Preventative Maintenance Facilities Managers
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Classroom discussion for Church Facilities Managers about preventative maintenance of building and systems in the building
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Preventative Maintenance Facilities Managers
- 1. Preventative Maintenance for Facilities Managers Choices you make today …impact the future
- 2. What the customer does not see
- 3. Behind the Scenes Results of inspection in ceiling Discuss alternative to not finding this Benefit of preforming this Are PMs important?
- 5. 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
- 6. 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 Benefits
- 7. 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
- 8. Simple
- 9. Simple
- 10. 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
- 11. Organized
- 12. Organized
- 14. List and Audit Impact to campus / facility / building / equipment Impact to customer / user Impact to operations / mission Overall cost Prioritized
- 15. 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
- 16. Accessible
- 17. Accessible
- 18. Preventative (PM) Predictive (PdM) Condition Based / Driven Deferred Run to Fail (RTF) Planned / Scheduled / Programmed PM Types
- 19. 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
- 20. Code Driven: Fire Alarm Testing Sprinkler System ADA equipment Grease Trap Kitchen Hood Emissions Waste Stream Event Management PM Opportunities Cont.
- 21. 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’
- 23. Example – Trailer Towing
- 24. Example - GFCI
- 25. Example – Complex… Sewage
- 26. 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
- 27. 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
- 28. Template Name / Title Tools / equipment / Safety Time Location Steps Map / drawing / picture Sign Offs Getting Started
- 30. 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
- 31. 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? Discussion
Editor's Notes
- PM for Facilities Management.
- 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.
- 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 bandaid 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.
- 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.
- 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 Waste Stream Event Management
- 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
- Template See handout -
- 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?