kpwkm report

PROPERTY MANAGEMENT OF KPWKM

1.0 INTRODUCTION

The task in Property Management started with creating the objective and goals of each

of a property they manage. As property manager, their scope of work unpredictable and

different based on each objective. To achieve goals and objectives, they need to develop

strategies and strive to achieve the initial objective. The unpredictable refer to these all

operate wider economic framework which it is associated with external factors, sometimes it

can be controlled and the rest cannot be controlled.

In the real estate sector, it can be divided into two largest owners in the country which is

Private sector and Public sector. For the professional private sector, in managing property,

must be someone who registered with Board of Valuers, Appraisers and Estate Agent

Malaysia (BOVEA). While, in the Public sector such as department and minister was

manage government owned real estate. In the form of managing building, it is clear that

private sector used to follow the rules or standard in appointed Property Manager. However,

there are issues involving certain public sector’s manager was not being registered by

BOVEA. It can be described by three levels of government, the federal government, the

state government, the local government and government agencies. Pressure in getting

better Property Manager in Malaysia government buildings lead to several issues in

managing sector. This study will analyze overall problem or issues that related to property

management.

Basically, high rise Government building or any high rise building, will maintained by

Facility Management. It become important for many building owner especially building or

facility in 24 hours every day operation but in KPWKM, the building only function ten hours

per day. The management that usually used in building is in-house, outsource or

combination of both approach. The approach used in the building is outsource approach

since management that involve financial will be covered by outsource management such as

Tenancy Management and facility management. The Facility Manager in KPWKM shall

undertake the Facility Management services in accordance with but not limited to the Garis

Panduan Penyenggaraan Berjadual Bangunan Kerajaan.

According to Gurjit Singh (1996), Facilities Planning process identifies user needs and

agrees service levels as the basis for designing the service. Effective planning of facilities

will ensure that they are work shaped and support work processes. Compared with our case

study, the appointed Facility Manager aims to keep the image of the building where the

KPWKM’s building is equivalent height as the building of the Prime Minister. Any defect or

deficiency will affect a person's outlook on government buildings. Most of government

buildings developed do not seek a high rental income where the main concern in

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managing its property is to give social service and maintenance of property value. Such as,

low cost housing scheme (DBKL) Government Buildings.

1.1 Scope of study

The scope area selected is Putrajaya because this area has many options for us to

choose the most intelligent building.

Figure 1: The location map of Putrajaya

To achieve the requirement of this course of work, we would like to study on the

property management in government buildings in Putrajaya. Since the Putrajaya has many

option of high rise government building. We have chosen Property Management at

Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) as our case

study which is the highest building in Putrajaya. In conducting this study also, we should

follow outlined scope given by lecturer for ensure that the objectives are achieved.

1.2 Objective of study

1. To identify the current situation of the property management and proposed action to

overcome the issues or problem.

2. To understanding towards the property to study in depth (Government Building).

3. To analyze the opportunities in enhance the business value.

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4. To help us to be more research minded by encouraging us to do more reading on

articles, journals and books in order to complete our coursework.

1.3 Importance of study

Based on objective that needs to be achieving before, we hope this study can beneficial

to those who use it. This management study on government building is important to enhance

the quality of the maintenance while kept the properties in good condition and facilities. Any

weakness encounter on management also can corrected or changed as fast as. Thus,

KPWKM building can be successful management building, give good image to public and

KPWKM will continuous choosing their old Property Manager to maintain the building.

Besides that, it is used to enhance our firm management in term of maintenance,

technology or quality of service as well as overcome any obstacle happen.

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2.0 THE DESCRIPTION OFSUBJECT PROPERTY

As requirement, we have selected the government building as our subject property.

The government building that we choose as our reference in property management is

Kementerian Pembangunan Wanita dan Keluarga (KPWKM) that located at Putrajaya. The

address of KPWKM is No. 55, Persiaran Perdana, Presint 4, 62100, Putrajaya.

Besides that, Putrajaya is also near to Cyberjaya, Puchong, Dengkil, Kajang, Bangi

and Kuala Lumpur. Putrajaya also easily access from various highway and roads. For

example, the North South Central Expressway Link (ELITE), on the edge of Cyberjaya, the

South Klang Valley Expressway (SKVE), Kajang Dispersal Highway (SILK), Sungai Besi

Highway (BESRAYA), DamansaraPuchong Highway (LDP) and Maju Expressway (MEX). It

takes 40 minutes by car, which is 38 kilometres from UITM Shah Alam to Putrajaya by using

ELITE highway.

KPWKM building also known as 4G11 Tower is the latest iconic 40-storey tower and

the “Highest building in Putrajaya”. The developer for this building is Hijjas Kasturi

Associates Sdn bhd but under the fully responsibilities by Putrajaya Holding (PjH) and the

budget to complete this building is RM200 million. It starts to be built on year 2004 and have

completed on year 2008. This building has 38 floors of office area, 2 rooftops and 3

basement car parks. 38 floors have been divided by two parts which are low zone and high

zone. Low zone is from level G until level 22, whereas high zone is from level 23 until level

38.

. Figure 2: The subject property and the sign

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The building materials for this building consist of steel diamond sub frame, aluminium

louvres, stainless steel rod, metal support and GI service ledge. All part of the buildings are

made up from the high level of materials which have such a good characteristics like long

lasting materials and weather resistance. It makes the building look such a prestigious

building and looks very convenience for the government servant.

The surrounding developments also the other building government that situated

around of KPWKM are Kementerian Luar Bandar dan Wilayah, Jabatan Kebajikan

Masyarakat, Kementerian Kesejahteraan Bandar,Perumahan dan Kerajaan Tempatan,

Kementerian Komunikasi dan Multimedia, Jabatan Peguam Negara, Dataran Gemilang,

Putrajaya International Convention Centre (PICC) and Taman Empangan Park. Refer to

Appendix B.

Figure 3: The developments surrounding of KPWKM.

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In KPWKM building, facilities also as the aspects that provided in the building for the

government servants use and occupants on that building. The example of the facilities that

provided in the building are as follows:-

•Dewan Perdana Nur •Surau •Library •Gymnasium

•Main lobby •Cafeteria •Gallery •Pantry

•Conference room •Aerobic room •Changing room •Nursery

Figure 4: The example of facilities that provided at KPWKM.

The building of KPWKM is being managed by Bahagian Khidmat Pengurusan (BKP).

It is the department that has the authority to manage in the facilities management on that

building. They have to responsibilities to make sure that the building conditions are in a good

state of repair. Besides that, BKP must be link together with the outsource based property

management company which have selected during the open tender by Jabatan Kerja Raya

(JKR) .The selected of contractor which have been fully requirement and follow the criteria is

Lapisan Rezeki Sdn Bhd. Additional to, Lapisan Rezeki Sdn. Bhd will responsible and

cooperate to managing the building condition according to specification given by BKP and

not to breach all the terms that have been stated in the agreement.

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2.1 Statement of Need

A) Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM).

Vision

The key driver for achieving gender equality, family and community development and peace

lovers as the basis for the formation of a development country fairly.

Mission

Integrating the perspectives of women and society into the mainstream of national

development and strengthening of the family institution towards improving social welfare.

Goals

Establishing a prosperous society through strategic sharing responsibilities and social

development to a service-delivery of efficient and effective.

B) Bahagian Khidmat Pengurusan (BKP)

Vision

Provide facilities management services and general administration of quality and

professional services to support the core ministries towards organizational excellence.

Mission

Provide administrative services and support the efficient and effective service to internal

customers and wildlife ministry.

Objective

Ensure that support services are provided implemented efficiently and effectively to meet the

needs of shakeholders and customers.

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2.2 The Mission of Lapisan Rezeki Sdn. Bhd

Policy is one of the aspects that usually have in one formal organization. It is more

towards the goals and achievement that they want to construct on future. Together with that

mission, the organization can predict on their future objectives for the many aspects and to

achieve the better productivity on future. The quality policy of Lapisan Rezeki Sdn. Bhd as

the good guarantees of services that be provided by the Lapisan Rezeki Sdn. Bhd. The

quality policies for the future are as follows:-

Quality Policy

“Your satisfaction is our priority” .”Our Quality Policy is ‘Your Satisfaction is Our Priority’

through continuous improvement and customer satisfaction activity, to satisfy our customers

as well as to ensure Company’s competitiveness.

We shall maintain and improve our Quality System to satisfy our requirements and needs.”

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MINISTERYB Dato’ Sri Rohani Abdul

Karim

DEPUTY MINISTERYB DatinPaduka Chew Mei Fun

DEPUTY MINISTERYB DatukAzizahMohd. Dun

LPPKN

JKMM

NIEW

ISM

JPW


3.0 THE ORGANIZATION STRUCTURE OF KEMENTERIAN WANITA, MASYARAKAT DAN KELUARGA (KPWKM).

Organization structure of KPWKM

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DEPUTY GENERAL SECRETARY (STRATEGY)

YBhgnDato’ Harjeet Singh

DEPUTY GENERAL SECRETARY (OPERATION)

YBhgnDato’ NorshamRahin

INTERNAL AUDIT UNIT

SECRETARIAT OF THE

COUNSELOR

LEGAL ADVISORY

UNIT

CORPORATE COMMUNICATION

S UNIT

NATIONAL KEY RESULT AREA UNIT

(NKRA)

INTEGRATION UNIT

GENERAL SECRETARYYB Dato’ Sri Rohani Abdul Karim


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DEPARTMENT OF WOMEN, FAMILY AND COMMUNITY POLICY

DEPARTMENT OF NATIONAL SOCIAL

POLICY (DSN)

DEPARTMENT OF INTERNATIONAL

RELATIONS

Committee of National Social Policy unit

Unit of women development

Unit of family development

Unit of community development

Planning and research unit

Branches of development policy and family

Branch of community development policy

Multilateral Unit

Regional unit

ASEAN and Bilateral Unit

Execution of National Social Policy unit

Planning and research unit

DEPUTY GENERAL SECRETARY (STRATEGY)

YBhgnDato’ Harjeet Singh


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DEPARTMENT OF ACCOUNT

DEPARTMENT OF SERVICES

MANAGEMENT

DEPARTMENTOF

DEVELOPMENT

DEPARTMENTOFINFORMATI

ON MANAGEMEN

T

ECONOMIC EMPOWERMENT

OF BUMIPUTERAS

UNIT

DEPARTMENT OF HUMAN RESOURCES MANAGEMEN

DEPARTMENTOF FINANCE

Policy and Coordination

Implementation and monitoring

Unit of development & maintenance

system

Unit of operations and

network

Implementation and monitoring

Unit of development

Unit of security administration &

logistics

Unit of secretariat coordination &

quality

Resources center Unit

Asset management unit

Management accounting

Section

Legislative and monitoring section

Financial accounting

section

Administration and Finance

Service management

unit

Unit of manpower development

Unit of performance management

Organizational development unit

Psychological management unit

(UPPal)

Finance unit

Unit of accounting

DEPUTY GENERAL SECRETARY (OPERATION)

YBhgnDato’ NorshamRahin


Based on the organization above, there area five (5) members of Ministry Of Women,

Family and Community which is Minister, Deputy Minister, General Secretary, Deputy

General Secretary (Operation) and Deputy General Secretary (Strategy). Kementerian

Wanita, Keluarga dan Masyarakat now oversees four (4) agencies under its direct

jurisdiction which include Department for Women Development (JPW), Social Welfare

Department of Malaysia (JKMM), National Population and Family Development Board

(LPPKN) and Social Institute of Malaysia (ISM).Then, under General Secretariat, there are

six (6) units such as National Key Result Area Unit (Nkra), Corporate Communications Unit,

Legal Advisory Unit, Secretariat of the Counsellor, Internal Audit Unit and Integration Unit

For Deputy General Secretary (Strategy) ,there are three (3) departments which are

Department Of Women, Family and Community Policy, Department Of International

Relations and Department of National Social Policy (DSN).

