Example evidence for Facilities Management pathway - RICS

Example evidence for Facilities Management pathway
The following example evidence and supporting commentary for the property management competency is intended
to assist candidates preparing their evidence portfolio for Associate Assessment. This example should be used as
a guide and should not be used as a template for candidates to present their own evidence.
Property Management commentary
Commentary (as per the above):
After identifying regular expenditure on reactive maintenance of storm, foul and laundry drains on thirty sites, I
initiated a programme of planned preventative maintenance. This resulted in less disruption to site and the
occupiers, cost effective maintenance and detailed records. It also prevents health and safety issues that can arise
from these areas such as overflowing drains and floods. One contractor was employed to complete all the works on
the sites. This reduced travelling time and due to the economies of scale reduced costs to the end user. The
maintenance of these areas is a landlord obligation, as deemed in the lease; the costs are recovered by the service
charge. From this, records were issued to site which will assist field and office based staff to establish when future
works are required, even if there is a change in personnel. The works are now carried out on a bi-annual basis and
problems encountered in between maintenance are reviewed to ensure the time frames remain the most effective
and offer the best value. These records can prevent future conflict with leaseholders when blockages occur. As it
can show when and what works have been completed and that the problems may be occurring from pipe work that
is the leaseholder’s responsibility. By setting a programme of works, more accurate budgeting can achieved, as
pre-determined works are included with less reactive works, which are more difficult to cost. I have set a target of
30% emergency costs for general maintenance expenditure, by identifying areas which would benefit from
preventative maintenance. This was extended to communal fan cleans, aerial surveys, window maintenance and
roof surveys. All of which have helped achieve fewer emergency call outs and more accurate costing.
Property Management evidence
EXAMPLE
Above you will see an example commentary used for the property management competency along with the below
document that was used as the piece of evidence. You can also see from the screen shot the mandatory
competencies that were claimed alongside this evidence.

EXAMPLE

Property Management evidence
MEMORANDUM
HOUSING GROUP A
COMPANY B
To: House Manager Date: 12 January 2010
cc:
From: A. Surveyor Ref: VO
Area Manager
LAUNDRY DRAIN CLEANS
Housing Group A are employing Company B to complete the laundry drain cleans in April and May at
£95.00 plus VAT per laundry to the attached specification. The contractor will contact you two weeks
prior to works commencing to arrange a suitable date. Please code this to 1234 in your invoice log.
New sites will not be included in these works.
Please can you put the laundry cleaning specification in your technical file for further reference.
LAUNDRY
Run the washing machines through a boil wash once a week to help keep pipes clean and for hygiene.
DRAIN CLEANS
Company B will also be carrying out the cleaning of the storm and foul drains on site at that same time.
The cost of this will be £295.00 plus VAT. The contractor will contact you two weeks prior to works
commencing to arrange a suitable date. Please code this to 1234 in your invoice log.
New sites will not be included in these works.
EXAMPLE
CONTRACTOR: COMPANY B CONTACT: PERSON C 00000 000000

SPECIFICATION
ANNUAL CLEANING OF LAUNDRY DRAINS
1) Check all washing machine traps and thoroughly wash through with a descaling
chemical.
2) When complete, ensure that washing machine drain hoses are cleaned of scale
and replaced in correct waste pipe.
3) Report any hoses which appear to be perished to the House Manager.
4) Lift drain cover in laundry floor, clean ‘P’ trap and flush through with
disinfectant.
5) Re-seat drain cover securely.
6) Thoroughly clean dryer ducts and check that the end cowl is clean and clear.
7) Lift main drain covers on external run, immediately adjacent to laundry, and jet
out the main drain run
in this vicinity to clear out any build up of solidified soap/detergents.
8) Disinfect the drain run and re-seat drain covers securely.
9) Report any drain covers that may require re-benching/further attention to the
House Manager.
EXAMPLE

SPECIFICATION
BI-ANNUAL CLEANING OF EXTERNAL DRAINS
10) Lift all manhole inspection covers to surface water and foul system.
11) Completely flush out system with high powered jets/rodding.
12) Check clear manhole/inspection chambers.
13) Grease cover lips before replacing.
14) Check to ensure that covers fit flush to external grounds so as not to form a
trip hazard.
15) Clean out all car park gullies and flush through.
16) Advise the House Manager of any problems identified.
EXAMPLE