Technology Application in Smart Buildings: Enhancing Operational Efficiency and Sustainability

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Introduction: In the realm of modern infrastructure, leveraging technology tools to enable informed decisions in operations and maintenance services has become imperative for creating smarter, more efficient buildings. Adapting and upgrading systems and applications in line with evolving needs is pivotal in the journey toward a truly smart building. The ongoing evolution of Industry 4.0 presents a myriad of opportunities and solutions that cater to occupants’ needs while optimizing costs.

Areas of Interest: The scope of technology applications in smart buildings has expanded, encompassing various domains crucial for environmental sustainability, spatial management, and enhancing end-users comfort. Large office properties today offer a range of amenities, including conference halls, sports centres, swimming pools, gyms, and smart working desks. Technological applications span multiple systems and sub-systems, such as Security, Surveillance, Fire Alarm and Suppression, Mechanical, Plumbing, HVAC, and Lighting. Intelligent monitoring, interactive analytics, and control mechanisms play a pivotal role in ensuring the structural integrity of the building, efficient Energy and Water Management, and fine-tuning Indoor Environmental Controls encompassing Air Quality, Lighting, Temperature, Humidity, Space Management, Footfall Management, and Waste Management.

Application Context: In the present scenario, environmental sustainability stands as the cornerstone of the design, construction, and operations and maintenance lifecycle of physical properties. Key Performance Indicators (KPIs) for operations teams are aligned with sustainability principles, urging stakeholders to deploy technology tools efficiently for cost-effective solutions. The evolution of Industry 4.0 facilitates the retrofitting of conventional systems and sub-systems with smart sensors and controllers. The selection of Industrial Internet of Things (IIoT) devices is guided by considerations of IoT/IP-based protocols, interoperability, and open architectures to seamlessly integrate field sensors and systems from diverse manufacturers and service providers. Addressing latency, energy efficiency, real-time user data needs, data repositories, users’ and asset data security, privacy, and associated costs are pivotal elements in this technological evolution.

Risk Assessment: Security and data privacy concerns in physical sensors, controllers, gateways, software, and carrier mediums rank among the foremost criteria for technology selection. Diligent evaluation of intrinsic security concerns is crucial for effective risk mitigation and acknowledging residual risks. Assessing gateway vulnerabilities, limited power backups, application complexity, device mobility, environmental protection of field devices, and compliance with end-to-end governing standards and architecture for carrier mediums, software, and system controls requires careful consideration of associated costs and sustainability. Implementing identity management, encryption, and authentication measures across technology layers, from field devices to data acquisition, networking, aggregation, analysis, and applications, becomes paramount in fortifying security protocols.

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Critical Environment Management as a Service

A Critical Environment encompasses physical spaces and services integral to the safety and operational necessities of a facility. Typically, this includes vital infrastructures like Airports, Hyperscale Data Centers, Mobile Communication Switching Centers, and Pharmaceutical units. Managing such environments demands a deep comprehension of potential system failures’ impact on these facilities.

Key Elements of Critical Environment Management Services

  1. Critical Asset Assessment: Evaluating asset criticality.
  2. Building System Reliability: Assessing and ensuring a reliable system supporting Critical Assets.
  3. System Maintainability: Assessing and ensuring availability and maintainability of the building systems and sub-systems.
  4. Asset Maintenance: Reliability-centred maintenance for consistent reliable service delivery.

Engagement Approaches with Stakeholders

Service partners engage with Property Owners and stakeholders based on:

  1. Shared Risk & Equity Model
  2. Fixed Lump Sum Contracts
  3. Cost-Plus Contracts for Resource Supply

Risk and Emergency Management

  • Conducting risk assessments and developing mitigation plans.
  • Defining service and asset criticality.
  • Implementing proactive and predictive maintenance.
  • Documenting maintenance processes for normal, emergency, and failure situations.
  • Establishing a comprehensive emergency response program in consultation with stakeholders.

Environment Management

  • Implementing an environment-friendly maintenance strategy.
  • Tracking key performance indicators for environmental parameters.
  • Baselining, setting improvement targets, and benchmarking continual environmental enhancements.

