FAMIS Facilities Management Information System Training Manual

Transcription

1 Building Management Contracts Management FAMIS Facilities Management Information System Training Manual Basic business rules and guidelines Across Government Facilities Management Arrangements FMCM 006/00200 Version 3 Updated 10/03/10

2 Purpose of the document The Facilities Management Information System (FAMIS), allows registered users to; electronically request and track jobs, to accept their physical completion and to approve financial payment. It also provides information on scheduled work and a history of agreed costs. This document is intended to provide guidance to users of FAMIS in the business rules that underlie the Facilities Management Agreements. The FAMIS training package concentrates on how to perform various functions in FAMIS, and why certain rules apply in the use of FAMIS. Page 2 of 19

3 Level of access to FAMIS Filling in the form What access do I need to the Facilities Management Information System (FAMIS)? Various levels of access to FAMIS are available to suit the differing business needs of users. There are 6 levels of access for agency users and 2 levels for Facilities Management users. A single tick, in the appropriate box on the form, selects the level required. The following levels of client access are available: Enquiry Job request Acceptance Approval Approval only Full access This level allows the user to view data only, but not add information or modify data. Allows the entry of a job request and release of a planned work, but does not allow acceptance or approval of work. From this level up it is possible to change the local asset description (Subject to DTEI Building Management Contracts Management approval). The user is able to accept as complete the job. This is the first tier of the two-tier system of job acceptance/approval. For further information see note below. The user is able to approve for payment the job. This is the second tier of acceptance/approval. This level is also able to enter job requests etc. This level allows acceptance/approval but does not allow the user to enter jobs, thus providing a level of separation between the request of the work and the approval. This is used by some agencies as part of their procurement processes. The top level of access is primarily for corporate users and the DTEI Building Management Contracts Management, Contract Managers. To obtain access to FAMIS 1. Complete an application form for FAMIS user ID and password, filling out all fields. 2. The form to be signed by the approved delegated person/s for your Agency. 3. Fax form to DTEI Building Management Business Systems Service Desk on Form is signed by an authorised person from DTEI Building Management Contracts Management section. 5. User ID is created by ICT and forwarded to the user Contact the DTEI Building Management Business Systems service desk on ph or to: business.systems@saugov.sa.gov.au Page 3 of 19

4 APPLICATION FOR FAMIS USER ID AND PASSWORD Please refer to attached form to assist in user access profile and identification Please complete all fields, and fax to Agency name: Corporate contact: Tel: Name: Position: Location: Telephone: Dial-in user: Circle: Yes or No Access required: Circle: Agency or FM Contract Manager Note: If you require FAMIS training please indicate by ticking this box - Agency user profiles FM Asset Name and Number/s required (for all agency assets, write all assets ) Please tick one of these boxes Asset No Asset Name Enquiry of FAMIS data Y Y Y Y Y Y Y Y Asset Name Updating N Y Y Y Y Y N N Local Data Updating N N N N N Y N N Work Request Entry N Y Y Y N Y N N Modify Accounting Data N Y Y Y Y Y N N Release of Planned Work N Y Y Y N Y N N Acceptance of Cost Claim N N Y Y Y Y N N Approval of Cost Claim N N N Y Y Y N N Budget Updating N N N N N N N N Invoicing by FM N N N N N N N Y Tax Invoice Authorisation N N N N N N N Y Asset Selection Filter N N N N N Y N Y Manager authorisation: sign: print name: position/title: DTEI use only: Date received: User ID: Date sent to IS: Password: Building Management user acceptance approval: Page 4 of 19

