Integrated Facility Management (IFM) Overview January 6, 2011 Leo Somma Facility Complex Manager- North Facilities and Operations

Integrated Facility Management (IFM)

Overview

January 6, 2011

Leo Somma

Facility Complex Manager- North

Facilities and Operations

What is IFM?

The Integrated Facility Management project will restructure the Lab’s facility management processes

This new model will ensure that the Lab’s some 350 facilities are:

• mission-ready

• more effectively managed and maintained – to provide operational excellence for Laboratory growth

IFM model will drive the creation of appropriate processes across the Laboratory in configuration management, technical authority and WP&C

Tailoring the model to deliver mission readiness for BNL

Integrated Facility ManagementDelivering Mission-Ready facility capability through enhanced operations and management of facility assets


Dedicated Full-Time Facility Management Teams• Modern research facilities are becoming extremely complex

and require an increasing level of specialized technical knowledge

• Provides a professional facility management career development path, with certification growth opportunities

• Enables specialized training and education for Team• Establishes a One-Stop-Shop Customer Service Model with

clear roles and responsibilities for facility resources• Enables development and implementation of facility Technical

Authority and configuration management


Optimized Personnel Resource Allocation• Enables optimized blend of dedicated and central

resources – Craft and Engineering talent assume increased facility ownership

• Effectively expands the highly successful BNL best practice Team Maintenance concept

• Clearly responsible and accountable facility management organization at laboratory level for administration of the Facility Use Agreement contract

• Planning and quality control for non-dedicated support activity


Facility-Level Work Planning• Needs driven work planning based on customer and

scientific requirements• Bottom up budgeting based on real validated needs – not

top down allocations

• Ability to optimize investments for mission readiness – local prioritization of work orders and PMs

• Access and training on specialized maintenance planning tools and metrics


Institutional-Level Facility Asset Management• Supports Interdisciplinary facilities

with no single owner organization• Management of facility utilization

across BNL• Repeatable processes for Lean

Management and promotion of Laboratory Growth

• Enablement of a Facility Life Cycle

Typical Complex Organizational Structure

Facility Complex Manager

Administrative Support

Facility Engineer

Business Operations

Facility Project

Manager(s)

Material Coordinator/

Expeditor

Craft Resources & Supervision

ESSH&Q Support

Planner / Scheduler

The Complex Team provide a wide range of Facility Management Functions

Landlord Function Customer Service Provider Mission Ready Facilities Trades Support Facility Work Planning Facility Work Control Facility Safety Facility Regulations &

Requirements Operational Approval Complex Communication Reporting Execute ISM Principles FUA ownership Annual Work Plan

Store Front for Customer Needs

Maintain Buildings Custodial Support Building Steward Building Safety Facility Configuration

Management Complex Engineering

Technical Authority Building Operations Staff Qualification & Training Budget Facility Funding Requests GPP, GPCE, IGPP for

Facilities Deficiency Correction

Complex Map Factors considered:

• Feedback from workshop• Complexity of area programs

& building occupants• Compatibility of area programs• Virtual size of proposed area• Available space for housing of

staff & tradesman• Transportation requirements• Resource efficiency factors• Available shop & material

staging space• Annual facility work activity

(calls & work orders)• Service required• Specialized training

Complex Breakdown

Complex II

Count of Buildings & Accountable Infrastructure

Avg of Bldg Age (from 2010)

Sum of Gross SF

Sum of Occupants

Sum of PM

Hours

Sum of Work Order Hours

Sum of Number of Calls

NORTH 170 30 1,459,420 761 11,475 67,630 3,081 EAST 22 35 476,517 589 5,443 28,983 1,673 CENTRAL 82 35 1,187,905 1,100 11,126 128,446 4,483 SOUTH 137 47 1,002,064 2,051 19,278 134,043 5,874 UTILITY 123 32 84,652 28 6,667 36,897 629 Grand Total 534 37 4,210,558 4,529 53,989 395,998 15,740

So, What is IFM? And What’s Not IFM?

IFM manages the Facility infrastructure to enable Program Operations • Buildings, warehouses, conference centers, etc.• Includes “bricks and mortar”, utility services, custodial

services, etc.• Analogous to leasing a building in a research park

Program operations continue to be managed by the Program Organization• Research laboratories and machines• Research-specific equipment• Manage waste generated by R&D operations• Store materials• Office work, etc.

Facility Complex Manager - Role

Deliver Mission Ready facilities to enable Science Manage a complex area including assigned facilities &

resources to ensure the availability of effective, efficient, safe, and secure facilities, infrastructure, and support systems

Responsible & accountable for ensuring facility needs of building tenant are addressed

Provide leadership & vision in developing facility management strategies & missions

Develop Annual Work Plans Store Front for all F&O services

Facility Project Manager - Role

Manage specific facilities, related equipment and systems within a designated complex area

Significant involvement in development and execution of work

Plan, prioritize, and initiate (authorize) work; accept/approve work upon completion

Ensure resolution of problems, maintaining safe and reliable operations

Serve as single point of contact for the execution of the obligations agreed to between the approving parties of the FUA

Support Annual Work Plans Day-to-day interface for facility occupants

Requesting work

Anyone can request work • Call center - extention 2468• Contact FPM• Program determined protocol

Enhanced priority system will support expediency of work activities

Store Front will offer customer accessibility of many services• Coordinate services and program needs

Questions & Answers1. What “core” services does the Facility Complex

Manager provide? A: The core facility services provided by the Complex that are paid

for by space charge can be found on the BNL intranet at http://intranet.bnl.gov/fo/foc/SupportServices.asp

2. What additional customer support services can be purchased directly from the FCM as part of the “Store Front”?A: A wide range of services can be purchased such as engineering, craft support, work planning, R&D equipment support, etc.

3. How does it work? A: Simply request services from your FPM. They in turn will support

developing the relevant scope, acquire a provider and coordinate the activity. This is a service paid for by the requester. The value is the FPM has the know-how to support the request and program resources do not have to be consumed to accomplish the task.

http://intranet.bnl.gov/fo/foc/SupportServices.asp

Q&A continued

4. What does operate the building mean? A: There are many necessary activities required to ensure a safe and compliant environment is provided which enable program work to be accomplished. These include providing a functional built environment. This task includes but is not limited to the control and manipulation of the building Structure, Systems and Components (SSC); maintenance of the functional building and related equipment; janitorial; roads and grounds; Coordination of occupants activities to ensure minimal impacts on program work while ensuring that a safe and compliant environment is provided. Represent a process of service provisions to support the customers needs where improvement is sought on a continuous basis.

Q&A continued

5. What is meant by “the Built Environment”

A: The built environment includes any SSCs that are aspects of ensuring the building performs the proposed purpose of design. The built environment also includes control of any SSCs to ensure the design capability of the building are not exceeded. The built environment also includes those intended social aspects of the building.

Documents

Integrated Facility Management (IFM) Overview January 6, 2011 Leo Somma Facility Complex Manager- North Facilities and Operations