BSE2502 Operation and Maintenance

Maintenance Management
Ir Sonny L.S. Tam / Mr K.C. Au
Visiting Lecturers
Department of Building Environment and Energy Engineering
 Overview
 Computerised Maintenance Management System (CMMS)

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 Computerised Maintenance Management System
 Pre-CMMS
 Paper records
 Random spreadsheets
 Personal knowledge – data lost when long serving staff leaves
 No service level agreement with customers
 No comprehensive planned preventive maintenance schedule
 No formal tracking system
 No real time performance data
 No record of status of work, i.e. ongoing or completed
 No idea of performance, costs, time being taken, or whether the maintenance policy
was working.

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 Computerised
Maintenance
Management System
Asset
 Management information management Register
(diagram modified from the figure of a
book called “Computerised Maintenance Work
Management System (CMMS) Benefits History

to smaller Agencies, Brown & Cadwell,

2015”.
 Asset data and working history best should
be kept electronically.

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 Computerised Maintenance Management System
 Asset register

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 Computerised Maintenance Management System
 Function of a CMMS
 Software database application
 Records and schedules work requests
 To assign maintenance teams, parts and materials
 To issue job task with appropriate method specification and safety data
 To track task progress
 To allow feedback
 Task time allowed
 Equipment and materials used
 Customer satisfaction

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 Computerised Maintenance Management System
 Function of a CMMS
 To maintain plant and equipment inventory
 To maintain complete work history
 To facilitate instant and flexible analysis and reporting
 Equipment history
 Workload by installation, staff or discipline
 Workload by type of maintenance
 Analysis of costs

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 Computerised Maintenance Management System
 Analysis and reporting

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 Computerised Maintenance Management System
 CMMS Interfaces
 Staff or personnel data base – staff availability, booked leave, etc.
 Stores and materials
 Store management
 Re-ordering
 Financial systems
 Cost management

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 Computerised Maintenance Management System
 Help Desk
 To carry out call logging
 To group, sort and assign jobs
 To track job progress
 To follow up with building occupants (customers)
 To update the database
 To report job completion

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 Computerised Maintenance Management System
 Next steps
 To check maintenance team availability
 To liaise customer for allocation of appointment
 To prioritise maintenance schedule
 To arrange maintenance team
 To issue job card ABC Company ( Maintenance Unit)
 To track progress Date From Mar 1, 2014 To Mar 31, 2014
 To create status
Task Status No. of Tasks % of Tasks
reports Active 412 18.50
Complete 2 0.09
History 1,813 81.41

Total 2,227 100.00

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 Computerised Maintenance Management System
 Repair Note / Job Card
 Maintenance team to submit job card or record to help desk when job completed
 Date and time of repair
 Time taken
 Materials and parts used
 Condition of plant
 Help desk to follow up with customer.
 Help desk and management can obtain reports on real time performance at any time.

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 Computerised Maintenance Management System
 Maintenance report by category

ABC Company Report

Date From Mar 1, 2014 To Mar 31, 2014

Category No. of Tasks % of Tasks

Electrical 776 34.85
Fabric 303 13.61
Fire Services 8 0.36
HVAC 401 18.01
Mechanical 737 33.09
Gas Installation 2 0.09

Total 2,227 100.01

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 Computerised Maintenance Management System
 Maintenance report by building ABC Company ( Maintenance Unit)

Date From Mar 1, 2014 To Mar 31, 2014

Building No. of Tasks % of Tasks

Block A 50 2.25
Block B 31 1.39
Block C 71 3.19
Block D 479 21.51
Block E 13 0.58
Block F 9 0.40
Block G 221 9.92
Block H 571 25.64
Block I 229 10.28
Block J 10 0.45
Block K 29 1.30
Block L 400 17.96
Block M 112 5.03
Block N 2 0.09

Total 2,227 99.99

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 ABC Company Maintenance Team Productivity Report

Computerised Date From Mar 1, 2014 To Mar 31, 2014

Maintenance Task Type: Breakdown

Management System
No. of Tasks No. of Tasks Total No. of
Category
On Time Late Tasks
Electrical 523 229 752
Fabric 218 81 299
 Maintenance team performance Fire Services 8 0 8
HVAC 149 70 219
 Breakdown and planned preventive Mechanical 563 128 691
Gas Installation 1 1 2
maintenance components.
Total 1462 509 1971
(Planned preventive maintenance is to
minimise breakdown) Task Type: PPM

No. of Tasks No. of Tasks Total No. of

Category
On Time Late Tasks
Electrical 16 8 24
Fabric 4 0 4
Fire Services 0 0 0
HVAC 176 6 182
Mechanical 41 5 46
Gas Installation 0 0 0

Total 237 19 256

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 Computerised Maintenance Management System
 Ratio of planned preventive maintenance (PPM) to total maintenance
 Example:
1971 breakdown tasks and 256 PPM tasks, i.e. 2227 tasks
PPM to total tasks = 256/2227, i.e. 11.5%
Not a planned maintenance strategy

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 Computerised Maintenance Management System
 Benefits of help desk /CCMS
 One single contact point
 To have uniform and consistent approach to customers
 To record fault and/or repair data systematically
 To provide customer feedback, i.e. to improve communications
 To generate regular reports and analysis
 To allow assessment of quality of service in terms of response time and reliability
 To reduce down time and corrective calls
 To focus on preventative and predicted maintenance by management based on own
records of reliability
 To save maintenance costs

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END