prEN 15221-4
(Main)Facility Management - Part 4: Taxonomy, Classification and Structures in Facility Management
Facility Management - Part 4: Taxonomy, Classification and Structures in Facility Management
FM covers and integrates a very broad scope of processes, products / services, activities and facilities. The approach of this standard is to consider the added value provided to the primary activities by adopting a product perspective as recognised by the primary processes or core business in the organisation. This standard therefore introduces the concept of standardised (classified) facility products.
The scope of this standard is to provide taxonomy for FM which includes:
- relevant interrelationship of elements and their structures in FM;
- definitions of terms and contents to standardise facility products which provide a basis for cross border trade, data management, cost allocation and benchmarking;
- a high level classification and hierarchical coding structure for the standardised facility products;
- expanding the basic FM model given in EN 15221-1 by adding a time scale in the form of the quality cycle called PDCA (Plan, Do, Check, Act);
- a linkage to existing cost and facilities structures;
- alignment with the primary activities requirements.
Additional benefits from this standard are:
- Introducing a client rather than a specifically asset oriented view;
- harmonisation of different existing national structures (e.g. building cost codes) on an upper level relevant for the organisation and its primary activities.
Facility Management - Teil 4: Taxonomie, Klassifikation und Strukturen im Facility Management
Facility Management behandelt und integriert einen sehr breiten Anwendungsbereich von Prozessen, Produkten/Dienstleistungen, Aktivitäten und Facilities. Der FM-Ansatz in dieser Norm besteht darin, den für Hauptaktivitäten geschaffenen Mehrwert aus Produktperspektive zu betrachten, wie sie von den Hauptprozessen bzw. dem Kerngeschäft in der Organisation gesehen wird. Diese Norm führt deshalb das Konzept der standardisierten (klassifizierten) Facility-Produkte ein.
Der Anwendungsbereich dieser Norm besteht in der Bereitstellung einer Taxonomie für das FM, die Folgendes umfasst:
— relevante Wechselbeziehungen von Elementen und deren Strukturen im FM;
— Definitionen von Begriffen und Inhalten zu standardisierten Facility-Produkten, die eine Grundlage für grenzüberschreitendes Handeln, Datenmanagement, Kostenumlage und für das Benchmarking bilden;
— eine übergeordnete Klassifikation und hierarchische Strukturierung für die standardisierten Facility-Produkte;
— Erweiterung des in ISO 41011 angegebenen FM-Grundmodells um eine Prozessdimension in Form des PDCA-Qualitätszyklus (PDCA, Plan, Do, Check, Act, de: Planen, Durchführen, Prüfen, Handeln);
— eine Verbindung zu bestehenden Kosten- und Facilities-Strukturen;
— Anpassung an die Anforderungen der Hauptaktivitäten.
Zusätzliche Vorteile dieser Norm sind:
— Einführung einer auftraggeberorientierten anstelle einer rein immobilienorientierten Betrachtungsweise;
— Harmonisierung von bestehenden, unterschiedlichen nationalen Strukturen (z. B. Gebäude-Kosten-schlüssel) auf einem für die Organisation und deren Hauptaktivitäten relevanten hohen Niveau.
Facility management - Taxinomie, classification et structures en facility management
Le FM couvre et intègre un très large éventail de processus, produits/services, activités et installations. L’approche de la présente norme consiste à étudier la valeur ajoutée aux activités principales du point de vue du produit tel que reconnu par les processus principaux ou les activités principales de l’organisme. La présente norme introduit par conséquent le concept de produits normalisés (classés) de gestion des installations.
La présente norme a pour objet de fournir une taxinomie relative au FM qui inclut :
— la corrélation pertinente entre les éléments et leurs structures en FM ;
— les définitions des termes et contenu de normalisation des produits de gestion des installations qui fournissent la base d’un commerce transfrontière, de la gestion des données, de la ventilation des coûts et de l’étalonnage comparatif ;
— une classification de haut niveau et une structure de codage hiérarchique pour les produits normalisés de gestion des installations ;
— l’extension du modèle de FM de base donné dans l’ISO 41011 en ajoutant une échelle de temps sous la forme d’un cycle de la qualité appelé roue de Deming (PDCA — Planifier, Réaliser, Vérifier, Agir) ;
— une relation avec les structures de coûts et d’installations existantes ;
— un alignement sur les exigences concernant les activités principales.
