Computer Aided Facility Management is one of several software systems that modern Facilities Managers are able to utilise to manage an organisation property portfolio. The purpose of the dissertation is to formulate a framework to allow the implementation and integration of Condition Based Maintenance system into the organisation FM system. When evaluating what FM software is to be introduced into an organisation, it is important to evaluate the size of the Facilities Management department, the personnel qualification of both its technical and professional staff. These are key elements that may influence the type of FM software which is to be adopted.
By undertaking a questionnaire and case study review it is proposed to develop a framework which will allow for a successful integration of condition based maintenance with in a Facilities Management software system. As the geographic location and size of the organisation estate portfolio of buildings increases so then amount of data acquisition required increases, thus the size of the database which needs to be stored and managed grows. Once the current data is incorporated within the FM application it will be possible undertake analysis of performance trends of the current stock. This will automate the management planning process, so that facilities managers can forecast projections for the long term maintenance planning (LTM), to include Asset Management in the form of planned preventative maintenance (PPM) to include appraisal and/ or disposal of uneconomically viable stock. It is also possible while undertake the data acquisition (condition surveys) to monitor both the reactive maintenance and operational activities within a particular facility.
Chapter One: INTRODUCTION
1.0 Introduction & Scope of Work
In the UK and other European countries the definition of FM provided by the European Committee for Standardisation (CEN) and also ratified by BSI British Standards is:
"Facilities management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities". http://www.bifm.org.uk/bifm/about/facilities (07-April- 2011)
Since gaining University status the estates portfolio has grown dramatically, consequently the Estates Management Department is subsequently in the process implementing a Facilities Management software system. The objective being to allow the utilization of a software application to incorporate condition based maintenance within a facilities management system. That is capable of generating planned maintenance information for the maintenance of all the building assets and is also capable of delivering a Long Term Maintenance (LTM) plan.
One of the main responsibilities of Estate Management is the maintenance of the organisations facilities and built assets to provide value for money, to be effective, business focused and responsive to customer and business needs. It is important that the management arranges for such assets are structured to meet the core business objectives identified within the organisations strategic and operational plans [1] . The Estate Portfolio consists of the main assets of an organization; these assets will be maintained has part of the organization Business Plan to retain their value Peter Buckland of the Hunter Water Corporation stated:
"That a set of activities by which an organisation's fixed assets are managed to best contribute to the achievement of the organisation's business objectives." Peter Buckland, Manager Assets Policy, Hunter Water Corporation. June 2005.
When undertaking an implementation process it is important that the FM system will integrate with other systems within the organization, and it will have the ability to interface with other systems such has procurement and finance. A typical Facilities Management system will tracks data such as buildings condition, asset management, space characteristics and use, departmental occupancy. This dissertation will follow the current trend and focus on FM systems which are capable of providing tools for space management, strategic planning, building operations management, help desk/work order systems, preventive maintenance, asset management, life safety monitoring, throughout the whole life cycle of all assets.
1.1 Scope of Implementation process
The organisation should have a clearly defined business plan in place which will enhance the chances of a successful implementation of its FM system as this will set a predetermined standard for individual elements or assets. By using condition based maintenance the FM software will use this standard to set the parameters' for maintenance intervention for a given element or asset so define at what point the maintenance will be required.
A building is series of assets these consist of rooms/ spaces, most FM systems require that the property portfolio information be populated first this includes your properties, buildings, floors, and rooms. Most FM software providers recommend that a master set of CAD drawings are created with all areas/ space identified. This will require individual space be specified a unique code or numeric value which will be common across all module within the FM application, this function will be controlled, updated and maintained by the system administrator. It is standard for a FM implementation to include a CAD Integration viewer to help end-users visualize their space plans and thus carry out space audits.
Once this is complete you will then need to collate what information you already have encompassing all existing space data and what information you need to capture such as additional space such has circulation space, external facades and areas which are currently charged to a department or faculty. At this stage it is important to appoint someone to take ownership and responsibility for data management.
