Category one: Built Environment |  Category two: Responsiveness |  Category three: Functionality
Category four: Economic |  Category Five: Suitability

Category three: Functionality

People – Reporting on Energy Management, Environmental Policy and Facilities Management

This is assessed according to how the information related to the efficient management and operation of the building is communicated to the relevant people.

Chaos (Information can’t be delivered to right people) By casual aural communication Plus meetings Plus regular reporting Plus training Documentation and reporting well organised throughout the organisation (Information can always be delivered to right people).

• Improve personal and team knowledge on facilities management reports (trends, cost-benefit analysis, feasibility studies, executive summaries, etc.).
• Develop a reporting matrix of facilities management reporting versus recipients in order to identify the correct distribution paths.
• Inform top level management of the strategic importance of facilities management reporting.

• Accompany all informal or casual communication with simple appropriate documentation.
• Improve personal and team knowledge on facilities management reports (trends, cost-benefit analysis, feasibility studies, executive summaries, etc.).
• Develop a reporting matrix of facilities management reporting versus recipients in order to identify the correct distribution paths.
• Inform top level management of the strategic importance of facilities management reporting.

• Accompany all informal or casual communication with simple appropriate documentation.
• Distribute summarised documentation at meetings.
• Improve personal and team knowledge on facilities management reports (trends, cost-benefit analysis, feasibility studies, executive summaries, etc.)
• Develop a reporting matrix of facilities management reporting versus recipients in order to identify the correct distribution paths.
• Inform top level management of the strategic importance of facilities management reporting.

• Distribute summarised documentation at meetings. .
• Improve operators’ knowledge on facilities management reports (trends, cost-benefit analysis, feasibility studies, executive summaries, etc.).
• Use a reporting matrix of facilities management reporting versus recipients in order to check and revise the correct information distribution paths.
• Recipient of reports should be informed via dissemination seminars how they can best extract the information they require from the reports they receive.

• Use executive summaries to support and disseminate facilities management activities.

• Executive summaries to support and disseminate facilities management activities.

Systems – BMS

This is assessed according to whether and how a BMS is being used.

No BMS, no programmable controllers No BMS but dedicated programmable controllers BMS installed but not commissioned properly BMS installed and commissioned properly Plus day-to-day operation carried out by competent operators BMS optimally commissioned and well maintained by specialists

• Identify systems where operational control is required.
• Implement a cost/benefit analysis in collaboration with a number of control systems manufacturers.
• Prepare a feasibility study for submission to top level management or appropriate level depending on devolvement of decisions.

• Identify the range of manufacturers components installed in the building and implement a cost/benefit study in collaboration with these and other manufacturers to develop an integrated approach to systems control.

• Consult with manufacturer to identify problems and methods for resolving these problems.
• Implement an operational training programme.

• Ensure operators are well trained in the day-to-day operation of the BMS through Continuous Professional Development.

• Develop operational skills through specific training actions for optimal control of building systems via the BMS.

• Maintain operational levels and include references where required in internal reporting.

Critical – Maintenance

This is assessed according to how the building, including architectural features, BMS (if any), services systems, is maintained.

No regular maintenance Fire alarm and fighting system maintained by a specialist firm Plus services systems (HVAC, lighting, vertical transportation) Plus BMS or dedicated controllers Plus facility management Totally managed by specialist facility management companies or department

• Review all services that require maintenance (structural, services, emergency, security) and identify the specific individual requirements of each category (e.g. boiler maintenance, filters, etc. in the services category)
• Prepare a maintenance strategy and identify the requirement for in house or out sourcing of maintenance works.

• Review all other services that require maintenance (structural, services, security) and identify the specific individual requirements of each category (e.g. boiler maintenance, filters, etc. in the services category)
• Prepare a maintenance strategy and identify the requirement for in house or out sourcing of maintenance works.

• Review the maintenance system and identify the most appropriate areas for rationalisation of in house and out sourcing of maintenance.
• Carry out a regular assessment of the operation of the BMS (annual or biannual) or dedicated controllers (monthly).

• Prepare a strategic overview of the operation of all systems and maintenance procedures to identify areas for improvement including proposals facilities management duties within the organisation or out sourcing.

• Review balance of in house or out sourcing of facilities management.
• Assess performance of facilities management procedures on an annual basis.

• Review balance of in house or out sourcing of facilities management.
• Assess performance of facilities management procedures on an annual basis.

Process – Facility manager

This is assessed according to whether there is a facility manager and how competent he/she is.

No facility manager Part-time facility manager Full-time facility manager with essential skills Full-time facility manager with good experience Competent facility manager Contracted out to a specialist facility management firm or in-house by specialised department

• Review requirements for facility management.
• Assign facilities management to existing competent personnel on a part-time basis in order to develop an action plan for facilities management.

• Review requirements for facility management.
• Assign facilities management to existing competent personnel on a full time basis or out source via a facilities management contract.

• Review requirements for facility management.
• Review operational procedures and personnel skills and assess the balance of in house or out sourcing facilities management activities.
• Review Continuous Professional Development activities of the Facilities Manager

• Review operational procedures and personnel skills and assess the balance of in house or out sourcing facilities management activities.
• Review Continuous Professional Development activities of the Facilities Manager

• Review operational procedures and personnel skills and assess the balance of in house or out sourcing facilities management activities.

• Review operational procedures and personnel skills and assess the balance of in house or out sourcing facilities management activities.

Design – Ease of use

This is assessed according to how the issues related to the ease of use is considered in the design phase.

No consideration on the ease of use Ease to understand the architectural features (layout, partition, etc) Plus services systems Plus control systems Plus building management and facility management Plus fault detection and diagnosis

• Assess the operational requirements that are affected by the difficulties in use of the building and the extent to which they can be modified.
• Prepare proposals for each of the categories (alteration of partitions and/or internal layout, installation of new control systems or systems integration and simplification, training programmes, etc).

• Review the operation of the services and control systems to identify means of simplifying their operation or the requirement for training courses.

• Review the operation of control systems and identify means of simplifying their operation and/or improving user understanding.

• Identify any difficulties in the ease of use of the BMS or the implementation of facility management procedures and address these accordingly.

• Assess the possibility if implementing fault detection and diagnostics within the BMS or facilities management procedures.

• Follow up operational procedures to ensure continued ease of operation and levels of understanding of building occupants.

Category one: Built Environment |  Category two: Responsiveness |  Category three: Functionality
Category four: Economic |  Category Five: Suitability