Maintenance Management Flashcards
What is maintenance management?
The process of scheduling, tracking and managing an organisations assets and resources
Why is maintenance management important?
- Provides better, more up to date overview of assets and resources.
- Creates demand and allows resources to be allocated.
- Ensures homes are being let to a suitable tenant, are maintained and to meet statutory compliance.
What kinds of maintenance are there?
- Cyclical
- Planned
- Reactive
What is cyclical maintenance?
Maintenance work provided in periodic intervals, regardless of demand or condition.
E.g. Roof surveys and window replacements
What is planned maintenance?
Proactive approach to schedule work to take place at a specific time with a pre determined scope.
E.g. Planned projects
What is reactive maintenance?
Responding to building defects as and when they occur. The scope and cost is largely unknown.
What are the advantages/disadvantages to using NEC 3 option E for reactive maintenance?
- Cost reimbursable contract
- Good for reactive maintenance as it is quick and efficient for repairs.
- Bad for if the scope is unknown as the full cost of the works is not known until the works are complete.
Cost = premium + materials and labour + OH&P
What type of contract is used for planned maintenance?
- Determine whether a standard or bespoke contract can be used. Most commonly a 2016 JCT suite of contracts is used.
- Procure through traditional or D&B route.
- If traditional, the complexity of the project will determine if a minor, intermediate or major works contract will be used.
How are maintenance works procured?
- Frameworks
- Task orders
- Direct awards
- Long term service provider
- Full tender
- POs
What is a framework agreement?
- Efficient tendering process without having to go through full tender
- Cost certainty
- Quality ensured through pre vetted contractors and due diligence previously completed.
- KPI scoring promotes quality.
- Builds stronger relationships.
What is life cycle costing?
Total cost a product incurs over its lifetime
Includes initial purchase, maintenance and operating costs.
e.g. Boiler.
How does standardisation help with maintenance?
Minimising variations to optimise resources and cost.
Reduces risk of quality issues.
Reduces time scales.
Why should data be accurate on the database?
- Statutory compliance.
- Ensure the property is rented out to a suitable tenant.
- Allows resources to be directed appropriately.
- Ensures budgets are accurate and up to date.
Landlord legal responsibilities under the Right to Repair Regulations 1994?
- Obligations to respond to emergency repairs within certain time periods, or the resident can seek compensation.
- Loss of electricity - 1 day.
- Loss of heating - 1 day in winter, 3 in summer.
Landlord legal responsibilities under the Housing Act 2004?
- HHSRS ratings.
- Stipulates what part of the property are the landlords responsibility.
- Identifies hazards to be eliminated.
- Ensure property is in a good repair/working order.
- Ensure property is free from H&S hazards such as cold, damp, trips.
What is PCCs asset management strategy?
- Sets out a framework for PCC housing service, to make decisions about its housing assets over the next 30 years.
- How to maintain assets, when services are provided, what demands are considered, and how resources are managed.
What are the key priorities under the asset management strategy?
- Undertake the REPAIR AND MAINTENANCE SERVICE DEMAND.
- Undertake statutory demand.
- Maintain properties
- Improve properties
- Utilise assets
How do the priorities in the asset management strategy help to improve assets?
Maintaining properties through reactive and planned maintenance and improving properties where possible through planned maintenance.
What are the principles for engaging with residents under the Building Safety Act 2023?
- Understanding who lives in each building.
- Engaging through multiple channels.
- Communicate information effectively.
- Listen to residents.
- Be inclusive of everyone.
Why is it important to engage with residents?
- To ensure residents are safe and feel safe in their homes.
- Meet legal obligations.
- Ensure transparency.
- Encouraging reporting of safety concerns.
- Foster trust.
How are maintenance works prioritised?
- Safety and risk to life. e.g. gas leak
- Statutory duties.
- Vulnerability of the resident.
- Timings in line with the housing act 2004 and the HHSRS, and decent homes standard.
- Regular servicing
Name 3 legislations that holds social landlords accountable
- Housing Act 2004 - Introduced HHSRS
- Building Safety Act 2022
- Right to Repair Regulations 1994
- health and safety at work act 1974
- Gas safety Act 1998
- Fire Safety Act 2021
- MEES 2018
What is service level maintenance?
Maintenance work carried out at periodic intervals regardless of demand or condition such as electrical inspections
Drawbacks of routine inspection?
- Time consuming
- Tennant disruption
- Increased costs
- Risk of over maintenance
