1. SCHOOL OF HOUSING, BUILDING AND PLANNING RBS 306 BUILDING SURVEYING STUDIO IV Project 3: BUILDING FACILITIES MANAGEMENT Prepared by: Azira Syafiqa Binti Amir114602 Muhamad Hanif Bin Hassan114679 Syamin Binti Mohd Zaki114795 Ting Siew Jing114813 Prepared for:Dr Amin Akhavan Tabassi

2. Introduction Student Affairs and Development Division, Universiti Sains Malaysia

3. History of Case Study Area Completed on 1938 (British Army Camp) USM founded on 1969 Refurbished by USM on 1975 (Students Hostel) 2009, upgraded to Student Stop- Centre and Students Affairs Division

4. H20 Building, USM One of the oldest building in USM 30 staffs led by Deputy Vice Chancellor USM Facilities management (FM) are manage by Puan Norliza Hussain (Senior Clerk on Administrative Management) Under Puan Norliza, 10 staffs are working to manage all the facilities and asset. All the staffs have to submit reporting on the assets and facilities weekly.

6. Key Elements of Facilities Management

7. Building Condition In a good condition Only need some minor repairs and maintenance works Limited parking space No fire sprinkler

8. Current Practices of Facilities Management Currently handled by Mdm. Norliza Hussain, Senior Administrative Assistant Clerical and Operations 10 staffs assigned Examine the facilities everyday and make report if any problem occurs Holds meeting once a month with Deputy Vice Chancellor

9. Current Practices of Facilities Management a.Furniture  Includes chairs, stools, sofas, tables, shelves and cupboards  Fully utilized and provided with sufficient amount  Report to Jabatan Pembangunan if need replacement

10. Current Practices of Facilities Management b. Electrical Appliances  Includes lighting, ducted and ductless air conditioner systems, central speakers, television, computers, printers, fax machines and photocopy machines  Examined everyday, labelled with codes and recorded in system  Switched off when not used

11. Current Practices of Facilities Management b. Electrical Appliances  If broken, contractor will be called for repairment  Payment will be made if the repairment is satisfactory c.Water Dispenser  Examined every month by the company manager

12. Current Practices of Facilities Management d. Fire Fighting Equipment  Includes hose, fire extinguisher, fire alarm and emergency exit signage  Examined according to schedule  Provided at both first and ground floor

13. Current Practices of Facilities Management e. Room Arrangement First Floor Individual offices4 Pantry room1 Waiting area1 Meeting room1 General office1 Ground Floor Individual offices14 Printing room1 Waiting area1 Store rooms2 General office1

14. Current Practices of Facilities Management e.Room Arrangement  Strategic as rooms with relevant functions are arranged close to one another  Waiting area limits outsiders to enter the main officer, which promises security and less disturbance f.Budget  Granted by Jabatan Bendahari  Tendering is required to purchase assets with big amount and value

15. SWOT Analysis Strength - near to the center of students and near to the hostels - huge numbers of staffs in facilities management in the BHEPP - Any order for any items in the building, must have 4 quotation and must open the tender Weakness - do not have CCTV -takes a very long time to receive the budget Opportunities - Potential to become a good building - Performance increase because of the strategic location and function Threats - Any order cannot be processed if there is no enough budget - money spend for BHEPP is not in large amounts - students that not satisfied with the organization of the university will come and make the fulmination at the BHEPP

16. Key Element to Successful Facilities Management

17. The effectives facility management in an organization : Optimization the performance of a company’s activity by enhancing the productivity and efficiency. Minimization the operation expenses Reduction in losses the arising out mismanagement of non-core activities Compliances with various regulatory and norms related to the corporate activities Better management of tangible (office furniture, electrical and electronic appliances, space, interior, designing) and intangible ( security, safety, inventory) assets and concern. Creation a better work place environment in terms of Safety And Occupational Health. Enhancement an organization’s work culture and image.

18. Issues with Current Facilities and Maintenance Management Incorporate sustainability into business goals and culture Do not shrink the buildings’ carbon footprint and to do more with less energy Lack of energy efficiency Lack of understanding on the benefits of sustainable management practices and the operational savings that green buildings can provide. The lack of support from senior and high-level management, lecturers and staffs Lack of knowledge and education on sustainable management Too many responsibilities Ensuring the facility and grounds under her domain are safe and functional to meeting an array of university regulations and compliance standards Facility Manager’s Responsibility

19. Proposal and Recommendation for Improvement -Assign assistants for facilities manager -Limit and specify the job scope of facilities manager -Establish a proper guideline for facilities management

20. Strategies for Better Management The Needs Finding the needs of a building on business or non-related business activities. The Process Develop effective and efficient process to meet the needs The Resource Establish related resources to provide good service Budget Develop good budget plan covering short term and long term needs. Develop good relationship with Treasurer Department as their controlling all the budget and finance strategy

21. Stages of Development Strategies Better Facilites Manage ment Analysing - Analysing all the requirement of the startegies from the top level. - Including all the audit on the building Development - Develop all the solutions to the find the best answers in the strategy - Evaluation and selection of prefered options. Implementation - Implementing all the solution based on the analysis and putting the plans to works. - Communication with people to develop the strategies and the system

22. Conclusion Facilities management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities Buildings and facilities have the potential to enhance performance by contributing towards the provision of the optimal work and business environment