Standards in facility management

Date Month
Date Month
gva.co.uk
Standard
s
For FM
FMP Event
19 April 2016
Richard Davies
GVA Acuity

gva.co.ukShort presentation title here / November 2010• FMP Event 19 April 2016 – Standards
Agenda
• Standards in context
• FM Standards
• FM Procurement Standards
• ISO 41000 Management System
Standard
• Changes to the Big 3
• ISO Management System
Standards
• Other Standards/Accreditations
in FM
• Summary

Standards – what are they?
A standard is an agreed way of doing something. It
could be about making a product, managing a process,
delivering a service or supplying materials .
Developed by committee’s including steering and
working groups. Considered to be Best Practice
documents prepared by experts in their field.
.

Hierarchy of Standards

Benefits
• Standard and integrated approaches across the business promoting
Best Practice
• Improve business performance
• Enhance Customer satisfaction
• Create cost savings and working efficiencies
• Reduce business risk
• Become more sustainable
• Environmental benefits
• Encourage innovation

The 6 current FM standards
Ref Standard
1 BS 8536: 2015, Facilities management briefing – Code of practice
2 BS 8572: 2011, Procurement of facility-related services – Guide
3 BS 8587: 2012, Guide to facility information management
4 BS 8210: 2012, Facilities maintenance management – Guide
5 BS 8892: 2014, Transition management of facility related services – Guide
6 BS EN 15221-1: 2006, Facility management – terms and definitions
BS EN 15221-2: 2006, Facility management – Guidance on how to prepare facility management
agreements
BS EN 15221-3: 2011, Facility management – Guidance on quality in facility management
BS EN 15221-4: 2011, Facility management – Taxonomy, classification and structures in facility
management
BS EN 15221-5: 2011, Facility management – Guidance on facility management processes
BS EN 15221-6: 2011, Facility management – Area and space measurement in facility
management
BS EN 15221-7: 2012, Facility management – Guidelines for performance benchmarking

The 6 FM Standards - Summary
Standard Purpose
BS 8536: 2015 Facilities Management
Briefing – Code of Practice
• Promotes and involves the FM function/team at an early
stage of building design and links with design team
BS 8572: 2011 Procurement of facility-
related services – Guide
• Guidance for procurement of FM services against a defined
and structured process
BS 8587: 2012 Guide to facility
information management
• Covers all aspects of FM information management
BS 8210: 2012 Facilities maintenance
management – Guide
• Good practice guide which aligns maintenance strategies
with the core business
BS 8892: 2014, Transition management
of facility related services – Guide
• Complements BS 8572 giving guidance on transition from
one service arrangement to another
BS EN 15221-1: 2006 Facility
management – terms and definitions
• Lead FM standards document, provides the terms
definitions that other FM standards will follow

The 6 FM Standards – Summary (.con’t)
Standard Purpose
BS EN 15221-2: 2006 Facility management –
Guidance on how to prepare facility management
agreements
• Guidance on the typical content for an agreement
between client and provider or within an internal SLA
Guidance on quality in facility management
• Introduces service quality improvements together with
service level definition and use of metrics
Taxonomy, classification and structures in facility
management
• Introduces standardised facility products including
nomenclature and considers FM requirements at a
strategic/tactical and operational level
Guidance on facility management processes
• Guidance on use of process based approach to
management systems within FM considering
activities/inputs and outputs
BS EN 15221-6: 2011 Facility management – Area
and space measurement in facility management
• Constructive framework with clear terms, definitions
and principles for measuring space in buildings
Guidelines for performance benchmarking
• Basis for benchmarking FM offering a common basis
for costs quality, satisfaction and productivity

FM Procurement Standards
• BS 8572:2011 – Procurement of facility related services
• BS 8903:2010 – Procurement and framework for procuring
sustainably
• PAS 7000:2014 – Supply chain risk management
• BS EN 15221-2: 2006 – Facility management – Guidance on
how to prepare facility management agreements

The BS 8572 Procurement of
facility-related services - Process
Establish
Needs
Develop
Procurement
Strategy
RFI/PQQ
RFP/ITT
Evaluation
and
Commercial
Close
Mobilisation
Performance
review

Benefits of procuring FM services
according to BS 8572:2011 – Procurement of facility
related services
• Process and delivery standardisation
• Demonstrable Best Practice
• Improve transparency of process and information
• Alignment with core business requirements
• Ensures that objectives are met
• Increase collaboration
• Training tool
• Platform for successful contract
• Recommended within RICS Service Charge Code
• Improve quality and reduce cost – Best value!

