Building Maintenance and Facility

Management Assignment-I (Individual)

Prepared by: Beke Abdeta

Submitted to: Dr. Kabtamu
Adama Science and Technology University
School of Civil Engineering and Architecture
Proposed degree: MSC in Construction Engineering & Management

March11, 2024
Adama

1. Define maintenance? List major maintenance types and frequency of

maintenance in building.
1a. Maintenance definition:

• Any activity—such as tests, measurements, replacements, adjustments, and repairs—intended to

retain or restore a functional unit in or to a specified state in which the unit can perform its
required functions.
• All action taken to retain material in a serviceable condition or to restore it to serviceability. It
includes inspections, testing, servicing, classification as to serviceability, repair, rebuilding, and
reclamation.
• All supply and repair action taken to keep a force in condition to carry out its mission.
• The routine recurring work required to keep a facility (plant, building, structure, ground facility,
utility system, or other real property) in such condition that it may be continuously used, at its
original or designed capacity and efficiency for its intended purpose.

Maintenance involves functional checks, servicing, repairing or replacing of necessary devices,

equipment, machinery, building infrastructure, and supporting utilities in industrial, business, and
residential installations. Over time, maintenance has come to include multiple wordings that describe
various cost-effective practices to keep equipment operational; these activities occur either before or
after a failure. Maintenance is strictly connected to the utilization stage of the product or technical
system, in which the concept of maintainability must be included. In this scenario, maintainability is
considered as the ability of an item, under stated conditions of use, to be retained in or restored to a
state in which it can perform its required functions, using prescribed procedures and resources.

In some domains like aircraft maintenance, terms maintenance, repair and overhaul also include
inspection, rebuilding, alteration and the supply of spare parts, accessories, raw materials, adhesives,
sealants, coatings and consumables for aircraft maintenance at the utilization stage. In international
civil aviation maintenance means: The performance of tasks required to ensure the continuing
airworthiness of an aircraft, including any one or combination of overhaul, inspection, replacement,
defect rectification, and the embodiment of a modification or a repair.

1b. List Major Maintenance Types

A. Service Maintenance (Emergence Maintenance)
Maintenance item requested by tenants or managers. Emergency cases, stopped up toilets, leaking
faucets, lack of hot shower, broken window, lack of ventilation and so on. So, project managers should
prioritize
 • Emergency case
• Repair within 24hours
• On time permit
b. Routine Maintenance
General maintenance to common areas, land scaping, equipment and janitorial duties. It is a
maintenance required on a regular basis. It is mainly scheduled for
• Office buildings
• Lobby
• Rest rooms
• Hauls
c. Extraordinary Maintenance
Major rehabilitation, replacement, or refurbishment of unit or ground and building. Examle:
• Roof replacement
• Relumbing

c. Preventive maintenance (PM)

Preventive maintenance (PM) is a routine for periodically inspecting with the goal of noticing small
problems and fixing them before major ones develop. The main goal behind PM is for the equipment to
make it from one planned service to the next planned service without any failures caused by fatigue,
neglect, or normal wear (preventable items), which Planned Maintenance and Condition Based
Maintenance help to achieve by replacing worn components before they actually fail. Maintenance
activities include partial or complete overhauls at specified periods, oil changes, lubrication, minor
adjustments, and so on. In addition, workers can record equipment deterioration so they know to
replace or repair worn parts before they cause system failure.

d. Predictive maintenance techniques are designed to help determine the condition of in-service
equipment in order to estimate when maintenance should be performed. This approach promises cost
savings over routine or time-based preventive maintenance, because tasks are performed only when
warranted. Thus, it is regarded as condition-based maintenance carried out as suggested by estimations
of the degradation state of an item. The main promise of predictive maintenance is to allow convenient
scheduling of corrective maintenance, and to prevent unexpected equipment failures. This maintenance
strategy uses sensors to monitor key parameters within a machine or system, and uses this data in
conjunction with analyzed historical trends to continuously evaluate the system health and predict a
breakdown before it happens. This strategy allows maintenance to be performed more efficiently, since
more up-to-date data is obtained about how close the product is to failure.

