The framework process

The following section describes the functional representation of the Facilities Management Knowledge Framework preceded by a discussion of the IDEF-0, the selected modelling tools. IDEF-0 is a modelling technique and a graphical approach to process description. An IDEF-0 model is used to facilitate the hierarchical decomposition of detail in a system until the subject is described at a level necessary to support the goals of the project. The top-level diagram in the model (known as node A0) shows the context level diagram, which represents the entire system and a general description of the subject. This is followed by a series of child diagrams (e.g.

node A2 - A3.2) that provide more detail about the subject, as illustrated in Figure 7.3

Identify gap and issues Identify Input, Output, Action and Mechanism for required Task or Activities to analyse FM process by using IDEF0 model template

Stage 2

Identify KM attributes with FM process by clarifies the KM problem identified with a business context

Stage 3

Addressing specific KM plans Addressed business problem identified at earlier stage by following 4 main steps of KM Action Plan in the template

Sample of Template for FM knowledge framework

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Review on relevance of knowledge management (KM) principles on the FM stage of the PFI projects

(1)Poor communication; (2) Poor quality of information; (3) Lack of knowledge sharing gives opportunities for improvement in KM context.

Limitations of KM are identified at personal, organisational and project levels.

There is lack of effective mechanisms for the appropriate transfer of knowledge between these three levels Tools and efforts developed to improve and support KM

implementation in construction such as CLEVER; IMPaKT, STEPS, CAPRIKON and KT Learning Toolkit.

Review on Facilities Management practice in PFI Projects

Four main aspects of FM provision: 1) People, 2) workplace, 3) process and 4) level of standards.

People in an organisation as one of the key elements for sustaining long term competitiveness

Wide range of service specifications and information in FM, form a suitable context toadopt knowledge management tools and techniques to ensure successful servicedelivery

Develop a framework for integrating knowledge management in PFI-M practices IDEF0 model used to map FM business process model

Each FM process has a different set of activities and information needed:

Two key stages that involve substantial amounts of FM knowledge found (Mustapa & Carrillo, 2007):

1. Early production of FM service stage 2. Operational maintenance stage

Importance of KM for the success and continuous improvement in PFI projects.

Few completed and operational PFI project to date Review of Private Finance Initiative (PFI) projects:

Managing Services in Operation of PFI Projects PFI emphasis on operational issues

Use stage in PFI (RIBA) focuses on key issues relating to delivering various FM services,

Characteristics and nature of PFI contract (Section 2.2)

Literature Reviews Exploratory Study Framework Development

Framework Evaluaton

Framework evaluation and feedback received by the users Benefits highlighted - Improving and promoting knowledge sharing and learning at the facilities management stage of PFI projects.

CHAPTER 7

Investigation of exploiting knowledge management processes in case studies

Use of case study protocol (Section 5.4.3).

3 case studies conducted at different FM stages in Operational PFI healthcare project.

1) provision of a new facility (A), 2) rebuilding of existing facilities (C),

3) maintenance and operation of existing facilities (B).

Different document collected and analysed (Table 5.3) Current practice in managing knowledge; different in term

of uses of KM tools; IT and Non-IT based approach Requirement needs for framework (Section 6.3.2):

- Continual information flow

- Recording and storing tacit knowledge - Easy to use documentation

- Effective knowledge sharing through systematic communication

- Clear definition of work scope and responsibilities Case Studies & Supported Documents Delivery of services and

control

Evaluate the services

Figure 7.2 Overview process and linkages between research findings towards the development of research framework

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Figure 7.3 Decomposition structure of an IDEF-0 model (Feldman, 1998)

IDEF-0 uses arrows, which represent Inputs, Outputs, Controls, and Mechanisms. A box represents a main function or activity of a subject. The arrows connect the boxes and represent interfaces between the boxes. The activity uses some inputs and transforms these inputs into outputs using machines or people in the organisation. The activities are described using verbs or verb phases. The resources that an activity needs to transform inputs into outputs are named mechanisms. Controls constrain this activity by specifying which conditions regulate the performance of an activity.

The framework commenced by transferring the key features of knowledge management attributes into the IDEF-0 modelling method to indicate the proposed process of integrating knowledge management approaches into facilities management practice. Because the process description is based on findings from case studies at

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the Use stage of the PFI projects, the facilities management activities during pre-Financial Close (preparation, tender and construction stages) were excluded when developing this framework. In this framework, the top level of the IDEF-0 model consists of a single box (A0), which illustrates the entire FM process at the Use stage from the collected findings of the case studies and supported document such as Full Business Case and the Project Brief reports. Figure 7.4 illustrates the facilities management process in the facilities management’s organisation, which is used as the starting point for the modelling.

On the second level of A0, as shown in Figure 7.5, a relation to facilities management processes is described using four main functions or activities. The activities reflect the tasks stipulated in the contract agreement between the FM organisation and the Client. These activities are the service strategies production process, production of contracted services process, operation and maintenance process, and evaluation of building use and services process.

Figure 7.4 Facilities management process operation in IDEF0 model Perform the facilities

Services to end user on daily basis (O1)

Title: Perform the facilities management process operation Node: A0

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