Standardisation in Facility management – ISO 41 000 Series

 

• Facility management is still considered as a young branch of business with
the age of ca 30 years.

• First big step to standardization in this field were European standards EN 15
221 Series.

 

• These are now being replaced by international standards
ISO 41 000 Series.

• There are two committees dealing with FM standardization, first is
international one ISO TC 267 and the second is European
CEN TC 348

 

Five FM Standards are already published:

ISO 41001:2018

Facility management — Management systems — Requirements with
guidance for use

ISO 41011:2017

Facility management — Vocabulary

ISO 41012:2017

Facility management — Guidance on strategic sourcing and the development
of agreements

ISO/TR 41013:2017

Facility management — Scope, key concepts and benefits

ISO 41014:2020

Facility management — Development of a facility management strategy

 

Four standards are in preparation:

ISO/CD 41015

Facility management — Influencing organizational behaviours for improved
facility outcomes

ISO/WD TR 41016

Technology in facility management — Scope, key concepts and benefits

ISO/WD 41017

Facility management — Guidance on emergency management of epidemic
prevention in the workplace

ISO/WD 41018

Facility management — Development of facility management policy

 

Here is a content of published Standards:

ISO 41001:2018 Facility management — Management systems — Requirements
with guidance for use

1 Scope
2 Normative references
3 Terms and definitions
4 Context of the organization
4.1 Understanding the organization and its context
4.2 Understanding the needs and expectations of interested parties
4.3 Determining the scope of the FM system
4.4 FM system
5 Leadership
5.1 Leadership and commitment
5.2 Policy
5.3 Organizational roles, responsibilities and authorities
6 Planning
6.1 Actions to address risks and opportunities
6.2 FM objectives and planning to achieve them
7 Support
7.1 Resources
7.2 Competence
7.3 Awareness
7.4 Communication
7.5 Documented information
7.6 Organizational knowledge
8 Operation
8.1 Operational planning and control
8.2 Coordination with interested parties
8.3 Integration of services
9 Performance evaluation
9.1 Monitoring, measurement, analysis and evaluation
9.2 Internal audit
9.3 Management review
10 Improvement
10.1 Nonconformity and corrective action
10.2 Continual improvement
10.3 Preventive actions
Annex A Guidance on the use of this document
A.1 Scope
A.2 Normative references
A.3 Terms and definitions
A.4 Context of the organization
A.5 Leadership
A.6 Planning
A.7 Support
A.8 Operation
A.9 Performance evaluation
A.10 Improvement
Bibliography

 

ISO 41011:2017 Facility management — Vocabulary

1 Scope
2 Normative references
3 Terms and definitions
3.1 Terms related to facility management
3.2 Terms related to assets
3.3 Terms related to people
3.4 Terms related to sourcing
3.5 Terms related to process
3.6 Terms related to finance
3.7 Terms related to general business
3.8 Terms related to measurement
NOTE: The terms “facility management” and “facilities management” can be
used interchangeably.

ISO 41012:2017 Facility management — Guidance on strategic sourcing and the
development of agreements

1 Scope
2 Normative references
3 Terms and definitions
4 Sourcing strategy and understanding the core business context
4.1 Sourcing strategy
4.2 Strategic, tactical and operational level
5 Sourcing process in FM
5.1 Process flow chart
5.2 Identify and analyse current and future needs and expectations
5.3 Translate needs into requirements
5.4 Determine the service levels
5.5 Identify service delivery options
5.6 Business case development and analysis
5.7 Select preferred sourcing/service delivery option
6 Facility service provision
6.1 Principle options
6.2 Internal service provision
6.3 External service provision
7 Main characteristics of FM agreements
7.1 General
7.2 Essential components
7.3 Agreement structure and content
8 Common considerations in agreements
8.1 Flexibility
8.2 Performance criteria
8.3 Information responsibilities
8.4 Reporting and auditing procedures
8.5 Continuous improvement, best practice and innovation
8.6 Asset replacement and project activity
8.7 Communication
8.8 Regulations
8.9 Corporate standards
8.10 Termination of agreements
9 Preparation and development of an agreement
9.1 General
9.2 Preparation phase
9.3 Pre-qualification phase
9.4 Tender/negotiation phase
9.5 Agreement preparation phase
9.6 Signature phase
9.7 Implementation phase
10 Measure service provision performance
10.1 General
10.2 Measuring effectiveness
10.3 Outputs
Annex A Example of requirements for a service
Annex B Example of business case content
B.1 General
B.2 Examples of a business case
Annex C Structure of an agreement — General clauses
Annex D Service level agreements — Benefits, preparation and structure of
an agreement (SLA clauses)
D.1 General
D.2 Key attributes of SLAs

