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4 20 28
Fax: (03) 9329 5295
Email: media@executivemedia.com.au
Web: www.executivemedia.com.au
Offices also in Adelaide, Brisbane & Sydney
Editor-in-Chief
Ric Navarro Regulars + News Cover Story – Energy,
Editorial enquiries: Tel: (03) 9274 4206
Email: ric.navarro@executivemedia.com.au Incoming Chairman, Steve The National Environment &
Taylor, confirms his excitement Portrait Gallery HVAC
Advertising Manager with the challenges ahead as the
Phil Haratsis
The new National Portrait Gallery Mandatory disclosure of building
Advertising enquiries: Tel: (03) 9274 4200 new Chairman of FMA Australia, building displays some 400 efficiency, and subsequent
Email: media@executivemedia.com.au while CEO David Duncan reports portraits of people who have greenhouse emissions, is the
on his time at the recent IFMA shaped Australia and who latest in a raft of obligations
Front Cover Image
National Portrait Gallery by Brett Conference and provides an continue to shape our nation. imposed on building owners.
Boardman update on ideaction10
conference.
Editorial contributors
Alan Freemantle, Gemma Peckham, Sari
Mattila, Carolyn Hughes, Donna-Maree
Findlay, Simon Morgan, Graeme Philipson,
4 20 28
Robin Mellon, Bronwyn Rice, Derek Chairman’s Message The NPG – a case CUPREE system
Hendry, Don Williams. study in best practice
Layouts
Anthony Costin 5 CEO’s Address Situated on King Edward
Terrace, Parkes, bounded by the
A major innovation in the
CUPREE system is the efficient
Printed by: Geon Impact Printing
Facility Perspectives embraces
8 Fast Facts & News High Court of Australia and the
National Gallery of Australia, the
removal of heat generated by
under sink chillers.
Green Printing Initiatives
12 Education News National Portrait Gallery
comprises gallery spaces for the
30 Mandatory disclosure
set to transform
Turf wars jettison plans for collection and temporary building efficiency
Cert no. SCS-COC-001164
world-leading ‘Green’ MBA in exhibitions.
A new mandatory disclosure
Australia.
The most significant building to scheme to be introduced in
2010 looks to reduce
16 Design News
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
CONTENTS 3
45 54 57 70
Records Green IT FM Procurement Essential Services
Management & What is Green IT? The term is & Contract & Security
Relocations widely used – and abused. Management Recent amendments to various
Apart from war, bankruptcy or Graeme Philipson describes a Every purchase we make affects state and national legislation are
corporate takeovers, relocation is green IT framework that helps our lives and the environment in addressed along with an update
probably the most disruptive explain the many different some way. For facility managers, on a keynote security
event your organisation will aspects of this increasingly each procurement decision presentation which takes a
experience. important subject. influences more than the wholistic view of security
operation of their building’s and considerations for facility
company’s bottom line. managers.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
4 FROM THE CHAIRMAN
CHAIRMAN’S MESSAGE
A
s the year draws to a close, FMA Australia alternatively you may wish to join a half-day site
says a very big ‘thank you’ to outgoing visit in Perth and see what goes on behind the
Chairman Andrew McEwan, who has been scenes at two specialised locations. The first day is
at the helm of the Association for the last three capped off with what will be a memorable
years. Andrew launched the first edition of Facility Chairman’s Reception and then into a two day
Perspectives which has become the foremost conference filled with many presentations around
publication for the FM industry and has worked ideas-in-action. Of course, the second day
tirelessly with CEO David Duncan, the board of concludes with the ever popular and enjoyable gala
directors and branch committees to raise dinner.
awareness of the Association within the FM The quality of responses received from our “call
industry and the wider business community. for papers” has been outstanding, making the
Andrew has also focused on building strong judge’s decision most difficult. I can assure you the
relationships with government bodies and industry program offers a wide variety of options and caters
leaders in order to emphasise the significant for all facets of our industry. I urge you to visit
contribution that facility management makes to the www.fma.com.au and click on the ideaction link.
Australian economy and ensure that the FM As a National Association, holding our conference
industry is represented and respected in the policy in Perth for the first time is very exciting and we
making process. look forward to the support of the industry to make
In particular, there has been a huge focus on the it a truly successful event.
issue of sustainability and the significance of facility I am thoroughly energised about my new role as
management in delivering sustainable outcomes, Chairman and look forward with relish to the
both in economic and environmental terms. challenges and range of opportunities it will
Andrew has now handed the reins over to me present. My first priorities moving forward are very
and I would like to take this opportunity to thank much in the areas of advocacy and education and
him on behalf of the board of directors, staff and working closely with the board of directors and our
members for his unceasing efforts. I look forward CEO David Duncan, the team at National Office
to his continued contribution to the FM industry as and our branch committees. Through focusing our
he commences his role as Immediate Past efforts and resources we will not only realise our
Chairman. priorities but much more as we work together with
Of course, this also means we express our members to grow our Association in numbers,
gratitude to Stephen Ballesty, who retires from the stature and credibility.
board after having been a Director for nine years. Finally, I would like to take this opportunity to
Stephen will now have more time to devote to his thank all members who have participated in branch
role as Member of the Board of Trustees and activities, ideaction, policy advisory group, our
second Vice Chairman of the IFMA Foundation. credentialing program and professional
As the current Chairman of the ideaction’10 development offerings over the past year, and wish
advisory committee, I have had the pleasure of you and your families a very safe, relaxing and
working with a very enthusiastic Perth Committee happy Christmas and successful 2010.
on our first ever venture with ideaction to the West
Coast. The program designed for 12-14 May 2010 STEVE TAYLOR
starts with a choice of either a full day of site visits Chairman
to three impressive sites in Fremantle that the FMA Australia
public could not normally gain access to, or
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
FROM THE CEO 5
CEO’S ADDRESS
I
recently attended IFMA’s annual World contemporaries in the industry, including myself and
Workplace conference, held in Orlando, Florida, representatives from FM industry associations
during which time I was also able to attend to around the world, were able to take the opportunity
my Global FM responsibilities. What a spectacular to thank him for the sterling work that he has done
event it was, and a testament to the continued in partnership with our organisations, helping to
growth of the FM industry worldwide—the ensure that global FM relations are stronger than
conference was very well attended, despite the ever before. I shall certainly miss working with Dave
global financial crisis. The scale of the event never in the future and wish him all the best for his
ceases to amaze me, not to mention the calibre of impending retirement.
the speakers and the quality and relevance of the During my visit to IFMA’s World Workplace
program. As a major networking opportunity, World conference, I finalised a further agreement between
Workplace is also clearly an event that is difficult to our two Associations to add value to FMA Australia
surpass—the awards dinner was particularly membership. Members will soon be able to join
successful and a joy to attend. I’m pleased to report IFMA’s councils, which are special interest groups
that World Workplace was well attended by the that reflect the diverse types of facilities and job
Australian contingent, with FMA Australia Chairman responsibilities represented within the FM industry.
Andrew McEwan, Immediate Past Chairman and Transcending geographic boundaries, IFMA councils
IFMA Foundation Trustee Stephen Ballesty, FMA enable members to interact with other professionals
Australia Board member and IFMA International who share an interest in a particular FM practice or
Credentialing Committee member Steve Jones, FMA who work in the same sector. Members who join
Australia Life Member Richard Mayes and Alisa IFMA’s councils will be helping to increase the
Goodyear, ISS Facility Services, in attendance. global understanding of facility management and
During the conference, I had the very great enable sharing of industry best practices, as well as
pleasure, on behalf of the FMA Australia board, of encouraging greater collaboration between FM
presenting IFMA President and CEO, Dave J Brady, communities and utilising the diverse cultures and
with Honorary Membership of FMA Australia. This strengths of each organisation to enhance their own
is only the second time in the Association’s history skills. FMA Australia members will be entitled to all
that Honorary Membership has been awarded and it council offerings and benefits once they have joined,
is intended to recognise Dave’s outstanding service which include online discussion forums,
to FMA Australia through our partnership in FM benchmarking studies and research, webinar/
excellence with IFMA, amongst other things. Dave is teleconference meetings, newsletters, directories,
L-R: Robin Brandy, retiring from IFMA in the first quarter of 2010, seminars, conferences and websites. The following
David Duncan, CEO, following nearly 16 years of service, seven of those councils will be available initially for members to join
FMA Australia, and
Dave Brady, FMA as President/CEO, and his contribution was and I would encourage all members to make the
CEO/President, recognised at the Chairman’s Welcome Reception most of this opportunity to increase their FM
receiving FMA
Australia Honorary during the World Workplace conference. Dave’s network and knowledge base on a global level:
Membership. 3 Academic Facilities Council
3 Airports Council
3 Banking Institutions and Credit Unions Council
3 City and Country Clubs Council
3 Corporate Facilities Council
3 FM Consultants Council
3 Health Care Council
3 Legal Industry Council
3 Public Sector Council
3 Utilities Council
You may be aware of the government proposal to
introduce a Carbon Trust, or Energy Efficiency Trust.
It has been announced that the government will
provide $50 million in seed funding for the Trust to
promote energy efficiency in the business sector.
The Trust is intended to cover the upfront capital
costs of undertaking energy efficiency investments
that will save organisations money over time.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
6 FROM THE CEO
Arrangements will then be put in place to into account. As the year draws to a close and we again
repay the capital costs at a commercial rate as I would like to give you an update on start looking forward to Christmas, I would
the energy cost savings materialise. ideaction’10, our first national conference to like to thank our outgoing Chairman, Andrew
FMA Australia has been approached by a be held in Western Australia. The organisation McEwan, who I have worked with for the past
consultant to the government on the Carbon and planning of the conference is coming on three years and whose advice, friendship and
Trust, seeking its views on the barriers to the in leaps and bounds and I am very pleased dedication to the industry has been greatly
uptake of energy efficiency in commercial that we have such an enthusiastic conference appreciated and will be sorely missed.
buildings, any impact current policies are advisory committee in place, dedicated to Andrew has contributed a great deal to FMA
having on overcoming these barriers and what providing the best conference that Perth can Australia during his time as Chairman and I
opportunities there are for future policy offer. We certainly have some interesting site look forward to continuing our association
action. I was able to advise of FMA Australia’s visits planned and the program is also now with him in the future.
and AIRAH’s joint roll-out of our Vocational confirmed and features an array of excellent I would also like to welcome our new
Graduate Certificate in Energy Efficiency for speakers, focusing on our theme, ‘ideas in Chairman, Steve Taylor, who brings with him
Facility Managers, as a positive aspect in the action’. This proved to be so popular in a wealth of experience gained from many
energy efficiency debate, as well as promoting Melbourne in 2009 that we simply weren’t years in the facility management industry. I
our views on accelerated depreciation for able to include even half of the presentation know that Steve has many ideas and areas of
green retrofitting, energy trading certificates submissions that we received, so we decided focus that he plans to work on as part of his
and public funding for retro-fits. I was also to continue the theme in 2010, allowing some Chairmanship and I look forward to us
pleased to confirm that FMA Australia was of those people who didn’t get the working together to realise these plans.
successful with its Green Building Fund opportunity to present this year, to do so next My thanks also to the board of directors,
application for the development of an eBook year. I believe that ‘ideas in action’ will always branch committees and staff for their hard
on energy management, which will be rolled be a subject of interest to facility management work and support over what has been a
out in early 2010. practitioners, as it covers such a variety of difficult year, as well as to the Policy Advisory
I am pleased to advise that Bryon Price, topics and is constantly evolving. Given the Group (PAG), who have assisted us in forming
FMA Australia Director, has joined the Green number of submissions that we received for positions on a great number of issues this
Building Council of Australia (GBCA)’s next year’s conference, it certainly doesn’t year.
Technical Working Group, to represent FMA seem as though that scenario is about to I wish you all a very merry Christmas and a
Australia in the development of a Green change in a hurry! Information regarding the happy new year and look forward to a positive
Star—Public Buildings Rating Tool. The program and registration for the conference is and prosperous year for the FM industry in
GBCA’s Technical Working Groups are now available on the FMA Australia website. I 2010.
fundamentally involved in the development of sincerely hope to see as many of our
the Green Star rating tools and Bryon will have members and affiliates as possible there, DAVID DUNCAN
an active involvement in developing the Public supporting our industry and helping to make Chief Executive Officer
Buildings Rating Tool, particularly in ensuring our first conference in Perth a resounding FMA Australia
that the needs of facility managers are taken success.
For further information please contact: Carly Jenkins, FMA Australia, on 03 8641 6666 or
email caj@fma.com.au or visit www.fma.com.au
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
Urban Maintenance Systems is a
specialist provider of Facilities and
Infrastructure Maintenance Services
to Private and Government sectors
throughout Australia.
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in the following:
• Essential service compliance management
• Programmed & reactive building maintenance
• Building condition auditing & life cycle costing
• Trade services – carpentry, plumbing, electrical,
painting, gutter cleaning, mechanical plant
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• Capital improvement works planning & delivery
• 24 /7 emergency response contact centre
• Modern/functional information management
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8 FAST FACTS + NEWS
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
FAST FACTS + NEWS 9
The majority of Australians increase in the Internet Security surprising that Australians are so
say they are happy to use Index. keen to use sophisticated
their fingerprint to prove their “Concerns about a range of biometric technology as a means
identity as concerns about security issues are starting to of increasing protection against
Internet Security grow grow including computer identity fraud and related crime.
dramatically. security in relation to viruses and “Our additional research
The results are from new unsolicited emails, and the shows almost 7 out of 10 or 66
research released as part of the security of shopping and/or percent of Australians are willing
Unisys Security Index™ which banking online,” said Allen to use a biometric for identity
shows that security concerns Koehn, Vice President, Public authentication. Of those people:
about viruses and shopping or Sector, Unisys Asia Pacific. 3 92% support fingerprint
banking online have increased “The top two security scans
significantly. concerns for Australians are both 3 86% support iris scans
The Australian Unisys Security identity fraud related with 59 per 3 77% support photographs
Index for October 2009 stands at cent of Australians either 3 69% support vein pattern
123 out of a maximum of 300, 10 Australians are happy to use extremely or very concerned (vascular) scans
up 8 points since April 2009, biometrics including fingerprints about other people obtaining 3 66% support voice pattern
with all four indices recording an and iris scans to prove their and using their credit card recordings
increase in concern: identity. and/or debit card details. “These are very strong results
3 National Security - 121 (+6) The Unisys Security Index™ “The second highest concern and show Australians are ready
3 Financial Security - 130 (+5) ended 2009 at a significantly relates to the loss or misuse of for the next roll out of biometric
3 Internet Security - 122 (+15) higher level than the same time personal information with 58 per identification technology where it
3 Personal Security - 117 (+3) last year; up 22 points over 12 cent of Australians either has obvious benefits for the
Against this background, months. extremely or very concerned protection of private and
additional research released as The key factor driving the about this issue. personal information,” said Mr.
part of the Unisys Security Unisys Security Index™ higher in “These are very high levels of Koehn.
Index™ shows almost 7 out of October 2009 was a 15 point concern, so it is perhaps not (SOURCE: UNISYS SECURITY INDEX™)
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
10 FAST FACTS + NEWS
To talk to someone about how Express Call Mark Jennings today on 1300 666 234,
Glass’ new systems can benefit you, contact email markj@expressglass.com.au,
emergency glazing specialists, . or visit www.expressglass.com.au.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
FAST FACTS + NEWS 11
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
12 EDUCATION NEWS
A seven-year project, funded greatest reluctance to educate isn’t just about recycling,” he a little worse than our European
by the federal government about and for sustainability”. said. “It’s about building counterparts,” he said.
and involving five In a further blow, plans at UTS sustainable businesses and I Professor Brailsford said any
universities, uncovered a to introduce a cross-faculty argued very strongly for a focus attempt to “jam more into an
conservative and competitive master’s in sustainable business on the relationship between MBA program irrespective of the
culture among business have been abandoned. responsible businesses and underlying issue is going to face
schools and a lack of interest But there has been some building sustainable practices.” some resistance”. This was
from students in progress. The project has Curtin Graduate School of because a lot of competing
sustainability-related prompted the “mainstreaming” Business has made changes to disciplines were “fighting for
subjects. of the principles of sustainability subjects such as financial air”.
An initial aim of the project and corporate social management and strategic cost He said the focus should be
was to establish a ‘green’ MBA, responsibility in some areas. management as a result of the on teaching at the bachelor’s
with business schools As a result of the project, the ARIES project. level, where it was easier to
collaborating to each offer Macquarie Graduate School of “We’ve always taught influence the formation of ideas
subjects in their areas of Management is introducing a sustainable management and values. “My criticism of the
speciality. But project leader master’s of management in strategies, but this year we also report is that it has focused
Suzanne Benn said that was sustainable leadership next year. made it available as a fully online almost exclusively on MBA
unlikely to happen soon, given In Victoria, RMIT’s Graduate unit and have timetabled programs and in terms of
the difficulties encountered School of Business is part way additional offerings of the unit business education, MBAs at
during the project. through an MBA revamp that for next year,” school director best represent 10 per cent of
“But there is a lot more co- will see the tenets of corporate Alison Preston said. graduates,” he said.
operation between the business social responsibility or In the first stage of the ARIES Incorporating sustainability
schools now,” she added, which environmental sustainability built project, which began in 2003, a into higher education,
could make way for a revival of into every core subject. review of MBAs worldwide particularly business education
the green MBA idea in the Michael Segon, a senior suggested Australian business relating to professions such as
future. business lecturer who led the schools were lagging behind accounting, is a priority under
The project was led by the ARIES project at RMIT, wrote some in Europe and northern the federal government’s action
Australian Research Institute in new modules for the America in terms of plan for sustainability education,
Education for Sustainability compulsory introductory MBA incorporating the principles of called Living Sustainably.
