ASSIGNMENT

ON
FACILITY MANAGEMENT

Contents
1.1 Introduction.......................................................................................................... 3
1.2 Concept of Facility Management..........................................................................3
1.2.1 Facilities Shared................................................................................................. 4
1.2.2 Role of the Facility Manager.............................................................................. 5
1.4 Remedy to the constraints................................................................................... 8
1.5 Ethics role in facility management.......................................................................8
Conclusion.................................................................................................................. 9
References................................................................................................................ 10

1.1 Introduction
As in the present scenario, it is not very unusual to share the infrastructure and the facilities of
one business with the other due to the lack of resources and the competition involved. Starting
any new business can be cumbersome and complicated too if it is not arranged in a systematic
manner even if it is in the experienced hands. It is a big challenge in todays world with lot of
risk and financial requirements. So if the business has to be successful it has to be fully fledged
with all the facilities and the equipments involved. So if one wants to goes for a new business
estimate of the facilities, land and money must be kept in mind because every great idea cannot
make big business nor can generate a steady revenue stream, it needs a lot of effort on the part of
the business. Then it includes a greater role of the facility manager as he is the only one who has
to take care of everybody and their needs with the availability of the scarce resources and the
limitations. The education is such an industry where the students will differ on the basis of the
level of intelligence, knowledge in turn that will affect the uses of the facility and the use of the
space. There are many facilities which will be used by the students of the college as well as the
students of the local university. Therefore the facility manager has to be very cautious in taking
the decisions for the management (Robbie, 2003)

1.2 Concept of Facility Management

Facility or the Facilities management (FM) is a diverse field which is devoted to the coordination
of space, infrastructure, people and organization, they are often associated with business services
functions such as colleges, offices, schools, and the convention centers, Shopping complexes,
hospitals, hotels, etc. However, Facility Management facilitates the business on a much wider
and a broader range of activities than just the simple business services and these are also referred
to as non core functions. Many of these are outlined below but they do vary from one business
sector to another. Over the last few years, facility management has been growing as a spark and
giving business field a new dimension and it is also considered as a scientific discipline, slowly
finding and anchoring its position among organizations business processes. Nowadays, the
sincerity and the dedication of Financial Management organizations to new developments and
continuous innovation processes seems to be the right way to stay in business and the education
industry, constantly exceeding customers expectations and adding an add on value to the core
business of the client organization as well as to the market (David, 2002)

According to the European facility management association, Euro FM, uses the EN15221: The
definition of facility management, EN15221-1, provided by the European Committee for
Standardization (CEN) and ratified by 31 European countries is the integration of processes
within an organization to maintain and develop the agreed services which support and improve
the effectiveness of its primary activities" (Maureen, 2005).

1.2.1 Facilities Shared

Facilities which are been shared by the college and the university which is of the local city only,
will have the impact on the students as well as the staff of the campus. So the researcher has
studied to make the facilities available and they can be like:
Car or two wheeler Parking area, whichever is allotted is the service or the facility which
is being used by both the campuses.
Security of the campus and the benefit derived from it that is the safety of the people
entering are very safe and sound
Drinking water which is very essential to keep them energized
Reception and the front office activities like the enquiry for the room or the admission
process.
Canteen is again one of the most important facilities which give way to delicious and
healthy food service.
The need for which the staff and the students are there is the room to get the studies in.
the room may include: the class room, lab room, practical room, art room etc.
Cleaning is again one of the vital parts of any education group as it teaches everybody to
be morally responsible for this. This gives the dirt free and hygienic surroundings to
breathe in.
Staff skills and knowledge: This is a kind of facility which every student will avail of if it
is available.
Porterage and janitorial support: Depending upon the size of the contract and discussion
with the management college can also consider committing our day janitorial staff
through the 'NVQ Cleaning & Support Services' course which is totally free of charge.
Entrances and perimeters of building servicing can be like (Mike,2009)
Other services and facilities that will have to be shared among these two institutes are as follows:

Toilet servicing

Kitchen/Tea point servicing

Waste removal & recycling duties

Meeting/banqueting/seminar servicing

Porterage services

Any other duties you may require (Kit, 2010)

1.2.2 Role of the Facility Manager

According to the Sheridan, Mike 2009 The role and responsibilities of any facility manager is
very huge and wide because it has to take care of the most important term that is facilities and
make them available wherever it is needed. He is the one who does not need any higher
qualifications but it needs a systematic planning and an organized way. The person has to make
others realize of its capabilities by sitting in the joint committee consisting of both college and
university senior managers and academics. The studies of the Cotts (2003) show that the
responsibilities of such a manager are like this:

Facility manager tries to adopt managing administrative activities involving purchase of

equipments, maintenance of procurement, housekeeping, safety, security, employee

induction etc.
Preparing and planning monthly reports regarding the finance required for maintaining

office infrastructure and facilities.

