European Facility Management Data Standard – EN 15221 – 3

Common taxonomy is critical to productivity, transparency, collaboration, and information re-use/management.  Within the facility management where process, technology, and productivity lags, common taxonomy must be at the forefront.

Various standards are in place and evolving.  Here’s a quick view of FM data standards for Europe.

EN 15221-1: Facility Management – Part 1: Terms and Definitions  Version EN 15221-1:2006

This draft European standard gives relevant terms and definitions in the area of Facility Management. It also provides a structure of facility services.

EN 15221-2: Facility Management – Part 2:

Facility Management — Agreements -Guidance on how to prepare Facility Management agreements Version EN 15221-2:2006

This document is a working and standardized tool intended for parties who wish to draw up the Facility Management agreement within the European Common Market. It offers headings, which are not exhaustive. Parties may or may not include, exclude, modify and adapt these headings to their own contracts.

Definition of Facility Management – an integrated process to support and improve the effectiveness of the primary activities of an organization by the management and delivery of agreed support services for the appropriate environment that is needed to achieve its changing objectives.

FM Model

 

EN 15221-3: facility management – Part 3:

Guidance how to achieve/ensure quality in facility management

Provides guidance how to measure, achieve and improve quality in FM. It gives complementary guidelines to ISO 9000, ISO 9001 and EN 15221-2 within the framework of EN 15221-1.

Scope

Normative references

Terms and definitions

Basics of quality management

4.1      Importance of quality in FM

4.2      Criteria, background, elements and influences to quality

4.3      Type of characteristics

4.4      Pathway from needs to experiencing Delivery

4.5      Quality management

Process of quality management

5.1      General introduction of the process

5.2      Demand

5.3      Determining and defining requirements

5.4      Service Level (SL)

5.5      Developing measurement metrics (hierarchy of indicators)

5.6      Quality aspects by organizing delivery of fm products

5.7      Quality aspects by delivering fm products

5.8      General introduction into performance management

5.9      Measurement and calculation

5.10    Analyze deviation

5.11    Actions based on deviation

5.12    Continuous improvement

Quality:

degree to which a set of inherent characteristics fulfils requirements

 

 

Requirement:

need or expectation that is stated, generally implied or obligatory

Characteristic: distinguishing feature

A characteristic can be inherent or assigned and can be qualitative or quantitative. There are various classes of characteristics, such as the following:

— physical (e.g. mechanical, electrical, chemical or biological characteristics);

— sensory (e.g. related to smell, touch, taste, sight, hearing);

— behavioral (e.g. courtesy, honesty, veracity);

— temporal (e.g. punctuality, reliability, availability);

— ergonomic (e.g. physiological characteristic, or related to human safety);

— functional (e.g. maximum speed of an aircraft).

Product:

result of a process

product categories, as follows:

– services (e.g. transport);

– software (e.g. computer program, dictionary);

– hardware (e.g. engine mechanical part);

grade

Category or rank given to different quality requirements for products, processes or systems having the same functional use.

service level

Complete description of requirements of a product, process or system with their characteristics.

The described set of characteristics in the SL can be graded within boundaries suitable for measurement and analysis.

indicator

Ceasured or calculated characteristic (or a set of characteristics) of a product according to a given formula, which assess the status or level of performance at defined time.

key performance indicator

Indicator that provides essential information about performance of the client´s organization.

The key performance indicators have to be given by the client´s organization, based on its strategic goals pursuing the development of the primary activities.

FM-indicator

Indicator that measures the quality of fm products.

They are used on different levels (e.g. strategic, tactical or operational Level).

FM-key performance indicator (fm kpi)

Indicator directly impacting the primary activities and the objectives of the client´s organisation.

Fm-indicator linked to client’s organisation objectives and related product which directly impacts the primary activities.

FM Need or Expectation
FM Process Overview
Gap Model
Gap Analysis

EN 15221-4: facility management – Part 4: Taxonomy of facility management

Focused on the concept of classified facility products / services by defining relevant interrelationship of service elements and their hierarchical structures, associated terms and cost allocation

EN 15221-5: facility management – Part 5:

Guidance on the development and improvement of processes

Provides guidance to FM organizations on the development and improvement of their processes to support the primary activities.