(ARIES) at Macquarie University subject: global business. The sustainability into MBA More broadly than
and involved Macquarie subject now includes a section programs. postgraduate business
Graduate School of on personal ethics and corporate However, Australian Business education, ARIES has funding
Management, the University of responsibility. Deans Council president Tim from the federal Department of
Technology, Sydney, RMIT Dr Segon said a big challenge Brailsford said that, on the the Environment, Water,
University, Griffith University and was the fact that the term sustainability front, Australian Heritage and the Arts to develop
Curtin University of Technology. “sustainability” could mean MBAs were better than North “best practice” models for
A final report on the project many different things to American offerings and on par sustainability education in
said the disciplines of economics different people. “Within the with those in the UK. accounting, health care and
and accounting had “the business world, sustainability “I think we’re doing probably teaching.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
Vocational and Higher Education
www.holmesglen.edu.au
81(3$571(56+,3637</7'7+(('8&$7,21 75$,1,1*&203$1<
2)7+(81,9(56,7<2)1(:(1*/$1'
14 FAST FACTS + NEWS
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
CLIENT FEATURE 15
2. Simple Installation
The system should also be easy to
install. The software provider should
work with your IT department to
ensure the system is implemented on
time and within budget, and should
provide you with specifications for the
system and IT department
requirements.
3. Innovation
Innovation is essential to a software
company. If a software company is not
creating new software and regular
updates, it will quickly become
outdated. Innovative companies will
generally have at least two upgrades throughout the year to provide should be sought. Determine the turnaround time for getting
new and improved options and ensure solutions are always software “bugs” fixed. Some companies fix software issues as soon
compatible with the latest platforms. as you find them, others send out a list of “bug” fixes on a scheduled
basis. Ensure you are dealing with a reputable software company
4. Integration that stays true to its word.
Effective integration of systems across an organisation can deliver
significant time and money savings and provide accurate 8. Flexible & Tailorable
organisation-wide information. FM systems should integrate or share Minor customisable changes should be easy to implement, with
information with systems like Outlook, Excel, MYOB, Finance 1, SAP, major modifications made by the Software Provider at a reasonable
Aperture, 3D Modelling technologies, MRI and more. The system price. Know all details and changes to the software before purchase
should also provide seamless integration with barcode technology to ascertain how much it will ultimately cost. Ensure your software
and devices like PDA’s, barcode scanners and label printers. Project Manager understands your current processes before quoting
on customisation. A staged Project plan should be agreed to by both
5. Reputation and Customer Referrals parties so it does not go out of control.
All companies should provide customer reviews and opportunities to
talk with current clients. Case studies should be sourced before and 9. Additional Modules
during the data-gathering process. When making a final decision site As your business grows it may need more diverse functionality. Your
visits should be organised where you can talk with current clients to software provider should have additional modules that share
determine the positives and negatives of any system and its technical information between themselves and other systems to meet your
support. Industry bodies also provide information and recommend growing needs. Your software provider should heed your advice on
potential systems. new functionality for future upgrades.
7. Technical Support For more information about Software Providers please contact
All software programs require technical support. An Australian-based Kristiana Greenwood on sales@fminnovations.com.au
technical support team preferably directly with the Software Provider or (03) 9600 1646.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
16 FAST FACTS + NEWS
Judd Farris touch football comp raises vital funds for charity
The who’s who of the construction and property industry convened for Judd Farris’ inaugural
touch football competition on September 25th.
The competition, hosted by professionals from Heathley disaster areas to work alongside
Judd Farris recruitment, in Property Group, Savills, WG aid agencies, local communities
support of Emergency Property, DTZ, BB Retail, Telco and governments, and funding
Architects Australia, brought Asset Management, AE Smith, institutions to rebuild devastated
together many of the AGL and Judd Farris. Rank areas in a sustainable way.
industry’s leading outsiders White Line Fever came Together they develop
organisations, battling it out together to see off the Laing appropriate and sustainable
for the 2009 title. O’Rourke challenge winning the strategies for each phase of
The plate final saw ADCO size final 4-2. disaster relief.
up to CBRE. In a close contest The day raised over $5000 for
ADCO took the plate with a 1-0 Emergency Architects Australia Judd Farris will be making this
victory and ensured a year of with competitors contributing to an annual event, those wishing
bragging rights. The grand final take part. to take part next year can
pitted Laing O’Rourke against Emergency Architects sends contact Thom Baker or Ben
White Line Fever, a team experienced architects and other Gregg on 02 9321 5500.
comprising of industry built environment specialists to All images by Charles Fortin Photography
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
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18 INFORM
www.fma.com.au
S
ince the first event to build networks within
held in May 2009, the industry, making those
events have been all-important contacts and
held for every branch of forging the relationships
FMA Australia, all of which that their careers may rely
have been very well on down the track. We
attended, which just goes intend to continue
to show that the FM providing these
industry continues to thrive opportunities—if the first
well into the next round of events are
generation. anything to go by, we
inForM events have expect the popularity of
been held at some of the inForM to continue to
most popular up and grow well into the future—
coming night spots in our and we hope to see as
capital cities, and have many of you young FMs
hosted some equally up there as possible. Bring
and coming young FMs your friends and colleagues
and other industry figures and join us for a social FM
as speakers, who have networking revolution!
shared their experiences of
the industry and thrown in Check out inform.org.au or
some handy tips and call 03 8641 6666 to find
advice for the next out about upcoming events
generation to learn from. near you and look out for
One of the most email updates.
important aspects of these
events is that they give We look forward to seeing
young FMs the opportunity you soon…
inForM is proudly
supported by
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
CLIENT FEATURE 19
L
ighting control systems have become increasingly popular due to Clipsal C-Bus solution to all project stakeholders: from building
their efficient control of lighting systems, flexibility of use, and designers and developers to end users and Facility Managers. With a
energy management features. As the latest Building Code of dedicated design team, superior product training, and 24/7 support
Australia standards include specific occupancy detection and switching services, Clipsal C-Bus Platinum partners can deliver value throughout
clauses for most commercial spaces, a Clipsal C-Bus solution can the entire life of a building.
effectively satisfy these requirements from its feature set. Similarly, Pacific Services Group (PSG), comprising of PSG Elecraft in Victoria,
implementation of a Clipsal C-Bus solution can provide the essential PSG KRS in New South Wales, PSG Richard Flanagan and PSG
‘credits’ in a Green Star building design, using techniques such as Switchboards in Queensland, PSG Russell Smith and Hawtree Electrical
‘daylight harvesting’, blind and ventilation control, and energy in Tasmania, and PSG Boffa Russo in South Australia, has recently been
monitoring. established as a C-Bus Platinum partner, adding further skills to their
Despite the overwhelming value of a lighting control system, there already strong C-Bus pedigree. As one of the largest and most
are challenges that exist in the delivery of technology. From a design accomplished electrical and communications services providers in
perspective, as technology evolves over the construction life of a Australia, PSG can offer full end-to-end lighting control and energy
project, there is a potential misalignment between design methodology management solutions to the market, from identifying value in concept
and system integration. Particularly, this challenge is perpetuated when stage, to customising and configuring to the user group, to service and
the specifier, supplier and integrator do not work together in evolving re-configuration post-completion.
the design methodology. Whether constructing a new building, refurbishing an existing, or
The most common challenge, however, is when configuration of the investigating energy characteristics, PSG and the C-Bus Platinum
lighting control system does not reflect the intended building use, or any program can provide the expertise and confidence in delivering a
subsequent refurbishments. Lighting control systems have tremendous greener building environment. To inquire further about PSG and
versatility in their operation, however a simple interior alteration, such C-Bus platinum capabilities please contact Adam Hales from
as altering an open plan office into several smaller offices impacts on the PSG Elecraft.
control of the luminaires in that area. Likewise, configuration in a new
building may not account for after-hours usage or corridor linking. For further information contact:
In response to these challenges, Clipsal Integrated Systems has Adam Hales
introduced the ‘C-Bus Platinum’ partner accreditation to the commercial C-Bus Platinum Partner Manager
lighting control and integration market – 15 years after the inception of Email: ahales@psgelecraft.com.au
the C-Bus system. Unlike many industry accreditations, C-Bus Platinum Tel: 03 9321 3024
is a dynamic partnership committed to delivering the total value of a Mob: 0413 883 723
SA Water House, Adelaide • 6-Star Green Star building • C-Bus Lighting Control System• Electrical and Communications works performed by PSG Boffa Russo (C-Bus Platinum Partner)
Images courtesy of Hassell. Photography by Earl Carter.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
20 COVER STORY
Sydney-based architectural firm Johnson Pilton Walker were awarded the job of designing Australia’s
new National Portrait Gallery in Canberra and were given a blank canvas. Their brief was simple: ‘to
increase the understanding and appreciation of the Australian people – their identity, history, creativity
and culture – through portraiture.’ With the Gallery having recently been awarded the Sir Zelman
Cowen Award for Public Architecture, the design team has been successful in addressing the needs of
the client whilst linking the visitor’s experience of the gallery to the Australian landscape by utilising
Canberra’s environment and natural light.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
COVER STORY 21
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
22 COVER STORY
FP: Given the sensitive nature of the contents it is housing, services and infrastructure.
what sort of infrastructure considerations were necessary in the Obviously being a national art gallery of international standard
initial planning of the gallery? imposes a myriad of design and performance issues over and above
AF: The primary objective of the project was to create an art that of a more standard public building. Whilst many of these issues
museum of outstanding quality, which accords with international in their own right may not necessarily require a highly innovative
standards and which reflects the purpose and vision of the National solution it is the inter-relationship of the operating systems coupled
Portrait Gallery (NPG) to increase the understanding of the Australian with the extremely tight operating environmental parameters and the
people – their identity, history, creativity and culture through need to both optimise performance and reduce operating costs which
portraiture. significantly increases the complexity of the required design solution.
The new, dedicated building allowed the National Portrait Gallery The need for constant control of all systems including environmental
to make a great impact as a cultural institution. It ensured that the conditions, lighting, security, ICT and AV within very tight
rich and complex story of the individuals who have shaped the nation performance parameters 24 hours a day, seven days a week required
could be told, encountered and appreciated. It is the embodiment of a systems solution to many more traditionally piecemeal or stand-
the National Portrait Gallery’s ideal to give a face to the nation. alone design issues.
As a significant purpose-built building in the symbolic heart of A key requirement of the Functional Design Brief for the building
Australia, the new National Portrait Gallery will embody the Gallery’s was the incorporation of natural light, not only in the general public
values. The building will be ideally suited to its function as an art spaces such as the foyer, reception area, functions rooms, café and
gallery embodying the celebratory and educative ideals of the shop etc but also in the exhibition spaces. As many portraits are
National Portrait Gallery. It is a welcoming, embracing building, created in or with abundant natural light it would seem only natural
appropriately human in scale and making maximum use of the that the portraits be viewed in similar conditions yet in many galleries
natural advantages of Canberra and the specific building site. worldwide this is rarely the case. Conservation and preservation of
Furthermore the building should aspire to the highest architectural artwork to a large extent is contingent upon the life exposure of the
standards of design and durability and, in keeping with its expected artwork to light including both light (or lux) intensity and duration.
long life, should incorporate as far as is practical, principles and Hence the design solution to incorporate natural light whilst meeting
measures to ensure its efficiency and ecological sustainability. The the curatorial obligations required a highly complex and innovative
completed building must be fit for purpose and of a quality approach incorporating physical design features such as the extensive
commensurate with a national institution of international standard. use of clerestory windows throughout the exhibition spaces, the use
Quality must be reflected in all aspects of the building including not of a variety of different high performance glazing elements, a fully
only the design but also functionality, materials, workmanship, automated dual blind system to address heat and light transfer, a vast
integration of services and fixtures and fittings. array of high performance artificial lighting including a new system of
The centrepiece of the Gallery will be a permanent display of 400 - recessed linear fluorescent wall washers and an artificial skylight, and
500 Australian portraits. A temporary exhibition gallery designed to a sophisticated, fully programmable Dynalight lighting control system.
world standards will allow for the display of the best portraiture from The system is able to detect changes to the light levels as outside
around the world. The building will allow for preservation of the conditions change throughout any 24 hour period and if required, can
collection, educative functions, staff accommodation and all of the adjust to the conditions to ensure that the curatorial requirements of
elements that will allow visitors of all ages to engage with portraits the exhibited works are maintained at all times. The fully integrated
and to enjoy the visit. system enables a high degree of control with maximum flexibility to
achieve the required lux levels and ambience throughout different
Project Objectives areas of the building including the exterior of the building. The
Based on the vision statement above, the National Portrait Gallery unique wall washer system used to illuminate the perimeter walls of
building will offer: the exhibition spaces balances both the natural and artificial light to
3 an exceptional visitor experience and facilitate an encounter with create a uniform light colour without the usual notable visual
both the exhibitions and the building itself; disturbance between the two lighting forms. The system which was
3 artwork collection areas which represent best practice in designed by Steensen Varming in collaboration with project
accordance with international art gallery standards; architects, Johnson Pilton Walker, is the first of its kind to be used in
3 innovative educational facilities which provide for a direct a major gallery in Australia and recently won the award for excellence
encounter with the portraits and the collection; at the NSW IES Lighting Awards.
3 high quality staff and working facilities which meet the Some other notable elements of innovation in the design include
requirements of the NPG both now and into the future; the use of variable equipment types to achieve the optimum system
3 catering, retail and café facilities for the public of a high standard performance particularly in respect to environmental conditions such
to complement and contribute to the exceptional standard of as with the incorporation of both Humifog and Humisonic humidifiers
exhibitions and activities of the NPG; which results in a more efficient system with the Gallery reaping the
3 Service areas and equipment, including plant and machinery, benefits of both equipment types rather than a single performance
which are fit for purpose, represent value for money and which outcome. Similarly there is a combination of dry pipe, or multi-stage
support the primary function of the building and the standards activation, fire suppressions systems and the more traditional wet
to which it must adhere. pipe systems thereby allowing greater flexibility of the system whilst
In achieving these objectives, the building project will seek to: achieving stringent performance specifications and minimising costs.
3 maximise life cycle cost and the life of the built environment Overall, the basic design concept of the building is based on the
through durability, whole of life objectives and sustainability functional requirements and the activities which are to be carried out
targets; in the different spaces such as the administrative area, the public
3 Incorporate the principles of ecologically sustainable areas including the exhibition and function spaces and the back-of-
development to reduce the impact of the building on the house spaces. Rather than entertain a more flamboyant design, the
environment across its life through the design and construction form of the building is largely dictated by its function. Furthermore, in
process and operations of the building. order to endeavour to reduce construction costs and improve design
FP: What makes the National Portrait Gallery innovative in efficiency, many areas in the building are multi-functional with the
its infrastructure design? incorporation of a number of dual purpose spaces such as the
AF: The design of the building incorporates innovation on many photographic studio which can also double as the quarantine room
levels including architectural design, building control systems, when required.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
COVER STORY 23
Zoning has also been a key innovation in the design of the building cooling capacity. This conditioned air is supplied to the relevant
both in terms of services and functional performance. Different areas spaces via constant volume single zone air handling units. HVAC at
of the building can be operated independently of each other in order the gallery is of primary importance given the strict air quality
to maximise functionality and minimise operating costs. For example, requirements (21ºC +/- 10ºC and 50% RH +/- 5%). In presenting its
a number of public spaces can be opened and operated after hours programs the gallery loans works of art from other Australian and
without compromising environmental conditions or security to the international institutions for which loan agreements are prepared.
rest of the building. This places upon the gallery very strict loan conditions which must be
Another important innovation, although not so obvious at this point reported on an ongoing basis to ensure these conditions are being
in time, relates to a number of features in the basic architectural met. It is critical to the organisation that its reputation as a gallery of
design concept which relies on five linked pavilions. This purposefully international standard is maintained to enable it to present its
allows for the future expansion of the building without the need for programs and meet the requirements of its mission statement and
significant and cost demolition. purpose.
FP: How important is the HVAC set up for the gallery and FP: What types of safety/security features are included in the
what type of HVAC system does the gallery have? NPG to ensure the preservation of the collections as well as to
AF: The Gallery uses a central chilled and hot water system, with make the gallery accessible to the public?
chilled water being supplied via three x PowerPax Chillers model AF: The gallery has a comprehensive access control and intruder
W0500-2A-20127170E2 manufactured by Boronia, and heating alarm system installed that is supported by a high end CCTV system
water supplied via two x Tomlinson Gun Fired Boilers model FTA850. monitored 24/7 by the in-house security control room. The design of
This system supplies 15,000Kws of heating and 15,000Kws of the building is such that it allows close monitoring of the art whether
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
24 COVER STORY
it be on display or in storage. The design of the building also allows 3 Increased use of materials and products with recycled content;
for multi layers of security within the building itself. 3 Recycling of construction waste and building materials after
FP: What features have been integrated into the gallery to demolition;
make it more energy efficient? 3 Reduction in harmful waste products produced during
AF: The National Portrait gallery has several sustainability features construction;
that have been designed into the building with Dr Paul Bannister 3 Facility maintenance and operational practices that reduce or
Managing Director Exergy Australia Pty Ltd (Department of Finance minimise harmful effects on people and the natural
and Deregulation expert on ESD) being the peer review consultant. environment;
The functional design brief had the following Ecologically 3 Maintaining the cultural, economic and social wellbeing of the
Sustainable Development (ESD) Objectives: local community; and
The Designer shall develop ESD objectives in accordance with the 3 The Gallery should be sited to minimise damage to protected
relevant Commonwealth government policies during the design species and the environment (in accordance with all
phase of the project. Consistent with the Functional Objectives, the Development Approvals including EPBC Approvals).
