Facility Management (FM) Core Competency

FM performance is to assess how people, work process and physical assets are integrated to serve the strategic objectives of organizations. The judging criteria are based on the following areas of core competency:

  1. Real estate portfolio management
  2. Maintenance and operation management
  3. Space planning and design management
  4. Project and contract management
  5. Environmental management
  6. Health safety and physical security management
  7. Human resources management
  8. Information technology management
  9. Law on local real estate
  10. Financial management
  11. Logistic management

Please visit http://www.hkifm.org.hk for details. The on-site management teams must be able to demonstrate that they can meet requirements for at least seven (7) areas for the above core competency. Though performance of the nominated facilities will be assessed at both Corporate Level and Site Level, more weighting is set to appraise achievements of on-site management teams accordingly.

Assessment Criteria

The Judging Panel will base on following criteria to conduct assessment of Applications / Nominations.

1. Excellence in Facility Management Award
Criteria Score Weighting
1. Organization Structure & Governance / Certification & Accreditation

A review of overall corporate governance, including:

background and business objective(s) management structure and headquarters organization chart vision, mission and core values business focus and scope of service key client / customer group workforce profile including average number of staff employed during the past 12 months, their attained academic level(s) / qualification(s), with the corresponding number of employees indicated number of staff with HKIFM membership and other professional qualification(s) (with details provided) contribution to FM profession

To provide proven records indicating:

certification of management systems adopted for service provision international / local accreditation of management system(s), with work processes identified, documented and examined
2. Human Resources Management / Work-life Balance
compliance with Employment Ordinance staff recruitment and dismissal staff welfare and benefits job deployment and rotation staff training reward and recognition penalty and disciplinary action occupational safety and health work-life balance staff satisfaction survey
3. Legal Compliance / Financial Management
compliance with FM related statutory requirements insurance coverage tendering and procurement policy internal audit on quality assurance and control external audit on legal compliance professional responsibility / indemnity for FM service provision financial management and accounting policy cash flow management building fund / management account auditing legal retainer service
4. Corporate Social Responsibility
formulation of respective strategy and policy promotion among stakeholders, including staff, client groups and contractors participation in territory-wide events / functions of community building / civic education implementation of tailor-made caring program to meet special needs of socially disadvantaged group, such as disabled and elderly guidance for implementation and subsequent review at site level
1. Performance Award & Recognition
external award attainment public recognition from mass media internal recognition from headquarters customer satisfaction survey commendation from clients
2. Leadership / Teambuilding
manpower set-up of the nominated facility project’s management office teamwork in daily operation routines supervision of on-site team’s performance / service standard staff motivation mentorship and coaching staff performance appraisal / evaluation staff caring / team gathering joyful workplace / happy workforce
3. Maintenance & Renovation / Fitting-out Works
preventative maintenance & renovation approach routine maintenance schedule for facilities and installations handling of minor repairs / fitting-out works space planning / design management in fitting-out works compliance with design and safety needs as well as statutory requirements tendering for contracts of maintenance works & renovation projects prequalified / approved contractor list contract award procedure project supervision and contract management contractor performance assessment with appropriate penalty system
4. Occupational Safety and Health / Risk Management
implementation of occupational safety and health (OSAH) program effectiveness evaluation on OSAH management practice risk identification and assessment planning and preparation for risk handling effectiveness evaluation on risk management practice
5. Facility Management Practice / Logistic Management
budget preparation for daily operation expenses cost control with budget variance analysis credit control and handling of accounts in arrears accounting document handling cost effectiveness in service provision security service and related installations management of associated facilities office administration and record keeping client relationship management regular review for continuous enhancement in service quality
Total 120
2. Theme Award
Criteria Score Weighting
1. Policy and Guideline
overall planning for application of smart technologies in the managed portfolio keeping stakeholders, i.e. staff, clients and contractors updated about the positive impact on service quality upgrading arranging staff training session on adoption of “innovative” approach in service provision progress monitoring with regard to feasible / appropriate application of smart technologies in daily operation periodical assessment of cost effectiveness after application / adoption of smart technologies in management routines
2. Implementation and Subsequent Review
introduction of on-site application in daily operations utilization of smart technologies, installations, devices and FM software, including but not limited to:
✔ Building Information Modelling (BIM) for FM
✔ automated facility maintenance software (AFMS)
✔ Building Automation System (BAS)
✔ Unmanned Aerial Vehicles (UAV)
✔ Apps
✔ 5G
✔ Internet of Things (IoT)
✔ Virtual Reality (VR)
✔ Augmented Reality (AR)
✔ Artificial Intelligence (AI)
✔ Edge AI
✔ chatbot service
✔ Robotic Process Automation (RPA)
✔ electronic / on-line payment
✔ blockchain
✔ ESG movement
✔ direct digital engagement
✔ others
solutions for difficulties / obstacles encountered, if any assessment of overall operation efficiency subsequent to respective application regular review to keep track with advancement of smart technology applications
Total 30
3. FM People Award
Criteria Score Weighting
1. Professionalism
Demonstrating facility management knowledge and/or well-rounded professional expertise related to HKIFM’s Core Competency Practicing as a role model and exhibiting advancement potential within the FM profession Serving clients with professional ethics in daily management routines
2. Collaboration and Teamwork
Effective coordination of skill sets related to all kinds of people – both internal, external across all levels Able to coordinate and lead teams during ongoing development Demonstrating the main roles and importance of different positions in the team Demonstrating how to be a good team leader or a good team member Demonstrating how to motivate subordinates to accomplish the goal of the company and properties
3. Personal Achievement and Contribution
Recognizing outstanding performance and achievement with contribution to the nominated properties, company, profession and community Demonstrating commitment to stakeholders Demonstrating commitment to improving oneself continuously Practicing professional ethics and taking up social responsibility
4. Presentation

*Finalists are required to attend a presentation session where they will highlight their personal achievements and answer questions raised by Judging Panel

Ability to communicate in a clear, concise and organized manner Presentation skills, such as intonation, body language and pauses
Total 100
4. Outstanding Professional Integrity Award
Criteria Score Weighting
1. Policy & Guideline
Revealing Integrity, competence as well as professionalism at corporate level Overall planning and implementation of professional ethical practice in daily operations Keeping stakeholders, i.e. staff, clients and contractors updated about market practice the positive impact Arranging staff training session on ethical practice in service provision Reviewing corporate policy regularly creating synergy among stakeholders for continuous professional development, especially on ethical side
1. Implementation for Daily Practice
demonstrating the management team’s outstanding professional ethical practice / experience in compliance with Code of Conduct presented by Property Management Service Authority (PMSA), including but not limited to:
✔ complaint handling mechanism
✔ handling of clients’ money
✔ handling instrument of appointing a proxy attending the meeting of owners’ corporation
✔ handling emergencies
✔ provision of prescribed information and financial documents to clients
✔ procurement procedures
✔ anti-corruption practice
✔ personal data protection
✔ managing distribution of promotional materials
✔ managing scaffolding works
2. Collaboration and Teamwork
Outline team effort in overcoming the actual occurrence(s) / incident(s) / unique challenge(s) Show commitment to improving the team continuously Illustrate team achievement with actual occurrences in daily operations Evaluate effectiveness according to market reputation, cost impact and media feedback
3. Subsequent Review
Assess long-term benefits to avoid recurrence Conduct periodical assessment of effectiveness Act as a role model through experience sharing within the market
Total 100