FM-1 Engineering Maintenance

Operation and maintenance accounts for over 50% of the annual value of building construction. Exchanging maintenance information will become an increasingly important requirement as a driver towards new business methods that are penetrating this sector of the industry.

• Maintenance management needs to acquire information about assets so that the Computer Aided Maintenance Management (CAMM) system can be created. There is no defined method for exchange of asset information from design/construction to the operating and maintenance phase. The lack of such a method and the need to acquire data by survey leads to increases in the risk cost in maintenance contracts. It is estimated that risk cost could be halved by information exchange.
• Helpdesks allow for fault reporting to a central point which then arranges for action to be taken wherever needed. Helpdesk software needs to be able to share information with CAMM software.
• Maintenance contractors use different CAMM software applications within their business. Key management decisions will require the sharing of information between these and Head Office decision support systems. Performance based maintenance contracts will require contractors to monitor performance closely to ensure that they are within contractual requirements.

Maintenance is considered to be an action on an existing asset that returns it to a state of optimal operation. Any type of asset may be subject to maintenance including those that fulfil domestic, building fabric and technical functions. The development of
requirements in this document however focuses on the application of technical assets.

A Helpdesk is considered to be the interface between the users of a facility and the operations that carry out maintenance on the assets that serve the business processes undertaken within that facility by the users. A Helpdesk may carry out other functions as well but only those functions that are concerned with maintenance are within the scope of this document.

Although a Helpdesk is specifically referenced as the point at which reports and requests are made and from which work orders are issued, maintenance operations may be dealt with in other ways. The general form of the processes identified is, in fact, the same whether central reporting is used or not.

In terms of business process, the Helpdesk is considered to be particularly appropriate in the following circumstances:

• Large facility with a substantial maintenance requirement.
• Multiple facilities with a wide geographical distribution.
• The use of one or more external contractors undertaking maintenance work.

The following processes are within the scope of this document:

• Register assets to form the asset register that will provide identification of the elements that are to be the subject of maintenance work together with all relevant information required for doing, recording, planning or managing maintenance activities that is available at the time of registration.
• Report faults and breakdowns that require corrective maintenance and making requests for work that may be completed within the scope of maintenance work or that may be subject to new work item planning (the actual process of new work item planning not being considered within this document)
• Monitor condition of assets both from visual inspection and the use of instruments, the recording of condition and the determination of maintenance requirement from the condition assessment.
• Plan maintenance including identification of the assets to be maintained, maintenance actions required and the scheduling of those actions.
• Do maintenance resulting from the issue of work orders both for planned preventive maintenance and corrective maintenance.
• Record the completion of maintenance work within a maintenance history enabling continuous assessment of the need for maintenance work and the performance of the maintenance function.

In respect of assets and asset identification:

1. The identification of items that require maintenance work and their grouping together in manner that allows them to be treated as a single entity known as an asset.
2. The recording of asset information in an asset register including the assignment of information that allows an individual asset to be uniquely identified, the location of the asset and information that is relevant to maintenance work.
3. The identification of the individual components within an asset that might be subject to maintenance work at different periodic frequencies than the asset to which the component belongs.
4. The grouping of individual assets of a similar nature that require particular maintenance actions at the same periodic frequency into higher order groupings termed 'super assets' to minimize the overhead requirement in issuance of work orders.

In respect of receiving reports and requests:

1. Reports of faults in and breakdown of assets that affect the operation of normal business processes within the facility.
2. Requests for work to be carried out within the facility.
3. Commissioning maintenance work in response to reports and requests through the issuing of work orders.

In respect of monitoring the condition of assets:

1. The assessment of the condition of assets using visual or instrument assisted inspection.
2. Reporting on the condition of assets and assessment of whether maintenance work is required as a result of their current condition.

In respect of maintenance planning:

1. Identification of the maintenance actions to be carried out on assets and the periodic frequency at which they should occur.
2. Assigning maintenance actions to individual assets.
3. Preparing definitions (templates) of work orders that are to be carried out on a periodic and scheduled basis including the grouping of assets that are to be the subject of a single work order occurrence. Identification of health and safety issues including hazards to the personnel carrying out maintenance and other legal and statutory requirements are within scope for scheduled work order definition.
4. Preparing a schedule of work for planned preventive maintenance (PPM) actions.

In respect of undertaking (doing) maintenance work:

1. Generating an occurrence of work order requiring action from a template scheduled work order defined within the maintenance planning process and generation of a work order requiring action as a result of a need for corrective action in response to a fault report.
2. Assigning the work order to the actors who are to be responsible for its execution. Both assignment to a maintenance contractor and assignment to one or more named persons are in scope. In the case of assignment to a maintenance contractor, it is also assumed that the process includes the further assignment of work to one or more persons employed by the contractor who may or may not be named specifically to the facility owner/operator.
3. Execution and completion of the work order by the assigned actor and reporting of the fact, together with the state of the asset(s) maintained upon completion.
4. Checking on the fact of completion of work orders and the quality of work done by way of performance assessment of the actor.

In respect of recording maintenance:

1. Completing the closure of a work order such that further activity against that unique work identification cannot take place and causing information about the completed work to be archived within a history of maintenance work.
2. Preparation and issue of reports that enable the performance of the actor carrying out maintenance work to be assessed.
3. Preparation and issue of reports that enable the performance and status of the assets being maintained to be assessed for the purposes of: · providing feedback of information to the maintenance planning process to enable schedules of maintenance work to be varied, · providing information that enables the need for project development to be appraised, · providing information that enables the preparation of budgets for maintenance work to be developed.

1. Assignment of a financial value to an asset.
2. Assessing the condition of assets by continuous monitoring using fixed instrumentation.
3. Work defined as a project that is beyond the boundaries of the maintenance process. A project is defined as work that is:

• funded by a capital budget allocation separately to the allocation for normal maintenance work,
• subject to the development and application of a specification of work separately to the specification applied to maintenance work
• may be undertaken by an actor who is not the actor normally undertaking maintenance work