Designer shall adopt best practices in relation to: As a result the building is very energy efficient when taking into
3 Increased energy conservation and efficiency; account the temperature and humidity controls required for the care
3 Sustainable use of renewable energy resources; and maintenance of the artworks. Recent data shows that the
3 Sustainable use of water; building has a electricity consumption of 129.5 Kwh/GSM against an
3 Reduction or elimination of toxic and harmful substances on the industry mean (recent benchmarking survey) of 250 Kwh/GSM.
site; Sustainability initiatives built into the design of the building include;
3 Improvements to interior and exterior working environments Underground Rain Water Tanks
leading to increased productivity and better health; There are two underground rain water tanks installed to catch rain
3 Maintaining visual amenity; water from the 4,650sqm of roofing. This tank water is utilised for
3 Efficient and effective use of natural resources; toilet flushing, the reflection pools and irrigation. The building also
3 Efficiency in resource and materials utilisation, especially water utilises waterless urinals throughout.
resources; Solar Hot Water Panels
3 Selection of materials and products based on their life-cycle Solar hot water panels are installed on the roof to provide hot water
environmental impacts; to staff and visitor amenities including kitchens, toilets, parents
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
COVER STORY 25
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
26 COVER STORY
3 Trench heaters on all external doors Emergency Planning Committee (EPC) charged with the management
3 Natural lighting levels – design of the Emergency Control Organisation (ECO) and the emergency
3 Dual blinds in all galleries procedures in place. Members of the ECO are regularly drilled in the
3 Zoned operation areas – to allow the building to be closed down emergency procedures and undergo specific training to ensure they
to zones for flexibility in operating hours. can fulfil their duties in this area. First aid and customer services roles
Lighting systems are also mandatory skills set required in dealing with the public.
The lighting systems utilised throughout the facility are high efficiency FP: Can you give us a snapshot of a typical day for you and
systems with high end automatic lighting controls. The design of the your team?
building is such that natural light within the facility is very high, AF: A typical day for the NPG Facilities Team commences at
greatly reducing the need for additional artificial lighting. around 7:30am. Most contractors begin their work at the NPG at this
During construction the following were some of the environmental time, and for the most part must be completed before 10am when
management systems put in place: the building is open to the public. Preparing the building for opening
3 Construction waste – recycled 75% of all waste from the includes ensuring the assets and all the services are presented in a
construction site manner befitting a significant cultural institution and cleaning is an
3 Water discharge from site was monitored important part of this presentation. Cleaning commences at 7am and
3 Dust monitoring – below the NSW EPA recommended must be completed before 10am, with a cleaning presence
guidelines 4grams/sqm maintained throughout the day to deal with operation requirements.
3 Noise monitoring – below the recommended maximum levels There is no work undertaken in the public spaces during gallery open
FP: What measures are required to ensure the gallery times unless it’s an emergency and works are approved by the
operates efficiently and safely? For example, contingency plans Manager Facility & Building Services.
for power outages? All staff and contractors working within the building must have
AF: The Gallery has in place several disaster recovery (DR) plans undergone an induction process and there are very strict security
and business continuity plans (BCP’s) along with a comprehensive requirements when working within the facility. Anyone working
suite of policies and procedures to ensure that the organisation can within art storage or art exhibition spaces must have a security escort
meet its operational requirements. As a significant cultural institution and this is usually the first thing undertaken by the Facilities team.
the organisation has particular requirements when it comes to the Once the building is open to the public, the Facilities team switch
safety of the public. The organisation has a comprehensive their focus to administration activities, including contract
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
COVER STORY 27
management duties and addressing any requirements in the daily mandatory meetings that an institution such as the NPG needs to
function of the gallery. This includes general building planned ensure effective running of the organisation. The requirements to
maintenance activities, recording and coordinating building securely store and exhibit the collection means that the asset
maintenance via the Computerised Maintenance Management performs twenty-four hours, seven days a week and as such Facilities
System (CMMS) and building setups such as the function rooms or is really never off duty.
other building public spaces. The section supplies a twenty-four hour, seven days a week on-call
Any building maintenance issues are addressed involving planning service to the organisation to deal with disaster recovery (DR) and
suitable remedial actions and timing the repairs. Other administration Business Continuity (BCP) requirements as well as address any plant
tasks are undertaken at this time including financial requirements, and equipment or security related issues that occur.
paying of invoices, budgeting, procurement activities as well as all the (ALL IMAGES IN THIS ARTICLE COURTESY BRETT BOARDMAN)
A
lan joined the NPG from the National Library of Australia in 3 National Portrait Gallery: Manager Facility & Building Services
April 2008 when the new building was in its final stages of Alan is currently in the last stage of gaining a Masters Degree in
construction. Alan joined public service in January 1999 “Master of Design Science (Facilities Management) at Sydney
and prior to this was in engineering having spent 20 years in the university” having to-date been awarded the Graduate Certificate
navy from 1973-1993. He subsequently became the Maintenance and awaiting awarding of the Graduate Diploma. Alan cites his
Coordinator for timber products manufacturer Auspine for 2 years greatest career highlight to date as the commissioning of the first
and followed this up with 5 years as Production Manager at Homan significant cultural facility in the Parliamentary Triangle in 20 years,
Industries and Toowoomba Brick Company 1995 - 1999. In the and all the challenges and professional satisfaction associated with
public Service, Alan’s Facilities Management roles have included: this project. He has put in place a Strategic FM framework from
3 Therapeutic Goods Administration: Building Manager day one (Australis FM Pty Ltd), and installed a Computerised
3 National Science & Technology Centre (Questacon): Facility Maintenance Management System (MEX) with the aid of Echelon
manager Consultancy & Training including gathering and entering all the
3 National Library of Australia: Building Manager & Director assets and required maintenance regimes was a very rewarding
Facilities a/g exercise.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
28 CLIENT FEATURE
“
Water Plus has been repairing and maintaining electronic tap makes them difficult to manoeuvre and lift” said Norton-Baker.
drinking systems for over 15 years,” says Managing Director A major innovation in the CUPREE system is the efficient removal
Peter Norton-Baker. “However, customer surveys have revealed of heat generated by under sink chillers. This means that the chiller
growing concerns at the expense of repairing and maintaining these compressor cools the water over shorter periods and uses less power
systems, and customers are also worried about the unnecessary in the process. Chillers therefore have a longer serviceable life.
damage to the environment associated with constant service calls, Unlike other systems, the Cupree does not use water to cool.
repairs and manufacture of replacement parts. The toxic electronic “Water-cooled appliances currently installed operate with water
waste contamination issues associated with recycling unserviceable running to waste down the drain,” says Norton- Baker. “At a time of
parts also needed to be addressed.” continuing water scarcity, customers are now sensitive to this
CUPREE has been designed with sustainability in mind. The unnecessary use of potable water and prefer to use air cooling in the
appliances use a standard spindle valve tap and operates on water
water chilling process.” There is no need to vent the cupboard doors
flow and water pressure, eliminating the need for electronic taps, PC
as the hot air is exhausted using the patented CUPREE COOL. Hot air
boards, pumps and other high-tech equipment. The simpler design
is either vented from a discreet vent in either the cupboard kick
also means fewer service calls and replacement parts which consume
panel, or the vent is located out of site inside the fridge or
the hidden environmental costs of water, power and fossil fuels.
Water Plus is pleased to have the manufacturing expertise and dishwasher cavity.
support from Wiffen Products, located in Victoria. CUPREE is The success of the CUPREE system also means jobs. Its sales and
Australian made and draws upon more than 25 years of experience, operations hub is Water Plus’s Fyshwick ACT base, with sales agents,
by a manufacturer of appliances which are built to last. repairs and maintenance technicians appointed locally and interstate.
CUPREE features separate modules with plumbing exposed for The Water Plus comprehensive data base, developed over 12
easy installation and preventative maintenance. Separate modules years, means that information on all CUPREE and Water Plus
also allows for better ventilation. installations can be administered efficiently. Services include remote
“The safety of our maintenance personnel is also an issue where internet access to the Water Plus Data base records, live job tracking,
systems are combined into the one appliance. Not only are they Building Information Systems reports and automatic water filter
difficult to repair but the total weight of all-in-one type appliances replacement notification.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
CUPREE
• Built with Sustainability in Mind
• Australian Designed and Manufactured
• Boiling and Chiller Modules Not Under
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Water Plus (02) 6280 8125
30 ENERGY EFFICIENCY
MANDATORY DISCLOSURE
SET TO TRANSFORM OFFICE
BUILDING EFFICIENCY
Australia’s energy efficiency has come under scrutiny over the past few years, with the reduction of
greenhouse gas emissions being a major focus for local and federal government. Emissions from
buildings in the commercial sector now account for at least 10% of total greenhouse gas emissions in
Australia, having risen 87% between 1990 and 2006. Gemma Peckham looks at how this rapid
increase in commercial greenhouse gas emissions is the catalyst for new legislation targeting energy
consumption in commercial buildings.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
ENERGY EFFICIENCY 31
T
welve months ago, the Australian Government’s Department
of Environment, Water, Heritage and the Arts (DEWHA)
issued a Consultation Regulation Impact Statement and a
Consultation Regulation Document regarding the proposed
Mandatory Disclosure of Commercial Office Building Energy
Efficiency scheme.
In January and February of 2009, information forums were held in
each capital city, to present the key elements of the consultation
documents. Over 400 representatives from industry and government
attended the forums, and provided industry feedback on the design
of the scheme. A total of 41 submissions were received by DEWHA
from industry representatives, outlining support for certain aspects of
the proposal, as well as some concerns and issues that the proposal
has raised. Simplicity, efficiency, cost effectiveness and transparency
were common desirables amongst the received submissions.
It is hoped that some revisions to the scheme will result from the
submissions to the DEWHA, and pending the revised proposal, the
scheme is projected to come into action in mid 2010.
This Mandatory Disclosure scheme gives prospective buyers and
tenants the opportunity to obtain efficiency information about a
building or tenancy prior to purchase or lease. This applies to
commercial office buildings with a Net Lettable Area (NLA) of
2000m2 or more, or any part of a building with an NLA that is greater
than 2000m2. Smaller buildings are also able to opt into the scheme
on a voluntary basis.
The requirement will be for building owners to disclose:
3 information regarding the National Australian Built Environment
Rating System (NABERS) energy star rating of their building on
any material advertising sale or lease;
3 a valid Building Energy Efficiency Certificate (BEEC) and Energy
Efficiency Assessment Report (EEAR) to prospective buyers or
tenants; and
3 a valid BEEC and EEAR to a central registry.
The Mandatory Disclosure scheme is largely supported by industry
members as an important step towards identifying and overcoming
environmental obstacles that could hamper the nation’s ability to
reach its reduced greenhouse gas emission targets. The proposed
scheme, however, has raised some matters of concern that require
further attention before it can be finalised and become mandatory.
Tom Cantwell, a partner in the DLA Phillips Fox Melbourne Real
Estate team, and leader of the firm’s Property Infrastructure and
Development Group, recently gave a presentation regarding the
proposed scheme to the Facility Management Association of
Australia. Cantwell’s presentation focused on the implications of the
scheme, and the issues that have been brought forth since the
proposal was released.
According to Cantwell and the majority of industry respondents,
the concept of whole of building versus base building rating is the
most significant hurdle. The current proposal states that a building
will be rated on whole of building energy efficiency rather than base
building efficiency. This means that the assessment will combine both
base building and tenancy energy consumption, and with the onus for Prospective tenants cannot assume that their operations will produce
obtaining the efficiency rating solely on the building owner, landlords the same energy output as the previous tenants.
are obviously concerned. Submissions to the DEWHA suggested a base building rating only,
The perceived difficulty here is that the energy efficiency of which would allow the prospective buyer or tenant to gain an
tenancies will vary greatly depending on the current tenant’s fitout understanding of the energy performance of the building, and discern
and business operations. A building owner has the ability to control the overall effect that this might have on their company’s operation
the base building HVAC supplies, and electrical and lighting and energy efficiency.
provisions, but how the tenancy uses these provisions will be the There were also concerns expressed that building owners would
determinant in the overall efficiency. For example, a company that not be legally able to obtain information regarding tenants’
operates 24/7 will certainly consume more energy than a nine-to-five operations, despite the fact that it is the owners who will be legally
business operating five days a week. According to Cantwell, ‘if you required to provide this information. The imposition of a legal
have a floor which uses a call centre running 24 hours a day, or if you obligation that is dependent upon the cooperation of others is not an
have a significant bank of computers used in a tenancy on a floor, it approach that many building owners are happy to support.
will shift the whole of building energy consumption up.’ Cost and administration issues also came to light in a large
The major flaw with this calculation is that tenancy ratings will have proportion of submissions to the DEWHA. As per the current
no correlation to the future energy efficiency of that building or proposal, landlords are required to fund assessments on their
space, as each tenant will utilise the area in a different way. buildings, while the tenant will reap significant benefits from the
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
32 ENERGY EFFICIENCY
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
ENERGY EFFICIENCY 33
which is expected by NABERS assessment. complex NABERS model. Cantwell says that the current NABERS
Victoria, which uses brown coal, has a 30% loading on the rated system is not ‘set in stone’. Industry concern centres around changes
efficiency of the building in the NABERS scheme, as opposed to black to the NABERS system that could come into effect shortly after the
coal and hydro electricity that are predominant in New South Wales. Mandatory Disclosure legislation is passed, leading to a completely
‘If you have a Victorian building that’s running on a gas-fired different set of requirements.
cogeneration plant for part of its energy needs, [NABERS] may not So where does this leave Facility Managers?
assess you as though you’re using gas, depending on the metering it As pointed out by FMA Australia in their submission to DEWHA,
may assess you as using Victorian brown coal, which is not very facilities management is the all-encompassing management of a
efficient. So it’s not really a true energy consumption test, and it’s not building, and Facility Managers are responsible for repairs,
really a true greenhouse gas emissions test. It is what it is,’ according maintenance, HVAC systems, lighting and many more facets of
to Cantwell. building operation, and facilities management professionals exert
By this rationale, Victorian buildings will always look worse than significant control and influence over energy consumption in the
Sydney-based buildings due to the pre-established matrix of majority of Australia’s commercial buildings. The Mandatory
assessment criteria of the NABERS rating system. A bias that Disclosure scheme will have a significant impact on the day-to-day
Victorian landlords are concerned will impact on their ability to attract responsibilities of a Facility Manager.
blue-chip tenants. Facility Managers will be required to acquaint themselves with a
There have also been calls by the Green Building Council of new reporting system, which is likely to necessitate additional training
Australia and the Property Council of Australia to change to a new and education for Facility Managers. It is important that building
rating system that is simpler and more effective than the current, owners and Facility Managers understand the full raft of
responsibilities that this scheme might have on them, and how to
prepare for the changes.
The Mandatory Disclosure of Commercial Building Energy
Efficiency will most likely be implemented in mid 2010, and Cantwell
has some recommendations that might help landlords and Facility
Managers to be prepared for the commencement of the scheme.
According to Cantwell, data collection is paramount. ‘I assume, or
I’d hope, that most people in the industry are already well down the
route of understanding their power bills, collecting them and
analysing them, working out where the easy gains are, but that’s not
necessarily the case,’ Cantwell notes. The first type of data is
obtained from bills for electricity, gas, diesel and Green Power. He
suggests that all building owners and facility managers be aware of
the company’s electricity consumption, and says,
It is also advisable to begin collecting NLA surveys, which Cantwell
says are critical, as they have to be done according to the Property
Council of Australia (PCA) or the Building Owners and Managers
Asssociation (BOMA) guidelines. Most people tend to ‘keep them in
the bottom drawer’ without regard for regular assessments. With the
Mandatory Disclosure scheme looming, keeping these records up to
date will be a prudent habit.
Tracking occupancy levels and hours of use is important for future
disclosure. It’s possible to track the vacancy levels of the building,
and look back at the figures to help inform your assessment, and also
to track the hours of operation, so any after hours operation can be
included in energy usage calculations.
Cantwell also recommends starting the assessment process now,
to acquire a good understanding before the scheme comes in of any
gaps that need to be addressed, as well as an idea of how difficult it
is to get a NABERS efficiency rating up, if you haven’t done one
before.
Once an assessment has been conducted, the results should always
be subject to a ‘reality check’. Cantwell says you can often get some
unusual results, and emphasises that if you get a very high energy
usage outcome, you should look at the numbers to see if they are
realistic. If you revise the raw figures and they don’t make sense, be
sure to go back and work out why. Constant self-auditing is key here.
Finally, it’s important to gain an intimate knowledge of the
building—find out how the building is performing in its current state
so you can make adjustments to achieve a higher rating. ‘All of the
major property groups who have done an analysis have been able to
shift their performance up one and a half stars or so by efficient
management,’ according to Cantwell.
