Facility management in Sports

Facility ManagementBy

Dr. Abdul Waheed Mughal Dean, Faculty of Arts,

Social Sciences & Education

01-11-2014

Facility Managers A facility manager’s most important

constituents(citizen) are the customers and employees.

Facility managers must report to numerous (several) stakeholders.

A. Politicians, B. Independent parties Govt. officials Sports Leaders

What is Facility Management? Managing sport and public assembly facilities

is often referred to as facility management, and the people who perform the task/duties are called facility managers.

The art and science of managing a facility to help meet the facility’s objectives, goals, and mission.

What is Facility Management? Facility management entails(involves) a

broad(wide,comrehensive) array(range) of disciplines including, but not limited to:

Planning: Pre-Constructional Planning Post Constructional Planning Building Management

Building systems, administration, markiting, budgeting, human resources

Event Management Event planning coordination, execution, logistics,

arrangements

What is Facility Management? Designing

What is Facility Management? Leasing:

What is Facility Management? Space Planning:

What is Facility Management? Project Management:

What is Facility Management? Capital Management

What is Facility Management? Construction Management:

What is Facility Management? Property Management:

What is Facility Management? Facility Marketing

What is Facility Management? Building and Operation Management:

What is Facility Management? A significant focus for facility management is

to make sure an existing facility runs smoothly(easily) and safe for its intended purpose.

Parking lots Bleachers Walkways Elevators & Escalators

Facility Management Summary

Facility management entails every aspect of making sure a building is operating efficiently in terms of safety, revenue production, tenant satisfaction, and preventive maintenance.

The Facility Manager Is the person responsible for coordinating all

the employees and involved in the facility to ensure that they work on behalf of the facility and help meet its short and long term goals and objectives.

The Facility Manager In a small facility, the facility owner may be

the manager and can be responsible for opening and closing the facility.

The Facility Manager For a large facility may have several hundred

full – and part-time employees handling everything, from cleanup crews to ushers and ticket takers.

Because of the diverse duties each facility manager faces, facility management can be considered both an art and a science.

ResponsibilitiesAccording to the International Facility Management Association (IFMA), facility managers are the critical element to implement any facility management plan and they need to understand and appreciate several distinct functions including:

Planning-both long and short-term; Financial forecasting; Property acquisition and disposal; Specifying work responsibility and space utilization; Architectural and engineering planning and management; Managing all phases of construction and renovation work; Managing maintenance systems and protocols; Managing all operations from administrative functions to

security protocols.

Management and Organization Planning all facility activities Organizing all personnel in appropriate departments

that optimize effectiveness Develop short intermediate and short terms plans Develop an inventory of available space and manage

that space Have a strong appreciation and understanding of

building design/planning, architectural design, engineering design.

Managing furniture and equipment for such area as concessions, locker rooms, and press box

Management and Organization Focus significant effort on budgeting, accounting, and

economic forecasting Managing construction projects or moving from one

area of facility to another Spend significant time on operations, maintenance,

and repairs Deal with security and life safety concerns Supervise general administrative department

FACILITY MANAGEMENT

When surveyed, facility mangers have highlighted that maintenance in fact absorbs the greatest amount of their time (17%) followed by space management (14%), interior design (11%), and budgeting and forecasting (9%).

Constituents Customers

promoters Tenants Ticket buyers Attending the event

Make sure that people can attend events within the facility in a safe and secure manner.

Constituents Internal Constituents

Boards/owners Employees Coworkers

Interest in the facility Mission and meets its goals Motivating Decisions making

Constituents External Constituents

Bankers Executives Politicians Others/influence the facility Media

The facility manager must reach beyond the facility to those who can exert influence on the facility.

Managerial Functions Mission

The overall ideal the facility wants to achieve; it focuses on general terms such as profitability, quality service, and workplace. It is impossible to plan without knowing what is to

be accomplished. It should states the end result envisioned by the

facility ‘s owner and encompasses the goals and objectives critical for the facility’s success.

Managerial Functions Planning

Focuses on setting goals and objectives and then developing the plan to reach those goals and objectives.

Short and long terms goals What to do, when to do it and how to do it Blueprint for the future

Managerial Functions Planning

Strategic plans – are designed to help achieve the highest-level

goals and objectives for the facility; that is why they are often called master plan.

Managerial Functions Operational plans –

Are more detailed and are used to help carry out the strategic plans. Operational plans can include single-use operational plans that may apply to a one-time event.

Managerial Functions Contingency plan –

Are plans that can be used if one of the other plans fail and the facility has to pursue another strategy.

Managerial Functions Goals and Objectives

Goals are a specific directive and objectives focuses on how to reach a goal.

Managerial Functions Strategic goals –

Are set by the highest-level managers and are introduced to affect and empower the overall facility for the log run.

Often focus on broader aspect such as market share, profitability, industry leader position, or changes in the facility.

Managerial Functions Tactical goals –

Are often introduced by midlevel managers and focus on what needs to be accomplished to reach the strategic goals.

Managerial Functions Operational goals –

Are set by low-level managers and are more short-term

Managerial Functions Management by Objective (MBO)

Managers and employees can work together to develop realistic and achievable objectives that make both parties happy

Managerial Functions Short-Term Planning

Typically cover less than one year and focus on activities that may have a sense of emergency.