 

ISO 41013:2017 Facility management — Scope, key concepts and benefits

 

1 Scope
2 Normative references
3 Terms and definitions
4 Scope of FM
5 Business process background of FM
5.1 Business process
5.2 Core business/primary activities and separating the support
processes
5.3 Assigning support processes to FM
6 Key concepts in FM
6.1 FM model
6.2 Broad scope of FM and facility services
7 Purpose and benefits of FM
7.1 General
7.2 Productivity
7.3 Impact on people
7.4 Risk mitigation
7.5 Sustainability
7.6 Identity
7.7 Cost and quality

 

ISO 41014:2020 Facility management — Development of a facility management
strategy

1 Scope
2 Normative references
3 Terms, definitions and abbreviated terms
3.1 Terms related to facility management
3.2 Terms related to assets
3.3 Terms related to people
3.4 Terms related to sourcing
3.5 Terms related to process
3.6 Terms related to finance
3.7 Terms related to general business
3.8 Terms related to measurement
3.9 Abbreviated terms
4 Understanding the demand organization
4.1 Organization
4.2 Governance
4.3 Context
4.4 Risk management
4.5 Strategic alignment
5 Developing FM requirements
5.1 Current and future interest in facilities
5.2 Maturity of FM
5.3 Briefing for refurbished or new facilities
5.4 Stakeholders
5.5 Accessibility, inclusiveness and equalities
5.6 Functional requirements
5.7 Scope of services
5.8 Service specifications
5.9 Outputs and targets
5.10 Service levels
5.11 Service delivery options
5.12 Sourcing
5.13 Innovations in service delivery
5.14 Market audit
5.15 Verification and feedback
6 Formulating the FM strategy
6.1 Compiling the strategy
6.2 Format and content
6.3 Budgetary requirements
6.4 Procurement
6.5 Communication and feedback
6.6 Implementation plan
7 Managing performance
7.1 Monitoring and control of performance
7.2 Performance indicators
7.3 Performance measurement
7.4 Performance review
7.5 Corrective actions
7.6 Feedback and lessons learned
8 Improving outcomes
8.1 Applying lessons learned
8.2 Reassessing outputs and targets
8.3 Updating the FM strategy
8.4 Updating the FM policy
Annex A Examples of threats and opportunities
Annex B Examples of factors affecting business strategy
Annex C Considerations when formalizing the FM strategy document
Annex D Example of an FM strategy

 

 

ANAB (ANAB is the largest accreditation body in North America and provides services
in more than 75 countries.):
Organizations with a certified ISO 41001 management system can be
expected to demonstrate effective and efficient delivery of facility
management that supports the objectives of the demand organization;
consistently meet the needs of interested parties and applicable
requirements; and be sustainable in a globally competitive environment

 

TÜV SÜD (TÜV SÜD is a global certification company with headquarters in Germany):
Certification to ISO 41001 demonstrates that facility management services
can be delivered effectively and efficiently, improving organisational cost
benefits and consistently meeting the needs of stakeholders. The structured
ISO 41001 framework also demonstrates the ability of the facility
management function to take advantage of future opportunities and
effectively address new challenges which support the organisation’s business
goals.

 

Summary:

• Full set of Standards 41 000 Series will cover the whole range of FM and
Facility Services

• They are focused both on public and private sector.

• The target of the Standards are clients and service providers, as Facility
Management is considered to be one process starting at demand
organization (client) and ending with the very last service provider.

• Organization can adopt as many of the Standards as decided and as
necessary, audit and certification will most probably take only ISO 41 001 as
the basic one.

 

Karol Hederling, October 2020