5 AGENCY USER PROFILES FUNCTIONS 1. Enquiry of data Enquiry of data only 2. Create Work Enquiry of data, Create Unplanned and Planned Jobs, Release Planned Work, Modify Accounting data (Amend job information - account codes, general references) 3. Create and Acceptance of Work Enquiry of data, Able to change asset details (name, local id), Create Unplanned and Planned Jobs Release Planned Work, Modify Accounting data (Amend job information - account codes, general references), Acceptance of Claims (work has been performed correctly) 4. Create, Acceptance and Approval of Work Enquiry of data, Able to change asset details (name, local id), Create Unplanned and Planned Jobs Release Planned Work, Modify Accounting data (Amend job information - account codes, general references), Acceptance of Claims (work has been performed correctly), Approval of Claim (authorise job for payment to Facilities Management (FM) service provider). 5. Acceptance and Approval of Work Enquiry of data, Modify Accounting Data (Amend job information - account codes, general references), Acceptance of Claims (work has been performed correctly), Approval of Claim (authorise job for payment to FM). 6. Create, Acceptance and Approval of Work Enquiry of data, Able to change asset details (name, local id), Create Unplanned and Planned Jobs, Release Planned Work, Modify accounting data (Amend job information - account codes, general references), Acceptance of Claims (work has been performed correctly), Approval of Claim (authorise job for payment to FM), Asset Selection Filter (if you have whole of Agency access, you can select specific assets) Facilities Management (FM) service provider FUNCTIONS 1. Enquiry of data Enquiry of data only 2. Invoicing Enquiry of data, ability to assign invoices, ability to authorise tax invoices, Asset Selection Filter (if you have whole of Agency access, you can select specific assets) Page 5 of 19

6 Note The two-tier system of acceptance and approval allows Agency Representatives the opportunity to separate the ability to request work from the ability to accept or financially approve work. This is a requirement of the Auditor General and it is a business decision of the agency as to how this process is managed. Requesting Work in FAMIS There are a number of decisions to be made before requesting work in FAMIS. These include; what type of work it is? how urgently it must be done? what is the estimated cost of the work? It should be noted that the account code, where applicable allows Agency Representatives to choose which of their chart of accounts appears on the invoice to enable payment from the appropriate funds. The classification of work type eg breakdown or minor works is for the work to be appropriately classified in FAMIS and does not affect the payment by Agencies. Services available are; Planned Services Preventative Maintenance Planned Replacement/Refurbishment Maintenance Planned Minor Works Unplanned Services Breakdown Maintenance Unplanned Property Services Unplanned Replacement/Refurbishment Maintenance Unplanned Minor Works Property Services Cleaning Services Hygiene Services Security Services Grounds Maintenance Waste Management ESD Consultancy Services Energy Water Waste Page 6 of 19

7 Breakdown Maintenance Breakdown Maintenance comprises those Facilities Management services; that are emergency services to repair failed plant and equipment, engineering services or facilities that present an immediate hazard to occupants of a Designated Location: or required to repair failed plant and equipment, engineering services or facilities to ensure that the operational/functional objectives of Designated Locations are met. Breakdown Maintenance may be required; in response to a breakdown call out; as a consequence of a regular inspection of the asset; or upon request by the Agency Representative. The Agency Representative will register all Breakdown Maintenance requests either; by use of the Building Management Hotline, or in FAMIS for the purpose of generating a unique job number. The required attendance time for Breakdown Maintenance work must be determined in each case by the Agency Representative, having regard to; the likely impact on health, safety, welfare or security of the occupants of a Designated Location; and the impact (if any) on the integrity and availability of the plant and equipment, engineering services or facilities; Responsive or Unplanned Property Services Responsive or Unplanned Property Services are for example; Cleaning spills, etc; Immediate Security requirements; can be procured through Breakdown Maintenance utilising the same procedures. Page 7 of 19