La présente norme présente les avantages supplémentaires suivants :
— introduction d’une vision orientée sur le donneur d’ordres et non d’une vision spécifiquement orientée sur les actifs ;
— harmonisation des différentes structures nationales existantes (par exemple, codes relatifs au coût de construction) à un niveau supérieur pertinent pour l’organisme et ses activités principales.
Upravljanje objektov in storitev - 4. del: Taksonomija, klasifikacija in struktura pri upravljanju objektov in storitev
General Information
Relations
Standards Content (Sample)
SLOVENSKI STANDARD
01-januar-2019
Upravljanje objektov in storitev - 4. del: Taksonomija, klasifikacija in struktura pri
upravljanju objektov in storitev
Facility Management - Part 4: Taxonomy, Classification and Structures in Facility
Management
Facility Management - Teil 4: Taxonomie, Klassifikation und Strukturen im Facility
Management
Facility management - Taxinomie, classification et structures en facility management
Ta slovenski standard je istoveten z: prEN 15221-4
ICS:
03.080.10 Vzdrževalne storitve. Maintenance services.
Upravljanje objektov Facilities management
91.040.01 Stavbe na splošno Buildings in general
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.
DRAFT
EUROPEAN STANDARD
NORME EUROPÉENNE
EUROPÄISCHE NORM
November 2018
ICS 03.080.10 Will supersede EN 15221-4:2011
English Version
Facility Management - Part 4: Taxonomy, Classification
and Structures in Facility Management
Facility management - Taxinomie, classification et Facility Management - Teil 4: Taxonomie, Klassifikation
structures en facility management und Strukturen im Facility Management
This draft European Standard is submitted to CEN members for enquiry. It has been drawn up by the Technical Committee
CEN/TC 348.
If this draft becomes a European Standard, CEN members are bound to comply with the CEN/CENELEC Internal Regulations
which stipulate the conditions for giving this European Standard the status of a national standard without any alteration.
This draft European Standard was established by CEN in three official versions (English, French, German). A version in any other
language made by translation under the responsibility of a CEN member into its own language and notified to the CEN-CENELEC
Management Centre has the same status as the official versions.
CEN members are the national standards bodies of Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia,
Finland, Former Yugoslav Republic of Macedonia, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania,
Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland,
Turkey and United Kingdom.
Recipients of this draft are invited to submit, with their comments, notification of any relevant patent rights of which they are
aware and to provide supporting documentation.
Warning : This document is not a European Standard. It is distributed for review and comments. It is subject to change without
notice and shall not be referred to as a European Standard.
EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION
EUROPÄISCHES KOMITEE FÜR NORMUNG
CEN-CENELEC Management Centre: Rue de la Science 23, B-1040 Brussels
© 2018 CEN All rights of exploitation in any form and by any means reserved Ref. No. prEN 15221-4:2018 E
worldwide for CEN national Members.
Contents Page
European foreword . 4
Introduction . 5
1 Scope . 7
2 Normative references . 7
3 Terms and definitions . 7
3.1 General taxonomy of Facility Management related terms and definitions . 8
3.2 Financial and administrative terms and definitions . 9
3.3 Definitions of main standardized facility products . 11
4 Derivation of Facility Products and Relationship Model . 12
4.1 General . 12
4.2 The generic structures needed to describe a facility product . 13
4.3 Facility Management relationship model . 14
4.4 Processes . 17
4.4.1 General . 17
4.4.2 Facility Management Processes . 17
4.4.3 Classification of facility products . 17
4.5 The quality cycle in the FM relationship model . 17
4.6 Client perspective and national customs. 18
5 Description of the Standardized Facility Products . 19
Annex A (informative) Graphic representation of the Facility Product Map . 72
Annex B (informative) Additional comments to specific Facility Products . 78
B.1 Reference to the concept of the FM model and interaction with organization . 78
B.2 Product FM – Facility Management – Strategic Integration . 79
B.3 Product 1000 Tactical Integration (Space and Infrastructure) and 2000 Tactical
Integration (People and Organization) . 80
B.3.1 General . 80
B.3.2 Roles . 80
B.3.3 Space and Infrastructure products - organisational role model . 80
B.3.4 People and Organization products - organisational role model . 81
B.4 Product 9100 Sustainability . 82
B.5 Product 9200 Quality . 82
B.6 Product 1100 Space . 82
B.7 Product 1110 Building initial performance . 84
B.8 Products 1120 Asset Replacement and Refurbishment and 1160 Maintenance and
Operation . 86
B.9 Product 1170 Utilities . 87
Annex C (informative) Graphic Representation of FM Process Matrix . 88
Annex D (informative) Structures . 91
D.1 Description of facilities and activities . 91
D.1.1 Facilities (e.g. space, equipment, consumables) . 91
D.1.2 Facilities (e.g. space, equipment, consumables) . 91
D.1.3 Activities . 92
D.2 Physical structure – facility product structure . 93
Annex E (informative) Cost and revenue considerations in Facility Management . 94
E.1 Facility Management cycle . 94
E.2 Model of FM as a cost centre providing facility products . 95
E.3 Representation of Facility Management in accounting systems . 96
E.4 From standardized facility products to ‘individual’ facility services . 98
Bibliography . 100
European foreword
This document (prEN 15221-4:2018) has been prepared by Technical Committee CEN/TC 348 “Facility
Management”, the secretariat of which is held by NEN.
