4. Behind the Scenes
Results of inspection in ceiling
Discuss alternative to not
finding this
Benefit of preforming this
Are PMs important?
5. PMs in General
PM Procedures
PM Program / System
PMs at your campus
What are we going to discuss
6. Extend Life of Equipment
See a failure or replacement coming – planned
replacement
Be ready for Game Day – fully operation when most
important
Federal, State and Local Code requirements
Budgeting – time, man-hours, parts, replacement cost
Converting from Visionary (I want)
to Practical / Operations ( I do)
PM - Why Overview
9. Efficiency -Used by planner for parts, tools, inventory
Scheduling – Routine planning of Equipment downtime and
employee work, reminder
Safety – Work completed before failure and in consistent
documented trained method, protect building occupants
Consistency - regardless of employee, staff
Eliminate outside contractors possibly – Schedule outside
contractors for less trip charge or annual reduced cost
contract
Customer (user, member, congregant) Satisfaction
Lower long term cost / expense
PM Program Benefits
11. Clear
Repeatable
Facility / Campus specific
Owner’s manual simplified
Check list, check boxes, maps, color coded
Wording / Language related to Reader / User
Volunteers able to complete after reading
Makes training easier
PM Format - Simple
14. Inventory
Begin folders / binders / naming system
Calendar system
Code system
Consistent across campus
Directly related or same as PM / attached to PM
PM Format - Organized
18. List and Audit
Impact to campus / facility / building / equipment
Impact to customer / user
Impact to operations / mission
Overall cost
Prioritized
19. Easy to get to
Overcomes Language barrier – Understanding difference
Laminated posted clipboard not removable
Pictures – posted on wall
Maps included - visual
On-line… connected with PM - attachments
Like SDS – in custodial closet where chemicals exist
Location relevant… to tools, cart, building, classroom, equip
PM Format - Accessible
22. Preventative (PM)
Predictive (PdM)
Condition Based / Driven
Deferred
Run to Fail (RTF)
Planned / Scheduled / Programmed
PM Types
23. Prevents Wear and Tear or Sudden Failure
Scheduled Replacement at end of life
Replace Service Prone Equip to reduce service cost and
increase reliability
Maintain Service Records
Should result in:
Improved system reliability
Lower cost to replace
Reduce downtime
Reduce injury
PM System
24. Facilities Specific:
Operational Procedures / Checklist
Fly system
Baptismal
Trailer Use checklist
Coffee Station
Sewage Pumping station
Quarterly vs Semi-Annual HVAC cleaning and filter change.
Carpet Cleaning procedure and checklist
PM Opportunities
26. Example – Fly System
WC Stage Manual Rigging System
Do Not Operate: Trained Authorized personnel
only
1. Inspect area around winch
(winch mount, bolts, clew, wire rope clamps
for signs of damage or loose connections)
2. Raise (clockwise) bar slightly to take load on
to the winch and remove load from safety
cables (Using 5/8” drive handle or strong
electric drill with 5/8” socket drive)
3. Disconnect safety cables from Clew
4. Lower bar (counterclockwise) checking all
areas clear – Ensure everyone stands clear
Bar height above floor should be no lower
than 5’
31. List every building component (parking lot, sidewalk,
playground, wall, door, window, roof, plumbing,
lighting, fan, etc.
List individual equipment or group similar
List every tool
List every step or procedure currently being done
(wax floors, unlock doors on Sunday, wipe down
tables before food event, etc.)
List regulatory codes:
PMs at your campus
32. Prioritize
Numbering / Code System
Template
Approval or review step
Training and communication / marketing
Publishing
Standardize / Institutionalize / New Normal
Enforce / Audit / Review
Improve / Report
PMs at your campus
33. What is different if you use an outside contractor?
What about liability?
Their procedure or yours?
Using Outside Contractor
34.
35. Standardizing
In-Box or folder holders or posted calendar, e-mail
notifications of assignments
Sign off Steps / checkboxes and supervisor review
Labor hours reported on as confirmation
“Resolve” or “Execute” work in database with login
Training and practice with application
Show benefits to team, have parts on hand previously
ordered per calendar, ease of use
Implementing
36.
37. Change something to a RTF mode
What is missing on your Campus?
What is critical to your customer’s core business?
Discussion
Editor's Notes
PM for Facilities Management.
Work behind the scenes to ensure a smooth, comfortable, pleasant smelling, well lit, secure place to fellowship and worship.
Ready for use each time.
