Next-Generation,

Reliability-
Centered
Maintenance

ENGINEERING PLAYBOOK

Life Sciences Center of Exellence (CoE)

for cGxP Regulated Environments
 Table of contents
INTRODUCTION.............................................................................................................................. 12
FOR LIFE SCIENCES FACILITIES: JLL’S PowerPM.................................................................. 234
Introduction JLL’S NEXT-GENERATION MAINTENANCE APPROACH............................................................ 23
Why wait for failure, when in some cases, you can anticipate and prevent it before it happens? Reliability-centered maintenance
(RCM) is JLL’s chosen maintenance methodology, and an industry best practice for maintenance of buildings and equipment. RCM RCM DIAGNOSTICS & MONITORING TECHNOLOGIES.............................................................. 23
is a highly sophisticated, systematic approach to defining a routine maintenance program that decreases the likelihood of equipment
ANALYSIS STRATEGY..................................................................................................................... 2
failure and incorporates the most cost-effective tasks to preserve functionality. It is a continuing process that uses real-time data from
operating systems to improve equipment purchase, replacement and maintenance strategies. PLANNING AND SCHEDULING FOR OPTIMAL MAINTENANCE................................................ 43
JLL’s expertise in the RCM technique helps our clients optimize preventative and predictive maintenance programs, while
decreasing costs and increasing equipment reliability. To develop this guide to the JLL RCM process, our professionals have drawn
upon best-in-class practices from JLL Life Sciences clients, other JLL Corporate Solutions programs and the JLL Next-Generation
Maintenance program. This Engineering Playbook is a comprehensive guide to RCM strategy and implementation for JLL’s Client
Relationship Managers (CRMs), Business Operation Managers, Facility Managers and Chief Engineers.

This playbook also serves as a single reference document for JLL Life Sciences technicians, specialty maintenance and operations
(M&O) contractor personnel, and others involved in JLL facilities maintenance or construction, so that they may efficiently identify the
streamlined RCM requirements during facilities life cycle program management.

THIS GUIDE PROVIDES OUR PROFESSIONALS WITH:

• An overview of RCM and its history

• A detailed understanding of the consistent shared processes we use:

• PowerPM use and savings potential

• RCM diagnostic and monitoring technologies

• Failure modes, effects and criticality analysis

• Root-cause failure analysis

• Maintenance planning and scheduling

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JLL’s PowerPM
PowerPM is a proprietary JLL methodology created for the life sciences sector.

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FOR LIFE SCIENCES FACILITIES: JLL’S PowerPM
Our maintenance approach for life sciences facilities is fueled by PowerPM, a proprietary JLL methodology that we created
in response to the need for a specialized maintenance methodology tailored for the life sciences sector. Based on the RCM
process, PowerPM creates the optimal maintenance program that integrates condition-based activities, time or cycle-based
actions and the run-to-failure (RTF) approach. It not only enables JLL to maintain equipment at the highest level, but also
reduces maintenance labor costs by approximately 20% and spare parts costs by approximately 15%.

OUR APPROACH AVOIDS OVER-MAINTENANCE OF EQUIPMENT BY INCORPORATING THE

FOLLOWING TOOLS AND PROCESSES:
1. Criticality analysis

2. FMECA

3. Equipment failure history

4. Job plan evaluation

5. Diagnostic and monitoring technologies

PowerPM is a versatile service that can be applied on any type of life sciences facility, whether retail, office, critical environment,
or a highly regulated manufacturing or R&D facility. We use criticality analysis to reduce the frequency of maintenance tasks;
eliminate the premature replacement of parts and equipment; and reduce spend on spare parts and consumables, such as oil,
grease and filters.

PowerPM optimizes the PM procedures already in place at a site, providing additional value to the client, while reducing the risk
of failure and prioritizing the most critical assets that we are responsible for maintaining. Where appropriate, we call upon JLL’s
Project & Development Services team to manage installation of recommended technologies for monitoring assets.

