the facilitie management review - the journey so far

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Facilities Management Review The journey so far West Midlands Property Alliance Conference 5 th November 2012 Ian Andrews – Facilities Manager

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Ian Andrews, Facilities and Building Manager, Walsall MBC

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Page 1: The Facilitie Management Review - The Journey So Far

Facilities Management Review The journey so far

West Midlands Property Alliance Conference5th November 2012

Ian Andrews – Facilities Manager

Page 2: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review - Overview of Walsall Council FM services

Management of hard and soft FM for corporate buildings Mainly via direct employed staff for soft FM Manage and deliver traded services to schools and other

customers– Building maintenance services and design– Statutory compliance– Cleaning – Caretaking

Page 3: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review - What are we trying to achieve

Improve customer service and perception Benchmarking of costs Review of current hard FM contracts in place Joining up of FM services for more cost efficient delivery Driving costs down for savings Supported review process by

Page 4: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review - Improving customer service and perception

We have met with stakeholders from various groups Used systems thinking approach to understand customer

demand Listened to their requirements for a FM service Discussed possible solutions

Page 5: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review - Common themes fed back into the review

Customer service needs improving Costs are high - need to be fair and transparent Schools want more input into specifications and tenders Regular updates on work progress Regular termly/half termly visits required Request if costs are to be benchmarked against private

providers Schools would like more input into cleaning and caretaking

staff performance and recruitment More proactive than reactive approach

Page 6: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Working Smarter

Engaged our frontline staff with the “Systems Thinking” approach for FM

Systems thinking provides the means for customer-driven design and management of work 

Design of work - Demand, value and flow Attitudes to customers - What matters to them Measurement - Capability, variation, related to our

purpose Supported by Council staff who are specialists in systems

thinking methods

Page 7: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Other ongoing work

Reviewing options for reactive maintenance contract Working with our consultants MACE:

– Draft a service model with input from stakeholder consultation

– Review options available in the market with benchmarking of costs and services

Working on a systems approach on how FM log and manage workflows for our customers– Job/task close down or follow up– Outstanding commitments– Late invoicing

Page 8: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Benchmarking main corporate buildings

ServiceExpected Benchmark

£/m2

Civic & C/House£/m2

Maintenance £15 £13.70

Cleaning £21 £6.93 - £4.98

Curatorial (Reception & Porterage)

£15 £12.61

Security £10 £6.55

Page 9: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Hard FM Contracts Review

Building Maintenance Existing contract with Mitie expired in October 2012 Not to EU tender due to cost Reviewed final options

– Scape not valid for our location– Government Procurement Service (GPS) – Constructing West Midlands (CWM).

Cost analysis selected Constructing West Midlands (CWM)

Page 10: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Hard FM Contracts review

Existing Local Mechanical, Electrical and Water

Hygiene frameworks

Previously tendered by Walsall Rates very competitive compared to others available Will be reviewed again at an end of contract date

Page 11: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Activities carried out over last 12 months

Joined up Hard and Soft FM Centralised general maintenance budgets (£1.2 million)

and saved 25% of budget Developed central office support service

– Health and Safety– Room booking– Other joined up activities for support services such

daily photocopier maintenance

Page 12: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Initial findings

Urgent need to fully populate property database and asset registers

Customer perceived high cost for Hard FM not justified with benchmarking

Traded services has benefit in achieving economies of scale, delivered cost savings to the council, further scope to expand the provision of traded services

Trading supports the Council’s overheads and is a possible barrier to change

The need to further join up in-house services under one service as per current ongoing works (Design and Maintenance)

Page 13: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Potential savings

It has not been possible to properly analyze the potential savings due to the incomplete nature of the data available.

Challenging target savings which would require a joined up approach of FM services

Savings which may be achieved could be in the order of £750k per annum - approx 20%

Page 14: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Ongoing activities

Trialling a job-logging database linked to financial system for more detailed spend data

Population of asset databases Started working on a service redesign to focus on

customer demand Continued system approach to how we provide FM

services Continued consolidation of FM services

Page 15: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review – Summary and Target

Summary

Once we have fully populated data we can: Design our optimum model Take any savings ourselves or increase income on trading Look at shared services with others or other business

models

Target Develop systems and redesign the way we work by the

target date April 2013

Page 16: The Facilitie Management Review - The Journey So Far

www.walsall.gov.uk

FM Review

Thank you for listening

Contact details Telephone: 01922 471234

Email: [email protected]