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 applications, Applicants / Nominees should provide NOT more than 25 pages of A4 text for Criteria 1 - 6 at Part I; and NOT more than 8 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 25 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 / Exemplary Record & Performance Award / Certification & Accreditation

A review of overall organization structure and governance, 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(s) number of professional staff and / or HKIFM members (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

To provide proven records indicating:

the organization's success in adopting policies and systems for quality service provision with related awards obtained from FM profession the organization should work in accordance with accredited management system(s) the organization should demonstrate how work processes are identified, documented and examined

4.2 Criteria 2: Leadership / Teambuilding / Work-life Balance

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 strategies and assure such strategic directions to be in line with the organization’s primary objectives. The following guidelines are not exhaustive as further details would help substantiate the content accordingly:

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 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 leaders demonstrate their leading and teambuilding skill? how would work-life balance culture contribute to the success of the organization?

4.3 Criteria 3: Maintenance & Renovation

how would the organization develop and promote the culture of "preventative maintenance & renovation", with policies devised correspondingly and systems implemented effectively at the nominated facility? how would the management team identify significant criteria for systematic implementation of proactive initiatives, with respect to maintenance & renovation for the nominated facility? how to adopt an innovative approach on management initiative / practice for maintenance works & renovation projects carried out at the nominated facility? has the organization implemented any promotion programs to arouse awareness amongst employees and other stakeholders of the nominated facility, including occupiers, tenants, visitors, suppliers and / or contractors, their caring of the nominated facility so as to encourage support for preventive maintenance & renovation? how to manage maintenance & renovation projects to assure compliance with designs and safety needs of the nominated facility, as well as statutory requirements? has the organization provided regular trainings for employees on supervision of maintenance works and renovation projects?

4.4 Criteria 4: Innovative Technology

To provide proven records indicating:

how would the organization promote the concept of "innovation" amongst stakeholders of the nominated facility and develop the respective company culture? how would the organization utilize state-of-the-art innovative technologies in routine operations and management of the nominated facility? how would the application of innovative technologies enhance service quality for management of the nominated facility? how would the organization arrange staff training for adopting an "innovative" approach in service provision and making feasible proposals for daily operations accordingly?

4.5 Criteria 5: Occupational Safety and Health / Risk Management

To provide details for the following:

how would the organization develop and implement the occupational safety and health program at the nominated facility? how would the organization monitor effectiveness of the adopted occupational safety and health program at the nominated facility? how would the organization identify risks for the nominated facility and plan in advance for emergency handling? how would the organization assess the effectiveness of risk management practice adopted for the nominated facility?

4.6 Criteria 6: Facility Management Practice / Legal Compliance / Logistic Management

To provide details for the following:

how would space planning and design management contribute to physical security management in FM service provision? how to design and manage fitting-out projects 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 for "Theme Award" submission, with a total of NOT more than 8 pages of A4 text (excluding Cover Page, Content Page, Executive Summary and Appendices). This part, together with Appendices for supporting materials, if any, should be submitted SEPARATELY.

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: Sustainability

  1. Environmental Issue
    2. how would the organization adopt management initiatives to assure green direction for FM practice and promote sustainable development? how to implement a comprehensive energy management system which not only arouses awareness of staff, but also emphasizes the development and maintenance of a structured management system to monitor energy saving target(s)? 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”? how would the organization drive "carbon reduction" practice, and how such dynamics in terms of key programs would steer carbon less FM momentum at the nominated facility? how would the organization maintain good quality of "water" and "indoor air" for the nominated facility?
  2. Financial Management
    3. how would the organization devise strategies for real estate portfolio management to facilitate sustainable development of the community? how would the organization prepare management budget for the nominated facility and exercise budgetary control to avoid improper accounting management practice? how would the organization handle the nominated facility's finance and accounting duties to enhance transparency and cost effectiveness of FM service? how would the management team conduct project and contract management at the nominated facility to assure fair tendering practice?
  3. Corporate Social Responsibility
    4. how to promote the concept of corporate social responsibility among stakeholders of the nominated facility, so as to encourage their participation in caring the community? how to devise the organization's strategies for corporate social responsibility in daily management practice? how to assure the management team in strict compliance with the respective statutory requirements for service provision?

  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 the "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 must be provided. The Proposer should comment on the Nominee’s work performance at the nominated facility, teambuilding involvement, drive for continuous professional development (CPD), 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 HKIFM’s Core Competency at the nominated facility, commitment to stakeholders, relevant professional knowledge, initiatives 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 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 polling period.

  1. The nominated facility with the highest number of votes from on-line polling will be granted the “Most Popular Facility Award”.
  2. On-line polling will start from 3 October and end on 17 October 2020.
  3. Polling 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 2020 and "Theme Award".
  4. All rules, results and prizes of this Award are subject to final decision of HKIFM, without prior notice for any changes.
  5. Prize(s) will be presented at the “HKIFM Annual Dinner cum EFMA 2020 Presentation Ceremony” in November 2020.

Part V Innovative Technology Award

The nominated facility should be able to demonstrate excellent utilization of innovative technologies for service enhancement and smooth running of daily operations. Assessment would be based on the content of Part I, Criteria 4 of the submitted document.