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Innovative & Technology Initiatives
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1. Introduction
1.1. About This Best Practice Booklet
1.2. Target Audience
1.3. How to Use This Best Practice Booklet
1.4. Stakeholder Responsibilities
2. Key Model Framework
2.1. O&M Input on Design for New Building
2.2. Asset Information (Documentation)
2.3. Operation Procedures
2.4. Emergency Preparedness
2.5. Preventive Maintenance Procedures / Standards
2.6. Corrective Maintenance
2.7. Maintenance Record Management
2.8. Spare Parts Management
2.9. Addition, Alteration and Replacement (Planning and Implementation)
2.10. Incident Management
2.11. Environmental and Safety Management
2.12. Application of Technologies
2.13. Stakeholder Management
2.14. Information Management
2.15. Structure and Qualification of O&M Team
3. Innovative & Technology Initiatives
3.1. Technology Trend 1: CAFM Software
3.2. Technology Trend 2: Building Information Modelling (BIM)
3.3. Technology Trend 3: Internet of Things (IoT)
3.4. Technology Trend 4: Drones
3.5. Technology Trend 5: Artificial Intelligence (AI)
3.6. Technology Initiatives
4. Industry Standards and Requirements
4.1. Guidance Notes and Codes of Practice
4.2. International Standards
5. Useful Forms/ Check List - Samples
5.1. Check List for Periodic Maintenance of a Lift
5.2. Check List for Periodic Maintenance for a Hydraulic Lift
5.3. Check List for Periodic Maintenance of an Escalator
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Innovative and Technology Initiatives

3. Innovative & Technology Initiatives

The operation and maintenance of buildings have already been facing several critical challenges, including the aging workforce, aging assets and climate change. The new generation of smart technologies such as artificial intelligence, asset management Internet of Things, building management system, building information system or even specialised drone-enabled automation applications would have brought further challenges to us with safety and well-being of occupants and visitors inside buildings elevated to a completely new level. Building O&M practitioners shall endeavour to adopt innovations, technologies and best practices/guidelines to improve the management of E&M assets, thereby enhancing the resilience and intelligence of government buildings.

Below are five emerging technology trends that may have impact on facilities management industry.

3.1 Technology Trend 1: CAFM Software

In the current dynamic market, computer aided facility management (CAFM) software is highly important for facilities manager in the workplace. Tasked with many responsibilities, facilities manager require complete day-to-day functionality by integrating technology, processes, and people. With the help of CAFM software, facilities manager can better execute daily operational responsibilities from monitoring and managing customer service requests to preventive maintenance and operational facility services.

3.2 Technology Trend 2: Building Information Modelling (BIM)

Although not a new technology, Building Information Modelling-Asset Management (BIM-AM) is a tool used by contractors and architects to develop and scale virtual models of building projects. Giving building owners and operators a complete visual model of the facility prior to construction, it provides valuable insights into project delivery timelines and budgets.

When integrated with existing work order programs or facility maintenance software, BIM delivers on improved floor plans, asset information and financial estimates. As the technology continues to evolve, the importance of BIM in facilities management will continue to grow.

3.3 Technology Trend 3: Internet of Things (IoT)

The Internet of Things (IoT) refers to the network of internet accessible devices utilised by organisations. Relying on tools such as sensors, thermostats and actuators to evaluate data and reduce the amount of energy used for tasks, IoT systems effectively reduce energy bills and provide insightful data to improve efficiency within all facilities. With various sensors generating data, facilities management organisations are able to identify issues and potential problems faster and easier.

3.4 Technology Trend 4: Drones

Drones are unmanned aerial vehicles (UAVs) that have the ability to improve efficiency in facilities management. Some of these opportunities include safety in inspections, and the automation of delivery services. Still in its infancy, there is no disputing that sending a drone equipped with a high-resolution camera is a quicker and safer way to evaluate a building’s exterior than sending a member of the team.

