SAFMA: The South African Facilities Management Association

A Comprehensive Guide for Every Facilities Manager

The History of SAFMA

SAFMA: The South African Facilities Management AssociationThe idea of establishing a national association for facilities managers began with a group of facilities management professionals in Cape Town, and SAFMA was established as a voluntary association in 1998.   After several years of development, it registered as a non-profit company in 2011.

In March 2013, SAFMA became a SAQA-recognised professional body.  This recognition enabled SAFMA to award registered professional designations based on education, knowledge, competence and relevant workplace experience.

The Organisation

The South African Facilities Management Association,  SAFMA, is the recognised professional body representing the facilities management industry in South Africa.

SAFMA has a strong following in the commercial property and facilities management sectors and is well respected within the industry.  Its professional designations, commitment to ongoing education and promotion of recognised industry standards have helped establish SAFMA as an important voice for facilities management professionals.

SAFMA is recognised by the South African Qualifications Authority, SAQA, as a professional body.  It awards registered professional designations to qualifying facilities management practitioners.  SAFMA does not award qualifications.  Membership and professional designation do not replace any licence, registration, permit or certificates required by law.

The Objectives of SAFMA

SAFMA’s main objectives include:

  • Promoting facilities management as a recognised profession.
  • Representing the interests of facilities management professionals and businesses.
  • Providing a common voice for the facilities management industry.
  • Promoting professional and ethical conduct.
  • Recognising knowledge, qualifications and workplace experience through professional designations.
  • Encouraging Continuous Professional Development.
  • Supporting facilities management education and skills development.
  • Endorsing suitable training material and training providers.
  • Sharing industry information, research, benchmarks and best practice.
  • Providing networking and professional-development opportunities.
  • Engaging with government, industry bodies and other stakeholders.
  • Promoting sustainable, safe and productive workplaces.

SAFMA aims to strengthen the credibility of facilities management and demonstrate the value that properly managed facilities bring to organisations, employees, customers and the public.

Facilities Management

Facilities management is the coordinated management of buildings, workplaces, infrastructure, people, processes, services and technology so that an organisation can operate safely, efficiently and productively.

SAFMA describes facilities management as an enabler of sustainable organisational performance through the whole-life management of productive workplaces and effective business-support services.

In simple terms, a facilities manager helps ensure that the places in which people work, learn, live, receive care or provide services continue to function properly.

Duties of a Facilities Manager

A facilities manager coordinates the services needed for the safe, efficient and effective operation of a facility or property portfolio.

Depending on the organisation and type of facility, these responsibilities may include:

  • Developing a facilities management strategy and operational plan.
  • Preparing and managing budgets.
  • Managing maintenance and repairs.
  • Monitoring building systems, plant and equipment.
  • Managing service providers and contracts.
  • Preparing service specifications and Service Level Agreements.
  • Monitoring contractor performance and expenditure.
  • Managing cleaning, hygiene, security, landscaping and waste services.
  • Supporting occupational health and safety compliance.
  • Coordinating emergency preparedness and business continuity.
  • Managing utilities, energy, water and environmental performance.
  • Maintaining asset, maintenance and compliance records.
  • Planning the long-term use and lifecycle of facilities.
  • Reporting to management and other stakeholders.
  • Supporting workplace productivity and employee wellbeing.
  • Using facilities management systems and technology to monitor performance.

Facilities management may be performed by an employee within an organisation or outsourced to a specialist facilities management company.

Hard and Soft Facilities Management Services

Facilities management services are often divided into hard and soft services.

Hard services relate mainly to the physical building, infrastructure and technical systems.

  • Electrical systems;
  • Plumbing and water systems;
  • Heating, ventilation and air-conditioning;
  • Lifts and escalators;
  • Fire-detection and protection systems;
  • Building fabric and structural maintenance;
  • Generators and backup power;
  • Building management systems; and
  • Planned and reactive maintenance.

Soft services support the people who use the facility.

  • Cleaning and hygiene;
  • Security and access control;
  • Waste management;
  • Landscaping;
  • Reception and helpdesk services;
  • Pest control;
  • Catering;
  • Parking management;
  • Mailroom services; and
  • Workplace and space-support services.

Effective facilities management brings these services together under a coordinated strategy, budget and performance-management system.

The SAFMA Board

SAFMA is governed by a Board of Directors that provides leadership, strategic direction and oversight of the association.

Board portfolios include governance, finance, education and training, membership, stakeholder relations, technology, innovation, sustainability and professional standards.

Regional chapters provide members with opportunities to participate in local events, professional development, networking and industry discussions.  SAFMA also uses specialist committees and advisory structures to support the Board and strengthen its expertise.