These specific tasks are simplified by the modular construction of a Computer Aided Facility Management system (CAFM) but once integrated, into a standard software packages this then forms an articulate system. CAFM systems automate facility management functions such functions include space planning, preventive and reactive maintenance, lease management, move management, CAD integration, the FM information is stored in a database on a central sever for ease of data entry and retrieval.
Once you have that module up and running, you can then add other modules to your CAFM system. Other modules include maintenance, lease management, inventory, assets, etc.
Reactive to Planned/Scheduled to Condition-Based Maintenance
http://www.puradyn.com/products/ConditionBasedMaintenance-CBM.html
1.1 Agenda for Education
"In education the focus of attention has concentrated on the problems of "new-build" design and development. A brief examination of UK educational programmes suggests that, with the exception of the University of Strathclyde, only lip service is being paid to the use and management of buildings over time" (Nutt, B.1991)
The Estates Maintenance function is a part of the Facilities Management operation and comes under the overall control of the Director of Estates. Day to day responsibility is delegated to the Head of Building Maintenance Services. There is a direct labour organisation in place, which employs joiners, electricians and other skilled and unskilled maintenance technicians whose priority is to cover the daily maintenance. In addition, contractors are used to carry out tasks that are beyond the capability or capacity of the in-house team and also to carry out the majority of the planned maintenance that is covered by Building Maintenance services Department (see Figure 1).
The Institute for Fiscal Studies has warned that additional cuts of 12.3 per cent over 2011 and 2012 are needed if the Government is to achieve its target of halving the national debt by 2013. This would mean another £1.6 billion of cuts for the science and higher education budgets, bringing the total to £2.5 billion - equivalent to a third of the current annual spend on higher education [2] .
The Estates Strategy 2007-11 (O'Neil J 2007) sets out the strategic objectives for Facilities and identifies buildings that are for development and those which have limited functionality. The Maintenance Service Development Plan reflects the need to maintain the long term estate to the highest standards whilst ensuring that basic standards of health & safety and staff and student comfort are maintained in the shorter life premises. The overall ambition of the University is to maintain its estate to HEFCE Grade A standards, therefore, maintenance activities are geared to maintaining and improving the current estate. The University receives benchmarking data that is collected by HEFCE through its statistics gathering system. The results enable the University to benchmark its maintenance costs against all other Universities and the HEFCE Estates management Statistics also include a series of 'Key Estate Ratios' for each University. A recent review of the benchmarking data shows the Universities maintenance costs to be close to the lower quartile for most indicators. For example, maintenance costs per square metre are £15.03 against a peer group median of 19.61(O'Neil J 2007). Internally, Key Performance Indicators (KPI's) are used to monitor maintenance performance against the Service Level Agreements and activity based reports detailing the levels of activity in all areas of Facilities Management.
The estate strategy does support the university's strategic objectives as identified in its strategic plan 2007-2011, and has been developed in accordance with the relevant guidance published by the Higher Education Funding Council for England (HEFCE). In its guidance,
HEFCE highlights the need for Higher Education Institutions (HEIs) to undertake continuous, comprehensive studies of their estate.
This function is to be carried out by an in-house team of surveyors and engineers; the rationale being to gain an increased knowledge of the estate and the data collection process which would have been lost if this had been contracted out to a third party Facilities management company.
In order to provide an effective, structured practical approach to managing the building maintenance in a strategic context the data collected should be interpretable and tangible to ensure a level of consistency and transparency which is consistent with those published by HEFCE. [3]
Although the university's estate strategy does not require HEFCE's formal approval it does provide them with the following:
A coherent and comprehensive picture of the institution's estate;
Assurance that the institution is considering its estate at an appropriate strategic level;
Background information on the institution's estate.
