The Facility Management Handbook / Edition 3

by David G. Cotts, Kathy O. Roper, Richard P. Payant

Overview

As a facility manager, you know that the successful completion of your responsibilities involves a lot more than just making sure the lights and the air conditioning work. You have to plan and control capital expenditures, set up and manage an effective work reception center, make the most cost-effective use of consultants and contractors…all while providing a safe, attractive work environment that supports individual and group productivity. And that’s just the beginning!

The Facility Management Handbook—long the go-to resource for professionals in the field, and now extensively updated for the realities of today’s workplace—provides you with all the tools and guidance you need to wipe out inefficiency and create a productive, smoothly running facility. This third edition supplies you with practical insight on important topics including:

Background and Organization

What exactly is the nature of facility management? What do organizations and executives expect of you in your role? The book explains the challenges of your position as a business leader, and outlines systems you can use to accomplish the critical tasks you’re faced with on an ongoing and everyday basis.

Planning, Programming, and Budgeting

Too many facility managers cling to their technical backgrounds, whereas the successful FM executive needs to have business skills. This book informs you of the best, most efficient ways to gather requirements, arrange them into programs, and ultimately finalize them in a budget. You’ll discover strategies for being proactive rather than reactive as you become familiar with strategic and annual planning to determine priorities and goals, as well as anticipate costs and expenditures.

Sustainability

Rapid change in the interest and acceptance of sustainable building operations has occurred over the last decade, giving you, as a facility manager, a dramatic new area of focus. The book provides an overview of the green movement, showing you how it pertains to FM, and how you may use your role as a manager of facilities to achieve both short and long-term savings, justify and organize a sustainability program that’s in sync with your organization’s goals, and use life cycle analysis to see further down the road for future impacts and savings.

The Design-Build Cycle

Whether you’re involved in a new manufacturing site or merely an alteration of existing space, The Facility Management Handbook gives you a complete under­standing of the standardized methods behind the design-build function. The book takes you sequentially through the entire life of a project, from selecting an architect, to agreeing on what kind of boilers will be used, all the way through to completion.

Facility Emergency Preparedness

The book details emergency management as a managerial function, illustrating how to create a proper framework within your organizational community to reduce vulnerability to hazards and disasters.

Facility Security Management

Since any facility in any location on the planet is subject to the power of nature’s forces, technological failures, or man-made destruction, this book gives you a thorough background in physical security, enabling you to prepare your company for even the worst occurrence.

Operations and Maintenance

With furniture being moved and exchanged, new sign­age replacing old, and light fixtures needing to be revamped, the space around you is in play at all times. This book shows you how to organize this major aspect of your responsibility, avoiding bureaucracy and ensuring that everything runs like clockwork.

Facility Management Practice

The book provides you with a comprehensive understanding of your involvement with both procurement and personnel, as well as important topics such as outsourcing, partnering, benchmarking, and work process loops and, finally, the importance of your role as a skilled communicator.

Taking an in-depth look at the fundamentals of facility management as well as considering current trends and what the future has in store for the field, this new edition of the landmark book is essential reading for every facility manager.

DAVID G. COTTS, PE, CFM, is a former president of the International Facility Management Association. He lives in Alexandria, Virginia. KATHY O. ROPER, CFM, LEED AP, is Associate Professor of Integrated Facility Management at Georgia Institute of Technology, College of Architecture. She lives in Atlanta, Georgia. RICHARD P. PAYANT, CFM, CPE, is Director of Facilities Management, Georgetown University. He lives in Washington, DC.

Product Details

ISBN-13:	9780814413807
Publisher:	AMACOM
Publication date:	09/07/2009
Edition description:	Third Edition
Pages:	688
Product dimensions:	7.50(w) x 10.00(h) x 2.20(d)
Age Range:	18 Years

About the Author

DAVID G. COTTS, PE, CFM (Alexandria, VA) is the past president of the International Facility Management Association and a fellow of that organization. He is an internationally renowned consultant, educator, and speaker on facility management and customer service, based on a 40-year career with the U.S. Army Corps of Engineers and The World Bank.

