Frequently Asked Questions
IFMS can look different from one organisation to the next, so the best place to start is with the questions clients ask most often: what is included, how service levels work, what it costs, and how performance is measured. These FAQs clarify what integrated facilities management should cover and what to confirm before signing an IFMS contract.
What does IFMS stand for?
IFMS stands for Integrated Facilities Management Services. It is a structured way to manage multiple facilities services under one coordinated framework with standardised reporting, service levels, and accountability.
What is the difference between facilities management and IFMS?
Facilities management can be a single service or an internal function. IFMS integrates multiple services (technical and workplace support) with a service desk, governance, KPIs, and coordinated delivery across one site or a portfolio.
What should be included in an IFMS contract?
A good IFMS contract defines scope and exclusions, SLAs, KPIs, reporting cadence, escalation paths, compliance responsibilities, asset and document management requirements, and a clear variation process for out-of-scope work.
What SLAs should I expect in an IFMS agreement?
Common SLAs include response and resolution times by priority, planned maintenance schedules, operating hours, escalation rules, documentation close-out, and reporting frequency. SLAs should be measurable and tied to clear definitions.
How do you measure IFMS performance?
Performance is typically measured using KPIs like uptime, response time, resolution time, backlog size, repeat fault rate, planned maintenance completion rate, compliance completion, customer satisfaction, and cost predictability.
Does IFMS include asset management and asset tagging?
It should, especially for larger facilities or portfolios. Asset tagging and verification improves the accuracy of the asset register, supports planned maintenance, strengthens audit readiness, and improves lifecycle budgeting decisions.
Can IFMS include document and records management?
Yes. Many organisations include document and records management for compliance packs, O&M manuals, certificates, site documentation, and controlled access to critical records.
Is IFMS only for large organisations?
No. IFMS can be scaled. The key is matching the scope, reporting, and governance to the facility size, risk level, and operational needs so you get real integration without unnecessary overhead.