Finance & Physical Infrastructure
14 benchmarks of which 6 are of concern to facilities managers :Strategic asset managementRecurrent maintenance fundingFacilities maintenance backlogSpace managementCentral teaching space usage and effectivenessLarge equipment utilisation
Facilities & Services at ECU
Fixed Plant & Equipment ContractSituation: To be addressed:Little to no preventative maintenance No record of maintenanceAd hoc contract arrangementsInefficient delivery of maintenanceLack of preventative maintenance planning
Facilities & Services at ECU
Fixed Plant & Equipment ContractStructure Prior to ContractOperations ManagerTechnical SupportChurchlandsMaint. Officer (Elec)Electrician 1Carpenter2Fitter1Trades Assistant 1Mt LawleyMaint. Officer (Elec)Electrician1 Carpenter2Fitter2Trades Assistant1
JoondalupMaint. Officer (Fit)Electrician1Carpenter1
Facilities & Services at ECU
Fixed Plant & Equipment ContractTherefore Aim To provide:Improved service quality & efficiency Improved plant reliabilityImproved plant & equipment lifeImproved maintenance planningImproved information
Facilities & Services at ECU
Fixed Plant & Equipment ContractByProviding quality:Preventative CorrectiveBreakdown& Planned MaintenanceRisk Sharing arrangement
Facilities & Services at ECU
Fixed Plant & Equipment ContractMethodologyReview of current practice at other UniversitiesDelivered inhousePart inhouse Part contract (formal or ad hoc)Contract
Facilities & Services at ECU
Fixed Plant & Equipment ContractSelected Methodology
Contract Based on:DefenceSimilar to:University of NSW
Facilities & Services at ECU
Fixed Plant & Equipment ContractNature of ContractSingle contract for all campuses for all:Fixed Plant & EquipmentAssociated Electrical ServicesAssociated BMS ControlsWater Treatment
Facilities & Services at ECU
Fixed Plant & Equipment ContractSolution: Seen as:Outsourcing preventative maintenance planning Totally outsourcing delivery of maintenance to one contractor (Provide variability)Fixed price for a five year periodUse our system (FMMS) for recording dataRisk share with the contractor
Facilities & Services at ECU
Fixed Plant & Equipment ContractContracting ProcessConsultant Selected, Sinclair Knight MerzExpressions of interest from industrySelected four to tender(Asset Services, Haden, TAM & Transfield)Required six buildings to be sampledData entered into FMMSPriced the six & extrapolated
Facilities & Services at ECU
Fixed Plant & Equipment ContractPhasing of the ContractStage one (eight weeks)Collect data & enter into FMMSStage two (three years + two)Maintain all FP&EAnnual condition audit Maintain FMMS & report monthlyRWL $5,000
Facilities & Services at ECU
Fixed Plant & Equipment ContractWorking arrangementsECU maintains a call centre for all calls(24 hour call to 9400 5554)Call centre directs call to relevant campus printer(Soft copy to Assets)Assets provide feedback directly into FMMSAssets provide monthly performance reports
Facilities & Services at ECU
Fixed Plant & Equipment ContractFacility Maintenance Management System(FMMS) Planning tool for preventative maintenance Logs all maintenance calls Hierarchical system Records performance and costs
Facilities & Services at ECU
Fixed Plant & Equipment ContractChange Management Process: Operations ManagerTechnical SupportChurchlandsMaint. Officer Electrician CarpenterMt LawleyMaint. OfficerFitterCarpenter
JoondalupMaint. Officer ElectricianCarpenter
Contract
Facilities & Services at ECU
Fixed Plant & Equipment ContractContractor Arrangements: Contract ManagerMaintenance Planner JoondalupChurchlandsRefrig Mech.
Mt LawleyRefrig Mech.