This document will supersede EN 15221-4:2011.
This European Standard is one of the series ISO 41000 and EN 15221 “Facility Management” which
consists of the following parts:
1. ISO 41011:2017 Facility Management - Vocabulary
2. ISO 41012:Facility Management – Guidance on strategic sourcing and the development of
agreements
3. ISO 41013 Facility Management – scope, key concepts and benefits
4. EN 15221 Part 3: Guidance on quality in Facility Management
5. EN 15221 Part 4: Taxonomy, Classification and Structures in Facility Management
6. EN 15221 Part 5: Guidance on Facility Management processes
7. EN 15221 Part 6: Area and Space measurement in Facility Management
8. EN 15221 Part 7: Performance Benchmarking
NOTE With the addition of the ISO standards, Part 1 and Part 2 of EN 15221 are withdrawn.
Introduction
In 2013 the initiative was taken to interest parties at ISO level for the FM suite of standards of Europe,
the EN 15221 parts 1 to 7. This resulted in the re-development of the standards for vocabulary,
sourcing and agreements.
The result consists of the parts:
• ISO 41011 Facility Management – Vocabulary
• ISO 41012 Facility Management – Guidance on strategic sourcing and the development of
agreements.
• ISO/TR 41013 Facility Management – Scope. Key concepts and benefits.
These standards also build on widely accepted management principles, in particular value chain
(Porter, M E, (1985), “Competitive Advantage: creating and sustaining superior performance”, Free
Press, New York) and quality control (PDCA. Deming, W E (1986), “Out of the Crisis”, MIT, Cambridge).
Reference to ISO 10014:2006, Quality management – Guidelines for realizing financial and economic
benefits.
The principles of the Deming cycle (PDCA) underpin all of the standards but are applied to a different
extent and depth in each. In fact, there are different types of PDCA cycles depending of the term (e.g.
long term, short-term).
These standards align to EN ISO 9000 family of standards for Quality Management Systems and apply
specific guidance on the concepts and use of a process-based approach to management systems to the
field of Facility Management.
The term “facility services” is used as a generic description in the standards. The term “standardized
facility products” refers to the “standardized facility services” defined and described in EN 15221-4,
Facility Management — Part 4: Taxonomy, Classification and Structures in Facility Management.
Countries can decide to substitute the term “product' into “service”, when they consider that it is
important for a good acceptance and use of the standards in their own country.
The aim of all the standards is to provide guidance to Facility Management (FM) organizations on the
development and improvement of their FM processes to support the primary activities. This will
support organizational development, innovation and improvement and will form a foundation for the
further professional development of FM and its advancement in Europe. Therefore, generic examples
are provided in the standard to assist organizations.
These standards lay the foundation of the work that has to be done further more in developing Facility
Management, for example, benchmark standards EN 15221-7.
In the European Standard ISO 41011 Facility Management is defined as the integration of processes that
support the primary business of an organization. Facility Management (FM) according to this definition
envisages a business model that encourages an organization to optimize its support services. The key
focus is to improve the effectiveness of the primary activities of an organization by streamlining the
service provision and interaction of the parties.