The composition of the Board and its committees may change when new office bearers are elected or appointed.

SAFMA Is a Professional Body, Not a Regulator

SAFMA is recognised by SAQA as a professional body, but it is not a statutory regulator.

SAFMA can:

  • Set membership and professional designation requirements.
  • Assess applications for professional designations.
  • Maintain a register of designated facilities professionals.
  • Require members and designated professionals to follow its Code of Professional Conduct.
  • Set and monitor CPD requirements.
  • Receive and consider complaints concerning its members.
  • Take membership or designation-related action through its internal processes.
  • Endorse suitable facilities management training.

SAFMA cannot issue building permits, occupational health and safety approvals, property practitioner Fidelity Fund Certificates or other statutory licences. It also cannot replace a municipality, court, bargaining council or government regulator.

Membership

SAFMA offers membership to individuals, students and businesses participating in facilities management.

The main membership categories include:

  • Individual Membership: For people working in facilities management or a related professional role.
  • Student Membership: For qualifying full-time students preparing to enter the industry.
  • Corporate Membership: For facilities management companies, service providers and organisations involved in the industry.

Membership categories, benefits, criteria and annual fees may change. Applicants should confirm the latest requirements directly with SAFMA.

Membership remains valid only while the applicable subscription fees and membership requirements are kept up to date.

Membership Benefits

Depending on the membership category, benefits include:

  • Networking and knowledge sharing with facilities management professionals.
  • Access to facilities management news, research and publications.
  • Participation in industry discussions and policy forums.
  • Access to an advisory service.
  • Invitations to conferences, events and regional activities.
  • Discounted member rates for selected events and programmes.
  • Access to endorsed training providers.
  • Exposure to local and international facilities management organisations.
  • Listing in an applicable SAFMA member or professional directory.
  • Access to professional designation applications.
  • Corporate marketing and profiling opportunities.
  • Access to industry benchmarks and surveys.

Membership provides professional support and recognition, but it is not a guarantee of a member’s work or regulatory compliance.  Clients should still conduct appropriate checks before appointing a facilities management professional or service provider.

Code of Professional Conduct

Individual members, corporate members and relevant employees agree to comply with SAFMA’s Code of Professional Conduct when applying for or renewing membership.

The Code promotes professional conduct in areas such as:

  • Honesty, integrity and accountability;
  • Competence and responsible service delivery;
  • Protection of the public, clients and employers;
  • Confidentiality and proper information management;
  • Disclosure and management of conflicts of interest;
  • Compliance with applicable laws and standards;
  • Fair treatment of colleagues, clients and service providers;
  • Responsible use of resources;
  • Continuing professional development; and
  • Conduct that protects the reputation of the profession.

SAFMA may take internal action where a member or designated professional fails to meet the required standards.  Its Code does not replace legislation, employment obligations, contracts or the requirements of statutory authorities.

Professional Designations

A professional designation recognises a person’s demonstrated education, knowledge, competence and experience within facilities management.  A professional designation is not the same as an academic or occupational qualification.  A qualification confirms that prescribed learning outcomes have been achieved.  A designation recognises a professional’s education, experience and competence within the profession.

SAFMA currently awards four professional designations registered with SAQA:

Certified Facilities Practitioner – CFPrac

This designation is aimed at a practising facilities management professional operating at practitioner or junior management level.

The standard pathway currently requires:

  • An NQF Level 4 qualification; and
  • At least two years of appropriate facilities management experience.

Certified Facilities Specialist – CFS

This designation recognises a facilities management professional operating at supervisory or middle-management level.

The standard pathway currently requires:

  • An NQF Level 5 qualification; and
  • At least three years of appropriate facilities management experience.

Certified Facilities Professional – CFProf

This designation recognises a facilities management professional operating at a senior facilities management level.

The standard pathway currently requires:

  • An NQF Level 6 qualification; and
  • At least five years of appropriate facilities management experience.

Accredited Facilities Professional – AFP

This is SAFMA’s senior strategic designation. It recognises an experienced professional who operates at an executive or strategic level.

The standard pathway currently requires:

  • An NQF Level 7 qualification; and
  • At least ten years of appropriate facilities management experience.

Meeting the basic qualification and experience requirements does not mean that a designation is issued automatically. The applicant must complete SAFMA’s application and assessment process.

Applying for a Professional Designation

An applicant must first become a SAFMA member and keep that membership in good standing.