3.5 Technology Trend 5: Artificial Intelligence (AI)

Artificial intelligence (AI) is the broader concept of machines being able to carry out tasks in a smart manner. AI also refers to machines imitating and bettering human performance. More adaptive than traditional systems, AI holds an array of capabilities for enhanced performance in the facilities management industry. A part of AI, machine learning is a current application that provides machines access to data and allows them to draw insights on their own. With machine learning, facilities management organisations can better predict how much time an asset, such as a building, has before its performance degrades or fails. From online chatbots in customer service to finding patterns in historical data through the use of algorithms, AI will expand and benefit all departments within an facilities management organisation.

3.6 Technology Initiatives

Based on the above five technology trends, the technology initiatives in respect of the 15 key attributes are summarised below for reference

O&M Aspect Feasible Initiatives Reference
O&M Input on Design for New Building
Simulate best practice O&M activities using BIM or other simulation software to understand operability and maintainability before construction.
BIM for Facility Managers issued by International Facility Management Association (IFMA)
BIM-AM Standards and Guidelines issued by EMSD
Housing Authority BIM Standards and Guidelines
Asset Information (Documentation)
Adopt computerised asset information model such as BIM to maintain all asset information under an efficient asset management system;
Inspect, digitise and upkeep latest record and logbook for Fire Services Installations and equipment on a regular basis;
Implement mobile solutions for asset management record retrieval and updating of records, e.g. O&M manual, fault history, etc.;
Adopt Radio Frequency Identification (RFID) or QR codes for asset management.
BIM for Facility Managers issued by (IFMA)
BIM-AM Standards and Guidelines issued by EMSD
Construction Industry Council BIM Standards
Operation Procedures
Adopt cloud-based technology to store information of Lift and Escalator Installations and equipment to be accessed by property management personnel when needed;
Implement IoT-enabled self-diagnosis function for the healthiness of major Lift and Escalator equipment;
Incorporate on-line condition monitoring and mobile technologies on Lift and Escalator systems to improve maintenance and reduce downtime.
Emergency Preparedness
Preventive Maintenance Procedure / Standards
Conduct predictive maintenance based on data analysis on fault history and equipment condition.
Corrective Maintenance
Maintenance Record Management
Adopt computerised monitoring system to maintain detailed maintenance information with capability for prompt alert, review and further analysis. The system at least contains the following information for weekly updates by designated person(s):
Maintenance contractor's organisation chart and contact list
Monthly fault call and emergency repair reports
Daily fault call progress report
Details of corrective maintenance
Equipment breakdown report
Working programme for maintenance, annual inspections and tests, overhaul, drills, safety inspections and any other scheduled works
Preventive maintenance schedule
Details of preventive maintenance completed
Spare part list
Registers of tools, equipment, materials, spare parts and instruments as well as calibration certificates of instruments
Record of plants and equipment details
Overhaul reports
Record of statutory submission
Any other useful information (e.g. site photos)
O&M Input on Design for New Building
Spare Parts Management
Utilise an automatic inventory control system using AI to manage spare parts inventory by prediction of spare parts requirement using AI for advance and on-time spare parts procurement.
Incident Management
Consider advance management tools to help optimise system performance, e.g., BIM – asset registers, equipment life-cycle track, system configuration, critical device status, maintenance history, installation visualisation, etc.;
Adopt IoT technologies to allow quicker and instant reporting and maintenance data collection for future improvement.
Addition, Alteration and Replacement (Planning and Implementation)
Adopt advance management tools such as integrated facility management tools to allow a quick search of all equipment information and records, to enhance effectiveness of overall planning.
Environmental and Safety Management
Adopt recycled components or equipment for the maintenance / repair / replacement works;
Application of Technologies
Adopt application of AI, big data analysis, IoT etc.;
Knowledge transfer from research to industry to Interface Science / Technology.
Stakeholder Management
Establish a smart system to automatically notify stakeholders on upcoming schedules and progress of all O&M activities, addition, alteration and replacement works.
Information Management
Establish an integrated management system (iBMS);
Create centralised database for automatic replacement planning for equipment;
Establish an online real time server for storing maintenance related information through mobile devices;
Provide online access of all information for maintenance party during preventive maintenance works.
Structure and Qualification of O&M Team
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