2016E.

Building Maintenance and Facility

Management Assignment-I
(Individual)

Prepared by: Genet Neguse

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

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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)

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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

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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

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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

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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.

2a. State the Advantages of Life Cycle Cost Analysis

life Cycle Cost Analysis (LCCA) offers various advantages in assessing the total cost of owning a
facility or running a project. Some of the key benefits include:
➢ Identifying Cost-Effective Alternatives: LCCA helps in comparing different alternatives to
find the most cost-effective solution by considering initial and operating costs
➢ Management Awareness: It provides management with a clear understanding of the
resources needed for purchasing and operating facilities, enabling better decision-making
➢ Efficient Maintenance Planning: LCCA yields long-term information on maintenance
costs, allowing for the development of efficient maintenance schedules that do not disrupt
operations

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➢ Predicting Expenses: By analyzing life cycle costs, property owners can predict and cover
maintenance expenses accurately, preventing unexpected costs that could impact
profitability and safety.
➢ Optimizing Resource Allocation: It helps in evaluating financial implications, long-term
benefits, and sustainability factors to make informed decisions about resource allocation and
project prioritization.
In summary, Life Cycle Cost Analysis is a valuable tool that enables organizations to make
informed decisions regarding facility management, resource allocation, and project selection by
considering all costs associated with owning and operating an asset over its entire lifespan.

2b. Draw the Curve to Determine the Economic Life of Equipment

The economic life of equipment can be determined by analyzing a curve that considers various
factors such as physical life, technical life, and economic life. This curve helps in identifying the
optimal point where the cost recovery rate is minimized, indicating the most cost-effective period
for equipment replacement
Here are the key steps to draw the curve to determine the economic life of equipment:
1. Physical Life: This refers to the potential useful life of the equipment based on its design,
manufacturing level, use conditions, and maintenance. It is essential to consider how long
the equipment can be operated effectively
2. Technical Life: The period from when the equipment is put into use until it becomes
technologically obsolete due to advancements in technology. Factors like design,
maintenance, and repair affect this period.
3. Economic Life: This is the length of time an asset is expected to be useful to the owner
economically. It considers decreasing ownership costs and increasing operating costs,
determining when it becomes more costly to operate than to own.
By plotting these factors on a curve and analyzing the relationship between costs and usage over
time, organizations can pinpoint the economic life of equipment where costs are optimized. This
analysis helps in making informed decisions regarding equipment replacement to maximize
profitability and efficiency while minimizing maintenance and operational costs

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fig1. Curve to determine the economic life of equipment

2c. State The Components Of Maintenance Cost

The components of maintenance costs typically include various direct and indirect expenses
associated with upkeep, repairs, replacements, and all maintenance activities. These costs can be
categorized into different elements such as labor, materials, contractor costs, safety expenses,
software subscriptions, and more key components of maintenance costs include:
• Labor Costs: This encompasses wages, salaries, benefits, training, and development costs
related to maintenance personnel
• Materials and Supplies: These costs cover the purchase of equipment, tools, supplies, spare
parts, and any materials needed for maintenance tasks
• Contractor Costs: Expenses related to hiring external contractors for specialized
maintenance work or services
• Software Costs: Including expenses for maintenance software like CMMS platforms used
to streamline maintenance operations and track costs
• Safety Expenses: Costs associated with ensuring a safe working environment during
maintenance activities
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• Hidden Costs: Maintenance expenses that may accumulate unnoticed over time and include
items like real estate costs, safety measures, and subscription fees for maintenance software
Understanding these components is essential for organizations to effectively manage their
maintenance budgets, evaluate the effectiveness of their maintenance programs, and make informed
decisions regarding resource allocation and cost-saving strategies.
3.Define the term Preventive Maintenance? Classify other Maintenance Types. What is
building health monitoring? What is planned maintenance? How design affect maintenance?

3a. Define the term Preventive Maintenance

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.

The New York Times gave an example of machinery that is not lubricated on schedule that
functions until a bearing burns out. Preventive maintenance contracts are generally a fixed cost,
whereas improper maintenance introduces a variable cost with replacement of major equipment.
Main objective of PM are:

➢ Enhance capital equipment productive life.

➢ Reduce critical equipment breakdown.
➢ Minimize production loss due to equipment failures.

Preventive maintenance or preventative maintenance (PM)has the following meanings:

➢ The care and servicing by personnel for the purpose of maintaining equipment in
satisfactory operating condition by providing for systematic inspection, detection, and
correction of incipient failures either before they occur or before they develop into major
defects.
➢ The work carried out on equipment in order to avoid its breakdown or malfunction. It is a
regular and routine action taken on equipment in order to prevent its breakdown.
➢ Maintenance, including tests, measurements, adjustments, parts replacement, and cleaning,
performed specifically to prevent faults from occurring.