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Next-Generation
Maintenance Approach
Across JLL’s Integrated Facilities Management business, JLL has adopted a next-generation maintenance (NGM) approach
based on the most thoughtful and efficient reliability-centered maintenance (RCM) practices in use today.

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JLL’S NEXT-GENERATION MAINTENANCE APPROACH WHICH INCLUDES INNOVATIVE TOOLS AND PROCESSES TO STREAMLINE THE
Across JLL’s Integrated Facilities Management business, JLL has adopted a next-generation maintenance (NGM) approach ANALYSIS PROCESS
based on the most thoughtful and efficient reliability-centered maintenance (RCM) practices in use today. We tailor the Equipment is organized into functional equipment groups. This enables us to associate criticality and performance
maintenance strategy for any given facility or equipment set on the basis of system criticality and the potential impact of requirements of components at the system level
equipment or facility failure. Our advanced RCM process integrates repair (also called reactive maintenance), preventive
maintenance (PM), predictive maintenance (PdM) and proactive maintenance techniques to increase the likelihood that a
Criticality assessment tool creates a criticality index value for each asset, which enables us to make better overall
machine or component will perform throughout its lifecycle with minimum maintenance.
risk-management decisions

Pro-site condition assessment program establishes a standard process for rating and documenting condition of
JLL’s Next-Generation Maintenance is a systems and equipment

reliability-based maintenance process. FMEA template includes a comprehensive database of failure modes and effects for most common building system
and equipment

IDENTIFY FUNCTIONS ESTABLISH RELIABILITY IDENTIFY FAILURE I-Reliability tool calculates the economic payback for different maintenance strategies

AND PERFORMANCE STANDARDS AND MODES AND

Power PM database provides database of proven job plans based on manufacturers’ guidelines, industry standards
STANDARDS OPERATING CONTEXT EFFECT such as RS Means, and Government guidelines such as GSA guides and DOE standards

Components CRITICALITY Dominant failure modes

JLL’s OneView Business Analytics simplifies cross-system trending and statistical analysis
FUNCTIONAL EQUIPMENT Duty cycle Parts likely to fail
GROUPS Operating environment Failure mechanisms
Operating parameters EQUIPMENT CONDITION Probability of failure
Maintenance history Impact of failure
Our goal is to provide the stated function of the facility equipment, together with required criticality and reliability, at the lowest
cost. With RCM, maintenance decisions are based on requirements supported by sound technical, regulatory and economic
CONTINUOUS justification.
IDENTIFY APPLICABLE DEFINE SPECIFIC O&M
MONITORING AND
O&M STRATEGIES PROTOCOLS As with any philosophy, many paths, or processes lead to a final goal—especially in RCM, where the consequences of failure
ADJUSTMENT can vary dramatically. RCM can be extremely rigorous, or streamlined, depending on the needs of the facility. When determining
what maintenance approach to use, we consider:
Smart building monitoring Job plans/frequencies Condition monitoring
• Who should do the work?
Operator rounds and readings Redundant equipment rotation QC inspections
PT&I technologies Tools & equipment Root cause and failure analysis • What parts and material will be needed to ensure that the work is done?

Scheduled inspections, PM’s, and Training and certifications
overhauls Critical spares
Record keeping & reporting
Cross system failure and
degradation trending and analysis
Maintenance maturity assessment
• What is the most cost efficient approach that still addresses all the appropriate safety, regulatory and operational risks?
We use intensive RCM analysis for technical life sciences facilities (as well as those in the aerospace, defense, nuclear power
and other industries) where functional equipment failures can lead to a major loss of life, destruction of equipment and extreme
environmental impact. It encompasses a detailed failure modes and effects analysis (FMEA) and includes calculations of the
probability of equipment or system failure and identifies appropriate maintenance tasks.

