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Facilities & Services at ECU Slide 2 Maintenance Contract Fixed Plant & Equipment for at Churchlands, Joondalup & Mount Lawley Slide 3 Facilities & Services at ECU Fixed Plant & Equipment Contract Overview: Presentation of a case study of a: Maintenance Contract for Fixed Plant & Equipment Y A Significant contract for ECU $ Y Major Change Initiative Y New Maintenance Strategy Y I/R workplace change Slide 4 Facilities & Services at ECU Fixed Plant & Equipment Contract Key Objectives: To obtain a change in maintenance strategy Y From a reactive approach (Breakdown) To Y A more planned approached - with more emphasis on preventative maintenance Slide 5 Facilities & Services at ECU Fixed Plant & Equipment Contract Drivers: McKinnon Benchmark Report to DETYA Slide 6 Facilities & Services at ECU Fixed Plant & Equipment Contract Situation: To be addressed: Y Little to no preventative maintenance Y No record of maintenance Y Ad hoc contract arrangements Y Inefficient delivery of maintenance Y Lack of preventative maintenance planning Slide 7 Facilities & Services at ECU Fixed Plant & Equipment Contract Structure Prior to Contract Operations Manager Technical Support Churchlands Maint. Officer (Elec) Electrician 1 Carpenter2 Fitter1 Trades Assistant 1 Mt Lawley Maint. Officer (Elec) Electrician1 Carpenter2 Fitter2 Trades Assistant1 Joondalup Maint. Officer (Fit) Electrician1 Carpenter1 Slide 8 Facilities & Services at ECU Fixed Plant & Equipment Contract Therefore Aim To provide: Y Improved service quality & efficiency Y Improved plant reliability Y Improved plant & equipment life Y Improved maintenance planning Y Improved information Slide 9 Facilities & Services at ECU Fixed Plant & Equipment Contract By Providing quality: Y Preventative Y Corrective Y Breakdown Y & Planned Maintenance Y Risk Sharing arrangement Slide 10 Facilities & Services at ECU Fixed Plant & Equipment Contract Methodology Review of current practice at other Universities Y Delivered inhouse Y Part inhouse Part contract (formal or ad hoc) Y Contract Slide 11 Facilities & Services at ECU Fixed Plant & Equipment Contract Selected Methodology Contract Based on: Y Defence Similar to: Y University of NSW Slide 12 Facilities & Services at ECU Fixed Plant & Equipment Contract Nature of Contract Single contract for all campuses for all: Y Fixed Plant & Equipment Y Associated Electrical Services Y Associated BMS Controls Y Water Treatment Slide 13 Facilities & Services at ECU Fixed Plant & Equipment Contract Solution: Seen as: Y Outsourcing preventative maintenance planning Y Totally outsourcing delivery of maintenance to one contractor (Provide variability) Y Fixed price for a five year period Y Use our system (FMMS) for recording data Y Risk share with the contractor Slide 14 Facilities & Services at ECU Fixed Plant & Equipment Contract Contracting Process Y Consultant Selected, Sinclair Knight Merz Y Expressions of interest from industry Y Selected four to tender (Asset Services, Haden, TAM & Transfield) Y Required six buildings to be sampled Y Data entered into FMMS Y Priced the six & extrapolated Slide 15 Facilities & Services at ECU Fixed Plant & Equipment Contract Phasing of the Contract Y Stage one (eight weeks) Y Collect data & enter into FMMS Y Stage two (three years + two) Y Maintain all FP&E Y Annual condition audit Y Maintain FMMS & report monthly Y RWL $5,000 Slide 16 Facilities & Services at ECU Fixed Plant & Equipment Contract Working arrangements Y ECU maintains a call centre for all calls (24 hour call to 9400 5554) Y Call centre directs call to relevant campus printer (Soft copy to Assets) Y Assets provide feedback directly into FMMS Y Assets provide monthly performance reports Slide 17 Facilities & Services at ECU Fixed Plant & Equipment Contract Facility Maintenance Management System (FMMS) Y Planning tool for preventative maintenance Y Logs all maintenance calls Y Hierarchical system Y Records performance and costs Slide 18 Facilities & Services at ECU Fixed Plant & Equipment Contract Change Management Process: Operations Manager Technical Support Churchlands Maint. Officer Electrician Carpenter Mt Lawley Maint. Officer Fitter Carpenter Joondalup Maint. Officer Electrician Carpenter Contract Slide 19 Facilities & Services at ECU Fixed Plant & Equipment Contract Contractor Arrangements: Contract Manager Maintenance Planner Joondalup Churchlands Refrig Mech. Mt Lawley Refrig Mech. Joondalup Refrig. Mech Contract Supervisor Resources Refrig. Mechs Fitters Electricians Sub Contracts ECU Contract Manager Slide 20 Facilities & Services at ECU Fixed Plant & Equipment Contract Contract KPIs Breakdown/Corrective Slide 21 Facilities & Services at ECU Fixed Plant & Equipment Contract Corrective as a % of Total Jobs Slide 22 Facilities & Services at ECU Fixed Plant & Equipment Contract Category cost of Maintenance Slide 23 Facilities & Services at ECU Fixed Plant & Equipment Contract Completion Time by Priority P2 = Urgent R&R in 24hrs P3 = Operational 7 w/days P1 = 1 hr R & 24 hr R Slide 24 Facilities & Services at ECU Fixed Plant & Equipment Contract Maintenance Costs $/M 2 Slide 25 Facilities & Services at ECU Fixed Plant & Equipment Contract Repetitive Repairs Slide 26 Facilities & Services at ECU Fixed Plant & Equipment Contract Condition Audits Access data base set up to capture asset condition audit information AAPPA descriptors adopted for the audit Reports still being developed Outcomes to be loaded into FMMS for tracking purposes. Slide 27 Facilities & Services at ECU Fixed Plant & Equipment Contract Condition Audits Slide 28 Facilities & Services at ECU Fixed Plant & Equipment Contract Slide 29 Facilities & Services at ECU Fixed Plant & Equipment Contract Slide 30 Facilities & Services at ECU Fixed Plant & Equipment Contract Slide 31 Facilities & Services at ECU Fixed Plant & Equipment Contract Contract Audit One year into contract an independent auditor appointed to: Y Confirm maintenance outcomes Y Confirm compliance with accepted PM schedules Y Review adequacy of reporting Y Confirm testing of plant and equipment satisfactory Y Review BMS maintenance for performance The Audit is to indicate whether the contractor is performing the work to achieve continuous cost effective operation Slide 32 Facilities & Services at ECU Fixed Plant & Equipment Contract Audit findings The maintenance is of a satisfactory level There is room for significant improvement Shortfalls in planning and delivery including non -compliance with Statutory Regs No vibration analysis or thermal imaging carried out Slide 33 Facilities & Services at ECU Fixed Plant & Equipment Contract In Summary Lessons: Y Change management issues time consuming Y Stage 1 IT issues significant (ECU policies) Y Transition period under estimated (contractor) Y Controls maintenance under estimated by contractor Y Significant benefit in doing it your way Slide 34 Facilities & Services at ECU Fixed Plant & Equipment Contract In Summary One year on: Y Greatly improved preventative maintenance Y Greatly improved reporting Y Improved understanding of maintenance expenditure Y Improved response times to customer requests Y Ability to demonstrate compliance with statutory requirements Slide 35 Facilities & Services at ECU Any Questions ? Would we do it again ? Yes we would