Accessibility to the resources necessary to facilitate knowledge development, innovation and business
improvement are important in a global market where leading edge practices are maintaining or
improving competitive advantage as key objectives of a successful business or governmental
organization. Taxonomy provides a framework within which knowledge is able to be identified and
categorized for ease of access by practitioners.
Based on various definitions, the most evident conclusion is that taxonomy is a classification system for
improved information management, which contributes to improving the capability of users to sustain
and improve the operations of their business. The key concept relates to how the use of taxonomy will
improve the operations of the business. In this regard, the structure of taxonomy should be closely
aligned to business processes so that the user’s access to information is intuitively driven.
EN 15221-4 provides a taxonomy with a relationship model which integrates the FM-model, the process
matrix, the product/service structure and a classification system. These are essential contributions to
the removal of barriers to harmonization and cross border trade.
This standard uses the term product in accordance with EN ISO 9000 which defines a product as the
result of a process. In the context of FM, a product is a result of a process and the respective activities /
facilities.
The standardized (classified) facility products are a well-defined (commodified) and hierarchically
organized set of facility services. They have been selected from the countless number of individual
(customised) facility services to provide a basis for standardization in the field of process definition,
cost allocation, standardized tendering etc. They have been selected from a client perspective and
attempt to integrate different European customs and practices.
1 Scope
FM covers and integrates a very broad scope of processes, products / services, activities and facilities.
The approach of this standard is to consider the added value provided to the primary activities by
adopting a product perspective as recognized by the primary processes or core business in the
organization. This standard therefore introduces the concept of standardized (classified) facility
products.
The scope of this standard is to provide taxonomy for FM which includes:
— relevant interrelationships of elements and their structures in FM;
— definitions of terms and contents to standardize facility products which provide a basis for cross
border trade, data management, cost allocation and benchmarking;
— a high level classification and hierarchical coding structure for the standardized facility products;
— expanding the basic FM model given in ISO 41011 by adding a time scale in the form of the quality
cycle called PDCA (Plan, Do, Check, Act);
— a linkage to existing cost and facilities structures;
— alignment with the primary activities requirements.
Additional benefits from this standard are:
— Introducing a client rather than a specifically asset oriented view;
— Harmonization of different existing national structures (e.g. building cost codes) on an upper level
relevant for the organization and its primary activities.
2 Normative references
The following documents are referred to in the text in such a way that some or all of their content
constitutes requirements of this document. For dated references, only the edition cited applies. For
undated references, the latest edition of the referenced document (including any amendments) applies.
ISO 41011, Facility Management – Vocabulary
ISO/TR 41013, Facility Management – Scope, key concepts and benefits
EN 13306, Maintenance - Maintenance terminology
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.
ISO and IEC maintain terminological databases for use in standardization at the following addresses:
• IEC Electropedia: available at http://www.electropedia.org/
• ISO Online browsing platform: available at http://www.iso.org/obp
3.1 General taxonomy of Facility Management related terms and definitions
3.1.1
adaptability
possibility (ability) of changing characteristics like volume or function or space in order to meet new
requirements
NOTE 1 Adaptability consists of:
— Elasticity: The possibility of changing the volume;
— Generality: The possibility of changing the function;
— Flexibility: The possibility of changing the distribution of space.
NOTE 2 Usability is defined in ISO 9241.
3.1.2
classification
system for grouping and categorizing items with similar characteristics (attributes)
3.1.3
facility manager
person responsible for the facility management organization who is the single point of contact for the
client on strategic level; leads the FM organization, ensures quality and continuous improvement and
conducts strategic projects and tasks
NOTE If he is a member of the board of the organization, the facility manager is also called Chief Facility
Management Officer CFMO or Chief Facility Executive CFE.
3.1.4
facility process
support process which is integrated and managed by FM
NOTE 1 The output of a facility process is a facility product.
NOTE 2 Facility processes are subdivided into facility management processes on strategic and tactical level and
facility services processes on operational level.
3.1.5
FM product map
structure of the standardized (classified) facility products in FM
NOTE Based on EN ISO 9000 the term product is used to cover service, software and hardware.
3.1.6
hierarchy
structure of levels in which each level includes its lower levels
NOTE Taxonomies are frequently arranged in a hierarchical structure. Typically they are related by
supertype-subtype, also called parent-child relationships.