On-going FM Standards enhancement
• Draft BS ISO 18480-1 Facilities management – terms and
definitions
• Significant changes to BS EN 15221-1: 2006 Facility management Terms and
definitions
• Draft BS ISO 18480-2 Facilitates management – Guidance on
strategic sourcing and the development of agreements
• Mainly unchanged from BS EN 15221-1: 2006 but the standard is being
broadened to include strategic procurement
• Plan for other parts of BS EN 15221to be reviewed
• New BS ISO 41000 Management Standard for FM

ISO 41000 – Management System
Standard for FM
• ISO approved a new ISO for facilities
management
• Accredited structure and framework
which will include formal processes and
identify skills and competencies
requirements
• Will operate in a similar way to ISO 9001
• +20 countries involved in development
• 2-3 years away from publication
• BIFM view this as a significant step
forward for FM

Changes to the Big 3
Old standard New Standard
ISO 9001:2008 ISO 9001: 2015
ISO 14001:2004 ISO 14001: 2015
OHSAS 18001 ISO 45001: 2016 (Oct)
• Change required to meet today’s legislative requirements
and business needs
• New high-level structure for all ISO Management
Standards – Annex SL
• Focussed on Risk-based thinking
• Have 3-years to transfer from ‘old’ to ‘new’

ISO Management Standards – Annex SL
Clause Content
Clause 1 Scope
Clause 2 Normative references
Clause 3 Terms and definitions
Clause 4 Context of the organization
Clause 5 Leadership
Clause 6 Planning
Clause 7 Support
Clause 8 Operation
Clause 9 Performance evaluation
Clause 10 Improvement
Benefits:
• Standard approach for all
management systems
• Enhanced use of resources
• Improved risk management
• Increased customer
satisfaction by meeting
service expectation

Other ISO Management Systems Standards
ISO Standard
ISO 18788: 2015 Management system for private security operations
ISO 22000: 2005/14 Food management systems
ISO 22301: 2012 Societal security – Business continuity management systems
ISO 11000: 2011 Collaborative business relationship management
ISO 19600: 2014 Compliance management system
ISO 30300: 2011 Information documents – Management system for records
ISO 50501: Innovation management – innovation management system (under
development)
ISO 55000: 2014 Asset management – Management systems
ISO 50001: 2014 Energy management system
ISO 27001: 2013 Information technology – Security techniques – Information
services management systems

Use of Standards by FM companies
BS 11000 – Collaborative Business Relationships
• ‘Has enabled us to evaluate and select appropriate business partners and develop working
relationships based on trust and shared principles’ – Paul Crilly, NJC
• “improve business performance by, encouraging the shared use of resources and this reducing cost
and risk. It enhances opportunities and demands innovation”. Sara Boyle, ISS
• “We work with a number of customers applying the 8 stage principles of BS11000 on collaborative
partnerships, which we feel is an excellent means to share knowledge, skills and resources with our
customers, but also one to evidence added value throughout the contract duration” Mark Whittaker,
Integral
• “…which I hear all the time is that service providers are all the same offering the same equipment and
the same processes etc. This is why we like to focus on the areas which differentiate us from our
competitors and how our approach may be different through BS 11000” – Justine Baker, Wetton
Cleaning Services Ltd.
• EMCOR have developed a comprehensive and World Class Key Account Management programme
which has inevitably supported its achievement in becoming the first FM Company in the world to be
accredited under BS 11000 Collaborative Business relationships -Dr Sue Holt, Cranfield School of
Management

Use of Standards by FM companies (.cont'd)
BS 11000 – Collaborative Business Relationships
• “A true partnership requires honesty and openness and with this comes the responsibility to protect
the sensitive information provided to allow a true partnership to form, we believe that by our utilisation
of the ISO27001 ISS continually provide security, best practice and peace of mind to our clients that
we are protecting their information and their brand” – Michael Harvey, ISS
• “we have used elements of BS 11000 to drive collaborative workshops with some of our clients and
they are in full use on some of our larger Infrastructure contracts. We have set an internal procedure
on asset data standardisation and recognised the benefits of this some years ago”. Matt Mannion,
Skanska

Use of Standards by FM companies (.cont'd)
BS 50001 – Energy Management Systems
• “We are supporting and working with our clients to achieve this on their behalf” – Richard
Smith, Mitie
• “it gives them the confidence that we can manage their consumption and bills in a robust
manner. Provides the basis for us to ascertain, verify, reduce and optimise consumption to
provide value for money as well as reducing business’ carbon footprint. Alun Wallace, Vinci
BS 22301 – Business Continuity Management
• “Corps Security is wholly committed to our ongoing ISO22301 accreditation in relation to
Business Continuity. to continue servicing our customers needs without detriment,
throughout and following any incident.” Gary Broad, Security
ISO 15686 and BS 8544 Standards
• both inform and guide the proactive nature of FM which is of course where the step change
benefits for FM lie. Deep Mahida, Bilfinger Europa

Other Qualitative
Standards/Accreditations used in FM
Business Area Available Standard/Accreditation
Hospitality Hospitality Assured – Standards and Business Excellence by the
Institute of Hospitality
Security SIA Approved Contractor Scheme. Aim to improve Standards within
the Private Security Industry
Cleaning Cleaning Industry management Standard and Certification Program
Core Business EFQM Framework for Business Excellence. General Framework
Facilities
Management
ISO 9001/14001/18001/etc. Any specific Standard?
Maintenance ?