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Maintenance Operation / Asset Management

STAGE 5
Operational Excellence

STAGE 4
Engineered Reliability

Life sciences facilities that are strong candidates for rigorous analysis include, but are not limited to, data centers, mission-critical
facilities, R&D and technical manufacturing centers. In addition, a more rigorous analysis may be needed in situations in which a
less rigorous RCM process has resulted in functionality and reliability levels considered unacceptable in terms of safety, cost, or
STAGE 3 mission impact.
Organizational excellence
Requiring more time and resources than simpler approaches, the most rigorous RCM analysis is not necessarily the most
practical or best approach for every building in every industry. For a pharmaceutical company’s administrative headquarters
facility, for example, a streamlined or intuitive RCM analysis process may be more appropriate because the impact of multiple
STAGE 2
Proactive maintenance facilities systems failures would be relatively low, and the facility would likely have redundancies in place. For these properties,
we apply the same principles as for the most technical facilities, but with less detail.

STAGE 1
Planned maintenance

LEGEND 1ST GENERATION 2ND GENERATION 3RD GENERATION

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The Evolution of
Reliability-Centered
Maintenance (RCM)
To understand the value of highly sophisticated maintenance techniques, it is useful to consider how far maintenance strategy
has come. Originally, production environments simply replaced equipment after it failed, many times “running it into the ground.”
The more nuanced preventive maintenance approach came to dominate mid-way in the 20th century. Today’s far more integrated
methods are informed by predictive analytics and represent another critical advance.

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SCHEDULE-DRIVEN PREVENTIVE MAINTENANCE
Reliability-Centered Maintenance (RCM)
Until the rise of RCM, preventive maintenance reigned as the most advanced technique used by progressive facilities
maintenance organizations from approximately 1960 until the late 1980s. This approach, pertaining to mostly critical
environments such as pharmaceuticals production, assumes that equipment failure correlates strongly to equipment age or
usage time, and can be statistically determined so parts can be replaced or repaired before failure.

For example, a common practice was to replace or renew bearings after a certain number of operating hours, on the assumption
that bearing failure rate increases over time. Current conditions were ignored; therefore, bearings were often replaced earlier
than necessary, resulting in unnecessary cost—or too late, resulting in sudden equipment failures. CORRECTIVE PREVENTIVE PREDICTIVE PERFORMANCE
MAINTENANCE MAINTENANCE MAINTENANCE OPTIMIZATION
CONDITION-DRIVEN PREDICTIVE MAINTENANCE
During the 1990s, the emergence of cost-effective monitoring technologies led to condition-based monitoring and maintenance,
commonly called predictive maintenance (PdM). These technological advances coincided with the discovery that the correlation
between equipment age and failure is often weak and not the best premise for maintenance planning. As documented in Nowlan
and Heap’s Reliability-Centered Maintenance, the basic premise of time-based maintenance is faulty for most equipment.
Additional studies performed by the U.S. Dept. of Defense and several nuclear utilities confirmed Nowlan and Heap’s work.

NEEDS-DRIVEN RELIABILITY-CENTERED MAINTENANCE (RCM)

POTENTIAL SAVINGS
Used in some of the most sophisticated life sciences facilities around the world, RCM takes predictive maintenance to the next
level by tailoring maintenance approaches to the specific needs of the facility and its systems. REGULATORY/
RELIABILITY
The RCM approach arose in the late 1960s-early 1970s from another highly regulated, complex industry: the airlines, where SCHEDULE- RELIABILITY- OPTIMIZATION
maintenance encompasses mundane to life-saving tasks and constitutes significant expense. Today, RCM strategy continues to REACTIVE
DRIVEN CENTERED INITIATIVE
evolve, with an integrated RCM approach often referred to as “next-generation maintenance” (NGM).

CALENDAR ON-LINE
RUN TO FAIL MAINTENANCE DIAGNOSTICS OPTIMIZATION

RELIABILITY VARIABILITY

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RCM Diagnostics
& Monitoring
Technologies
Predictive analytics are at the core of proactive maintenance methods like RCM, which is why we use the facility management
industry’s most advanced data-driven diagnostic and monitoring technologies. The data produced by these tools allows us
to assess systems and equipment conditions from multiple perspectives, and thus determine the most effective maintenance
timetables. In addition, we use these techniques to assess the quality of new and rebuilt equipment installations and to perform
operational checks.