There’s a long way to go before the scheme is implemented. But
any building owner or manager who is well prepared for Mandatory
Disclosure will find that the transition is remarkably easier than if no
attention is given to the scheme’s requirements prior to its
commencement. Saving energy does indeed make dollars and sense.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
34 CLIENT FEATURE
O
riginally constructed in 1982 and previously known as the 3 Re-lamping of fittings with more efficient lamps and/or lower
Regent Hotel, the Four Seasons Hotel in Sydney has light output as appropriate.
continued to evolve and reinvigorate itself to remain as one 3 Installation of voltage reduction devices on car park lighting
of the city’s premium hotels. Centrally located at 140 George Street, circuits.
the Four Seasons Hotel comprises 410 guest rooms and 121 suites 3 Replacement of magnetic ballasts with more efficient electronic
across 34 floors of luxury accommodation. ballasts.
In 2008, the hotel underwent a $16 million refurbishment to 3 Removal of one tube in double tube fittings in areas with
update its look and improve its environmental practices. excessive light levels.
3 Installation of new luminaires comprising, single lamp,
The Project professional electronic ballast with constant lamp power output,
AGL Energy is Australia’s largest integrated renewable energy KW/2 optically engineered specular reflector and low glare
company. As part of AGL Energy’s ongoing relationship with the Four diffuser in certain locations, replacing twin lamp fixtures.
Seasons Hotel and hotel owners Eureka Funds Management, AGL
Energy undertook a detailed lighting energy efficiency audit in the The Cost Savings
hotels’ back of house areas, comprising offices, kitchen and Electricity usage would be reduced by 255,685 kWh per annum,
underground car park. while greenhouse gas emissions were reduced by 271 tonnes. At the
The energy audit indentified a number of lighting measures, which same time energy cost savings of $32,983 per annum and
could significantly reduce energy consumption. Clipsal Energy maintenance cost savings of $5,964 were released over a 12 month
Solutions, formerly known as Efficient Energy Systems was selected period.
by AGL Energy as its implementation partner to deliver the complete In addition to the energy savings and environmental benefits, the
lighting solution for this project. overall lighting quality and uniformity in these areas was improved.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
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© 2009 Clipsal Australia Pty Ltd. CLIPCOM18728
Australia’s peak national representative
body for the facility management industry
Established in 1989 and now with some 2000 members, the
Facility Management Association of Australia represents professionals
involved in both strategic and operational management of facilities for
both the public and private sector, throughout Australia.
Reasons to join...
Professional development - FMA Australia’s PD courses range from introductory through to higher level
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roperty managers, building owners and designers are
constantly working to lessen the environmental impact of CASE STUDY
large buildings and to also minimise wasted resources. A water-efficiency upgrade at two buildings in Sydney’s CBD has
One Australian company, EP&T Global, has spent over 15 years the potential to save more than 7 million litres of drinking water a
researching and developing unique systems to both measure and year. Working with the building management team, the EP&T
manage resource use in buildings.
Global team have implemented water reuse and efficiency
“We assist businesses by providing energy and water management
upgrades. These upgrades include:
solutions that save money, help them meet their environmental
targets and create a more sustainable future,” company founder and 3 replacing single-flush toilets with water efficient dual-flush
CEO Keith Gunaratne said. models
EP&T Global offers a combination of innovative technologies and 3 installing the EDGE Intelligent System® to eliminate water use
services to clients in the property trust, government and retail sectors. inefficiencies
“The systems we have developed include hardware, firmware and 3 Optimisation of urinal flush sensors
software to provide end-to-end energy, water, waste and renewable 3 Optimisation of irrigation schedules
energy solutions for property owners.” 3 Pressure reducing devices
One of the systems, the EDGE Intelligent System®, is an intelligent
electricity, gas, water and waste sub-metering, monitoring, billing and
reporting system. The system can measure a variety of electrical
parameters as well as gas and water consumption and waste
creation.
The EDGE Intelligent System® is easy to read and monitors electricity, gas and water usage.
PHOTO: Photocall Image Management.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
38 ENERGY EFFICIENCY
“We not only provide the information which, for example, they can
use in their internal and external greenhouse gas reporting, but we
provide recommendations for cost effective ways to improve their
building’s performance,” he said.
“We can then provide several technologies, over 30 to select from
or simply management advice that can assist clients. Without such
systems of ongoing monitoring and support, it is almost impossible to
optimise the management of a building. As for any effective or
resilient system, constant feedback is vital,” Keith explained.
With equipment installed at more than 500 sites across Australia
in the past year, EP&T Global has saved its customers more than $10
million in electricity, gas and water costs. “At the same time, we’ve
also reduced our customers’ greenhouse gas emissions by more than
60,000 tonnes and saved 500 million litres of water,” Keith said.
The EDGE Intelligent System® identifies electricity, gas and water
reduction opportunities throughout the building.
The site data for electricity, water and gas (waste optional) is
downloaded remotely via ADSL/telephone from each site. The EDGE
Intelligent System® identifies operational and control strategy
anomalies that require investigation to further reduce energy
consumption, which is then reported back to the customer via
monthly reports.
The EP&T team works with the site services contractors to develop
energy efficient strategies to further optimise consumption with the
available resources for each site.
The EP&T Global team consists of dedicated engineers covering the
electrical, electronics, software, mechanical, mechatronics,
automation, environmental, process and chemical fields, as well as
professional business and finance managers. The company is based in
Sydney and employs more than 40 engineers. Together they have
been able to design and manufacture products in Australia at
competitive prices and the company is committed to keeping its R&D
Building managers and owners are saving energy costs and the environment through use of
and manufacturing operations in Australia while developing an export EDGE Intelligent System® monitoring. PHOTO: Photocall Image Management.
2 1
Commercial buildings create 10% of Australia’s greenhouse gas emissions. New requirements
for office buildings to disclose energy ratings when sold or leased are planned to begin during
2010. If you haven’t rated your building yet, NABERS can show you how easy it is. NABERS
is the industry standard for benchmarking and measuring the environmental performance of
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FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
ENERGY EFFICIENCY 39
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FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
40 CLIENT FEATURE
POWERPAX:
ENERGY EFFICIENT SOLUTIONS
ALL of the chillers produced at their Melbourne manufacturing facility utilise Danfoss Turbocor ( DTC )
magnetic bearing, oil free, centrifugal compressors. Although the compressors are now imported,
they were originally developed in Melbourne and PowerPax was the first chiller OEM to use them.
DTC are now based in Florida, USA, but still retain an R&D presence in Australia, located at the
PowerPax facility.
T
he close association between the two companies is long testimony to this, as more and more chiller purchases are now based
standing, and some current PowerPax employees are former on energy efficiency and Return on Investment, rather than first cost.
DTC employees, who have come “home” to Australia. PowerPax have won industry awards in areas where it has
PowerPax have a sister company, Smardt Cooling, which is based in nominated, and featured prominently in award winning designs and
Montreal, Canada. Smardt have a similar manufacturing facility there projects nominated by others. All of them unique concepts with
which services the group’s 60 Hz market. It’s no coincidence that energy efficiency the cornerstone of their existence.
Smardt’s facility is located right next door to Danfoss Turbocor’s The unique range of PowerPax chillers has a size and capability
original factory location in Montreal. PowerPax and Smardt boast for almost any situation :
the largest and most developed range of oil free chillers in any Water Cooled chillers from 200 kWR to 2.8 MW, with between
market. one and six compressors. This range is expanding and will increase
The benefits attracting customers to the product are the extremely in capacity to 4 MW during 2010/11. “Split shell” options are
high part load efficiencies, the simplicity and reliability of oil free available on many sizes. This unique concept allows the chiller heat
operation, extremely low sound and vibration levels, and the safety exchanger vessels to be split into half lengths for transportation and
and flexibility of inbuilt redundancy provided by multiple re-assembly in existing buildings with difficult or previously
compressors. impossible access paths.
PowerPax have distributors in every state and territory in Air cooled chillers from 200 kWR to 820 kWR. All with industry
Australia, as well as New Zealand and Hong Kong. The export leading efficiencies and sound levels.
market into Asia is developing quickly and the company now has a Evaporatively cooled packaged chillers from 200 to 930 kWR. A
presence in Singapore. unique package offering a water cooled plant efficiency within a
PowerPax are appointing and training Service Partners in every single packaged arrangement – no cooling tower or condenser water
market it is entering to ensure that there is a capable support reticulation system required.
network available wherever the chillers are sold and used. Condenserless chillers from 200 to 1200 kWR. Suitable for
Globally, energy has become a key issue and driver of product connection to remote condensers of various types.
purchases and development. Governments and authorities are On suitable applications with qualifying peripheral equipment, air
legislating and regulating at a prolific pace, presenting new cooled condensing units and compressor sets are also available.
challenges for HVAC and process cooling designers. In the realm of The list of options available for every model is the longest in the
chillers, PowerPax is meeting the challenges and helping to provide industry, and PowerPax will consider any request within an
solutions. The fast paced rate of growth in PowerPax operations is engineering, regulation, and cost limitation.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
42 HVAC
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
HVAC 43
A
ir conditioning isn’t something most people usually give The idea behind the course was to give these people a little
much thought to but those who deal with HVAC (Heating, more knowledge so that they were better prepared to have some
Ventilation and Air Conditioning) can tell you that it’s an of those conversations on topics such as:
increasingly technical area. It even has its own language, which can 3 Why air conditioning?
be intimidating to non-experts. 3 What heats/cools a room?
That’s why AIRAH has developed Air Conditioning 101, which as 3 Comfort
the name suggests is an introductory course for non-technical 3 The refrigeration cycle
folks. We’re talking about those people who may deal with HVAC 3 Air conditioning types
every day in their role as sales professionals, clerical staff or facility 3 Air systems
managers. 3 Cooling towers and Legionnaires disease
Air Conditioning 101 looks to address those industry air 3 New HVAC technologies
conditioning ‘concerns’ that a lot of people who have responsibility 3 Climate zones and climate change
for all, or part of, a building have no specific knowledge of. 3 Energy and air conditioning
Whether it’s Legionella management, fire and smoke issues, 3 Reducing energy load
building code compliance or sustainability applications, there’s a 3 Regulations and compliance
lot going on in HVAC. 3 Fire and Smoke control
The easy to access Air Conditioning 101 online course enables 3 Maintaining HVAC
users to progress through the course material in their own time. 3 Documenting and Reporting
The content serves to demystify the subject matter, and helps The response to the online course has been very enthusiastic—a
improve general understanding of what goes on behind the plant number of property management, as well as maintenance
room doors, providing an overview of the key items that relate to companies and some suppliers have registered to date—many
air conditioning, energy use, maintenance and efficiency. with multiple registrations.
FP: Carolyn, can you tell us the inspiration and motivating with input and review from a couple of others. There is also another
factors behind the creation of Air Conditioning 101? team—in this case we had a writer interview the technical specialists,
CH: The inspiration really came out of frustration as many of our and he also acted as instructional designer and created the actual site.
members work with people who deal with air conditioning but who
know absolutely nothing about how it works—for example the
implications of a tenant changing the set point of their air
conditioning, or even of moving partitions let alone any idea about
maintenance requirements—all of these are critical when you start
talking about energy efficiency and sustainability as well as saving
money. And then there are things like fire and smoke control,
Legionnaires disease, and documentation.
FP: Was there a technical team responsible for the creation
and direction of the content?
CH: There is a technical team involved in the development of all
courses—in this case Bryon Price and Dick Lister were key people,
The course framework caters for people looking to enhance their basic HVAC knowledge.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
44 HVAC
and Minimum Energy Performance Standards. It also draws CH: No specific trends yet, other than a very miscellaneous group
attention to the Building Code of Australia and the relationship to of people! We’ve got participants from local council, the Melbourne
other state based legislation, but again not in any depth. Fire Brigade, university, project management and property
FP: Can companies expect significant energy efficiencies in management plus admin teams and others. There are also a few who,
their HVAC operations as a result of their staff/facility if you just looked at the title and company on the registration form,
managers completing this course? you would not expect to be interested in this topic.
CH: It would be possible to achieve energy savings having done FP: Are there any plans to expand the course content to
this course, however I think it more likely that our energy auditing include ‘advanced’ operational levels?
course would achieve that result. CH: The course was only launched in September so at this stage,
FP: Given that every workplace and HVAC system is our focus has been on successful delivery of Air Conditioning 101 and
different, how does the course address these disparities? assessing outcomes.
CH: The course does not get into specifics—it is an overview of
HVAC systems (it only takes 4-6 hours to work through) and does not
look to address every possible outcome but rather provide
participants with sufficient broad-based general knowledge. For
example, cooling towers are not relevant to everyone, but this will
answer the question ‘what is a cooling tower?’
FP: Is the course a valuable ‘refresher’ for experienced facility
managers?
CH: If they have a technical knowledge of air conditioning then
they probably have very little to gain, otherwise, regardless of how
long they have been working in the industry, it will be very valuable.
FP: How has industry responded so far to the course and
have you noticed any trends in participants?
FP: For applicants who are new to distance learning and may
have concerns about conducting an online course, are any
personal details or results recorded by AIRAH or TAFE?
CH: No personal details are taken or passed to TAFE. AIRAH holds
all information provided, and other than name and password nothing
is held on the course site. The only information taken is that on the
registration form—name, contact and payment/billing details.
FP: Can you tell me a bit about your role at AIRAH and your
work with industry, in particular, professional development ?
CH: My role covers the gamut of course development through to
delivery. A key component is working with industry and stakeholders,
The online course uses plain english and dispenses with unnecessary jargon.
not only in the development stages but also seeking feedback along
the way to ensure what we deliver remains relevant.
If you are a FMA Australia member you can attend the following
AIRHA course at Member rates.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
RECORDS MANAGEMENT – RELOCATIONS 45
Abstract
So you are moving – are your records aware they are coming too?
Adopting a planned approach to relocating your paper records
Apart from war, bankruptcy or corporate takeovers, relocation is probably the most disruptive
event your organisation will experience. So will you have time to soak up your new environment
if you can’t find anything on day one?
For most organisations, moving buildings or locations is a prime opportunity to renew the
vitality of the business and streamline operations for improvement. As hard copy records
form a critical part of any business, the efficient relocation of these records is vital,
sometimes complex and often the largest component of any organisational move.
Ask yourself, are you prepared to risk disruption to business or possible litigation
because someone forgot to check the old store room downstairs to see if ‘those
records’ had been packed and relocated with you?
As a records management strategist working across a variety of large
government departments for the past twelve years or so, I have witnessed first
hand the chaos that building relocations can cause, not only to the people
involved, but to the often forgotten assets of the organisation—its records!
In this article I will explore considerations for managing your paper records
to ensure a smooth transition into the new environment and the continuity
of business during the ‘settling in’ period.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
46 RECORDS MANAGEMENT – RELOCATIONS
The purpose of this committee is to: Secondly, do you know if all those records are required on a daily
3 Coordinate clean up activities basis for business or have they simply been dumped in the back
3 Assist with the identification of business records due for room due to lack of office storage space or understanding of what to
archiving do with them? It never ceases to amaze me how many people would
3 Communicate expectations, actions and processes to staff rather hide records in the most creative of spaces, i.e. in the ceiling
3 Monitor activity progress cavity, in a hope that no-one will ever come across them, instead of
3 Report on issues/risks inhibiting progress contacting someone to find out what to do with the records when no
When talking about records management, most people switch off longer required.
at the best of times, therefore the communication plan must deliver Active records are described as those records that are required for
key messages to the people on specific actions required to keep ongoing business purposes and need to be readily accessible to all
things moving along—remembering the first and only message those who use them.
people will hear is ‘change’ and their prime concern will be ‘what’s in Inactive records are described as those records that are no longer
it for me’? required for day to day use and can be sent to archives or temporary
A variety of methods can be deployed to ensure all people are storage. Examples may include:
informed in a positive way about the pending move and the 3 early parts of files
expectation of their participation in the process. In large organisations 3 files that have not been accessed for at least one (1) year or
it is not always possible to communicate on a one-on-one or even on more
a group basis; therefore the following marketing tactics may help you 3 files that you may refer to occasionally for information or
to spread the word: reference only
3 Deliver regular focus sessions/presentations An identification process is required to sort the wheat from the
3 Develop a newsletter/tips and hints sheet chaff, to ensure that only those records deemed as ‘active’ relocate
3 Send out regular ‘count down’ emails advising of progress with you. This process is a critical component of the project—
3 Host drinks after clean up days
3 Create competitions for paper reduction targets/who can fold
archive boxes the quickest/most neatest workspace etc
Use whatever tactics work for your organisation, the key is to
ensure people feel included and informed, so make the experience
fun and simple otherwise resistance will set in and the relocation of
records will be ignored.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
RECORDS MANAGEMENT – RELOCATIONS 47
The introduction of a regular culling and archiving program Change – Selling the new world to staff
requires the involvement of all people. The main tasks people need As humans we have a natural tendency to collect, use and store
to undertake are: information that has purpose and meaning, often this information
3 sorting through files located on and around their workstation comes in a variety of formats.
3 identifying the files that are no longer required for their day to Our workspace is usually the hub of our knowledge, therefore the
day business records of an organisation are often thought of as ‘our own’ and not
3 arranging the files into a logical order (eg file number order, date as the assets of the organisation.
order) Therefore, when confronted with the thought of a building move,
3 placing the files into archive boxes emotions run high. Some people will panic and feel they will lose
3 labelling the contents clearly control of their records; some will bury their heads in the sand and
If you have dedicated records management staff, they will be able pretend the move is not happening to them and others will feel the
to advise people of the correct processes for archiving records. move is a fantastic chance to tidy up the paper trail once and for all.
