ISO 41001:2018 facilities management system is divided into 10 sections referred to as “Clauses” as per ISO High-Level Structure- Annex SL / Annex L.
2 Normative References.
3 Terms and definitions.
4 Context of the organisation.
9 Performance evaluation.
To review and understand and get certified to (from Euro VERITAS Ltd, UK (accredited from BAR-UK) and implement the core processes of a facilities management system an organisation should take the help of Ascent WORLD Group for proper and thorough implementation on Clauses 4–10.
Clause 4: Context of the organisation
4.1 Understanding the organisation and its context
4.2 Understanding the needs and expectations of interested parties
4.3 Determining the scope of the facilities management system
4.4 The facilities management system.
Section 4.1 requires an organisation to identify and document the external and internal issues that are relevant to the context and its various processes, and that affect its ability to achieve the intended outcomes of its facilities management system.
Section 4.2 involves identifying, determining and documenting:
- the relevant interested parties to the facilities management system
- the needs and expectations of these interested parties
- the actions which will satisfy the requirements
- the inputs required to achieve those actions
- the process to keep the requirements up to date.
Clause 5: Leadership
5.1 Leadership and commitment
5.3 Organizational roles, responsibilities and authorities.
Section 5.1 requires an organization’s senior, middles level and all other levels of management to demonstrate leadership, accountability and commitment with respect to the facilities management system. They should do this in a range of ways, including:
- by ensuring that FM policy and associated objectives are established and are compatible with the strategic direction of the organisation delivering a service
- by ensuring the integration and support of the facilities management system requirements into the organization’s various business processes
- coordinating and collaborating within all processes.
Section 5.2 sets out the requirement to establish a facilities management policy which:
- is appropriate to the context and purpose of the organisation
- provides a framework for setting objectives at different levels
- ensures the management of risks and opportunities
- includes a commitment to satisfy all applicable requirements
- includes a commitment to the continual improvement of the facilities management system
- is approved from the top management.
Section 5.3 requires that the responsibilities and authorities for various positions within the FM are assigned and communicated within the organisation.
Clause 6: Planning
6.1 Actions to address risks and opportunities
6.2 Facilities management objectives and planning to achieve them.
When planning a facilities management system, section 6.1 requires an organisation to determine the risks and opportunities wrt the issues identified earlier, that need to be addressed. The organisation must plan operational controls to address these risks and opportunities, taking into account how they may change with time.
Section 6.2 requires the organisation to establish facilities management objectives at different levels including through KPIs that are consistent with the facilities management policy.
Clause 7: Support
7.5 Documented information
7.6 Organizational knowledge.
Section 7.1 involves Resource Management- identifying and providing the resources needed for the establishment, implementation, maintenance and continual improvement of the facilities management system.
Section 7.2 requires to determine and provide the necessary competence of persons (or entities) doing work under its control (internal and external) that affects its facilities management performance.
Section 7.3 involves ensuring that those persons or entities are trained and are aware of necessary policies, strategic objectives, outputs and desired outcomes.
The need for internal and external communications as relevant, are covered by section 7.4.
Section 7.5 covers Document Management- the creating, reviewing, approval and updating of information, the control of documented information (internal, external and obsolete) and facilities management information and data requirements.
Section 7.6 requires an organisation to determine the knowledge (personnel and process) necessary for the operation of its processes- eg Lessons Learnt and to achieve conformity of products and services. The standard requires knowledge to be maintained and be made available.
Clause 8: Operation
8.1 Operational planning and control
8.2 Co-ordination with interested parties
8.3 Integration of services.
Section 8.1 requires an organisation to plan, document, implement and control the processes and operations needed to meet the requirements. Relevant documented information should be maintained to have confidence that processes have been carried out as planned.
Documented operational processes which have been mandatorily specified in the standard as:
- relationship management
- resource management, including capacity planning
- service level statements and agreements
- project management.
Section 8.2 requires the organisation to manage relationships with end-users and other interested parties.
Section 8.3 requires organizations to demonstrate that they have integrated their facilities management to the various internal and existing functions to ensure the effective and efficient delivery of services.
Clause 9: Performance evaluation
9.1 Monitoring, measurement, analysis and evaluation
9.2 Internal audit
9.3 Management review.
Section 9.1 requires the documented scope to be monitored and for an organisation to retain appropriate information as evidence of the results of any monitoring. The organisation should evaluate the performance and effectiveness of the implemented facilities management system.
Section 9.2 carry out appropriate Internal audits and maintain appropriate records, including appropriateness of the closures of non-conformities and other findings. Auditors should be independent. Organizations should select the services of Ascent WORLD Group.
Section 9.3 involves the management at all levels of the organisation to conduct a review of its facilities management systems at planned intervals.
Clause 10: Improvement
10.1 Non-conformity and corrective action
10.2 Continual improvement
10.3 Preventive actions.
Section 10.1 requires the organisation to take appropriate action to correct any nonconformity at any stage, including if there is any internally, and to make changes as deemed necessary.
Section 10.2 requires an organisation to continually improve the “suitability, adequacy and effectiveness” of their facilities management system.
Section 10.3 requires the organisation to establish processes to “proactively identify” potential gaps and Preventive actions in service delivery.
When the Organization is preparing to implement ISO 41001:2018 and get certified to the standard, it means a lot to the community and the industry as a whole, because of the added and enhanced service reputability and accountability. This is no doubt a prestigious standard, and organizations must take utmost care in implementing the same, including that they have successful audits. Please contact Ascent WORLD Group for further details on the correct interpretation of the standard clauses as mentioned above and when wanting to implement and certify against ISO 41001:2018 standard.
We do the following steps while trying to get the company certified:
- Gap Analysis
- Documentation- Manuals, Procedures, SOPs, Instructions, Forms & Formats
- Guidance during Implementation
- Risk and Opportunity Assessment and Management
- Internal Audits
- Guidance during External Audits
- Annual Maintenance
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