Facilities Operations Report: Staff, Regulations and Systems

This report provides a comprehensive analysis of facilities operations, addressing the multifaceted responsibilities of a facilities manager, particularly within the context of the York Place Shopping Centre and Shaftesbury. It delves into the manager's obligations towards staff, consumers, and funding agencies, emphasizing the importance of smooth operations, staff engagement, and welfare. The report examines statutory regulations impacting facilities operations in the UK, including health, safety, and environmental measures, and discusses the required documentation for compliance. Furthermore, it explores the development and deployment of effective information processing and communication systems, alongside the control systems essential for efficient building management. Finally, the report outlines appropriate criteria for evaluating the quality and effectiveness of facilities operations and reviews the processes involved in implementing and reviewing these operations. The report emphasizes the importance of ethical practices, regulatory compliance, and stakeholder satisfaction within the facilities management framework.

FACILITIES OPERATIONS

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Assessing the responsibilities of the facilities' manager for staff engaged in facilities
operations....................................................................................................................................3
M1 The responsibilities the facilities' manager has for operational aspects of the building in
hospitality industry...........................................................................................................................4
1.2 Responsibility of York place shopping Centre and Shaftesbury .........................................4
1.3 Responsibility of Facility manager towards Consumer .......................................................5
1.4 Impact of facilities operation of employers or funding agencies..........................................5
TASK 2 ...........................................................................................................................................6
2.1 Assessing the statutory regulations that will have impact on facilities operations...............6
M2 Coherent and logical development of principles/concepts are presented while assessing
the statutory regulations that will affect facilities operations ....................................................7
2.2 Health, safety and environmental measures that is required to be implemented by Facility
manager.......................................................................................................................................7
2.3 Discussing the documentation required to account for compliance with statutory
regulation, health, safety and environmental measures............................................................11
TASK 3..........................................................................................................................................11
3.1 Developing and deploying effective system for processing information as well as
maintaining communication .....................................................................................................11
3.2 Identifying the control system that are required for effective facilities operations............12
3.3 The system that are required to be implemented at workplace to support effective building
management .............................................................................................................................12
M3 Range of methods have been used when developing and implementing effective systems
for processing information and maintaining communications for the given context................14
TASK 4..........................................................................................................................................15
4.1 Appropriate criteria for evaluating the quality and effectiveness of facilities operations. .15
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4.2 Implementing, evaluating and reviewing process in order to analyse the quality and
effectiveness of facility operations............................................................................................15
CONCLUSION .............................................................................................................................16
REFERENCES..............................................................................................................................17
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INTRODUCTION
In present scenario, business environment is dynamic, it is required by manager to focus
on managing operations as well as activities in the enterprise. It is because this factor has great
effect on the overall effectiveness, success and growth of firm. Operational management
technique is used by organisation for managing, designing and controlling the production. This
management system is also used for redesigning of various business activities and system.
Management is defined as the procedure of dealing with or controlling things or people at
workplace. Facility operation include all the services. It also includes routine operations of the
facility.
The project has focus on developing understanding about the operational
responsibility of facilities manager in an organisation. It also emphasises on identifying the legal,
health and safety obligations that are required to be considered by operational manager. The
report will highlight the responsibilities of facility manager towards customer, staff and
operations.
TASK 1
1.1 Assessing the responsibilities of the facilities' manager for staff engaged in facilities
operations
Facility manager is a person who has the overall responsibility of the property, operations
as well as people He is the in-charge of all the facilities in terms of various business operations.
The accountabilities of facility manager towards staff engaged in the operations are:
Smooth operations as well as management- It is the responsibility of operational or facility
manager to ensure that adequate workforce has been appointed in the organisation. The facility
manager has to confirm the effective as well as efficient allocation of all resources in a firm.
They are also accountable for ensuring adequate amount of human resource in business in order
to facilitate operational activities. The role of facility manager is to identify the various problems
that are faced by operational staff when working and provide them with effective solution.
Defining Role and providing Job descriptions-The responsibility of facility manager is to define
the roles as well as liability of individual when executing particular operational activity at
workplace. It is very important for operational manager to provide brief description about the job
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of individual in operational task. The facility manager has to ensure that all the workers in
operational team are aware about their roles as well as responsibilities.
Workers engagement and Welfare activities-The facility manager is accountable for involving
operational team members in decision making process. It is essential for operational manager to
design operational procedures, system considering the health and safety of Employees.
M1 The responsibilities the facilities' manager has for operational aspects of the building in
hospitality industry
Training and development- It is the responsibility of facility manager to provide training to
workers so that they can perform their task in effective and systematic manner. This activity will
help York shopping centre and Shaftesbury in improving the quality of their product and
increasing productivity.
Working environment- The role of facility manager is to provide healthy and safe working
environment to workers. Their responsibility is to ensure that all the employees are treated
equally at workplace (Tapia, Marsaleh and Srisa-ard, 2017)
Statutory Compliance – Function of facilities' manager is to renew the certifications and
licenses of all kinds with respect to the hotel operations. He has to make sure that there is timely
renewal of these licenses and certificates.
developing Management and Operations - The legal and statutory requirements in the building
operations for the hotel are being taken care of. The notices, signage and display related to all
aspects are being done.