Predictive replacement is the replacement of an item that is still functioning properly. Usually it is a
tax-benefit based replacement policy whereby expensive equipment or batches of individually
inexpensive supply items are removed and donated on a predicted/fixed shelf life schedule. These items
are given to tax-exempt institutions.

e. Condition-based maintenance

Condition-based maintenance (CBM), shortly described, is maintenance when need arises. Albeit
chronologically much older, It is considered one section or practice inside the broader and newer
predictive maintenance field, where new AI technologies and connectivity abilities are put to action
and where the acronym CBM is more often used to describe 'condition Based Monitoring' rather than
the maintenance itself. CBM maintenance is performed after one or more indicators show that
equipment is going to fail or that equipment performance is deteriorating.

This concept is applicable to mission-critical systems that incorporate active redundancy and fault
reporting. It is also applicable to non-mission critical systems that lack redundancy and fault reporting.
Condition-based maintenance was introduced to try to maintain the correct equipment at the right time.
CBM is based on using real-time data to prioritize and optimize maintenance resources. Observing the
state of the system is known as condition monitoring. Such a system will determine the equipment's
health, and act only when maintenance is actually necessary. Developments in recent years have
allowed extensive instrumentation of equipment, and together with better tools for analyzing condition
data, the maintenance personnel of today is more than ever able to decide what is the right time to
perform maintenance on some piece of equipment. Ideally, condition-based maintenance will allow the
maintenance personnel to do only the right things, minimizing spare parts cost, system downtime and
time spent on maintenance.

Challenges
Despite its usefulness of equipment, there are several challenges to the use of CBM. First and most
important of all, the initial cost of CBM can be high. It requires improved instrumentation of the
equipment. Often the cost of sufficient instruments can be quite large, especially on equipment that is
already installed. Wireless systems have reduced the initial cost. Therefore, it is important for the
installer to decide the importance of the investment before adding CBM to all equipment. A result of
this cost is that the first generation of CBM in the oil and gas industry has only focused on vibration in
heavy rotating equipment.

Secondly, introducing CBM will invoke a major change in how maintenance is performed, and
potentially to the whole maintenance organization in a company. Organizational changes are in general
difficult. Also, the technical side of it is not always as simple. Even if some types of equipment can
easily be observed by measuring simple values such as vibration (displacement, velocity or
acceleration), temperature or pressure, it is not trivial to turn this measured data into actionable
knowledge about the health of the equipment.

Advantages and disadvantages: CBM has some advantages over planned maintenance:
• Improved system reliability
• Decreased maintenance costs
• Decreased number of maintenance operations causes a reduction of human error influences

Its disadvantages are:

• High installation costs, for minor equipment items often more than the value of the equipment
• Unpredictable maintenance periods cause costs to be divided unequally.
• Increased number of parts (the CBM installation itself) that need maintenance and checking.

Today, due to its costs, CBM is not used for less important parts of machinery despite obvious
advantages. However it can be found everywhere where increased safety is required, and in future will
be applied even more widely.

f. Corrective maintenance

Corrective maintenance is a type of maintenance used for equipment after equipment break down or
malfunction is often most expensive – not only can worn equipment damage other parts and cause
multiple damage, but consequential repair and replacement costs and loss of revenues due to down time
during overhaul can be significant. Rebuilding and resurfacing of equipment and infrastructure
damaged by erosion and corrosion as part of corrective or preventive maintenance programmes
involves conventional processes such as welding and metal flame spraying, as well as engineered
solutions with thermoset polymeric materials.

1c. Frequency of Maintenance In Building

Building maintenance involves a range of tasks aimed at keeping a structure in good condition,
ensuring longevity and functionality. The frequency of maintenance tasks varies depending on the type
of structure and its usage. Common types of building maintenance include preventive, corrective,
predictive, routine, and emergency maintenance.
• Preventive Maintenance: Involves regular inspections and minor repairs to prevent major
issues.
• Corrective Maintenance: Focuses on fixing issues swiftly and effectively when something
breaks or malfunctions.
• Predictive Maintenance: Relies on data and analytics to predict when equipment or systems
are likely to fail.
• Routine Maintenance: Covers everyday tasks like cleaning, lubricating, and adjusting
components.
• Emergency Maintenance: Required in critical situations like burst pipes or electrical failures.

