Facilities management office

Tasks:

Supporting the University Vice Presidency for Facilities and Operations team by developing the capabilities of employees to reach excellence and leadership in the management of facilities and projects, while developing realistic work methodologies; In addition to preparing and operating advanced systems in the field of facility management and operation to reach the required goals.

Challenges:

§  Irregular coordination

§  Poor communication and lack of coordination in project work activities

§  Repeating mistakes with the inability to avoid problems.

§  Slowness in decision making

Strategic Orientation:

- Facilitate and support communication, and provide appropriate information about the project to various departments in order to support decision-making

 - Activating the role of programs in the management of facilities and projects, working on building a solid knowledge base, especially in facilities management

-  Assisting the Vice-Rectorate in updating the ISO 9000 certificate

Facilities management office services:

-  Supporting strategic directions and decision-making through: Evaluating the current level of facilities management and thus identifying improvement requirements

- Spreading a culture of excellence in facilities management and developing Vice-Rectorate staff

- Implementation of facility and project management methodologies, as well as redefining operating policies and procedures Finalizing key facilities management procedures

- following up performance and proper execution via the strategy dashboard

- Preparing a budget for facilities management operations

Measuring Vice-Rectorate staff capabilities:

- Enhancing the contribution to improving the profession environment

-Encouraging job training and providing sources of updated knowledge related to facility management

- Enhancing the recruitment for facilities management positions

Functions of the facilities management office:

1.       Developing Vice-Rectorate strategies, objectives and key performance indicators

2.       Developing procedures and monitoring implementation and review mechanisms

3.       Developing and reviewing contract procedures

4.       Enact facilities management systems and controls

5.       Sustainability management

1.       Developing Vice-Rectorate strategies, objectives and key performance indicators

-The main task of the Facilities Management Office is to develop medium and long-term strategies for the University Vice Rectorate. Medium-term strategies are those focused on the university's vision for a period of two to four years, as opposed to long-term strategies - the facilities management office managers will ensure that strategic processes are reviewed and adjusted periodically to ensure they remain relevant to the desired function in the academic sector; In addition to strategic planning, the Facilities Operations Manager ensures that the day-to-day business activities are supported by the Colleges' functions.

- The strategic management process usually begins with the development of the mission statement and then the development of strategic objectives, implementation and control.

- The quality manager, in coordination with the facility management director, tracks the progress of the process towards achieving the strategic goals and high-level goals through the main strategic performance indicator dashboard.

- A system must be put in place to measure the key performance indicators for each job, including those related to maintenance, procurement, facility status, schedule of achievements, compliance with contracts, and others.

- The members of the facility management office work on interpreting and understanding the key performance indicators, evaluating the progress made against each element of the strategy, and clarifying the necessary steps to correct the course as required 

2.       Developing procedures and monitoring implementation and review mechanisms

This section is concerned with following up and analyzing operating performance, developing and reviewing procedures, in addition to clarifying the progress of the operation through the performance of the schedule and the financial analysis compared with the basic plan.

This section includes the following functions:

•  Supporting the Vice-Rectorate operations by providing models, processes and procedures in accordance with best practices and unifying them across all departments

•  Follow up the submission of documents and contractual requirements for the project, analyze their data and submit them in the monthly report

•  Supporting and preparing a plan for the responsibilities and tasks of the members of the facility management office and developing a plan for the matrix of responsibilities

•  Supporting the implementation plan for training and qualifying the facility management office in the facilities management skills.

•  Review the consultant's reports regarding the resources needed to implement the project for labour, materials and equipment

•  Compilation of all updated technical records from the consultant such as non-compliance reports, change orders, claims and materials...etc. Also, pictures showing the progress of works

•  Provide current reports for each specific package: progress and delay rate, support in developing a corrective action plan, and review information and data flow across different departments

• Reviewing the consultant's monthly bills submitted to the owner. Participating in reviewing the contractors' monthly billing procedures

• Monitor the implementation of the required procedures at various stages of operation and ensure their compliance with the approved plan.

The list below summarizes some of the required procedures;

A. Meetings

Attend the pre-initial meeting after signing the contract between the owner and the contractor/consultant with the aim of clarifying the work plan, contract management process as well as discussing other topics such as down payment, letter of guarantee, time schedule and clarification of delay penalties if any, and monthly payments.

Attending the monthly meeting (according to the contract) to discuss the progress of work and obstacles, in addition to coordinating the meeting between the project parties.

B. Schedule: Basic Retirement Schedule

The planning manager in the facility management office, in coordination with the consultant's operations manager, ensures for each package that there is an approved schedule prepared and submitted by the contractor to obtain the consultant's approval as stated in the contract.

Work procedures:

- The consultant shall refer to the planning manager in the facility management office the approved schedule.

- The planning manager should check the documents and results records.

- The Director of Planning shall provide advice and consultations to the University Vice Rectorate that the approved schedule and records provided by the consultant are effective and reliable to be considered.

- The Real time plan for the project.

- The planning manager reviews and analyzes the updated schedule and prepares a report on areas of delay and risks, if any.

- The Planning Director discusses the report with the Vice Rectorate and makes recommendations for solutions that enable him to take the appropriate decision.

C. Periodic reports; Contractor/consultant monthly report

Follow-up and review the monthly consultant report at the level of package operations managers, confirm their data, and report any discrepancy between work progress and the submitted report. Document progress rates, planned and completed, with the aim of submitting this report no later than the fifth day of the following month.

Monthly report:

Data is collected from the consultant in specific forms that include basic information for each package, financial data, actual completion rates, site photos, as well as preparing a progress curve for each package. A comparative analysis between the planned and the actual will be carried out to find out any discrepancy and advise on corrective action.

Business process and procedures:

The consultant shall send the reports to the control manager of the facility management office. The control manager shall review the reports and comment on them and shall notify the Vice-Rectorate whether the reports submitted by the consultant are valid and reliable, in order to give an indication of the performance of the contractor and the consultant. The oversight manager also reviews and analyzes the reports and prepares his own report on the lagging/dangerous areas, if any. He must discuss the report with the Vice-Rectorate and provide recommendations and solutions that enable him to take the appropriate decision.

D. Project documentation follow-up

The Facility Management Office team through the Facility Operations Manager, Control Manager and Quality Manager follow up on project documents such as monthly billing records and non-compliance reports.

Project records are prepared by the contractor and reviewed by the consultant. These records are updated and submitted periodically by the 25th of each month, and the Facility Management Office team analyzes the information and focuses on problem areas.

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