Cost of rework, loss time, loss operations for customer, additional cost of after failure repair vs before failure
Take inventory of what might need to be added to a routine PM schedule or system
Understand the value of a PM system
Steps to implementing or improving existing PM program
PM overall process includes many things that make the final routine work mean so much more in the long run.
Not being exposed to Legionnaires disease, never failing a Fire inspection, never missing a Sunday Morning Worship Service.
No one slipping and falling on a Sunday mornings
Condensate Drains that never clogged and fill the pan on a Sunday morning
Emergency Lighting works on a sudden loss of power on a Wed Night
Building always smells good, trash is never overflowing
Your ultimate goals are only achieved by taking smaller steps today – if you want customer satisfaction at Starbucks then the equipment has to operate before you can improve the flavor of the coffee.
Condition on left – time / use on bottom
Look at keeping quality condition way above the rehab trigger point
Look at extending the date / need for rehab
Imagine doing another PM event – total condition may go down slightly from original condition but time / use extended again.
Efficiency -Used by planner for parts, tools, inventory
Scheduling – Routine planning of Equipment downtime and employee work, reminder
Safety – Work completed before failure and in consistent documented trained method, protect building occupants/. PM includes the steps of safety and proper tools. So that a Band-Aid is not applied or Crescent is not used when a lug wrench is required.
Consistency - regardless of employee, staff, time
Eliminate outside contractors possibly – Schedule outside contractors for less trip charge or annual reduced cost contract, employee has tools and procedure to perform in house
Customer (user, member, congregant) Satisfaction – always operational, comfortable, clean, safe,
Lower long term cost / expense. Min quality standard always maintained.
All equipment has a cost.
Initial – replacement – parts etc.
Consider over PM – worn out nuts, excess belts, filters, additional wear on coils
Consider under PM – high corrective cost initially
User / technician friendly, straightforward, easy to use, comprehensible
Owner’s manual simplified – converted to local application – meat of info filtered and re-written
Facility / campus specific – after install of components the procedures may change or can be simplified.
Check list, check boxes, maps, color coded
Wording related to reader -
Volunteers able to step in
Using the procedure and training on obtaining the procedure prior to performing task makes the next time annually easy.
Floor drains as an example of simple steps, clear and easy to understand
Picture of Simple – but effective
Flush drains with map for locations
Partial map location color coded for need and type of drain to fill
Begin folders / binders / naming system
The amount of items on your campus and the need for improved procedures in so many areas can quickly be overwhelming
Code system
Consistent across campus such as a template
Consistent in the completion and approval of final drafts
Directly related or same as PM / attached to PM
Groups or categories for finding PM
Begin folders / binders / naming system – calendar / spreadsheet
Show Code system A, SA, Qtrly, Bi-Monthly, Monthly, Bi-Weekly, Weekly, Daily
Consistent format – using Word templates for instance, page number location, revision location at bottom, initials for who edited.
Instruction sets - Directly related to Task or recurring task or same as PM / attached to PM
What is most important, spend energy time on those procedures, sops, guidelines
Safety, cost, time reduction,
Importance vs Urgency – matrix how important or what is impact and how urgent or what is the schedule requirement
List and Audit
Impact to people
Impact to operations
Impact to facility
Lessons learned
Weekly, Bi-weekly, Monthly, Qtrly, Semi Annual, Annual – being able to remember or how often HVAC condensate trays clog or belts get loose.
Handy, available, reachable, open, nearby,
Language barrier – Understanding difference
Printed laminated posted clipboard not removable (example Van clipboard laminated)
Pictures – posted on wall,
Maps
On-line, connected with PM - attachments
Binders
Like SDS – in custodial closet where chemicals exist.
Location relevant to tools, cart, building
Online – never lost, torn out or missing
Every employee (custodial / maintenance tech) has login
Every maintenance personnel has key to location of files
History or Data stored and accessible for audit / inspection
Only accessible by those with keys, in sleeves with map attached
Every employee (custodial / maintenance tech) has login
Every maintenance personnel has key to location of files
Preventative - reduce failure, extend life of campus and equipment, and improve customer satisfaction. Should be a sweet spot in the overall cost to own, maintain, and replace in the overall life of a building or asset.