Regular building maintenance is crucial for safety, functionality, compliance with regulations, and
cost-efficiency. It is recommended to conduct maintenance regularly based on the type of structure and
its usage. Complex maintenance should be handled by professionals to ensure safety and compliance.
Building maintenance is a continuous process that involves various types of maintenance tasks to
ensure the optimal functioning and longevity of a structure. Regular upkeep is essential to prevent
issues from arising and maintain a safe and efficient environment for occupants

2. State the advantages of life cycle cost analysis. Draw the curve to determine the
economic life of equipment? State the components of maintenance cost?
Advantages of Life Cycle Cost Analysis:

Life Cycle Cost Analysis (LCCA) offers several advantages in decision-making processes related to
investments, projects, and asset management:

1. Comprehensive evaluation: LCCA considers costs throughout the entire life cycle of a project or
asset, including acquisition, operation, maintenance, and disposal. This comprehensive analysis helps
decision-makers understand and compare all costs associated with different alternatives.

2. Better decision-making: LCCA provides a structured framework for comparing different project
alternatives based on their total cost over the life cycle. This helps in making informed decisions that
consider not only initial costs but also long-term costs and benefits.

3. Cost savings: By considering long-term costs, LCCA can help identify opportunities to reduce life
cycle costs through more cost-effective design choices, materials, maintenance strategies, or energy-
efficient technologies.

4. Improved planning and budgeting: LCCA facilitates better planning and budgeting by providing a
clearer picture of the total cost implications of different options. This allows organizations to allocate
resources more effectively and prioritize investments based on long-term cost considerations.

5. Risk management: LCCA helps in assessing and managing risks associated with different project
alternatives by considering potential cost implications over the life cycle. This enables decision-makers
to make more informed risk assessments and mitigation strategies.

6. Sustainability considerations: LCCA allows for the evaluation of environmental and social impacts
associated with different project alternatives, facilitating sustainable decision-making that considers not
only costs but also broader sustainability objectives.

Components of Maintenance Cost:

1. Labor Costs: Labor costs include wages, benefits, and overhead costs associated with maintenance
personnel, technicians, and contractors performing maintenance tasks on equipment.

2. Material Costs: Material costs include spare parts, repair components, lubricants, fluids, tools, and
supplies used for maintenance activities.

3. Outside Services: Outside services refer to costs associated with hiring external vendors,
contractors, or service providers for specialized maintenance tasks, repairs, or maintenance support.

4. Downtime Costs: Downtime costs include the productivity and revenue losses incurred when
equipment is out of service due to maintenance, repairs, breakdowns, or equipment failures.

5. Energy Costs: Energy costs are associated with the electricity or fuel consumption of equipment
during operation, maintenance, and standby periods, including costs for operating and maintaining
energy-consuming systems.

4. Equipment cost

Fig:-The curve to determine the economic life of equipment

Construction equipment life can be defined in three ways: physical life, profit life, and economic life.
Figure above shows graphically how these different definitions relate to the lifecycle of a typical piece
of equipment. One can see in the graph that over the physical life of the machine, it takes some time for
the new machine to earn enough to cover the capital cost of its procurement. It then moves into a phase
where the equipment earns more than it costs to own, operate, and maintain, and finishes its life at a
stage when the costs of its maintenance are greater than what it earns during the periods when it is in
operation.

3. Define the term Preventive Maintenance? Classify other Maintenance Types.

What is building health monitoring? What is planned maintenance? How design
affect maintenance?

Preventive maintenance is the act of performing regularly scheduled maintenance activities

which helps to prevent unexpected failures in the future. Put simply, it's about fixing things

before they break.

Types of preventive maintenance

There are 4 major types of preventive maintenance. Each is built around the concept of

planned maintenance, although they are all organized and scheduled differently, to suit

different business operation purposes.

I. Usage-based preventive maintenance

Usage-based preventive maintenance is triggered by the actual utilization of an asset. This type

of maintenance takes into account the average daily usage or exposure to environmental

conditions of an asset and uses it to forecast a due date for a future inspection or maintenance

task.

II. Calendar/time-based preventive maintenance

Calendar/time-based preventive maintenance occurs at a scheduled time, based on a calendar

interval. The maintenance action is triggered when the due date approaches and necessary work

orders have been created.

III. Predictive maintenance

Predictive maintenance is designed to schedule corrective maintenance actions before a failure

occurs. The team needs to first determine the condition of the equipment in order to estimate

when maintenance should be performed. Then maintenance tasks are scheduled to prevent

unexpected equipment failures.