JoondalupRefrig. MechContract Supervisor ResourcesRefrig. MechsFittersElectriciansSub ContractsECU Contract Manager
Facilities & Services at ECU
Fixed Plant & Equipment ContractContract KPIsBreakdown/Corrective
Chart1
9459
10639
11465
8535
54Sep
52Oct
67Nov
25Dec
101Jan
80Feb
77Mar
36Apr
Yr 1
Yr 2
Breakdown Jobs
Sheet1
Breakdown Jobs
MayJunJulAugSepOctNovDecJanFebMarApr
Yr 1941061148554526725101807736
Yr 259396535
Sheet2
Sheet3
Sheet4
Sheet5
Sheet6
Sheet7
Sheet8
Sheet9
Sheet10
Facilities & Services at ECU
Fixed Plant & Equipment ContractCorrective as a % of Total Jobs
Chart1
9459
10639
11465
8535
54Sep
52Oct
67Nov
25Dec
101Jan
80Feb
77Mar
36Apr
Yr 1
Yr 2
Breakdown Jobs
Chart2
1461
1254
729
3861
50Sep
71Oct
73Nov
80Dec
46Jan
62Feb
59Mar
67Apr
Yr 1
Yr 2
Corrective as %
Sheet1
Breakdown Jobs
MayJunJulAugSepOctNovDecJanFebMarApr
Yr 1941061148554526725101807736
Yr 259396535
Corrective as %
MayJunJulAugSepOctNovDecJanFebMarApr
Yr 114127385071738046625967
Yr 261542961
Sheet2
Sheet3
Sheet4
Sheet5
Sheet6
Sheet7
Sheet8
Sheet9
Sheet10
Facilities & Services at ECU
Fixed Plant & Equipment ContractCategory cost of Maintenance
Code
Break
Correct
Prev
Total 1/3-31/3
Works previous months
Total for month
Total YTD
INSP
0
$138
0
$138
0
$138
$6,073
INST
0
0
0
0
$4,341
$4,341
$21,952
MOD
0
$702
0
$702
$1,512
$2,214
$34,455
REP
$7,527
$6,375
0
$13,902
$10,943
$24,845
$286,118
SECA
0
0
0
0
0
0
$140
SERV
0
$276
$7,948
$8,223
$2,152
$10,376
$146,903
WARR
0
0
0
0
0
0
$46
Totals
$7,527
$7,491
$7,948
$22,955
$18,948
$41,914
$495,687
Facilities & Services at ECU
Fixed Plant & Equipment ContractCompletion Time by Priority
P2 = Urgent R&R in 24hrs P3 = Operational 7 w/daysP1 = 1 hr R & 24 hr R
Chart1
459
172
Complies
Not Complying
Priority
Job Count
Compliance by Priority for Month
Sheet1
Priority 2Priority 3
Complies4517
Not Complying92
Sheet2
Sheet3
Sheet4
Sheet5
Sheet6
Sheet7
Sheet8
Sheet9
Sheet10
Facilities & Services at ECU
Fixed Plant & Equipment ContractMaintenance Costs $/M2
Chart2
0.2484774665
0.267053701
0.1680876979
0.3108108108
0.3288672351
0.0421686747
0.1403817915
0.1488862837
0.2662090008
0.0586245772
Cost/m2
Building No
$/m2
Mech Maint Cost/m2For March 02
Chart1
459
172
Complies
Not Complying
Priority
Job Count
Compliance by Priority for Month
Sheet1
Priority 2Priority 3
Complies4517
Not Complying92
BuildingCH-B-001CH-B-002CH-B-003CH-B-004CH-B-005CH-B-006CH-B-007CH-B-008CH-B-009CH-B-010
Cost/m2$0.25$0.27$0.17$0.31$0.33$0.04$0.14$0.15$0.27$0.06
Area8212067821148821830340585313111774
Cost2045521384627035478127349104
Sheet1
0
0
0
0
0
0
0
0
0
0
Cost/m2
Building No
$/m2
Mech Maint Cost/m2For March 02
Sheet2
Sheet3
Sheet4
Sheet5
Sheet6
Sheet7
Sheet8
Sheet9
Sheet10
Facilities & Services at ECU
Fixed Plant & Equipment ContractRepetitive Repairs
Oct
Nov
Dec
Jan
Feb
Mar
CH-B-001-SV-AC PK02
Package Unit AC2 (Roof)
2
2
3
CH-B-002-SV-AC BL01
Boiler A/C Heating (Roof Plantroom)
2
CH-B-001-SV-AC PK02
Package Unit AC2 (Roof)
2
3
3
Displays items for which there have been more than 1 repair in any given month over a one year period
The month does not display if there are no jobs in that period
Note: does not include Cancelled jobs (Status = CA or CC)
Facilities & Services at ECU
Fixed Plant & Equipment ContractCondition 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.
Facilities & Services at ECU
Fixed Plant & Equipment Contract Condition Audits
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facilities & Services at ECU
Fixed Plant & Equipment ContractContract AuditOne year into contract an independent auditor appointed to:Confirm maintenance outcomesConfirm compliance with accepted PM schedulesReview adequacy of reportingConfirm testing of plant and equipment satisfactoryReview BMS maintenance for performanceThe Audit is to indicate whether the contractor is performing the work to achieve continuous cost effective operation
Facilities & Services at ECU
Fixed Plant & Equipment ContractAudit findings The maintenance is of a satisfactory levelThere is room for significant improvementShortfalls in planning and delivery including non -compliance with Statutory RegsNo vibration analysis or thermal imaging carried out
Facilities & Services at ECU
Fixed Plant & Equipment ContractIn SummaryLessons:Change management issues time consuming Stage 1 IT issues significant (ECU policies)Transition period under estimated (contractor) Controls maintenance under estimated by contractor Significant benefit in doing it your way
Facilities & Services at ECU
Fixed Plant & Equipment ContractIn SummaryOne year on:Greatly improved preventative maintenance Greatly improved reportingImproved understanding of maintenance expenditure Improved response times to customer requests Ability to demonstrate compliance with statutory requirements
Facilities & Services at ECU
Any Questions ?Would we do it again ?Yes we would
Note structure to all intents and purposes is a zone structureMulti discipline trade teamsConsistency of delivery an issueCultural inertia for status quoCampus planning impacted by our campus consolidation