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June 98/31

Building Repairs and Maintenance Study in the Higher Education SectorManagement Review Guide


Value for Money Initiative


Building Repairs and Maintenance Study in the Higher Education SectorManagement Review GuideContents 1. 2. 3. 4. 5. 6. Introduction Building Maintenance Planned and Reactive Benefits of a Building Maintenance Review Building Maintenance Review Process Building Management Review Group Building Maintenance Matrix 6.1 Strategic Framework 6.2 Condition Assessment 6.3 Maintenance Planning 6.4 Resource Planning 6.5 Managing the Workload 6.6 Getting Good Prices 6.7 Evaluating Quality 7. 8. 9. Building Maintenance Data Legislation, Statutory Regulations and British Standards Management Action Plan Page 2-5 6-9 10 - 11 12 - 15 16 - 19 20 - 23 24 - 27 28 - 31 32 - 35 36 - 39 40 - 43 44 - 47 48 - 53 54 - 57 58 - 63 64 - 66 67

10. Appendices

1. IntroductionBackgroundThe building maintenance study is one of a number of initiatives by the Higher Education Funding Councils to support higher education institutions (HEIs) in managing their estates, through identifying and disseminating good practice. The outputs of the study provide HEIs with an opportunity to enhance their current building maintenance arrangements and save costs. They recommend a management approach based on asking: What are the appropriate levels of service delivery required for building maintenance arrangements, in order to achieve value for money? The emphasis is one of upward initiative, rather than downward control. The checklist-driven approach indicated in this guide can be used directly; it will also help institutions identify and implement complementary approaches, where appropriate.

Findings of the StudyAfter its staff and students, the estate is the most important asset of the institution. It directly supports the delivery of teaching and research; it also provides a stimulating and supportive environment for students and staff alike. An appropriate and well-maintained estate is therefore critical to delivering the institutions core business objectives in a cost-effective way. The findings of the Building Repairs and Maintenance Study in the Higher Education Sector readily acknowledge the work already undertaken by institutions to manage planned and reactive building maintenance. However, further strategic and operational opportunities, as well as cost benefits, do exist for institutions to enhance their current practices. The principal messages of the study are that: building maintenance arrangements can make a strategic contribution to the core business activities of institutions budget cuts in building repairs and maintenance are not costeffective savings institutions have obligations as trustees to maintain assets and to operate in compliance with legislation


a structured and co-ordinated management framework, incorporating agreed user priorities, is needed to deliver value for money comprehensive and up-to-date information on the estate provides institutions with indicators to prompt management actions. The outputs of this study provide a set of tools and ideas for all institutions, within a framework that enables management options to be considered, in order to deliver value for money. It is the responsibility of the institution to identify and to implement the most appropriate management arrangements to match its requirements.

Outputs of the StudyThis Management Review Guide is one of two publications arising from the study; the other is the National Report. The National Report focuses on management issues regarding building repairs and maintenance, and identifies key actions to be considered by people in the corporate and management structure of the institution. Together, the National Report and Management Review Guide illustrate and support an approach whereby institutions are able to identify structured management arrangements for the upkeep of their academic and other buildings, and the mechanical and electrical services installed within them.

Purpose of the GuideThe Management Review Guide aims to enable individual HE institutions to undertake periodic management reviews of their building maintenance arrangements. By so doing, an institution will be able to assess the effectiveness of those arrangements and identify any further actions necessary. Such reviews could either be part of a management initiative instigated by the institution over a three-year period; or be based on diagnostic reviews undertaken by its professional advisers or auditors, over a similar time scale. Following the review, a formal management action plan could then be agreed to implement the actions identified. The process enables considered input by both users and managers. It should focus attention upon existing arrangements, and identify specific outputs that will contribute to the development of the institutions aims and objectives.


The National Report and Management Review Guide are a source of ideas and actions. They are designed to encourage the senior management team of the institution to adopt a resourceful and imaginative approach in reviewing and updating the building maintenance arrangements.

Scope of the GuideFor the purposes of the guide, building maintenance includes all work undertaken by the institution in maintaining the fabric and associated services of its campus buildings. Operational services such as grounds maintenance, cleaning, caretaking, security and so on have not been specifically considered as part of this study. For management information purposes, building repairs and maintenance work should be considered as either planned or reactive. This definition of building maintenance enables the institution to evaluate the balance of its current arrangements and make changes as required. Equally, staff not directly involved in the delivery of building maintenance are able to appreciate its total resource implications for the institution.

Users of the GuideA review of building maintenance arrangements is best undertaken by a project team in order to co-ordinate the work of technical, financial, advisory and other staff. The exact arrangements may allow some actions to be considered by two or more members of the team (or nominated staff) working in partnership; while others may be pursued by an individual member; and some may be undertaken by the institutions professional advisers and auditors, in conjunction with member(s) of the team. The Management Review Guide has been developed for use by everyone involved: members of the management team, other nominated staff of the institution, its professional advisers and auditors. The membership of the project team, and of any working group or sub-committee, is considered in a subsequent section of this guide: Building Management Review Group.

Format of the GuideThe guide has been divided into the key aspects that need to be considered in developing effective management arrangements. Further guidance is indicated in the Appendices at the back.


The exact nature and scope of the management arrangements can vary considerably. The checklists in the following sections are for guidance only as to some of the matters that need to be considered. They may be used and adapted as necessary by the institution.



2. Building Maintenance Planned and Reactive

Institution(Adoption of maintenance standards)

Institutions Strategic Plan

SERVICE LEVEL STATEMENTS(agreed service standards)

Estates Strategy

Planned MaintenanceFor example: Day-to-day (or routine) maintenance Periodic (or cyclical) maintenance Maintenance contracts (scheduled and condition-based maintenance) Preventative (also planned preventative and forward) maintenance Regular statutory inspections Painting/redecoration programmes

Maintenance Strategy

Academic and Administrative Departments(Identification of maintenance standards) Planned and Reactive Maintenance

Long-term (irregular or backlog) maintenance

Reactive MaintenanceFor example: Unplanned maintenance Building Repairs and Maintenance Arrangements Emergency (or breakdown) maintenance Responsive maintenance

Estates Department(Management of maintenance standards)

Performance Benchmarks


2. Building Maintenance Planned and ReactiveIntroductionBuilding maintenance is an important service within the overall facility arrangements of the institution. It was identified as being a subject of concern by all HE institutions, in terms of their management priorities. It is delivered within a statutory framework that is becoming increasingly strict and demanding, with the risk of sanctions being applied in cases of non-compliance. It also has significant cost implications, for all institutions, if ignored. In maintaining the estate, a framework is required which: recognises the interests of different stakeholders through service delivery arrangements ensures compliance with statutory regulations enables the institution to achieve value for money through the management and funding of agreed maintenance priorities within its strategic and operational plans.

Building MaintenanceIn the context of the study, building maintenance is considered to be work undertaken to keep, restore or improve every part of a building, its services and surrounds. This work will be determined by: core business needs assessment of priority and risk in relation to core business activities adopted standards included within service level statements and agreed by both user and provider planned financial resources identified within costed maintenance plans. Planned building maintenance is any work done with forethought


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