Condition-oriented budgeting leads to a very precise determination of the necessary maintenance budget and ranges among the most accurate calculation methods. It is based on periodic and systematic building inspections and the subsequent description of the condition of certain building parts. The advantage of this approach is that maintenance needs can be detected early on and determined precisely. Budgets can be drafted according to priorities, so that existing damages can be repaired instantly, avoiding costly subsequent damages (Simons et al., 1987) (Bahr, C et al., 2009)
Building maintenance work is either reactively or proactive addressed. Whilst Cyclical-Based systems may be held as proactive and preventive; maintenance cycles are determined at design stage and do not factor quality of construction and maintenance effort and building use. This could lead to over-maintenance due to premature replacement or to unexpected consequences when failure occurs before stipulated schedules. In a Predictive/Condition-Based system, work is based on real time evidence of need as ascertained from inspections, and planned and prioritised accordingly. Some 30% cost savings have been achieved in moving from a Cyclical-based to a Condition-based system in engineering installations maintenance. Predictive/Condition-Based building maintenance systems requires objective inspection data, the variability in defect prognosis arising from subjectivity of inspectors needs to be addressed as a pre-requisite to implementation. A new Dutch standard NEN 2767, believed to be a world-first in Building Condition Assessment, seeks to provide uniformity in condition assessment, through an inspection and reporting system based on defect classification and condition scores. The resultant data also serves as a means of communicating building technical condition between strategic, tactical and operational level decision. http://www.recc.com.sg/predictive-maintenance.htm (28th November 2010)
1.2 Maintenance Planning
Taking into account the budgetary constraints which Facilities managers will have to function within it is going to become imperative to identify future spends for both the medium to long term maintenance (figure 2). This can only be achieved by evaluating the current condition of the entire organisations estate; Gray and Baird (1995) classify building evaluation into two broad approaches these being the empirical and the theoretical methods. Empirical method is based on trial or tests whereas theoretical is based on systematic validated methodologies.
The objective is to establish a robust planning and management process which allows the University to prioritise its maintenance programme by forecasting future maintenance expenditure, whilst mitigating the risk associated with deferring the required maintenance work. To achieve this level of information it will be necessary to undertake a condition survey of the whole estate. A condition survey is a survey of the property assets to collect information about the condition of the stock for a defined purpose. [4]
Condition assessment, is currently most common in the academic institutional arena, and aims to identify the magnitude of the deferred maintenance backlog in order to reduce it. Buildings have been seriously neglected from a maintenance perspective over a number of years, either because scarce funds were directed to non-facility purpose or because budgets have been used for facility changes at the expense of ongoing maintenance and repairs. Condition assessment, maintenance planning and performance control are key processes in condition-based maintenance. Technical data collected during a condition survey on-site is needed for building maintenance Straub Ad, (2009). Condition-based maintenance is based on using real-time data to prioritise and optimise maintenance resources.
A programme of annual condition surveys is used to inform a rolling five year Long Term Maintenance (LTM) plan which identifies and schedules the more major items of expenditure as opposed to the day-to-day maintenance referred to above. The LTM is reviewed on a regular basis and revised in accordance with the surveys and available budgets. Condition surveys will provide an overall assessment of the overall condition of a building and its elements; this will identify the priorities and future expenditure thus allowing the planning processes to manage the maintenance issues.