3.1.7
real estate
encompasses land along with anything affixed to the land, such as buildings
NOTE Real estate, immovable property, real property, realty are used synonymously.
3.1.8
standardised facility product
one of a defined set of classified and hierarchically organized facility services. Depending on national
language customs, the term standardized facility service may be used synonymously
NOTE 1 The term product is used in accordance with EN ISO 9000 being the output of a (facility) process which
can be a single or a package of material (hardware) or immaterial provisions (software), supplies or services
which support the primary activity of the organization and its properties.
NOTE 2 The term “Facility product” has been chosen due to its more commodified (classified) and therefore
more comparable nature to enable benchmarking while facility services generally are of a more individual and
customised nature. The products have been defined from a client perspective while considering different
European customs.
NOTE 3 In this standard the term “Facility” (= a tangible asset, see EN 15221-1) is used in the sense of
“facilitation”, to provide services, assets, tools and consumables to make work easier/to support the primary
activities. This includes a whole production site of an organization and goes down to a single sheet of paper which
needs to be purchased, stored, supplied, bound, archived and recycled. Facilities like a building or a sheet of paper
are always embedded in activities and the provision of services.
3.1.9
structure
relationships between classes, groups and categories and how they are linked together
3.1.10
support processes
workflow of activities not designated as primary activities (non-core activities)
NOTE Support processes which are integrated and delivered by FM are called facility processes.
3.1.11
taxonomy
practice and science of classification
NOTE A knowledge map of a topic typically realized as a controlled vocabulary of terms and or phrases. An
orderly classification of information according to presumed natural relationships. A classification system for
improved information management, which should contribute to improving the capability of users to sustain and
improve the operations of their business, into a series of hierarchical groups to make them easier to identify,
study, or locate.
3.1.12
tenant
individual or business which has temporary possession of or pays rent for real estate owned by another
party (landlord)
3.2 Financial and administrative terms and definitions
NOTE When registering, recording or collecting facility costs, as well as allocating them to products, it is
necessary to indicate the nature of the costs and revenue. A definition of cost types and terms related to costs used
in this standard is given below. For more detailed definitions this standard refers to national or international
accounting standards.
3.2.1
asset management
activities aiming to optimize the life cycle costs of facilities which have a value for the organization
NOTE In the context of facility management, this is either an activity within the FM organization and each
standardized facility product concerning the facilities needed to provide its support services or a support service
to the primary activity and concerning e.g. its production facilities.
3.2.2
cost of capital
interest and provision for capital
3.2.3
cost of enhancement of initial performance (improvement costs)
costs needed to change a facility to meet new requirements
3.2.4
depreciation
estimated or expected decline in value of an asset
NOTE The term is used in accounting, economics and finance to spread the cost of an asset over the span of
several years.
3.2.5
FM cost centres
element within the accounting system which captures FM-costs
3.2.6
material costs/costs of materials
costs of goods (e.g. consumables, tools, spare parts)
3.2.7
personnel costs/costs of personnel
wage costs (the gross annual salary, including social plans and taxes, holiday pay, gratuities, bonuses
and profit sharing) and other personnel costs
3.2.8
primary activity cost centres
element within the accounting system which captures costs
NOTE A cost centre often represents a division that adds to the cost of the organization.
3.2.9
revenue
earnings
NOTE Costs and revenue are linked to the time when they are generated. Costs therefore are not necessarily
equal to expenditure, and revenue does not, by definition, constitute receipts and vice versa.
3.2.10
tax costs
costs such as taxes, fees and offsetting of non-reclaimable VAT (value added tax)
3.3 Definitions of main standardized facility products
NOTE Facility products are hierarchically structured. The principle structure is outlined in the body of this
standard and the terms are therefore added in this chapter. The structure follows the examples given in ISO 41011
with minor adaptations. A more detailed definition of these standardized facility products as well as the
definitions of the products on lower levels are given in Clause 5.
