Analysis of facilities history: a tool for effective facilities management

Abstract

The analysis of the information available in the operational history of each facility in the portfolio of facilities managers provides useful information on the quality and functional state of the facilities; contributes to the education of the end-users, assists in the development of objective forward planning and realistic budget allocated to definite line items to guide senior management for objective decision making. Such analysis identifies what is required to ensure that the facility is available to meet the needs of the customer and highlights the potential risks of sudden breakdown resulting from the neglect of deferred maintenance. Furthermore, detailed facility analysis provides guidance for the management of renovation, modification, change of use, and conservation of heritage facility. The principle of document analysis was adopted in reviewing the periodic operational report of the facilities Management unit of two Higher Education institutions in South Africa. The findings revealed that though the unit produces regular monthly and annual reports, no analysis of the report is available. Therefore, the programmed renovation exercises are based largely on visual assessments and use of good professional judgement. Recommendations were made on how to conduct asset analysis and use it as tool for developing operational budget, renovation and rehabilitation plans