Figure: 3 http://irsme.nic.in/files/cbm-sethiya.pdf (28th November 2010)
1.3 Project Rationale
The purpose of this research is to examine the factors that are influencing the Higher Education sector to incorporate Condition based Maintenance within its particular FM system a definition of Condition Based maintenance according to (Jardine, A et al 2006) would be:
"Condition based maintenance is a maintenance program that recommends maintenance actions based on the information collected through condition monitoring techniques"
Facilities managers are being challenged in current economic climate to reduce maintenance costs and demonstrate, they are able manage the organisation largest asset its estate portfolio. Due to the nature of the funding of the HE sector in Universities are investing in modern FM software systems to assist them in delivering a value for money service, which allows them to target available resources thus retaining value of the assets to the organisation. The main function of maintenance is to reverse the deterioration process of an asset so therefore extending its functional life. Traditional there are two types of maintenance which are:
(i) Reactive maintenance (Corrective) usually day to day repairs
(ii) Predetermined maintenance (planned in advance)
However a modern trend is developing towards a new maintenance strategy based on Condition Based Maintenance (CBM) which involves condition of an asset being monitored regularly for evidence of deteriorating performance or emerging failure. This type of maintenance strategy accesses the condition of a building or a building element and determines its condition against that of a predefined standard contained within the software. The application then uses complex algorithms to either predict when maintenance will be required to achieve the standard or it will set out the parameters for subsequent remedial works. The monitoring of the organizations' asset is undertaken during condition surveys these will allow the Facilities manager to accurately predict future maintenance issues and expenditure. The intention being that the condition surveys will generate real time data which will identify when maintenance is actually necessary, thus allowing expenditure to be differed until essential. Once the organisations estate has been condition surveyed the data will be imported into a Facilities management software system such has a Computer-Aided Facilities Management (CAFM) system this enables you to organise and access information which is critical to managing assets-from the building fabric to mechanical plant and from real-estate to office/ classroom furniture. CAFM goes a step further, extending the reach of your FM data organisation-wide; to provide strategic and business managers within the University information they need to make better planning and policy decisions.
The factors that have driven an increase in the use of CAFM include the need for: reduced maintenance and logistics costs, improved equipment availability, and protection against failure of mission critical equipment (Lebold, and Thurston, 2001). In this context the estate become an asset which needs to be managed and maintained.
1.4 Aim
This research will look at cast studies from the Higher Education sector which use a FM system and evaluate how they incorporate CBM into its Estates strategy. CAFM systems have provided a functional vehicle designed to automate the labour intensive process of mass data collection, storage and retrieval. Abel and Lennerts (2002) stated that the main purpose of a CAFM system is to support operational and strategic facility management (i.e. all of the activities associated with administrative, technical and infrastructural FM that arise when a Building is in use) as well as underlying processes. CAFM tools are popular as a means of improving facilities control and customer service, monitoring planned expenditure against actual performance and recording vital information in a single database. A systematic approach will be taken to allow comparison between geographical locations. The research will evaluate other organisations and their rationale behind future Maintenance planning this will be undertaken by a series of questionnaires and interview.
1.5 Objectives
Investigate the use of FM software in condition based maintenance.
Critically analyse the application of CAFM in condition based maintenance in the Higher Education sector.
To propose a methodology for the implementation of the integration of CAFM in the maintenance operation.
1.6 Methodology
Questionnaire: undertake a detailed questionnaire of current Facilities Managers within the High education sector to evaluate the FM software system that are presently in vogue. This will allow a detailed analysis of the information provide by other FM software users. From this analysis it is intended to produce a framework of current best practices. After undertaking an evaluation of the questionnaire it hoped to identify potential interviewees for further discussion on current developments in FM software.
Undertake a detailed Case study and evaluation of the implementation of CAFM system at the University Of Derby; this will be compared with other organizations with in the Higher Education sector and other similar groups such as Hospitals.
Chapter Two: DISCUSSION OF
FM SYSTEMS CURRENTLY BEING USED IN COMPLEX ORGANISATIONS
2.0 Definition
This dissertation discusses the shortage of current research into how organisations manage the implementation process whilst establishing a best practice systematic approach to the introduction of an FM system Madritsch, T. May M, (2009). The current trend is for organisations to utilise a CAFM system to provide efficient information technology (IT) tools for mapping, evaluation and control of facility management (FM) operational processes.