Long –Term Planning Focus on long-term projections, which can be

influenced by political, geographical, and economic trends.

Managerial Functions Organizing

Refer to a blend of human resource management and leadership.

One of the most difficult tasks for a manager is to assign the right person with the right skills and interests to a given job.

Organizational flowchartFacility Owner(s)

Operation’s Professional services Marketing

The flowchart shows who reports to whom and what lines of managerial/supervisory responsibility are.

Managerial Functions Implementing

Refers to executing goals and objectives with the appropriate personnel.

Controlling Involves evaluating the results for individuals

who report to the manager and providing appropriate feedback, whether positive or negative.

Space Planning and Allocation Developing an inventory of available space Allocating available space Managing existing space Forecasting the possible future demand for

space

Architectural/Engineering Planning and Design

All facets of building design and planning Architectural design of the building Engineering design of building systems Estimating construction costs Planning future maintenance needs Planning for disasters that Documenting all phases of the design and estimating process Planning for renovations and future construction projects

Workplace Planning, Allocation, and Management

Workplace planning and design Furniture, equipment, and furnishing

specifications, acquisition, and management Analyzing maintenance needs and establishing

appropriate maintenance programs Planning concession, locker room, press box,

and related areas Art and memorabilia acquisition and

management

Budgeting, Accounting and Economic Forecasting

Budgeting for both the short and long-term Developing and implementing capital,

administrative, operations and maintenance budgets

Implementing appropriate accounting and expense tracking systems

Insuring economic justifications are accurate and making any necessary changes

Real Estate Acquisition, Management and Disposal

Site selection, evaluation, and acquisition Facility purchase or leasing Facility or land sale/disposal

Construction Project Management

Interviewing and hiring the right professionals, construction and trade personnel

Total project, construction, and procurement management

Preparation of “as built” documentation

Alteration, Renovation, and Workplace Installations

Alteration and renovation management Installing furniture, data communication

wiring, voice communication wiring, and security related wiring and equipment

Customizing and final touches Move management

Operations, Maintenance, and Repairs

Exterior maintenance of the building envelope (shell), roof, and windows Implementing various maintenance systems such as preventive,

breakdown, cyclical, grounds, road, and custodial maintenance Pest and rodent control Crowd management and ticketing disputes Trash and recycling disposal Hazardous (chemicals, asbestos, air quality, PCBs, etc…) management and

disposal Energy management to reduce costs Inventory management and procurement Repair of system components Disaster recovery and prevention

Telecommunications and Other Technology Management

Maintaining wiring and equipment Providing appropriate ventilation and security

for computer rooms Network management and documentation

Part 2

FACILITY MANAGEMENT

TOTAL FACILITY MANAGEMENT PACKAGE (TFMP)

• Planning• Administration• Operation• Marketing• Finance• Legal

PLANNING A FACILITY

Guiding principles: Facilities are built as a result of needs Cooperative planning is essential to the

design and construction of quality facilities

PRINCIPLES FORFACILITY PLANNING

Plan for participants & users Plan for multiple & shared use Plan for health, safety, legal, practicality, & attractiveness Plan for long-term Economical, easy to maintain Plan community collaboration

HEALTH CONSIDERATION IN FACILITY PLANNING

The site The building Lighting Climate control (hvac) Plant sanitation Acoustics

DETERMINING TEACHING STATION NEEDS

Elementary schools Secondary schools Colleges and universities Athletic training facilities Other gymnasium space

THE TEAM APPROACH TO FACILITY PLANNING

The planning team Architects and consultants Faculty, staff, participants, students, and community Visit & gather information from comparable facilities Approval of higher management

WORKING WITH THE ARCHITECT

Educational specifications Meeting with the architect Designing the facility Further critique with the architect Final processing

INDOOR FACILITIES

Locker, shower & drying rooms Gymnasiums Special activity areas Indoor swimming pools Athletic training and sports medicine

facilities Office and storage areas

GUIDELINES FOR GYMNASIUMS

The roof and ceilings The floor The walls Lighting Acoustics

SPECIAL ACTIVITY AREAS Adapted activities Weight rooms Racquet courts Dance and rhythms Wrestling and combative Gymnastics and tumbling

OUTDOOR FACILITIES Elementary school Junior high / middle school Senior high school University and college Outdoor swimming pools Outdoor pursuit

MANDATES ON FACILITIES FOR PERSONS WITH DISABILITIES

Architecture barriers act [1968] Section 504 - rehabilitation act Americans with disabilities act (ADA) [1990] Individuals with disabilities education act (IDEA)

[1997]

CONSTRUCTION TRENDS IN PHYSICAL EDUCATION AND SPORT

FACILITIES

Air-supported structures Minigyms and fitness corners Climbing walls Movable pool floors/walls Synthetic ice and snow Convertible roofs and walls

SHARED FACILITIES SCHOOLS AND PARK DISTRICTS SCHOOLS AND YMCAS COMMUNITY SWIMMING POOLS COMMUNITY TENNIS FACILITIES COMMUNITY ICE ARENAS COMMUNITY SKI FACILITIES COMMUNITY SOCCER FIELDS

GUIDELINES FORSHARED FACILITIES

Contractual agreements Written policies Consent forms/permission slips Liability insurance Management oversight to ensure compliance

w/contract Proper supervision at all times

THE END