Domain 8 - Life Cycle Activities/Facility Management

Question 1

Define facility management as provided by the International Facility Management Association (IFMA)

Answer 1

Facility management is defined by the International Facility Management Association (IFMA) as “a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process, and technology.”

Question 2

Describe the general responsibilities of a facility manager

Answer 2

• Ensuring that services are delivered in a manner that will contribute to the overall health and well-being of the facility occupants, the business endeavors, and the productivity and profitability of the stakeholders
• Working closely with the facility management staff to effectively and efficiently operate, maintain, and manage the facility
• Managing day-to-day decision-making about the facility
• Overseeing third-party contractors performing work at the facility
• Providing strategic business solutions and related advice to upper management regarding cost effective and efficient building operation

Question 3

Describe the Life Cycle of a facility

Answer 3

The expense to operate, maintain, and manage a new facility will cost more than the original design and construction costs.
The Whole Building Design Guide (WBDG) reports that operation and maintenance expenses account for 60 to 80 percent of a building life cycle costs, and as much as 3 to 8 times the building initial design and construction costs.

Question 4

Describe the basic roles and responsibilities of the facility manager during the design and construction of a project

Answer 4

*Effectively represent the interest of the owner
*Understand the facility life cycle and project delivery process, esp. the design decisions that are important to the use of the facility during its life cycle.
*Understand the design and construction process.
*Know and understand construction documents, especially those that are important to the management of the facility during its life cycle.
*Understand the codes and regulations that govern the facility and what is necessary for compliance.
*Know and understand building information models and their inherent information assets.
*Be familiar with materials, products, equipment, and systems
* Know sources of products and services for the maintenance of the facility.
*Know and understand building information models and their inherent information assets.

Question 5

Describe the types of post-construction services that may be provided by the architect/engineer

Answer 5

Post-construction services that may be provided by the architect/engineer include assistance with occupancy of the facility, more extensive training of owner’s operation and maintenance personnel, and helping the owner with post occupancy evaluations.

Question 6

Describe the post-construction service that is required of the
contractor during the one-year correction period

Answer 6

The contractor is required to make corrections to the project during the one-year correction period.

Question 7

Describe the role of the facility manager during the
one-year correction period

Answer 7

Prior to the expiration of the one-year correction period, the Facility Manager is responsible for conducting an inspection to determine if any defective work needs correction.

Question 8

Describe the objectives of a good maintenance program

Answer 8

• Minimize interruptions that affect the facility’s function and use.
• Minimize failures of equipment and facility structures that affect productivity.
• Select cost-effective repair and replacement methods and materials.
• Prevent hazards affecting health, safety, and welfare.
• Implement effective cost control systems that provide accurate data for review and methods for analysis.
• Implement effective energy conservation practices that support regulatory compliance and provide for a safe and healthy work environment.
• Maintain a clean and hazard-free environment that addresses appropriate disposal of waste, be it hazardous or surplus material.

Question 9

Basic changes to a facility or component to accommodate
a new function.
a.) Emergency Maintenance
b.) Renovation/modification
c.) Routine maintenance
d.) Deferred maintenance

Answer 9

b.) Renovation/modification

Question 10

Work delayed on a planned or unplanned basis,
often due to a lack of funds.
a.) Emergency Maintenance
b.) Preventive maintenance
c.) Routine maintenance
d.) Deferred maintenance

Answer 10

d.) Deferred maintenance

Question 11

Unscheduled work demanding immediate action to
restore services or remove problems that could interrupt
facility activities.
a.) Emergency Maintenance
b.) Preventive maintenance
c.) Routine maintenance
d.) Deferred maintenance

Answer 11

a.) Emergency Maintenance

Question 12

Repair or replacement of obsolete, worn, broken,
or inoperative components or systems.
a.) General Maintenance
b.) Preventive maintenance
c.) Routine maintenance
d.) Deferred maintenance

Answer 12

c.) Routine maintenance

Question 13

A planned and controlled program of periodic inspection,
adjustment, lubrication, and replacement of components,
as well as performance testing and analysis.
a.) General Maintenance
b.) Preventive maintenance
c.) Routine maintenance
d.) Renovation/modification

Answer 13

b.) Preventive maintenance

Question 14

Unplanned maintenance requiring low skill levels
for correction of minor problems.
a.) Emergency Maintenance
b.) General Maintenance
c.) Preventive maintenance
d.) Routine maintenance

Answer 14

b.) General Maintenance

Question 15

Describe the reasons for keeping accurate maintenance records

Answer 15

Keeping accurate maintenance records that identify the following:
* Costs for budget purposes
* Systems with unusually frequent maintenance, repair, or replacement activity
* Schedules for equipment and property routine repair and replacement activity
* Evidence of compliance with required regulatory inspections
* Compliance with emergency plans to ensure that emergency equipment is in working order
* Processes that can be provided more cost-effectively by outside companies (outsourced)
* Locations where an increase in personnel might be needed (either in-house or outsourced)
* Information that can be used to support increases in budget and labor allocations

Question 16

Describe operation and maintenance concerns that are
the responsibility of the owner/facility manager

Answer 16

*Environmental Issues: Ignorance of environmental regulations can be costly and dangerous; therefore, facility management staff must have appropriate training to handle such sensitive responsibilities.
*Recycling: Local regulations might require recycling programs to divert a portion of the refuse generated by a facility from landfills to recycling centers.
*Hazardous Waste: Regulations and laws require that hazardous materials and production waste materials be disposed of by trained personnel at specific disposal locations. Disposal might require contracts with licensed hazardous waste haulers and disposers.
*Indoor Air Quality: Indoor air quality is monitored to mitigate airborne allergens and particulates, organic and chemical biohazards, and machine generated irritants in the
workplace.
*Energy Conservation: The evaluation and monitoring of equipment, systems, and energy costs to identify potential savings.
*Stormwater Management: Most cities require that facilities drain the stormwater that is generated on the facility site in such a manner that the city stormwater drainage system is not overwhelmed. (Maintain detention ponds)
*Regulatory Processes: The cost of complying with regulations must be included in the annual budget. (Accident Prevention, OSHA compliance, Safety Data Sheets, accessibility egress)

Question 17

The tracking and monitoring of assets and costs associated with asset utilization and preservation, so that the asset serves the highest and best use of the organization for as long as keeping or maintaining it makes financial sense. Tracking and managing assets allows the organization to manage cost and reduce waste.