1.2 Responsibility of York place shopping Centre and Shaftesbury
The liability of York place shopping Centre and Shaftesbury are:
Statutory Compliance-The facility manager has to renew the licences as well as certificates with
respects to operation in shopping mall and Shaftesbury.The facity manager has to ensure that all
the timely renewal of all certificates and licences.
Development of evacuation program and fire drill-Instalation of fire evacuation program and
extinguisher is the responsibility of facility manager.
Builiding operantion and management-It is the liability of facility manager to fulfill all the the
legal and statutory requirement for cited venture.
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Statutory compliance and emergency procedures-responsibility York place shopping Centre and
Shaftesbury is to follow the norms formulated by goverment nad develop the emergency
processes.It is the role of York place shopping Centre and Shaftesbury is to renew the
certifications and licenses of all kinds with respect to their business operations. It is laos required
by management team in an oraganisation to consider the notices, signage and display related to
all aspects are being done.
1.3 Responsibility of Facility manager towards Consumer
It is the role of facility manager to manage and control various activities and people in
organisation.
Service management-It is the duty as well as responsibility off facilities manager in Cited
ventures to provide effective, timely and suitable services to Clients.
Providing customer with discounts and offers-The facility manager has to make sure that
different customers are provided with best deals, discounts and offers.
Consumer improvisations and Satisfaction-It is the duty to facility manager to focus on providing
satisfaction to customer. It is their responsivity to obtain feedback and suggestions from
customers visiting shopping mall and company. The evaluation and feedback mechanisms are
the ways in which the satisfaction of the customers could be mapped and evaluated. It has to be
ensured that the customers are provided with good quality as well as appropriate quantity of
products.
Safety as well as security of customers-The facility manager is responsible for providing safety
as well as security to customers or shopper visiting shopping mall (López-Plata, Expósito-
Izquierdo and Moreno-Vega,2017)
1.4 Impact of facilities operation of employers or funding agencies
Funding agencies are actually those agencies that provide capital to the company to run
its operations and facilities. Both organisation York place shopping Centre and Shaftesbury have
many suppliers.These suppliers plays significant role in facilities operation of employers.It is
required by facility manager in York place shopping Centre and Shaftesbury to design and
execute operational activities according to the legal compliances as well as statutory operational
procedures. The facilities' manager in cited venture are accountable for fulfilling their duties as
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well as responsibilities towards workers, consumer and another stakeholder in organisation. The
function performed by facility manager at workplace will assist firm in eliminating legal
obligation. It will also provide funding agency a satisfaction as there is no illegal proceeding and
money has to be given in order to keep the operations in shopping mall can be continued in
systematic as well as effective manner.
The facilities' operation will assist manager in monitoring and controlling the overall
business activities. It is the responsibility of facility manager to ensure that both internal and
external stakeholders are satisfied.
It has been identified from the given case study that both York place shopping Centre and
Shaftesbury has got the award for ethical practices. This has been possible only through the
effective, talented and knowledgeable facilities operational manager (Organisations increasingly
recognised for ethical working, 2017)Facilities operations will help in keeping a control on the
overall operations and the workflow of the services and the operations that are running or taking
place. The employer is greatly affected by the facility operations managers who are strategic
planner and assists in organizing daily operations of a hotel business, thus employer needs to
provide distinctive attention towards premises in which such business is situated. Employer in an
organisation is completely depended on facilities' management staffs who sometimes supervises
several diverse aspect of the operations of an enterprise starting from managing vendors as well
as contractors to make arrangement towards maintenance as well as looking towards new
techniques for reducing costs. To execute several operations an employer is effected by the
negotiation with facility manager with other clients as well as vendors who perform work on the
company property.
TASK 2
2.1 Assessing the statutory regulations that will have impact on facilities operations
In UK, the regulations and legislation are very strict with regard to designing and
execution of operational activities. As per the norms in UK, it is very essential for facility or
operational manager to consider the health and safety of workers when formulating as well as
implementing various practices, system and operational procedures at workplace. Both York
place shopping Centre and Shaftesbury has developed the practices, procedures and systems as
per the requirement by the cited venture and considering the laws related to the safety of
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Employees at workplace. The cited firm has obtained licence for executing various operational
activities. As this help organisation in demonstrating that the workers or employees in cited
organisation have the ability, expertise and specialisation in facilitating Specific operational
activities. It is the responsibility of facility manager in York place shopping Centre and
Shaftesbury to conduct internal as well as external audits. As this activity will help manager in
identifying the performance gap and formulating effective strategies for executing operational
activities in systematic as well as effective manner. It will also assist them in ensuring the all
form of securities such as health, hygiene, fire etc. The health and safety Act states that the cited
ventures required to obtain operational certificate, licence as well as certificate for sound and
music and certification on safety and security of the customers. According to the employment
law it is required by operational manager to providing training to workers based on their job art
workplace. It is essential for operational manager to provide complete detail of use of machinery
and technology. As this activity will help business entity in eliminating accidents at workplace.
