IFMA CFM - Certified Facility Manager

The best security practice to prevent unauthorized access is Identification and Authentication. This process ensures that only authorized personnel can access a facility’s work order system by:

Using secure logins (e.g., username/password, biometrics, multi-factor authentication).

Verifying user identities before granting system access.

Implementing role-based permissions to control system functions per user authorization level.

While data encryption (Option B) secures stored data, it does not control system access. Similarly, a proprietary user interface (Option C) is not a security measure on its own, and an HR employee database (Option D) is unrelated to system security​.

A formal review ensures an objective, structured assessment of concerns and solutions. This process involves:

Gathering feedback from staff at multiple levels to identify the root cause of dissatisfaction.

Verifying project adherence to scope while recognizing employee concerns.

Creating an action plan to address issues, balancing corporate standards with employee needs.

Why the other options are incorrect:

(A) Reviewing materials does not account for employee experience or perceptions.

(C) Informal discussions may lack accuracy and fail to provide a complete picture.

(D) Ignoring concerns damages credibility and workplace satisfaction​.

According to IFMA’s Risk Management and Occupational Safety competency, leaders must set the tone for workplace safety​.

Leading by example (B) fosters a culture of accountability and compliance.

Going beyond statutory requirements (A) is beneficial but requires leadership commitment.

Technology (C) enhances training but does not replace leadership-driven culture.

Prioritizing safety (D) is essential but lacks specific leadership action.

A strong safety culture starts at the top, influencing compliance, reporting, and risk mitigation​.

Light trespass occurs when excessive artificial lighting spills into unintended areas, disrupting nearby communities. The best practice is to adjust fixtures by reducing height, using shields, and angling lights downward to focus illumination where needed. This minimizes glare and light pollution without compromising safety or security​.

The first step in developing a strategic facility technology plan is to conduct an assessment of existing technology to establish a baseline. This includes:

Evaluating current systems and infrastructure to identify strengths and weaknesses.

Determining gaps between current and desired capabilities.

Understanding integration challenges with future technologies.

Why the other options are incorrect:

(A) Determining employee skills comes after identifying technological needs.

(B) Reviewing corporate plans for renovations is important but does not directly address technology planning.

(C) Researching new technologies is valuable but should be done after assessing what is currently in place​.

To effectively track a client’s needs in an integrated Facility Management (FM) service model, regular meetings with the client (Option B) are essential. This ensures alignment between FM services and business objectives while identifying emerging trends, cost-saving opportunities, and operational efficiencies.

Why Option B is Correct?

Regular client meetings create a structured approach to reviewing service performance, discussing concerns, and forecasting future needs.

It aligns with best practices in FM relationship management, ensuring proactive adjustments to service levels.

As per IFMA's Leadership & Strategy competency, facility managers must continuously evaluate business requirements to ensure services contribute to operational success.

Such meetings ensure data-driven decision-making through Key Performance Indicators (KPIs), benchmarks, and feedback reports.

Why Other Options Are Incorrect?

Option A (Direct facility staff to share feedback): While feedback from operational staff is useful, it is not a structured, comprehensive method for tracking client needs. It lacks strategic depth and formal assessment.

Option C (Meeting with client department heads): While valuable, meeting department heads only provides a limited scope of the client’s overall needs. It does not offer a holistic overview of all service areas.

Outsourcing facility management services (C) is the best solution for a new operation that will expand over time.

Advantages of outsourcing:

Provides flexibility for future expansion

Reduces overhead costs

Ensures service continuity without permanent staffing commitments

Why not other options?

(A) Temporary agency staff may lack the expertise for long-term operations.

(B) Hiring permanent staff is premature for an evolving operation.

(D) Relocating existing staff could disrupt corporate operations.

The IFMA Risk Management competency emphasizes that resilience refers to an asset's ability to endure failure and still function.

Resilience: The ability of a system to withstand faults and continue operations with minimal disruption.

Recoverable (A): Implies that failure leads to downtime but recovery is possible.

Continuity (B): Focuses more on business continuity planning rather than asset durability.

Dependable (C): Suggests reliability but does not imply post-failure functionality.

Resilient systems include redundant power sources, disaster recovery plans, and backup infrastructure.

In owner-contractor agreements, contract documents outline the legal and technical expectations of a project. The correct answer is:

Specifications detail the materials, workmanship, and performance criteria required for the project.

Why the other options are incorrect:

(A) Bidding requirements apply before contract execution and are not part of the agreement itself.

(B) Notice to bidders is used in procurement but is not included in the formal contract.

(D) Shop drawings provide detailed fabrication and installation instructions but are submitted after contract award​.

A Building Automation System (BAS) is designed to control HVAC, lighting, and other facility systems. The IFMA Technology competency emphasizes the role of automated building controls in energy efficiency and maintenance​.

Option A (BAS) is correct because it monitors and adjusts building systems for efficiency and performance.

Option B (GIS) is used for geographical mapping, not system control.

Option C (CMMS) is for maintenance tracking, not direct system control.

Option D (BIM) is for building design and lifecycle management, not real-time system operations.

BAS systems optimize energy use, reduce operational costs, and improve occupant comfort​.