The designation application generally requires:

  • A completed application form;
  • Proof of SAFMA membership;
  • A signed Code of Professional Conduct;
  • A certified identity document or passport;
  • Certified copies of relevant qualifications and certificates;
  • A portfolio of evidence demonstrating suitable experience and competence; and
  • Payment of the prescribed assessment fee.

SAFMA checks the documents before the application is referred to assessors. The assessors may request further evidence or arrange an interview.

Once the assessment has been completed, the recommendation is considered and ratified through SAFMA’s prescribed process.  The applicant is then informed of the outcome.

Recognition of Prior Learning and Experience

Facilities management professionals may have developed substantial competence through workplace experience even where they do not hold the standard formal qualification for a designation.

SAFMA provides a recognition route under which relevant experience and demonstrated competence may be assessed.  The applicant must submit a suitable portfolio of evidence and meet the assessment requirements for the designation.

Recognition of experience is not automatic. The evidence must demonstrate that the applicant can perform at the level required for the designation.

Continuous Professional Development – CPD

Facilities management changes continually as legislation, technology, sustainability requirements and workplace practices develop.

SAFMA therefore requires designated professionals to maintain and improve their knowledge through Continuous Professional Development, commonly known as CPD.

Designated professionals are required to earn CPD points which may include:

  • Conferences and workshops;
  • SAFMA-endorsed training;
  • Relevant management training;
  • Further qualifications;
  • Presenting or lecturing;
  • Mentoring;
  • Publishing industry articles;
  • Structured self-study;
  • Community or professional service; and
  • Appropriate facilities management work.

CPD activities must be recorded and supported by suitable evidence.  A limited number of qualifying points may be carried forward in accordance with SAFMA’s CPD policy.

The professional designation is currently valid for five years.  The professional must maintain active SAFMA membership, meet the CPD requirements and apply for re-registration before the designation expires.

Education and Training Providers

SAFMA is not a training provider and does not itself deliver occupational qualifications.

As a professional body, SAFMA evaluates and endorses selected facilities management training material and providers that meet its industry requirements.  Endorsement indicates that SAFMA has considered the programme relevant to the needs of the facilities management industry.

Endorsement should not be confused with statutory accreditation.  Before enrolling, a learner should establish:

  • Whether the programme is a short course or a full qualification;
  • Whether the qualification is registered on the NQF;
  • Which quality council or authority accredits the provider;
  • Whether the provider’s accreditation is current;
  • Whether the programme supports the learner’s intended SAFMA designation; and
  • Whether additional workplace experience or assessment will be required.

The learner should verify both the qualification and the provider before paying course fees.

SAFMA and the South African Qualifications Authority – SAQA

SAQA oversees the National Qualifications Framework and recognises qualifying professional bodies.  It also registers professional designations that meet its requirements.

SAFMA is recorded by SAQA as the professional body for its four facilities management designations.

SAQA does not assess an individual for a SAFMA designation.   SAFMA receives and assesses the application, awards the designation and maintains the professional register in accordance with its recognised policies.

Facilities Management Standards

Facilities management organisations may use recognised management standards to develop consistent systems and measure performance.

Relevant standards may include:

  • SANS 1752: Strategic facilities management system requirements with guidance; and
  • ISO 41001: Facility management management-system requirements with guidance for use.

Other standards relating to quality, environmental management, occupational health and safety, energy, asset management and business continuity may also apply.

Using a standard does not automatically mean that an organisation is independently certified against it.  Where certification is claimed, the scope and certification body should be checked.

Regulatory Framework

Facilities managers work within a wide legal and regulatory framework.  The legislation that applies depends on the facility, services, employees, equipment and activities being managed.

Relevant requirements include:

  • The Occupational Health and Safety Act and its Regulations;
  • The National Building Regulations and Building Standards Act;
  • The National Environmental Management Act and related environmental laws;
  • The Electricity Regulation Act and applicable electrical requirements;
  • The Compensation for Occupational Injuries and Diseases Act;
  • The Basic Conditions of Employment Act;
  • The Labour Relations Act;
  • The Protection of Personal Information Act;
  • The Promotion of Access to Information Act;
  • The Companies Act;
  • The National Energy Act;
  • The Disaster Management Act;
  • Municipal by-laws, fire-safety requirements and occupancy certificates; and
  • Applicable contracts, leases, standards and service-level agreements.

Additional legislation may apply to specialised facilities such as hospitals, schools, factories, laboratories, shopping centres, data centres, retirement facilities and government buildings.

No single SAFMA membership or designation covers every legal obligation.  The organisation responsible for a facility must identify and manage the requirements that apply to its particular operations.

