FM Guidance for Design Teams MEFMA Focus Group

Team Members Neil Blakey FM Consultant, Mace Macro Stuart Clayton Project Manager, Serco Middle East Ryan Darnell Senior Services Manager, Khidmah Brad Robbins Director of Services, Khidmah

Focus Group Goals To provide an “FM Guidance for Design Teams” briefing document to inform design teams, at all stages of the design & construction process, of the issues they should address to enable effective and sustainable FM operations to be undertaken. To identify those recommendations that are critical to effective operations and those that are simply ‘beneficial’ to FM operations. To be published by MEFMA to the benefit of members

Setting the Scene Why should and FM be involved in the design stages of a development? With the increased cost in building operations there is a renewed focus on cost reductions with Facility Managers at the forefront. Many of the operational reductions would be made in a more cost effective manner in the design stages of a development rather than post handover. Davis Langdon Strategic Consulting Effect on Whole Life Cycle

Setting the Scene: Current Market Developer reluctance due to value vs. cost and limited understanding Late engagement of FM expertise leading operational difficulties Issues at Handover too little to late to attempt to rectify Lack of Life Cycle Consideration or value in cost H&S risks to operations valued in leasehold properties more and more Additional operational costs due to lack of efficient operational methodologies which now has an impact with more educated owners and buyers comparing total cost of occupancy Sophisticated Developers do this… though should we outline if this has better placed them in the market or the downturn with better products or not

Literature Review Developer Project Structures in developed countries FM Design Activities in Industry guides and standards Existing FM/Developer Processes

Project Structure From the literature review the Royal Institute of British Architects (RIBA) plan of work was chosen as most comprehensive and is followed by many leading developers.

Project Structure Most organizations follow the RIBA project stages: A to L

Project Structure

Challenges Defining the user/s of the report Focus Group members – Experience Not Diverse and all aligned Restrictions on organizations Intellectual Property Limited strata specific literature for design guidelines

Progress The team is developing outline guidance for the Design stages: Appraisal Design Brief Concept Design Development Technical Design Team is now developing actions for the Pre-Construction Stage

Example of FM Design Guide Considerations RIBA STAGE A – APPRAISAL FM should be involved in Identifying the Stakeholder’s expectations and will consider the following from an FM perspective: Use of the site by the Client Site location: Infrastructure: Roads, Utilities, Public transport infrastructure, What is already in place What options are available Accessibility Restrictions: Zoning, Industry use, Freezone areas Prestige associated with location Environmental considerations Location Client desire e.g LEED/PEARL ratings Site Procurement e.g. Leasehold/Freehold End user, sale or return, what are the drivers e.g. Lifecycle considerations Political and regulatory influences e.g. Anticipated code changes

Survey Development Why produce a survey? – Narrow range of experience – Test our concepts The survey is designed to: – Gauge the industry importance placed on FM involvement in the design stage – Gauge level of FM involvement at present in projects – Discover any new processes being utilized in the industry – Develop trends on current review processes – Determine if special considerations are given to Strata developments – Expand upon our literature review findings. The data will be key to determining further the audience for the report The survey data will be presented in the final report

Survey Content Information will allow group to differentiate data captured between FM Practitioners and Developers Information will gauge the level of importance placed on FM involvement in Design guidelines. Will also act as baseline.

Survey Content Will allow Focus Group to plot the current trends in which stages FM’s are involved in Design Stage Will allow Focus Group to determine the percentage of organizations that have structure approach. Will allow FG to determine percentage that use internal vs. industry guidelines

Survey Content Survey results can be correlated between development types Group is interested in Strata considerations given to design reviews and additional comments from survey participants

Project Timeline Timeline – 26 th September – Focus Group formed – 3 rd of October - Review of Objectives – 3 rd of October to 24 th October - Literature Review – 24 th October to 1 st November - Compile Design Review Activities – 1 st November to 14 th November – Actions for Preparation – 14 th November to 30 th November – Actions for Design – 21 st November to 4 th December – Survey – 1 st December to 21 st December – Actions for Pre-Construction – 2 nd January to 8 th January – Actions for Construction – 9 th January to 15 th January – Actions for Use – 15 th January to 26 th January – Draft Report – 26 th January – Submit draft to MEFMA Board for Review

Forward Actions Collate Surveys and review the implication of the survey results Review remaining RIBA plan sections F-L Review Focus Group structure and seek Developer/Project involvement Involve additional representatives from Strata and Developer backgrounds Group is presenting at Arabian Build and Construction Expo, taking place from 22 – 25 April 2012 with Cityscape

Questions?