Computer Maintenance Management System (CMMS)
Computer Aided Facilities Management (CAFM)
Building Management System (BMS)
Facilities Management Information System (FMIS)
Physical Property Measurement System (PPMS) origins in the USA
Integrated Workplace management system (IWMS)
CAFM establishes a key link between Information technology and FM this becomes critical success factor (May, M 2006) for the end user utilisation of this data. Due to complexity of implementation process organisation often chose a partnership agreement with a FM service provider or recruit a specialist consultant. A major critical success factor at the implementation stage is funding, this is not only the upfront costs of software and hardware but also the considerable amount of time involving data acquisition and training. It is only by taking a holistic approach to implementation that these associated costs are not viewed negatively by senior management when looking at the investment in a CAFM system. In the case studies concerned within this paper it was evident that the majority of CAFM projects analyzed were profitable (May et al 2007). Further analysis into this area has taken place in both the United States and Netherlands looking at how facilities managers are able to combine the use of CAFM and condition assessment software to produce data which can be used to deliver both short and long term improvement maintenance management with added economic efficiencies and with improved regulatory and strategic planning.
2.1 Successful IT implementation
The journal Computer-aided Facilities management (Varcoe, B.J 2007) discuss the implementation process which an organisation must consider when looking at the implementation of a CAFM system. Organisations need to evaluate the scope of Facilities management within the organisation to include a strategy for how it is going to address the future needs of the organisation. By undertake a review of its facilities and estate it should be feasible to evaluate the scope for the development of a CAFM system, consideration should be give to:
The existing and future estate portfolio.
The existing and potential future facilities management department procedures and methods of operation and funding.
The existing and future information technology strategy and systems.
Documented Proposal
Information Technology Infrastructure
Data Migration/Data Import
Additional Development and Customisation
Contact Details
Configuration Requirements
Support Details
Training Analysis
Business Workflow
Risk Assessment
Installation/ Training Time-line Proposal
Summary/Recommendations
The CAFM system implementation relies heavily on the Information technology and future development strategy within the organisation; only by the IT infrastructure fully embracing the CAFM system will its benefits be unlocked. Traditionally CAFM systems have been generic in there structure, but more recently they are becoming web based and this has given the ability to customise a system to suite organisation individual requirements. This has propensity to allow the CAFM system to evolve from being a PC based system to being a network based system which can now have multiple users who can log in from any PC. The objective of utilizing a CAFM system is to improve the estate efficiency and performance and reduce estate operating costs.
Space management
Maintenance cost
Works orders
Energy/ Utilities
Clearly it is important for an organisation to carry out an information audit on its estate, by looking at the current information it holds this will involve trend analysis which may be used to predict which properties are no longer financially viable and those which may require development/ refurbishment. One of the key drivers of any FM system is the Asset Management module along with the Space Management module these are the hub of the system, once a survey of the whole estate has been undertaken they function as a tool to manage, control and maintain the estates assets.
This process will allow the system to produce:
Asset register
Asset tracking
Planned Preventative Maintenance (PPM) of Assets
(d) Long Term Maintenance Planning (LTM) for Assets
The CAFM system becomes the knowledge base of the organisation; allowing the facilities management department to react quickly to change while demonstrating a substantial degree of fiscal control over the estate portfolio demonstrating how the organisation will meet both its medium to long-term aims.
2.2 Building evaluation.
Although the study discusses the methodology for the implementation of Condition Based Maintenance (CBM) for setting maintenance priorities in hospital buildings (Shohet, Igal M.2003) in large complex organisations. The objective of this study being to establish a systematic approach for the evaluation of buildings based on current condition and the economic criteria;
Monitor the condition of building components, based on systematic performance scales.
Establish clear parameters which ensure detection of building elements that are in a deteriorating condition.
To establish key performance indicators (KPI'S) which are based on a unified scale for the comparison of the performance of a buildings elements?
The criteria are based on building evaluation techniques as discussed in Gray and Baird (1995) these being either a Theoretical method or Empirical method which forms the basis for a maintenance management strategy.
The current research argues that by adopting these approaches a balance must be achieved between the amount of data collected and the quality of the information reported. This can only be achieved by commissioning a systematic performance based appraisal of the building components based on predefined grading structure.
