UNIT 18: Facilities operations and management

UNIT 18: FACILITIES OPERATIONS AND MANAGEMENT
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Unit 18:
Unit code: QCF level: Credit value:
Facilities Operations and Management
K/601/1801 4 15

Aim

This unit will enable learners to gain understanding of the professional scope and practice of contemporary facilities management. Learners will use administrative systems and evaluate the effectiveness of facilities operations.


Unit abstract

This unit develops the essential skills and knowledge required to deliver facilities operations in a wide variety of contexts. These contexts include hospitality and leisure venues, public arts venues, tourist complexes, educational institutions (such as colleges, universities and halls of residence), hospitals and museums. These types of institutions are becoming increasingly dependent on facilities operations, in addition to the primary function of the organisation or venue. The unit focuses on the operational and administrative functions of the facilities role. Learners will address the broad responsibilities and duties of a facilities manager. They will consider the legal, health, safety and environmental obligations that fall within the remit of facilities operations and examine the various administrative systems that support them. Learners will also evaluate and review the quality and effectiveness of the facilities operation. Learners will adopt a critical and enquiring approach to the concepts and theories underpinning the practice of facilities operations and management. They will acquire a range of skills, enabling them to identify regulatory and related obligations that are appropriate to their environment. The unit will also develop learners’ skills in research, the formation of opinion, writing and presenting to groups, as well as seminar leadership and participation.

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Unit content

1. Understand the operational responsibilities of a facilities manager Staff: structure and responsibilities; employment terms and conditions; training and development; appraisal; legal issues eg equal opportunities, discrimination, dismissal, working time regulations, transfer of undertakings Buildings: uses; allocation of space; capacity; essential services and supplies (mechanical, electrical, electronic); maintenance and repair (planned, preventative, emergency/reactive); refurbishment and development; security Customers: identifying and assessing needs; expectations and reactions; providing information and advice; providing customer care and control; accessibility; safety and security; legal obligations and liabilities; processing and monitoring sales and bookings; maintaining communication systems and databases; ancillary services and sales Employer/funding agencies: private and/or public ownership of facilities; management board/trustees; local authority; funding partnerships and sources; financial management; personal contract and accountability; lines of management responsibility; impact on facilities operations


Btec HND
2. Understand the legal, health, safety and environmental obligations to be addressed by facilities operations Statutory regulations: types eg local authority, fire authority (expectations and requirements), employment and insurance law, building and accessibility regulations, compliance; licences, recording documentation Health and safety measures: risk assessment procedures; regulations eg Control of Substances Hazardous to Health (COSHH); relevant authorities eg Health and Safety Executive Inspectorate, Environmental Health Officer; compliance; recording documentation Environmental and sustainability issues for facilities operations: definition; principles (environmental, social, economic); costs and benefits (from different perspectives) of planning and implementing changes as a result of environmental impact assessments Measures to ensure a sustainable environment; examples of good practice; local sourcing; implications for businesses and customers in general as well as for facilities operations; environmentally-friendly operations within the context of the chosen industry/operation


3. Be able to use a range of administrative systems to support facilities operations Information processing: communication channels; ICT systems; property management systems (PMS); management information systems (MIS); customer records; mailing lists/databases; archive and record keeping Control systems: budgeting and accounting; purchases and sales; human resources/manpower planning; staff wages; salaries; statutory contributions Building management: multi-use considerations; planning and scheduling; marketing and publicity functions; services management; maintenance and refurbishment schedules and records; equipment and resources controls

4. Be able to use appropriate criteria to carry out evaluation and review of the quality and effectiveness of the facilities Criteria: qualitative; quantitative; objectives; targets Evaluation: purpose; sources of information eg customers, colleagues, staff; management; methods of data collection; types of written and oral feedback; accuracy; relevance; reliability; validity; improvements and recommendations

Learning outcomes and assessment criteria

Learning outcomes
Understand the operational responsibilities of a facilities manager Understand the legal, health, safety and environmental obligations to be addressed by facilities operations Be able to use a range of administrative systems to support facilities operations Be able to use appropriate criteria to carry out evaluation and review of the quality and effectiveness of the facilities.

On successful completion of this unit a learner will:
Assessment criteria for pass
LO1 Understand the operational responsibilities of a facilities manager

The learner can:
 1.1 assess the responsibilities of the facilities manager for staff engaged in facilities operations 1.2 discuss the responsibilities the facilities manager has for operational aspects of the building 1.3 assess the responsibilities the facilities manager has towards customers using the facility 1.4 discuss the impact on facilities operations of employers and/or funding agencies

LO2 Understand the legal, health, safety and environmental obligations to be addressed by facilities operations

2.1 assess (from a country perspective) the statutory regulations that will affect facilities operations in an agreed context
 2.2 discuss the health, safety and environmental measures that must be implemented by a facilities manager in a given context
2.3 discuss the documentation required to account for compliance with statutory regulations and health, safety and environmental measures

LO3 Be able to use a range of administrative systems to support facilities operations

3.1 develop and deploy effective systems for processing information and maintaining communications
 3.2 identify the control systems required for effective facilities operations within an agreed context
3.3 discuss the systems needed by a facilities manager to support effective building management

LO4 Be able to use appropriate criteria to carry out evaluation and review of the quality and effectiveness of the facilities

4.1 establish appropriate criteria to evaluate the quality and effectiveness of facilities operations 4.2 implement evaluation and review procedures to analyse the quality and effectiveness of facilities operations
Guidance

Links
This unit has links with most units within this qualification. This unit also links to the following Management NVQ units:

B1: Develop and implement operational plans for your area of responsibility
B2: Map the environment in which your organisation operates
 B8: Ensure compliance with legal, regulatory, ethical and social requirements
E4: Promote the use of technology within your organization
 E5: Ensure your own action reduce risks to health and safety
E6: Ensure health and safety requirements are met in your area of responsibility
E7: Ensure an effective organisational approach to health and safety F5: Resolve customer service problems
F6: Monitor and solver customer service problems
 F7: Support customer service improvements
 F8: Work with others to improve customer service
 F10: Develop a customer focused organisation
F11: Manage the achievement of customer satisfaction

 F12: Improve organisational performance.

Essential requirements
Case studies to offer the opportunity to develop specific issues. Tutors must keep a database of documentation used in facilities operations, such as marketing and administrative materials.

Employer engagement and vocational contexts
It is important that centres establish supportive contact with a range of facilities operators in their local area to help deliver the unit. Learners can contact these businesses to help them develop their investigations into facilities operations and enhance research skills. There could be lectures or workshop input from a facilities operations professional. Visits to facilities will also be a useful way to support delivery. The British Institute of Facilities Management (BIFM) has a useful website with links to international associations and organisations.

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