Read an Excerpt

Preface to the Third Edition

The Facility Management Handbook remains the best-selling facility management book ever, and it is about to be translated into its fourth language. It became evident, however, that there was a need for a third revision: The current edition is nine years old. That alone justified the new book, but we also recognized the importance of including the topics of sustainability and security/emergency planning in the rewrite. The catastrophic events of September 11, 2001 had a tremendous influence on the practice of facility management whether managers had security and emergency management in their dossiers or not.

You need only monitor the recent issues of facility management trade publications to recognize the importance of sustainability. We suspect that any FM who does not have the topic high on his agenda will have it placed there by customers. In the past year, most of the trade magazines have devoted entire issues to the topic with followup articles throughout the year.

To provide expertise on these subjects, the co-authors of the new edition are Rich Payant, the facility manager at Georgetown University, a FM author and educator, and Kathy Roper, a professor at Georgia Institute of Technology and acknowledged expert on sustainability.

We have tried to tap into the knowledge base of all of the professional organizations involved in facility management through personal contact and screening their pertinent surveys, research, and publications. In addition, we have contacted our personal network of experts for their opinions of the current status of facility management, its greatest challenges, and its best practices. We acknowledge these sources in the Acknowledgements and have woven their input into our work.

Throughout the Facility Management Handbook, Third Edition, we highlight the following:
• How to demonstrate the business value of facility to upper management.

• How to reverse the underfunding of our facility infrastructure which has been documented, in the public sector at least since 1990. This was when the National Research Council’s study, Committing to the Cost of Ownership, was published.

These are the two great challenges of facility management here at the end of the first decade of the Twenty First century. Every university FM program, the professional associations, and the Federal Facilities Council should be focused on finding answers and prescribing solutions. This book is your authors’ initial effort which we hope others will seize upon until the problems are solved.

While the question, “What’s changed since the last edition?” is always subjective, we offer the following as major changes, which impact the way facility management is practiced and perceived.

• The profession and the job title are much more accepted and recognized than they were in 1999.

• There are better education programs available based on research and best practices.

• There is an unrelenting cost squeeze on facility departments.

• Some degree of outsourcing is inevitable even in areas that have traditionally resisted this trend, such as government and highly-unionized shops.

• Many of us are struggling with the issue of using illegal labor (or turning a blind eye as some contractors do) versus not having the labor to perform certain tasks.

• The predicted personnel crunch is upon us as “baby boomers” retire from management, supervisory, and technical positions. Economic difficulties notwithstanding, this dictates succession planning even for our own position.

• Areas in which we operate (the built environment, utilities, safety, etc.) are increasingly being regulated by all levels of government.

• Public sector FMs will increasingly accomplish major expansions using public-private partnerships.

• Energy to run our facilities has become a major cost and even greater public relations issue.

• The concept of facility management is expanding world-wide, rapidly driven by the globalization of business, increasing concern for international standards and the growth of professional organizations outside of North America.

• Facility managers are moving away from low-bid contracting in all but the simplest contracting situations.

• Analytical systems have been developed to assist in risk, resource, and financial management.

• A second (perhaps third) generation of facility management information technology is available to assist the facility manager in both managing and promoting his department and projects. In this regard, we will use the acronym IWMS, Integrated Workplace Management System, as a generic term for a system of any manufacturer that supports planning, design, work management, lease management, space management, maintenance management, and some degree of project management within facilities while meshing with the organization’s financial and management reporting systems. We are not pushing anyone’s product and have not included BIM, Building Information

Management, under IWMS.

Regarding the last two items, it may be that the systems are just more accepted. While it is too lengthy to even synopsize here, readers should Google the IBM Center for the Business of Government’s report, “Ten Challenges Facing Public Managers.” Each of these challenges has a concurrent one for FMs, most of them fully as applicable for the private sector FM as for public sector colleagues and relevant today.

Unfortunately, as we and our experts look at the current and short-term status of the profession, we have some major concerns:
• The function and the facility manager still are not viewed as important within the company as, for example, Human Resources or Information

Technology, and their managers.

• Facility managers generally do not have the knowledge or expertise of a business leader. We need to better link facilities with the organization’s business strategy to improve our strategic position.