This classification system should take into account the complexity of the building components to include the whole life cycle cost; the formulation of this grading process will allow complex buildings to be rated according to its overall performance.
The aim being to establish a series of Key Performance Indicators for building performance it will then be possible to priorities maintenance activities set against current building elements.
2.3 Condition Based Maintenance
The current economic recession as created a situation where organisations are deferring non essential maintenance, this is so that financial resources can be re-allocated to other area of the business (Teicholz E, 1995). However this only creates a backlog of maintenance issues which need to be address if the value of the estate portfolio as an asset is too retained. By undertake a periodic review of the condition of these assets it is possible to redress the slide of these asset into dilapidation thus retaining the value of the asset to the organisation. The journal discuss how by evaluating the information / data which is returned after undertaking condition surveys it is possible to argue the case for funding for the medium to long term maintenance. The research suggests that by establishing a link between the geographical CAD system and the Condition survey database it is possible to clearly demonstrate the need for a maintenance intervention strategy, which will allow financial forecast to be produced to allow for a fiscal planning to take place. It is also possible to use the CAFM system database to demonstrate legislative compliance with regulative bodies. Organisations are moving away from a traditional preventative maintenance policy to a condition based maintenance strategy (Koochaki, J 2009).
The research discusses the origin of CBM which is based on principles used in plant maintenance. This process considers each individual asset and the emphasis placed on its condition to allow for improvements which provide economic benefits to the organisations concerned usually in the form of reduction in maintenance and operating costs. Preventative maintenance is time based process for the repairs or replacement of an asset, but it is not based on the current condition of an asset it is a cyclic process. To prevent unneeded maintenance and expenditure condition based maintenance is being adopted, this is base on real time information. This is based upon an assessment of its current condition compared with that of an as new asset. The main driver for CBM is to maintain or increase the whole life cycle of any given asset. It only by understands the relationship between operation and maintenance disciplines that the merits of CBM can be judged.
2.4 Proactive Premises Management
Asset management should be engrained in all organisation business plans part of which will be its estate strategy, the building stock is now viewed as one of the largest asset an organisation is required to maintain. Depending on the ethos of the organisation is can either adopt a reactive or a proactive approach to maintenance, but this must be over the natural life cycle of an asset and not to suite a financial accounting period (Varcoe B. J. 1992). The current proactive trend is to undertake:
Compilation of an Asset Register;
Survey of existing condition of assets, including assessment of immediate maintenance needs;
Scheduling of all predicted future individual asset maintenance requirements relative to time;
Programming of all tasks to optimise relative dependencies and complimentary activities;
Implementation of tasks in accordance with programme, including on-going monitoring control and feedback of results.
Having implemented the steps above it is then feasible to produce a maintenance profiles for individual asset with associated maintenance cost. Costing information is already widely available in such a form as SPONS or other electronic Estimating software. This process will generate a large amount of information usually in the form of a database; this must be managed and regularly updated to keep the information current. The modern trend of managing this process is to import the data into a Computer Aided Facilities Management software system, this allow the information to be used to its full potential. Once the database is complete the Facilities managers are able to interrogate the software to produce maintenance reports and schedules. FM's are then able to priorities and package repair or replacement work for internal workforce or contractors. Being able to forecast future expenditure allows increased afford-ability for an organisation. When facilities managers are presented with a finite budget they are able to priorities work thus allowing valued decisions to maximise business effectiveness.
2.5 Facility Management in HE organisations
The process of introducing a CAFM system into HE organisation by adopting a Management methodology firstly the paper clearly defines FM, using a definition from the International facility Management association (IFMA). The journal breaks down the complicated issues facing an FM organisation so that they may be modelled into a CAFM system (Seebauer M, Viniczay Z. 2006).
