Asset Maintenance Management Unit 2 Maintenance Policy

Transcription

1 Asset Maintenance Management Unit 2 Maintenance Policy 1

2 Maintenance Policy The main components of a maintenance policy Procedures involved in the preparation of a maintenance policy How to assemble a maintenance plan Concerned with maintenance objectives and performance standards 2

3 Maintenance Policy Defined as a strategy within which decisions on maintenance are taken. Organization of maintenance within an agreed policy. Is a strategic statement of what level of maintenance is required in order to keep the assets of an organization in an operational condition. It sets a series of long-term objectives Must have an agreed working policy within which to operate. 3

4 Maintenance Policy It outlines : Maintenance objectives Maintenance requirements Who is responsible for maintenance and how it is organised How is it is to be carried out It dictates the planning and development of the maintenance programme 4

5 Maintenance Policy The programme combines the individual maintenance tasks and schedules into one. It would include all assets to enable overall performance to be monitored against planned. Should stipulate timescales, budgets, resources, monitoring and feedback practices. 5

6 Maintenance Policy Approach to produce a Maintenance Policy Appraise the current condition of the buildings, their nature, use and expected life. Prepare an outline programme of work Establish how the programme will be executed. Calculate the approximate costs 6

7 Maintenance Policy Sets out an organisation s intentions for the coming year or the next 5 years, relating to budgets, workloads and priorities. Identifies areas of concern relating to service or policy. Contains programmes of works to be undertaken in the short/medium/long terms. Have due regard to the building s expected service, standard, budget provisions, execution method etc. 7

8 Maintenance Programme Sets out and delineates in schedule format the timing, cost and priorities of repairs for the maintenance plan. 3 types of maintenance programmes Day to Day covering routine repairs Cyclical (Planned) maintenance works on regular cycle (painting etc.) and items planned in advance such as roof repairs. Special/Others upgrading of components/elements. 8

9 Maintenance Programme Purpose: Actual Maintenance Performance Vs Planned Maintenance Performance Monitoring & Feedback 9

10 Maintenance Policy - Objectives How the programme contributes to the objectives of the overall organisation What penalties are imposed for not carrying out the programme What resources are needed and when Policy is derived from objectives which in turn are defined by the organisation 10

11 Maintenance Programme It combines the individual maintenance tasks and schedules into one strategic programme covering all the maintenance activities for a set period. Produce a strategic policy plan that includes all required assets and overall performance can be monitored against planned. Helps to make use of resources efficiently, forecast expenditure and monitor feedback. 11

12 Maintenance Policy Organisation s Objectives Maintenance Objectives Maintenance Policy Determined by: Statutory requirements Organisational needs Market needs Industry standards Consequences of failure System interdependency etc 12

13 Maintenance Policy - Objectives Objectives are determined by a wide range of different factors: Statutory requirements Organizational requirements Customer charters (rights) Market requirements Industry Standards Consequences of failure System interdependency Overall organization strategy 13

14 Organization s Objective Maintenance Objectives Maintenance Policy Maintenance Objectives is determined by: - 1. Statutory Requirements 2. Organisational Requirements 3. Customers Charters 4. Market Requirements 5. Industry Standards 6. Consequences of failure 7. Overall organizational strategy 8. System interdependency 14

15 Maintenance Policy - Objectives Maintenance Objectives must be Clearly defined Inform all and clear targets Achievable - monitor Match the business objectives Strategic (relating to the identification of long-term or overall aims and interests and the means of achieving them) Direct Maintenance Plan Relate to maintenance and performance standards 15

16 Maintenance Performance Standards The policy generally includes performance indicators: Measurement & evaluation of condition. Company policy towards statutory health and safety. A ranking methodology. Identification of key objectives from facility strategic plan. Outline proposals for key buildings. Frequencies for recurring maintenance. Policy towards deferred maintenance. Policy for updating the maintenance programme (eg. rights). Policy on procurement. Maintenance & performance standards required (eg. KPI) 16

17 Maintenance Performance Standards Organisation s Decision Example Facilities run down until they fail before responding with maintenance Vs Carry out maintenance before facilities fail 17

18 Maintenance Performance Standards The maintenance standards are based on: Technical characteristics of the building it carries. Intended use of building Financial factors Organisational factors External factors The performance standards are based on: Required response time Down-time of essential facilities Required quality of report Required cost of repair Proportion of planned to unplanned maintenance 18