8 Breakdown Maintenance priorities There are 5 priority levels available, depending on the urgency of the work. Priority 1 Emergency, immediate less than 30 minutes Highest call out fee and is intended only for emergencies. Attendance is within 30 minutes and can only be requested by telephone using the Hotline. Priority 2 High priority within 2 hours High call out fee and is intended for work of high urgency. Attendance is within 2 hours and can only be requested by telephone using the Hotline. Priority 3 Same day if reported before 1 pm or 1 pm next day if reported after 1 pm. Lesser call out fee and is intended for most medium urgency jobs. Attendance is same day if reported before 1 pm or 1 pm next day if reported after 1 pm. Priority 4 Within 5 working days Lowest call out fee and is for work of a lesser urgency. Attendance is within 5 working days Priority 5 Within 30 days No call out fee and is intended for low priority repairs. Attendance is within a 30 day maximum period. This work is programmed by the FM to maximise their use of resources. Each of the above types of work are carried out at agreed trade rates and materials at cost, known as reimbursable work, the maximum value for this type of work is $11, unless the Agency Representative provides approval to exceed this limit. It is sometimes difficult to estimate the extent of the failure until work has been started. As an example a complaint about the air conditioning not working may result in a simple adjustment, the replacement of a small part, or the replacement of a complete unit. If major replacement of plant is required then it would be better to put in a new job under Replacement/Refurbishment Maintenance works so that breakdown data is not distorted. Replacement/Refurbishment Maintenance work is done using the same procedures as planned minor works and attracts the same management fee. Page 8 of 19

9 Use of the DTEI Building Management Hotline Urgent repair work should be requested by use of the DTEI Building Management Hotline. This can be done by telephone, which is the preferred method using the appropriate number for the region, or for priority 3, 4 or 5, on the fax number using the Hotline request form. DTEI Building Management Hotline operating hours The DTEI Building Management Hotline service is a 24 hour, 7 day a week service. Monday to Friday before 7.30 am and after 5 pm and on Saturday, Sunday and public holidays the Hotline service is redirected to the FM. FM Agreements operating hours are from 6 am to 6 pm. Normal time operating hours for the FM are 7.30 am to 5 pm Monday to Friday. For the periods 6 am to 7.29 am and 5.01 pm to 6 pm, time and a half rate with the normal business hours call out fee will apply. After hours call out rates and labour rates will apply from 6.01 pm to 5.59 am Monday to Friday, on public holidays, Saturdays and Sundays. The after hours call-out fee includes up to the first 3 hours of attendance at the Designated Location by a trades person. Additional call out fees and charges may occur, if additional or multiple trades are required to respond to a site emergency/breakdown call out request. In Regional South Australia initially all requests are to the DTEI Building Management Facilities Services district offices. As your Agency is progressively brought in under the operation of the FM Agreements, requests for works will be ordered through the Facilities Management Information System (FAMIS) and DTEI Building Management Facilities Services district office Hotline facilities. Procedure Registration of a Breakdown Maintenance request The Agency Representative shall register the scope of the Breakdown Maintenance work/s; Priorities 1 and 2 by telephone with the Building Management Hotline, Priorities 3, 4 and 5 by entering directly into FAMIS where this facility is available; or by fax where the FAMIS facility is currently not available; Providing a brief description of the problem/s and details of the priority. Page 9 of 19

10 DTEI Building Management Hotline contact numbers Metropolitan Adelaide Hotline telephone and fax numbers are: Region A ph fax Region B ph fax Region C ph fax Regional South Australia Hotline telephone and fax numbers are: Berri ph fax Claire ph fax Mt Gambier ph fax Murray Bridge ph fax Port Pirie ph fax Port Augusta ph fax Whyalla ph fax Port Lincoln ph fax Facilities Management Service Providers contact numbers Building Management Facilities Services ph Spotless Property & Facilities ph Page 10 of 19

