types of maintenance

1. PHYSICAL RESOURCES
MANAGEMENT IN SCHOOLS
Prepared by:
Jahmaie R. Arban

2. Introduction
A school head is entrusted with the RESPONSIBILITY to
ensure that all curriculum processes and activities, classroom
transactions and learning experiences are properly planned,
organized and executed.
In addition, a school head also has to ensure that all
the school resources are optimally utilized, fully accounted
for and carefully maintained making appropriate use of
information and communication technologies (ICT) inputs,
wherever required.

3. What is resource management?
Resource management is the effective and efficient
deployment of an organization’s resources in the most efficient
way possible, maximizing the utilization of available resources to
achieve organization goals.

4. RESOURCE MAINTENANCE

5. What are school resources?
The resources of the school may be classified in many different ways.
The figure given here, suggests simple classification of school
resources:
School
resources
Human resources
Financial ResourcesPhysical Resources

6. What is maintenance?
Maintenance is work carried out to preserve an asset in order to
enable its continued use and function, above a minimum acceptable
level of performance, over its design service life, without unforeseen
renewal or major repair activities.

7. What is Resource Maintenance?
• It is considered as a vital aspect of resource management.
• It refers to the proper utilization, care and maintenance of all these
and such other school resources.
• Among other things, resource maintenance mainly involves the
following processes:
-Acquisition, storage and stock-keeping
-Utilization, servicing and repairs
-Anticipating needs and replenishment of resources

8. Reasons for Maintenance
Maintenance serves to protect the owners’ real state investment in a
number of ways:
Physical Integrity- To keep the assets in good working order so as to
minimize disruptions and downtimes.
Risk Management- To keep the assets in a state of good repair for
owners’ health and safety.
Aesthetic Preservation- To keep the assets from deteriorating in
appearance and becoming unsightly.

9. Reasons for Maintenance
Fiscal Responsibility- To leverage efficiencies that can be reflected on
the owners’ balance sheet
Duty of Care- To satisfy a legislated duty that is owed to owners,
occupants and guest on the property.
Duty to Mitigate- To prevent unnecessary damage to assets that may
result in their premature failure.

10. Principles of Resource Maintenance
As the School Head, you must understand and learn the basic
principles and procedures commonly applicable to a resource maintenance
system anywhere. Some of these general principles are listed below:
oAll parts of the school plant - its buildings, classrooms, office, laboratories,
library, storeroom, medical room, water hut, staircase and boundary walls
must be well maintained. All these areas should be checked periodically for
any damage or leakage and repairs be carried out as and when necessary.
oPlaygrounds, open yards, approach roads, lanes, gardens, flower-beds or
trees, plants and bushes within the school compound must also be
regularly maintained, irrigated and trimmed.
oThe library, equipment room, medical room, office, classrooms and
laboratories must be neatly arranged and maintained.
oRoom-wise inventories listing all items placed in the room may be prepared
and displayed on every location.

11. Principles of Resource Maintenance
oAll school purchases- furniture, science equipment, audio-visual aids,
projectors, TV sets, CD players, games materials, medical kits etc.
must be correctly entered in the property stock registers and
maintained in good condition.
oGoods and materials shown in the school stock must be frequently
checked, physically verified and controlled to ensure their optimum
and effective use and proper storage.
oAll school purchases must be used for the purpose for which they
were actually bought. Resources procured and earmarked for specific
uses should not normally be diverted for an unjustified use
elsewhere, as it may amount to their misuse or even wastage.

12. Principles of Resource Maintenance
As the School Head, you must get well-versed with the supplies
and maintenance regulations of the government, and follow them
strictly.
oIn government the Head has to follow procedures when ordering
equipment and supplies. These items and services are usually obtained
from other government departments. The Head does not handle actual
cash but has to work through a system of purchase orders and vouchers, as
per the prescribed regulations.
oIn government-aided schools, the Head receives a subvention in the form a
regular cheque (quarterly or annually) with which to buy items of supply or
effect repairs. This money can be used locally or nationally and tender
procedures do not necessarily have to be followed in such cases.