The aim is to produce a system which is able to model the maintenance strategy for an organisation. To enable this to take place it requires a large database to be created which contains the current condition of all the elements of the estate prior to any maintenance taking place. Once the whole estate has been given a CBM condition rating it is then possible to interrogate the database to which allows a strategy to be developed for the management of the organisations assets. The journal looks at the special demands of Hungarian Higher Education funding and how the colleges and Universities can create efficiencies in its operating and maintenance cost by implementation of a CAFM system, having created a large database of all the organizations assets it is then possible to predict future maintenance expenditure. This information is critical to the formulation of the organisation financial strategy and budgetary control.
Buildings and Property Register
Engineer Management
Mobile Functionality
Asset Register
Asset Management
Asset Condition
PPM Planner
Document and Image
Management
Contract Management
SLA Management
Planned Events
Resource Management
Job Management
Help Desk / Call Logging
Extensive Reporting Capability
Chapter Three: Maintenance and Facilities Management Software systems
Hypothesis of CBM
The source of CBM is firmly based in the USA in the nineteen forties manufacturing industries, this was a maintenance strategy which was implemented for plant and machinery and achieved major economic success in reducing expensive plant failure. Once the benefits of this strategy became evident it was quickly embrace by the US military and further developed by them.
Condition-based maintenance (CBM) is a maintenance program that recommends maintenance decisions based on the information collected through condition monitoring. It consists of three main steps: data acquisition, data processing and maintenance decision-making. A.Jardine, D. Lin, and D. Banjevic (2006)
The globalization of CBM co-inside with the Information technology explosion in the 1980's and 1990's, the addition of IT to CBM as allowed the development of several software systems which have been developed specifically for the management of facilities.
3.1 Computerized Maintenance Management System
A CMMS is one of the initial systems to be used for the management of a facility, the function of this application is to plan and manage the maintenance function of an organisation. It utilizes computer technology to implement schedule plant and equipment maintenance, track assets, and efficiently perform overall facility management. The purpose of CMMS is to simplify the planning and administrative functions of maintenance, purchasing, and inventory management. This type of system is able to manage the operational activates of the complete life cycle of an assets. The CMMS database comprises of mainly spatial location with attached work flows and associated labour. The functionality of the system will give asset and inventory management, preventative maintenance, tracking of labour, rising of works orders.
It will hold accurate records of all maintainable assets and support analysis under a wide range of headings such as Faculty, Building, Legislation, Stores, etc. and will enable maintenance work programmes to be planned.
Every item of equipment/system (asset) shall be identified with a unique number/ code the information being stored against the asset number shall provide a reference library containing all relevant data associated with an asset. It will also provide operational data for all work associated with the maintenance performed on an asset to include the information given to maintenance personnel or contractors
3.2 Computer Aided Facilities Management
This type of FM system primary function is space management but it also consist of several core modules which captures all the physical elements of properties, such has property data, Asset management, works order and maintenance planning which can be assembled along with optional modules which together to cover the all facilities management disciplines. Once space management module is populated, other modules could be integrated into the CAFM system to handle functions like budget management, lease management, etc. CAFM is an intelligent application which is becoming increasingly recognized by Facilities Managers has being a technique which is capable of delivering economies of operation and functionality from a software system. The high level of data which is correlated by the application allows for comprehensive financial and maintenance planning but this type of application should not be judged on pure economic savings as it offer so much more in terms of quality of information offered the client.
A comprehensive condition survey that can be tailored to the clients needs, the condition survey can also be based on the requirements of DfES Condition Assessment.
Current building condition
Costs to bring up to standard
Future planned maintenance costs over a chosen period
Recommendations, concerns, further action
Data provided for existing property/facilities management systems and data imputing
Data for business case building
Data is gathered using hand held electronic gathering tools (PDA) that provide data consistency between surveyors and have in-built checking and productivity functionality. The tools mirror a standard pro-forma style and are used to record the condition of each element/sub element. An assessment is undertaken of individual elements which gives a score for Severity and Probability, or Priority Rankings are laid out as per industry standard condition surveys. A combined Condition and Statutory Survey can be, tailored for the University to enabling the easy reporting for EMS data returns with the added function suitability and space utilisation studies are also available.
