Maintenance Management Flashcards
What are the FM statutory and regulatory compliance requirements
- Control of Asbestos Regulations 2012
- Pressure Systems Safety Regs 2000 ACOP L1222
- Lifting operations and lifting equipment regs 1998
- Electricity at Work Regulations 1989
- Provision and Use of Work Equipment regs 1998
- ACOP L8 2013 (control of legionella bacteria in water systems)
- The Gas Safety (installations and use) regulations 1998
- Energy Performance of Buildings Regulations 2007
- F Gas regulations 2015
BS standards, and Building regulations
What are types, brands and benefits of maintenance record systems
- CAFM system/ CAMM system
- Concerto, elogbooks, FSi, QFM
- Benefits:
- Increase/maintain compliance
- Prevent expensive repairs
- 1 system to store all asset information
- Increases safety
- Reduces labour workload
Management reporting
- Incidents
- Tickets
- SLAs and KPIs
- Compliance
- Maintenance costs
- Occupany rates
What is supply chain management?
“the system used in the delivery of services to support the business objectives of an organisation”
How would you confirm satisfactory completion of work
- Develop and agree a handover strategy
- Walk around with contractor for any snagging.
- Include relevant documentation - EPC, O&M, certificates & Warranties etc
- Arrange appropriate training
What are the potential interfaces between various computerised systems used for FM purpose
CAFM can link to:
- BMS
- BIM
- Sensors & IoT
- AutoCad
- Microsoft
- Financial systems, eg sage
- Signage - room booking displays etc
- Catering
Integrating maintenance activity with the occupants operational needs
- Planned shut down maintenance - completed at convenient time for DO
- Risk based maintenance - prioritising business-critical aspects.
What are the concepts of lifecycle
- a product, building or service over the course of its whole life
- Can be used to evaluate the cost from cradle to grave, or environmental impact
Give an example of implementing maintenance policy through establishing maintenance plans - agreed availability at a minimum resource cost
- Established maintenance plans - Identified DO aims and objectives, understanding of portfolio condition and budget constraints.
- Implementing policy - Reactive maintenance plan, working with contractors to identify planned works for older/failing M&E assets. Working from condition surveys priority matrix for building fabric works.
Give an example of understanding cost/benefit of maintenance regimes
Advantages of run to failure: - Minimal planning - Easy to understand Disadvantages: - Unpredictable - Inconsistent - Costly - Risk to Business continuity
Trend analysis and recommendation of lifecycle plans
Identifying patterns of breakdowns, then evaluating costs in collaboration with contractor of repair vs replacement.
Forward maintenance planning
- Prioritising items in condition surveys based on risk matrix
- Identifying M&E near end of life for replacement over next 3 years.
Develop and implement systems that will measure the performance of the maintenance organisation
- Measure mean time to repair (MTTR) system - monitor the date the asset was reported to completed stage.
- Measure preventative maintenance compliance (PMC) on our stat comp testing - No. due pm, no. completed
Providing advice and recommendations on issues relating to the management of maintenance policy
- Making decisions on frequency of PPM, eg PAT and gutter clears
- Recommendation to senior management to explore outsourced total FM solution
Determine maintenance policy, strategy and objectives linked to organisation objectives and whole life considerations
I have created a maintenance policy to steer the department on cyclical maintenance regimes, as per industry best practice such as SFG20. This document includes our broad objectives detailing what we want to achieve within the next 5 years to ensure our buildings meet our organisational objectives, lease obligations and compliance
The maintenance and asset strategy is currently in development, outlining to the organisation how we will achieve the objectives set in the policy, and also our departmental structure to provide the service.
Determine and implement the type of maintenance regime and organisation that is required, including CAFM/BIM requirements
Whilst we are moving to proactive maintenance strategy, we are still mostly operating reactively, and as such lifecycle analysis occurs when there has been a service failure.
I am advising our senior managers that outsourcing the cyclical and reactive maintenance to a total FM organisation will bring many benefits, including consistent service with reduced risk from staff turnover, a contract with clear service level agreement and penalties for not achieving them, minimised downtime, and a helpdesk/CAFM system set up for our use
Interpret the results from performance measurement of the maintenance organisation and provide reasoned advice and recommendations.
- Using the mean time to repair metric, I’ve identified that repair times could be increased by outsourcing.