IV. Prescriptive maintenance

Prescriptive maintenance doesn’t just show that failure is going to happen and when, but also

why it’s happening. This type of maintenance helps analyze and determine different options

and potential outcomes, in order to mitigate any risk to the operation.

 What is building health monitoring?

Building health monitoring refers to the process of using technology and data analytics to

continuously monitor the health and performance of a building's systems and components. It

involves the collection, analysis, and interpretation of various data points to identify potential

issues, optimize performance, and ensure the efficient operation of the building.

Building health monitoring systems typically involve the use of sensors and other monitoring

devices installed throughout the building. These sensors can measure parameters such as

temperature, humidity, air quality, energy consumption, occupancy levels, equipment status,
and more. The collected data is then transmitted to a centralized system or cloud-based platform

for analysis.

 Planned maintenance is a maintenance approach focused on minimizing unplanned

equipment downtime and returning to uptime as soon as possible after a breakdown. In fact,

it's a basic form of preventive maintenance carried out “according to plan.

 How design affect maintenance?

Design has a significant impact on maintenance because it influences the ease of access,

repairability, and overall efficiency of maintaining a system or asset. Here are some ways in

which design can affect maintenance:

A well-designed system considers accessibility, modularity, documentation, reliability,

durability, predictive maintenance considerations, and energy efficiency, all of which can

contribute to more efficient and cost-effective maintenance processes.

 It fit for purpose is what is termed design for maintenance. This refers to equipment

that has clearly been designed with maintenance requirements in mind, as well as

equipment that is more durable and with spare parts that are readily available.

Design for maintenance also means equipment that is relatively easy to maintain.

This can refer to how easily the equipment can be disassembled.

4. Who has the authority to accept or reject equipment, furnishings, and

maintenance work that is delivered or performed? On what basis should the
decision to accept or reject be made?
4a. Who has the authority to accept or reject equipment, furnishings, and maintenance
work that is delivered or performed?

The authority to accept or reject equipment, furnishings, and maintenance work is distributed between
the contract administration office, contractors, and government property regulations. The contract
administration office ensures compliance with quality requirements, contractors are responsible for
supplying conforming items, and specific regulations govern the provision of government property in
certain contexts
 • Contract Administration Office Responsibilities: The contract administration office is
responsible for verifying whether supplies or services conform to contract quality requirements
and making decisions regarding their acceptability. They maintain records reflecting the nature
of quality assurance actions and decisions on acceptability
• Contractor Responsibilities: Contractors are responsible for controlling the quality of supplies
or services, tendering to the Government only those items that meet contract requirements,
ensuring suppliers have acceptable quality control systems, and maintaining evidence of
conformity with contract quality requirement
• Government Property Regulations: Government property regulations outline that contractors
are generally required to provide all property necessary for performing government contracts.
However, there are exceptions for property provided under contracts for repair, maintenance,
overhaul, or modification.
4b. On what basis should the decision to accept or reject be made?
The decision to accept or reject equipment, furnishings, and maintenance work should be made based
on specific criteria outlined in the relevant regulations and guidelines. The decisions to accept or reject
equipment, furnishings, and maintenance work should be made in accordance with contract
requirements, acceptance criteria outlined in the contract, and specific quality assurance guidelines
assigned to relevant agencies.
• Contract Requirements: The contracting officer should reject supplies or services that do not
conform to all contract requirements. The decision to accept or conditionally accept supplies
should be based on advice from the technical activity confirming safety and intended
performance, information on the nature and extent of nonconformance, and a request from the
contractor for acceptance
• Acceptance Criteria: Acceptance of supplies or services signifies acknowledgment that they
conform to applicable contract quality and quantity. Acceptance may occur before, at the time
of, or after delivery, depending on contract terms. Acceptance is typically the responsibility of
the contracting officer, with acceptance by a contract administration office or another agency
being binding.
• Quality Assurance: Quality assurance support for acquisitions of certain commodities is
assigned to specific agencies like the Food and Drug Administration for drugs and biologics.
Agencies requiring quality assurance support should request it directly from the designated
agency.
5. What type of building management/maintenance reports should be made? By
whom? To whom? How often?

Building management/maintenance reports are important tools for tracking and documenting the
condition, performance, and maintenance activities of a building. These reports should be made
regularly by the facilities management team, building managers, or maintenance staff to the
maintenance manager or facility managers of top management who may concern. The reports
serve as a communication tool to provide relevant information to various stakeholders involved in the
management and maintenance of the building.