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➢ strategy and may involve consequential damage.

Planned maintenance are more commonly referred to as simply planned maintenance (PM) or
scheduled maintenance, is any variety of scheduled maintenance to an object or item of equipment.
Specifically, planned maintenance is a scheduled service visit carried out by a competent and
suitable agent, to ensure that an item of equipment is operating correctly and to therefore avoid any
unscheduled breakdown and downtime.
The key factor as to when and why this work is being done is timing, and involves a service,
resource or facility being unavailable. By contrast, condition-based maintenance is not directly
based on equipment age.

Planned maintenance is preplanned, and can be date-based, based on equipment running hours, or
on distance travelled. Parts that have scheduled maintenance at fixed intervals, usually due to
wearout or a fixed shelf life, are sometimes known as time-change interval, or TCI items.

3b. What is Building Health Monitoring?

Building Structural Health Monitoring (SHM) is a crucial process that involves the continuous
monitoring of structures like buildings, bridges, tunnels, and monuments to ensure their integrity,
safety, and performance. This monitoring is essential to detect any signs of deterioration, damage,
or potential failures early on, allowing for timely maintenance and repair actions to be taken. Key
points about Structural Health Monitoring include:
➢ Importance: building health monitoring is vital to prevent sudden failures and accidents by
providing quantitative data on a structure's performance, aiding in evaluating its health and
safety
➢ Applications: building health monitoring sensors are installed on various structures to
measure important parameters like strain, cracks, vibrations, tilts, and fluid pressures
➢ Benefits: building health monitoring offers advantages such as early warning of impending
failure, efficient maintenance planning, and cost-effective monitoring of structures over time
➢ Implementation: building health monitoring involves the use of sensors that generate
continuous data processed through specific software to provide relevant indicators for
optimizing operation and maintenance of structures.
In summary, Structural Health Monitoring plays a critical role in ensuring the longevity, safety, and
functionality of various structures by enabling proactive maintenance measures based on real-time
data monitoring and analysis.
3c. What is planned maintenance?

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Planned maintenance is preplanned, and can be date-based, based on equipment running hours, or
on distance travelled. Parts that have scheduled maintenance at fixed intervals, usually due to wear
out or a fixed shelf life, are sometimes known as time-change interval. Planned maintenance are
more commonly referred to as simply planned maintenance (PM) or scheduled maintenance, is any
variety of scheduled maintenance to an object or item of equipment. Specifically, planned
maintenance is a scheduled service visit carried out by a competent and suitable agent, to ensure
that an item of equipment is operating correctly and to therefore avoid any unscheduled breakdown
and downtime. The key factor as to when and why this work is being done is timing, and involves a
service, resource or facility being unavailable. By contrast, condition-based maintenance is not
directly based on equipment age.

3d. How Design Affect Maintenance?

Design deficiencies in building design can have significant implications on maintenance. The lack
of proper design can lead to a range of issues affecting maintenance, such as
➢ Thermal movement consequences,
➢ inefficient detailing,
➢ improper material selection, and
➢ poor access for maintenance measures.
To address these challenges, it is crucial to integrate maintainability into the design process. Design
for maintainability emphasizes the importance of timely integration of design and construction
knowledge to ensure ease, accuracy, safety, and economy of maintenance tasks within the building
system. By implementing Design for Maintainability (DfM), the risk of equipment reliability issues
and increased life-cycle costs can be reduced, leading to optimized building life-cycle costs and
improved efficiency in maintenance operations. This approach involves forming cross-functional
teams, defining maintenance strategies, setting project maintainability objectives, integrating
appropriate maintenance technology, conducting formal maintainability meetings, applying
maintainability concepts in design and procurement, and providing maintenance training and
documentation. Ultimately, incorporating maintainability considerations into building design can
result in long-term benefits by keeping future maintenance costs predictable and reasonable
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?

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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.

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➢ 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?
5a. What type of building management/maintenance reports should be made?
Building management and maintenance reports play a crucial role in tracking key performance
indicators (KPIs), monitoring work performed, and allocating resources efficiently. Here are the
types of reports that should be made
➢ Asset History Report: This report logs purchase dates and asset details to understand
longevity, safety, and future purchase needs, aiding in budgeting decisions
➢ Staff Performance Report: Tracking team members' completion of work orders provides
insights for promotions, bonuses, and identifying areas for improvement
➢ Task Duration Report: Logging the time taken to complete tasks helps prioritize requests
and identify efficiency opportunities
➢ Breakdown of Total Maintenance Costs: Includes parts, labor, vendor costs, providing a
comprehensive view of maintenance expenses
➢ Preventive Maintenance Report: Offers an overview of preventive maintenance activities,
schedules, and completion rates by location, equipment type, vendor, etc.
➢ Work Order Report: Provides an overview of work order management activities like
received, open, closed work orders to track progress
➢ Asset History Report: Details all activities associated with specific equipment to monitor
maintenance performed over time and plan for replacements
➢ Monthly Work Order Reports: Visualizes work orders received in a month, their status,
type, assignees, helping improve productivity and project management
➢ Team Performance Report: Displays average response and resolution times per technician,
total labor hours spent to optimize scheduling and performance evaluation
These reports offer insights into maintenance operations, costs, asset performance, staff efficiency,
and overall facility functionality. By utilizing these reports effectively, building managers can make
informed decisions to enhance maintenance practices and ensure the smooth operation of their
facilities
5b. By whom?

