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1PREVENTIVE MAINTENANCE ANDFACILITY MANAGEMENTAn Introduction to Facility Management Strategies forAlaskan SchoolsPresented ByMike GaedeBuilding Management Specialist

2Discussion Topics Overview of school maintenance programs The critical role of preventive maintenance The work order process – 2 examples The importance of communication and community involvement PM and facility management requirements for CIP eligibility – 6 elements

3Maintenance Extended Facility Life

4School building materials, wear factors,and maintenance requirements. Average Age of School Facilities in Alaska 20 Years. Proper maintenance yields a long life span. Lack of care brings premature failure

5Deterioration of School Facilities –Contributing ElementsOrganic solvents,cleaning solutionsWaterCycles of heat,cold & relativehumidityRadiant EnergyAbrasivesMechanicalstressAcids, salts,alkaline

6Maintenance vs. Learning EnvironmentAppropriate scheduling of maintenance activities is critical

7Maintenance Categories General Maintenance Grounds Maintenance Preventive Maintenance Emergency Repair Vandalism Vehicle Maintenance

8Discussion Topics Overview of school maintenance programs The critical role of preventive maintenance The work order process – 2 examples The importance of communication and community involvement PM and facility management requirements for CIP eligibility – 6 elements

9Preventive MaintenancePreservation through a cyclical process of inspections“to ensure the school operates at proper efficiency without interruption”

10The Benefits of Preventive Maintenance Provides for extended life of the building and grounds. Provides a healthy learning environment for students. Increases the productivity of faculty, administrators, students, and maintenance personnel.Aesthetic qualities of the building and grounds areimproved and maintained.Timely identification of building degradation that mayotherwise be unnoticed.Maintains compliance with current codes and standards.Achieves reductions in energy consumption.

11PM vs. Other Types of Maintenance Predictive MaintenanceAnticipate failure through vibration, ultrasonic, infrared detection Corrective MaintenancePlanned replacement of worn parts – based on PM inspections Repair MaintenanceMaintenance work that requires immediate action

12Common PM Tasks Cleaning Painting Lubricating Replacing Worn Parts Lighting Replacement and RepairObjective: to keep materials and components maintainedat an optimal level of performance

13Prioritizing PM Procedures Life Safety Overall Safety Regulatory Requirements Known Requirements Equipment Life Cycle Energy Efficiency

14Contracting Outside ProfessionalsLicensed Professionals Required: Elevators Alarm Systems Fire Systems Pest Control Systems Fire Extinguisher Certification

15Successful PM Protocol - Training Establish routine training sessions Collect and provide up-to-date training materials On the job trainingPerfect skills under supervision New equipmentVendor service training

16PM Protocol – Record Keeping“Essential for understanding the potentialof equipment failure and preventing futureproblems” Work logs Work orders Inspection checklists Equipment maintenance logs Equipment manuals and warrantees Computerized maintenance management software (CMMS)

17PM ProtocolEquipment Records & TaggingEquipment Record Details: Location / BuildingRoom numberEquipment name / tag #Description of equipment defectDescription of the PM or repair task to be performedEstimated work hours need to complete the PM taskTask assignmentCostDate

18Discussion Topics Overview of school maintenance programs The critical role of preventive maintenance The work order process – 2 examples The importance of communication and community involvement PM and facility management requirements for CIP eligibility – 6 elements

19MAINTENANCE WORKORDERSThe ‘How To’ guide for getting things fixed

20Work Order Process: InitiationDecisionApproval Process Maintenance work order requestform Can be requested by any staffmember in the school Requests are submitted usingthe electronic ‘work orderrequest’ form in the CMMS orhandwriting traditional paperwork order request formsRequests are delivered/e-mailed to adesignated approverApprovers:Instructional Leaders,MaintenanceSupervisors, Directorof Maintenance,SuperintendentApprovers Will: Accept or reject therequest Set the Priority ofRequest Fill in remaining fields (Administrative Data)Data EntryApproved Requests will be enteredinto the CMMS Work Order System(School Dude, Maximo, TMA)

21Work Order Process: Action & CompletionWork Order Produced by the CMMS Delivered to the Maintenance Dept.Deferred(electronic or paper) Estimated start date Estimated completion date PrioritizedDue to:1. Emergency Parts availability Scheduling conflict(school activities orother on-going projects) Cost (funds unavailable)2. Life/ Safety3. PM4. Corrective or seasonal maintenanceMaintenance Task CompletionScheduled Actual completion date, timespent, materials (new purchase/inventory part) and cost arerecorded onto the work order Completed work order dataverified - entered into theCMMS

22Various types of WorkOrder Requests Computer (email) or handwritten Depends on district size and protocol

23Maintenance Request - ProcedureLarge District Example:Matanuska-Susitna Borough School District