Predictive - first to predict when equipment failure might occur, and secondly, to prevent occurrence of the failure by performing maintenance. allows the maintenance frequency to be as low as possible to prevent unplanned reactive maintenance, without incurring costs associated with doing too much preventative maintenance. techniques include vibration analysis, oil analysis, thermal imaging, and equipment observation. only performed on machines when it is required. That is, just before failure is likely to occur. Reduce labor hours lost to maintenance. Reduce cost of spare parts and supplies. Minimizes equipment maintenance downtime. Not suitable for all applications. Comes at a cost to perform the predictive measures
Deferred - postponing maintenance activities such as repairs on both real property (campus / buildings) and property (equipment) in order to save costs, meet budget, or realign available budget. could lead to asset deterioration and ultimately asset impairment. may result in higher costs, asset failure, and in some cases, health and safety implications.
Run to Fail (RTF) - plans for a full replacement once the equipment fails. To reduce maintenance cost but may increase overall ownership cost. when maintenance is very hard to perform or gain access to or on very low or non-critical equipment.
Condition Based - when a condition is met, such as mileage, run hours, tank level. Other than routine time schedule.
Planned / Scheduled / Programmed - Same or alternate name for Preventative as these listed above or has a more consistent calendaring condition to the maintenance. May include Condition-based Maintenance with Preventative Maintenance for a combined category called Planned or Schedule Maintenance.
PM System is a wholistic approach.
Think about all moving or non-moving parts to a facility campus infrastructure…
What has a wear aspect? Does the wear cost money to maintain? Does the wear lead to increased risk of injury or downtime?
That system / component needs a PM
Facilities Specific:
PM’s / Operational Procedures / Checklist
Fly system
Baptismal
Trailer Use checklist
Coffee Station
Time sheet
Sewage Pumping station
Quarterly vs Semi-Annual HVAC cleaning and filter change.
Carpet Cleaning procedure and checklist
Fire Alarm Testing
Code Driven:
Fire Alarm Testing
Sprinkler System
ADA equipment
Grease Trap
Kitchen Hood
Emissions – co, co2, bulbs,
Waste Stream – Styrofoam example
Event Management – having people in your building / campus leads to regulation
Operational Procedure with PM steps each use
As soon as you open baptismal - Laminated posted clipboard that can be carried to breaker, simple checklist on one side, detail on other with highlighted areas
Due to many past problems, we now have included Trailers in Vehicle Monthly PM for inspection and axle lubrication
In each van metal clipboard, laminated to clipboard and paper copies to check
Door left down driving down highway
Bent tonged post / stand
Chains worn completely through
Axle bent
Tires rubbing on fender well
Front roof damaged
Overloaded and van missed turn on interstate in the mountains on a downhill due to weight and trailer brakes
Stolen trailer due to improper locking
Preventative Maintenance Procedure for GFCI
Simple, clear, routine,
Example of a much more complex yet important procedure requiring detail because of training level of performer, low frequency of completion specific to our campus and location.
Critical item
What needs a PM – importance / critical (lessons learned, hard spots in employee relationships, incident reports, )
What needs to be done first – priority / urgency
What format do we use - template
Where will it be stored, accessible
How do we organize it for clarity and ease of use and consistency – GG (general guidelines), SG (Specific Guidelines), PMP (Preventative Maintenance Procedure), CMP (Custodial Maintenance Procedure), etc. .001 or 01-02 (GG01-02)
Template / Calendar / code system for instance
Hired an intern to inventory, audit,
Hire a typist with some technical aptitude – hand wrote , gave list
What needs a PM – importance / critical (lessons learned, hard spots in employee relationships, incident reports, )
What needs to be done first – priority / urgency
What format do we use - template
Where will it be stored, accessible
How do we organize it for clarity and ease of use and consistency – GG (general guidelines), SG (Specific Guidelines), PMP (Preventative Maintenance Procedure), CMP (Custodial Maintenance Procedure), etc. .001 or 01-02 (GG01-02)
Template / Calendar / code system for instance
Hired an intern to inventory, audit,
Hire a typist with some technical aptitude – hand wrote , gave list
Give example of grease trap inspections –
Using financial database or invoice as only proof vs showing your CMMS and completed work order
Example of an early hand written PM process put in binders and only reference on a wet erase calendar.
Starting point before going to electronic PMs’
PMs look professional and have the same standard.
A good template like the handout can have multiple areas to help remind you but can be left with an N/A in that section when not necessary.
Put PM or reminder on calendar to review all Procedures for updates/ accuracy / is equipment still on campus / do we still do it that way?
Login – look at sample PM schedule
What areas are the most critical / important to your operation or customer’s core business
What events / incidents in past point to a need for a PM to extend life or reduce failure
What can you change to a RTF without any impact
What PM can you create or improve on your campus starting today?