• Facility managers often fail to appreciate the budget as a principal management tool and to insist that it be structured as such. FM departments should “budget like we work.”
• There are too many professional/trade organizations in the fields covered by the basic functions of facility management. The leadership of these organizations are starting to talk and even cooperate (IFMA’s CEO is on SAME’s board, for example) but facility and property managers are not well served by the disparate organizations.

• Facility managers have failed to make the point convincingly that maintenance and repair needs to be funded consistently. The National Science Foundation has produced report after report on this subject. This situation is compounded by aging infrastructure.

• Customer service, a hot topic when the Second Edition was published, has been seriously ignored as recent cut-backs have forced new priorities.

• Because they are willing to provide resources, vendors have tended to dominate the publications, training, and research of the professional associations.

• Cost considerations have become so paramount in most organizations that it is difficult to obtain adequate funding for required programs.

• Globalization has had a profound effect on facility management. While the profession is becoming recognized internationally, many FM costs (construction, energy, etc.) are literally skyrocketing as the world modernizes.

Because we received positive feedback from those studying for professional designations and from educators, we have retained the basic structure of the book to include the popular “pulse points.” While we have upgraded the glossary, we point the reader to an ever-growing one, FMpedia, being compiled at www.IFMAFoundation.org.

Finally, we retain some of the conventions used in the Second Edition which makes it much easier for both the reader and the authors. FM is used as an abbreviation for both facility manager and facility management. Second, when we use the word organization, we mean company, institution, or agency. In those cases where the subject is applicable only to the public or private sector, then we use agency or company. Also, we use he when referring to facility managers to avoid the awkward he or she construction.

Excerpted from The Facility Management Handbook, Third Edition, by David G. Cotts, PE, CFM; Kathy O. Roper, CFM, LEED AP, and Richard P. Payant, CFM, CPE. Copyright © 2010. Published by AMACOM Books, a division of American Management Association, New York, NY. Used with permission.

All rights reserved. http://www.amacombooks.org.

Table of Contents

Contents

Preface to the Third Edition

Acknowledgments

Section I Background and Organization

1 The Nature of Facility Management

2 Organizing the Department

3 Facility Management Leadership

Section II Planning, Programming, and Budgeting

4 Strategic and Annual Planning

5 Financial Management

6 Space Planning and Management

Section III Real Estate

7 Real Estate Options

8 Lease Administration and Property Management

Section IV Sustainability

9 Definitions, Background, and Applications of Sustainability

10 Sustainability in Practice

11 Sustainability Financials, Acceptance, and Implementation

Section V The Design-Build Cycle

12 Project Management

13 Programming and Project Development

14 The Design Process

15 The Construction Phase

Section VI Facility Emergency Preparedness

16 Planning, Definitions, and Threat Assessment

17 Command, Control, and Communications

18 Emergency Preparation and Training

19 Emergency Response and Recovery

Section VII Facility Security Management

20 Facility Security Goals and Responsibilities

21 Facility Security and Planning

22 Facility Security Implementation

Section VIII Operations and Maintenance

23 Contracting and Types of Contracts

24 Work Coordination

25 Facility Operations

26 Maintenance and Repair

27 Facility Services

Section IX Facility Management Practice

28 Administering the Department

29 Managing Quality Facilities

30 Managing the Budget

31 Communications

32 Information Systems and Other Technology

33 Problem Solvers Look at the Current State and the Future of Facility Management

Appendix A The Facility Manager’s Tool Kit of References

Appendix B Web-Sites and Internet Addresses

Appendix C Facility Management Education Programs

Appendix D Life-Cycle Cost Example

Appendix E Synopses of Economic Studies on Sustainability

Appendix F Facility Security and Emergency Best Practices

Appendix G Backup Documents

Glossary

Index

Editorial Reviews

David G. Cotts, PE, CFM and Richard P. Payant, CFM, CPE named International Facility Management Association's (IFMA) Authors of the Year 2010 for The Facility Management Handbook, 3rd Edition

International Facility Management Association (IFMA) selected Dave Cotts and Richard Payant Authors of the Year for their book Facility Management Handbook, Third edition.

“[The] third edition of this best-seller is a must for every facility professional’s bookshelf.” — International Facility Management Association (IFMA)

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