The following types of building management/maintenance reports should be made:

Several types of building management and maintenance reports should be made to effectively track and
communicate information about the condition, performance, and operations of the building.

Some of the key reports that should be generated include:

1. Maintenance logs: Detailed records of all maintenance activities, including work orders, repairs,
inspections, and preventive maintenance tasks. These logs provide a history of maintenance work and
help identify trends and areas for improvement.

2. Equipment performance reports: Reports that track the performance of key building systems and
equipment, such as HVAC systems, electrical systems, and plumbing. These reports can highlight
inefficiencies, trends in equipment performance, and maintenance needs.

3. Energy consumption reports: Reports that track energy usage and costs over time, comparing
actual consumption with benchmarks or goals. These reports can help identify opportunities for energy
savings and efficiency improvements.

4. Compliance reports: Reports that document compliance with building codes, regulations, and
safety standards. These reports ensure that the building is meeting legal requirements and operating
safely.

5. Capital improvement reports: Reports that identify long-term maintenance needs, major repair or
replacement projects, and capital improvement priorities. These reports help plan for future expenses
and investments in building infrastructure.

6. Budget and financial reports: Reports that track maintenance expenses, budget allocations, and
financial performance. These reports help monitor spending, assess cost-effectiveness, and inform
decision-making.

7. Tenant satisfaction surveys: Reports that summarize feedback from tenants or occupants regarding
building maintenance and management. These surveys can provide valuable insights into tenant needs
and preferences.

The reports should be shared with various stakeholders, including building owners, property managers,
tenants, maintenance teams, and external service providers. The frequency of reporting may vary
based on the specific needs and requirements of the building, but typically the reports should be made
on a regular basis, such as immediately, monthly, quarterly, or annually. Regular reporting helps
to keep stakeholders informed, track performance metrics, and make informed decisions regarding
maintenance and building management strategies.

6. Who is responsible for scheduling, conducting, and evaluating facility

inspections,

energy audits, equipment inspections, etc.? Who is responsible for maintenance planning

and budgeting?

The responsibility for scheduling, conducting, and evaluating facility inspections, energy

audits, equipment inspections, and other related activities, as well as maintenance planning and

budgeting, can vary depending on the organization and its structure. However, here are some

common roles and responsibilities associated with these tasks:

Facility Manager: The facility manager typically has overall responsibility for managing the

facility and its maintenance activities. They may be responsible for scheduling and

coordinating facility inspections, energy audits, and equipment inspections. They also play a

significant role in maintenance planning and budgeting, as they oversee the day-to-day

operation and maintenance of the facility.

Maintenance Department/Team: The maintenance department or team is often responsible

for conducting facility inspections, equipment inspections, and other maintenance-related

activities. They are involved in scheduling and performing routine maintenance tasks and

repairs. They may work closely with the facility manager to plan and execute maintenance

activities based on the available budget.

Energy Manager or Energy Team: In organizations that prioritize energy efficiency, an

energy manager or energy team may be responsible for conducting energy audits and

identifying energy-saving opportunities. They work in collaboration with other departments,

10 | P a g e

such as maintenance and operations, to implement energy efficiency measures and monitor

energy consumption.

Third-Party Contractors: In some cases, organizations may hire external contractors or

consultants to conduct facility inspections, energy audits, or specialized equipment inspections.

These contractors bring expertise and specialized knowledge to assess and evaluate the

facility's condition, energy performance, or specific equipment.

Finance Department: The finance department often plays a role in maintenance planning and

budgeting. They collaborate with the facility manager and maintenance department to develop

maintenance budgets, track expenses, and allocate funds for maintenance activities. They

ensure that maintenance planning aligns with the organization's financial goals and constraints.

It's important to note that the specific responsibilities and roles may vary depending on the

organization's size, industry, and internal structure. Some organizations may have dedicated

positions or teams for facility inspections, energy management, or maintenance planning, while

others may distribute these responsibilities among multiple individuals or departments.

Clear communication, collaboration, and coordination among these stakeholders are crucial to

ensure effective facility management, maintenance planning, and budgeting.

7. State the benefits of keeping equipment’s records “Baseline information about

each building, area of the building, piece of equipment, and type of furnishing must
be gathered when a formal maintenance program is being established. “Why?
Explain and list them.