While, for Deputy General Secretary (Operation), there have seven (7) departments

which include Economic Empowerment Of Bumiputera’s Department, Department of

Information Management, Department Of Development, Department Of Services

Management, Department Of Account, Department Of Human Resources Management and

Department of Finance.

3.1 Scope of Work

Management Services Department (BKP)

Management Services Department (BKP) is responsible to control all the

activities and services which include event management, asset management, and

secretariat & quality coordination where they will appoint property manager of

Lapisan Rezeki Sdn. Bhd to monitor and control any activities and programs that will

be held in KPWKM. Other than that, BKP will manages and give an approval to any

matters that relating to government including, booking meeting rooms and food

preparation and management of files and records. It also manages the purchase,

control, maintenance and disposal of assets and inventory of office.

Bahagian Khidmat Pengurusan (BKP) also responsible to supervise the

check list of maintenance, cleaning and security undertaken by the Lapisan Rezeki

Sdn. Bhd either it fulfill the specifications and scope of work that has been agreed. If

there has any complaint from the occupants, BKP will take an action for that

complaint by instruct the Lapisan Rezeki Sdn. Bhd to get a replacement or repair.

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Secretariat & Quality Coordination Unit.

Secretariat and quality coordination has 3 units which are Quality unit,

Parliament unit and the Council Secretariat Official ceremonies. The role of

Parliamentary unit is to coordinate matters pertaining to Parliament include questions

of Representatives and the Senate, debate and winding-up and presentation of the

Bill. Besides, the units will serves to manage the quality of Total Quality Management

(TQM) of KPWKM. The Secretariat of the Councils Official is responsible to make a

maintenance work of secretariat and official functions of government.

Logistics and Asset Management Unit.

Logistics Unit is responsible for managing the logistics office and government

assets such as maintain the records of capital assets, inventories and stationery.

Besides that, it also managing the planning and asset purchases of capital assets

and arrange for disposal and loss of government assets and the management and

maintenance cost (store) of KPWKM building.

Safety and General Administrative Unit

Safety and general administrative unit is responsible for managing the

cleanliness and beauty of office space, physical security, manage all documents, files

and correspondence system and coordinate the use of document. In addition, they

also are responsible to make maintenance of official vehicles and the management of

childcare in workplace.

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Resource Centre Unit

Resources Centre Unit serves as a reference centre related data and

information as well as being a resource centre interactive to all citizens and target

groups Ministries, Departments and Agencies to support the development and

research in the field of Women, Family and Community.

Asset Management Unit

Asset management unit is responsible to manage all Mobile Asset

Government in the Kementerian Pembangunan Wanita, Keluarga dan Masyrakat

(KPWKM) and the agencies under it which include Acceptance, Registration, Use,

Storage and Inspection, Maintenance, Disposal, Loss and Write-offs. They also have

to manage the appointment of Examiners Board and Investigators committee and

serve as a secretariat for Government Asset Management Committee Meeting

(JKPAK) Ministry level.

Asset management also responsible to coordinate the preparation which

include the Capital Assets and Inventory, Examination of Capital Assets and

Inventory, Disposal of Government Mobile Asset and Action Surcharge and

Discipline.

Event management

BKP will appoint Facility Management (LR) to manage and controls all the

programs after the client obtain an approval to use the auditorium or hall. Any

decision is under BKP, so that facility management should get the approval from the

BKP such as an arrangement for the chairs, the preparations of audio visual and also

monitoring the event.

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3.2 ORGANIZATIONAL STRUCTURE OF LAPISAN REZEKI SDN. BHD

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FACILITY MANAGERJuliana Idayu Abdullah

VERIFIERMohammad Firdaus Bin Mat Din

HSE & RISK OFFICERMuhammad Hazmi Bin

Osman

CIVIL ENGINEERMuhamad Khairul Azam b. Ibrahim

QUALITY OFFICER

Chew KweeLan

ENERGY MANAGER

Vacancy

MECHANICAL ENGINEER

Muhammad Haziq b. Ramlee

ELECTRICAL ENGINEER

Vacancy

COMP.VISITING ELECTRICAL ENGINEER

Loo Keah Ching

HELPDESK &CMMSFatin Aqilah Abd Rahim

ADMIN CLERKAmirah Fatonah Azmi

ELECTRICAL SUPERVISOR

Amirul Naaim b.Abdul Halim

WIREMEN (PW4)1) Muhammad Nazim b.Mohtar2) Syahriman b.Harun

CHARGEMEN (LV) A4

Vacancy

CHARGEMEN (HT) BO

Ahmad Abdullah

ELECTRICAL TECHNICIAN

1) Muhammad Muzani b.Jarjis2) Muhammad Ashraf Bin Abdullah3) Vacancy4) Vacancy

MECH. SUPERVISORMohd Farid b.Talib

ASST.MECH.ENGINEER

Vacancy

CIVIL TECHNICIAN1) Nurmala Binti Yunus2) Nur Azizah bt.Mohd Basir3) Latif Bin Sodarman

CIVIL SUPERVISOR

Mohd.Zulkifli b.Ghafar

MECH. TECHNICIAN1) Mohamad Ridzuan Bin Mohd Zulkefly2) Muhammad Faizsal Bin Riswan3) Mohamad Hasif Hilmi Bin Sanusi4) Mohammad Hafizuddin Bin Mohd Arif5) Nasrul Afiq Bin Addenan6) Mohd Naim Bin Hashim7) Vacancy8) Vacancy9) Vacancy

WIREMEN (PW2)1) Mohd Safwan Bin Din2) Vacancy

HANDYMAN1) Mohamad Afandi Bin Ideris2) Ahmad Luqman Bin Muhammad Razali

PROPERTY MANAGEMENT OF KPWKM Based on the organization structure above, the Facility Management which is Lapisan

Rezeki Sdn. Bhd has seven (7 departments of organization. There are:

i. Energy Manager,

ii. Quality Officer,

iii. HSE & Risk Officer,

iv. Compt. Visiting Electrical Engineering,

v. Electrical Engineering,

vi. Mechanical Engineering,

vii. Civil Engineering,

3.3 Scope of work

Facility management, Lapisan Rezeki Sdn. Bhdis responsibility include control all the

maintenance of services, security, engineering services, and managing the whole of the

building. Besides, it also creates an environment that encourages productivity which is safe,

pleasing to clients and customers, meets building regulations, and efficiently.

i. Energy manager

Energy manager is responsible for overseeing and carrying out energy and

sustainability objectives for an assigned account in accordance with management

agreements and client requirements. Besides, it will maintain the records of energy

suppliers, transportation and metering companies, and regulatory bodies also maintain

the links with current and potential energy suppliers. Energy manager take an action to

conduct or arrange energy audits and surveys, performance tests and investigations and

to assist in the development of energy-conscious design, maintenance, and operation

policies in KPWKM building.

ii. Quality Officer

Quality officer is responsible for ensuring that all managers, process owners and

supervisors for developingand maintaining their part of the quality management

system.They also monitors and advises on how the system is performing, which may

often include how the workers perform their skill in management of the building, the

schedule of management systems and so on. In addition, quality officer will promoting

the quality achievement and performance improvement across the organization in the

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PROPERTY MANAGEMENT OF KPWKM building.it also responsible in setting up, maintaining controls of the documentation such

as the schedule of work in the building.

iii. HSE & Risk Officer

It provide the Health Safety Environment improvement proposals stating such as

the non-conformance, proposed corrective action, required resources for corrective

action and plan of implementation. Besides, they will review and analyze accidents and

near miss incidents and making corrective action recommendations to make sure the

building is in good condition. they also supervises the regular inspection of firefighting,

safety and emergency response equipment.To ensure regular emergency response

exercises and drills are conducted to ensure the highest level of preparedness in any

emergency andmaintains the records of such drills, providing recommendations for

emergency response improvements of the building.

iv. Computer Visiting Electrical Engineering

Computer visiting Electrical Engineering are responsible to interpret all the

information such as the design, analysis data, and operation of electrical and electronic

systems in computer. They also will operate computer-assisted engineering and design

software and equipment to perform engineering tasks to perform the detailed

calculations of establish construction, and installation standards and specifications.

v. Electrical Engineering

Electrical engineering is to perform the system such for electrical power systems

– load flow, voltage drop, motor starting, short circuit studies, and relay coordination

instalment. They also develop test requirements and assist in electrical equipment to

check out, start up, review and check all assigned project electrical installation drawings

for compliance with all company and project instructions. For example, One-line

diagrams, electrical equipment location drawings, plan drawings, details, schematics,

wiring diagrams, of technical vendor submittals for installation requirements in the

building.

Besides, electrical engineer will take an action to create technical schedule to

ensure the major electrical equipment is going smoothly and systematic. They also do

an inspection to ensure that all staff and manpower do their work as stated in work

schedule and review the technical vendor submittals for installation requirements. In

addition; they will manage, maintain, and improve electrical instruments, equipment,

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PROPERTY MANAGEMENT OF KPWKM facilities, components, products, and systems in the building. Also inspect completed

installations and observe operations, to ensure conformance to design and equipment

specifications and compliance with operational and safety standards.

vi. Mechanical Engineering

Mechanical engineering is to ensure that all instalments of plant and machinery

in the building in good condition through do an inspection the condition of the machinery

to ensure there has no breakdown or damaged such as air-conditioner, lift and so on.

besides, they also responsible to analyze and test the different of machine and their part

to ensure their function is flawless and oversee all the instalment, operation,

maintenance, and repairing of machines and equipment is functioning according to

specifications. Then, they will monitor and commissioning plant and machinery systems

in the building.

vii. Civil Engineering

Civil engineering is to estimate quantities and cost of materials, equipment, or

labor to determine project feasibility and prepare or present public reports, such as bid

proposals, deeds, environmental impact statements, and property and right-of-way

descriptions. Furthermore, they take an action in doing inspection the system that

provide in the building such as drainage and sewage disposal systems, septic systems

and so on.

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PROPERTY MANAGEMENT OF KPWKM 3.4 ORGANIZATION STRUCTURE THAT RELATED OF KPWKM AND LAPISAN REZEKI

SDN. BHD

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BAHAGIAN KHIDMAT PENGURUSAN(BKP)

KEMENTERIAN PEMBANGUNAN WANITA, KELUARGA DAN MASYARAKAT(KPWKM)

CIVIL ENGINEERINGMECHANICAL ENGINEERING

ELECTRICAL ENGINEERING

ADMINISTRATIVE

FACILITY MANAGEMENT, LAPISAN REZEKI SDN.BHD

JABATAN KERJA RAYA (JKR)

PUTRAJAYA HOLDING

PROPERTY MANAGEMENT OF KPWKM Putrajaya Holdings as a corporate company that is responsible for developing all the

administrative buildings in Putrajaya. The buildings will be leased to ministries to manage the

building and running the administrative work. KPWKM building is one example of building

leased by PJH. There have a department in the ministry who will manage the building known as

Bahagian Khidmat Pengurusan (BKP) that involve in facilities management. Jabatan Kerja

Raya (JKR) is a government body that will appoint a contractor to manage and maintain the

administrative building at Putrajaya. Lapisan Rezeki Sdn. Bhd is the contractor that has been

selected upon the open tender and has been selected by JKR for managing and maintaining the

wear and tear of KPWM.

