Al Shirawi Facilities Management LLC | Integrated Facilities Management

Integrated Facilities Management (IFM) provides Clients a Cost-Effective, Streamlined and Simplified solution to their property management needs. Simplicity and streamlining are the keys to success, with our uniquely integrated approach to operational activities used to promote performance, enhanced efficiency and greater profitability.

With a current roster in thousands, we have identified the problems, which arise from traditional FM service providers such as inconsistent levels of service, limited management information, unexploited market leverage and reduced shareholder value. Al Shirawi FM proposes a need for change towards a more efficient and less complex way of delivering IFM services. We are a single-source IFM provider.

The primary advantage of utilising our core service is centralised tasking and responsibility on behalf of the Client transferring the risk and headache onto us.

At Al Shirawi FM, we pride ourselves on our ability to introduce international FM standards of Best Practice and innovation in order to deliver a premium quality service for our Clients.

A passion for Client satisfaction, a strong technical pedigree and versatility in terms of service delivery ensures a long-lasting and consistently high degree of value-added service. Al Shirawi FM can provide an integrated package of “Hotel-Services-without-the-beds” based on five core components:

Facilities Management
General Cleaning
Security Services
Outsourced Service Management
Value added Services

The key to innovative FM delivery is our ability to identify duplicated costs and resources within a classic, hierarchical structure of sub-contracted property services and to deliver a multi-skilling, modern, integrated service, at an overall lesser cost to the Client whilst maintaining or even improving service standards.

To fulfil such standards, we employ various levels of supervisory staff and managers who are thoroughly trained, experienced and qualified. This management team includes members of Al Shirawi Engineering Group Support Services, covering: Accounts, Human Resources, Quality Assurance, Health Safety & Environment, Procurement, Administration, Operations Team, Regional Specialists and Static Site Supervisors.

By providing the Client with a Single Point of Contact, via our Manager, employed as a static resource, we can offer opportunities for the Client to conduct internal resource manning reviews and thus achieve long-term cost savings.

Based on a Cost-Plus service delivery, and Open Book Accounting using our Oracle FM ERP System, we ensure constant transparency for all aspects of the Clientís accounts. Asset Management surveys and barcode / RFID systems can be introduced in due course, to determine building life cycle costs, track and protect loose equipment and fittings, and help with the calculations of Sinking Fund provisions, where applicable.

Where Al Shirawi FM does outsource various specialist services, the same dedicated team determines the best price and quality of contract on behalf of the Client. Method Statements, Work schedules, PPE criteria and Safety Permit-To-Work orders are all part of our ISO 9001-based methodology.

Overall, the aim is manage the entire facility, on behalf of the Client, not just to co-ordinate contract services. The responsibility levels are reflected in the proposed organisation structure.

Part of the Value-Added package includes direct input provided by the Manager who will assist the service delivery for the Client.

As a standing commitment, Al Shirawi FM will engage in all relevant management activities and ensure attendance at monthly progress and delivery review meetings.

Given the lower building occupancy rates experienced during the current economic downturn, we propose a tapered escalation of resourcing. Key threshold occupancy levels at 50% and 75% can be used to determine the variable factor required to manage, clean and guard the premises. Any additional resources required to support higher occupancy levels would be agreed according to an established Schedule of Rates. For example:

Time-sharing of Cluster Manager
Combining the responsibilities of Facilities Engineer and Customer Services Executive
On-call Technicians rather than dedicated to your facility
Combining of Team Supervisor and Team Leader responsibilities
Elimination of Head guard with security guards reporting to Team Supervisor
Installation of a Remote Monitoring System monitored by our Call Centre in lieu of a BMS Operator
Leisure floor attendant to also clean and maintain gym equipment (multi-tasking)
Multi skilled helpers to operate across all levels of IFM delivery
Several other tapered options available upon site inspection and Client specifications

Efficient and effective systems of working form the basis of how we operate our business. This has not happened by accident but has evolved through diligent practice and from studying how the various services that we deliver interact together.