Cost Management

  • Deploying life cycle cost modelling for infrastructure systems.
  • Considering end-of-life management for systems equipment and components.
  • Assessing cost impacts of risk mitigation, reliability enhancement, and future resource provisioning.

Effective management of a Critical Environment involves strategic planning, meticulous risk assessment, proactive maintenance, and a commitment to environmental sustainability and cost efficiency.

Typical Condition Assessment Program for Building Service Systems

BUILDING MECHANICAL & ELECTRICAL SYSTEMS CONDITION TEST
  S. No.  Building System  Condition Test  Frequency
  1ROTATING EQUIPMENT (> 10 KW), BELT DRIVES  VIBRATION ANALYSIS  ANNUAL
  2  PUMPS & FANS  ACOUSTIC EMISSION  ANNUAL
  3POWER SYSTEMS, SWITCHGEARS, TRANSFORMERS  POWER QUALITY, LOAD FLOW STUDY  ANNUAL
  4ELECTRICAL POWER DISTRIBUTIONPROTECTION SYSTEM RELAYS TESTING AND COORDINATION  ANNUAL
  5ELECTRICAL POWER DISTRIBUTIONSURGE ARRESTERS PERFORMANCE CHECKS & COORDINATION  ANNUAL
  6ELECTRICAL POWER DISTRIBUTIONPERFORMANCE CHECKS OF CIRCUIT BREAKERS (LOW & HIGH) TENSION  ANNUAL
  7  STANDBY GENERATORS  WEAR & OIL ANALYSIS  ANNUAL
  8PUMPS & FANS, ELECTRICAL SWITCHGEAR  THERMOGRAPHY  ANNUAL
  9STAIRWELL, LIFT WELL PRESSURISATION SYSTEMPERFORMANCE TEST OF BUILDING SMOKE EXTRACTION SYSTEMS  ANNUAL
  10  BUILDING ENVELOPE  WATER LEAKAGE TEST  ANNUAL
  11  BUILDING, PIPEWORKS  AIRTIGHTNESS  ANNUAL
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Continual Improvement in Building Maintenance Services

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Building maintenance stands as a pivotal component in property management. Overlooking this aspect can result in gradual deterioration, impacting service delivery to property owners and stakeholders. Thus, implementing an efficient improvement program aligned with sustainability principles is imperative to maximize property longevity and cost-efficiency while adhering to global sustainability standards.

Collaboration among property owners, investors, tenants, and stakeholders is key to the success of such programs. The improvement program should encompass a comprehensive range of hard and soft facility management services. These include environment management, building maintenance, energy conservation, indoor air quality, water and waste management, equipment end-of-life strategies, productivity of services, occupant satisfaction, employee wellness, corporate governance, sustainable procurement, and cost controls.

Communication workshops should be organized to disseminate essential sustainability-related information among all stakeholders within the steering team. Additionally, employing a structured approach such as the DMAIC framework (Define, Measure, Analyze, Improve, Control) is essential for program implementation, monitoring, and control.

  • DEFINE: Establish a maintenance policy and strategy.
  • MEASURE: Conduct on-site measurements, adhering to international protocols.
  • ANALYZE: Assess key performance indicators to establish baselines, risks, costs, dependencies, and timeframes.
  • IMPROVE: Prioritize financial viability, sustainability, alignment with client objectives, and engagement of stakeholders.

Hence, it is imperative to take proactive steps to ensure the effectiveness of building maintenance and improvement programs for sustained property performance.

Competency Management and Productivity

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The landscape of Facility Management Services has transcended routine administrative tasks, now demanding intelligent, data-driven decisions executed by a skilled labour force within modern Smart Buildings. The proficiency of service personnel is pivotal, aligning with end-users’ expectations in daily operations and maintaining contemporary amenities and supporting infrastructure.

The Policy and Strategy framework governing Facility Management Services must permeate through all levels of the Service Team, comprehended both in its literal context and its overarching spirit by stakeholders.