A good way to start getting people into action is to hold regular The relocation process can seriously affect the productivity and
‘clean up days’. In one organisation we promoted ‘Filing Fridays’, efficiency of the organisation, changes are anticipated by everyone.
where people were expected to set aside some time on a Friday However the pending move presents an ideal opportunity to change
afternoon to clean up their workspace and dispose of reference or staff perceptions on the way they currently work with, relate to and
personal information. This is often the time when ‘misplaced’ records access records.
are found and can be returned to where they belong prior to the During this time of flux you may even find a few new ‘champions
move. of change’ in your sights. These people will be invaluable in selling
Apart from meeting your records reduction target, the singular the message of change and in bringing others along on the journey. In
most important aspect of the records relocation project is to make my experience, if people are provided with the ‘what’s in it for me’
sure that what you are going to take with you will actually fit into the information upfront and guidelines on ‘how to do’, then most people
storage space, including a contingency for growth. In order to are more accepting and understanding of the need to explore ways of
undertake this step in the project, the records culling and archiving improving on what they do and how they do it.
program needs to be either well underway or nearly completed. If changes to records management practices are planned in
A record mapping plan is required to ascertain the volume of advance and communicated to staff throughout the life of the
records to be relocated and to map them to their new storage relocation project, then the organisation could possibly reduce the
medium in the new location, so the records can be easily transported volume of paper records it takes to the new location by 50 per cent.
to the correct storage area and unpacked in a consistent and The change process for records management does not need to be
sequential manner. a complex or costly exercise. You will, however, need to be clear
The record mapping process involves: about the organisation’s goals and expectations in relation to
3 surveying and measuring the volume of active records in linear improved ways of working with its records and information.
metres Therefore you do not need to go out and buy the new whiz bang
3 surveying and measuring the storage mediums/layouts in the document management system that promises to solve all your
new location in linear metres records management needs; instead the change in records
3 comparing the measurements to ensure adequate storage is management practices could be as simple as the introduction of:
available, taking growth into consideration 3 Centralised storage systems instead of suspension file systems
3 assigning reference codes to the new storage mediums (these (ie four-draw filing cabinets)
codes will be used for the records boxing process) 3 Open shelf lateral filing systems
3 mapping the records to the storage space allocated on the new 3 Colour coding systems for easy file identification and retrieval
location floor plan (this is usually done in accordance to the With a little bit of forward planning, these small but effective
business group seating allocations) changes can provide the organisation with tangible benefits (see
A simple spreadsheet can be used for the record mapping process Table 2: File System Types – Organisational Benefits).
(see Table 1: Record Mapping Process).
Grace Records Management is a quality accredited national service company providing For more information please contact:
solutions that are centred on the storage and retrieval of our client’s critical business
information, both in hard copy and electronic formats. T: 1300 725 911 TM
Quality System
Our service and product offerings include; secure document storage, data silo storage, E: sales@gracerecords.com.au
record lodgment, scanning & imaging, twice daily retrievals, on-site access, managed
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or servicing every capital city and major regional centre within Australia.
C O M M I T T E D T O Q U A L I T 9 s C O M M I T T E D T O S E R V I C E
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
48 RECORDS MANAGEMENT – RELOCATIONS
So you have met your paper reduction targets – now management communication plan, you had better run from the lynch
what? mob while you can.
After all the planning, motivating, nagging and culling looks like it is This is where your ‘champions of change’ can greatly assist you
drawing to a close, there is one final task—the physical packing and with enlisting the ‘records removal team’. It is imperative to have a
unpacking of the records. very easy process documented for people to follow when packing
This component of the relocation project is critical to the success of and unpacking records. The advantage of using your own people is
being able to function on day one in the new environment. If the that they:
packing, identification and unpacking of records is not managed 3 are familiar with the records of the organisation
effectively, trust me, frustrations will run high! There will be enough 3 understand the vision for an improved way of working in the
issues to deal with on day one, without boxes upon boxes upon new environment
boxes of unidentified records being in the way. There are never any right or wrong ways of relocating your paper
Essentially there are only two paths to choose from when it comes records. The records of any organisation are their life blood, take care
to relocating records: of them and they will take care of you should the need arise.
3 Using a removalist company If there are any pearls of wisdom I can leave you with it is these
3 Using internal resources three things:
Dependent on your budget, project timeframe and culture of the 3 communicate, communicate and communicate with your people
organisation, there are advantages and disadvantages on both sides. 3 make sure your people identify all the records of the
organisation early in the piece, to avoid any orphans being left
Removalists v Staff Resources – cheap, nasty or both? behind
Many large removalist companies have been involved in office 3 make sure a culling and archiving program is implemented long
relocations for many years. The main advantage of using an before the intended move date, to ensure a reduction in your
experienced removalist company to undertake the packing and paper records is achieved.
unpacking of records is time and resource capacity, providing clear
outcomes are negotiated and agreed to when entering the service
contract.
Although the sales manager will assure you the team they will ‘put ABOUT THE AUTHOR
on the job’ are experienced and diligent in records relocations, it has Donna-Maree Findlay MRMA holds professional membership with
been my experience that often the team are removalists used to the Records Management Association of Australasia (RMAA) and
doing the heavy grunt work and not at all experienced in records currently presides as the National Board Director for South Australia.
management practices. Donna-Maree has over 15 years experience within the Records and
If considering using a removalist company to undertake the records Information Management profession spanning across Local
relocation component, the following questions need to be clarified: Government, State Government and the private sector as a Records
3 Do the team know how to pack records in logical sequence and and Document Management consultant. Her areas of expertise
label the crates according to the records mapping plan include Business Analysis, Project Management, Developing Records
3 Do the team understand the order of the records mapping plan and Information Management Frameworks, Policy and Strategic
3 Do the team know how to unpack the records in correct running Direction, and Designing and Implementing Electronic Document
order (eg with compactus units the record control sequences Management Systems. Her other areas of interest include Corporate
should run vertically in each bay following suit) Governance, Quality and Compliance.
I recommend close monitoring of the packing and unpacking With a passion for training and education, Donna-Maree has had
process to minimise the risk of records being packed into crates out extensive experience in tutoring and lecturing at the University of
of sequence, therefore ending up on the shelf or compactus in South Australia in Electronic Records and Document Management
incorrect order or the records being relocated to the incorrect storage Systems and regularly delivers workshops, seminars and competency
medium allocated on the records mapping plan, therefore causing based training both on a national and international level.
issues with storage and unnecessary bodies on the floor repacking Donna-Maree’s most recent appointment is with the Central
and moving boxes around. Northern Adelaide Health Service. As the Project Coordinator
Now remember the ‘what’s in it for me’ headspace that most Records Management Strategist, Donna-Maree’s role provides
people adopt, well with all the excitement and winds of change in the strategic direction and leadership across the region in best practice
air, your people will expect to simply walk into the new environment Records Management to ensure the organisation meets compliance
on day one with everything in place, especially their records! with the State Records Adequate Records Management Standard
So if you did not include the ‘oh by the way you are helping with and the Australian Council on Healthcare Standards Evaluation and
the packing and moving of your records’ message in your records Quality Improvement (EQuIP) Accreditation Program.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
CLIENT FEATURE 49
Keep
Moving
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FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
50 OCCUPATIONAL HEALTH+SAFETY
TOWARDS HARMONY
THE NEW NATIONAL OHS LAWS
POLICY UPDATE BY SIMON MORGAN,
NATIONAL POLICY ADVISOR, FMA AUSTRALIA
T
he recent release of model legislation to establish national consultation process, with public submissions taken and interim
Occupational Health & Safety (OHS) laws represents a reports on the development of the national model issued in October
significant step toward ensuring that all Australians enjoy equal 2008 and January 2009.
protections and safety standards in the workplace, as well as The transition to the national system is being coordinated by Safe
providing greater certainty for employers and employees. Work Australia, an authority created by the Rudd Government which
In July 2008, the Council of Australian Governments (COAG) came into operation on 1 July this year.
committed to the introduction of uniform national laws pertaining to
OHS. It is hoped that a national approach will reduce the Moving to a Harmonised Approach
complexities that arise from having different laws in each state and The move towards a unified national approach to OHS is a critical
territory jurisdiction, and will make it easier for businesses and for plank in the modernisation of Australia’s workplace laws which began
workers to understand their rights and obligations. in the mid-1980s and continues to this day.
This proposal will not see the Commonwealth take legislative The different laws in place in each state and territory until now
powers for OHS from the states using the corporations power under have undoubtedly been critically important in ensuring the safety of
the Constitution, as has occurred with workplace relations. workers.
The states and territories will retain legislative responsibility under However, the state and territory-based system of regulation has
the new arrangements, but each state and territory legislature will also engendered needless confusion and inefficiency, particularly for
repeal its existing OHS laws and replace them with the final national businesses which carry out their operations in more than one
model signed-off by COAG. The states and territories have agreed to jurisdiction.
do this by December 2011 (with the exception of Western Australia, Differing burdens of proof, rights to appeal, definitions of ‘worker’
which will reserve its decision until it sees the final legislative model). and obligations regarding OHS consultation and training are just a
The model legislation has been developed following an extensive few of the issues that have made OHS policy a potential minefield for
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
OCCUPATIONAL HEALTH+SAFETY 51
employers, confusing for employees and an impediment to the above, giving due regard to the particular circumstances of each case,
development of national economic infrastructure. with a clear presumption in favour of safety.
In addition, there are also many differences between the states and The draft model provides for union right of entry to premises,
territories in terms of what constitutes an offence, or which breaches consistent with the provisions of the Fair Work Act. However, 24
are subject to a summary fine and which give rise to criminal hours notice must be given for parties wishing to inspect employee
prosecution. records or records that pertain to a suspected breach of an
The new system will help to alleviate many of these problems, employer’s OHS obligations.
whilst still ensuring that employees’ rights in relation to safety in the The model legislation sets out some significant penalties for those
workplace are protected. who fail to meet their obligations, with differing scales for offences
Of course, the model legislation released by Safe Work Australia committed by corporations and those committed by individuals. For
will still be subject to alteration over the coming months as some jurisdictions these will represent a significant increase on
consultations with business, industry, unions and community groups existing penalties and widen the scope of matters that are considered
continue. to be offences under OHS legislation.
Nevertheless, the current draft provides a clear indication of the
direction Australia’s OHS laws will be taking over the next two Establishing a Cooperative Culture
years—and it’s clear that there will be some major adjustments The draft also states that a person conducting a business or
required by those operating businesses in several jurisdictions. undertaking must consult with their workers, as far as is ‘reasonably
practicable’, on matters related to their occupational health and
What is changing? safety. As is the case with the duty of care, this consultation
The model released by Safe Work Australia at the end of September requirement extends beyond a responsibility to consult with
draws heavily on the OHS regime currently operating in Victoria, employees of the business—it also requires consultation with
which was introduced there in 2002. contractors.
That system took OHS matters out of the realm of industrial To facilitate a culture of consultation and proactive employee
disputation, instead placing shared responsibility for safety in the involvement in OHS matters, the model legislation sets out a process
workplace on employers and employees. Likewise, the model establishing ‘work groups’ within a business and for electing health
national legislation broadens the duty of care in the workplace and and safety representatives (HSRs) to represent those work groups in
places some responsibility on workers to ensure their own safety and negotiations on OHS-related matters. However, the legislation also
that of their colleagues. states that HSRs are not personally liable for anything done or
This will represent a significant change in approach for some omitted to be done in good faith.
jurisdictions, most particularly for NSW and Queensland. A process for establishing health and safety committees is also laid
The draft model requires an employer to do everything “so far as is out—although the process for resolving workplace issues/disputes on
reasonably practicable” to ensure the safety of their employees. At OHS will be contained in new national OHS regulations, which have
present, the NSW and Queensland laws place an absolute duty of not yet been developed.
care on employers, although reasonable practicability is a defence in
NSW. The Next Steps
Likewise, under the national model the onus of proof falls on the While the release of the model legislation is the most important step
prosecution in OHS-related cases, whereas current arrangements in taken to date, there is still a long way to go before the national
NSW and Queensland place the burden on defendants (which some system is in place.
commentators have suggested means employers are in effect ‘guilty Following the closure of the public comment period on the draft
until proven innocent’). Under the current NSW model, unions are model legislation in November, it is expected that the Workplace
able to initiate prosecutions in relation of OHS breaches; the national Relations Ministers’ Council (WRMC) will sign off on the final model
model does not include that right. Act at this month’s meeting.
The draft national model contains some broadening of definitions There remains the need to develop an extensive set of OHS
which employers and employees will need to be aware of, as they regulations that will set national OHS standards. This work has just
will impose additional obligations upon them. Some of these are commenced and is expected to take around 12 months to complete,
particularly relevant for facility management professionals. with the release of draft regulations for public comment anticipated
For instance, the duty of care has been broadened to cover all in October 2010.
those ‘on site’, not just ‘workers’, as has been the case in many From here the final regulations will be developed and submitted to
jurisdictions until now. This means that persons who may be a WRMC meeting in June 2011.
attending a site to perform maintenance, or those who may be Meanwhile, each of the state and territory parliaments will need to
present in a volunteer capacity, are now owed the same duty of care repeal their existing OHS laws and enact the national OHS legislation
as employees of a business. to give effect to the harmonisation and put into place relevant
The draft legislation also contains a reasonably broad definition of transition arrangements, which will take some time to achieve. The
what constitutes a workplace—extending the duty of care owed to all states and territories have committed to a December 2011 deadline
work activities and work consequences, irrespective of where those to give effect to all necessary arrangements.
activities take place. This means, for example, that domestic premises While this may seem a long way off, the reality is that the volume
will be included, which will cover the increasing number of of regulatory and legislative drafting work that will be required will
Australians who work from home. mean that it will be a hectic two years for those involved in
The model legislation sets out in some detail the criteria that need developing OHS policy.
to be met in order to fulfil the ‘reasonably practicable’ test under the The process is a long and complicated one and there will be much
duty of care provisions. A person with a duty of care must give public debate over these reforms over the next two years. Ultimately,
weight to the likelihood of a hazard or risk occurring, the likely harm however, these national laws will go a long way to ensuring that
that would result from such a risk eventuating, the availability and Australian workers continue to enjoy high standards of workplace
suitability of ways to eliminate or minimise the risk and the cost of safety and equal protections under the law, regardless of where they
eliminating or minimising the risk. live and work.
No single element alone will determine whether a person has
taken “reasonably practicable” action to prevent accidents or injury. Further information is available on the Safe Work Australia website
The test will be applied by weighing up each of the factors mentioned at www.safeworkaustralia.gov.au
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
52 CLIENT FEATURE
F
LOOR SAFETY SERVICES has a in the forward walking area is about to
wide range of products and happen (such as Stairs, Ramp or
with over 25 years experience in Road). They are “Now” a legal
the Floor Safety area and our requirement at the top and bottom of
Managing Director having been part of all new and refurbished Stairs, Ramps,
the Sub Committee that developed the Escalators, footpaths, bus Stops, Train
new Australian Safety Standards, we Stations, etc. FLOOR SAFETY
are confident that any problem can be SERVICES carry the two different
solved. types of Tactiles: 600mm x 300mm
The principal product in our range is Cork/Rubber Tactile Tiles, these are
ASF128 which can be used to treat UV resistant environmentally friendly
Tiles, Granite, Terrazzo and Brick and very hard wearing, and will not
floors. Once treated the floor becomes crack as other forms of Tactiles do.
as safe when wet as when dry and We also carry Tactile Studs and these
properly maintained will provide are available in either PVC or Stainless
safety for five to seven years. Steel.
A new product to our range is Safety Vinyl and Cork/Rubber
Safety Coat 5, this is a water based floorings are a non slip and long
product that is sprayed on to lasting flooring option, a must for
practically any surface including metal, Disabled Bathrooms, Commercial
and resulting in an extremely safe and Kitchens or any area that a strong non
anti slip finish. Safety Coat 5 is slip flooring is required. FLOOR
available in either a clear finish or a SAFETY SERVICES has a large variety
variety of colours. of styles and colours in both types of
Councils are now demanding that all these products.
stairs, both domestic and commercial Epoxy flooring is safe flooring for
have staircaps fitted to eliminate commercial Kitchens and warehouses
slipping, FLOOR SAFETY SERVICES and is available in different thicknesses
has a large range of economically and colours.
priced Staircaps which comply with all FLOOR SAFETY SERVICES has an
Australian Standards. Our Staircaps answer for any problem. Most
are available in either Aluminium base products can be Supplied only or we
with Safety PVC or Carborundum have highly qualified staff available to
Inserts or Granulated Epoxy and are install products for you.
custom made to your specifications.
Tactiles are an aid to let visually Our motto is you keep
impaired people know that a change ‘YOU and YOUR CLIENTS SAFE”
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
54 INFRASTRUCTURE
A GREEN IT FRAMEWORK
G
reen IT is a much-discussed topic in the IT industry. To most consumption. Server and storage virtualisation and consolidation,
people, the subject is reasonably easy to define: “Green IT is “Green PCs”, thin clients, etc. The disciplines, technologies and
about reducing the energy consumption and carbon footprint methodologies are reasonably well known, but not so widely
of the IT function within the organisation.” discussed is IT’s enabling effect—its ability to reduce an organisation’s
This is true, as far as it goes. IT is a significant consumer of carbon footprint by facilitating more efficient and less carbon-intensive
electricity worldwide, on a par with the airline industry. Therefore it work practices—teleconferencing instead of flying or commuting,
makes sense, as emission reduction becomes desirable and even improved supply chain management, IT-enabled energy reduction
mandatory, that IT users should look at ways of reducing the energy systems, smart metering, etc.
consumption of their systems.
