Facilities Management

Establishes and maintains the single authoritative register of the property estate in IFS Cloud - portfolio, site, building, floor and space - modelled as a Functional Object hierarchy under Enterprise Asset Management. Every space carries a measured area on an agreed measurement basis (IPMS, BOMA or local NIA/GIA convention), a use classification and a capacity, so that occupancy, cost allocation, PPM and lifecycle planning all resolve to the same location key. This is the client-side estate backbone, not the contractor-side asset list.

Matches business demand for space to the supply held in the IFS Cloud property register, allocating floors, zones and workstations to occupying organisations and cost centres. Occupancy and utilisation are then measured against that allocation to drive rebalancing, densification and release decisions. Space is managed as a strategic asset with a cost, not as a fixed given.

Proves that the asset register in IFS Enterprise Asset Management matches the physical estate, and keeps it that way. A verification programme is issued as Work Orders by site, surveyors capture and correct attributes against Functional Object, Serial Object and Equipment Object records, and an independent sample audit scores data quality before sign-off. Corrected data then republishes Maintenance Plan / PM Action coverage and reconciles to the Fixed Asset register.

Manages the condition of the building fabric - roofs, envelope, windows, floors, internal finishes and external works - across the estate in IFS Cloud. Periodic condition surveys grade each element against a Functional Object, defects and backlog are registered with cost and priority, and items are triaged between reactive repair, planned fabric maintenance and lifecycle replacement. Approved programmes are delivered as Work Orders or Projects and procured against Supplier Agreements, with condition grades updated on acceptance.

Maintains external grounds, soft landscaping, hard standing and winter resilience across the estate. Grounds areas are registered as Functional Objects with seasonal PM Actions generating recurring Work Orders for grass cutting, planting, pruning and gritting, while storm damage and trip hazards arrive as Service Requests. Seasonal frequency variation and weather-triggered call-out are the defining scheduling characteristics of this process in IFS Cloud.

Measures how well the workplace supports the people who use it and converts that insight into a prioritised, funded FM improvement backlog. Occupant feedback from structured surveys is blended with continuous signals such as Service Request volumes by location, then translated into Service Requests, Work Orders or a Project where change is needed. Survey scores have no standard IFS Cloud object and remain in the survey platform, with only the resulting actions carried in IFS Cloud.

Establishes and governs the estate owner's planned preventive maintenance specification for hard services across the property portfolio in IFS Cloud. The built asset register is held as Functional Objects, SFG20 schedules and task criticality are translated into Maintenance Plan / PM Action definitions, and the annual PPM Work Order programme is generated, released and evidenced. The emphasis is the client-side assurance that the right maintenance regime exists and is demonstrably delivered, whether self-delivered or issued to a service partner.

Maintains the estate owner's single register of statutory inspection obligations across every building and asset class in IFS Cloud. Each duty is traced to its legislation and Approved Code of Practice, driven by a Maintenance Plan / PM Action that generates a dated Work Order, and closed only when the resulting certificate or report is registered as a Document with its expiry and next-due date. Remedial actions arising from inspections are tracked to closure so the accountable person can evidence a live compliance position rather than a filing cabinet.

Governs the estate owner's lift and escalator conveyance assets in IFS Cloud, holding each unit as a Serial Object with its servicing agreement and LOLER duty category. Routine servicing and the LOLER thorough examination are deliberately separated so the examining competent person is independent of the party performing maintenance, and each examination report is registered against the asset with its next-due date and defects. Dangerous defects withdraw the asset from service and trigger notification of the enforcing authority.

Holds the estate owner's fire safety asset base - detection and alarm, emergency lighting, extinguishers, fire doors, dampers and firefighting equipment - as Functional Objects in IFS Cloud with the testing and inspection regime that keeps them demonstrably maintained. The fire risk assessment drives a remedial action plan, routine tests and checks are generated as Work Orders with results captured as Measurements, and servicing certificates and logbook entries are registered as evidence for the responsible person.

Delivers the dutyholder's legionella control regime across the estate's water systems in IFS Cloud. Sources of risk are identified and assessed per building, the written scheme of control is translated into Maintenance Plan / PM Action monitoring against water assets held as Functional Objects, and temperature, flushing and sampling results are captured as Measurements. Out-of-limit readings and positive samples drive corrective Work Orders, and the scheme and assessment are reviewed on change so the record set stands up to scrutiny.