13. Types of Maintenance
Types of
Maintenance
Planned
Maintenance
Preventive
Maintenance
Routine
Maintenance
Predictive
Maintenance
Unplanned
Maintenance
Emergency
Maintenance

14. The Maintenance Spectrum
No
Maintenan
ce
Emergency
Maintenan
ce
Routine
Maintenan
ce
Preventive
Maintenan
ce
Predictive
Maintenan
ce
OVERALL
EFFICIENCY
HIGHLOW

15. Preventive Maintenance

16. Preventive Maintenance
• Principle–“Prevention is better than cure”
• Procedure- Stitch-in-time
Preventive maintenance is maintenance performed in an
attempt to avoid failures, unnecessary production loss and safety
violations. It is where equipment is maintained before breakdown
occurs. This type of maintenance has many different variations and is
subject of various researches to determine best and most efficient
way to maintain equipment. The work is performed in regular basis
regardless of whether functionality or performance of the resource
is degraded. Recent studies have shown that Preventive
maintenance is effective in preventing age related failures of the
equipment.

17. Preventive Maintenance
• It also…
◦Locates weak spots of machinery and equipment
◦Provides them periodic/scheduled inspections and minor repairs to
reduce the danger of unanticipated breakdowns

18. Effective Preventive Maintenance
There are two (2) key factors of success for Preventive
Maintenance, those are by:
oScheduling- supports advanced scheduling of maintenance as a
proactive approach. (It can be by clock or calendar intervals, cycles of
usage, periodic inspection)
oExecution- should be done strictly as per schedule.

19. The Planning and Managing Preventative Maintenance
Once the 5 Year Plan of prioritized items (structures, equipment, and
systems) that should receive preventive maintenance have been identified, School
Administrators must decide on the frequency and type of inspections.
Manufacturers' operations and maintenance manuals are a good place to start
when developing a preventive maintenance schedule; they usually provide
guidelines about the frequency of preventive service, as well as a complete list of
items that must be maintained.
When planning preventive maintenance, School Administrators should
consider how to most efficiently schedule the work-- concurrently with academic
breaks or other planned work. Whereas emergency events demand immediate
attention whenever they occur, preventive maintenance activities can be scheduled
at a convenient time. Because a rigorous preventive maintenance system results in
fewer emergency events, it tends to reduce disruptions to the school schedule.

20. Main Focus of Preventive Maintenance
Preventive Maintenance has focus on the following:
• Cleaning
• Lubrication
• Correcting defects identified through testing and inspection

21. Preventive Maintenance strategy is most appropriate when
resources meet one or more of the following criteria:
o Resources that are subject to predictable wear-out and consumable
replacement
oResources whose failure patterns are known and can be modeled.
oResources that are highly regulated for health and safety reasons
oResources that can be effectively captured under a service contract
(Examples: HVAC, landscaping, janitorial)

22. Some Advantages of Preventive Maintenance
• Reduce emergencies and optimize cost
• Reduce lifecycle costs
• Increase energy efficiency of equipment
• Improve safety and reduce risk
• Improve system reliability
• Decrease cost of replacement
• Decrease system downtime

23. Some Disadvantages of Using Preventive
Maintenance
• It can be labour intensive
• Failures are still likely to occur despite PM work being carried out.
• It may include performance of unnecessary maintenance required by
the present maintenance schedule.
• It can be expensive at initial executing level.
• More manpower needed for execution of preventive maintenance.

24. ROUTINE MAINTENANCE

25. What is Routine Maintenance?
The definition of routine maintenance is simple, small-scale
activities (usually requiring only minimal skills or training) associated
with regular (daily, weekly, monthly, etc.) and general upkeep of a
building, equipment, machine, plant, or system against normal wear
and tear.
It is a type of preventive maintenance and also a key part of
total productive maintenance in order to increase the reliability of the
resources they use everyday.

26. Some Example of Routine Maintenance
• The cleaner(s) performing day to day cleaning activities throughout
the school facilities.
• The grounds care or gardeners managing the cleaning, drain cleaning,
landscaping, up-keeping of the lawns and hedges of the school.
• Maintenance employees undertaking regular maintenance
inspections, fix-up broken furniture, equipment or damaged doors
and even repainting the buildings, etc.
• Security staff patrolling the campus from time-to-time on vandalism
of institutions’ assets, protect students from various hazards or gang
fights and random security checks to avoid prohibited items and
unauthorized people from entering the premises.

27. What is the difference of Routine
Maintenance from Preventive Maintenance?
• Preventative maintenance requires a much greater level of skill on
the part of inspectors to be able to forecast maintenance issues
ahead of time and develop a plan to address them. Scheduled or
routine maintenance doesn’t require forecasting, as long as the
interval between maintenance work isn’t too long.
• This difference makes preventative maintenance especially useful
for complex work – keeping a roof in tip-top condition for example.
• True preventative maintenance should take longer than routine
maintenance and there will also be a cost difference, but this minimal
difference will be exponentially less than the difference you will pay in the
future for breakdowns on problems that could have been prevented.

28. Thank You