How to Implement an Effective Facility Maintenance Program

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How to Implement an Effective Facility
Maintenance Program
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Results of Typical Programs

• ? Almost totally dependant on Maintenance
  person.
• ? Maintenance person determines
• - Tasks
• - Frequencies
• - Priorities based on their
• observation and discretion
• - Most of the schedule

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Results of Typical Programs

• ? Contractor determines most of what work is
  performed.
• ? Durability items tend to be overlooked
• ? Methods tend not to improve.
• ? Routine can give staff the illusion of
  efficiency and effectiveness.

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A Chief CulpritOver time, the Work Line Tends
to Straighten Out
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Long Term Result of Typical Program

• Some tasks get dropped from the program.
• Some tasks are performed more often than
• needed.
• Snow Blindness sets in
• - I walk by that every day and didnt notice
  it.

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General Weaknesses of a Typical Program

• Inability to substantiate performance.
• Inability to substantiate staffing costs.

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Program ObjectivesNeeds

• An efficient, workable schedule that maximizes
  results.
• Flexible plan that provides for tasks outside
  the normal routine.
• A plan that includes specific durability
  maintenance items.

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Program ObjectivesNeeds

• Ability to deal with unexpected problems or
  assignments.
• A good means to monitor and evaluate
  performance.
• Good documentation that maintenance requirements
  are being met.

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A very tall order,

• But
• Very Do-able

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How to maximize efficiency.

• The following are steps to develop a maintenance
  program that will increase efficiency and
  effectiveness and provide a better means of
  monitoring performance

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Step 1Define areas of responsibility

• Clearly identify maintenance areas.
• - State in instructional documents.
• - Tour the areas with responsible parties.
• - Review written plan periodically
• change and update when necessary

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Step 2Identify tasks to be performed

• Work with provider to develop comprehensive list
  of tasks.
• Identify type of task
• Group by location

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Step 2 (cont.)Identify tasks to be performed

• Have an engineering consulting firm examine major
  facilities and identify specific durability
  maintenance items based on your structural
  system, its current condition and local
  environmental conditions.

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Step 2 (cont.)Identify tasks to be performed

• Quantify tasks in each area based on
• - Size of task item / area
• - Number of task repetitions (number of parking
  spaces, length of curb, number of trash cans,
  etc.)

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Step 3 Determine time needed for each task

• Estimate by size of area or number of repetitions
  x time needed for each unit.
• Paint gate islands 15 x 30 min. each
• Wipe down bollards 60 x 45 sec. each

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Step 3 (cont.)Determine time needed for each
task

• Be reasonable consider
• The pace that has to be maintained for a full day
• Effect of weather conditions
• Traffic and customer interruptions

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Step 3 (cont.)Determine time needed for each
task

• Include start-up and shut down time for equipment
  changes between tasks
• Include travel times between areas
• Between work areas
• To restrooms
• To break
• To the time clock

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Step 4 Assign a frequency to each task

• Use industry standard schedules.
• Use manufacturers recommended maintenance
  intervals and
• techniques

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Step 5 Compute total task hours

• Time requirement X Quantity X Frequency
• Organize by area

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Step 5 (cont.) Compute total task hours

• Not complete without an initial estimate of
• Daily start-up time
• Travel time to and from work area
• Significant travel time within work area
• Add 15 in developing initial estimate of hours

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Step 6 Balance Total to Available Staff Hours

• Compare total task hours to staff hours
• Balance by adjusting task frequencies
• Evaluate frequencies and
• identify shortfalls

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Step 7 Develop Actual Schedule

• Base on 4-week cycle
• Distribute items to individual schedule lists
• Organize tasks by type and area to minimize
• Travel time between tasks
• Time and frequency of equipment changes

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Step 7 (cont.) Develop Actual Schedule

• Include
• 15 minute daily start-up time
• 30 minutes (minimum) for unscheduled tasks
• Special Projects time each week
• Schedule concurrently with multiple team members
  to allow for team projects
• Tasks better accomplished by a team
• Consider safety requirements

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Step 7 (cont.) Develop Actual Schedule

• Distribute periodic tasks not part of the normal
  weekly schedule.
• Group related tasks into Time Blocks
• Allow individual discretion within time blocks
  whenever possible
• Provides more freedom to control their day
• Can result in process improvements

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Step 8 Develop Equipment and Materials List

• Examine each task to determine equipment and
  materials needed
• Attach equipment / materials list to task lists
• Use equipment and materials lists for
• Budget projections
• Accurate ordering

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Program Benefits

• 1) Process Development
• All necessary tasks are identified and included
  in the program
• Less chance of being overlooked
• Better understanding of full task set
• Time requirements are more clearly identified and
  verified

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Program Benefits

• Processes are refined and improved during program
  development.
• Adjusting task frequencies allows work to be
  balanced with available staff hours.
• Everyone agrees on tasks and frequencies
• Facilitates and substantiates budget and cost
  planning and justification

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Program Benefits

• 2) Staff Management
• More effective training due to specific methods
  developed during program implementation.
• Staff is more confident knowing what is to be
  done each day and how to do it.
• Staff is more accountable
• Task schedule is specific
• No excuses about forgetting materials
• Easier to locate staff during workday

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Program Benefits

• 3) Program Management
• Schedule can be adjusted as better work methods
  are developed.
• Periodic tasks can be better planned
• Special tools or supplies needed
• Cars cleared from work area
• Advanced preparation of the work area

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Program Benefits

• 4) Materials Management
• Supplies can be ordered in proper order.
• Better assured to have sufficient supplies on
  hand when needed.
• Staff know what equipment and materials are
  needed for each set of tasks.

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Program Benefits

• 5) Documentation
• Program plan and schedule is documented
• Completions of tasks is recorded and filed
• Can be reviewed by supervisor
• Permanent record of process
• Potential protection against liability claims

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Program Benefits

• Well Maintained, Safe and Attractive Facilities!

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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks
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Everything Speaks

• When was the last time you looked at your
  facilities through
• The Lens Of YOUR Customer?
• Everything Speaks!!!