At Lapisan Rezeki Sdn. Bhd arrangement, there has four (4) main of department which

including Administrative, Electrical Engineering, Mechanical Engineering and Civil Engineering.

Administrative department is responsible to prepare the record keeping, filing and

documentations of the building checklist or maintenance preventive planned form in operating

and maintaining in the KPWKM. There are 3 parts of maintenance such as civil, electrical and

mechanical engineering. All the checking form and checklist will be separated into the different

types of maintenance. Besides that , any recommendations by the Lapisan Rezeki Sdn. Bhd,

must refer first to the Bahagian Khidmat Pengurusan (BKP) to get an approval before the action

will be taken.

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PROPERTY MANAGEMENT OF KPWKM 4.0 PROCESS OF TAKING OVER IN PROPERTY MANAGEMENT OF KPWKM.

A) Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) and

Putrajaya Holding (PjH).

The building of KPWKM developed by Putrajaya Holding (PjH) which was completed in the

year 2011. Putrajaya Holding (PjH) is the Master Developer of Putrajaya where they were

responsibility of designing and developing the comprehensive highly strategic 20-year Putrajaya

Masterplan. Today, with more than 20 signature development projects in Putrajaya comprising

office building, commercial hubs and residential included this building of Kementerian

Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM).

Figure 5: Putrajaya Holding (PjH) Tower at Putrajaya

Putrajaya Holding (PjH) will control all building structure and condition in Putrajaya . Then, if

any building wants to make the renovation that can give an effect on the structure, the must be

under consent of PjH and get an approval from them. The renovation works usually include

either minor or major building. But, the transition process is not give a permission to make any

renovation as the KPWKM just a leased property to use on this government building.

This building is fully 100% belongs to government and Putrajaya Holding (PjH) also open

and developed other develop office building for another sector such as private sector. After the

building of currently known as Kementerian Pembangunan Wanita, Keluarga dan Masyarakat

(KPWKM) completed built in 2011 then Putrajaya Holding (PjH) has rent out for the building.

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PROPERTY MANAGEMENT OF KPWKM The building and land owned by Putrajaya Holding (PjH) where the term of leasing

mentioned in contract is 10 year and the status of the building as leasehold tenure. For the

rental paid, Kementerian Pembangunan Wanita, keluarga dan Masyarakat (KPWKM) will paid

the amount by annually to Putrajaya Holding (PjH) in a few million (total rent private and

confidential). Besides that, Kementerian Pembangunan Wanita, Keluarga dan Masyarakat

(KPWKM) also has lease the building with all immovable assets and fully furnished upon

entering the building.

Figure 6: The Example OF My SPATA at discussion room and cafeteria.

All the immovable asset that installed on that building have its own code and the record on

My SPATA. According to the briefly explain by Puan Nurazlina, she said that My SPATA is one

of the proper recording immovable asset that currently provided by the Putrajaya Holding (PjH)

when they give the leased on that building to KPWKM. This also as a change of ownership of

the asste and the KPWKM staff has authority to use on that asset. All the immovable asset that

stated in My SPATA has its own code. All code also is under consent of Putrajaya Holding

(PjH) and Ministry of Finance (MOF).

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PROPERTY MANAGEMENT OF KPWKM B) Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) and

Lapisan Rezeki Sdn. Bhd

In property management in KPWM, there is the taking over process happen in terms of

management. Lapisan Rezeki Sdn. Bhd is Facility Management company that has taking over

the maintenance work for KPWM building from the previous facility management company

which Global Facility Manager (GFM). GFM is the company that has end their contract on

February 2014.The example of transition form between this two company are private and

confidential and cannot be exposed to the public.

The Global Facility Manager also the example of list of contractor that have been selected

upon the open tender by Jabatan Kerja Raya (JKR). The Global Facility Manager (GFM) is the

example of company that have started their contract in managing and maintaining of KPWKM

building on November 2011. They responsible to provide the Integrity Facility Management on

that building. It involves from the aspects of operation and maintenance.

Upon the transition management, Lapisan Rezeki Sdn. Bhd shall ensure that the facilities

management are provided continuously without interruption. Beside that, Lapisan Rezeki Sdn.

Bhd shall undertake with appropriate resources, conditions survey of facilities, open spaces,

infrastructures and services to be handed over. During our interview session, Encik Khairul

Azzam has told us that, the Global Facility Management (GFM) is not provide any updated

consolidated updates, extracted from its condition survey and ongoing monitoring of the defects

rectification work that has been undertaken. Then, the Lapisan Rezeki Sdn. Bhd should

undertake the inspection and identify the condition of building upon wants to executed the

maintenance work.

During the transition period, Lapisan Rezeki Sdn. Bhd shall provide appropriate personnel to

attend all training sessions as to make sure that there are very effective and competent workers

to do such maintenance jobs. 2011. A full time team comprising of Management and Technical

staff is deployed for the execution of the works. The priority for the team is in ensuring the

functionality and working condition of the built environment is in keeping with the client

expectation.

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PROPERTY MANAGEMENT OF KPWKM The Lapisan Rezeki Sdn. Bhd as a new company that meet a criteria and expectation by the

specification given by Jabatan Kerja Raya (JKR). It is the selected company that starting the

contract on March 2014. They have done their joint inspection for the whole building to know the

current condition and part of building as they does not get any taking over documentation from

the previous facility management company. The term of period for the contract is 4 years and

given an allocation of RM 24 Million. The site office also has provided for the Lapisan Rezeki

Sdn. Bhd which situated at the 24th Floor of KPWKM building. It easy for them to go to the

siteand can rectify any defects and damage as soon as possible.

After entered in this company, Lapisan Rezeki Sdn. Bhd. need to do a division work and

prepare on their management plan. They should identify the preparation of checklist and also

the list of contractor that can meet the criteria and done the job perfectly. From example,

Lapisan Rezeki Sdn. Bhd. need list insurance coverage details, who are person in charge and

the contact number. Furthermore, they also need to make are detail budget of the current year

and any breakdown of expenses incurred to date and at the same time must audit their account

or statement of account.

Lapisan Rezeki Sdn. Bhd. will control and cover all things as civil, mechanical, electrical,

housekeeping and included any event. For example event management as the use of “Dewan

Perdana Nur” is exempted for any charge (FOC) for all event that wants to be held on that hall.

Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) has put a condition

for the tenant to use the hall for any event the purpose for and related to the event that closely

linked to education, community activities, and children’s festival and formal meetings.

Lapisan Rezeki Sdn. Bhd. must seek approval if they wish to make any maintenance

involving the occupants of the building should be during in working hours. For example making

pest control sprays have to announce a week earlier to the “Bahagian Khidmat Pengurusan”

(BKP) and after that they must serve the notice to all the occupants on that building as they can

alert and vigilant when spraying especially for the any occupants that have an illness and

allergic. .Lapisan Rezeki Sdn. Bhd. need to followed all the standard of procedure when they

get an approval from “Bahagian Khidmat Pengurusan” (BKP). The “Bahagian Khidmat

Pengurusan” (BKP) also have to check and monitor all the works done by Lapisan Rezeki Sdn.

Bhd. every time to make sure the condition inside the building are in a good condition and can

provide the best services for their workers and visitor.

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PROPERTY MANAGEMENT OF KPWKM 5.0 TENANCY MANAGEMENT AT KEMENTERIAN PEMBANGUNAN WANITA, KELUARGA

DAN MASYARAKAT (KPWKM).

5.1 Introduction.

To conduct the tenancy management in KPWKM, the first important thing that should

have is tenancy agreement before enter to another step. Based on National Land Code (Act

56) of 1965, tenancy agreement is govern this tenancy agreement in part 15, part 1 chapter 7

and the sixth schedule. The tenancy agreement is one of main contractual document between

the owner and the tenant that content the contractual right and obligation of both parties.

According to our case study, Pn. Nurazlina state that this KPWKM’s building is

developing by Putrajaya Holdings Berhad (Developer under Government). Although the

KPWKM is also under government building, it also should pay some of money to recover the

cost involve in developing this building.

KPWKM has only let one of the levels to tenant for managing the cafeteria in their

building. This cafeteria are maintained and controlled by the outsource company which

appointed by top management and not appointed under Facility Management (Lapisan Rezeki

Sdn. Bhd). Any agreement made regarding to the manager’s letter of appointment for tenancy

must be based on permission and the approval from Jabatan Khidmat Penggurusan and

Jabatan Kerja Raya (JKR).

The location of rented space is on the second floor where the place is divided into 3

parts. The second part is reserved for VIP, VVIP and guests specially brought to the ministry.

The following is the photo that has been taken:-

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Figure 7: The view at cafeteria

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PROPERTY MANAGEMENT OF KPWKM The entrance to the cafeteria can enter through two doors. The first door is near to part 3

while the second entrance (main entrance) is between the part one, two and three. The picture

below shows the plan for level 2:-

Figure 8: The floor plan at 2nd Floor

Facilities provided at this level such as toilet as well as Surau for muslime workers. The

figure below shows the comfort facilities provided for public use or employees.

Figure 9: The surau located at the same level of cafeteria

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Figure 10: The toilet at cafeteria

Kiosk, which was provided to tenants, is seven kiosks. Moreover, competition between

the kiosk is also high because the number of dealers who crowded. For the entire kiosk (level

two), Tenancy manager must pay RM 2400 per month to a top manager to ensure cafe is in a

controlled manner and to pay certain bills. However, the price is likely to be increased up to RM

3500 for some reasons. In addition, the tenancy manager is also responsible for ensuring that

the controlled price for each sale is not too high and not too low. The price for any sale must be

according to the standards stated by Bahagian Khidmat Pengurusan (BKP). For example the

price of a piece of chicken must be ranged between RM2.50 to RM 3.00.

5.2 Food and beverage kiosk.

The charged imposed for entirely to the tenancy manager is RM2400 between the tenant

and the owner (KPWKM’s). Thus, traders kiosk manager hired under the tenancy with the

amount that tenancy manager was satisfied with. Rental payments payable not include any

service charge due to the building’s function, not for profit. As Pn Nurazlina said, the rental

expected around RM 500- RM 1000 per month for every kiosk must pay to tenancy manager.

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Kementerian Pembangunan Wanita,

Keluarga dan Masyarakat (KPWKM)

(Owner)

Zaquan Catering (Tenant)

Kiosk Trades

PROPERTY MANAGEMENT OF KPWKM Figure 11: The charts for cafeteria management

Consequently, all maintenance, cleaner and others, is under the responsibility of facility

manager (Lapisan Rezeki Sdn. Bhd) to manage the entire building. Facility manager will monitor

them in managing property in level 2. In terms of diet, any complaint to his superiors about the

food sold as example it contains substances that affect health will be fined or penalty.