Budgeting and having the cost control measures, Monitoring Budget is again one of the

important.
Assisting the academic department in project management, cost optimization and

implementing college expansion plans contract management with the ISO.

Cost control of the space available and making greater use of it and ensuring timely

implementation of the project.

Managing maintenance, repair, & replacement of office equipments, appliances,
furniture, furnishings, vehicles, building, etc.,

Purchasing, Implementation and operations of Security and Surveillance of the college to

be timely done.
Vendor management- Oversee acquisition, installation and commissioning of equipments

that are required for the facility IT Systems, air conditioning etc.
Monitor all Statutory Compliance areas of the campus.
Asset Management is again one of the important parts of all Site operations assets across

multiple locations.
Doing all the Event Managements, organizing meetings, conferences, making travel
arrangements and hotel reservations for all the guests & foreign delegates and for the

staff as well.
Coordinating with various departments within the corporate office and all branches of the

college.
Active participation in the Leadership Team of the campus for the Strategic Business

Planning, implementation.
Upkeep of office administrative facilities and ensure availability of daily miscellaneous

requirements to provide harmonious work culture to all the staff and the students.
Acting as an info-hub for providing administration related information and supervising
administrative activities like general admin, verification of stationery stock, petty cash,

courier, florist, pest control, housekeeping, etc.

Specialization in handling of the back office operations, inter-office correspondence,

confidential mails, quotations, monthly billing, cheques of the staff, etc.

Arranging for relocation of the students and the staff from different parts of India which
includes arrangement for their home and family related needs such as school admission,
transportation and taking care of their household needs.

Arranging accommodation for the staff by co-ordination with various branch offices and to
continuously improve the quality of services by visiting and studying the overseas location is the
primary purpose (Golding, 2010).

1.3 Problems and Constraints

Every task has to start with the problem or the obstacle to make the way for the right path to fit
in place. To err is human and therefore the problem has to be solved very carefully and
cautiously. Various researchers have studied the problems in the education industry related to the
room space, cleanliness and safety and have tried to overcome it (Storey, 2007).

The problems can be stated as in relation to the Room Allocation and its Management

As the number of students and staff are more and the number of rooms less. So that
creates a big problem in managing the room service and the distribution becomes

difficult.
If the distribution will be uneven so the number of students and the staff in a room will

also vary, that will make the more usage of the facilities given to the room.
Maintenance issue will be increased throughout and that will increase the cost.
Relatively small unit or room with heavy traffic will make table spacing difficult for

studies to be done.
However various permissions have to be taken from the educational; ministry to merge
space into one to make staff and students to get fitted, it will again increase the cost of the

campus.
Room allocation also has to be according to the students living in it as there are people
from different backgrounds, different genes as some are from the local university and
some from college (Storey, 2007)

Some of the health and safety and environmental issues which will impact the functioning
in the shared building are as follows:

This is the most serious issue which should be thrown light on as it includes the most
sensitive part called health. Lights out on exterior signage. Exterior garden patches and
building/awnings neglected.

Gents toilets out of order, Ladies leaking beneath dryer.

Drinking water full of bacteria and insects in it and the glasses to be used were out of order.

College atmosphere, including Indoor air quality.

Lifting equipment

Work equipment (Paauwe, 2009)

1.4 Remedy to the constraints

As the problems have been discussed, there has to have solutions to it. Many researchers have
studied the various aspects of the theory and have come to the conclusion of providing the
solutions. So therefore the following have to be implemented to overcome the problems:

Room allocation can be managed by the various programs and the students can be
divided equally among the rooms and the spacing for the same can be done in a

systematic manner.
Health and hygiene issues can be corrected by the proper check on the hygiene list and
the cleanliness been maintained by the health officer (Pfeffer, 2009)

