operations building services risk management But beware... as for me, effective
operation and maintenance of building services is an iceberg effect in terms of visibility and proportional impact of associated consequences.
Building Services Risks
Whether it’s one large high tech office building, a number of retail units or a very large complex property portfolio that is being managed, it is essential that statutory and other compliance undertakings are in place for building services equipment. Key example areas include:
• Water Quality - Prevention of Legionella (CIBSE TM13); • Building Regulations - Greater requirement for energy management; • Confined Spaces Regulations 1997 - Risk Assessments when working in confined areas, e.g. tanks; • Control of Asbestos at Work - Requirement for effective management, Site Register and Testing; • Control of Substances Hazardous to Health - Affecting a range of substances associated with buildings services; • Electricity at Work Regulations - Safe systems of work around installation operation maintenance/servicing of electrical equipment; • Emissions to Atmosphere; • Environmental Protection Act 1990 - Ensuring waste disposal does not cause harm to employees or the environment; • F-Gas Regulations - Requirement to safely manage refrigerant gases; • Lifting Operations and Lifting Equipment (LOLER) - Suitability of equipment for task, risk assessments, inspection and test; • Lightning Protection Systems – As-built drawings, records and test (BS6651); • Portable and Transportable Equipment - Inspection and testing, dependant on use and potential for damage (HSG 107); • Pressure Systems Regulations 2000 - Written schemes detailing systems boilers and heating systems, etc (HSE L122); • Fire Protection - Regular inspection and testing (BS 5939); • Emergency Lighting - Regular inspection and testing (BS 5939); • IEE Wiring Regulations - Regular inspection of fixed electrical installations (BS 7671). The above is just a sample of legislative
items which are embraced by Health & Safety at Work Act and many other specific guidance/Codes of Practice applicable to the Operation and Maintenance of Building Services. A full list can be found on a number of building services websites. Effective management of systems, data
and records is an essential part of compliance and therefore regardless of tests and inspections being completed,
Look at the building services maintenance strategy and supporting contract arrangements. Is it right for your portfolio and core business operations? Maintenance audits are always a useful measure. Is the service sufficient, is it actually being done, regardless of the paper trail? So, in these challenging times, take a careful look at building services and establish who is owning and managing the risk in YOUR portfolio?
the ability to demonstrate effective management, follow on/close out of repairs. Access to accurate, up-to-date information for relevant parties is just as crucial in the process. There are a number of market-leading
computer aided facilities management (CAFM) systems available to support building services maintenance and compliance with relevant legislation. A good example is the use of a web-based system to enable building managers/FMs and maintenance teams to view latest test certificates, risk assessments or possibly lift inspection reports. This improvement in quality management eliminates mislaid, incorrect or old versions of paper documentation, ensuring checks are in place and records available for those needing to view them. Building Regulations, the Carbon
Reduction Commitment (CRC), Air Conditioning Plant inspections and other future requirements will drive property owners and occupiers to look more closely at energy, from policy through to operations, and will also highlight good practice in the field of controls and cost effective management.
Business Critical?
Depending on the nature of the building, function or portfolio, the appropriate maintenance strategy will be developed to build on the compliance requirements above, and additionally balancing operational cost against risk and ongoing potential life cycle investment for replacement of key plant on a five-year rolling programme. The completed strategy will have elements of planned, condition-based and, probably, areas of zero maintenance across a range of sites and services. The term critical engineering services
has become routine in areas such as data centres and financial organisations where large electrical power and cooling support systems are the basis of 24/7/365 operations. However, across differing organisations and sectors, the term ‘business critical’ may vary dependant on the needs of the business. The operational risk of the building services will be a combination of cost of duplicating the services, and or level of maintenance and holding of strategic spares, and contractor response against the potential and impact of failure. It may not always be high tech, but something where a low probability fault or failure may have significant impact on core business.
Sourcing Models and Expertise
Supply chain initiatives and the need to focus on core business have resulted in
32 l Property Management Select l july/august 2010 l
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both reduced client function for property and a growth in the support services sector. Businesses now have a much more mature market for options to manage their buildings and support operations. With variations from corporate real estate partners through bundled services to specific specialist contractors, all areas should be covered. However, although a number of
institutions and trade bodies are working hard to develop and promote building services, it is an area where competent resources are a premium in the property sector. In response some astute service organisations and consultants are now developing next phase of expertise for opportunities as we move out of recession. The skills debate and getting the core level of future people interested in building services and through academic/training routes remains and a subject for a future discussion article.
Moving on, then?
Make sure a team or person within your property/support services structure is responsible for building related risk management. A good start is ‘A Risk Standard’ from The Institute of Risk Management. There will be a strong link to business continuity within your organisation, so BS 25999 is a good basis there.
Additionally, succession planning for priority roles and regular rehearsals of operational failure scenarios must be routine to embed the risk management culture. Building services and good operational FM information is readily available from a range of sources, including CIBSE, BIFM, FMA and BSRIA, as well as their supporting groups and networks.
Then look at the building services
maintenance strategy and supporting contract arrangements. Is it right for your portfolio and core business operations? Maintenance audits are always a useful measure. Is the service sufficient, is it actually being done, regardless of the paper trail? So, in these challenging times, take a
careful look at building services and establish who is owning and managing the risk in YOUR portfolio?
About the author
This article is a personal view from Geoff Prudence C.Eng FCIBSE MBIFM, who as chairman of the CIBSE FM Group and the BIFM Building Services special interest group has a wide range of experience in the design, operation and maintenance of building services and management of property portfolios in private and public sectors.
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