EN 15221-6: facility management – Part 6:

Space measurement

Area and space measurement for existing buildings

 

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New FM Standards ( Facility Management ) – Europe – EN15221-3, -4, -5 and -6

EN15221-3, -4, -5 and -6 have been voted in. 5 (processes) and 6 (space & area measurement) with an overwhelming 100% of the votes. 3 and 4 with 90% of the votes. CEN Programme Manager Maitane Olabarria Uzquiano informed the association that publication of the four new standards is forseen for September 8, 2011. All national standardization bodies will have maximum 6 months to publish the standards at national level.

The EN15221 standards define the European facility management market. EN15221-1 defines FM itself, basic terms related and the scope of FM:

  1. Space & Infrastructure
  2. People & Organisation

The first focuses on:

  • Accomodation (client demand for space is satisfied by services such as programming, design and acquisition of space, but also the administration and management of space and its disposal)
  • Workplace (client demand for a working environment is satisfied by services related to internal and external environments, fitting out with furniture, equipments and tenants)
  • Technical infrastructure (client demand for utilities is satisfied by services resulting ina comfortable climate, lighting, etc.)
  • Cleaning (client demand for hygiene and cleanliness is satisfied by services that maintain a proper working environment and help maintain assets in good condition
  • Other space & infrastructure ( specific or individual demands)

The second focuses on:

  • Health, Safety and security (client demand for a safe environment is satisfied by services that protect from external dangers or internal risks as well as the health and well-being of the people)
  • Hospitality (client demand for hospitality is satisfied by services providing a hospitable working environment makes people feel welcome and confortable)
  • ICT (client demand for information and commuication is satisfied by services providing information and telecommunication technologies)
  • Logistics (client demand for logistics is satisfied by services cerned with the transport and storage of goods and information and improving relevant processes)
  • Other support services (client demand for other support services such as human resource management, accounting, procurement and and photograpic services is satisfied by a range of processes).

This standard also comes with the FM model. (The model shown is not a copy of the official original!)

model

EN15221-2 gives a standardised approach to developing an FM agreement. This could be used when tendering, contracting or outsourcing, but also for internal purpose to agree on the services to be delivered by inhouse service providers. prEN15221-3 explains how to achieve and ensure quality in FM. prEN15221-4 focuses on using a classification system. The below graphic is an example figure that shows how the classification could look like. (This is not the original figure from the official prEN15221-4 because of copyright CEN.)

classification 

The business industries and markets covered by facility management according to EN15221 are summarized under two main headings ‘Space & Infrastructure’ and ‘People & Organisation’. The business services covered are:

  • cleaning services
  • pest control
  • catering & vending services
  • furniture
  • procurement
  • office supplies
  • maintenance
  • logistics
  • event management
  • energy management
  • utilities
  • landscaping & parking
  • design and construction services
  • lease, rental & space management
  • corporate real estate services
  • workplace management
  • safety & security services
  • (internal) relocation services
  • document management
  • hospitality/reception management
  • information and communication technology
  • accounting, controlling, reporting
  • human resource management
  • fleet management
  • travel services
  • legal policies and contracts
  • health & environment
  • marketing
  • sustainability
  • building initial performance
  • property administration
  • portfolio optimisation
  • real estate services.

This clearly shows why FM can be seen as the umbrella covering a wide variety of Business Services.

The prEN15221-5 explain how to develop and use processes in facility management. The prEN115221-6 describes how to measure space and areas in buildings. The following image (not the original from the copyrighted CEN material!) gives an example of how the methodology of measurement could work.

 space

See how Wolfgang Moderegger, convenor of the EN15221-3, explains the standard that achieves/ensures quality in facility management.

See how expert Hermen van Ree, Senior Consultant Sustainability at DHV, explains the importance of these new standards for all who use real estate in Europe.

Master student David Menkveld interviewed 43 real estate professionals from organisations such as IPD, DTZ, CBRE, ING RE, Deka, Jones Lang LaSalle, Colliers, Cushman & Wakefield, Savills, CEN, DSM, Philips, UPC, PROCOS, Altera Breevast, MeetAtelier, NPC, NEPROM, PLANON, Brink Groep, STABU and Royal Haskoning to analyse their views on the proposed European Space and Area Measurement standard EN15221-6. Here you can download the first six pages for free of his dissertation. Go to the bookshop to order his booklet. For information on the full report contact him directly.

 

 

 

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