crucial to the success of any company. The Australian Property
Management employs various areas to maintain the facilities and assets. It can also be concluded
that there are various processes related to the maintenance of facilities. Various aspects such as
implementing these strategies and scheduling of regular maintenance checks needs to be adopted
to ensure the smooth functioning of the assets and facilities in the future. It can also be concluded
that facilities management is a crucial aspect that is reflective of the sustainability of the
companies.

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Bibliography
.Kassem, Mohamad, et al. "BIM in facilities management applications: a case study of a large
university complex." Built Environment Project and Asset Management 5.3 (2015): 261-277.
Apostola, Theofili, et al. "Performance Analysis of Construction Enterprises using Financial
Ratios’ groupings: An application in the British Construction Industry." seventh International
Conference on Construction in the 21st Century (CITC-VII) December. 2013.
Auspm.com. "Australian Property Management | Property Management Services". Auspm.Com,
2019, https://www.auspm.com/.
Cardona, Omar D. "The need for rethinking the concepts of vulnerability and risk from a holistic
perspective: a necessary review and criticism for effective risk management." Mapping
vulnerability. Routledge, 2013. 56-70.
Chang, Chin-Chih. "Optimum preventive maintenance policies for systems subject to random
working times, replacement, and minimal repair." Computers & Industrial Engineering 67
(2014): 185-194.
Chen, Kuan-Yu. "Improving importance-performance analysis: The role of the zone of tolerance
and competitor performance. The case of Taiwan's hot spring hotels." Tourism Management40
(2014): 260-272.
Coates IV, John C. "Cost-Benefit Analysis of Financial Regulation: Case Studies and
Implications." Yale LJ 124 (2014): 882.
Diploma Of Facilities Management Facilities Maintenance Planning And Management FMA
Australia. 2019, Accessed 15 Jan 2019.

16FACILITY MANAGEMENT
Lee, SangHyun, et al. "Grand challenges in simulation for the architecture, engineering,
construction, and facility management industries." Computing in Civil Engineering (2013). 2013.
773-785.
Morais, Ana Isabel. "Why companies choose to lease instead of buy? Insights from academic
literature." Academia Revista Latinoamericana de Administración 26.3 (2013): 432-446.
Porter, Michael E., and James E. Heppelmann. "How smart, connected products are transforming
companies." Harvard Business Review 93.10 (2015): 96-114.
Smith, Matthew H. "A fundamental approach to facilities location risk assessment and its
relevance to supply chain network design: using the Thai floods of 2011 as an
example." International Journal of Trade, Economics and Finance 4.5 (2013): 300.
Wang, Ying, et al. "Engagement of facilities management in design stage through BIM:
framework and a case study." Advances in Civil Engineering 2013 (2013).