Submission Format

An online portal will be provided to applicants / nominees to submit documents for Parts I to IV. Applicants / Nominees are required to comply with the submission format and guidelines. All application / nomination forms and submissions should be type-written in either English or Chinese.

To support their applications, applicants / nominees should provide NOT more than 30 pages of A4 text for Criteria 1 - 6 at Part I; and NOT more than 5 pages of A4 text for Criteria 7 - “Theme Award” at Part II separately.

The written submission should be presented in the following format:

Part I Excellence in Facility Management Award

Covering Criteria 1 to 6 as listed below, with a total of NOT more than 30 pages of A4 text (excluding Cover Page, Content Page, Executive Summary and Appendices). Supporting materials, such as photos, charts and diagrams should be provided in the Appendices.

1.  Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office and date of application / nomination

2.  Content Page
3.  Executive Summary
4.  Criteria

4.1 Criteria 1: Organization Structure / Governance / Corporate Social Responsibility

A review of organization structure, including:

organization history organization mission, vision and core values organization objectives organization chart average number of employees within assessment period (past twelve months) the workforce profile of the organization (such as educational level, academic qualification(s) and number of employees by level) number of professional staff (with details) key client / customer group primary service delivered to clients / customers primary facilities managed by the organization contribution to FM profession manpower set-up for management team of the nominated facility contribution to corporate social responsibility

4.2 Criteria 2: Leadership / Teambuilding / Happy Workforce

Leadership is defined as what drives the organization and causes all related activities to happen. It is important for the nominated facility to demonstrate how the organization is competent in planning and leading skills. The organization should demonstrate how to deploy its strategy and assures such its strategic direction to be in line with the organization’s primary objectives. The following examples provide some guidelines including but not limited to:

how would the headquarters of organization support the management team of the nominated facility? how would the managers and supervisors motivate different levels of team members to work for the long-term strategic directions of the organization? how would the leaders of the organization communicate the mission, vision and core values to employees of all levels? how would the leaders assess the organization’s performance and enhance service standard productivity as a whole? how would actions be undertaken by leaders to demonstrate their abilities in leading skill? how would the happy workforce culture contribute to the success of the organization?

4.3 Criteria 3: Management System / Innovative Technology

Process management is an essential element in FM performance, which indicates how the organization works and how it integrates people and other resources to deliver its quality services and to achieve organizational goals and objectives.

the organization should work in accordance with accredited management system(s) the organization should demonstrate how work processes are identified, documented and examined the utilization of innovative technologies for service enhancement the organization should demonstrate its abilities in routine maintenance and project management

4.4 Criteria 4: Exemplary Record / Performance / Achievement

To provide proven records indicating:

the organization’s success in adopting the quality policy and systems for service provision with related awards obtained from FM profession the organization’s compliance with the free barrier / universal access approach under legal requirements the organization’s strength in complying with design requirements of the nominated facility and management of fitting-out projects the organization’s overall performance in providing service to ensure security and safety of the nominated facility

4.5 Criteria 5: Environmental Awareness / Green Initiatives / Waste Management / Carbon Reduction / Occupational Safety and Health

To provide details for the following:

how would the organization adopt management initiatives to assure green direction for FM practice and promote sustainable development? how would the organization implement “Waste Management Hierarchy” in terms of “prevention, reuse, recycling, recovery & disposal”, and prepare for implementation of “Municipal Solid Waste Charging”? what is the “carbon reduction” drive of the organization; and how such dynamics in terms of key programs would steer carbon less FM momentum? what is the occupational safety and health program of the organization?

4.6 Criteria 6: Financial Management / Risk Management / Legal Compliance / Logistic Management

To provide details for the following:

how would the organization prepare management budget for the nominated facility and exercise budgetary control to avoid negative balance of the management fund account? how would the organization handle the nominated facility’s finance & accounting work to help improve cost effectiveness of management funds and enhance the respective property value? how would the organization assess and manage risks identified for the nominated facility? how would the organization demonstrate its compliance with statutory requirements in managing the nominated facility? how would the organization handle the nominated facility’s administrative work and outsourcing activities?

  Sample Format for Part I

Part II Theme Award

Covering Criteria 7 in respect of Theme Award submission, with NOT more than 5 pages of A4 text (excluding Cover Page, Content Page, Executive Summary and Appendices). This part, together with the Appendices for supporting materials, if any, should be bound and submitted SEPARATELY from those of Part I.