19 Maintenance Performance Standards Macro and micro refer to measurements of size but in different directions. One refers to large measurements, and one refers to small measurements. Maintenance Standard VS Performance Standard Think macro.. general capabilities of the asset Think micro.. Acceptable level as determined by the organisation 19

20 Maintenance Performance Standards Typical Performance Standard Indicator included in the Maintenance Policy 1. Measurement and Evaluation of condition (KPIs etc.) 2. Company Policy towards Statutory Health & Safety 3. A Ranking Methodology (compare against market indicators cost / psf) 4. Identification of Key Objectives from Facilities Strategic Plan 5. Outline proposal for key buildings 6. Frequencies for Cyclic Maintenance (5 years re-painting, chiller overhaul) 7. Policies toward Deferred Maintenance (re-roofing etc) 8. Policy for updating the Maintenance Program (frequency) 9. Policy on Procurement (bulk purchase vs ad-hoc purchase) 10. Maintenance and Performance Standards required 20

21 Maintenance Policy Maintenance policy is a strategy within which decisions on maintenance are taken. It is the alternative to 100% responsive or ad-hoc maintenance. Allow assets to run down before responding or carry out maintenance before fail 21

22 Maintenance Policy Requirements The maintenance policy must (Pg 2-5): o Demonstrate how the maintenance function contributes to the overall organizational objectives. o Explain the consequences for not carrying out the maintenance. o Demonstrate what resources & when they are required for the tasks. o Establish the basis for performance. o Define the proposals for monitoring & performance 22

23 We can make a difference Contribution to Organisation Relationship between expenditure on planned and responsive maintenance Statutory requirements Link to revenue(operational) generation Link to capital generation Special consideration 23

24 Format of Maintenance Policy Typically comprise of: Policy Title and Organisation Name Originator and Date Validation Strategic document, signed Preambles (a preliminary or preparatory statement; an introduction) and Background Information Scope and Limitations - Exclusions Objectives of the Maintenance Policy Schedule of Resources Requirements Procedures for Performance and Monitoring Proposals for Execution Approval of the Maintenance Policy 24

25 Formulation of Maintenance Policy 3 Steps involved : (1) Fact Finding - Research phase Appraisal of the stock - range and type of assets, any exclusions, define limits Detailed survey understand the nature and characteristics of the stock, schedule of stock categorised by age, condition etc. Consultation of asset owners/users purpose, extent of interruption 25

26 Formulation of Maintenance Policy (2) Alternative Methods Analysis Approaches to maintenance (programmed, responsive, cyclic) Ways of carrying out the works (fixed price, maintenance contract, reimbursement) (3) Policy Evaluation Evaluate prior to implementation Not to miss out any elements Management audit committee approval Maintenance audit passed to another technical section 26

27 How to express that maintenance is a value added function to the organisation objectives? Suggestions (Planned $) Vs (Responsive $) Investment on maintenance = Success of Organisation s objectives ensure organisation complies to statutory requirement assure uptime of facilities = revenue generation well maintained facilities = attractiveness = capital generation 27

28 In what ways could delay or postponement of maintenance incur costs to an organisation? How might these costs be quantified and presented. Loss of efficiency & productivity, disruption Greater financial loss if serious damage or breakdown occurs in the interim (also potential litigation & penalties) Losing business opportunities (potential & existing clients) Employees anxiety Loss of competitiveness Efficiency output/hr output/worker Cost of repair vs cost of the maintenance postponed Cost of penalties and litigation Retention rate and new customer success rate Absentee Market share 28

29 Maintenance Policy is a strategy statement of what level of maintenance is required in order to keep the assets of an organisation in an operational condition. 29

30 Maintenance Policy Definition: A strategy within which decisions on maintenance are take. - BS 8210:1996 Maintenance Policy Decision Level of Maintenance Maintenance Action 30

31 Maintenance Policy What does a Maintenance Policy specifies? Maintenance objectives of the organisation The maintenance requirements for the organisation Who is responsible for maintenance and how it is organised How the maintenance policy is to be carried out. 31

32 Maintenance Policy Objectives: To show how the maintenance programme can add value to the objectives of the organization. To indicate the consequences if the maintenance programme is not being followed. To indicate when and what resources are needed for the maintenance programme. 32

33 Maintenance Policy Characteristics: The maintenance objectives must : - be clearly defined - be achievable - match business objectives Must be able to direct the maintenance plan. Must relate to maintenance and performance standards 33