3.3.1
business support
services supporting mainly the management of an organization, for example, legal counsel
3.3.2
cleaning
services related to hygiene and cleanliness that maintain a proper working environment and help to
maintain assets in a good condition
3.3.3
Health, Safety, Security and Environment (HSSE)
services protecting from external dangers or internal risks and protect assets and the health and well-
being of the people and providing a safe and sustainable environment
3.3.4
hospitality
services providing a hospitable working environment making people feel welcome and comfortable
3.3.5
ICT
services related to information and communication technologies
3.3.6
logistics
services concerned with the transport and storage of goods and information and improving the relevant
processes
3.3.7
organisation specific
services related to people and organization which are specific to the type or branch of the organization
3.3.8
outdoors
services related to the outdoor areas including land, maintaining parking facilities, gardening etc.
3.3.9
primary activity specific (Industry sector specific)
services related to space and infrastructure which are specific to the type or branch of the organization
NOTE A boiler for example can supply heating for buildings or steam for industrial processes. The latter
would fall under this product to make investment and energy used in the buildings comparable to other buildings
and industry processes comparable to similar industry processes and thus enabling benchmarking.
3.3.10
space (accommodation)
services for the provision of accommodation like design and build, acquisition or renting of space,
including the administration and management of space and its disposal
NOTE 1 It includes the utilities and technical infrastructure (technical building equipment) resulting in a
comfortable climate and supplying lighting/ shading, electrical power, water and gas.
NOTE 2 The investment costs of the technical infrastructure are generally included in the costs of space. The
consequences are that technical infrastructure cannot be a product of its own on this level.
NOTE 3 The term space has several other meanings as well. This definition applies in the context of the
standardized facility products.
3.3.11
sustainability
state in which components of the ecosystem and their functions are maintained for the present and
future generations
NOTE See ISO 15392 - Sustainability in building construction.
3.3.12
workplace
services related to the working environment, for example, furniture, equipment and tenants fit out
4 Derivation of Facility Products and Relationship Model
4.1 General
The principle reason FM exists as an entity is to support the primary activities of an organization more
effectively, therefore alignment of facility processes that deliver facility services or facility products
which are an essential support and/or add value to the client organization with the primary processes
is of fundamental importance.
In the field of Facility Management, there have been many different approaches to the definition,
structuring and allocation of costs. The varying requirements have historically not been met by one
single cost structure without compromise or repetition of items. This standard therefore defines
generic structures and methods for the classification of hierarchically organized and standardized
facility products which will allow consistent cost allocation and improve the ability to combine, analyse
and present information. Based on EN ISO 9000 the term product is used to cover service, software and
hardware.
The map of standardized facility product provides a basis for:
a) uniform specification for the provision of services;
b) cost allocation and cost comparisons;
c) measuring quality and performance in a consistent way;
d) benchmarking across organisations and national borders.
The creation of a set of high level standardized facility products will, if widely adopted, allow
organisations to align internal structures and costs and, over time, benchmark with other similar
companies with increased certainty.
Adoption of a detailed costing structure demands considerable time and effort. Every organization has
to determine the appropriate level of detail included in its cost allocation system, however, all
organisations should be capable of implementing the high level structures of standardized facility
products contained in this standard.
4.2 The generic structures needed to describe a facility product
In the field of Facility Management, there are differing relationships between information and costs. The
information can be shown in different ways following different structures. The differing relationships
cannot be accommodated by one single (cost) structure without compromise or constant repetition due
to the fact that there is usually more than one dimension (independent structure) involved. This
taxonomy standard therefore defines generic structures and cost allocation methodologies to
consolidate the information and asset evaluation. The various partly overlapping existing structures in
Facility Management (cost structures, activities, facilities, processes, resources, life cycle phases,
building areas, utilities, ICT network, etc.) have been reduced to a minimal set of three generic
structures needed to describe a Facility Product.
When the proposed structure is adopted, organisations will have the ability to compare costs of
standardized facility products as well as costs of individual facility services in accordance with already
existing cost structures. This ability will be further enhanced by the use of a standard computer based
accounting system. At a certain level, cost information used in an accounting system will not be
sufficient and physical or measured data like m2, kWh, etc. is required. This is the point where the
application of an enhanced accounting system like e.g. a CAFM (Computer Aided Facility Management)
is recommended.
Two of the resulting generic structures, the activities structure and the facilities structure, are
connected together in form of a matrix. Adding cost information as the third structure, the resulting
three dimensions (each dimension is representing an independent generic structure) can be visualized
in Form of a cube (Figure 1). This cube is used as a model to show that with these generic structures
either the cost of each facility or the cost of each activity or the cost of each activity performed on a
facility or any other combination can be displayed separately. The ‘fourth’ dimension contains
information on who has ordered and will pay for the product (the client or customer) and how the price
of the product will be charged or billed.