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The following are the technologies we INFRARED THERMOGRAPHY (IRT)

currently use and the benefits they bring to the

RT uses non-contact thermal measurement and imaging systems.to detect temperature differences across a piece of electrical
equipment or across boilers, building envelopes, roofs and other large surfaces. It can reveal where a building envelope is

facilities and equipment we maintain.

leaking or losing heat, or show degradation of electrical systems such as transformers, motor control centers, switchgear,
substations, switchyards or power lines. IRT instruments are portable and can store thermogram images for later use.

In mechanical systems, IRT can identify blocked flow conditions in heat exchanges, condensers, transformer cooling radiators,
VIBRATION MONITORING & ANALYSIS and pipes. It can also be used to verify fluid level in fuel storage tanks and other large containers, and assess insulation system
condition in building walls and roof or refractory in boilers and furnaces.
Vibration monitoring is a commonly used predictive testing and inspection (PT&I) technique for determining the condition of
rotating equipment and testing structural stability in a system. In addition, vibration monitoring helps us identify and locate While IRT can be a powerful tool, it limited to line-of-sight uses because an infrared camera cannot see through solid materials
sources of unexpected or intrusive noise. even if transparent (e.g., glass or plastic). Material geometry, type of material, solar loading and wind can introduce errors into
the thermogram.
In most cases, the recommended approach for monitoring is to attach a low-mass accelerometer with a rare-earth super
magnet to the building equipment. In some cases, a permanently mounted accelerometer is required. A permanently mounted Quantitative IRT inspection provides highly detailed and accurate temperature measurements across an area, but is rarely
accelerometer provides the best signal transfer, but it is not necessarily the most cost-effective method. needed in facilities applications. Performing a quantitative inspection requires detailed knowledge and understanding of
temperature and radiant power, reflection, emittance, environmental factors, as well as limitations of the detection instrument.
Vibration monitoring and analysis is applicable to all rotating equipment; e.g., motors, pumps, turbines, compressors, engines,
bearings, gearboxes, agitators, fans, blowers, shafts, etc. In addition, modern data loggers support resonance testing, equipment
balancing, and airborne noise measurements. It can resolve such challenges as wear, imbalance, misalignment, mechanical
looseness, bearing damage, belt flaws, sheave and pulley flaws, gear damage, flow turbulence, cavitation, structural resonance
and fatigue.

For example, imagine driving a car at a constant speed through a series of potholes, each one larger than the last. Bearing and
gear defects emerge and increase in size with each additional impact. The shock and resulting vibration increases with each
encounter until it destroys the suspension, wheel or tire.

ULTRASONIC NOISE DETECTION

Ultrasonic noise-detection devices operate in the frequency range of 20kHz–100kHz. Ultrasonic monitoring reveals changes in
noise associated with leaks, corona discharges and bearing and housing resonant frequency excitation caused by insufficient
lubrication and minor defects.

Airborne ultrasonic noise detectors are most commonly used to examine in-service gas systems for leaks, as well as for
evaluating gas pressure, vacuum leaks, steam traps and steam pipes. The detector is used in the non-contact mode and is
effective for both pressure and vacuum systems.

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LUBRICANT AND WEAR PARTICLE ANALYSIS ELECTRICAL CONDITION MONITORING
Lubricating oil analysis is performed to determine 1) the machine mechanical wear condition; 2) the lubricant condition; and 3) Electrical equipment comprises a major portion of a facility’s capital investment and efficient operation is crucial for operational
whether the lubricant has become contaminated. Lubricant analysis is performed on in-service machines to monitor and trend capability. Since faults in electrical systems are seldom visible, they increase electricity costs, fire risks and long-term lifecycle
emerging conditions, confirm problems identified through other PdM and observations, and to troubleshoot known problems. costs in terms of premature equipment replacement).

