CMMS Facilities Operations Maintenance Best Management Practices span a broad range of services, competencies, processes, and tools required to assure the built environment will perform the functions for which designed, constructed, and currently used: All activities associated with the routine, day to day use, support and maintenance of a building or physical asset; inclusive of administration, management fees, normal/routine maintenance, custodial services and cleaning, fire protection services, pest control, snow removal, grounds care, landscaping, environmental
operations and record keeping, trash-recycle removal, security services, service contracts, utility charges (electric, gas/oil, water), insurance (fire, liability, operating equipment) and taxes. It does not include capital improvements. This category may include expenditures for service contracts and other third-party costs. Operational activities may involve some routine maintenance and minor repair work that are incidental to
operations but they do not include any significant amount of maintenance or repair work that would be included as a separate budget item.
CMMS Facilities Operations Maintenance Best Management Practices include the day-to-day activities necessary for the building/built structure (examples: facilities, roadways, bridges, dams, airports, mass transits, utilities, landscaping, snow removal, etc.) and its systems, equipment, and occupants/users to perform their intended function.
Facilities operations and maintenance encompass a broad spectrum of services, competencies, processes, and tools required to assure the built environment will perform the functions for which designed and constructed. Operations and maintenance are combined into the common term Built structures cannot operate at peak efficiency without being properly maintained.
The following are generally required to implement CMMS Facilities Operations Maintenance Best Management Practices:
- Standardized and common glossary of terms, definitions, and data architectures (examples of data architectures include: Uniformat, Masterformat, Omniclass, Cobie, etc.) that support a common data environment (CDE)
- Open and locally researched unit price line time cost data describing tasks.
- Introductory and ongoing education and training
- Collaborative Construction and Service Delivery Methods (example – Job Order Contracting)
- Technology with embedded processes/workflows/and a common data environment (CDE)
Operations and maintenance (O&M) activities can further be divided several functions/areas:
Emergency Maintenance: Unscheduled work that requires immediate action to restore services, to remove problems that could interrupt
activities, or to protect life and property.
General Maintenance: Custodial, trash removal, landscaping, snowplowing, janitorial activities.
Planned or Programmed Maintenance:
Includes those maintenance tasks whose cycle exceeds one year. Examples of planned or programmed
maintenance are painting, flood coating of roofs, overlays and seal coating of roads and parking lots, pigging of
constricted utility lines and similar functions.
Predictive Maintenance: Predictive Maintenance/Testing/Inspection Routine maintenance, testing, or inspection performed to anticipate failure using specific methods and equipment, such as vibration analysis, thermographs, x-ray or acoustic systems to aid in determining future
maintenance needs. For example, tests to locate thinning piping, fractures or excessive vibration that are
indicative of maintenance requirements.
Preventive Maintenance: A planned, controlled program of periodic inspection, adjustment, cleaning, lubrication and/or selective parts
replacement of components, and minor repair, as well as performance testing and analysis intended to
maximize the reliability, performance, and lifecycle of building systems, equipment, etc. Preventive
maintenance consists of many check point activities on items, that if disabled, may interfere with an essential
installation operation, endanger life or property, or involve high cost or long lead time for replacement.
Repair(s): Work that is performed to return equipment to service after a failure, or to make its operation more efficient.
The restoration of a facility or component thereof to such condition that it may be effectively utilized for its
designated purposes by overhaul, reprocessing, or replacement of constituent parts or materials that have
deteriorated by action of the elements or usage and have not been corrected through maintenance.
Routine Maintenance: Normal/Routine Maintenance and Minor Repairs
Cyclical, planned work activities funded through the annual budget cycle, done to continue or achieve either
the originally anticipated life of a fixed asset (i.e., buildings and fixed equipment), or an established suitable
level of performance. Normal/routine maintenance is performed on capital assets such as buildings and fixed
equipment to help them reach their originally anticipated life. Deficiency items are low in cost to correct and
are normally accomplished as part of the annual operation and maintenance (O&M) funds. Normal/routine
maintenance excludes activities that expand the capacity of an asset, or otherwise upgrade the asset to serve
needs greater than, or different from those originally intended.
Unscheduled/Unplanned Maintenance: Reactive and non-emergency corrective work activities that occur in the current budget cycle or annual program. Activities may range from unplanned maintenance of a nuisance nature requiring low levels of skill
for correction, to non-emergency tasks involving a moderate to major repair or correction requiring skilled
labor. Requests for system or equipment repairs that – unlike preventive maintenance work – are unscheduled and unanticipated. Service calls generally are received when a system or component has failed and/or perceived to be working improperly. If the problem has created a hazard or involves an essential service, an emergency response may be necessary. Conversely, if the problem is not critical, a routine response is adequate.
Reactive and/or emergency corrective work activities that occur in the current budget cycle or annual program.
Activities may range from unplanned maintenance of a nuisance nature requiring low levels of skill for
correction, to non-emergency tasks involving a moderate to major repair or correction requiring skilled labor, to
emergency unscheduled work that requires immediate action to restore services, to remove problems that
could interrupt activities, or to protect life and property.
Key Performance Indicators – KPIs for monitoring CMMS Facilities Operations Maintenance Best Management Practices
Facility Operating Gross Square Foot (GSF) Index (SAM Performance Indicator: APPA 2003)
Custodial Costs per square foot
Grounds Keeping Costs per square foot
Energy Costs per square foot
Energy Usage
Utility Costs per square foot
Waste Removal Costs per square foot
Facility Operating Current Replacement Value (CRV) Index (SAM Performance Indicator: APPA 2003)
Emergency Maintenance Costs as a percentage of Annual Operations Expenditures.
Unscheduled/Unplanned Maintenance Costs as a percentage of Annual Operations Expenditures.
Repair costs (man hours and materials) as a percentage of Annual Operations Expenditures
via Four BT, LLC – Independent, Objective, Best Value Lean Construction and Job Order Contracting Soutions