2. Introduction FM Presentation By Stephen Blanchflower Soft/Hard FM Services Manager

3. Definition of FM It Is not the First Minister!

4. 13 August 2015 © ACCESS PRESENTATION TITLE Slide 4 What is Facilities Management (FM)- Definition ‘an integrated approach to operating, maintaining, improving and adapting the buildings and infrastructure of an organisation in order to create an environment that strongly supports the primary objectives of that organisation’ Barret and Baldry, 2003, Towards Better Practice ‘ management of a vital asset- the organisations facility’ The international Facility Management Association (IFMA) It represents a continuous process of service provision to support the owner’s core business and one where improvement is sought on a continuous basis. BS 8536:2010 facility management

5. 13 August 2015 Slide 5 Facilities Management Why Facility Manage? Companies or Businesses who operate from a building, which they may own or lease. A To Z - Airports to Zoos Property and workplace, although necessary, can be a distraction from the core business direction and provides a transfer of responsibilities. The owner of a property has to carry out certain operations within a property to ensure Statutory Compliance, i.e. Maintenance and Functionality Facility Management Integrates People, Place, Process & Technology

6. Facilities Management Evolved Initially developed to support the core business, to devolve Facility Management (FM) responsibilities from the Client to the FM provider. FM has evolved to encompass cost saving and planned approach to improve maintenance and building service delivery in accordance with the business strategy

7. Areas we Facility Manage Soft FM Office Support Services Reception duties Cleaning Meeting Room Booking Services Mail Room and Mail Distribution Building Security Turn Key Duties Waste management Landscaping, grounds Maintenance Car Parking Pest Control Access Control Systems Catering Services Consumables Hard FM Statutory Planned Maintenance Planned Maintenance Reactive Maintenance Building Management Systems (BMS) Electrical Systems Lighting And Lighting Control Below & above ground drainage and sewer systems Water Systems Standby Power Supplies, i.e. Diesel Generators & UPS Systems. IT Infra structure Heating & Ventilation Systems

8. ASSET Management Optimize asset use and manage all maintenance efforts involved by making assets as accurate, reliable, and efficient as possible. Reducing the demand for new assets and thus save money by using demand management techniques and maintaining current assets. Uses a form of asset tracking: knowing where the asset is at all times, how much the asset is worth, and how much the asset cost you to begin with. It should also incorporate this throughout the entire life of the asset. Achieve greater value for money through evaluating the asset options: the cost of maintaining, producing, the use of it, etc. Reporting on the value of the assets, along with any costs involved in maintaining the assets.

9. Facilities Management and the Environment Maximising Property usage with regards to space management and how a building is operated. Structured and Flexible employee working arrangements Building Management systems e.g. Floor by Floor metering of multi-utility services Energy Management reporting, year on year comparisons Lighting and Heating arrangements aligned with building operations and external conditions Benefits - Identify excess energy usage and location, reduced energy consumptions and reduce of CO2 emissions Using Technology to Create Smarter Buildings

10. Statutory & Non Statutory Compliance Health & Safety at Work Act Electrical Periodic Inspection Portable Appliance Testing Gas Safety Inspection Legionella Risk Assessing Legionella Testing Fire Risk Assessment Fire Alarm Testing Emergency Lighting Testing Lift Inspections Safety Systems- i.e. Electrical Generators Planned Preventative Maintenance Intruder Alarm Access Control CCTV System Panic Alarms Air conditioning

11. 13 August 2015 © ACCESS PRESENTATION TITLE Slide 11 What do ACCESS PROPERTY do? FM – Facilities Management Charged with the task of identifying and co-ordinating planned and reactive maintenance across the ACCESS FM Property Portfolio. Core Team FM staff – Responsible for 295 properties – Combined footprint in excess of 1,145,000 sq m – Properties range from community buildings, general office buildings to specialist installations including workshops and depots and residential units – Calls are handled by Enterprise Service Centre dedicated Property Analysts The FM Teams typically handle between 500 - 700 Incidents per month In the last 12 months we have handled in excess of 11000 calls

12. 13 August 2015 © ACCESS PRESENTATION TITLE Slide 12 What do ‘PROPERTY’ do? FM – Facilities Management FM Teams are arranged in 3 geographically based teams covering the Operational Property portfolio over Glasgow’s 67 square miles. 877 Structures over 295 Sites Client base served includes 4 GCC Service Department – CED, DRS, LES and E&SW, and 4 GCC Arms Length Executive Organisation’s – City Building Glasgow, City Parking, Cordia, City Property FM Teams Manage a staff of 46 Caretakers – Each team has a field based staff of Caretakers – Located exclusively within Social Work premises – Static and peripatetic Caretakers cover 59 sites

13. 13 August 2015 © ACCESS PRESENTATION TITLE Slide 13 Facilities Management – Past and Future Since April 2008 We have ‘joined up’ the previously Service Dept centric GCC staff groups who seconded to ACCESS and have developed Area based teams We have established through the Enterprise Service Centre a property related service desk facility which now handles in excess of 900 calls per month. We have established a raft of SLA’s to provide a frame work for identifying and managing core maintenance activities including office cleaning. We have identified gaps in maintenance activity and have costed the challenge to address this. We have introduced the SAP based PIMS computer data base systems and interfaced it with Glasgow City Council

14. 13 August 2015 © ACCESS PRESENTATION TITLE Slide 14 Facilities Management – Past and Future We have defined maintenance plans for all properties. We continue to ‘discover’ legacy ad-hoc local arrangements for dealing with maintenance issues. We continue to raise the level of statutory maintenance compliance across the property portfolio. We have a scheme for surveying all the properties to ‘harvest’ plant and equipment details Implemented & developed space management projects and introduced flexible working environment to existing Glasgow City Council employees – Tomorrows Office.

15. Tomorrows Office What is Tomorrows Office? A project to modernise existing council property office space. Reduction of day to day energy costs, smart lighting and heating systems Minimise / eliminate on-going use of ‘rented-in’ accommodation Create an improved working environment for the employees Reduction of council property office foot print Providing a year on year saving to Glasgow City Council of Circa £6 Million

16. Tomorrows Office

18. Facilities Management – Past and Future 2012 and Beyond Continue to maintain the existing Glasgow City Council property portfolio through PPM and Reactive maintenance regime. Continued growth of the business in July 2012, integrate Glasgow City Councils Education Property Portfolio within the existing FM Model currently in place. This will double the ACCESS property portfolio to circa 600 properties

19. Any Questions ?