EFQM – Fundamental concepts of
excellence

Quality-Value Index: GVA

Consistent themes for all quality
standards
• Leadership & management
• Strategy & operations
• People/staff
• Service quality
• Compliance
• Customer satisfaction / relationships
• Continuous improvement/innovation
• Social responsibility

Summary

Questions

Date Month
Date Month
gva.co.uk
GVA Acuity Ltd
65 Gresham St.
London
EC2V 7NQ
Richard Davies, Associate Director
Mob: 07747 011726
richard.davies@gva.co.uk
Contact Details

Appendix
Summary of the 6 FM Standards

BS 8536: 2015 Facilities management
briefing – Code of practice
Brief Intended for use by individuals and organizations preparing or contributing to
design, construction and operations, in both the public and private sectors,
including owners refurbishing an existing asset/facility, organizations procuring
a new asset/facility, and the designers, constructors, subcontractors, operators,
operations teams, facility managers and other specialists engaged in such
activities.
Key Outputs/
Content
1) promoting the early involvement of the operator, operations team or facility
facility manager, as appropriate
2) extending the commitment on the part of the design and construction team
team to aftercare post-handover of the asset/facility and its correct, safe,
secure and efficient operation in line with environmental, social, security
and economic performance targets

BS 8572: 2011 Procurement of
facility-related services – Guide
Brief
Description
Provides owners, operators, tenants, facility managers and property managers with
guidance and recommendations for the procurement of a broad range of services
that are required to support the physical assets making up a facility and the needs of
users of that facility. It covers both new and existing facilities.
Key Outputs/
Content
Procurement process identified in detail, including:
1. Establishing FM Strategy, needs; services & market audit.
2. Identifying Risks and Opportunities
3. Criteria for evaluating options, including FM modelling and the FM strategy.
4. Tendering process (RFI & RFP) including assessment of tenders and Weightings
5. SLAs, Performance Measurement & Management reporting
6. Contract award / mobilisation / go live
7. Operational processes and procedures
8. Performance and Operational Review
9. Useful Procurement Checklist

BS 8587: 2012 Guide to facility
information management
Brief
Description
Provides owners, operators, tenants, facility managers and property managers with
guidance and recommendations in regard to the management of information and
data concerning the facilities they own and/or operate.
Key Outputs/
Content
1) Covers all types of information, data and records relevant to FM in buildings
2) Information management strategy, policy & procedures
3) Information security and data protection
4) Information categorisation (shared & restricted)
5) Steps involved in the IM process
6) BIM
7) Records & registers/Asset registers
8) Approvals & Permits / Risk assessments / Inspections & Tests
9) Leases/SLAs/Service Charge Agreements
10) Procurement/Budgets/Contract Administration
11) Appendix includes a Typical Building Manual Content and Building User Guide

BS 8210: 2012 Facilities maintenance
management – Guide
Brief
Description
Acts as the basis of an approach for achieving successful maintenance outcomes for
a range of facilities. It is intended to assist facility owners and operators, or those
acting on their behalf, in regard to facilities maintenance management in aligning the
formulation and implementation of maintenance strategies and policies to the core
objectives of the organisation in the most efficient and effective way.
Key Outputs/
Content
1. Outlining a process approach to maintenance management at the strategic and
tactical levels, with links to operational activities;
2. Assisting organizations and individuals to formulate strategy and policies for
maintenance management;
3. Assisting those responsible for ensuring that facility assets continue to perform
as intended, retaining their asset value at minimum cost;
4. Highlighting the importance of regular and planned maintenance as a value
adding activity;
5. Highlighting relevant areas of importance with regard to occupational health and
and safety and information management.

BS 8892: 2014 Transition management
of facility related services – Guide
Brief
Description
Complements BS 8572, is to give recommendations and guidance on processes and
procedures by which facility owners, operators and tenants can manage the transition
transition from one facility-related service arrangement to another in an efficient and
cost-effective manner and minimize exposure to risk and threat to business
continuity.
Key Outputs/
Content
1. Transition process and planning; impact of transition, Business Continuity, Impact
analysis, disruption & contingency planning.
2. Types of Transition – in-sourcing/outsourcing/changing the model – stakeholder
considerations.
3. Risk management – Risk identification, Risk and opportunity register, Risk
assessment & control.
4. Transition actions – Governance, roles, responsibilities and accountability.
5. Transition programme, resources, costs and budgets, uncertainty management,
stakeholder engagement & Transition implementation
6. Managing Transition checklist.