Identifying critical competency criteria involves meticulously considering stakeholder requirements alongside the intricacies of building systems and subsystems. Every Facility Manager must possess a foundational knowledge base across various essential domains:

  1. Communication
  2. Interpersonal Relationship Management
  3. Compliance
    • Statutory and regulatory requisites
    • Environmental Building Codes
    • Stakeholders’ business needs about the property
  4. Risk Management and Business Continuity
  5. Maintenance Services
  6. Best Industry Practices
  7. Cost Management
  8. Technology for Building Services

The proficiency level of the service team directly correlates with operational productivity. Efficient resource planning involves aligning supply with demand and engaging service team members effectively. Employing flexible, demand-driven staffing, maintenance equipment, and tools optimises long-term Facility Services costs. Aligning skill requirements with service portfolios and sourcing resources accordingly is imperative in linking productivity with competency.

Continuous enhancement in service productivity necessitates the monitoring, analysing, and benchmarking of cost, time, and customer satisfaction metrics. The selective adoption of technological tools within the industry is crucial for holistic improvements in competency and productivity.

Enhancing skills through assessments, upskilling programs, and fostering a multitasking culture can significantly augment productivity across soft and hard service portfolios.

Operations Manual for Building Services

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The Operations Manual for Building Services is a pivotal reference document for Facility Managers, Executives, and Supervision staff. It serves as a comprehensive guide covering diverse service portfolios, allowing the Facility team easy access to comprehend the intended design outcomes of building systems, sub-systems, and the service delivery level agreement.

The framework of the Facility Service Manual necessitates addressing the following critical areas:

Maintenance Policy –


Organisational objectives and business imperatives are crucial in defining the criticality of infrastructure services. Assessing the impact of service failures on occupant safety, property integrity, operating costs, and the business’s reputation helps determine the maintenance service level.

Maintenance Strategy

The strategic framework must intricately balance qualitative services and long-term cost optimisation. Complying with statutory and regulatory requirements, aligning with end-use business goals, and preserving the property’s longevity significantly influence the Facility Service model.

Service & Asset Description and Coding

Adhering to guiding principles and standards such as RICS NRM 3, CIBSE, and BESA SFG 20 for asset coding, indicative life expectancy of infrastructures, and maintenance task scheduling forms the cornerstone of effective maintenance practices.

Maintenance Procedures

Well-defined and documented procedures under Normal, Emergency, and Breakdown conditions are essential. Connecting systems’ and sub-system maintenance procedures to the Original Equipment Manufacturer’s prescribed method statements and integrated system designs ensures optimal performance.

Key Performance Indicators and Benchmarking

Key Performance Indicators (KPIs) within the Facility Management Service should encompass safety, business needs, and building occupiers’ satisfaction. Benchmarking these KPIs within the organisation across regions or industries fosters continual improvements and excellence.

Establishing a robust Operations Manual that addresses these vital components ensures streamlined Facility Management operations, fosters efficiency, and contributes to the sustained satisfaction of occupants and stakeholders.

Energy Management System

Building Performance Assessment: Enhancing Energy Efficiency and Indoor Environment Quality

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Building performance assessment is pivotal in pinpointing the gaps between intended and actual Energy Usage Intensity, Efficiency, and Indoor Environment Quality. Key performance indicators (KPIs) relating to energy usage, health, occupants’ satisfaction, and operational productivity form the baseline for building installations. Setting KPIs for Facility Management Services necessitates meticulous consideration to align sustainable principles with business requirements. Preparation for Green Certification schemes like BREEAM, ENERGY STAR, and LEED require internal and third-party building performance assessments to identify opportunities for transition to green operating practices.

The assessment process encompasses several vital steps:

  1. Walk-Through Evaluation: Conducting an on-site assessment of non-domestic buildings or large residential properties.
  2. Need-Based Measurements: Implementing a verification process for energy usage efficiency as needed.
  3. Performance Gap Analysis: Scrutinizing performance gaps compared to design, construction, and operational targets. Establishing a Carbon footprint in the operating and disposal stages of the lifecycle is a must for initiating retrofitting, modifying, or redesigning building services.
  4. Setting Baselines and Targets: Establishing baselines for Energy, Water, and Waste generation based on influencing factors such as building occupancy, business hours, and business outlook is the first step in setting achievable, cost-efficient targets.
  5. Exploration of Efficiency Opportunities: Identifying investment-grade opportunities to enhance energy efficiency, utilise green energy sources, and reduce carbon footprint.
  6. Indoor Environment Quality Assessment: Focusing on indoor air quality, potable water quality, noise, illumination, cleanliness, and occupants’ comfort and satisfaction.

