Introduction

Effective Project Lifecycle Management (PLM) in Facilities Management (FM) is essential for ensuring that facility-related projects—whether construction, renovation, or system upgrades—are completed on time, within budget, and meet operational requirements. Managing the full lifecycle of a project involves careful planning, execution, monitoring, and closure. This course will guide FM professionals through the entire project lifecycle, from project initiation to final delivery and post-project evaluation, focusing on best practices and tools to optimize project outcomes and ensure long-term success.

Course Objectives

By the end of this course, participants will be able to:

• Understand the stages of the project lifecycle and their importance in FM projects.
• Develop effective project initiation, planning, execution, monitoring, and closure strategies.
• Create detailed project plans that include timelines, budgets, and resource management.
• Implement strategies to manage risks, quality, and changes during the project lifecycle.
• Integrate sustainability and energy efficiency considerations into FM projects.
• Monitor project performance and ensure the smooth delivery of the completed project.
• Conduct post-project evaluations and integrate lessons learned into future projects.

Who Should Attend?

This course is designed for:

• Facilities Managers and Directors overseeing FM-related projects.
• Project Managers in facilities and real estate management.
• Operations Managers involved in the execution of facility projects.
• Construction Managers and Consultants working on facility-related projects.
• FM Consultants advising on project lifecycle management in facilities.
• Maintenance Managers working on system upgrades and asset management projects.
• Senior Executives overseeing FM project portfolios within their organizations.

Day 1: Introduction to Project Lifecycle Management in FM

• Overview of Project Lifecycle in FM
  • The stages of the project lifecycle: initiation, planning, execution, monitoring, closing
  • Key roles in project lifecycle management in FM: Project Manager, Facilities Manager, Contractors, and Vendors
  • The importance of PLM in delivering successful FM projects
  • Common types of FM projects: construction, renovation, system installations, maintenance upgrades
• The Role of Project Management in FM
  • Understanding the project scope and aligning it with FM strategy
  • Developing project goals and defining project success
  • Stakeholder engagement and communication
  • Tools and frameworks for effective FM project management (e.g., PMBOK, PRINCE2)
• Key Concepts in FM Project Lifecycle
  • Work Breakdown Structure (WBS) and Gantt charts
  • Risk management and resource allocation
  • The relationship between project management and FM operations
  • Sustainability in FM projects

Day 2: Project Initiation and Planning

• Initiating the Project
  • Defining project objectives, scope, and deliverables
  • Identifying project stakeholders and understanding their needs
  • Preparing the project charter and defining project scope and goals
  • Determining the project budget and securing resources
• Developing the Project Plan
  • Work Breakdown Structure (WBS): Breaking down tasks and responsibilities
  • Creating a project schedule and defining key milestones
  • Allocating resources and preparing the resource management plan
  • Establishing performance metrics and KPIs for project success
  • Risk assessment: Identifying and mitigating potential risks
  • Creating a communication plan for stakeholders and teams
• Legal and Regulatory Considerations
  • Understanding the legal framework for FM projects: contracts, permits, and compliance
  • Navigating local laws, building codes, and environmental regulations
  • Ensuring sustainability practices are integrated into the planning phase

Day 3: Project Execution and Control

• Executing the Project Plan
  • Managing teams, contractors, and vendors during the execution phase
  • Effective resource management during the project
  • Ensuring quality control and maintaining standards throughout execution
  • Monitoring project progress against timelines and deliverables
  • Managing procurement and contractor relationships
• Monitoring Project Performance
  • Tracking performance metrics and ensuring alignment with project objectives
  • Managing budget vs. actual costs and avoiding cost overruns
  • Handling project deviations and implementing corrective actions
  • Risk management and addressing unforeseen challenges
• Change Management
  • Identifying and managing changes to project scope, budget, or timeline
  • Implementing change control processes and securing stakeholder approval
  • Minimizing the impact of changes on project success
• Maintaining Stakeholder Communication
  • Reporting on project progress: timelines, risks, and key milestones
  • Managing stakeholder expectations and ensuring transparency
  • Regular meetings and updates for continuous alignment

Day 4: Project Closing and Evaluation

• Closing the Project
  • Final project assessments and ensuring all deliverables have been met
  • Handover of completed facilities to FM operations teams
  • Preparing final project documentation (e.g., as-built drawings, manuals, warranties)
  • Client satisfaction and feedback collection
  • Closing contracts and releasing project resources
• Post-Project Evaluation
  • Conducting a project review meeting: What went well, what could be improved?
  • Evaluating project success against predefined KPIs
  • Post-project lessons learned and integrating improvements into future projects
  • Documenting project performance and final outcomes
• Transitioning to Operations
  • Ensuring the renovated or newly constructed facility is fully operational
  • Finalizing maintenance plans and establishing long-term FM goals
  • Ensuring smooth handover of operational responsibilities to the facilities team

Day 5: Best Practices, Sustainability, and Future Trends in FM Project Management

• Sustainability in FM Projects
  • Integrating green building practices and energy efficiency into the project lifecycle
  • Understanding sustainable materials, technologies, and certifications (e.g., LEED, BREEAM)
  • Planning for carbon reduction and waste management during the project
  • The future of sustainability in FM: smart buildings, IoT, and renewable energy
• Best Practices for Managing FM Projects
  • Establishing strong project governance and leadership teams
  • Ensuring project alignment with organizational goals and FM strategy
  • Strategies for overcoming common project management challenges in FM
  • Techniques for managing project teams and ensuring collaboration
• Emerging Trends and Technologies in FM Project Management
  • The role of technology in modern FM projects: Building Information Modeling (BIM), IoT, and smart technology
  • The future of automation and artificial intelligence (AI) in project management
  • The importance of data analytics in monitoring and optimizing project performance
  • Embracing digital transformation: From manual processes to automated project workflows

Course Methodology

• Interactive Lectures covering key concepts in PLM for FM
• Case Studies of successful and challenging FM projects
• Workshops on project planning, resource management, and risk mitigation
• Group Exercises to develop project plans, schedules, and budgets
• Role-Playing to simulate real-world project execution and decision-making
• Tools and Software Demonstrations (e.g., MS Project, Primavera, BIM platforms)
• Final Project: Participants will develop a comprehensive project plan for a hypothetical FM-related project, incorporating best practices and tools learned throughout the course.