1.  Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office and date of application / nomination

2.  Content Page
3.  Executive Summary
4.  Criteria

4.1 Criteria 7: Asset Enhancement

how would the organization promote “Asset Enhancement” culture and develop effective strategies for the nominated facility? has the organization developed “Asset Enhancement” framework and procedures for feasible implementation? how would the organization determine for establishing the statement and decision-making process in “Asset Enhancement”, with its objective being consistent and aligned with the stakeholder’s objectives and defined value for the nominated facility? how would the organization review and update these “Asset Enhancement” objectives and defined / enhanced values? how would the organization determine and prioritize resources to achieve its “Asset Enhancement” objectives and defined / enhanced values? how would the organization document the determined prioritizations for “Asset Enhancement” objectives and defined / enhanced values? how would the organization adopt a life cycle management approach to realize / enhance values from assets? are there any innovative initiatives / practices being adopted to achieve the organization’s “Asset Enhancement” objectives and defined / enhanced value? how would the top management inform all stakeholders about the “Asset Enhancement” approach being adopted? has the organization organized any promotion program(s) to arouse awareness of “Asset Enhancement” and defined value concepts amongst employees and contractors / suppliers of the nominated facility? has the organization established a task force to drive and communicate “Asset Enhancement” objectives and targeted values amongst employees and contractors / suppliers of the nominated facility? has the organization provided training on contemporary concepts and practices in “Asset Enhancement” for its employeese as well as contractors / suppliers? how the organization would monitor its contractors / suppliers’ compliance with the adopted practices and approached for “Asset Enhancement”? has the organization conducted periodic reviews to evaluate overall effectiveness of the implementation on achievement of “Asset Enhancement” objectives and targeted values for the nominated facility? how would the organization’s achievement in “Asset Enhancement” be contributed to corporate social responsibility, while the respective experience and knowledge be shared in the community?

  Sample Format for Part II

Part III FM People Award

Submission is OPTIONAL as the organization may choose to submit application(s) / nomination(s) or not.

There should only be ONE (1) Proposer for each nominated facility. The Proposer may nominate Candidate(s) for ANY ONE (1) category or MORE categories for "FM People Award".

Both of the Proposer and the Nominee must be managing / serving in the same nominated facility covered in Part I. For the nominated facility, only ONE (1) Nominee should be proposed for each of the following Categories:

  1. Managerial Grade
  2. Officer Grade
  3. Supervisory Grade
  4. Young Practitioner (aged 30 or below)

The written submission(s) for Part III should be SEPARATED from Part I and Part II. Format for the submission is as follows:

1.  Nomination from the Proposer

The Nomination Form should be signed by the Proposer. Details such as names, post titles, contact email addresses and phone numbers of both the Proposer and the Nominee should be provided. The Proposer should comment on the Nominee’s work performance at the nominated facility, teambuilding involvement, drive for continuous professional development, knowledge of current FM practice and contribution to the profession, etc.; and any other supporting details demonstrating his / her eligibility for the Award.

2.  Summary from the Nominee

A Summary prepared by the Nominee of NOT more than 1,000 words (either in English or Chinese) explaining why he / she is deserved for being nominated. The coverage may include personal proven achievements related to The HKIFM’s Core Competency at the nominated facility, commitment to stakeholders, relevant professional knowledge, initiative for career development and contribution to FM profession, etc.; and any other supporting details demonstrating his / her own eligibility for the Award.

3.  Supporting Documents

Resume / Curriculum Vitae of the Nominee, including the list of relevant academic and professional qualification(s), previous employment record(s) / current appointment; continuous professional development (CPD) and personal contribution to FM service sector should be attached for reference.

4.  Interview

Assessment Interviews with the shortlisted Nominees may be individually conducted by the Panel of Judges, if necessary.

  Sample Format for Part III

Part IV Most Popular Facility Award

Upon written submission of Part I & Part II, each applicant / nominee is required to provide ONE (1) photo of the respective facility in JPG format with resolution of 720 pixels x 480 pixels or above for post-up on HKIFM’s website during on-line voting period.

  1. The nominated facility with the highest number of votes from on-line voting will be granted the “Most Popular Facility Award”.
  2. On-line voting will start from 1 September and end on 15 September 2019 (Sunday).
  3. Voting results for this Award will be entirely independent which will NOT be counted in the total score. It will have NO impact on the final results of EFMA and Theme Award.
  4. All rules, results and prizes of this Award are subject to final decision of The HKIFM, without prior notice for any changes.
  5. The “Most Popular Facility Award” results will be announced on EFMA 10th Anniversary webpage & Facebook after the close of on-line voting.
  6. Prize(s) will be presented at the “HKIFM 20th Anniversary Dinner cum EFMA 10th Anniversary Presentation Ceremony” on 24 October 2019.

Part V EFMA 10th Anniversary Award (by invitation only)

Only past Grand Awardees will be invited to take part in this Award. Each applicant / nominee is required to provide ONE (1) photo of the respective facility in JPG format with resolution of 720 pixels x 480 pixels or above, with written submission of NOT MORE THAN 1,000 words (in PDF format), in either English or Chinese, including but not limited to the following:

  1. Details of the completed or on-going service enhancement programme(s) for the facility
  2. Cost effectiveness of the service enhancement programme(s)
  3. Stakeholders’ engagement and feedback from clients

All related photos and additional data should be attached as Appendices, if appropriate.

The “EFMA 10th Anniversary Award” result will be announced at “HKIFM 20th Anniversary Dinner cum EFMA 10th Anniversary Presentation Ceremony” on 24 October 2019.