Collaboration and Stakeholder Engagement:

Performance assessment programs necessitate collaboration among cross-functional departments within the same business house. Each stakeholder’s representation in the core team for planning, target setting, compliance with governing standards, and improvement programs is imperative. Assessing Scope 1, 2, and 3 emissions must align with global standards and guidelines. Retrofit engineering solutions to enhance energy efficiency must prioritise feasibility, cost-efficiency, and adherence to timelines.

Focus on Indoor Environment Quality

Occupants’ Comfort & Satisfaction Survey:

An integral part of the assessment is evaluating occupants’ comfort and satisfaction within the building. Creating a healthy and safe environment fosters conviviality within the interior and exterior spaces, significantly impacting the overall well-being and happiness of occupants.

A comprehensive building performance assessment is instrumental in identifying and addressing critical areas for improvement, ultimately contributing to enhanced energy efficiency, improved indoor environment quality, and overall occupant satisfaction.

Transition Management

Navigating the Challenges of Transitioning Building Services Operations: Risks and Strategies

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The critical phase of transitioning building services from commissioning to operations often needs to be addressed by both Project Owners and Facilities project management consultants. Overlooking these issues can lead to unrealized objectives for the owner and, consequently, result in customer dissatisfaction.

Identifying Key Challenges and Risks

  1. Compliance with Statutory and Regulatory Requirements:

Ensuring adherence to all legal standards and regulations for the property is a paramount concern that demands meticulous attention.

  1. Project Documentation and Training:

Thorough documentation and comprehensive training for the Facility Maintenance team are crucial to ensuring the smooth operation of building services.

  1. Functional and Performance Tests:

Rigorous testing of building systems and sub-systems is essential to guarantee their functionality and performance.

  1. Change Order Estimation and Validation:

Accurately estimating and validating change orders is critical in preventing cost overruns and ensuring financial transparency.

  1. The Commissioning, Operations, and Maintenance Service Framework:

Developing a robust framework for commissioning, operations, and maintenance services is essential for long-term sustainability.

 

Addressing Challenges Effectively

Each of these challenges necessitates a detailed risk assessment, cost impact analysis, and the implementation of an efficient mitigation program. The primary objective of risk and cost assessment is to align with the owners’ and other stakeholders’ business goals. Factors such as geographic location, end-use intent, and cultural alignment significantly contribute to the success of Facility Management programs.

It is common practice to conduct acceptance tests for systems, which include integrated tests of fire and life safety systems, emergency power sourcing, building surveillance and access controls, ventilation systems, and vertical transport systems. The operation technical team should witness these tests to understand the design intent and expected outcomes.

The Transition Program

Defining and agreeing upon a comprehensive transition program among all stakeholders and the Transition Management of the Integrated Facility Service Tendering Team is imperative. This program should encompass the construction close-out and handing-over process, addressing potential risks and challenges at each step. Estimating operating costs for the initial 5-year period and the subsequent 20-year life cycle of the property enhances the strategic framework of Facility Project Management services.

Enablers for Success

Key enablers for a successful transition program include:

  1. Effective Communication Platform and Inclusive Culture: Fostering open communication and an inclusive culture facilitates smoother transitions.
  2. Understanding Project Owners’ Business Objectives: Clearly articulating and understanding the end-use business objectives of Project Owners is crucial for alignment.
  3. Collaborative Problem-Solving: Encouraging collective deliberation and finding solutions for cost, quality, and timeline deviations.
  4. Digitized Transition Management: Utilizing digital tools for efficient transition management enhances effectiveness.
  5. Strategic Framework for Facility Management: Defining, developing, and deliberating on the strategic framework of Facility Management ensures long-term success.
  6. Geographically Aligned Integrated Facility Management Service Tender: Running an Integrated Facility Service Tendering program focusing on geographic location, end-use intent, and business goals contributes to selecting the most suitable service providers.

Stakeholders can successfully navigate the complexities of transitioning building services operations by addressing these challenges and leveraging the identified enablers. This strategic approach ensures the fulfillment of immediate goals and the sustained efficiency and satisfaction of all stakeholders in the long run.