Data centre power bills are soaring as electricity prices go up and Understanding Green IT
new server technologies pack more and more processors, which Connection Research is an Australian market research and analysis
consume more and more power, into less and less space. Water company specialising in sustainability issues. Over the last 12 months
cooling is making a comeback to handle the heat dissipation issues. we have undertaken extensive studies into Green IT usage in Australia.
At the same time tough economic circumstances are putting increased In conjunction with the School of Business Information Systems at
focus on running costs, and power consumption as a component of RMIT University, Connection Research has developed a detailed
those costs is becoming more visible. Reporting requirements are framework for analysing Green IT implementations and projects. This
becoming more stringent and there is an increased awareness across work is based on detailed surveys of over 400 Australian IT managers
business and society of the unsustainability of many current and CIOs. The framework takes a holistic view of Green IT and
consumption patterns. Sustainability, across the enterprise, and then drills into individual
There are many well-documented ways of reducing IT’s power technologies and business best-practices.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
INFRASTRUCTURE 55
A GREEN IT FRAMEWORK
The Vertical Dimensions of the Green IT Framework predates the concept of Green IT, as many organisations have been
End User IT Efficiencies conscious for some time of the importance of disposing of IT
End User IT Efficiencies have to do with those that the end user has equipment in an environmentally sound fashion.
most control over. There are three main areas—desktop computing,
mobile computing and printing. IT as a Low-Carbon Enabler
For each of these there are a range of different technologies and The areas where Green IT has the greatest potential for lowering the
techniques that can reduce the organisation’s power consumption and carbon footprint of the organisation, by using IT to make areas outside
carbon footprint. the IT department more efficient.
The relative importance of End User IT Efficiencies varies, largely in It is generally agreed that IT is responsible for around 2% of the
relation to the size of the organisation. In smaller organisations they world’s carbon emissions—mainly through the usage of electricity
are important because they represent the main areas of Green IT, and which comes from carbon-emitting power stations. That means that
in larger organisations the sheer numbers of end users mean that even if the carbon footprint of IT were halved, overall emissions would
efficiencies in this area can make an enormous difference to attitudes fall by only 1%. The real potential benefits of Green IT are in using IT
and behaviour. as an enabling technology to help the organisation, and the wider
community, reduce its carbon emissions.
Enterprise User IT Efficiencies
Enterprise IT Efficiencies have to do with the data centre and those The Horizontal Dimensions of the Green IT Framework
aspects of IT that are controlled directly by the IT department— The horizontal dimension of the framework has five components. Each
including the small IT departments that exist within user departments. can be applied across each of the four vertical dimensions.
In organisations large enough to have a data centre, the effective
management of the equipment within it and its environmental can be Attitude
one of the most important aspects of Green IT. Attitude is an intangible thing. It describes how we think, rather
In the 1990s research consultancy Gartner popularised the concept than how we act. Most of all it is about attitude or culture: a desire to
of Total Cost of Ownership (TCO) of IT equipment. TCO, as its name change, followed by a commitment to change, followed by actions,
suggests, is based on the full cost of equipment over its entire life, not followed by measurement of the effectiveness of those actions.
just the purchase price. It takes into account running costs, Having a positive attitude towards Green IT is very important—it
maintenance, upgrades, etc. For PCs, Gartner computed that the TCO precedes everything else.
could exceed the original purchase price by a factor of three or more. And, as is often the case in business, those attitudes are most
Until recently many TCO computations have not taken into account effective if they come from the top. “Management buy-in” is an
the costs of the power to run the IT equipment. That is because essential part of any Green IT program.
power costs have been comparatively low, and because IT
departments and users are rarely billed separately for the electricity Policy
they consume and have no visibility of it. There are many aspects to Green IT policy. There are lots of things we
can do in employing energy-efficient technologies and making
Lifecycle and Procurement effective usage of existing technologies, and there are many ways we
The acquisition and procurement function, the management of can reduce the energy consumption and/or the carbon footprint of
equipment operationally, and the green disposal of equipment at the the organisation.
end of its lifecycle. All IT equipment, like all other equipment, passes Any effective enterprise-wide IT energy reduction policy needs to
through a lifecycle. It is manufactured, sold (and for every sale there is be holistic, coherent, and properly managed and monitored. A policy
a purchase), used, and then ultimately disposed of. That disposal may development framework includes the establishment of policies, the
mean it is discarded or destroyed, but it may also be sold or given to communication of those policies, the enforcement of those policies,
another person or organisation, where it has another lifecycle and the measurement of policy effectiveness and mitigation strategies.
contained within its larger lifecycle. A green IT policy framework must be established to ensure green IT
From the user organisation’s viewpoint, there are essentially three becomes a business endorsed program of work rather than a discreet
phases to any lifecycle—procurement, operations and disposal. Each IT project. It must take into account the required roles and
of these phases can be approached in a manner that reduces the responsibilities, skill-sets, commitments, targets, deliverables and
carbon footprint of the organisation. One of them—disposal— methodologies used.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
56 INFRASTRUCTURE
Practice water.
Practice refers to techniques and behaviour—things we do. There are Choosing the right tools to measure, monitor and potentially
many practices that individuals and organisations can adopt that mitigate power consumption and carbon emissions, both inside and
directly help in the greening of the IT function. And the great outside the IT department, is critical in ensuring that Green IT projects
advantage of most of them is that they cost nothing—they do not have maximum business commitment and are successful over time.
involve the purchase of any new hardware or software, but simply the Only with adequate measurement can progress be determined.
alteration of habits and mindsets.
Very good examples are turning off PCs when not in use, recycling Fore more information contact:
printer paper and printing less, and using IT equipment for longer Graeme Philipson, Director, Connection Research,
rather than replacing it when it is still useful. The simplest things are Email: graemep@connectionresearch.com.au
often the most effective. Tel: 0418 609 397.
Glass Fittings
Door Controls Automatic Movable Walls Service
and accessories
The ability to utilise floor space with movable walls can result in increased revenue through greater cost
efficiencies. Regular service and maintenance should therefore not be overlooked. By not maintaining
these products in perfect working condition, the level of privacy on either side of the wall is
compromised, and in some circumstances health and safety of employees and patrons can be at risk.
DORMA specialise in the service and maintenance of all brands of movable walls. To benefit from long-
lasting product performance and continual ease of use, contact us for a free assessment.
DORMA Service 46 Abbott Rd, Hallam VIC T: 1800 675 411 servicemovablewalls@dorma.com www.dorma.com.au
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
FM PROCUREMENT + CONTRACT MANAGEMENT 57
BUYING GREEN
FROM CRADLE-TO-CRADLE
BY ROBIN MELLON, GREEN STAR EXECUTIVE DIRECTOR,
GREEN BUILDING COUNCIL OF AUSTRALIA
E
very purchase we make affects human health and the procurement policy outlines how a company will address
environment in some way. For facility managers, each environmental goals such as low emissions, forest conservation,
procurement decision influences more than the operation of recycling, water conservation and energy savings.
their buildings and their company’s bottom lines. Today, there’s What’s more, a good policy details how an organisation intends to
growing recognition that purchasing decisions affect the wellbeing and address competing considerations of performance, cost, and
productivity of employees and global climate change as well. availability, bearing in mind that an effective policy is an opportunity
Facility managers are in a powerful position to shape our to impact on the triple bottom line—economic, environmental and
environment through the design and implementation of sustainable social performance.
purchasing policies. This means considering the environmental Once you’ve established green procurement guidelines, it’s simply a
performance of products and services alongside standard matter of applying the same principles to each purchase. Whether it is
performance and price considerations. ‘Sustainability’, although a a tin of paint or a tin of biscuits, guidelines need to look at the
word now laden with environmental and social meaning, should also product’s materials, source, packaging and how it will be treated at
infer that buildings or belongings can be economically sustainable— the end of its useful life.
not just viable but built to last, built to function and built to be The most efficient place to introduce a green procurement strategy
recycled. is at the beginning of a building contract for a fitout, refurbishment or
So, where do you start? new building design project. This is when facility managers have the
greatest opportunity to influence the building’s lifetime efficiency, but
Green is good so often are not brought into discussions until further along the
For facility managers, green procurement means more than just project timeline.
purchasing energy efficient globes and recycling bins. A typical green CONTINUED ON PAGE 59
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58 CLIENT FEATURE
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FM PROCUREMENT + CONTRACT MANAGEMENT 59
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60 FM PROCUREMENT + CONTRACT MANAGEMENT
More than a piece of green paper management system track energy outputs and water consumption?
Now that you’ve started to look at your procurement, Green Leases Do you have efficient waste management monitoring that enables you
can help to ensure you get the best value from your tenancy to check how much glass, metal, plastic and paper going to landfill
agreements. Essentially, a green lease outlines the obligations on both each month?
the landlord and tenant to achieve targets for energy and water Waste contractors, utility companies and a good building
consumption, as well as other environmentally sustainable practices. information management (BIM) system will help you to put together a
This may mean the tenant requires the landlord to provide useful picture of your building’s monthly performance. The 2006
certification that the building achieves a specified Green Star or Department of Environment & Heritage ‘Water Efficiency Guide for
NABERS rating, and it may specify the requirements for ongoing Office and Public Buildings’ showed that over a quarter of water use
upkeep of the building. A green lease will also address how the costs in office buildings was simply leakage—leaking cisterns, taps and
and benefits associated with a green building will be allocated to both pipes. A proper BIM system can help to monitor and manage such
the tenant and the building owner. situations, and pinpoint areas of leakage, waste or inefficiency.
Another way facilities managers can make a significant The new generation of systems will also examine the carbon
environmental impact is by negotiating a sensible and sustainable implications of transport—such as your fleet and air transport.
‘make good’ clause. This contract clause refers to the process at the Together with an assessment of your energy and water usage,
end of a commercial property lease where the tenant is required to materials management, facility managers can begin to build up an
hand back the premises they are vacating in a particular condition that accurate picture of a building’s footprint.
is established by the terms of the lease. Using such building systems will allow us to examine our picture of
“In many instances an incoming tenant wanting to improve the the building’s performance in detail and with greater accuracy, and
environmental performance of their premises may be keen to install coupled with better procurement guides and cradle-to-cradle thinking,
energy efficient fixtures and systems,” says John Goddard, Chairman we can look at the lifetime of the products and materials we buy in
of RICS Oceania Sustainable Steering Group, who has recently order to understand the environmental, social and economic impact of
overseen the development of Greening Make Good (download at each decision.
www.rics.org/greeningmakegood), a guide which outlines how So, what’s the next step we can ALL take towards leaner, greener
landlords and tenants can work together to eliminate the double layer buildings?
of inefficiency often inherent in make good clauses. Well, the first step must be towards greater understanding of our
“Make good clauses are often a disincentive to tenants wanting to options and greater responsibility for our decision-making. Those of us
‘do the right thing’ by the environment, as the landlord may require who will be managing our facilities should become more involved in
these energy efficient fixtures and systems to be removed and the old their fit-outs.
system reinstated to match the remainder of the building which has I predict a paradigm shift in the way we look at the lifecycle of our
old and inefficient fittings and equipment,” he explains. building materials. In the future, we’ll see facility managers involved in
In these cases, the tenant must factor in the costs of the new negotiating lease agreements with suppliers for not only furniture, but
equipment installed, the removal costs and the reinstatement of the fittings as well. This will involve leasing carpet, blinds or light fittings
old equipment at the end of the lease. “This can make the business from a supplier for just a set time period, before they are removed at
case for installing environmentally-efficient equipment unworkable, the end of their working life to be turned back into new resources
particularly with a trend to short term and flexible leases where the once more.
tenant has a limited time to recover expenditure,” Goddard says. In such an environment, we’ll see manufacturers and suppliers
maintain responsibility for their products throughout their lifecycle,
Monitoring performance and purchasers make buying decisions based on what’s right not just
Above all, facilities managers need to be able to monitor and manage today and tomorrow, but well into the future. Now THAT’S true
their buildings efficiently. This means asking: does the building sustainability.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
HARRIS
HMC
fitout.construction.maintenance.electrical harrishmc.com.au
62 CLIENT FEATURE
L
arge expanses of glass in our workplaces are becoming more Reduces glare
popular as designers create a greater harmony between inside EMF films can also dramatically reduce glare by up to 85%, which is
and outside spaces. a real benefit in the office environment, say on computer screens,
However this can lead to dramatic energy-sapping heat, annoying helping to eliminate eye stress and fatigue on you or your staff.
glare, damaging ultra violet rays, and a lack of privacy. The answer is Additionally it will help fading of carpets, furnishings and help
HPWF’s range of Energy Management Films (EMF). protect computer software and hardware from overheating.
These incredible performers block out everything except your
view, preventing up to 79% of solar heat from passing through the Increase comfort
glass, resulting in energy efficiency that delivers real energy savings. EMF films also make living and working areas more enjoyable all year
These films also cut glare by up to 93% and block a remarkable 99% round as 80% of solar energy is blocked, eliminating hot spots.
of harmful UV rays. Occupants are more comfortable and productive and able to enjoy
their view of the outside world.
Energy savings
Depending on the EMF film specified, energy savings up to 35%* Protection from UV
can be achieved. Also solar heat gain can be reduced by up to 80%, EMF film provides high level protection from the sun’s damaging
glare reduced by over 85%, and over 99% of UV radiation blocked. Ultra Violet rays, blocking over 99%. EMF films have UV absorbers
Films from HPWF are subject to the most stringent quality assurance impregnated into the film, unlike other manufacturers who put them
procedures and are made from the highest quality polyester films. into their adhesives instead. Testing has shown that films
They’re a laminate of premium quality polyester films which impregnated with UV absorbers, will be protecting against UV rays
sandwich a metal alloy-coated base film, together with special long after these other products have lost their ability to screen UV.
strength distortion-free adhesives. The production process finishes All HPWF’s EMF films have been certified to the maximum
with a patented scratch-resistant coating which is the world’s protection rating of UPF50+ by the Australian Radiation Protection
toughest, in comparison to other window films. They’re available in and Nuclear Safety Agency.
clear, tinted, reflective, semi-reflective, non-reflective and coloured
versions. If you would like to learn more about how HPWF can help save
energy and create a more comfortable work environment in your
Exceptional quality building, please contact your nearest HPWF office via
HPWF were the first window film company in Australia and New www.hpwf.com.au.
Zealand to have their films tested and rated with ‘cooling stars’ and
continue to lead the market, providing products of exceptional
quality, performance and durability.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
think green.
PROCUREMENT
A CASE STUDY IN GREEN CLEANING
AT THE UNSW
BY BRONWYN RICE,
STRATEGIC SUPPLIER MANAGER,
UNSW PROCUREMENT
There is a growing interest in the practice of green cleaning. We all want to do it, but what exactly is
it? Most green cleaning approaches focus on substitution of conventional chemicals for more
environmentally preferred alternatives, and that’s a great start. However, during my visits to several
US universities in July 2007, I gathered research and information that revealed that true green cleaning
encompasses a far more comprehensive and integrated set of activities that can deliver a very
successful outcome.
W
hy do we clean? For hygiene first and foremost, for
preservation of assets, and for aesthetics. Successful
green cleaning requires a genuine understanding of
hygiene as opposed to the appearance of cleanliness. Hygiene
requires the removal of contaminants, however ‘clean’ in the
commonly accepted meaning of the word more often involves the
removal of stains and masking of odours with fragrances and
enhancers distributed on clouds of solvents and propellants.
The environmental approach to cleaning originated in the hospital
system, and sought to remedy this misunderstanding of cleanliness.
Hospitals house concentrations of people with fragile immune
systems, hyper allergies and respiratory sensitivities. Studies indicate
that the arsenal of petro-chemicals used in cleaning and sanitising are
implicated in aggravating, if not causing, these conditions. Green
cleaning was implemented because it delivered not only
environmental benefits but, more critically for hospitals,
improvements for the health of building occupants and cleaning
workers.
The green cleaning approach was then rapidly taken up by tertiary
institutions, as many assert a commitment to the environment, and
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66 FM PROCUREMENT + CONTRACT MANAGEMENT
Quad Cleaning Services staff dispensing GECA certified chemicals from a dispensing system that provides dilution control and holding out the cloths are showing the colour coding of microfiber cloths.
stage. The widely differing states of dilapidation of building fixtures method, to be eventually replaced during refurbishment. Most others
and finishes required customisation of the cleaning maintenance have been converted, resulting in large savings in labour and
regime to each building. The information garnered from the pilot products, and minimal exposure to hazardous materials.
buildings was then applied to each building under contract, and a Both Quad and Perpetual have embraced the opportunity to try
transition plan was developed over the first six months that captured new technologies and have identified opportunities to achieve a
the particular needs of each asset. better clean with reduced strain on their employees. Both have noted
A priority was to eliminate the stripping, sealing, and polishing of that, in their experience, the system in place at UNSW has the most
resilient floor surfaces as much as possible, as the products involved comprehensive and integrated specification. Possibly more
in this laborious process are amongst the most toxic of the cleaning importantly, both have commented that their implementation of this
arsenal. Instead, simply sealing the floor and buffing it regularly approach has uniquely positioned them in a very competitive market,
achieved a patina rather than a high gloss, as well as reducing slip where many clients are asking for green cleaning whilst not being
hazard. Some floors were found to be too worn to support the entirely confident that they know what it entails. Our contractors are
elimination of polish and so were maintained using the existing able to unequivocally demonstrate that they know exactly what it is,
and how to do it effectively.