It is essential to draw a clear distinction between facilities (tangible assets, hardware, materials, energy,
etc.) and activities (action, doing, workflow). In a construction phase example, bricks and mortar
(facilities) are processed by the activity of bricklaying (specified activity) to construct a wall. The wall
becomes part of the facility “building” needed to provide the product “Space”. The same wall (facility)
will eventually need to be cleaned or repainted (activities). This approach requires generic structures
(dimensions) which can be freely combined (e.g. the activity ‘cleaning’ can be applied to floors, carpets,
windows, walls, ducts, machines, etc.) and the facilities structure can also be used for other purposes
(e.g. asset management or maintenance and refurbishment planning). The aim is to be able to use
consistent data and terminology throughout the whole life cycle of a facility.
With the cost elements attributed as the third independent structural dimension, virtually any existing
cost structure can be interlocked and compared. To try to reduce this cube into a one dimensional list
means to repeat elements of the other structures several times or to lose some of the information. To
overcome this, delimited volumes within these three dimensions have been defined as products.
This taxonomy standard proposes to use existing structures where applicable, especially existing cost
and facilities structures, while activities structures in most cases require further standardization in FM.
Figure 1 — Exemplary representation of the relationship of the three independent structures
(Dimensions) required to describe a product
4.3 Facility Management relationship model
Figure 2 shows the FM relationship model linking the following structures together:
a) the product map (Clause 4) which includes the standardized facility products (Clause 5);
b) the facilities related to Space and Infrastructure and People and Organization as defined in
ISO 41011 and ISO/TR 41013.
c) strategic, tactical and operational levels as defined in the FM concepts of ISO/TR 41013
d) the FM process / activities matrix structured aligned with the quality cycle of Plan, Do, Check and
Act (PDCA) as defined in ISO 10014:2006 (Clause 6) for the processes/activities;
e) the cost structure divided in the exemplary main headers of a provider income statement: costs of
capital, personnel costs, material costs and depreciation (Clause 7) as used e.g. in international
accounting standards (IAS);
f) the revenue structure which leads to the contract party who orders and pays for the products
(client or organisational unit).
Figure 2 — FM relationship model linking the FM concepts, the FM process/activities matrix, the
facility product map and facilities, cost and revenue structures together
The FM product on a strategic level is the integration of FM processes in accordance with the definition
of FM in ISO 41011 and ISO/TR 41013. The strategic processes deliver the necessary input from the
strategic level (clients demand) to the integration of processes on tactical level. Additionally, there is a
set of horizontal or central functions managed on this level.
The integration of processes on a tactical level is divided in the two main groups in accordance to
ISO 41011 and ISO/TR 41013: Tactical integration related to Space and Infrastructure and tactical
integration related to People and Organization.
The facility products on operational level follow the subdivision on tactical level and are further
subdivided within the facilities structure as shown in Figure 3. The Figure is an expansion of the central
facility product map (activities-facilities matrix) in Figure 2. It contains an exemplary number of
activities for each phase of the PDCA cycle. The quality cycle is applicable on all levels, as well as on each
sub-process and single activity (Annex C).
Each intersection in this matrix can be defined as a process producing a product. The activities (and
sub-processes) and the facilities are used to describe these facility processes (Figure A.1). Costs
(resources) are then allocated to these processes. This level of detail may be required in some
organisations. For practical purposes and clarity, this standard defines a workable number of
standardized facility products within this detailed matrix. These are the generic facility products, which
were found to be common in most industry sectors and organisations. The resulting facility product
map is easy to understand and to use whilst being capable of extension (scalable) to meet individual
business needs.
In addition to the generic standardized facility products there is also a product category called Primary
Activity Specific under Space and Infrastructure and similarly a product category called Organization
Specific under People and Organization. These product categories allow individual organisations to
tailor the product map and incorporate business specific elements.
Figure 3 — Facility product map (facilities/activities matrix with standardized facility products)
with exemplary activities list opened for the operational level (for the other levels see Appendix
A.1)
A description of each standardized facility product and its sub-products is provided in Clause 5. A
graphical overview of the standardized facility products and their sub-products is included in Annex A.