The facility manager in Cited organisation has to ensure that the company is complying with all
the legislation such as employment, equality and disparity law. It is their duty to confirm that all
the facilities as per contract act are being provided to employees in organisation.
It has been identified from given case study that both York place shopping Centre and
Shaftesbury conducts ethical practices which is assessed by the scheme also which includes the
quality of landlord/tenant engagement. Paying the Living Wage to both staff and contractors’
staff, and allowing the rights of both is an additional perquisite that is given by cited venture to
its employees (Duggan and Pullan,2017.)
M2 Coherent and logical development of principles/concepts are presented while assessing the
statutory regulations that will affect facilities operations
Statutory regulations are enforced by the regulatory organizations can have impact on
the facilities operations in several ways. Statutory regulations are formulated by government for
ensuring that public is prevented from poor practices. York place shopping Centre and
Shaftesbury almost all the countries of the world, it is obligations on the companies to work
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under the rules and regulations in order to ensure that their operations are not had adverse effect
on health and safety of their employees as well as customers.
2.2 Health, safety and environmental measures that is required to be implemented by Facility
manager
The UK government has formulated strict regulation and standards related to health,
safety and environment. It is essential for both the cited firm to comply with these regulations as
this factor can have great effect on the profitability, sustainability and growth of firm. These
regulations and standards have direct impact on functions of facility operations. The objective of
these legislations is to ensure that people or community are prevented from the poor practices. It
is essential for organisation to facilitate business activities as per industrial norm and government
regulations. As this activity will help firm in ensuring that business operations do not have
adverse effect on health and safety of workers as well as consumers.
Risk assessment is the effective method that can be used for identifying the risk in all
settings. This is the suitable tool for effective risk management in relation to health and safety
management. It is the essential as well as legal duty of facility manager to facilitate risk
assessment procedure before implementing technology, system or procedure at workplace.
Effective risk management procedure includes number of steps these are identifying the risk,
assessing the scope of risk, extent of the risk, determining whether action needs to be taken to
reduce the risk, and then taking action and evaluating the results of the action (Hibino and
Yanaga,2017)
Risk Assessment
Prepared by:
For: York place shopping Centre
Review date:
Potential
hazards
People at risk
and how?
Action already
in place
Action By Action Target
date
Done
Slips, trips
and fall
Employees,
workers and
customers. The
It is required
by working
staff to
Supervisors 12/01/18 11/01/18
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risk of harmful
injuries if any
of the person
trip over any
objects. The
individual may
slip due to wet
floor.
comply with
safe working
pattern.
The York
place shopping
Centre need is
using Anti
slipping
matting at the
entrance.
The cleaning
team has been
allotted with
the duty as
well as
responsibility
to monitor
entrance for
wet floor
surface.
The
appropriate
equipment is
used for the
right job
Contact with
bleaching
material and
other harmful
cleaning
Employees or
workers may
face skin
problems due to
the direct
The workers
are provided
with Gloves,
brushes, long
handed mops
Supervisor?
Facility
manager
13/01/18 12/01/18
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chemicals contact with
harmful
cleaning
chemicals. It
may also lead to
breathing
problem. This
factor may have
adverse effect
on the
environment in
Shopping mall
(Morin, Leung,
Perry,howlett,
Minassian and
Poulos,2017)
in order to
prevent such
issues.
The cleaning
team is
provided strict
instruction
regarding the
use of harmful
chemicals and
they are
provided with
training in
order to assist
them in
dealing with
such risks.
Verbal abuse The employees
may have to
suffer oral
abuse and
assault from
their employer
or consumer
when working
in remote areas.
The
employees in
York place
shopping
Centre are
provided with
appropriate
training in
order to
prepare them
to deal with
such critical as
well as
Manager 14/01/18 13/01/18
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complex
situation.
Musculoskel
etal disorder
The workers
may face
Musculoskeleta
l disorder due to
lifting of heavy
material,
machines or
equipment.
Trolleys
provided for
moving bags
of waste and
lifting heavy
material.
Supervisor 15/01/18 14/01/18
The environmental sustainability principles that has been adopted by Shaftesbury as the
organisation:
The enterprise has to comply with the best environment, sustainability and investment
standards in overall aspects of its business operations. Business entity has to ensure that the
company investment decisions is contributing towards to improvements in environmental
sustainability at the urban and domestic level. Working effectively as well as cooperatively with
government, planners, tenant and other stakeholders will help firm in achieving their target
(Tinnilä,Kallio and Vepsäläinen, 2017)
2.3 Discussing the documentation required to account for compliance with statutory regulation,
health, safety and environmental measures.
As a health and safety measure appropriate record maintenance and auditing of these
records is essential. It is required by facility manager in both cited venture to develop and
maintain management information system as well as other essential document that demonstrates
the status of various operations. There are several documents and registers that are to be
maintained in order to fulfil the statutory and legal requirement. These information or legal
documents are:
Licence for business operation for the shopping mall property: This type of documents includes
fire control system, Building operation and other legal licence.
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