5.3 Appointment of Tenant Process.

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Fill out a rental application from portal site KPWKM

Unit Pengurusan Bangunan received a rental application

Review of the application

Tenancy Approval Application to the Perbendaharaan

Application for Approval of rental if the area exceeds (464.50mp / 5,000kp)

Applications submitted to Bahagian Pengurusan Hartanah for consideration Office Space Committee Meeting

Tenancy approval is received and will be notified

Provision of documents Agreement Penyewaan

The agreement is finalized

Preparation Minutes pieces for consideration and approval of the officer involved

PROPERTY MANAGEMENT OF KPWKM Before signing the contract between the tenant and the owner, tenant had through this following:

5.4 Term in Tenancy Agreement

According to this study, it would be hard in getting the information of term in tenancy

agreement since the contract is between the Putrajaya Company and Tenancy Manager. Even

thought, the tenant was appointed by the KPWKM, the power in tenancy management is limited.

There is certain general information that we could used:-

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PROPERTY MANAGEMENT OF KPWKM 1. Identification of parties

The owner of this building is Putrajaya Company while the tenant is Zaquan Catering.

2. Identification of property

The location of the property is building Kementerian Pembangunan Wanita Keluarga dan

Masyarakat (KPWKM) which is level 2 only. Besides that, the catering was operated in

office building.

3. Time of payment and amount of rental

Every monthly, the tenant manager will pay RM 2400 to KPWKM.

4. Use of premise

Provide Food and Beverages Only.

5.5 Fee of Service Charge

Whether the service charges is fixed or variable, the cost of services were included in

rental payments, but as costs and inflation escalated, top management wanted to make sure

they recovered all their cost every year. Some old lease still provide for a fixed charge to be

levied. These chargers cannot be varied, regardless of the actual costs to the landlord.

However, most service charges are based on the actual or estimated cost of the services and

thus vary from year to year. These are known as variable service charge.

The term of service charge commonly associated with tenancy agreement where it

levied by landlord or owner to recover the costs they incur in providing services to a dwelling. In

the tenant’s lease or tenancy agreement set out, is the way in which the service charge is

organised. The charge normally used to covers the cost of such matters as general

maintenance and repairs, insurance of the building and, where the service provided, central

heating, lifts porterage, lighting and cleaning of common areas etc.

There exists a larger gap between the above situation and our case study where the

services provided within the lettable area were not imposed any charges. Based on our

interview, they said that the service provided in government building is only to give satisfaction

and comfort to employee’s KPWKM. Furthermore, the ministry building was built not for profit,

and it was built to make a difference in government buildings. For reference, the only statutory

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PROPERTY MANAGEMENT OF KPWKM instrument related to the term of service charge is only in section 16 of Schedule H of the

Housing Developer ( Control and Licensing ) Act 1966, and regulation 1989 (Amm). However,

this act only covers residential strata type developments.

According to Gurjit Singh (1996), Many Property Manager defined that Service charge can be

defined as

“ the amount of contribution levied by the owner or developer complex on an occupier for

providing services, common facility and the maintenance and upkeep of common property”.

And they go further to say:

“Generally in practice ‘service charge’ is a term used loosely to cover for both items of service

charge and maintenance charges”

The results of our interviews in the KPWKM, in government buildings Pn.Nurazlina

inform that does not impose any charge against employees or guests used. Any facilities that

offer such as a gymnasium, prayer room, toilets and other facilities are provided such below

photo is provided for free to staff employees. Dewan Perdana Nor also available for free of

charge to any reservation occasions other than weddings. All the facilities provided is a free

service given such as taska, library and computer training room. The example of service

provided also are as follows:

Figure 12: The gymnasium

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Figure 13: The Aerobic room

Figure 14: Dewan Perdana Nur

6.0 MAINTENANCE MANAGEMENT : MAINTENANCE WORKS IN KEMENTERIAN PEMBANGUNAN WANITA, KELUARGA DAN MASYARAKAT.

6.1 Background of Study

Nowadays, facility management plays an important role in building industries in Malaysia. It

involves for 24 hour operation while becomes as an important aspects for the building owners

especially towards the building or facility on that particular building. For this reasons, it should

have a good maintenance services to sustain the function of all facilities in building whereby it

will fulfill the building users need. A planning, supervision, and organization management

contribute towards to maintaining a better quality performance all the times. In order to to

determine the maintenance aspects in facility management, a case study was conducted at

Kementerian Pembangunan Wanita, Keluarga dan Masyarakat.

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PROPERTY MANAGEMENT OF KPWKM The approach of this government building are based on the agency solely occupied concept

which have managed the property management process of the building with have their own

administration and department. The major maintenance may be appoint from the outsource

while the minor maintenance may be by their own management. We have determined while

several work of maintenance have been taking over by an outsource maintenance company that

have been appointed by Jabatan Kerja Raya (JKR). Most of the government building are using

the outsource company together to the professional ethic and also have a really competent

contractor that can do that particular job efficiently.

The contract involve between JKR and Lapisan Rezeki for 4 years and the duration may

continue on the next terms of duration. Based on the information via interviewed inform that the

starting of the contract have just been begun on the last 9 months. It was the taking over for the

whole facilities management of the building from the Global Facilities Management (GFM) and

Lapisan Rezeki Sdn. Bhd. The contract from GFM has terminated on February 2014.Once the

contract have been terminated, Jabatan Kerja Raya (JKR) has opened the tender to others

contractors then Lapisan Rezeki Sdn. Bhd has been choose to manage the facilities

management at KPWKM.

On the contract given, there are specification job and duties for the tenderer and must be

followe it.For example:-

i) The tenderer should include stimulation covering all the services stated in the scope

of work.

ii) A timetable shall be produced to cover the whole space as in the contract throughout

the contract period

iii) Planned maintenance which comprise of Planned Preventive Maintenance (PPM)

and condition base replacement.

iv) Unplanned maintenance which comprises of breakdown maintenance and predictive

maintenance.

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Figure 15: Document tender between Jabatan Kerja Raya (JKR) and Lapisan Rezeki Sdn

Bhd.

Based on the case study, it found that the facilities management implemented in the several

process planning, maintenance work system, scheduling of work and work record. Services are

including such as electrical, lift and elevator, fire security system, air conditioning system, water

pumps, housekeeping and others. They have to follow the guidelines given by JKR as informed

during signing the tender and contract with JKR.

In this study, most of the work recording, scheduling maintenance of work, standard

procedure of requirements on the proper recorded and recognized by both parties which the

client itself “KPWKM” and also the Lapisan Rezeki Sdn. Bhd. It is useful as a guidelines for the

effectives facilities and maintenance management and can contributed toward to maintain the

prestigious image of this “Tallest building in Putrajaya” and it sentimental value.

There are some indicators that must follow by the tenderer as the rules and regulation

provided by JKR. Follow the information given by Puan Nurazlina who is a Administer at

Bahagian Khidmat Pengurusan (BKP) of KPWP told that Lapisan Rezeki Sdn. Bhd has to make

sure that all the specification job done according to the term and agreement whereas if the fail

to done according to the specification then they will have a penalty for that company call

“Assertained Performances Deduction” (ASP) which the deducted sum of money calculated

when for the contractor are failure to meet the standard of KPI.

The parties hereby agree that it is not possible to quantify with any degree of precision the

amount that will be lost by the Government in the event the Contractor fails to meet the standard

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PROPERTY MANAGEMENT OF KPWKM in KPI. KPI is a key performances indicators based on the services that must be provided as

stated based on terms and agreement. The imposition of APD are stimulates when if the

Lapisan Rezeki Sdn. Bhd fails to meet the KPI and do not prepare based on the Monthly

Performances Report.

6.2 Aspect of Maintenance

There are several aspects of maintenance that should be considered as to make sure that

all the maintenance work are doing properly. The decision making are based on the clients

objectives and also to the current implementation of the building which require more productivity

and high level of manpower. The Contractor shall perform all of its obligations under its own risk

and release. From the interview via En. Khairul Adzam, he told that the Lapisan Rezeki Sdn.

Bhd has expressly agreed that in the absence where any such act, omission or negligence as

aforesaid the Government shall have no responsibility or liability whatsoever in relation to such

accident, damage, injury or death.so, the Lapisan Rezeki Sdn. Bhd have to take full

responsibilities and shall indemnify, protect and defend at its own cost and expense, the

Government and its agents and servants from and against all actions, claims and liabilities

arising out of acts done by the Contractor in the performances based on the contract.

The Contractor may also take the insurance for personnel injuries and damage of properties

for the purpose of death, damage, or loss to property, movable or immovable property the

reason of the execution of the Services and cause by any negligence, omission, and breach of

contract or default of the contractor or of any sub-contractor. The type of insurance taken by

Lapisan Rezeki Sdn. Bhd is private and confidential.

6.3 Concepts of Maintenance

In this case study, as the government building need proper maintenance and facilities

management then the expertise from the sub-contractor company have been appointed to these

management. Beside that, they also appoint for the other contractors who have their good

requirement and have an ability to maintain on that building. Such requirements are as good

track record, high technology of manpower and also their tools, good communication and

interaction between the client and the facility management teams itself and others.

In a case study, the Lapisan Rezeki Sdn. Bhd also have make such appointment and offer

the other sub- contractor in certain maintenance management such as pest control, using of

gondola and hygiene system. They will provide the equipments on certain maintenance work to

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PROPERTY MANAGEMENT OF KPWKM ensure that the standard and also the specification job are done perfectly because it can give

effects to the building healthy and to the occupants of the building. The term and agreement

between the Lapisan Rezeki Sdn. Bhd and other sub-contractors for certain maintenance work

is binding using the application form called a “wok permit”. On that particular form will indicate

the specification job and also the detail which work activity, potential emergency happen, safety

precaution, work authorization and also the specific detail for the inspection.

Figure 16: The work permit prepare by Lapisan Rezeki Sdn. Bhd .

6.4 Maintenance of work

Facilities management involve the evaluation of building quality that measure commonly.

Facilities are the part of the services involve in the managing of public use property such as

government building. There are several ways and important act to be taken to make sure that

the building in a current good state of repair. Besides that, in managing of facilities management

are taken several factors to be taken consideration such as maintenance management.

According to Othman (1996), maintenance management is a management system, or

procedure, designed to allow buildings owners or managers to look after their buildings in an

efficient, well organized and cost effective manner. Therefore maintenance covers most of the

buildings operation and also maintenance function. The scope of maintenance are divided into

many aspects such as maintenance working hour, maintenance personnel, types of

maintenance, process of building system and also to the maintenance budget. Besides that,

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PROPERTY MANAGEMENT OF KPWKM form our observations shows that there are 4 main aspects for maintenance such as civil &

structure, mechanical and also the electrical.

6.4.1 Working Hour.

According to the interview via Encik Khairul Adzam, the working hour among the

maintenance personnel at Lapisan Rezeki Sdn. Bhd is based on twenty-four (24) hours a day.

All the maintenance staff is divided into 8 hour working per day but it can be as a office hour

basis or in the shift arrangement. All the workers will supervise according to their responsibilities

working place. The contractor will be entitled to station relief staff of equal qualification for

Sundays and public holidays with prior authorization to all parties. Beside that, the Lapisan

Rezeki Sdn. Bhd will ensure there are suitably qualified staffs that will be deployed immediately

as a temporary replacement to fill if any emergency maintenance happens. There have full 24

hour control and there are the workers that will monitor and supervise all that building control

system.

6.4.2 Maintenance personnel

From our observation and identifying of site visit on the inspection at Kementerian

Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM), we noticed that there are 19

personnel that involve in the personnel management that lead by Facility Manager named Puan

Juliana Idayu Binti Abdullah and also the civil engineer named Encik Khairul Adzam and also

the mechanical engineer named Encik Muhammad Haziq bin Ramly. There are also other

important position that get along in this facilities management structure such as Competent

electrical engineer, quality officer, assistant engineer, clerk and other related position. There are

responsible to manage and monitor all their maintenance personnel and sub-contractor. It is to

make sure that all the supervision and services are in a good state and condition.