Keeping equipment records offers several benefits that are crucial for effective maintenance
management. Maintaining equipment records offers a range of benefits including cost savings through
preventive maintenance, improved safety for operators, increased resale value, accountability tracking,
trend identification for better strategies, avoidance of costly repairs, and accurate justification of
warranty claims. Here are the key advantages explained and listed:
• Prevent Expensive Repair Works: Regular maintenance and inspections help identify and
address small damages before they escalate into major issues, thus preventing costly repairs.
Documenting maintenance work ensures that each machine is well-maintained, reducing the
risk of unexpected downtime and expensive repairs
• Prevent Problems Regarding Warranty Claims: Maintaining detailed records of all
maintenance and repair work simplifies the process of processing warranty claims.
Documenting the type of maintenance, repair dates, and work done helps determine warranty
claim eligibility and rights
• Increase Safety for Operators: By tracking equipment condition and maintenance history,
operators' safety is enhanced as potential faults or malfunctions can be identified early.
Maintenance records help in spotting signs of equipment failure, ensuring a safe working
environment for operators.
• Increase Resale Value of Equipment: Well-documented maintenance records enhance the
appeal of equipment for resale. Buyers prefer equipment with a detailed maintenance history as
it provides insights into how well the equipment has been maintained and used, ultimately
increasing its resale value
• Track Operator Responsibility: Recording who handles each piece of equipment helps
identify responsible individuals in case of damage due to mishandling. This practice encourages
proper equipment care, leading to higher operator responsibility and better care practices
• Spot Trends and Improve Maintenance Strategies: Maintenance records reveal trends across
different equipment types, models, and parts. By analyzing these trends, organizations can
optimize maintenance strategies, identify cost-effective solutions, and take proactive measures
to prevent recurring issues
• Avoid Costly Repairs and Justify Warranty Claims: Early identification of minor problems
through maintenance records allows for timely repairs, avoiding the accumulation of issues that
could lead to major repair costs. Detailed records also justify warranty claims accurately by
providing evidence of past maintenance work
8. What is hard and soft facility management?
Facility management encompasses a wide range of services, from physical asset management to
human-centric services. To streamline facility management tasks, the concept is often divided into two
categories: Hard Facility Management (Hard FM) and Soft Facility Management (Soft FM).
8a. Hard Facility Management

Hard FM, also known as hard services, focuses on managing the physical assets of a facility. These
services are crucial for maintaining the infrastructure's integrity and are often legally mandated due to
health, hygiene, and safety concerns. Examples of hard FM services include:

• Plumbing
• Electrical systems
• Mechanical equipment
• Fire protection systems
• Heating and HVAC systems
• Preventive maintenance of buildings

Goals of Hard FM:

• Avoid unplanned stops and maintain service levels.

• Manage costs effectively.
• Ensure compliance with regulations.
• Extend asset life and maximize life of asset
• Prevent workplace accidents.

8b. Soft Facility Management

Soft FM, or soft services, revolves around services that enhance employee experience and comfort
within a facility. These services are not mandatory but are considered essential for creating a pleasant
work environment. Examples of soft FM services include:

• Alarms
• Waste management
• Cleaning and housekeeping
• Catering and vending machines
• Decoration, landscaping, and plants
• Pest control

Goals of Soft FM:

• Prioritize comfort and well-being.

• Enhance employee satisfaction.
 • Create a valued work environment.

Budget Allocation for Hard and Soft Services

When managing facility budgets, it is essential to allocate resources effectively between hard and soft
services. While hard services are critical for infrastructure integrity and safety compliance, soft services
contribute to employee well-being and satisfaction. Conducting a Facility Needs Assessment can help
determine which services are essential for operations. Key Questions for Budget Allocation:

• Is the service essential for operational continuity?

• Does the service impact safety or security?
• Will suspending the service lead to operational losses?
• Is the service critical for customer satisfaction?
• Does the service enhance daily operations efficiency?

By balancing hard and soft facility management services within budget allocations, organizations can
ensure both infrastructure integrity and employee well-being are adequately addressed. In summary,
hard facility management focuses on physical assets maintenance for infrastructure integrity, while soft
facility management enhances employee comfort and satisfaction within a facility environment
9. Define the term computerized maintenance management system (CMMS), why
necessary?
A Computerized Maintenance Management System (CMMS) is a software solution that helps
organizations manage the maintenance of their assets, equipment, and facilities in an organized and
systematic manner. CMMS software centralizes maintenance operations, enables tracking of work
orders, scheduling of preventive maintenance tasks, inventory management, and equipment history
tracking, and reporting on maintenance activities.

