Facilities Management
Glossary & Terminology.

An asset register catalogues technical specifications, make, model, serial numbers, location, installation date, warranty status, and replacement asset value across an estate. In modern FM operations, assets are physically tagged with durable barcodes or QR codes synchronised directly with a Computer-Aided Facilities Management (CAFM) platform.

A BMS (or Building Automation System) orchestrates ventilation, heating, cooling, lighting, power systems, fire alarms, and security devices. It allows facilities managers to monitor environmental comfort parameters in real time, automate energy setpoints, and receive instant diagnostic alerts on plant malfunctions.

CAFM software centralises work order logging, engineer mobile dispatch, reactive SLA tracking, preventative maintenance calendars, asset registers, and contractor compliance records. EntireFM operates EntireCAFM to give property managers live visibility over every ticket, job sheet, and compliance certificate.

Conducted by qualified building services engineers, condition surveys grade assets based on standard condition indices (A to D), identifying urgent defects, maintenance backlogs, health and safety non-compliances, and forward capital renewal requirements over a 5 to 25-year horizon.

Unlike unplanned emergency breakdowns, corrective maintenance is frequently initiated following routine PPM inspections when an engineer detects component wear, abnormal vibration, or minor fluid leaks before catastrophic plant failure occurs.

Carried out under BS 7671 (IET Wiring Regulations), fixed wire testing verifies that electrical circuits, distribution boards, switchgear, earthing, and bonding are safe from electric shock and fire hazards. Observations are classified as C1 (Danger present), C2 (Potentially dangerous), C3 (Improvement recommended), or FI (Further investigation required).

Under BS 5266-1 and the Regulatory Reform (Fire Safety) Order 2005, emergency lighting systems require monthly functional "flick tests" using fish-keys to simulate power loss, plus an annual full-duration 3-hour discharge test to prove battery autonomy.

Applies to commercial air conditioning, VRF/VRV systems, and chillers. Systems exceeding specific CO2 equivalent thresholds require mandatory periodic leak inspections (every 3 to 12 months), certified engineer handling (City & Guilds 2079 / REFCOM), and comprehensive digital F-Gas logbooks.

Hard FM covers mechanical plant, electrical power distribution, commercial heating boilers, air conditioning, plumbing, fire suppression, access control, and structural roofing. These disciplines are heavily governed by statutory safety legislation.

Encompasses commercial chillers, rooftop condensers, air handling units (AHUs), fan coil units (FCUs), extract fans, and heating boilers. HVAC maintenance includes belt replacements, coil sanitisation, refrigerant checks, and BMS balancing.

Governed by the HSE Approved Code of Practice L8 (ACOP L8) and HSG274. Requirements include a formal Legionella Risk Assessment, monthly sentinel temperature monitoring, cold water storage tank inspections, calorifier blowdowns, and annual microbiological sampling.

Assesses the economic and operational lifespan of major plant (e.g. 15–20 years for commercial chillers, 25 years for switchboards). Creates a forward capital expenditure (CapEx) forecast enabling property owners to budget sinking funds and avoid catastrophic asset failure.

M&E contractors oversee switchrooms, substations, distribution boards, commercial boilers, pump sets, drainage, ventilation, and emergency generation. EntireFM provides multi-skilled mobile engineering teams managing the complete M&E lifecycle.

Typically spanning 30 to 90 days, mobilisation involves comprehensive asset auditing, barcode tagging, setting up CAFM databases, creating emergency escalation paths, TUPE employee consultations, health & safety audits, and taking over keys and permits.

PPM tasks are scheduled weekly, monthly, quarterly, or annually based on SFG20 industry standards and manufacturer guidelines. Engineers inspect, lubricate, clean, test, and adjust components, recording digital service sheets directly into the CAFM platform.

Operated through a 24/7 technical helpdesk, reactive maintenance triages issues by severity (e.g. Priority 1 emergency response within 2–4 hours for safety-critical failures, down to Priority 4 for non-urgent fabric repairs).

Commonly follows an EICR (rectifying C1/C2 electrical faults), Fire Risk Assessment (replacing non-compliant fire door closers), or Legionella audit (dead-leg pipework removal). Remedial works restore assets to full statutory compliance.

SFG20 provides a comprehensive library of dynamic maintenance task schedules covering over 1,200 asset types. It specifies exact step-by-step engineering tasks, recommended frequencies, required skill levels, and whether tasks are statutory, mandatory, or discretionary.

SLAs establish measurable key performance indicators (KPIs), such as first-time fix rates, emergency callout response targets, PPM completion percentages within monthly maintenance windows, and CAFM reporting speed.

Soft FM encompasses daily contract cleaning, window and high-level cleaning, washroom hygiene, waste management and recycling, manned security, CCTV monitoring, grounds maintenance, pest control, and reception services.

Mandatory duties include Fixed Wire Testing (BS 7671), Emergency Lighting (BS 5266), Fire Alarm & Extinguisher Testing (BS 5839 / BS 5306), Gas Safety Inspections, F-Gas leak checks, Legionella water hygiene (ACOP L8), TM44 inspections, and lift inspections (LOLER).

Under the Energy Performance of Buildings Directive (EPBD), all commercial air conditioning and heat pump systems with an effective rated output exceeding 12kW must undergo a TM44 energy inspection by an accredited energy assessor at least once every 5 years.

Instead of managing multiple siloed sub-contractors for electrical, HVAC, cleaning, security, and fire systems, TFM consolidates all estate operations under a single technical contract manager, CAFM dashboard, and consolidated monthly invoice.

Generated automatically for scheduled PPM or created by the helpdesk for reactive callouts. Work orders capture travel time, on-site arrival, parts used, photos of completed repairs, risk assessments, and client digital signatures inside the CAFM system.