While, the numbers of maintenance personnel involve in the Lapisan Rezeki Sdn. Bhd

are 78 workers which added of 38 workers for housekeeping. All these workers are instructed to

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PROPERTY MANAGEMENT OF KPWKM make sure all their part of services and job are done according to the schedule and monitoring

by their personnel management. The positions are supervisor, chargeman, wireman, electrical

technician, Building Control System technician, handymen, housekeeper and gardener

.

Figure 17: The example of the Lapisan Rezeki Sdn. Bhd maintenance personnel uniform

The Lapisan Rezeki Sdn . Bhd shall ensure that Facilities Management staffs are

stationed at the site during the following hours:-

No. Services Monday to Friday Saturday/Sunday and

Public Holiday

1 Electrical and

Mechanical Services

0700 to 1800 As and when required

2 Civil Works 0700 to 1800 As and when required

3 Housekeeping

Services

0700 to 1800 As and when required

Figure 17 : Schedule for working hours

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PROPERTY MANAGEMENT OF KPWKM The Building Control System (BCS) room to be manned 24 hours. The Lapisan Rezeki

Sdn. Bhd have required minimum 30% of the overall staff working on Saturday, Sunday and

Public Holiday as and when required. But BCS technician will not involve in corrective or

preventive maintenance work outside the room. At all other time , the staff always on call and

responds as per KPI when required. The Contractors have to make sure that its staff wear a

clean uniform at all times. Besides that, it also as the responsible to provide appropriate

equipments for all staffs successfully perform their duties. It is important to make sure that all

the staffs are suitably experienced, licensed and qualified to undertake their respective duties.

6.4.3 Maintenance budget

The main instrument of financial control is the budget. Maintenance will be planned

some time in advance of execution and that resources are limited. Most budgets are established

on an annual basis. For example, for maintenance, the longer term budget is more desirable.

While, the shorter term budget that monthly basis are necessary to accommodate unforeseen

work of changed condition. According to the Puan Nurazlina said, the maintenance provision

budget by Jabatan Kerja Raya (JKR) is RM twenty-four (24) million for 4 years terms of contract.

The Lapisan Rezeki Sdn. Bhd should use accordingly to the provision stated by JKR.

The provision for maintenance budget are as follow:-

Maintenance aspects RM

1) Civil & Structure 2.5 Million

2) Housekeeping 2.5 Million

3) Pest Control 1 Million

4) Mechanical 3 Million

5) Electrical 3 Million

6) Operation Management 10 Million

7) Others 14 Million

Figure 18: The provision of maintenance budget

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PROPERTY MANAGEMENT OF KPWKM Most of the maintenance aspects will spend it budget according to the list and items that

included such as for the civil structure, the budget include in the floors and flooring, internal

partition, built in furniture, signage, carpets, , reinforced concrete structure, painting and others.

While for the housekeeping such as cleaning of public area, restroom, control room, waste

disposal system, hygienic system, landscape area and water feature.

All the budgets are divided into the major aspects and must use of that budget efficiently

and reasonably. Any budget maintenance that are exceed or out of term agreement must get an

approval from Bahagian Khidmat Pengurusan (BKP) and that propose budget and plan must be

reasonable and can give benefit towards the building healthy and benefit for occupants. The

Lapisan Rezeki Sdn. Bhd must ensure that the financial performances and liabilities reports are

accurate and delivered in a timely manner. From the information given, each year the Lapisan

Rezeki Sdn. Bhd shall undertake a rolling 5 year-forecast cost estimate for the scheduled capital

replacement of all assets. Beside that, the financial management should included such as:

i. A description on how the Lapisan Rezeki Sdn. Bhd will ensure the financial system used

shall remain transparent to the Bahagian Khidmat Pengurusan( BKP).

ii. A detail of expenditure limits for capital expenditure and operation expenditure

procurement including internal staff expenditure delegation limits.

iii. A process for requesting funds from the Bahagian Khidmat Pengurusan (BKP) for capital

expenditure or operation expenditure above the Lapisan Rezeki Sdn. Bhd expenditure

limits

6.5 Scope of Maintenance

Based on our findings shows that the facilities management by Lapisan Rezeki Sdn. Bhd

has make an effective schedule and scope of work for the management teams. There are four

(4) main aspects in the maintenance scope such as civil & structure, mechanical and electrical

and other operation maintenance. The engineers are responsible to carry out the

comprehensive Facility Management according to their scope and expertise. Such as the

mechanical engineer will monitor and supervise all the mechanical system in Building Control

System (BCS) and the process and system involve to maintain the system and ensure the all

the building system process are run smoothly. The scopes of maintenance include the

management of within the assets boundaries. Besided that, the system of implemented by

Lapisan Rezeki Sdn. Bhd also have recognized and compliance with MS ISO14001.

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PROPERTY MANAGEMENT OF KPWKM The Lapisan Rezeki Sdn. Bhd shall administer and manage the operation, maintenance,

and metering utilities for the provided services such as electricity, domestic water supply, chilled

water supply, and other utility services. The Contractor shall liase with all utility providers from

time to time and manage all enquiries relating to Facility Management. The Lapisan Rezeki Sdn.

Bhd have prepared the appropriate management plans for every components of the Facility

Management. Each management plan should be submit and referred to in the Scope of Work

for review, comment and approval by Bahgian Khidmat Pengurusan (BKP).

There are two types of maintenance that monitor or supervise by Lapisan Rezeki Sdn.

Bhd which are Planned Preventive Maintenance (PPM) and Corrective Maintenance (CM).the

specific plans and procedures for the maintenance of each facility will be specified at the

Maintenance Plans (SOPs). All the description of the maintenance jobs will be specified at the

maintenance plans include the description, facilities components and maintenance frequency.

The Plans also relate to reference documents such as the manufacturers’ manuals and

standards.

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Type of Maintenance

Planned Maintenance Unplanned Maintenance

Emergency Maintenance

Preventive Maintenance

Corrective Maintenance


Figure 19: The classification of maintenance

i. Corrective Maintenance

The corrective maintenance is the work/repairing/servicing or testing that carried out after

failure has occurred and is intended to restore an item to a state in which it can perform to

its required function as per designed. From the information given, the corrective

maintenance that usually done by the Lapisan Rezeki Sdn. Bhd always as a minor

maintenance such as exchange the head pipes

Ii Preventive Maintenenance.

The Preventive Maintenance is the planned and scheduled work done/repair/servicing and

testing carried out at pre-determined intervals period to prescribed criteria, intended to

reduce failure, environmental damage or the performance degradation of an item to prolong

the life expectancy of the equipment. Besides that, it usually involve the work to carried out

to prevent major repair and before stoppages of the equipment can happen.

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PROPERTY MANAGEMENT OF KPWKM Figure 20: The example of Planned Preventive Maintenance checklist for Daily

Housekeeping works.

6.6 Maintenance Schedule for Mechanical Works.

The Lapisan Rezeki Sdn. Bhd shall carry out the operation and maintenance of the mechanical

services and systems of the Kementerian Pembangunan, Wanita dan Keluarga. It shall replace

all damage or worn out items due to wear and tear in the system upon finding. The works

include the following services but not limited to the:-

Air conditioning and Mechanical Ventilation system

Fire alarm and Fire fighting system comprising of:-

-Hose reel, wet riser, sprinkler, fire alarm, monitoring and detection system, portable fire

extinguisher

Lift, Gondola

Cold Water Supply and Booster Pump System

Building Control System (BCS).

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PROPERTY MANAGEMENT OF KPWKM The Lapisan Rezeki Sdn. Bhd will supervise all the work done by the technician and the total

number of personnel to be provided to undertake this works sufficient numbers and it should get

an approval from Bahagian Khidmat Pengurusan (BKP). All the services and maintenance

works will be keep on the maintenance book and the contains should briefly details the services,

maintenance, repairs carried out on the system or equipment for checking purposes. All the

works will utilize the records to produce a summary of the works carried by personnel and

submitted to the BKP at the end for each month.

No. Description Maintenance Frequency

1. 1.0 Operation

The Lapisan Rezeki Sdn. Bhd will monitored through

Building Management System and response to any

complaints with regards to day to day operation. The

inspection also be done include works such as visual

inspection, checking, monitoring, cleaning, etc.

The monitoring to ensure the readings in Building Control

System are corresponding to the actual reading at site

using digital thermometer.

2.0 Maintenance

The maintenance of Air Conditioning shall carry out as

following :-

Air Handling Unit (AHU) and Fan coils

-Inspect AHU and all fan and fan bearings.

Replace if trace fault and rectify.

Take reading of current, voltage, pressure,

temperature and etc. Compare with design

readings.

Daily

Daily

Monthly

Daily

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2. 2.0 Fire Fighting System

General

Manage and supervise the Fire Detection and

Alarm, Fire Monitoring and Fire Fighting System

Operation which shall include:-

- Control and operating for all fire system

- Man the fire control room during and after office

hours.

- Inspect, repair/replace and test the operation of

the complete fire fighting system

- Attend to any complaint, urgent request by BKP

2.1 Maintenance

Sprinkler System

- Inspect that sprinkler heads are obstruction free.

- Inspect any missing, damaged or deteriorated

parts on the sprinkler head. Repair or replace as

necessary.

Daily

Daily

Third month

Daily

Daily

Daily

Daily

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-

Fire Detection and Alarm System

- Inspect Fire Detection and Alarm System. Trace

the faults and rectify as necessary.

- Inspect and test the functionality of break glass

unit or manual call point. Repair or replace as

necessary.

- Inspect and test the functionality of detectors.

-

Fire Intercom System

- Inspect and test the control wiring and circuitry.

Random test of the call, talk and fault mode.

- Inspect the condition of the panel and its housing.

Monthly

Daily.

Monthly

Monthly

Monthly

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-

Portable fire Extinguisher

- Inspect any missing, damaged or deteriorated

parts on the cylinder, pressure gauge, hose

connector, discharge valve, handle, cylinder

safety pin, seal and cylinder holder.

- Inspect the condition of the content. Refill or

replace as necessary.

-

Monthly

Monthly

3. 3.0 Lift and Escalator

- The contractor personnel shall man Building

Management System control room and respond to

Monthly

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any complaint with regards day to day operation

and carry out rescue operation to any person

trapped in the lift and on the escalator.

-

3.1 Maintenance

Lift Car

- Inspect riding comfort, abnormal noise, vibration

and leveling. Adjust as necessary.

- Inspect alarm bell, intercom, voice synthesizer.

- Inspect button, switches and indicators condition.

Building Control Room

- Inspect operation of master intercom

- Inspect operation of key switches.

- Inspect operation of monitor, CPU and keyboard.

Repair and replace as necessary.

-

-

Monthly

Monthly

Monthly

Monthly

Monthly

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4. Water Pumps

- Inspect and monitor the Domestic Cold Water

inclusive of booster pumps, distribution pumps,

drinking water pumps.

-

-

-

-

-

Monthly

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-

Figure 21: Schedule of Maintenance work for Mechanical Services.