The core of a CMMS is its database. It has a data model that organizes information about the assets a
maintenance organization is charged with maintaining, as well as the equipment, materials and other
resources to do so.

The necessity of implementing a CMMS in an organization lies in the following benefits:

1. Asset and Equipment Management: CMMS software provides a centralized database for storing
information about all assets and equipment within a facility. This information includes asset details,
maintenance history, service schedules, warranty information, and related documents.

2. Work Order Management: CMMS allows users to create, assign, track, and prioritize work orders
for maintenance tasks. It streamlines the communication between maintenance teams, supervisors, and
vendors, ensuring timely resolution of issues and effective coordination of maintenance activities.

3. Preventive Maintenance: CMMS facilitates the scheduling and tracking of preventive maintenance
tasks based on predefined maintenance plans and intervals. By automating these tasks, organizations
can reduce equipment downtime, extend asset lifespan, and prevent costly repairs.

4. Inventory Management: CMMS software enables organizations to track spare parts, materials, and
supplies used for maintenance activities. It helps in managing inventory levels, reordering supplies, and
minimizing stock outs, ensuring that maintenance operations run smoothly without delays.

5. Maintenance Reporting and Analysis: CMMS generates reports on key performance indicators,
maintenance costs, work order completion rates, equipment downtime, and other maintenance metrics.
These reports provide valuable insights for decision-making, resource allocation, and continuous
improvement of maintenance processes.

6. Regulatory Compliance: CMMS software helps organizations track and document maintenance
activities to ensure compliance with industry standards, regulations, and safety requirements. It
provides audit trails, maintenance logs, and documentation for regulatory inspections and certifications.

7. Improved Efficiency and reliability: CMMS streamlines maintenance processes, automates

repetitive tasks, and facilitates better organization of maintenance activities, leading to increased
productivity and efficiency within the maintenance department.

8. Cost Savings: By scheduling preventive maintenance, monitoring equipment performance, and

optimizing inventory levels, CMMS helps organizations reduce maintenance costs, minimize
unplanned downtime, and extend the lifespan of assets.

9. Data-Driven Decision Making: CMMS provides real-time insights and analytics on maintenance
operations, enabling data-driven decision-making, optimization of maintenance strategies, and
continuous improvement of maintenance processes.

10. Explain the curve below- different maintenance cost

I. Planned maintenance cost: The maintenance organized and carried out with the
forethought, control, and the use of cost through a determined plan.
II. Unplanned maintenance cost: The maintenance carried out no predetermined plan
to manage or save costs.
From the above diagram the relationship between planned and unplanned system are:-
 A system which is based on planned inspection and maintenance will have
higher overhead cost than that is not, but planning should lead lower
maintenance expenditure.
 At the time (year) increase unplanned maintenance cost increasing rapidly than
planned systems. I.e. unplanned system are higher expenditure (increasing the
cost) while planning system is saving cost (lower expenditure).
 At the break-even point both of them are equal saving maintenance cost.
 After the break-even point maintenance cost of unplanned system (without
inspection) is increasing while planning system is decreasing.
In generally when we compare in cost saving ,maintenance cost in planned
system is decrease as year of building is increase due to sustainable use of cost through
a determined plan and maintenance cost in unplanned system is increase as per of year
of building is increase due to no a predetermined plan.
 Effect due to defects of design on maintenance cost
Design defects have a significant impact on maintenance costs, contributing to nearly
50% of the maintenance cost for buildings. The inferior quality of design and material
selection can lead to chain impacts, impede performance, and increase maintenance
expenses. Therefore, addressing design defects early on is crucial to minimize
maintenance costs and ensure efficient functioning of buildings.
 Effect due to defects of construction material on maintenance cost
Using defective construction materials can significantly impact the maintenance cost of
a building. Defective materials can lead to premature deterioration of building elements,
causing maintenance issues to arise much earlier than expected. This not only increases
the cost of maintenance but can also result in the need for more frequent repairs and
replacements, ultimately adding to the overall maintenance expenses of the building.