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Asset Maintenance ManagementUnit 2Maintenance Policy
Asset Maintenance ManagementUnit 2Maintenance Policy
1
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
Maintenance Policy
2
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.
Maintenance Policy
3
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
Maintenance Policy
4
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.
Maintenance Policy
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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
Maintenance Policy
6
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.
Maintenance Policy
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Sets out and delineates in schedule format the timing, cost and priorities of repairs for the maintenance plan.
3 types of maintenance programmesDay to Day covering routine repairsCyclical (Planned) maintenance – works on regular
cycle (painting etc.) and items planned in advance such as roof repairs.
Special/Others – upgrading of components/elements.
Maintenance Programme
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Purpose:
Actual Maintenance Performance
Vs
Planned Maintenance Performance
Monitoring & Feedback
Maintenance Programme
9
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
Maintenance Policy - Objectives
10
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.
Maintenance Programme
11
Organisation’s
Objectives
Maintenance
Objectives
Maintenance
Policy
Determined by:
• Statutory requirements
• Organisational needs
• Market needs
• Industry standards
• Consequences of failure
• System interdependency
• etc
Maintenance Policy
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Objectives are determined by a wide range of different factors:Statutory requirementsOrganizational requirementsCustomer charters (rights)Market requirements Industry StandardsConsequences of failureSystem interdependencyOverall organization strategy
Maintenance Policy - Objectives
13
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
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
Maintenance Policy - Objectives
15
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)
Maintenance Performance Standards
16
Organisation’s
Decision
Example
Facilities run down until they fail before responding with maintenance
Vs
Carry out maintenance before facilities fail
Maintenance Performance Standards
17
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
Maintenance Performance Standards
18
Maintenance Standard VS
Performance Standard
Think macro..
general capabilities of the asset
Think micro..
Acceptable level as determined by the
organisation
Maintenance Performance Standards
19
Macro and micro refer to measurements of size but in different directions. One refers to large measurements, and one refers to small measurements.
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
Maintenance Performance Standards
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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
Maintenance Policy
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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
Maintenance Policy Requirements
22
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
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
Format of Maintenance Policy
24
3 Steps involved : (1) Fact Finding - Research phaseAppraisal of the stock - range and type of assets, any
exclusions, define limitsDetailed 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
Formulation of Maintenance Policy
25
(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
Formulation of Maintenance Policy
26
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
How to express that maintenance is a value added function to the organisation objectives?
27
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
“is a strategy statement of what level of maintenance is required in order to keep the assets of an organisation in an operational condition.”
Maintenance Policy
29
Definition:
“ A strategy within which decisions on maintenance are take.”
- BS 8210:1996
Decision
Level of Maintenance
Maintenance
Action
Maintenance Policy
Maintenance Policy
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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.
Maintenance Policy
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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.
Maintenance Policy
32
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
Maintenance Policy
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