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PROPERTY MANAGEMENT OF KPWKM 6.7 Maintenance Schedule for Housekeeping

6.7.1 Scope of Works.

The scope under housekeeping services are as follows:-

1) Cleaning services

2) Hygienic services

3) Waste disposal services

4) Exterior cleaning

The cleaning services done by in-house which provided by Lapisan Rezeki Sdn. Bhd itself. It

to ensure the quality of cleanliness of all office spaces and all external area that is associated

with the building that will be done once a year depend on condition of gondola and weather

except internal area of kitchen, restaurants and cafeteria area which done by the respective

operators themselves. All the mechanical equipment and chemicals using by the employee

must get an approval by Bahagian Khidmat Pengurusan (BKP). The total cleaner at the

KPWKM based on the information given by Encik Khairul Adzam was around 40 person.

All the sanitary fittngs inside the rest room such air air freshner, antiseptic, toilet tissue and

supply sanitary bins for female toilets must adequately supply and replace as necessary. For

the waste disposal at KPWM under the responsibility of Authority such as Indah Water. Besides

that, there have a clinic at Level 4 for the use of government servant if there need to meet with

the doctor. All the waste clinical disposal will be done by the Pantai Medivest as it need proper

way to dispose all that kind of things from spread the sickness to all the occupants in the

building.

A schedule programme for all the housekeeping that stated in the scope and specification

shall provide and follow the schedule and frequency the service approved. The maintenance

schedule for housekeeping are as follows:-


1. Public Area

-Sweep, wash and buff all lobby floor, covered ways,

areas to ensure the maintaining of high luster and the

highest quality floor.

- Spot clean all doors, door frames, door handles,

Daily

Daily

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2.

3.

4.

5.

walls and light switches to remove fingerprints, spills

and other markings.

- Empty all waste bin and replace plastics bags

where required. Plastic bag are to fit waste bin in

such manner as to not overhang the top by more

than two (2) inches.

Elevators

-Clean the elevators doors to remove fingerprints

- Clean and polish all elevator door threshold.

- Clean all the elevators walls and wipe down all

buttons on the interior.

Daily

Daily

Daily

Daily

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Passageway and Coveredway

-Sweep and damp mop all areas, spot clean all walls.

Refuse bin center

-Sweep and keep the area free from litter and

spillage.

Hall and Auditorium.

-Sweep and mop parquet floor.

- Wipe to remove dust to table, chair and sofa.

Daily

Daily

Daily

Daily

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1.

2.

3.

4.

5.

6.

Public Area

-Edge vacuum carpeted area of corridors.

- Vacuum all carpeted area, remove stains with

carpet stain remover and any gum should be

removed.

Elevators

-Wash freight elevator walls and wipe lobby and

garage elevator walls with treated cloth.

-Strip and wax all elevator flooring.

Passageway and coveredway

-Dusting to remove cobwebs, foreign materials and

dirt to all areas.

Signage

-Damp wide clean.

Curtain and blinds

-Dust to remove cobwebs, foreign materials and dirt

to all areas.

-Clean with wet cloth (for blind only)

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

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Refuse bin center

-Wipe wall to remove dirt, stain and foreign materials

using approved chemical where permissible

Weekly

No. Description Maintenance frequency

1.

2.

3.

Public Area

-Wash all interior lobby glass windows

-Wipe all doors and door frame

Elevators

-Wipe elevator light fixtures and frames.

-Wipe all mirror work on ceiling of elevators

Basement car park

-through sweeping using sweeper machine, remove

oil spillage when necessary.

Monthly

Monthly

Monthly

Monthly

Monthly

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4.

5.

Passageway and coveredway

-Wash all glass and tempered glass for roof or walls,

or both sides.

Hygenic services

-Automatic air freshner for each toilet.

-Supply of sanitary bins for female toilet with bacterial

vapour action disinfects the sanitary disposal.

Monthly

Monthly

Monthly

6.8 Maintenance Work for Pest Control

6.8.1 Scope of Work

Pest Control Services is done to provide an effective control and preventive action to all

types of pest inside and outside the building. For example for timber structure or the

surrounding area that is associated with the buildings to ensure the building is free from pests.

The equipments and chemicals used must be safe, good quality and in accordance with the

specification and relevant standards. For the Pest Control Services will be provided by the sub-

contractor and they must get an approval from BKP and serve the notice before a few days to

make a pest control

The scope of Pest Control Services Provided are:

Fogging

Rat baits

Spraying and baits for ants and coackroaches.

No. Description Maintenance frequency

1. -Fogging using resigen, aqua resigen and

sumithion.

-Rat baits

-Spraying and baits for ants and coackroaches.

Two times per month

Monthly

Two times per month

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PROPERTY MANAGEMENT OF KPWKM Figure 22: Maintenance Schedule for Pest Control

6.9 Maintenance for Electrical Works

Based on the standards 5 in Malaysian Property Management Standards said

maintenance is key aspect of property management and it is essential that the building is kept in

good condition and facilities in an optimum operable state. Building maintenance defined as

work that can be undertaken in order to repairing, restore its services and surround to a

currently acceptable towards statutory requirement and to sustain the utility and value of the

building towards retaining the highest return of investors.

6.9.1 Maintenance Electrical Personnel

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Figure 23: The Organizational Structure of Electrical Maintenance

This building supervised by Lapisan Rezeki Sdn Bhd has a group of expertise in

overseeing Kementerian Pembangunan Wanita, Keluarga & Masyarakat (KPWKM) Putrajaya

Building’s. It is divided into three which is Civil, Mechanical Maintenance and Electrical

Maintenance.

This specification for Electrical Services forms part the Specification and together covers

the supply of all materials, equipment, plant, labor and necessary incidentals for the

management, operation and comprehensive maintenance of the Electrical Services of the

Bangunan Pejabat Kerajaan Lot 4G8, Presint 4 Putrajaya.

According to Mr. Muhammad Khairul as a Management Reprehensive stated that every

department play as a major role in maintaining the building especially government building.

They need to maintain the image of the building so that it remains as building prestige. All the

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Electrical Engenieer

Component Visiting

( Keah Ching )

Chargemen (HT) BO( Ahmad

Abdullah Hj Karim )

Electrical Supervisor

( Amirul Naim )

Electrical Technichan

( Muhd Muzaim )

Wireman ( PW 4 )

( Shahrullah )( Muhd. Hazim )

Wireman (PW 2)( Mohd

Safuan )

Audio Visual Technical

( Ahmad Fazri )

PROPERTY MANAGEMENT OF KPWKM equipment has been prepared by government, so they just to manage and keep maintain. He

said the competent Electrical Maintenance teams shall carry out regular twice a month

inspection of the whole of the Electrical services and carry out all testing, major fault

investigations, etc and submit the necessary reports.

6.9.2 Operation and Maintenance works.

Before do this work, all security aspects should be taken by all employees because this work

high risk and can be fatal if no security measures. So the company has prepared a General

Guidelines prior to maintenance work as follows:

I. Ensure the safety of all protective personnel equipment (PPE) by following of safety

rules and regulation.

II. The work shall be executed by competent person.

III. Permit to work shall be obtained before any shutdown or testing work is done.

IV. Display of safety signage during maintenance activities shall be done at all times

In addition to responsibilities of the Property Manager as spelt out in the specification the

Contractor shall also carry out regular periodical testing on all electrical installation including

recalibration of all protection relays. The calibration of protection relays shall be carried out by

an approved Electrical Services Contractor and Electrical Services Engineer. Equipment used

for testing and calibration shall have been calibrated by an approved and accredited laboratory.

6.9.3 Routine Maintenance plans

The aims of maintenance plan as follows:

The cost of maintenance will be reduced

The property has been structured and maintenance in a systematic matters

The emergency situation can be cope with proper ways

There are having two maintenance plans which is Planned Maintenance and Unplanned

Maintenance.

The Planned Maintenance is a routine maintenance that has been planning for specific

schedule. Plan maintenance has organized at the initial stage that can control the damage or

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PROPERTY MANAGEMENT OF KPWKM avoid unexpected damages. Plan Maintenance works it’s depend on situation. For example in

term cleaning, administration work and etc

The Unplanned Maintenance is an unexpected of maintenance that occur within the

stipulated time. This type of maintenance occurs such as plumbing, air-conditioner not function

well, lighting and electrical. The purpose to prepare this is to minimize the cost during

maintenance work. So the damage can be fixed immediately before it make worst situation.

So, Lapisan Rezeki Sdn. Bhd has done Periodic Maintenance Schedule and Planned

Preventive shall be as recommended by the Property Manager. Before that, Property Manager

shall liaise and obtain the necessary Permit-to-Work (PTM) and shutdown permission from all

the staff which in Kementerian Pembangunan Wanita, Keluarga & Masyarakat (KPWKM) prior

to any servicing, maintenance works, testing and shutdown.

6.9.4 Schedule of Maintenance Works.

The maintenance team shall follow strictly the maintenance frequency as listed and such

inspection/ repair/ replacement record shall be verified by Facility Manager. This report shall be

submitted to the Standard Operation (S.O.) as a supporting document for the monthly payment

together with the monthly invoice. The S.O. shall be entitled to deduct payment for any

maintenance works not carried out according to the stated frequency.

The amount deducted shall be according to the stated frequency. The amount deducted

shall be according to the contract price or fair market rate. All work mentioned in the schedule

shall inclusive of repair and replacement works. The Maintenance Schedule in this Specification

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PROPERTY MANAGEMENT OF KPWKM for Electrical Services, together with relevant manufacturer’s recommended maintenance

schedule shall for routine maintenance work schedule of the Supervisor.

Lapisan Rezeki Sdn. Bhd. Has their own specified schedule of the maintenance work

within the building itself. According Mr. Amirul Naim as a Supervisor of Electrical Maintenance,

the schedule has been creating as required Fire Department and also fulfills standard ISO1900.

It is important to ensure all electricity works are functioning without any unsuspicious and to

achieve the standard of quality with comply statutory requirement. Based on the schedule we

received, the schedule below shows the timetable works for Electrical Preventive Maintenance

in October 2014.

1) High Voltage System Section:


1, Metering (Voltmeter and Ammeter)

- Ensure that the Analog Meter pointer is at zero

when not in use

- Record voltmeter and ammeter maximum readings

to ensure correct readings and no occurrence of

overload.

Daily

Daily

2.

3.

Direct Current

-Check and clean terminal, link from acid

corrosion/dust/oxidation.

D.C Supply

- Premeasured and record cell output voltage after

maintenance

Weekly

Weekly

4. Switch/ Equipments rooms

- Cleaning of switch rooms

- Cleaning of cable trench (ensuring it is clean, water

free and slab cover and well positioned)

- Ensure no water flowing into switch rooms (repair if

Weekly

62 | P a g e


faulty)

5. High Voltage Switchboard (11kv and above)

-Check and ensure all connection, conductors, fuse

is in working properly

Yearly

2) Main Switchboard / Sub-Switchboard and Low Voltage Components Section:

No. Description Monthly frequency

6. Main Switch Board (MSB)/ Sub Switch Board (SSB

- Check all indicator light, selector switches,

voltmeter, ammeter, are working properly ( replace if

faulty )

- Inspect and verify the condition of cables for burn

mark, insulation leakage and other abnormal

conditions.

Daily and Weekly

7. Air Circuit Breakers (ACB)

- Inspect and retighten all control wiring and

connections inclusive of sliding contacts.

- Test tripping mechanism to ensure that it is in good

working condition.

- Clean all insulating parts

- Adjust and calibrate circuit breaker

Weekly

Weekly

Every 6 Month

3) Electrical Testing Section:


8. Fluorescent Luminaries

- Check condition of components of light fitting e.g. Daily

63 | P a g e


Cable, lamp holder, lamps( replace if faulty)

- Check and ensure that the tube is in good condition.