Runs the cyclical condition survey of the building fabric and M&E elements, grades and costs the findings, and converts them into a multi-year lifecycle replacement and backlog plan in IFS Cloud. Approved years of the plan are released as Projects and Work Orders, and revised remaining-life data is written back to the asset register so the next survey starts from a maintained baseline. This is the client-side capital planning view, distinct from contractor PPM delivery.

Runs the estate-wide energy and carbon cycle for an integrated FM portfolio, from metered consumption through to statutory disclosure. Consumption is captured as Measurement / Parameter values against the Functional Object hierarchy in IFS Enterprise Asset Management and consolidated in IFS Cloud Sustainability Management, which provides a KPI library, planning and a centralised data source. The output feeds the GHG inventory, the SECR disclosure and the ESOS compliance notification.

Turns the contractual SLA and KPI schedule of an integrated FM contract into a measurable, defensible reporting cycle. Priorities and targets are configured on the Service Contract so every Work Order inherits its SLA at creation, and performance is scored from Work Order and Work Task timestamps with an agreed exclusion set. The scorecard drives the account governance meeting and any service credit posted against billing.

Publishes bookable workplace resources - desks, neighbourhoods, meeting rooms, parking and lockers - to employees through a self-service portal, enforces the booking policy, and converts confirmed bookings into downstream service demand in IFS Cloud. Bookings are reconciled against sensor and badge occupancy so that no-shows are released and supply is tuned to real demand. This is the demand-side front door to the space register.

Establishes the data governance regime that keeps the FM information estate trustworthy across IFS Cloud and any surrounding CAFM/IWMS, CAD and sensor systems. It fixes the golden source per data domain, appoints owners and stewards, enforces validation at entry, and runs a recurring data quality scorecard with a controlled remediation workflow. Without it, space, asset and PPM reporting degrade faster than they are maintained.

Administers the property lease portfolio in IFS Cloud from lease abstraction through IFRS 16 / ASC 842 recognition, recurring rent and service charge payment, reconciliation challenge and critical-date decisions. Each lease is linked to the property Functional Object and to the occupying cost centres so that total occupancy cost is reportable per building and per business unit. This is the financial counterpart to the space register.

Builds and controls the FM cost base for a whole estate and pushes it back out to whoever pays for it. Cost is captured at the point of work against the Work Order and its Functional Object so it rolls up by building and service line automatically, then apportioned to occupiers or business units and raised as a Customer Order and Invoice. Variance and lifecycle re-forecasting close the loop each period.

Runs staff restaurant, hospitality and vending provision across the estate, covering tender and contract management, food safety assurance and catering equipment upkeep. IFS Cloud holds the caterer as a Supplier under a Supplier Agreement with the Purchase Order and Invoice flow for subsidy and consumption, while catering and vending equipment is registered as Functional and Serial Objects under PM Actions. Food safety and hygiene rating evidence is held as Documents against the site.

Governs the FM supply chain at portfolio level rather than at individual job level. Suppliers are segmented by spend and criticality, held under Supplier Agreements in IFS Procurement, and scored on evidence drawn from Work Order, Invoice and safety data across every service line. Underperformance drives a formal remediation, de-scope or exit path that feeds back into the approved supplier list.

Controls who is allowed to work on the estate, on what, and under what precautions. Contractor organisations are pre-qualified against the Supplier record, high-risk tasks are gated behind an authorised permit to work, and construction-scale works trigger CDM dutyholder appointments. No standard IFS Cloud object exists for a permit, so the permit is carried as a controlled Document against the Work Order or held in an integrated permit system.

Governs the transition of a whole integrated FM contract into and out of live service across a multi-service estate. The mobilisation is run as an IFS Projects programme with parallel workstreams that load the estate into IFS Enterprise Asset Management, stand up the Service Contract and commercial model, and transfer people and statutory records. Demobilisation reverses the same structure so asset data, compliance evidence and the health and safety file leave the contract cleanly.

Controls the classification, segregation, collection, transfer and reporting of all waste arising across the estate. IFS Cloud schedules collections as recurring Work Orders against bin store Functional Objects, holds registered carriers and permitted facilities as Suppliers under Supplier Agreements, and stores transfer documentation as Documents for the statutory retention period. Tonnage and segregation data drive recycling rate reporting and evidence the waste hierarchy duty.