International Journal of Building Pathology and Adaptation Investigation of facilities management practices for providing feedback during the design development and review stages Fadi A. Fatayer, Mohammad A. Hassanain, Abdullatif Abdallah, Abdul-Mohsen Al-Hammad, Article information: To cite this document: Fadi A. Fatayer, Mohammad A. Hassanain, Abdullatif Abdallah, Abdul-Mohsen Al-Hammad, (2019) "Investigation of facilities management practices for providing feedback during the design development and review stages", International Journal of Building Pathology and Adaptation, https:// doi.org/10.1108/IJBPA-05-2018-0040 Permanent link to this document: https://doi.org/10.1108/IJBPA-05-2018-0040 Downloaded on: 02 March 2019, At: 01:22 (PT) References: this document contains references to 48 other documents. 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The organization is a partner of the Committee on Publication Ethics (COPE) and also works with Portico and the LOCKSS initiative for Downloaded by AN-NAJAH UNIVERSITY At 01:22 02 March 2019 (PT) digital archive preservation. *Related content and download information correct at time of download. The current issue and full text archive of this journal is available on Emerald Insight at: www.emeraldinsight.com/2398-4708.htm Investigation Investigation of facilities of FM management practices practices for providing feedback during the design development and Received 8 May 2018 review stages Revised 24 November 2018 8 January 2019 Fadi A. Fatayer Accepted 12 January 2019 Building Engineering Department, An-Najah National University, Nablus, The State of Palestine Mohammad A. Hassanain Architectural Engineering Department, King Fahd University of Petroleum and Minerals, Dhahran, Saudi Arabia Abdullatif Abdallah Department of Management and Marketing, King Fahd University of Petroleum and Minerals, Dhahran, Saudi Arabia, and Abdul-Mohsen Al-Hammad Architectural Engineering Department, King Fahd University of Petroleum and Minerals, Dhahran, Saudi Arabia Abstract Purpose – The purpose of this paper is to investigate the current practices of the early facilities management (FM) involvement during the design development and review stages (DDRS), and recommend activities aimed at achieving better integration. Design/methodology/approach – A comprehensive literature review was conducted to ascertain the challenges faced by the integrated design team (IDT) in the absence of the facilities managers’ review of design solutions, and underscore the significance of the early involvement of facilities managers during the DDRS. A questionnaire survey was then developed for collecting data on eight aspects of the current practices of early FM involvement during the DDRS. The questionnaire survey was administered to the FM departments of 13 long established, public universities in Saudi Arabia. Ten responses were obtained and analyzed. Downloaded by AN-NAJAH UNIVERSITY At 01:22 02 March 2019 (PT) Findings – The findings suggest that the early involvement of the FM department enhances the operation and maintenance of facilities. This has been measured through reductions in the number of architectural, structural, electrical, plumbing, heating, ventilating and air conditioning defects. Practical implications – Recommendations were provided to facilitate the process of integrating the practices of two influential stakeholders of building projects. These recommendations encompass the need for maintainability considerations at the early schematic stage, the necessity of direct contact between the two parties and the necessity of facility managers’ increased familiarity of the design stage activities, among other recommendations. In this way, the study promotes the awareness of the significance of integrating FM with the IDT at the DDRS. Originality/value – This study contributes to the literature and practice by presenting a detailed analysis of the integration process between the FM department and the IDT. Furthermore, the outcomes of the integration between the parties were measured to assess the effectiveness of the collaboration and highlight the possible areas of improvement. Keywords Integration, Facilities management, Design phase, Design team, Maintenance feedback Paper type Research paper International Journal of Building Pathology and Adaptation The authors thank King Fahd University of Petroleum and Minerals for the support and facilities that © Emerald Publishing Limited 2398-4708 made this research possible. DOI 10.1108/IJBPA-05-2018-0040 IJBPA Introduction When a facility has been constructed and ownership transferred, there is often a gap between the expected performance of the facility and the actual performance (Erdener, 2003). If no modifications are applied to the facility, the substandard performance of the facility continues. On the other hand, if a decision is made to undertake modifications, these modifications can take several forms. This may include the replacement of equipment components, physical changes to the building and/or changes in occupants’ behavior (Rasmussen et al., 2017). In short, poorly designed facilities lead to inconveniences experienced by the facility’s users, demanding additional maintenance expenditure. Maintenance is a sub-discipline of the broad area of facilities management (FM). Maintenance involves the performance of activities aimed at reducing or removing the occurrence of failures, ensuring the smooth operation of facilities and extending the facilities’ service life (Hassanain et al., 2014a; Chua et al., 2018). Maintenance aims at optimizing the performance of facilities, while incurring minimum life cycle expenditure. The maintenance activities usually conducted consist of cleaning, inspecting, upgrading and replacing the facilities’ systems and components. These maintenance activities are necessary to preserve the performance of facilities, so that they can achieve their intended function (Arditi and Nawakorawit, 1999b). There are two broad classifications of maintenance strategies, including unplanned maintenance and planned maintenance. Unplanned maintenance results from unexpected failures, and is usually expensive. On the other hand, planned maintenance is based on the collection of reliable and accurate data on the condition of facilities (Rani et al., 2015). Traditionally, in the design and construction stages, the main aspects of a project that receive attention are the project’s capital cost, time and functionality. On the other hand, other long-term project aspects such as the maintainability and operability of the facility have received relatively less attention. Despite less emphasis being directed at maintainability, failure to consider maintainability at the early design stages can lead to increased life cycle, operation and maintenance (O&M) costs (Meier and Russell, 2000; Garcez et al., 2015; Salim et al., 2016; Isa et al., 2016; Carretero-Ayuso and García-Sanz-Calcedo, 2018). It is then crucial to consider maintenance at the inception of the project. Hassanain et al. (2014a) emphasized the significance of early maintenance consideration by noting that planning for maintenance should be initiated at the design phase, and should persist throughout the entire course of the facility’s service life. The incorporation of maintainability at the design and construction phases should lead to a reduction in O&M costs, in addition to easing the work required for maintenance (Hassanain et al., 2014a, b). Downloaded by AN-NAJAH UNIVERSITY At 01:22 02 March 2019 (PT) The FM department’s input during the design development and review stages (DDRS) is crucial for the design of an optimal facility, having minimal O&M defects. To date, previous research efforts have focused on limited aspects pertaining to the integration of the practices of the FM department with the integrated design team (IDT). These aspects include barriers to maintenance consideration during the DDRS, the outcomes of insufficient maintenance consideration, the level of FM involvement in the design process of facilities they subsequently manage, the design stage with the greatest opportunity for maintenance feedback and designers’ interest in assessing facilities they previously designed. However, none of these studies have rigorously investigated the integration process and the outcomes of such efforts. Thus, this paper seeks to investigate the current practice of the early FM involvement at the DDRS, and recommend activities aimed at achieving better integration. This study serves to increase the awareness of the facilities’ stakeholders on the potential benefits gained through the inclusion of FM department’s input during the DDRS. The study will be of practical value to design