1.5 Ethics role in facility management

Paying attention to ethics makes good sense for any college or the business sense. The
researchers say that the goodwill is created for any business and the college that enhance our
chances of success when we meet our obligations and treat the customers, colleagues, and
subordinates fairly and honestly. Ethical behavior is very much important in the workplace,
whether it's an office, a college, a boardroom, or a university. Everywhere business is conducted,
ethics matters a lot. Ethics refers to a set of rules or the norms that describes what is acceptable
or is right to be conducted in a society. Ethics serve as a guide to moral daily living and helps us
judge whether our behavior can be justified or will be acceptable or not. Ethics can be
differentiated from the values as values are defined as the acts, customs, and institutions which a
group of people will be regarding in a favorable way. They are such a mode of conduct or set of
rules on which society is based and the general rules which is applicable in the culture. Certain
moral elements are universal and are accepted all across the boundaries, such as the laws
forbidding homicide and the basic duties of doing good and furthering the well-being of others.
Morals and ethics are very similar; both pertain to society's ideas of right and wrong (Becker,
2005).
According to the Golding (2010) many professionals and corporations have developed different
codes of ethics and standards to address their unique college situations. By developing a code of
ethics, a college or a university makes it clear that staff and members cannot make ignorance as a
defense for unethical conduct because that will break the standards and will be punishable. In

general, the proper role of corporate management in promoting business ethics involves
clarifying and enforcing expectations, listening to and respecting diverse views on various issues,
acting consistently over time, and creating an environment free from harassment and inequality.
A professional code of ethics or the norms sets a standard for which each member of the
profession can be expected to meet. It is a commitment to act in a manner that protects the
public's well-being and give the profit as well. A professional code of ethics informs the public
what to expect from a college and its staff and the students too (Sheridan, 2007).
Many well managed ethical standards fail because they are too vague, very improper and general
and give no specific directives. Codes of ethics must be very specific enough to convey the
intended conduct. Respectively, they must avoid being so prescriptive that a literal interpretation
of it becomes an excuse for noncompliance. Also, ethical codes must be general enough to avoid
encouraging defensive management, where a student becomes unable to act and make decisions
that will fear that any action will be unethical (Storey, 2007)
The roles of top management and senior staff are critical in developing the culture and the dos
and donts of an organization. Most experts agree that the principal, staff and vice-principal level
of executives set the ethical tone for the entire organization, and lower-level staff obtain their
cues from these individuals. If a company is to maintain ethical behavior, its policies, rules, and
standards must be worked into its control system and should be checked every time to time.
Remaining ethical is not a static issue, it can be managed easily. It requires review and evaluation
periodically. Companies need to periodically review their priorities and make necessary
adjustments. Otherwise, their standards and training become outdated and will not be useful.

Conclusion
As per the theory of the Cotts (2002) the study has given a new way to the research, like the
facility management is not the small area to manage but it should carry all the necessities of the
college. Therefore the university should have the facility manager to take care of all the facilities
as it has been stated above. But in writing the facilities, problems do arise and to overcome that,
solutions have been stated by one of the analyst Patterson (2005) Problems have to be solved by
the implementation of the remedies but to take care of ethics in mind and consider them.
Facilities are shared and they are given to the staff for the purpose of feasibility. There are some

of the topics which are not been highlighted by the researcher due to the unavailability of the
resources and the lack of the knowledge of the literature review (Tuveson, 2010).

References

Cook, Robbie. "Facilities Management & Design for the 21 st Century." Site
Selection, March 2003

Cotts, David G. The Facility Management Handbook 2nd ed. New York: AMACOM,
2002

International Facility Management Association. IFMA. Houston, TX, 2008

Patterson, Maureen. "The Clock Is Ticking." Buildings, January 2005

"The Color of Money: Green Initiatives Reduce Costs, Add Value." Buildings, February
2008

Sheridan, Mike. "Innovative Management Technologies Add Value." National Real Estate
Investor, February 2009

Tuveson, Kit. "Facility Management in the 21st Century." Managing Office

Technology, May 2010

Golding, N. (2010) "experts on service in facility industry" in Beardwell, J. and Claydon,

T. (2010) FT Prentice Hall

Storey, J. (2007) "What is facility mangement?" in Storey, J. (2007) Hotel management:

A Critical Text, Thompson

Paauwe, J. (2009) 'facility management and Performance: Achievement, Methodological

Issues and Prospects' Journal of Management Studies, 46 (1)

Pfeffer, J. (2009) Competitive advantage through people for the facility management ,

Harvard Business School Press

Becker, B. and Gerhart, B. (2008) 'The impact of facility management on organizational
market' Academy of Management Journal 39 (4) 779801