Answer 17

Asset management

Question 18

Computerized Maintenance Management Systems (CMMS) have become a key tool for facility managers. List six (6) activities that CMMS can help the facility manager accomplish.

CMMS provides reports to assist management in knowing that the right work is being conducted on time and of a standard that will ultimately maintain the service life of a facility.

Answer 18

1.) Manage productivity of workers.
2.) Monitor and manage costs by individual task type or by worker.
3.) Manage inventory of repair parts.
4.) Monitor timeliness of task completion.
5.) Report status of work for periodic performance monitoring and for annual benchmarking.
6.) Assist with capital planning and budgeting or funding analysis.

Question 19

Used to evaluate and document the physical condition of an entire facility, building elements, systems, or specific components, and many times to make recommendations for changes to achieve specific goals established by the facility owner.

Answer 19

Facility Condition Assessment

Question 20

Name the types of Facility Assessments performed by the facility manager.

Answer 20

1.) Life Safety Assessment
2.) Accessibility Assessment
3.) Firestopping Assessment
4.) Building Envelope Assessment
5.) Roof Assessment
6.) Crime prevention/security assessment
7.) Building Finishes assessment

Question 21

Describe the basic components of facility standards

Answer 21

The basic components of facility standards according to Facilities Management by Edmond P. Rondeau, Robert Kevin Brown, and Paul D. Lapides, include the following:
* Minimum requirements from architectural/engineering standards, local and state codes, and any relevant federal requirements
* Special corporate requirements imposed on the particular activity or facility, or all facilities of the company
* Requirements derived from user/occupant input
* Budget constraints

Question 22

Describe the purpose of Project Record Documents

Answer 22

Record drawings for the owner are crucial to subsequent ownership needs. For instance, state entities often require reporting for space square footage and usage. Additionally, any future projects altering, adding to, or repurposing the facility would make use of the record drawings.

Question 23

Describe the documents that the facility manager should take possession of at the conclusion of a construction project.

Answer 23

Complete set of the original contract documents.
Contract documents reviewed by AHJ.
Record documents
Record Submittals
System start up data and logs
Commissioning data and logs
Warranties
Operation and maintenance data
Photographs
Inventory and location of spare parts (attick stock)
Inspection reports BY AHJ
Building Permits,
Certificate of Occupancy

Question 24

Describe the two activities that assist in facility budgeting

Answer 24

1.) Life Cycle Costing
2.) Cost Accounting

Question 25

Examines the relationship between present and future value of
facilities and the equipment, and is frequently used as the basis
for making capital investments.

Answer 25

Life Cycle Costing

Question 26

Assigns costs to every activity, thereby creating data that can be used as part of a productivity measure, and is used to define and determine opportunity costs

Answer 26

Cost Accounting

Question 27

Describe the purposes of a post-occupancy evaluation.

Answer 27

Post-occupancy evaluations may be performed to help the architect/engineer or contractor to prevent costly mistakes on future projects, or they may be performed on behalf of, or in
conjunction with, the owner and the facility manager for the following reasons:
* Assist the facility manager in identifying non-conforming work and warranty items that were not identified prior to occupancy
* Assist the facility manager in preparing for future projects
* Obtain information from facility users that can be used to determine the need for modifications to the facility to improve its usefulness
* Assist the facility manager in anticipating future maintenance needs

Question 28

Describe the purpose of evaluating the performance of
products, systems, and equipment

Answer 28

A facility manager evaluates the installation and long-term performance of products and systems to identify those with acceptable performance for use on future projects. Where products and systems have failed or performed unsatisfactorily, the facility manager should advise the owner.

Question 29

Describe the function of a Facility Condition Assessment

Answer 29

A facility condition assessment is used to evaluate and document the physical condition of an entire facility, building elements, systems, or specific components, and many times to make recommendations for changes to achieve specific goals established by the facility owner. Facility condition assessments assemble information that will assist in planning and scheduling routine and preventative maintenance, capital improvements, facility upgrades, and system and equipment replacement.

Question 30

Define Decommissioning

Answer 30

Decommissioning, in regard to facility operations, is the process of deactivation or shutting down of a facility from active service. The purpose of decommissioning is to protect the facility and its systems, to reduce ongoing costs, and to minimize risk.

Question 31

Describe the six-step decommissioning process

Answer 31

Step 1 - Define the end state: evaluate what part of the building will be decommissioned, all or part of the building?
Step 2 - Develop a plan: a decommission plan ensures the building is left in a safe condition.
Step 3 - Prepare a Scope-of-work: develop a list of all tasks needed.
Step 4 - Identify Resources - people, tasks, specialty services required to do the work of decommissioning.
Step 5 - Hire a specialty service contractor.
Step 6 - Verification: to ensure all tasks have been completed, quality control review, and confirm the work of specialty services.

Question 32

When the building is of no further use, the building is demolished to make room for a new planned construction or to provide a clean site for future construction or use.

Answer 32

Demolition

Question 33

Removes the facility from the site by dismantling its components in order to reuse, recycle, or repurpose the material to the greatest extent possible.

Answer 33

Deconstruction