3.3 Integrated work management system
Is defined by the Charted Quality Institute (IMSIG - IMS Definition and Structuring Guidance - Issue 1 - 12 June 2007)
"An Integrated Management System is a single integrated system used by an organisation to manage the totality of its processes, in order to meet the organisation's objectives and equitably satisfy the stakeholders".
(IWMS) is a software application that supports the planning, design, management, utilization and disposal of an organization's location based assets. IWMS systems assist organizations in optimizing the use of workplace resources, including the management of a company's real estate portfolio, infrastructure and facilities assets. Four of the primary areas of functionality include Real Estate & Portfolio Management, Project Management, Facilities Space Management and Maintenance Management.
http://www.gocfi.com/facility-management-technology/iwms.htm (Google 29th April 2011)
3.4 Facilities Management Information System
Integrated Facilities Management Systems (IFMS) is an IT based fiscal and financial management information system (budgeting and accounting system) that will assist government and other entities to initiate, spend and monitor their budgets, initiate and process their payments, and manage and report on their financial activities. It bundles the essential financial management functions into one suite of applications
3.5 Building Management System
3.6 PPMS
Chapter Four: University of Derby CAFM System Case Study
4.0 Introduction
After an extensive evaluation process of three CAFM system vendors, CAFM Explore, Archibus and Planon UK Ltd whom subsequently became the University preferred provider of a new Computer Aided Facilities Management system this went live on 1st May 2006 however we are currently in the process of implementing a system upgrade from Planon Standard Edition to the web based Planon Enterprise system which is due for completion later this year. This system will in the main give us a central database to store all our building information, manage our workflows and make our service delivery more effective and efficient
The Maintenance planning module: Linked to carrying out condition surveys of the Estate, which are catered for through hand held devices i.e. PDA's, this module provides the forecast information as to the rate of decay of the estate! It thus allows us to provide financial forecasts for when certain elements will need replacing.
References:
CAFM and facility condition assessment software (Teicholz, E 1995)
Successful IT implementation in facility management (Madritsch T. May M, 2009)
Proactive Premises Management-Asset Management (Varcoe B. J. 1992)
Collaborative Learning in Condition Based Maintenance (Koochaki, J 2009)
Integrated Management Methodology for the Property and Facility of Companies (Seebauer M, Viniczay Z. 2006)
Building evaluation methodology for setting maintenance priorities in hospital buildings (Shohet, M.I 2002)
Gray, J. and Baird, G. (1995) How to plan and conduct evaluation. In Baird, G., Gray, J., Isaacs, N., Kernohan, D. and Mclndoe, G. (eds) Building Evaluation Techniques, McGraw-Hill Co. Inc., New York, pp. 3-14.
A.Jardine, D. Lin, and D. Banjevic, "A review on machinery diagnostics and prognostics implementing condition-based maintenance," Mechanical Systems and Signal Processing, Elsevier, vol. 20, no. 7, pp. 1483-1510, 2006.
Eric Teicholz, (1995) "Computer-aided facilities management and facility conditions assessment software", Facilities, Vol. 13 Iss: 6, pp.16 - 19
Carolyn Bahr, Kunnibert Lennerts, (2010) "Quantitative validation of budgeting methods and suggestion of a new calculation method for the determination of maintenance costs", Journal of Facilities Management, Vol. 8 Iss: 1, pp.47 - 63
Straub Ad, (2009) "Dutch standard for condition assessment of buildings", Structural Survey, Vol. 27 Iss: 1, pp.23 - 35
Lebed, M. and Thurston, M. (2001), "Open standards for condition-based maintenance and prognostic systems''
Simons, K., Hirschberger, H. and Stolting, D. (1987)
Peter Buckland, Manager Assets Policy, Hunter Water Corporation. June 2005.