Additional information on some specific facility products or groups of facility products (e.g. in relation
to their life cycle costing) is given in Annex B.
The basic rule of the products on the upper hierarchical levels is that they contain all facilities, activities
and associated costs from the linked items on the lower levels. For example, maintenance of outdoor
assets is included in the product Outdoors and not in a separate product Maintenance which would
reflect the activity structure. One of the consequences of this rule is that the technical building
equipment is not a separate product on this level as its capital costs are included in the cost of space
(rent).
To ensure the product map reflects common practice in FM it has been necessary to slightly modify the
structure and alignment in the following areas:
1. Cleaning as the activities in this product have a link to the facilities in the other products (e.g.
cleaning the furniture).
2. The product “Space” and its subdivisions (see Annex A) are specially designed to facilitate life cycle
costing.
3. Capital costs in the product ‘Space’ are separated from annual running costs and divided into the
three sections: initial costs, cost of refurbishment and cost of enhancement of initial performance
(Figure B.6).
4. Maintenance and Operation is subdivided in fabric and technical building equipment following the
facilities structure.
4.4 Processes
4.4.1 General
Processes are sets of working models for activities. Processes are specific orderings of work activities
across time and place, with beginnings and endings, and clearly defined inputs and outputs. Processes
have to be set up for specific organisations.
The organization and its specific processes are considered as a whole, regardless of the corporate
structure with its entities of the primary activities.
4.4.2 Facility Management Processes
The basis for process standardization is an interlock between the FM-concept in ISO/TR 41013, the
processes described in EN 15221-5 and the proposed standardized facility products defined in this
standard. This FM-model defines and describes demand from an organization and supply from a
provider view and the connection and coordination / cooperation at all 3 levels (strategic, tactic and
operational).
4.4.3 Classification of facility products
This document promotes a new approach to the structure of facility services by forming a defined set of
hierarchically structured classified facility services called standardized facility products.
The classification creates a product hierarchy. There is no necessity for an organization to demand or
for a supplier respectively to supply the complete range of products or these standardized services only.
The classification structure covers all three levels.
— The “facility product” at a strategic level is called FM strategic integration, It is considered as active
integration and not just as a bundle of facility products.
— At the tactical level, products related to Space and Infrastructure and related to People and
Organization are integrated and resources allocated.
— At the operational level, there is a set of about 100 standardized facility products on another three
hierarchical levels. The classification serves as an identification code positioning the product within
the hierarchical structure. There is no standardization in terms of internal quality or quantity of the
facility product for both the provider and the purchasing and using or consuming organization.
4.5 The quality cycle in the FM relationship model
The integration performed by FM, in accordance with the definition given in ISO 41011 and
ISO/TR 41013, is best described by the Quality Cycle Plan-Do-Check-Act (PDCA) described in
ISO 10014, and also in EN 15221-3.
The basic concept is that each activity should be planned and checked. To close the quality cycle with a
continuous improvement process, (key-)performance indicators and benchmarking data are required.
To achieve this, standardized processes, products and cost allocation methods are needed. The quality
cycle is applicable on all levels, not only on the strategic level, but also for each single activity, if
suitable.
In Figure 4, the FM concept from ISO/TR 41013 is linked with the quality cycle as a third dimension of
the FM model. If the PDCA activities are performed in sequence, this process dimension can be seen as a
time scale.
Figure 4 — FM model linked with the quality cycle
as a form of time scale
The matrix in Figure 5 integrates the FM model with the quality cycle shown. It includes the main
activities (processes) performed in the PDCA cycle divided into strategic, tactical and operational levels.
A more detailed matrix with reference to the processes described in EN 15221-5 as an example how the
process matrix could be used is given in C.1.
Figure 5 — Exemplary FM process matrix linking the FM model with the quality cycle
(refer to Annex C)
FM, in accordance with its definition, aims to improve the effectiveness of the primary business
activities. Thus, Act (continuous improvement) becomes an important factor for the industry and added
value for the business/ customer. It influences the productive processes by giving feedback to the
primary process and providing data for strategic decision making.
4.6 Client perspective and national customs
The standardized facility products in this taxonomy standard have been defined primarily from a client
perspective with respect to the more detailed needs of the provider side. A top down approach was
used while considering different European customs. This perspective is different from
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