11 Unplanned Replacement/Refurbishment Maintenance Unplanned Replacement/Refurbishment Maintenance comprises those services involving small replacement, refurbishment or modifications to building fabric engineering services and/or minor plant and equipment identified by Agency Representatives or through the carrying out of other maintenance activities at Designated Locations, with an estimated value of up to and including $11,000. Procedure Registration of an Unplanned Replacement/Refurbishment Maintenance request by the Agency shall be forwarded to the Building Management Hotline in the form of a fax for Priorities 3, 4 and 5, or by entering directly into FAMIS where this facility is available. Priorities 1 and 2 are not available for Unplanned Replacement/Refurbishment Maintenance work. Where the need to carry out Unplanned Replacement/Refurbishment Maintenance work is identified through the carrying out of a scheduled activity, (i.e. Preventative Maintenance), then this work will be carried out immediately, without the application of any call out fees, with an appropriate request to the Hotline for the immediate issue of a Replacement/Refurbishment Maintenance work order Call out fees apply. Unplanned Replacement/Refurbishment Maintenance priorities Priority 3 Same day if reported before 1 pm or 1 pm next day if reported after 1 pm Priority 4 Within 5 working days Priority 5 Within 30 days No call out fee will apply to works carried out as a result of placing an order immediately, on being notified of identified works being required to be carried out as an outcome of a scheduled service inspection (i.e. Preventative Maintenance). Page 11 of 19

12 Unplanned Minor Works Unplanned Minor Works comprises those Facilities Management Services involving additions or modifications to existing buildings, engineering services or upgrading of existing facilities at Designated Locations, with an estimated value of up to and including $11,000. Procedure Registration of an Unplanned Minor Works request by the Agency Representative shall be forwarded to the Building Management Hotline in the form of a fax, for Priorities 3, 4 and 5, or by entering directly into FAMIS where this facility is available. Priorities 1 and 2 are not available for Unplanned Minor Works. Call out fees apply. Unplanned Minor Works priorities Priority 3 Same day if reported before 1 pm or 1 pm next day if reported after 1 pm Priority 4 Within 5 working days Priority 5 Within 30 days Page 12 of 19

13 Planned Minor Works Planned Minor Works comprises those services involving, planned additions or modifications to existing buildings, engineering services, or upgrading of existing building fabric, engineering services, plant and equipment, or new works at Designated Locations with an estimated value less than $150,000 but greater than $11,000. These works are requested to ensure that the Designated Locations are supported and maintained to a standard commensurate with the effective achievement of the operational/functional objectives of those Designated Locations. Urgent Planned Minor Works The requested and agreed Designated Location start date is 2 months or less from placement of the order on FAMIS to the FM. Additional requirements for Urgent Planned Minor Works; Discuss request with the FM and Contract Manager; Complete an Urgent Planned Minor Works request form, (form number FMCM 002/00400), which must be completed by all 3 parties, (Agency Representative, FM and Contract Manager), acknowledge and agreed the need for urgency and that the request is in fact Urgent by its nature. An additional management fee surcharge (currently 2%) will apply to Urgent Planned Minor Works. Initiating Planned Minor Works The Agency Representative can place an order to proceed with the procurement of a Planned Minor Work, by sending confirmation to the FM through FAMIS. Planned Minor Works valued less than $11,000 For works with an estimated valued less than $11,000, the FM will engage subcontractors to perform any Minor Works; by obtaining 3 verbal or written quotes from appropriately qualified contractors, (properly documenting and recording each quote), and accepting the quote that offers the best value for money; or carry out the work which can then be reimbursed on actual labour costs, based on applicable trade rates plus materials cost The FM is to consult and obtain agreement with the Agency Representative of the timing of required works to ensure minimum disruption to the Agency s Designated Location activities. The Agency Representative will be required to verify that the Planned Minor Works have been carried out satisfactorily, prior to payment being made. Payment will be approved by the Agency Representative on FAMIS. Page 13 of 19