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25Mat-Su Borough School DistrictAdministrative organizationWork order process Superintendent Work request – site level school Director of operations and maintenance 3 maintenance divisions:east, central, and west Maintenance foreman andcustodial supervisor for eachdivision Maintenance technicians,custodial staff associatedwith each division admin. and teachersRequest approval – schooladministratorEntered into CMMSWork request to appropriatemaintenance foremanPrioritized and scheduledWork order issuedWork order completionCompletion notes written on issuedwork orderSubmitted to admin. secretary forentry into CMMSWeekly status reports / monthlysummary reports

26Maintenance Request ProcedureSmall District ExampleHoonah City School District

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28Hoonah City School DistrictAdministrative organizationWork order process Superintendent Work requests – site level – all Maintenance contractor Site administrator Custodial staff district staff involvedHand written work request sheetsWork request approval –SuperintendentWork request forwarded toMaintenance ContractorPrioritized and scheduled as W/OTime, cost, comments written in dailywork logCompleted W/O entered into CMMSat end of each dayWeekly meetings withSuperintendent to discuss on-goingissues, future maintenance needs

29Discussion Topics Overview of school maintenance programs The critical role of preventive maintenance The work order process – 2 examples The importance of communication and communityinvolvement PM and facility management requirements for CIP eligibility – 6 elements

30Communicate!Observed problems should be communicated and addressed promptly

31Paths of communication Teachers School Nurse Site Administrator Maintenance Department Custodial Services SuperintendentCourteous communication builds good workingrelationships

32Positive Role ModelsSchool Maintenance TechniciansSchool Custodians Encourage positive rapport with students Become a visible presence on campus

33Community InvolvementAvenues for participation in creating a healthy, wellmaintained school environment. Citizen’s Advisory Committee PTA School Board Planning Sessions

34Discussion Topics Overview of school maintenance programs The critical role of preventive maintenance The work order process – 2 examples The importance of communication and community involvement PM and facility management requirements for CIPeligibility – 6 elements

35Grant Applications – Statute RequirementsAS 14.11.011 / 4 AAC 31.013Each district is required to have a preventivemaintenance plan that includes:maintenance management program, capable of tracking the timing andcosts of planned and completed maintenance activitiesenergy management program for district buildingscustodial care program for district buildingsmaintenance training program for facility managers and maintenanceemployeesrenewal and replacement schedules for major facility componentsfixed asset inventory system for equipment valued 5000 or more

36Maintenance Management ProgramRequirements: A formal work order system Ability to track timing and costs Ability to track labor and materials Ability to produce reports of planned and completed work

37Energy Management Plan Requirements: Ability to record energy consumption for all utilities on amonthly basis Utilities are recorded for each building Utilities include electricity, heating oil, propane, and water If the facility was constructed before 12/15/2004, thedistrict may record energy consumption for multiplebuildings served by one utility plant (one meter)

38Custodial Program Requirements: Provide a schedule and description of custodial activitiesfor each building The custodial schedule is based on type of work andscope of effort required for each building

39Training Program Requirements: Provide a training program that specifies training forcustodial and maintenance staff Maintain training logs describing type and duration oftraining received by individuals Provide training logs recording both completed andscheduled training sessions

40Capital Planning Requirements: Provide renewal and replacement schedules for each school facility over 1,000 gsf.Identify the construction cost of major building systems(electrical, mechanical, structural, etc )Evaluate and establish the life-expectancy of majorbuilding systemsCompare life-expectancy to the age and condition ofmajor building systemsUse the renewal and replacement data to forecast thereplacement year and cost for each system

41DEED Renewal and Replacement ations.htm

42Fixed Asset Requirement: Provide a report which records assets valued at 5,000*or more Date acquired Location Estimated date of service*(minimal level of asset valuation is usually associated with the district’s tax auditrequirements - 500 valuation is commonly used by some)

43In review Building components wear out eventually Various types of maintenance are employed. Preventive Maintenance (PM) extends component life cyclesSuccessful PM requires training and record keepingWork order system required in AlaskaUnique, yet similar, work order systems throughout Alaska‘Maintenance work requests’ start the work order processMaintenance planning - the public is invitedA comprehensive preventive maintenance and facilitymanagement program is required State CIP funding

44Resources Preventive Maintenance Guidelines For School FacilitiesJohn C. Maciha, RS Means Company, 2000 Indoor Air Quality – Tools for SchoolsUS Environmental Protection Agency / Office of Air and Radiation (6609)/EPA 402-K-95-001(third edition)January, 2005 Facilities Masters Online Webcast“Improving Indoor Air Quality and the Learning Environment” – July Classroom Maintenance: Ed Cenedella (Hampden-Wilbraham Regional School District, NH)Classroom Organization: Janet Brough (Laconia School District, MA) and Sandy Rhee (Organization Guru) Alaska School Laws and Regulations Annotated 2011-2012 edition4 AAC 31.013. Preventive maintenance and facility management. Alaska School Facilities Preventive Maintenance lications.html

45Questions?

Preventive maintenance work orders are produced monthly b\ the School Dude CMMS program. Corrective maintenance work orders created on an "as needed" basis by administrative staff and 對teachers throughout the schools. All maintenance work requests are entered into the CMMS program after being approved by the s\ൣhool administrator.