Maintenance Projects Organization & Planning

1. Maintenance Projects Organization & Planning

2. INTRODUCTION • Learning Objectives • Basics of Maintenance Project • Objectives, Cost, Time Limits • Primary Principles of Maintenance Planning • Alternative Organizational Structures for Maintenance Procedures

3. Maintenance Projects • A Maintenance Program is made up of various Maintenance Projects = maintenance master program • ..\..\GBB\Preventive maintenance masterplan for the mth of Jan 2016.xls • Maintenance Program could comprise of the following Maintenance Projects • Fixed cost monthly maintenance • Adhoc or 1 time appointment • Term contracts for repair works such as SOR

4. Maintenance Projects • Depending on the organization needs, each of the above mentioned type has its own objectives and purpose to achive the different organization goals • Has a defined objectives • Is subject to establish time limits • Must meet an established specification • Must keep within specified cost limits • Consumes resources (money, material)

5. Maintenance Objectives • Depending on the organization set Maintenance Policy • the objectives could include the following • Comply with aims of Maintenance Policy • Restore or bring an asset up to statutory requirement • Get a building ready for resale • Improve Building Aesthetics (R&R) • Improve image of Co.

6. Maintenance Project Time Limit • Depending on the folloiwngs • Strategy of the Maintenance policy such as Trial test of various effectiveness of Prog or for transitional team build up or transitional period or vendor qualification for a Long Term Partnership b. Defects liability requirement c. Business requirements d. Price on Economy of scale e. Economic situation in view of future inflation

7. Maintenance Project Specification • Depending on the objectives, specification will varies to suit management requirement • Management specification • Performance specification • Traditional specifications • Working drawings ( As build drawings) • Variation orders • Item description • Guarantees and warranties • Contractual safeguards (terms & Conditions) • Reasonably fit for purpose ( eqpt performance tolerance) • Test of reasonableness ( measurement & audit)

8. Maintenance Project Specification • Maintenance contract in Singapore are mostly split into • M&E • Building • Each type of the classification should have its own independent specification and shall be carefully described or clear detail requirements to minimze grey area which might benefit the contractors more than owner • It affects the standard as well as the price to pay

9. Maintenance Project Cost Limit • Maintenance project generally comes in both • Fixed price (cost limit set) or • Variable price • with a Contingency sum for un-forseen circumstances • Cost limits or Contingency sums are derived from • industry estimates • historical data • estimated replacement cost

10. Use of Resources in Maint Project • Use large number & Qty of Resources such as • Labour • Material • Time • Resources involving both • Internally – Management • Externally – Contracting skills

11. Maintenance Organization • Organizing how maintenance project is to be managed or run depends on the policy set and the business strategy which will give rise to various set up such as • Departmentalization based on system / asset complexity • Available Internal resources’ capacity and capability • Future business goals

12. Maintenance Organization • The maintenance organization structure could comprise of • Individual system • - Mech system: Pumps, ACMV, Fire Fighting, Lift • Multi discipline team: M & E • Integrated services: Maintenance, Improvement, Life cycle management

13. Typical Org Chart

14. Team Set Up • Situational analysis with reference to the business goals shall help the Maintenance manager decide on • In house team : developed and expand or • Outsource non core duties or both core and non core • With that consideration, manager have to develop specific work scope to ensure effectiveness and minimize complication. The scope could be • Planned maintenance work • Responsive / Adhoc Maintenance • Modernization / Improvement works

15. Maintenance Project Planning • 2 primary components of maintenance plan are • Planned • Responsive • Challenge is striking a good balance for cost optimization as well as resources optimization, this can be achieved thru • Calculation work requirement via CAFM/CMMS/CDES • Calculating the resources needed • Defining required levels of quality and safety

16. Maintenance Project Monitoring • Comprises of • Observation and Report on Responsive maint performance • Compare actual against planned performances • Analysis of the significance of variance • Feedback • Performance adjustment to improve variance • Monitoring the adjustment program

17. Maintenance Scheduling • Comprises of some of the followings • Individual system maintenance plan or • Collective maintenance plan • Cyclical Maintenance plan • Function or uses for such schedule are • Forecasting resources requirements • Resource levelling • Data on risk or consequence of delay • Generate progress target • Budget planning

18. Maintenance Scheduling • Basic Process of scheduling is as follows • Generate the WBS • List and Calculate the project logic • Assign duration to each activity • Identify start and finish • Rationalize resources • Form draft of schedule • Refine

19. Maintenance Scheduling • Consideration in planning • Complexity and duration of works • Window of work time • Availability of manpower • Requirement of special access eqpt or tools