- Due to our internal financial regulations, we need to obtain 2 or 3 quotations for any works over £1k. This adds time to down time.
- By competitively tendering for reactive maintenance works, we can remove the need to obtain multiple quotations for smaller works and reduce down time.
What are the 4 types of maintenance?
- Run to failure - allow to fail and replace
- Reactive - repair when advised by contractor or after breakdown
- Planned shutdown maintenance - replacing items base don DO activity rather than life cycle
- Reliability centred maintenance - using historical maintenance records to predict the time to the next required service intervention
- Risk-based - Greater focus on business critical items
- Condition based - based on condition or run-times. Using sensor for alerts or visual
List FM guidance documents:
- SFG 20
- ISO 41001 - FM management system
- ISO 55000 - Asset Management
- RICS Strategic FM Framework
- BCIS lifecycle calculator
What are the 4 main FM activities according to RICS?
- Strategic Planning
- Implementation
- Development
- Projects
What are the 7 phases of strategic planning?
- understand the DO goals and corporate strategy to achieve those goals
- understand the ‘primary activities’ of the DO
- understand how other components of the DO and support functions are planning to meet that challenge
- align the FM strategy with the corporate strategy
- set out the key deliverable outcomes from the FM service
- create a service delivery plan (including funding needs), which meets the required outcomes and
- measure the results of the service delivery
What are the benefits of outsourcing?
- Able to concentrate on other services
- Reduces HR input
- Benefit from specialist staff and skills, sometimes at reduced cost
- Clear SLAs and KPIs for monitoring
- Can reduces costs
- Continuity of service
What are the disadvantages of ourtourcing?
- Can increase costs
- Reduced flexibility
- Potential reduced service quality
- Expensive to change contract
What is the definition of risk in FM?
A potential adverse effect, either quantified or unquantified, which has the effect on the contract of those involved in the contract.
What is included in Hard FM services?
• heating, ventilation and air-conditioning systems (HVAC)
• electrical power supply, including local generation
systems (solar, diesel, etc.)
• energy management
• water supply and sewage disposal
• building structures and partitioning
• building fabric, including ceilings, doors, carpeting,
flooring, and decorative finishes
• fixtures and fittings, including desks, chairs, signage,
lighting and other equipment and
• data and voice cabling
What is included in Soft FM services?
- building cleaning
- catering
- guarding and security
- mail room and logistics
- front of house reception
- conference services
- switchboard
- facilities helpdesk/service desk
- reprographics
- retail services
- uniforms and laundering
- vehicle fleet management and
- internal horticulture
What does the RICS professional statement on the
procurement of facilities management state?
- You must have a clearly defined, detailed scope of the services, defining what is and is not included
- You must state clear objectives for the procurement
project - You must develop evaluation criteria which reflect your objectives
- You must have a clear pricing structure stating what
services and costs are included and what is excluded - You must have clear timescales for the procurement
process - You must provide a clear payment mechanism
- You must comply with relevant data protection rules
Name 2 types of maintenance KPIs.
leading and lagging indicators.
Leading - indicators signal future events
Lagging - indicators follow the past events.
Name 5 maintenance metrics.
- Planned maintenance percentage (PPC)
percentage of time spent on planned maintenance activities against the unplanned.
PPC= (scheduled maintenance time/total maintenance hours) x 100 - Overall Equipment Effectiveness (OEE)
productivity of a piece of equipment based on factors like equipment quality, performance, and availability.
OEE = availability x performance x quality - Mean time to repair (MTTR)
measure of the repairable items maintainability.
The MTTR clock starts ticking when the repairs start and it goes on until operations are restored. This includes repair time, testing period, and return to the normal operating condition.
MTTR= (SUM of downtime periods/ total number of repairs) - Mean time between failure (MTBF)
measure of the predicted time between one breakdown to the next during normal operation and tells you the expected lifetime for a specific piece of equipment.
MTBF= (SUM of operational time/total number of failures) - Preventive maintenance compliance (PMC)
PM compliance is defined as the percentage of the preventive work scheduled and completed in a set time.
PMC= (51/60) x 100 = 85%
What is the difference between a maintenance policy and strategy?
- policy - broad objectives detailing what we want to achieve
- Strategy - how we will achieve the objectives set in the policy, and also our departmental structure to provide the service