SAFMA and the Property Practitioners Regulatory Authority – the PPRA

SAFMA membership does not automatically mean that a person or business must register with the Property Practitioners Regulatory Authority,  the PPRA.

A facilities manager who manages an employer’s own facilities as an employee may perform a different role from a property practitioner who provides property-related services to another person for payment.

However, where a facilities management business performs activities that fall within the definition of a property practitioner under the Property Practitioners Act, PPRA registration and the appropriate Fidelity Fund Certificates may be required.

The actual services must be considered.  These may include managing property on behalf of another person, marketing or leasing property, collecting or handling certain property-related funds or performing other regulated property practitioner activities.

SAFMA membership or designation does not replace PPRA registration where the Property Practitioners Act applies.

Appointment of a Facilities Management Professional or Company

Before appointing a facilities manager or facilities management company, a client should conduct proper due diligence.

  • Relevant qualifications and workplace experience;
  • Current SAFMA membership;
  • A valid SAFMA professional designation, where claimed;
  • Registration with other professional or regulatory bodies where required;
  • Experience with the type, size and complexity of the facility;
  • Health and safety systems;
  • Technical competence and access to qualified specialists;
  • Insurance cover;
  • Financial stability;
  • References and previous performance;
  • Service-delivery systems and reporting ability;
  • Emergency and business-continuity arrangements;
  • Technology and asset-management capability; and
  • Compliance with labour, privacy and procurement requirements.

SAFMA membership and professional designation are useful indicators of professional commitment, but they should form part of a broader evaluation.

The Facilities Management Agreement

The relationship between a client and an outsourced facilities management company should be recorded in a clear written agreement.

The agreement should address matters such as:

  • The buildings, sites and services included;
  • The responsibilities of each party;
  • Service levels and performance measures;
  • Reporting and meeting requirements;
  • Fees, budgets and payment arrangements;
  • Procurement and appointment of subcontractors;
  • Health, safety and environmental responsibilities;
  • Insurance and liability;
  • Access control, confidentiality and data protection;
  • Asset and maintenance records;
  • Emergency response and business continuity;
  • Changes to the scope of work;
  • Dispute-resolution procedures;
  • Duration, renewal and termination; and
  • Handover of information, assets, keys, systems and records.

The agreement should clearly distinguish between responsibilities retained by the client and those delegated to the facilities management company.

Professional Conduct

A complaint concerning a SAFMA member or designated professional may be submitted through the process provided by SAFMA.

Depending on the circumstances and its governing policies, SAFMA may:

  • Request information from the parties;
  • Consider whether the Code of Professional Conduct has been breached;
  • Refer the matter through an internal investigation or disciplinary process; or
  • Take action affecting membership or professional designation.

A SAFMA complaint does not replace a report or claim that must be submitted to an employer, client, municipality, statutory regulator, bargaining council, professional council, court or other competent authority.

Non-Compliance

A member or designated professional who fails to meet SAFMA’s membership, Code of Conduct, CPD or re-registration requirements may face internal action affecting membership or professional designation.

Separate legal or contractual non-compliance may also result in:

  • Breach of contract claims;
  • Loss of a facilities management appointment;
  • Employment or disciplinary action;
  • Regulatory inspection or enforcement;
  • Fines or penalties;
  • Health and safety consequences;
  • Civil or criminal liability where the law provides for it;
  • Reputational harm; or
  • Referral to another authority.

The precise consequences depend on the requirement breached and the organisation with jurisdiction.

No FFC. No Legal Trade. No Commission.

If your facilities management firm performs regulated property management services, PPRA registration and the correct Fidelity Fund Certificates are compulsory.

If you also sell or lease commercial property, you need Real Estate Fidelity Fund Certificates too.

One missing registration, an incorrect category or an expired FFC could stop your business from trading legally and earning commission.  Don’t leave your income and reputation exposed.

PPs will identify exactly what your firm and practitioners require, complete the registrations, manage renewals and keep your compliance on track.

We have detailed the different categories of FFCs in our blog:  Which FFC Do I Fall Under?  You may fall under more than one category and the PPRA allow you to hold different category FFCs under one business name.

Let’s Get Your Compliance Sorted

We take pride in ensuring that our clients are 100% compliant with the PPRA at all times – taking our compliance service is a no brainer.

Contact PPs today and let our team assess your services and guide you through the requirements.

Disclaimer:

This information was accurate at the date of publication. However, legislation, standards, membership requirements, professional designation criteria, fees and regulatory processes may change without notice. This content is provided for general information and should not be regarded as legal, financial or professional advice. Always confirm the latest requirements with SAFMA and the relevant authorities before acting.