- Ensure that “Keluar” sign is in good working condition (

repair/replace if faulty )

- Inspect and ensure that no burnt marks at both ends of

the tube

- Test emergency light fittings

Weekly

Monthly

9. Switches and Switch Socket Outlet

- Ensure no damage from visual inspection

- Ensure all Switch Socket Outlet are functioning ( repair

if required )

Weekly

Monthly

10. Fan ( Ventilating and Exhaust )

- Ensure continuous rotation/ functionality

- Ensure that no noise Being generated (repair if noise/

faulty )

- Ensure all the fan are functioning including ventilation

and exhaust fan

- Ensure that the exhaust fan is not blocked.

Daily

Monthly

Figure 24: Schedule maintenance for electrical work.

6.10 Maintenance for Civil Works, Structure and Architecture Works,

Based on our interview, Mr. Khairul Azam is responsible to carry out maintenance for

civil, structure and architecture works. He with his team is very committed to do their job with full

responsibilities. He said that, in Lapisan Rezeki Sdn Bhd, there are specific jobs of maintenance

were carried out by each team. In managing the building of Kementerian Pembangunan,

Wanita, Keluarga dan Masyarakat (KPWKM), there is several condition that must they manage

well in order to keep this building is managing professionally, well maintained, utilizing trend

analysis, condition based systems and predictive techniques.

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PROPERTY MANAGEMENT OF KPWKM The civil, structure and architecture works are not restrict on building structure only, but

it must keep along with installed asset, machinery, equipments, fixtures, fittings and finishes.

The civil, structure and architecture works are included a building element such as follows:

External including a fencing and gates, walls, swimming pools, signage and drainage.

Interior including a decoration and paintwork, carpets, partitions, ceiling and windows.

Exterior including a handrails and grilles, roofing and rain water goods.

However, the main works that they must really care are as follows;

Structural Framework.

Roads, Hard Standing and Road Furniture.

Monsoon Drains, Culvert and External Drains.

Plumbing and Sanitary Systems.

Slopes and Earth Retaining Walls

Cold Water Tanks.

Based on interview with Mr. Khairul Azam, since KPWKM’s building was newly built, the

framework structure is in good condition. Then, all systems and building structure are well

maintained make easier for them in preserving this building. With the cooperation of his

teammates, they can do their work effectively and efficiency to keep this building well

maintained. Mr. Khairul Azam said again, he and his team are supervise by Bahagian Khidmat

Pengurusan(BKP) which controlled by top management. Their tracking record and works done

were checking with the top management every end of the month.

BKP were provided them a schedule for guiding them in order to keep this building well.

The schedules are dividing by day, weekly, monthly, yearly and seasonally. The schedules are

as follows:

Number Details Maintenance Frequency

D W M 3M/6M Y/2Y

1.0 Roofing

- Inspect of roof trusses. 2Y

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PROPERTY MANAGEMENT OF KPWKM - Type of roof structure.

- Roof finishes for cracks and leaks.

- Water proof and vapor barrier.

- concrete flat roof

3M

3M

Y

Y

Schedule 1

In Schedule 1, Mr. Khairul Azam and his teammates are checking the condition of roof.

Firstly, they will inspect the integrity of roof trusses along Professional Engineer with directed by

Safety Officer. This inspection occurs once in 2 years. Then they inspect all type of roof

structure and replace if any broken happen, then they inspect roof finishes cracks and leaks and

replace immediately if necessary. For this inspection occurs every quarterly in a year. Same

goes to water proof and vapor barrier is change if it leaks. Lastly is inspection of concrete flat

roof to detect cracks and leaks and repair and replaces if necessary. This inspection basically

occurs once in a year.


D W M 3M/6M Y/2Y

2.0 Rainwater Goods(Inclusive Of Gutter)

- Inspect members including hanger and

bracket

- Rainwater goods.

- Ceiling board.

- Concrete gutter.

X

3M

3M

Y

Schedule 2

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PROPERTY MANAGEMENT OF KPWKM Schedule 2 shows that the maintenance of rain water guts and the maintenance

frequency. For hangers and brackets, they will inspect integrity to check whether the hangers

and brackets were lost. it is check once in a three months. Then, they also check rainwater

goods if any leakage and repair or replace if necessary. Then, the team will inspect a ceiling

board if any cracks are happen there. They are check once in a month regarding ceiling board

are not a waterproof. Lastly in this schedule, they are inspecting the concrete gutter to detect

any deformities, cracks, and current status of screedings.


D W M 3M/6M Y/2Y

3.0 Ceiling

- Inspect ceiling structures

- Ceiling finishes. X

3M

Schedule 3

In Schedule 3, it is all about ceiling. Regards on Mr. Khairul Azam, his team will inspect

ceiling structures including brackets and hangers once in a three months. It is to prevent from

ceiling slide from the top. Then they inspecting ceiling finishes inclusive a cornices and if any

damages, they will replace it quickly. This inspection occurs once in a month.


D W M 3M/6M Y/2Y

4.0

4.1

4.2

Walls

Brick

-inspect for cracks and deflection.

-defective finishes.

Curtain Wall, Window and Glazing

- inspect for deflective glass plate.

- inspect for corrosion

X

6M

3M

6M

Schedule 4

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PROPERTY MANAGEMENT OF KPWKM Schedule 4 state that the maintenance of walls including the brick wall and curtain wall,

window and glazing. The main inspection of brick is to check whether the brick are crack and

deflect. If these things occur, the inspection team will replace with new brick and occurs once in

a half of a year. Then once in a month, they also check a finishes which had a defect and repair

it. For curtain wall, window and glazing, the team is inspect the defective glass plate quarterly of

a year and repairs it if any damage happens. For corrosion, they replace with new items and

basically inspect once in a half of a year.


D W M 3M/6M Y/2Y

5.0 Floor

- Inspect surface of floor

- inspect any leakages. X

3M

Schedule 5

In Schedule 5, it is focusing on floor maintenance. In floor maintenance, the team is

inspecting the floor surface. If any cracks or deflection of the floor surface, the floor should be

repair. It is necessary to inspect the floor once in six months. Every floor has to tend a water

rising problems, so it is necessary to inspect any leakages once in a month. The civil team

inspects any leakages then repair with planting a water proof material in the floor.


D W M 3M/6M Y/2Y

6.0 Internal Partition

- maintain all accessories, fixtures and

finishes.

- inspect accessories, fixtures and

finishes.

3M

3M

Schedule 6

Schedule 6 state that the focusing on Internal Partition such as accessories, fixtures,

fittings and finishes in the building. So the schedule state that once in three months, the team

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PROPERTY MANAGEMENT OF KPWKM must maintain all accessories, fixtures and finishes in a good condition and repair or replace if

necessary. It is important because it will destroy the inner beauty of this building if do not

reconditioned.


D W M 3M/6M Y/2Y

7.0 Door (includes Fire rate door)

- maintain door finishes.

- inspect alignment of door frame.

Install lock for all the service room.

X

3M

Y

Schedule 7

Next schedule is door. Fire door also included in this type of maintenance. The team is

responsible to maintain door finishes in a good condition. If the door looks obsolete, they shall

repainting the door or vanish it. it can be done once in a month. Next is inspecting the alignment

of door frame. The misalignment of doors can be happen caused by movement of structure that

can be inspecting once in a year. Lastly is supply and install lock for all service room. It is

important because in term of security can prevent them from dangerous and create privacy.


D W M 3M/6M Y/2Y

8.0 Plumbing and Sanitary System

- check domestic water pump.

-inspect broken toilet fittings and

accessories.

X

X

Schedule 8

Schedule 8 state that the important to maintain plumbing and sanitary system since it is

the accommodation for the occupant of the building. Since it is important, it takes immediately

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PROPERTY MANAGEMENT OF KPWKM action and at least one week to solve the problem. As example, the team shall inspect the

domestic water pump and related components, adjust or repair and replace if necessary. Then

immediately repairs when the broken toilet’s fittings or accessories happen here.


D W M 3M/6M Y/2Y

9.0 Signage

- Inspect all signage. X

Schedule 9

In Schedule 9, the civil team shall make sure that all signage in good condition and

there are not any misunderstanding to occupants. The signage shall in proper way, not

dangerous and at right place. This is important because easier to building user move freely

within this building.


D W M 3M/6M Y/2Y

10.0 Painting touch-up

- Inspect painted surface. X

Schedule 10

Lastly, Schedule 10 states that maintenance of painting touch-up. Painting touch-up is

necessary when the stains and defects had on the surface of something. Then the civil team

shall touch –up painting to much existing which the maximum area is equal to 10m2.

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PROPERTY MANAGEMENT OF KPWKM There are have also schedule maintenance for carpet, reinforced concrete structure,

timber structure and finishes, sewer lines and manholes, grease trap and other that can be

include in this maintenance. Every schedule is important. It is because it will keep this building

well, preserved and a long lasting of the building age. Basically, maintenance must compliances

with a suitable act. In civil works, it is compliances with Uniform Building By-Laws 1984 so the

building has its own rule to be obeyed by the team management and occupant of the building.

7.0 STRENGTH, WEAKNESS, OPPORTUNITIES, AND THREATS ANALYSIS AT

KEMENTERIAN PEMBANGUNAN WANITA, KELUARGA DAN MASYARAKAT.

1) Identification of the Strength

The location within strategic area is the first strength of Kementerian Pembangunan

Wanita dan Keluarga (KPWKM) building. The location of KPWKM is within the vicinity of

administration centre located at Putrajaya.. The KPWKM building is located in a systematic area

where there has the facilities, infrastructures and amenities in surrounding of the building such

as Masjid Tuanku Mizan Zainal Abidin or known as “Masjid Besi”, Putrajaya International

Convention Centre (PICC), The GALLERIA, Perbadanan Putrajaya and also recreational park

such as Dataran Gemilang to do the recreational activities and also the restaurants and others.

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PROPERTY MANAGEMENT OF KPWKM In addition, this building can be seen directly from the prime minister's office (JPM)

building. The light will directly spot to the JPM’s building if there have any programme or events.

It also near with another government buildings such as Jabatan Pendaftaran Negara (JPN),

Kementerian Komunikasi dan Multimedia (KKM), Kementerian Kesejahteraan Bandar,

Perumahan dan Kerajaan Tempatan (KKBPKT) and others. Therefore, if there are any

programme or events held by KPWKM , the surrounding development will noticed and come to

join on that program.

The second strength is the accessibility. The location KPWKM building within a good

accessibility because the location of the building located at a government administration center

place and near to the other commercial area which is such as Cyberjaya, Puchong, Kajang,

Bangi, Dengkil and Kuala Lumpur. Besides, it is easily accessible from various highway and

roads. For example, the North South Central Expressway Link (ELITE), on the edge of

Cyberjaya, the South Klang Valley Expressway (SKVE), Kajang Dispersal Highway (SILK),

Sungai Besi Highway (BESRAYA), Damansara-Puchong Highway (LDP) and Maju Expressway

(MEX). Therefore, the easy access can be other factors for the visitor to come to Putrajaya to

manage affairs concerned with government and to spend the time with family. The road

highway that provided will give the people convenience to come with the car and public

transport such as Bas Nadi Putra.