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Maintenance reports should be made by individuals responsible for overseeing maintenance

operations and ensuring the effective management of facilities.

➢ Maintenance Manager: The maintenance manager is typically a key individual involved in

creating maintenance reports. These reports are shared with key stakeholders involved in
operational management, including the maintenance manager, facilities manager, and top
management, depending on the organization's size and nature. Maintenance reports help
these individuals make informed decisions about asset management, preventive maintenance
programs, and resource allocation
➢ Maintenance Technicians: Maintenance technicians play a crucial role in providing data
and information that is included in maintenance reports. They are responsible for inputting
accurate and comprehensive data into maintenance management software systems to ensure
the quality of the generated reports
➢ Facility Managers: Facility managers are also involved in the creation and utilization of
maintenance reports. These reports provide insights into the efficiency of the team,
equipment lifespan, resource allocation, and overall facility performance. Facility managers
leverage maintenance reports to make informed decisions related to budgets, plans, and day-
to-day priorities
In summary, maintenance reports should be made by a collaborative effort involving the
maintenance manager, maintenance technicians responsible for data input, and facility managers
who utilize these reports to make strategic decisions about facility management and resource
allocation
5C. How often

Building maintenance should be conducted regularly, with the frequency depending on the type of
structure and its usage. While there are no set rules for maintenance inspections, regular inspections
and routine maintenance are recommended to ensure the longevity and functionality of buildings.
Preventive maintenance tasks, such as regular inspections and minor repairs, help prevent major
issues from occurring. Corrective maintenance addresses immediate problems swiftly and
effectively. Predictive maintenance uses data and analytics to predict equipment failures. Routine
maintenance involves everyday tasks like cleaning, lubricating, and adjusting components.
Emergency maintenance is necessary in critical situations like burst pipes or electrical failures
Regular upkeep through these various types of maintenance is essential to maintain a safe,
functional, and compliant building environment.

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6.Who is responsible for scheduling, conducting, and evaluating facility inspections, energy
audits, equipment inspections, etc.? Who is responsible for maintenance planning and
budgeting?

6a Who is responsible for scheduling, conducting, and evaluating facility inspections, energy
audits, equipment inspections?

The responsibility for scheduling, conducting, and evaluating facility inspections, energy audits,
and equipment inspections typically falls on a combination of individuals within an organization.
The facility inspections should involve designated employees following a structured process with
clear responsibilities for scheduling, conducting, and evaluating inspections. Energy audits are
typically conducted by in-house auditors or contractors after thorough planning and preparation.
Equipment inspections require detailed pre-planning to ensure accurate results and effective
evaluation of energy efficiency aspects.

➢ Facility Inspections: The process of scheduling, conducting, and evaluating facility

inspections involves designating an employee to complete the inspection by a specific date
and time. Another employee should then check that the necessary actions have been taken
care of by the agreed time. All inspection results should be recorded in a facility inspections
software to maintain an audit trail. If an inspection fails, an employee should be assigned to
remedy the issue within a specified deadline. Consistent training sessions for all members of
the inspections team are also recommended
➢ Energy Audits: Energy audits are typically conducted by in-house energy auditors or
contractors. Before conducting an energy audit, it is essential to plan and prepare by
defining the purpose and scope of the audit, gathering relevant information about the
facility, selecting the audit team and tools, communicating with facility managers and staff,
and obtaining their cooperation and support for the audit. The final step involves preparing
and presenting a comprehensive audit report that summarizes findings, conclusions,
recommendations, costs, savings, payback periods, benefits, and challenges of implementing
energy conservation measures
➢ Equipment Inspections: When it comes to equipment inspections, it is crucial to identify
areas impacting energy efficiency during the pre-audit stage. Planning for actual process
simulation or live process is important to ensure accurate results. Detailed discussions with
auditors to plan required tools and measuring instruments, ensuring calibration of measuring
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instruments, preparing recording sheets, providing awareness to team members about the
importance of energy audits are all essential aspects of pre-planning for equipment
inspections
6b. Who is responsible for maintenance planning and budgeting?