BS EN 15221-1: 2006 Facility
management – Terms and definitions
Brief
Description
This European standard is a lead document in terms of standards in Facility
Management that other initiatives should follow. Initiatives for other standards,
guidelines and technical specifications cannot be made without reference to this lead
document.
Key Outputs/
Content
1. Identifies Facilities Management on a strategic, tactical and operational level
2. Identifies the scope of Facility management on a) General; b) Space and
infrastructure; and c) People and organisation.

Guidance on how to prepare facility
management agreements
Brief
Description
Provides guidance on the preparation of agreements for Facility Management services. This
standard is primarily written for Facility Management agreements between a client and an external
Facility Management service provider. However, a large part of this standard can be applied to
where the Facility management service provider is an internal entity within the client's organisation
and be very helpful to set up an approach based on Services Level Agreements.
Key Outputs/
Content
1. Promote cross-border client/Facility Management service provider relationships within the
European Union and to produce a clear interface between the client and the Facility
Management service provider.
2. Improve the quality of Facility Management agreements so that disputes and adjustments are
minimised.
3. Assist in the selection and scope of facility services and to identify options for their provision.
4. Give assistance in, and advice on, the drafting and negotiation of Facility Management
agreements and specify arrangements in case of dispute.
5. Identify types of Facility Management agreements and make recommendations for the
attribution of rights and obligations between the parties of the agreement.
6. Simplify comparisons between Facility Management agreements.
7. Provides a definition and content for an SLA in FM.

Guidance on quality in facility management
Brief
Description
Primarily written for organisations that adopt quality improvement procedures
together with Service Level definition and the use of metrics. In addition, as technical
developments and requirements of organizations increase and economic systems
mature the demand for this type of FM specific quality management will develop.
Key Outputs/
Content
1. Define quality criteria's and indicators as well as clarify and understand any quality
issues
2. Elaborate and perform the measurements of FM performance and quality
3. Improve processes to achieve quality on strategic, tactical and operational levels
4. Measure efficiency of FM processes and effectiveness of their output
5. Improve quality management processes and assure their continuous improvement

Taxonomy, classification and structures
in facility management
Brief
Description
The approach of this standard is to consider the added value provided to the primary
activities by adopting a product perspective as recognised by the primary processes
or core business in the organisation. This standard therefore introduces the concept
of standardised (classified) facility products.
Key Outputs/
Content
1. Relevant interrelationships of elements and their structures in FM;
2. Definitions of terms and contents to standardise facility products which provide a
a basis for cross border trade, data management, cost allocation and
benchmarking;
3. A high level classification and hierarchical coding structure for the standardised
facility products and services;
4. A linkage to cost and facilities structures
5. Considers the relationship model – Strategic/Tactical/Operational with PDCA in
each case
6. Provides descriptions of key FM structures & normative ref to standard FM
processes & references (32 tables)

Guidance on facility management processes
Brief
Description
Provides guidance to all stakeholders concerned by Facility Management, especially
providers and their clients on the development and improvement of their processes to
to support the primary activities. This will support organisational development,
innovation and improvement and will form a foundation for the further professional
development of FM and its advancement in Europe.
Key Outputs/
Content
1. Provides a basis for developing and improving the facilities management
processes through a consistent, process-based management approach
2. Applies specific guidance on the concepts and use of a process-based approach
to management systems to the field of Facility Management
3. Considers the activities/inputs/outputs and triggers for developing the key FM
processes
4. Useful appendices to aid development of FM processes

Area and space measurement in facility
management
Brief
Description
In order to support a consistent European approach to Facility Management, this
document provides a constructive framework with clear terms, definitions and
principles for measuring floor areas and spaces in buildings, not least a common
language amongst all stakeholders in the entire construction industry.
Key Outputs/
Content
Provides a constructive framework with clear terms, definitions and principles for
measuring floor areas and spaces in buildings.

Area and space measurement in facility
management
Brief
Description
Offers guidelines for performance benchmarking and contains terms and definitions
as well as methods for benchmarking facility management products and services as
well as facility management organisations and operations. It establishes a common
basis for benchmarking facility management costs, floor areas and environmental
impacts as well as service quality, satisfaction and productivity.
Key Outputs/
Content
1. Find new ideas;
2. Collect data to prepare a main decision or to resolve disputes;
3. Reduce costs while maintaining a similar service level received or provided;
4. Improve the service level received or provided while maintaining similar costs;
5. Improve the use of resources;

Contact Details
One Kingsway
Cardiff
CF10 3AN
Richard Davies, Associate Director
Mob: 07747 011726
richard.davies@gva.co.uk

Standards in facility management

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