During our site inspection, there are ongoing works for installation the solar energy. The

installation of the solar energy can be a third factor for the strength of subject property. The

KPWKM building will be installed the solar energy systems in which it will save energy of

electricity in the building especially during the day. Besides, it will reduce the cost of

maintenance of the building because the lighting is from the solar system which directly through

into the building. It can be another specialty for Therefore, they no need to use more electricity

in the building and the system can be maintained smoothly.

As a KPWKM building is very well established and known as “Tallest Building in

Putrajaya”. It have a prestigious name and can be represented for the country. It can be one of

the factors that will attract foreign investor and can be as attraction to the tourist. The building

also can produce the good images for Malaysia and the building will look luxury. Another

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PROPERTY MANAGEMENT OF KPWKM strength is the good raw material made up to construct on that building. From the information

given, the building materials used are more toward the good weather resistance, durable, and

high strength of material to cover the plate glass and also the metals.

2) Identification of the weakness

The weaknesses of the building are the issues/ problems that we have been identified while

doing the site inspections. The weaknesses of the building can be recovering from the adequate

plan for the short, medium and long term plan. The first weakness that we have been identified

was the lack of parking provision at KPWKM. The KPWKM building has only 3 levels of

basement parking for the staff and seasonal parking only. The visitors have to park their car at

the outdoor area that is not well maintained and the safety for the visitor will be threatened. The

terrain for the car parik is undulating and grassy. Therefore, the visitors feel insecure and

worried with their car and also will harm the visitor, especially for the women who has parked

their car alone.

As we know the Lapisan Rezeki Sdn. Bhd is the new facilities management company that

experiencing in maintain the government building. The lack of experiences is the second

weakness in terms of operating on that building. It because of the KPWKM is the large and high

building so that it need an expertise to manage on that building. The Lapisan Rezeki Sdn. Bhd

only have experience in managing and maintaining for the small building before get a tender

from Jabatan Kerja Raya (JKR) in managing the facilities management for such KPWKM

building.

The third weakness is the low level type of materials constructed the building. The

KPWKM building is the highest building in Putrajaya and the glass of materials are being

installed from ground floor until the uppest floor. The glass materials usually install for the

windows and wall apportions. So, it will be hire an expertise maintenance personnel to handle

and use the gondola in high places. The provision for high cost of maintenance also will be

occur. Moreover, the cleaning work will depend the weather.

3) Identification of the Opportunities.

The first opportunities for the Kementerian Pembangunan Wanita, Keluarga and Masyarakat

(KPWKM) is it can be the tourism attraction for the visitor that comes to Putrajaya. The

KPWKM building is the highest building in Putrajaya and the new iconic building. Those

specialities will attract people to come and visit KPWKM building. KPWKM provides an aesthetic

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PROPERTY MANAGEMENT OF KPWKM value with their beauty, modern and elegant design and structure. KPWKM were listed in

nominees of the tallest building on year 2013. This nominee will attract people around the world

to come and visit KPWKM, then indirectly will increase Malaysia economy in tourism sector.

The second opportunities is the KPWKM authority can organize an event to attract people

to come to this building. Many events have organized by KPWKM and the event must suitable

to all different stage of age. All the events must relate to the development, women, family and

community. Other people who stay near to Putrajaya can also attend to this event with their

family. They also can use the facilities in the building and can know about the design of the

building.

The third opportunity is the function and important role by Kementerian Pembangunan

Wanita, Keluarga dan Masyarakat (KPWKM). The KPWKM is government building that

provides many services to community such as community welfare and right of individual in

community development. Any person or parties who want to link with government can come to

this building. It can be a good opportunities to promote the KPWKM building.

4) Identifications of the Threats.

Threats also can be as an obstacles or problems towards the building. The first threat is the

factor of weather. The weather of Malaysia that uncertain becomes the dangerous for the

building condition which can effect to the healthy, structure and also to the building condition.

Besides that, all the maintenance work also can affect and have to postponed when the weather

in a good condition. For example, if wants to clean the plate glass depending on the weather on

that day. If it rainy day, it may becomes the dangerous for maintenance personnel. The example

of the weather phenomenon such as typhoon, heavy rain and so on.

Another threat that we have identified when going on site inspection is the possibilities to

maintaining the good reputation of building. The KPWKM facilities management should take

a responsibilities to ensure that the building in a good condition. Besides that, they need to

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PROPERTY MANAGEMENT OF KPWKM maintain the good images as the buildings that receive recognition from the International Award

and Nation.

8.0 THE RECOMMENDATION ACTIONS FOR SHORT, MEDIUM AND LONG TERM OF

SUBJECT PROPERTY.

The property management process including managing and operational basis which will be

operate in a systematic and effectives way for the benefits of the building occupants.

Maintenance of physical asset is an ongoing process which have divided into several types of

maintenance such corrective and preventive maintenance. There are example of several action

that recommend should be taken by the property manager to make sure that building can be

use by the occupants convenience and smoothly. For the short term basis usually involve on

the day-to-day operation that implemented by the property management team to make sure that

all building under a good condition and in a good state of repair. The property manager should

joint and make an inspection to know the current condition of the building. It is to identify the

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PROPERTY MANAGEMENT OF KPWKM building defects so that the building rectification can be done as soon as possible as the

corrective maintenance also to prevent the defects from continuously.

Besides that, the team of Lapisan Rezeki Sdn. Bhd with Bahagian Khidmat Pengurusan

(BKP) should have a good communication and operational management that can solve all the

problems occur during the managing work for that particular building can be solving

successfully. They should always have regular discussion to enhance the building management.

More than that, the property management team of Lapisan Rezeki Sdn. Bhd should prepare the

proper checklists that describe the detail of the side prospective on the building and in terms of

management. The proper recording and managing should be implement to make sure that all

the document can be refer in case of future and emergency cases.

Additional to, the responsibilities of Lapisan Rezeki Sdn. Bhd to make sure and identify

all list of contractor that have such a good performances and good service quality on that

building. The list of contractor will act as a third parties that will help in managing the

maintenance based outsource that need for other expertise beside the in-house team only. The

monitoring and conducting for the sub-contractor work are need to ensure that all the

maintenance work are done proper and follow the rule and specification.

All the corrective maintenance should be repair and completed as soon as possible if

there are some defects occur on that property. It is to make sure that defects can rectify and will

reduce the further damage. For the example, the property manager should responsible to repair

and tear at the early stage like plastering the wall with the cement to prevent any longer

cracking. The lapisan Rezeki Sdn. Bhd maintenance team should supervise and monitoring for

the building by checking with the building plan and floor plan of the building. It will also be easier

for them to know the environment and also observe on that building.

Basically for medium term basis, there are involving a program that can be measured

based on annually only. In this term, usually the property management rearranges the new

budget and expenses that can be determine along with the market condition. The importance of

medium term programs usually to assist managers to determine the allocation of the annual

maintenance budget. This is because, from year to year, the cost of maintenance are slightly

increase due to increasing price of raw material, increase of labor’s salary and the various

service provided by some company.

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PROPERTY MANAGEMENT OF KPWKM Lapisan Rezeki Sdn Bhd as a property management company should take in action with

the increasing of cost of raw materials because the budget allocation maybe limited due to the

market condition. In this term, the property management shall plan the way of the expenditure

will occur in the most effective and appropriate way. It is because, the plan is so important due

can help this management to control their expenditure in the right way as example, Lapisan

Rezeki Sdn Bhd can hire the cleaning company with lump sum of money when contract was

declared rather than bear all the cost of cleaning stuff that they must provide. However, when

the lump sum of money was given, there is must has the assisting from any supervisor to

supervise their cleaning works.

Medium term also must include the annually maintenance such as repair any damage or

defect of minor part of building that not too important to like day to day maintenance such as the

maintenance that need a higher budget of money like maintenance of sanitary fittings. Lapisan

Rezeki Sdn Bhd need to manage their maintenance programs efficiently without any wastage of

labor cost and money. In this term also, the property management shall the request or feedback

from occupants of building. It is important to take into consideration because occupant is the

end user of the property management service. Any recommendation from the occupant should

review wisely in order to preserve the building’s image and name. Once in a year, Lapisan

Rezeki Sdn Bhd should distribute the questionnaire to review the occupant’s satisfaction and

need. If there is the demand of swimming pool, Lapisan Rezeki Sdn Bhd shall consider it along

with the top management before decide an action.

Lastly, the medium term shall include the revising of maintenance report and budget.

This revising can be done when the end year report are complete. The property management

along with management shall have an end year meeting to review the property situation and the

maintenance budget’s need for next year. In this meeting, the property manager can voice out

the opinion to enhance in managing of the property. So, the top management can concern and

consider the suggestion from property management’s team and will tolerate and discuss if the

suggestion is good for their building. Lapisan Rezeki Sdn Bhd can voice out the improvement or

a new implement so the top management can consider their suggestion.

Lastly, Based on our observation, there have different long term recommendation due to

different side of management in KPWKM’s buildings. Therefore, we have separated this long

term recommendation into a few parts to give a clear picture of our recommendation. Basically,

property manager has their own plan for long term, middle term and short term plan in order to

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PROPERTY MANAGEMENT OF KPWKM produce good quality and services. Long-term planning typically involves establishing goals that

you expected to achieve five or more years ahead. It also focuses on activities that start now

and continue well into the future.

Firstly, in our long term plan is provide systematic technology and innovation where it is

are most essential for delivering value to organizations. To achieve this planning the manager

also should concerned more on modern knowledge economy in order to know current demand

and supply trend of people. Thus, we can compete with other intelligent building

In enhancing the technologies, the number of professionalise in new technology also can

be added in the future where the existing manager may be less knowledgeable in advance

technology. So that, with new professionalise they can introduce and implemented their skill to

that building they manage as well as help their team to improve or enhanced the building

management. The professional that should be hired by the company must be a person who has

the experience in conducting or using the new advance machine or equipment.

Next recommendation in terms of quality of property management service is also will be

improved in year to year consistently according to current time situation. Therefore, the building

in future will remain strong even the age of the building is too old. This recommendation is more

to conserve the building rather to conserve the value of the building.

Moreover, for the longer term also, it is possible that KPWKM will also move to new

intelligent building. If the KPWKM is move occurs, we propose that in the future the use of the

building will change into the highest and best used. Besides that, the building also can

redevelop again into other properties that profitable and benefit to public used as well as

exploitation of asset & land (rehabilitation, alteration & modernization).

9.0 CONCLUSION.

As a conclusion, the property management is the important aspects that should be

considered to ensure the building in the good current condition. It also to maintain the well

established and prestigious image of the building. The description of the property is presenting

the identity on that building and the details for that building. The Property Manager should

recognise all the characteristics of the building. He must know the specification or specialty for

that building.

The organizational structure is the chart that can conclude all the responsible parties and

person who involve in one organization. It is important to describe and represent their

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PROPERTY MANAGEMENT OF KPWKM responsibilities. All related parties and personnel should do the maintenance work efficiency and

have an expertise and professionalism. Process of taking over is the process where the

management of the building are transferred to another parties.

The new property management should take an action like doing the joint inspection and

checking the surrounding area to identify any defects and to familiarize with the condition of the

building. All the types of maintenance should take a consent and consideration by the property

management. Any corrective maintenance should rectify as soon as possible to make sure that

the defects can be preventive as possible. The identification of the SWOT Analysis is a good

plan to determine the current condition which the strength, weakness, opportunities and threats.

The recommendations can solve all the swot analysis plan and can provide to a better quality of

management and the occupants of the building.

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kpwkm report

Documents

property management

high rise government

levels of government

kpwkms building

building owner

intelligent building

local government

state government