An active and sustained communication strategy between cleaning
staff and building occupants is critical to acceptance. Cleaning staff
must be trained and continually encouraged to persevere with the
new system and not revert to old habits, particularly the ‘if a bit is
good, then more is better’ attitude to application of chemicals.
Building occupants must be educated that absence of fragrances and
dyes does not necessarily mean their work environment has not been
cleaned.
Under this system, when a building’s conversion to green cleaning
commences, an introductory flyer, a microfibre cloth, and an orange
are left on each desk. The flyer notifies the occupant that they are
being “green cleaned” with a short explanation, and contact details in
case they have any questions or issues. This initial communication is
followed up with email bulletins, each focusing on a particular aspect
of green cleaning. The bulletins describe new techniques, such as the
use and colour coding of microfibre cloths, and the resultant benefits
to occupants, cleaning staff and the environment.
Substantial savings have been achieved through the new contracts,
and the sense of partnership engendered through a close working
relationship with both contractors means budget challenges have
been met with a spirit of cooperation. Implementation has been so
smooth that we expect to see the entire campus converted to green
cleaning well ahead of the mid 2010 deadline.
Success of a project like this one is dependent on the willing
attitude, dedication and contribution of the many participants, from
Facilities Management to the pilot partners and contractor
management and staff. There’s no doubt that when people work
Wagtail window cleaning technology.
together to innovate with positive change, it can happen.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
FM PROCUREMENT + CONTRACT MANAGEMENT 67
T
his plan has set out to make facility management more facilities are much more likely to engage in an Alliancing/Partnering
recognised as an industry that contributes to a productive and arrangement. Over the life of a contract, the type of relationship
sustainable environment. To do this, working groups were between client and service provider can change.
organised to address issues in innovation, education, regulatory The relationship established between the client and service
reform and sustainability. The Innovation Working Group has provider determines, to a certain extent, the pricing structure of the
produced this guide that details the innovation working group’s project and furthermore, the amount of innovation that can be
suggestions for innovation in the procurement process of a project. achieved. This guide details four types of pricing structures including
There are eight procurement stages set out by the Facility lump sum, schedule of rates, reimbursable/target cost and
Management Contracting Guidelines, and innovation can be applied management fee. The management fee pricing structure is usually the
throughout each stage, regardless of the models used. The guide best option for alliancing contracts and tends to allow for more
outlines six key factors that will ultimately determine the extent to innovation. It is essentially a combination of
which innovation can successfully the lump sum and reimbursable payment
be implemented into a options, where the client and service
procurement project. These provider agree on a fixed cost to be paid
factors are trust, delivery model, for labour costs (which is the basic premise
contract relationship, pricing of the lump sum option) and then the
structure, commercial model, and service provider is compensated at the
contract term and extensions. end of the project for costs of labour,
Trust is critical to drive materials and equipment that exceed the
innovation and has positive effects original lump sum (which is the
on the relationship between the agreement made under a
client and service providers. If reimbursable/target cost pricing
there is trust in the relationship, structure).
the speed of management and Commercial models refer to the way
maintenance services will increase in which a client assesses and ensures
and the net costs of the project will the performance of the service provider
decrease. in carrying out the project. In traditional
Delivery models set the contracts, the commercial models tend
guidelines for who is in charge of to include penalties for not conforming
monitoring the procurement process to the standards of the contract and
and who assumes the risks and reaps termination if the performance is not
the benefits. There are four different acceptable. In alliance contracts, the
delivery models, each with its own commercial model is structured
strengths and weaknesses. Among around performance measures, and
the four, which include in-house, rewards the service provider based
managing agent, head contractor, and on performance. The Innovative
alliancing/partnering, the FMA Procurement Solutions for Service
recommends the Alliancing/Partnering Delivery guide prescribes clients to
Arrangement model, where the client use Key Performance Indicators
and service provider both drive (KPIs) and Incentive Schemes for
innovation and receive benefits from innovation in commercial models. KPIs are flexible and simple
the project. measures of performance that evolve with the contract. Incentive
When a business has decided to hire a service provider as part of Schemes are created by the client and facilitate improved efficiency,
the procurement process, the relationship between the client and the productivity and quality in performance from the service provider by
service provider affects the extent of innovation in the procurement offering rewards. Usually KPIs and Incentive Schemes are better
process. The two main types of contract relationships are implemented under an alliance contract.
Traditional and Alliancing/Partnering. Traditional relationships are For reference, the Innovative Procurement Solutions for Service
generally more structured and the relationship between the clients Delivery guide provides tables to summarise the differences between
and service providers is bounded by contractual restraints. If the traditional and innovative practices in the procurement process, as
scope of the project can be easily defined, there is little expectation well as case studies that show innovative implementations made in
of variation in the project, and the risk of the failure of the service to past various projects.
the client is low, then traditional contracts are a good option. In the
Alliancing/Partnering relationship, the client and service provider Copies of the guide are limited and are available from the FMA
interact much more, and they share the risks and rewards, allowing Australia office from $30 for members and $50 for non-members. To
for greater innovation in the project. Clients with more complex order a copy visit www.fma.com.au
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
68 CLIENT FEATURE
T
he first client in the start-up years was CSR, which is still a Our Mission Statement
client of Elynwood today. As the business grew Elynwood won
contracts servicing major local government enterprises which Elynwood’s mission is to be the industry leader in the provision of
consisted of a variety of facilities including, administrative civic multi services incorporating facility services, catering, security and
offices, civic centres, public venues, maternity child care centres, specialty support services.
aquatic centres and museums. Following on from these successes 3 This mission will be realised with the latest in management
Elynwood expanded the business into providing services to techniques and technologies for effective and efficient business
specialised aged care service apartments facilities, maintaining a operations.
significant portfolio in this sector. 3 Our commitment to our mission will be exhibited through a
In conjunction with the move into Aged Care the Catering Division philosophy of continuous improvement, outstanding customer
was born and is now recognised as a specialist Catering provider in service focus and to the benefit of all stakeholders.
Aged Care and Tertiary institutions. This represented a mile stone in 3 Elynwood is underpinned by a reputation built upon Innovation,
Elynwood’s development into a multi-service provider. Integrity and Trust and adherence to the highest of industry
An extensive range of highly notable clients such as Stocklands, service standards.
ARC Group now form part of Stocklands, Primelife, Vic Roads and
Geelong Council. A Unique Corporate Vision
Further diversifying into the educational sector, paid dividends for
Elynwood as the contract holder of one of the largest cluster of Elynwood’s unique vision is to be a caring professional company
schools in metropolitan and regional Victoria for any commercial recognised for its:
cleaning company. 3 Enduring Client Partnership Approach
Elynwood now employs in excess of 250 staff across the State in 3 Leadership of its people
all industry sectors, including private and government. Elynwood has 3 Proactive commitment to agreed Quality Service Outcomes
now developed specialist streams which cover Facility Services, 3 Application of an Integrated Occupational Health and Safety and
Catering Services and Support Services. Environmental Awareness/ Best Practice System.
These three key Divisions provide for their respective expertise in
Facility Services, for “soft service” delivery, Catering Services for We will achieve this by blending investment programs in all
corporate and private functions, on site commercial kitchens, business activities, using modern equipment, processes and systems
cafeterias, as well as, support services in Aged Care and Retirement with dedicated and highly competent people in all areas of our
Living. service delivery.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
INTRODUCING
OUR 24-HOUR
x Flood Restoration
x Saving Water
Elynwood Services Group specifically customise
equipment and service response vehicles to ensure that
water is always used efficiently while maintaining our high Elynwood Services Group provides for a rapid
quality service standards. Response Unit, available 24-hours, 7 days a
x Minimizing Chemical Usage week for an Emergency Response requests.
Our operational cleaning practices have resulted in almost
complete elimination of chemical use. We employ We utilize a unique, advanced pressure
chemicals that are biodegradable or naturally-based. washer unit (Genesis) that is energy efficient
x Reducing Noise and environmentally friendly.
Low noise is a high priority for the comfort of residents and
the general public. All of our equipment has been Our highly trained Operators provide the level
extensively modified to reduce noise emissions, well of workmanship and professionalism, that
below OH&S and industry standard levels.
ensures Customer Satisfaction, a Clean and
x Protecting Our Waterways Safe environment approach, whilst saving you
Elynwood Services Group’s environmental management
practices virtually eliminate debris entering storm water
Time and Money.
systems. A specially designed filter is used to trap silt, oil
and litter before it enters drainage inlets. All residue is then Call for a Free No Obligation quotation
removed and appropriately disposed of off-site. on
x Keeping Our Streets Clean (03) 9364-8116
We dispose of all waste collected from work sites at our
depot or at a registered treatment facility for hazardous 13 Hawthorn Avenue Email: reception@elynwood.com.au
waste. We recycle paper, cardboard, glass, metal and
plastic so that as much material as possible is kept out of Ph: 03 9364 8116 www.elynwood.com.au
landfill.
Fax: 03 9364 7779
MEMBER ASSOCIATED ORGANISATIONS
70 ESSENTIAL SERVICES
AUST: Safety Barriers Coroners Report (EPA) have included a reduction in acceptable noise levels and the
Two NSW Government Departments have issued a Planning Circular adoption of the Environmental Protection (Noise) Policy 2008.
titled ‘Safety barriers in above ground carparks – coroner’s The EPA does not discriminate between residential areas and
recommendations’ (BS09-003), advising authorities of the steps to be commercial areas therefore many existing CBD buildings can be
taken to ensure that pedestrian and vehicular safety barriers built affected by a complaint from an occupier of an adjacent or nearby
before 1989 are inspected and any defects remedied where proved building. Obviously an investigation officer will need to take into
to be necessary. Managers should pre-empt an inspection by consideration the age of the building involved and whether a building
commissioning their own audit first. is either producing the noise or contains the receptors (complainant).
Where a complaint is made against noise from an existing building
QLD: Plant and Acoustics it is important that any recent upgrades to plant and/or equipment
All facility and property managers must include acoustic attenuation can demonstrate that noise levels have not been increased.
in all mechanical plant upgrades to avoid the possibility of being an
“Environmental Nuisance” as defined by the Queensland AUST: AS 1851 Fire Maintenance
Environment Protection Act 1994. The AS 1851 Fire maintenance standard has undergone a major
Recent amendments to the Environmental Protection Act 1994 overhaul for the second edition, hopefully for inclusion in the future
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
ESSENTIAL SERVICES 71
as a referenced document in the Building Code of Australia. Meetings routine maintenance and checks, or falsify documents or fail to keep
with the Australian Building Codes Board are continuing. maintenance records on site.
If the Building owner is found guilty of one or more of these
VIC: Appointing Building Surveyors penalties then the Licence Issuing Authority may in the interest of
It is interesting to note that the Building Amendment Regulations safety of the buildings inhabitants, remove the building owner’s right
2009 have come into effect with various changes occurring in to occupy the building.
particular the introduction of a two-tiered registration system for This is a move forward for Western Australia and will be seen as a
building surveyors in Victoria. A limited building surveyor will be positive step in ensuring that building occupants can go about their
restricted to a scope of work of up to 3 storeys and with a maximum day to day operations and know that they are working in a safe
floor area of 2000sqm. environment.
Be careful when commissioning a ‘limited’ building surveyor if the
existing building is over 2000sqm, you both may be caught out badly AUST: Slips and Falls
by the authorities. A research study of the incidence of slips and falls on floors stairs,
landings and balconies has been completed by the Australian Building
TAS: Mandatory Evacuation Plans Codes Board. The research findings indicate 500 fatal falls and
Facility and property managers should consider making their tenants 110,000 hospital admissions resulting from falls in buildings at a cost
aware that the Tasmania’s ‘General Fire Regulations 2000’ requires of $1.3 billion per annum. Furthermore, the research findings indicate
the occupier of a specified building to submit to the Chief Officer of that the design and construction of a building may contribute to 20%
the Tasmania Fire Service, for approval, an Evacuation Plan for the of the injuries and deaths. Managers should be diligent in this area to
evacuation of the building in the case of fire. ensure they protect the building owner’s interests.
The various categories to be considered and, where appropriate,
addressed in the plan are outlined in a document produced by the VIC: Compliance Codes
Tasmania Fire Service. The term specified building is also defined in WorkSafe Victoria has released a number of new Compliance Codes
the document which can be viewed at www.fire.tas.gov.au, type in to provide practical guidance to those who have duties or obligations
evacuation plan in ‘search’. for the occupants of a building under the Occupational Health and
Safety Act 2004. If these are followed then you are deemed to have
QLD: Annual Occupier’s Statement complied under the Act, see www.worksafe.vic.gov.au.
Facility managers, property and body corporate managers must be
conscious of their obligations with regards to providing an annual AUST: Risky Balustrades
‘Occupier’s Statement’ to the Queensland Fire and Rescue Service Facility and building managers should consider commissioning an
Commissioner. audit of the balustrades of their building(s) in terms of Building Code
The Queensland Fire Safety Regulations 2008 and the Queensland of Australia compliance and risk minimisation strategies.
Development Code MP 6.1 require that building owners, property A recent balustrade audit undertaken by our Group found 80 non
and body corporate managers ensure that they prepare and lodge a compliances for the numerous balustrades at an educational campus.
copy of the ‘Occupiers Statement’ with the Commissioner of the Clause D2.16 of the BCA requires balustrades to have a minimum
Queensland Fire and Rescue Service annually. height of 1,000mm above floor levels and 865mm above stair flights
The ‘Occupier’s Statement’ is a declaration that the prescribed fire (including handrails). The clause also prescribes maximum opening
safety installations are being serviced, maintained and tested as per dimensions for balustrades and in addition, limits the “climbability” of
the requirements and schedules detailed in AS 1851. Details of the the balustrade.
prescribed fire safety installations are listed on the building’s Due to the prescriptive nature of the above balustrade
‘Certificate of Classification’ which also details the applicable requirements and the resulting numerous court judgments in recent
Australian Standards pertaining to the maintenance and testing of the years that have been in the plaintiffs favour wherever the balustrade
buildings installed fire safety installations. This requirement is was found to be less than 1,000mm high, it is recommended that a
applicable to all Class 1b, 2, 3, 4, 5, 6, 7, 8 and 9 buildings. comprehensive balustrade audit of all balustrades to determine non
compliances with Clause D2.16 of the BCA, be undertaken.
WA: New Maintenance Regulations
Facility and property managers must make themselves aware of the QLD: Sustainable Planning Act
proposed Building Act for Western Australia which encompasses The Sustainable Planning Act 2009 was passed by Parliament on 16
“Maintenance of Regulated Usage and Services”. This will form part September 2009. It is anticipated that the Act will come into effect
of the Certificate of Occupancy and outlines the essential services of in late 2009. The transitional provisions have been designed to
the building that are required to be maintained. minimise disruption and to ensure that all the Integrated Planning Act
Part 1.7 of the proposed Building Act outlines the statutory 1997 (IPA) can be completed under the IPA.
requirements for building owners to maintain the essential services of The web page relating to the Sustainable Planning Act 2009 can be
their buildings. found on the Department of Infrastructure and Planning page:
Part of this proposal is that the building owners provide notification www.dip.qld.gov.au/spa
to the Licence Issuing Authority that the essential services that
required checks and maintenance, as specified on the Certificate of
Occupancy have been maintained and that they are operational. ABOUT THE HENDRY GROUP
The proposal states that this will be required to be carried out Derek Hendry is the Managing Director of the Hendry Group of
annually and that the process will be audited by the Licence Issuing Consulting companies, including Essential Property Services. Derek
Authority and that they will have the power of entry to inspect the pioneered the ‘private certification’ system of building approvals in
buildings, to ensure that the prescribed essential services have been Australia, and his nationally based consultancy offices assist clients
maintained. This may be carried out by Licence Issuing Building in all facets of building control and essential safety measure audits.
Surveyors or outside experts such as Registered Building Surveyors. The Hendry Group publish an e-newsletter entitled ‘essential
Records of maintenance & checks must be kept on site and may be matters’, available online at www.emau.com.au, and their new
inspected by the Licence Issuing Authority at any reasonable time service, BCA Illustrated (at www.bcai.com.au), offers 3000
without prior notice. illustrations explaining and interpreting the BCA as it applies to
Penalties will apply to Building owners who do not carry out your building.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
72 CLIENT FEATURE
Fire safety training is essential for employers and managers in order to meet their duty-of-care
obligations for their staff and promote a safe working environment.
L
eading fire protection specialist, Wormald, offers
a range of fire safety and emergency training
courses, designed to provide participants with
the skills and confidence to make the right decisions
and act quickly in the event of a workplace emergency.
Wormald is a Registered Training Organisation (RTO)
with certified trainers who can expertly guide teams
through theory-based and practical hands-on learning
experiences.
Specifically, Wormald offers two Fire Extinguisher
Training courses – one is nationally accredited (RTO)
and the other non-accredited. The courses offer a
combination of theory and practical training to educate
participants about the relevance of state fire safety
regulations and provide them with the opportunity to
develop operational techniques when using fire
equipment in the workplace. They cover the different
classes of fire, specific extinguishing techniques and
how best to use fire extinguishers, fire blankets and fire
hose reels.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
74 SECURITY
SECURITY AND
RISK MANAGEMENT
IN UNCERTAIN TIMES
BY DON WILLIAMS CPP
F
acility Managers and Security Managers have a linked role
to provide a safe and secure environment and they must do
this while their professions are changing and while, it seems,
the threats are changing.