Maintenance planning and budgeting are crucial aspects of facility management that involve
specific roles and responsibilities within an organization. The maintenance manager takes a lead
role in overseeing maintenance planning and budgeting processes, supported by the maintenance
planner who focuses on detailed planning activities and budget tracking. The maintenance
supervisor plays a crucial role in executing planned maintenance tasks within the allocated budget.
here are the key points regarding who is responsible for maintenance planning and budgeting:

➢ Maintenance Manager: The maintenance manager typically plays a central role in

maintenance planning and budgeting. They are responsible for overseeing the development
of maintenance budgets, tracking expenses, and ensuring that resources are allocated
effectively to meet maintenance needs. The maintenance manager works closely with other
stakeholders to align the budget with departmental service delivery plans, asset strategic
plans, and facility condition standards
➢ Maintenance Planner: The maintenance planner is responsible for anticipating and
eliminating potential delays by planning and coordinating maintenance resources, parts,
materials, and equipment access. While the maintenance planner focuses on planning
activities, they also play a role in preparing budgeting, tracking, and analysis related to
maintenance activities
➢ Maintenance Supervisor: The maintenance supervisor is involved in the execution of
planned maintenance activities developed by the maintenance planner. They work closely
with the planner to ensure that work orders are completed efficiently and within budget
constraints. The supervisor provides feedback on work order performance to improve future
planning efforts
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,

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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).

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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.

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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-based solution designed
to streamline maintenance tasks, equipment data management, and inventory control within
organizations. CMMS platforms aid maintenance professionals in efficiently planning, tracking, and
optimizing maintenance activities, ensuring a more organized approach to asset management and
maintenance scheduling. Key Points about CMMS:
➢ Efficient Maintenance Operations: CMMS software helps maintenance teams optimize
their activities by tracking work orders, maintaining assets, and scheduling preventive
maintenance. It eliminates manual spreadsheets, providing a centralized platform for
organizing asset data and planning maintenance tasks
➢ Enhanced Asset Management: By storing data about maintenance operations, CMMS
systems improve asset management by eliminating manual processes and consolidating
maintenance information. They allow teams to easily record and organize asset data, plan
preventive maintenance tasks, create work orders, and generate reports for informed
decision-making
➢ Streamlined Processes: Modern CMMS systems operate on multiple platforms, from
desktop PCs to handheld devices, making them versatile tools for streamlining maintenance

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processes. They offer features like work order management, preventive maintenance
scheduling, asset tracking, inventory control, and reporting capabilities to enhance
operational efficiency
Why necessary?
Computerized Maintenance Management System (CMMS) is essential for organizations looking to
optimize their maintenance operations, enhance asset management practices, streamline processes,
improve reliability, and achieve cost savings through efficient maintenance planning and execution.
➢ Increased Efficiency: CMMS software boosts operational efficiency by automating
administrative tasks like work order population with asset information, triggering alerts
based on maintenance schedules, and monitoring key performance indicators to prevent
downtime
➢ Improved Asset Reliability: By providing critical insights into equipment performance and
maintenance needs, CMMS platforms support proactive maintenance strategies that enhance
operational reliability and extend asset lifespan
➢ Centralized Data Management: A CMMS serves as a command center for maintenance
and reliability programs by offering a centralized database for storing key data. It
streamlines work order management, facilitates preventive maintenance scheduling, and
provides real-time visibility into machine health and reliability
➢ Cost Savings: CMMS systems help organizations reduce maintenance costs by preventing
downtime through proactive maintenance planning, optimizing resource allocation, and
extending the life span of equipment through timely interventions
10. Explain the curve below- different maintenance cost

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10a. Cost of Defect of Design or Construction: This cost refers to expenses incurred due to flaws
in the design or construction of a structure, leading to maintenance issues. These defects can result
in increased maintenance needs and costs over time

10b. Maintenance Cost with and without Inspection System: The presence or absence of an
inspection system significantly impacts maintenance costs. Implementing an inspection system can
help identify issues early, leading to lower maintenance costs compared to situations where no such
system is in place. implementation of maintenance routines, such as inspections, lubrication, and
small adjustments, for fault diagnosis in conjunction with predictive maintenance techniques, can
lead to a significant reduction in repair costs and production losses. Considered by many authors as
one of the most important phases in the implementation of RCM, Maintenance Significant Items
(MSI) selection is essentially a screening phase in which the number of items for analysis can be
reduced

10c. Cost of Inspection System: The cost associated with implementing and maintaining an
inspection system is an essential consideration in overall maintenance expenses. While this cost is

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an upfront investment, it can lead to long-term savings by enabling proactive maintenance and
reducing unexpected repair costs

These different types of maintenance costs play a crucial role in the overall management and
budgeting for the upkeep of structures, equipment, or vehicles. By understanding and effectively
managing these costs, organizations can optimize their maintenance strategies and ensure the
longevity and efficiency of their assets.

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