14 Planned Minor Works valued greater than $11,000 but less than $150,000 For works valued greater than $11,000 and less than $150,000 the FM will engage subcontractors to perform any Minor Works; Feasibilty/concept/sketch design work including options analysis will be submitted by the FM to the Agency Representative for approval, before consent is provided to proceed with detailed design development and documentation. If design or documentation work provided by the FM is unsatisfactory, then the Agency Representative should inform the FM in writing including reasons for the rejection The Agency Representative will then approve the recommendation and extend the original work order to cover the cost of any additional required consultancy. The FM will resubmit amended documentation as soon as practicable, along with a revised program, to the Agency Representative for further consideration and approval to seek offers for construction. The approval may also allow for extending the consultant into the construction administration stage. The FM will compile the appropriate tender documentation. Utilising appropriate tender procedures, call tenders from a minimum of 3 appropriately qualified contractors approved by the Contract Administrator. If a related body corporate associated with the FM wishes to be included as one of the tenderers, to put in a priced bid, then a copy of the bid will need to be provided to a nominated independent party to carry out the tender process appraisal and recommendation. The tender bid submitted by the FM, or related body corporate of the FM, shall be date stamped, counter signed on receipt, and shall be kept as a formal record by a delegate of the Contract Administrator in compliance with records management procedures. On receipt of the acceptable formal tender recommendation from the FM, the Agency Representative will provide written acceptance of the recommended offer submitted and will approve the works to proceed into construction and approve the extension of any consultancy services for contract administration of the construction phase, by increasing the agreed fixed price in FAMIS accordingly. For projects which extend over a number of months, the FM will provide a program and monthly progress reports, indicating the stage of activities and the required progress payment for works carried out to date. Verification of progress and approval of claims for payment are to be carried out by the Agency Representative utilising FAMIS. Approval for payment will be provided by the Agency Representative Page 14 of 19

15 Issuing variations Variations can be issued through FAMIS. Variations should be entered via the original main work order number. If the scope of work changes, a variation should be raised and the price of the variation fixed. NB the cost of the variation is added to the project and shown in the updated total fixed price field within FAMIS The reason for the variation must be specified from the following list: ADDITIONAL WORK DESIGN CHANGE FUNDING CHANGE OMISSIONS BY FM Note Planned minor works need to be agreed to using the FAMIS agreement screen. This process is necessary to generate a job number. The agreement screen allows clients to enter a year s program of minor works into the system and then release it during the year as required. Page 15 of 19

16 Planned Replacement/Refurbishment Maintenance Planned Replacement/Refurbishment Maintenance program comprises those services involving replacement or refurbishment of building fabric; engineering services; and/or plant and equipment, specified as part of a planned program with work costing less than $150,000 but greater than $11,000 and deemed necessary as a result of analysis of life cycle information or premature failure. Urgent Planned Replacement/Refurbishment Maintenance The requested and agreed Designated Location start date is 2 months or less from placement of the order on FAMIS to the FM. Additional requirements for Urgent Planned Replacement/Refurbishment work; Discuss request with the FM and Contract Manager; Complete an Urgent Planned Replacement/Refurbishment Maintenance work request form, (form number FMCM 002/00400), which must be completed by all 3 parties, (Agency Representative, FM and Contract Manager), acknowledge and agreed the need for urgency and that the request is in fact Urgent by its nature. An additional management fee surcharge (currently 2%) will apply to Urgent Planned Replacement/Refurbishment Maintenance work. Initiating Planned Replacement/Refurbishment Maintenance work The Agency Representative can place an order to proceed with the procurement of a Planned Replacement/Refurbishment Maintenance works, by sending confirmation to the FM through FAMIS. Planned Replacement/Refurbishment Maintenance work valued less than $11,000 For works with estimated valued less than $11,000 the FM will engage subcontractors to perform any Replacement/Refurbishment Maintenance work; by obtaining 3 verbal or written quotes from appropriately qualified contractors, (properly documenting and recording each quote), and accepting the quote that offers the best value for money; or carry out the work which can then be reimbursed on actual labour costs, based on applicable trade rates plus materials cost The FM is to consult and obtain agreement with the Agency Representative of the dates and time scheduled to carry out required works to ensure minimum disruption to the Agency s Designated Location activities. The Agency Representative will be required to verify that the Planned Replacement/Refurbishment Maintenance work has been carried out satisfactorily, prior to payment being made. Payment will be approved by the Agency Representative on FAMIS. Page 16 of 19