As professions Facility Management and Security Management
are very new, but they arise from functions that are thousands of
years old. There have always been those responsible for making sure
the facility runs effectively and that the site is secure.
The primary similarity is that Facility Management and Security
Management are the professions responsible for the provision of a
safe, secure and efficient environment be it for work, leisure or
residential purposes.
Other similarities are:
3 There are few, if any, undergraduate degrees to support the
professions although there are an increasing number of certificate,
diploma and post-graduate qualifications available.
3 Professional standards have been developed by those who have
grown within the industry and have seen the need for professional
recognition both from peers and from other professionals with whom
they work.
3 Standards have often evolved from what might be considered the
“industry end” of the operation usually drawing, and improving, on
what is being done by relevant overseas professional organisations.
3 There seems to be in both cases a noticeable and growing separation
between the industry, which provides the service, and the profession
which presents facility management and security advice to the
Executive.
“Professionals” being those that not only have the experience but also have
the relevant qualifications, skills, and knowledge to present themselves at
senior management level thereby assisting managers to develop the business.
AIM
The aim of this paper is to raise issues relating to security and thereby to highlight the
role of the Facility Manager in relation to security.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
SECURITY 75
Facility and Security managers that are immediately answerable to for the site, contractors and visitors. In addition: neighbouring
management and to WorkCover should an incident occur that buildings and even the public outside the site who may be affected
endangers life. It is not unknown, on some sites, for Facility by a security incident.
Managers to be responsible for security or indeed for Security
Managers to have a leading responsibility for facility management. How Do We Know If We Are Secure?
Facility Managers already have a significant role to play in providing Security can be measured in a number of ways. One measure is
security and have been doing so from the beginning. Facility compliance against formal or informal standards. These can be
Managers are involved (hopefully) in helping define, install, integrate, building standards, Australian or overseas standards, accepted best-
operate and maintain security equipment. As a result they need to practice measures or legislative and regulatory requirements.
maintain a working understanding of the technology involved, at least The primary measure is the history of security incidents suggesting
as far as the interoperability with the other building services is that when there was a breach of security, the site was not as secure
concerned. In the same manner Security professionals need to have as it could have been (whether it was as secure as was reasonably
an understanding of how Building Management Systems are needed for the identified risks is another question). Unfortunately,
continuing to develop. experience has shown that few sites maintain accurate records of
security incidents and these historical records, if they exist, do not
WHAT IS SECURITY? provide an accurate reflection of the security measures in place, only
Security, like facility management, means many things depending on that an incident did occur. A lack of incidents may indicate:
the particular concerns and viewpoint of the observer. Security is not appropriate security was in place, excessive security was being
new; ever since the caveman first rolled a rock across the cave employed, a lack of reporting or a lack of intent and capability by the
opening man has sought to secure his facilities. But, the concept of perpetrator.
security is ever changing, it used to be that the primary aim was In most cases security and safety objectives are complementary but
protection of assets (people and property), then there was an there are times when they appear to be in conflict. Safety must
emphasis on protecting information (specifically IT), then the reaction always come first, apart from any moral reasons because safety is
to “terrorism”, then the ability for the HVAC system to contain air- legislated and security, in general, is not. Building regulations require
bourne contaminants. These changes are usually in response to the unimpeded egress for fire and considerable effort has been
latest trigger event be it: the Hilton bombing, the Queen St shootings, committed to the design of building emergency systems that meet
the 9/11 attacks, the anthrax letters in the USA, the Bali bombings, both fire and access control requirements. Smoke exhaust control
conviction of terrorists in Sydney and Melbourne, or yesterday’s systems that require external doors to open to provide make up air
newspaper. flows, result in a building that is not secure when placed in a fire
Unlike storms, water leaks, Legionnaires disease, industrial alarm condition. One of the main challenges is to develop safety and
accidents and (most) fires, security incidents are the result of security systems that complement rather than compromise each
deliberate human acts. other.
Security is defined in the minds of the facility’s tenants and visitors. Standards and regulatory requirements establish only the minimum
People may not feel secure because of their perception of the level of service and protection and are not facility specific. The best
environment. Whether this perception reflects reality is another way to determine what level of security is actually required, and if it is
question, but the perception needs to be recognised and addressed. being provided, is through an effective security risk assessment and
For example the perception, at the moment in many areas, is that we the management of the identified risks.
need to protect ourselves from violence by terrorists, yet the greater
likelihood in Australia is activity by a criminal, including workplace Security Risk Management
violence, industrial sabotage, extortion, muggings, armed holdup, etc. Security risk management may be summarised as “What are we
Another aspect that has changed is the public’s perception of what trying to protect, from whom (the Threat Assessment) and why? Then
is expected in relation to security. Movies of the ‘50s and ‘60s show we can work out how”. Risk management is a valuable tool that can
how easy it used to be to enter an airport and board an aircraft. The be used to provide effective and efficient security.
hi-jackings and bombings of the 60’s and 70’s changed that. Now, in Security risk management stems from effective and objective risk
many cases, the public expect to see signs addressing their security analysis. Too often risk analysis is done poorly with little
concerns. It need not be obtrusive but it may need to be visible. It understanding of the specialist knowledge required and without the
should always be appropriate for the image and functions of the involvement of related disciplines such as Facility Management.
facility. Security risk analysis tends to have particular issues in that:
There is growing recognition by senior management that security is 3 it tends to be qualitative, rather than quantitative, due to a lack
about protecting “the business” i.e. the ability to protect property, of history;
profit and the reputation of the organisation. This change of view is 3 it usually addresses low likelihood/high consequence risks;
partially due to balancing responses to some of the knee-jerk reaction 3 it can become biased due to perception rather than the reality of
as a result of the 9/11 attacks. Additionally, it is a response to the threats relevant to the site; and
development and acceptance of security professionals in senior 3 through a lack of understanding or due to external pressures, the
positions within organisations, those who can provide a more results are solution (product) driven rather than an objective
balanced and business orientated view of security. statement of what is needed to reduce likelihood or mitigate
Security should be considered to be a complete system; it is more consequences.
than “guards, guns and gates”. Rather, it may be better described as There is a difference between Risk Assessments and Threat
appropriate policies, procedures and training supported by Assessments, they are related but separate. Risk is assessed using
equipment where necessary. The best locks and doors don’t work Likelihood and Consequence; Threat is often assessed using
unless the staff use them. Building Management Systems can record Capability and Intent1 with the results of the threat assessment being
access, report doors left open and even monitor the movement of an important part of the Likelihood analysis. Care should be taken
goods but without appropriate procedures to respond to such with the concept of “TRA” (Threat & Risk Assessment) as one
activities they are of limited value. assessment and report.
Another important element of risk assessment is the Security
Who Needs Security? Survey which assesses the existing security measures and their
The stakeholders in a facility are numerous and they all need to be relationship to the likelihood of the risk occurring. There is a tendency
secure: owners, operators, insurers, tenants, those with naming rights CONTINUED ON PAGE 77
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
76 CLIENT FEATURE
W
ith over 25 years of experience in
high security fencing, we at
Gryffin Pty Ltd have a number of
SCEC endorsed products and work closely
with our clients to provide the best, most
cost effective perimeter solution possible.
Gryffin, a specialist security fencing
company, is dedicated to providing an
unparalleled value-added service. Quality,
integrity, timeliness and cost-effectiveness
are the essential elements of our innovative
service solutions to our customers’ unique
security and fencing needs. Gryffin facilitates
a single point of management for all your
security fencing requirements.
The Gryffin mission is “to use the best
materials and design expertise to become
the undisputed leader in the provision of
high security barriers both in Australia are Palisade, including the brand new Palisade, MaxiGuard and TangoRail all have
and Worldwide”. Enclosure system, welded security meshes the added security feature of being able to
At Gryffin we manufacture, supply and Securifor 358, Fortis 358, Tigertape barbed rake according to the slope of the perimeter,
organise installation of high security fencing, tape, Secura Sense electronic detection, and which avoids the classic problem of having
auto and manual gates, security closures, a range of medium security products. a stepped fence-gaps that can create a
bollards and other products for many Gryffin’s variety of fencing products are security breach. The whole range can be
applications. We have a variety of fencing suitable for any perimeter security used with detection systems, however
products that are suitable for any perimeter application. From a mild slope, to a steep Secura Sense is specifically designed for use
security application. Gryffin’s main products one, Gryffin’s range of Securifor 358, with Gryffin’s range.
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
SECURITY 77
to limit security surveys to the more visible security measures such as between your valuable assets and the perpetrator as possible and
guards, guns and gates. Consideration should be given to factors such limiting access through the barriers to those you wish to enter. A
as defined boundaries, internal communication, external visibility, similar process can be used to control the entry and egress of people
control over the AC and UPS system, lift and other pedestrian and material.
transport systems, inter-dependencies with facility management Crime Prevention Through Environmental Design (CPTED).
controls, emergency management, business continuity, media There is often “interesting dialogue” between those responsible for
management and similar functions that will affect the likelihood or providing a safe and secure environment and the architects, artistic
consequences of an incident. designers and others responsible for the look and image of the
A security survey should do more than just check if the equipment facility. There need not be conflict as concepts such as CPTED seek to
is working. As an example, a review of CCTV systems would ask: use sight lines, lighting, walkways, boundary markers and other
3 Why is the system there, what is the intent of having CCTV? natural and created environmental factors to create areas where
3 Is it achieving its purpose? people can be safe. Working with the designers and explaining the
3 If the aim is recording of incidents, how is this done, where are benefits of a CPTED, or a similar approach should achieve a secure
the images stored, how long for, are the images appropriate, is yet aesthetically acceptable environment.
there a backup, etc? Protection of Image. In most cases the owners and tenants, and
3 If the aim is crime prevention, how is this done, how are the hence the Facility Managers, want to portray the site as friendly,
images monitored, are the images appropriate, is there storage welcoming and safe, so the image of the facility must be reinforced
of the images, what is the response when we see that which we by whatever security measures and procedures are put in place. In
are looking for? some cases a strong, deterrent image may be what is sought and in
Once these questions are answered it is possible to determine the others a discrete but visible level may be appropriate.
relationship of the CCTV system to the likelihood of the identified Part of protection of image is maintaining and protecting the
risks occurring or how useful it is in dealing with the consequences dignity of the tenants and those who enter the facility. This may
should the risk be realised. mean: discrete entrances, planning how to manage the media,
One of the most challenging aspects of security risk management is considering protest activity (where and how can it occur), graffiti
defining the risks. The clear definition of a risk will enable an accurate removal contracts, etc.
assessment. At the highest (strategic) level, security risks may be best Security Takes Time. Physical security takes time to implement;
defined as: the need has to be identified, a suitable response selected (hopefully
3 Failure to protect XXX (e.g. people inside the facility) as the result of a realistic risk assessment), the project scoped and
3 Compromise of XXX (e.g. specific information?), costed, budgetary approvals sought and then the work can
3 Failure to identify XXX (e.g. a security incident), commence. Security policy changes, including procedures, training
3 Failure to respond appropriately to XXX, and implementation, can be brought in more quickly but they often
3 Unauthorised access to XXX, or need the physical changes to make them truly effective.
3 Failure to comply with XXX.
Different tenants will bring different threats and risks depending on UNCERTAIN TIMES?
their ownership, clientele or functions. Facilities these days may host The title of the paper suggests we are in uncertain times. As a general
child minding centres which bring with them additional risks principle this is true; the threats to our safety and security change as
including moral and regulatory requirements. does our ability to respond. A prominent threat at the moment is a
A strategic level security risk assessment will enable a review of the terrorist cell that is undetected until an atrocity is committed resulting
facility’s complete security position including policies, procedures, in mass casualties, possibly significant building damage, disruption to
awareness, capabilities and equipment. It should be noted that business and international media attention. This is not a new threat
security risks analysed at a strategic level will, almost certainly, have a and terrorism of a similar type was experienced around the world in
direct relationship to Facility Management responsibilities. the late 1800s with the Anarchists, during most of the 20th Century
An objective security assessment is also an effective method of through ethno-nationalist groups operating in their own countries and
addressing stakeholders’ concerns where it is believed their abroad, and through issue motivated violence such as the Oklahoma
perceptions and expectations exceed the actual threat or risk. City bombing.
While the threat of Islamist-extremist violence is real the common
Security Concepts threats to those on our sites still exist including:
There are some fundamental security concepts of which Facility 3 Workplace violence,
Managers are aware but which are worth restating. 3 Domestic disputes brought to the work area,
Risk Mitigation. The aim of security risk management should be 3 Disgruntled current and ex-employees,
to reduce the likelihood of the incident occurring and/or to mitigate 3 Organised and opportunist criminals,
the consequences should the risk be realised. All proposed risk The threat vectors for any site can change quickly and without
mitigation strategies must be related to the observations in the risk warning making times uncertain. A sound risk analysis and mitigation
assessment, otherwise they can not be justified. process, for both facility and security management, should be able to
A risk will normally require a number of risk mitigation treatments, address most foreseeable incidents and have common treatments to
just as one treatment may address a number of risks e.g. effective limit their ability to occur and to reduce the consequences should the
access controls may limit risks to staff on the premises, compromise risk be realised.
of information, loss of assets, protest activity inside the facility, etc. Another aspect that is uncertain is the tools that are being
Consequence management is usually more difficult than reducing developed. Building management systems, capable of monitoring and
the likelihood of the event occurring but it is possible to mitigate the controlling almost every aspect of the physical environment and
consequences should the risk event occur. For example it may be security systems, are being integrated with the ability to provide a
possible to reduce the value of assets at risk by removing them from truly comprehensive “life safety” capability getting closer. How this
places where the risk is most likely. The capability to “Shelter in will change the training and skills development for the two disciplines
Place” can protect life should an external event occur. Limiting the has yet to be defined.
airflow will reduce the exposure to an airborne contaminant. Facility There is a growing understanding among Security and Facility
management capabilities can support the tenants’ business continuity Management professionals that security, like environmental controls
and resumptions plans, etc. and safety, should be considered a function of the site rather than an
Defence in Depth. Put as many barriers (physical or procedural)
CONTINUED ON PAGE 80
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
78 CLIENT FEATURE
T
o assist the FM industry with this strategically placed recycling stations, the
problem, RUD has released the Nexus added benefit of achieving a consistent,
system. This is comprised of a clever visual message with the use of clear graphics
combination of coloured bins in a range of and colours to differentiate between each
sizes with different aperture shapes to particular type of waste.
provide visual reminders about the type of RUD product specialist, Mark Williams,
waste to be placed in each bin. said that programmes like “National
As a facilities manager, problems are often Recycling Week” or “World Environmental
and numerous. Mostly, it is important to Day” are great opportunities for businesses
ensure that the working environment is safe, and schools to get involved with recycling.
clean and secure. This includes a need to “Recycling reduces the amount of water,
provide an all-embracing waste management energy and new materials that we use to
strategy to meet the high standards and support our lifestyle. Making aluminium cans
requirements of ISO 14001 (the international from recycled material, for example, uses
standard for environmental protection) or 95% less energy than making one from raw
other “green” building certification material.”
compliance. There can also be the problem The uses of colour and aperture shapes are
of the security and disposal of confidential effective in assisting offices and schools to
waste, which needs to be carefully managed. implement a recycling system by clearly
RUD recommend a variety of office waste identifying the various waste streams. The
management solutions to suit the particular system is further enhanced with graphic
operational needs of each workplace. Some symbols, labels and even corporate logos can
specific applications include: be added to personalise the system.
3 Photocopy rooms where large volumes “Many schools and offices have tried to do
of waste paper are generated daily; the right thing by recycling, but sometimes
3 Mail opening centres in larger corporate even the best efforts fail because, often,
facilities; waste streams get unintentionally mixed. This
3 Communal kitchens defeats the purpose of providing separate
3 Meeting rooms and break-out spaces containers and can be very disheartening.
3 Receptions and waiting lounges The Nexus system of colours and shapes has
3 Open plan office space and been a very effective visual aid and we get
3 Individual work stations. very positive feedback from our customers.”
An open plan designed office would be The Nexus recycling system can be tailored
best suited to the Nexus 50 and Nexus 140 to suit the needs of any school, college or
bin units. The Nexus 50 can offer compact business, from corporate office suites to the
individual recycling stations where required smallest SOHO. A RUD specialist is available
and still suit the recycling scheme perfectly. to help design an affordable solution and
The Nexus 140 is ideal for larger communal provide advice on recycling programmes for
areas. Nexus also has the facility to contain the school and workplace.
confidential waste; including e-waste such as When we promote the “Recycle Right”
data CD/DVD, within a key-locked waste message in our offices and facilities, we can
container. encourage a higher rate of recycling with less
The resulting benefit of a comprehensive contamination. We will then begin to make a
waste management system is a safe working real difference to the big environmental
environment which is clean, secure, and challenges that face the FM industry today.
hassle free. With the RUD system of
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
Nexus Range
Real office furniture that meets
your recycling and security needs.
Nexus 140
FACILITY PERSPECTIVES
VOLUME 3 NUMBER 4
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PEOPLE YOU NEED
THE RIGHT PARTNER
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recruiting individuals or teams for major property owners,
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We place senior candidates including general and
operation managers through to building and facilities
managers on permanent and temporary contracts. Our
expertise ensures that we find the right person for you.
hays.com.au
His most important
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just put his foot in it.
worksafe.vic.gov.au