When the concept of Facilities Management emerged, it was perceived by some as diverting responsibility for service delivery to parties whose first priority was to their employer rather than the Client. However, clients could still achieve the benefits of having a single point of contact, one invoice, with freedom to concentrate on their core activities. A number of other benefits included

Reduction of supplier base
Reduction of indirect spend cost
Commonality between contracts
Greater control
Increased product/direct labour
Al Shirawi FM has developed this strategy further with an uncompromising focus upon Client needs.

Utilising our workforce to its full potential, without causing detriment to the level of overall standards, required the application of a carefully structured approach. We have perfected this by using a combination of work-study processes and tools with a clear understanding of our service delivery work flows. By understanding the time it takes for a singe operative to perform core duties, we were able to match that individuals capabilities with other tasks, which could be performed within the remaining time. This is the basic premise of Multi Skilling.

For the benefit of our Clients, we can demonstrate varying levels of service integration. These levels of integration are dependant upon a number of different factors:

Client acceptance
Client will for change
Operative skill aptitude and capacity
Operative’s physical attributes
Opportunity for added value
Availability in the working day

All of the above are taken into consideration when determining the opportunity for multi-skilling.

Key Benefits of Multi-Skilling:

Effective use of resources
Improved productivity and less idle time
Substantial Cost-Savings to Client
Invisible management capability
Reduced turnover with job enrichmen


Our Computerised Maintenance management System (CMMS) and helpdesk system utilising Oracle FM manages all of the facilities management services. We see this as being a valuable part of our partnership, as it will provide a centralised store of all even asset and project information, which can then easily be accessed by the users.
Oracle FM is quick and easy to implement and provides users with a flexible system that they can adapt to their needs. The architectural flexibility of the system also enables the user to interface into a wide range of third-party applications, including HR, Finance, CRM, CAD, and GIS.

Health & Safety (H&S) is an important element of all our maintenance activity, and we have an exemplary safety record that we continuously strive to maintain and improve by reviewing the methods and practices utilised.

Our internal H&S Manager is responsible for all safety aspects and will implement our safety management systems. These will incorporate:

•	Safety requirement and codes of safe practice
•	All Statutory requirements
•	Best industry practices
•	A fire safety plan
•	This system will operate from the planning stage throughout the duration of our contract to ensure:
•	Safe systems of working are considered across all functions
•	Safety instructions are carried out for every operative
•	Subcontractors comply with health and safety plan
•	Subcontractors are competent in health and safety matters
•	Independent safety inspections are conducted regularly
•	Permit to work procedures are implemented

Training

Our commitment to Training is that “The right training” to “the right person” at “the right time”. We are committed to the development of staff at all levels within the division. We recognise that training is not an isolated event but rather a process of development lasting the length of each employee’s service within the company.

Our training programmes, designed to support our company’s journey from “Good to Great”, are always geared towards business needs as well as the needs of the specified individual.

Performance development reviews are held annually, from which a personal development plan is drawn up. The training solution could range from doing a “job swap” with a colleague in a different location to attend an in-house training course, to using one of the many external training providers, which we subscribe to.

All new employees receive a full induction into the company and its culture. During this process, managers meet with staff to determine the key performance indicators that will be measured as part of any given role. All our employees receive regular reviews where individual training needs are continuously evaluated.

We take our responsibility towards Health and Safety, Environment and Quality Management extremely seriously. Training that is fun can be remembered and we have designed a series of easy to use workbooks, covering customer service through to business management, which are used to support training delivered in a group session.

Reporting
Regular monitoring of all activities allows us to measure our ability to meet the required specifications of our Clients. If a service line is constantly not meeting the SLA, then the reasons why will be addressed. Our structured reporting mechanism produces the requisite information necessary to perform this key task.

This value is measured through Contract Retention and Customer Satisfaction – both are related but do not necessarily go hand in hand. Retaining a contract means that the Client is happy with the level of service they have received.

There are other influencing factors but generally, if the service is poor, Clients will change the provision provider. Customer Satisfaction surveys are regularly carried out, which delivers an insight into how our Clients perceive our standard of services.

The result of our customer satisfaction surveys allows us to take stock of our performance, facilitating changes to the service delivery if required. Our “Great People” are fundamental towards delivering “Great Services”.