17 Planned Replacement/Refurbishment Maintenance work valued greater than $11,000 and less than $150,000 For works valued greater than $11,000 and less than $150,000 the FM will engage subcontractors to perform any Replacement/Refurbishment Maintenance work/s; Feasibilty/concept/sketch design work including detailed options analysis will be submitted by the FM to the Agency Representative for approval, before consent is provided to proceed with detailed design development and documentation. If design or documentation work provided by the FM is unsatisfactory, then the Agency Representative should inform the FM in writing including reasons for the rejection. The Agency Representative will then approve the recommendation and extend the original work order to cover the cost of any additional required consultancy. The FM will resubmit amended documentation as soon as practicable, along with a revised program, to the Agency Representative for further consideration and approval to seek offers for construction. The approval may also allow for extending the consultant into the construction administration stage. The FM will compile the appropriate tender documentation. Utilising appropriate tender procedures, call tenders from a minimum of 3 appropriately qualified contractors approved by the Contract Administrator. If a related body corporate associated with the FM wishes to be included as 1 of the tenderers, to put in a priced bid, then a copy of the bid will need to be provided to a nominated independent party to carry out the tender process appraisal and recommendation. The tender bid submitted by the FM, or related body corporate of the FM, shall be date stamped, counter signed on receipt, and shall be kept as a formal record by a delegate of the Contract Administrator in compliance with records management procedures. On receipt of the acceptable formal tender recommendation from the FM, the Agency Representative will provide written acceptance of the recommended offer submitted for the works to proceed into construction, including the approved extension of any consultancy services for contract administration of the construction phase, by increasing the agreed fixed price in FAMIS accordingly. For projects which extend over a number of months, the FM will provide a program and monthly progress reports, indicating the stage of activities and the required progress payment for works carried out to date. Verification of progress and approval of claims for payment are to be carried out by the Agency Representative utilising FAMIS. Approval for payment will be provided by the Agency Representative. Page 17 of 19

18 Issuing variations Variations can be issued through FAMIS. Variations should be entered via the original main work order number. If the scope of work changes, a variation should be raised and the price of the variation fixed. NB the cost of the variation is added to the project and shown in the updated total fixed price field within FAMIS The reason for the variation must be specified from the following list: ADDITIONAL WORK DESIGN CHANGE FUNDING CHANGE OMISSIONS BY FM Note Planned Replacement/Refurbishment Maintenance works need to be agreed to using the FAMIS agreement screen. This process is necessary to generate a job number. The agreement screen allows Agency Representatives to enter a year s program of minor works into the system and then release it during the year as required. Page 18 of 19

19 Payment Approval Process Acceptance Acceptance is the first stage of the two part procedure, a job is accepted when the work is complete or in the case of progressive payment that a portion of the work is complete. For reimbursable work, acceptance of a job is usually based on the customer service report and designated location site attendance record. Approval Approval is the second stage of the process and is the sign off for payment. Dispute In the event of a problem with a job, for those reasons shown below, a job should be put into dispute. Once a job has been disputed it will not be processed through the system until the dispute is resolved. JOB NOT DONE JOB NOT SATISFACTORY COST TOO HIGH JOB CHARGED TO WRONG CLIENT INCORRECT COST CHARGED INSUFFICIENT DOCUMENTATION JOB CHARGED TO WRONG ASSET DISPUTED BY FM DATA ERROR It is important to work the issue through with your FM contact person when a job is disputed, Job Notes should be used to provide further details of the reason for dispute. Most problems can be quickly resolved, however if the issue is more complex there is a formal procedure, which can be referenced in the online Facilities Management Agency Work Procedure Manual. Page 19 of 19