A wide variety of lubricant tests can provide information regarding one or more of these areas. The test used depends on the
need for sensitivity and accuracy, the cost and the machine construction and application.
MACHINE MECHANICAL WEAR TEST
As with the vibration analyses, mechanical wear tests are appropriate for all machines with motors of a selected size, 7.5 HP
or larger; critical machines; or high-cost machines. Generally the routine sampling and analysis schedule will be the same as
for vibration analysis. For machines with a condition history and a year or more of data, mechanical wear tests are typically
performed quarterly or semi-annually.
LUBRICANT CONDITION TEST
For large reservoirs, oil analysis timetables are driven by the cost of the analysis versus the cost of simply replacing the lubricant.
For small reservoirs of one gallon or less, oil is typically changed on the basis of operating time, without analysis. For example,
most people change the oil in their cars every six months because the cost of new oil and a filter is very low compared to the cost
of sending the oil to a laboratory for analysis. For a large mechanical system, the cost of lubricant analysis may be considerably
lower than the total cost of a lubricant change.
According to the Electric Power Research Institute, circuit voltage imbalances of as little as 5% can reduce efficiency and life
expectancy by 50% in 3 phase AC motors. A 25% increase in motor temperatures can be generated by the same 5% voltage
imbalance accelerating insulation degradation. Several technologies and techniques provide critical information to allow for a
comprehensive electrical system evaluation. Monitoring key electrical parameters provides the information to detect and correct
electrical faults such as high resistance connections, phase imbalance and insulation breakdown.
EDDY-CURRENT TESTING (ECT)
ECT uses electromagnetic induction to detect and characterize surface and sub-surface flaws in conductive materials. It detects
internal defects such as cracks, seams, holes or laminations separation on flat sheets and more complex cross-sections, as well
as to monitor the thickness of metallic sheets, plates and tube walls.
Portable systems are used extensively in the condition monitoring of installed heat exchanger and chiller tube wall thickness.
Where coating thickness is an important factor, ECT can determine the actual coating thickness. In more production-oriented
applications, installed systems can determine material composition, uniformity and thickness of materials being produced.

LUBRICANT CONTAMINATION
Lubricating oil can become contaminated because of a machine’s operating environment, improper filling procedures, or
through mixing different lubricants. The routine sampling and analysis periodicity will be the same as for machine condition. In
addition, maintenance should include a periodic analysis following “topping off” or reconditioning the oil. The root cause of any oil
contamination should be eliminated to avoid machine damage.

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ASSET RELIABLILTY RANKING TOOL (EXAMPLE)
The purpose of this criticality ranking tool is to define a specific Maintenance Strategy for each piece of equipment evaluated. In
order to maintain consistency, the Reliability Team has established thresholds for equipment that falls into the categories listed to
the right.
ON-CONDITION MAINTENANCE USING P-F INTERVAL OR FAILURE DETECTION
THRESHOLD (FDT)
On-condition maintenance relies on the capability to detect failures before they happen so that preventive maintenance can be
initiated. Many failure modes exhibit signs of warning as they are about to occur. If, during an inspection, maintenance personnel
can find evidence that the equipment is approaching the end of its life, then it may be possible to delay the failure, prevent it
from happening or replace the equipment at the earliest convenience rather then allowing the failure to occur and possibly cause
severe consequences.

BACKGROUND
In the arena of Reliability Centered Maintenance (RCM) or repairable system analysis, one of the strategies for failure
management is on condition maintenance, also called predictive or condition-based maintenance. This strategy relies on the
capability of maintenance personnel to detect potential failures in advance in order to take appropriate actions. Examples
of failure signs that can be detected are vibrations, cracks, particles in oil, temperature, noise, viscosity, color, etc. Many
technologies have been developed to monitor failure characteristics such as vibration analysis, X-ray radiography, ultrasonic’s,
infrared thermography, oil analysis, acoustic emission, etc.

P-F CURVES AND P-F INTERVALS

A common curve that illustrates the behavior of equipment as it approaches failure is the P-F curve. The curve shows that as
a failure starts manifesting, the equipment deteriorates to the point at which it can possibly be detected (P). If the failure is not
detected and mitigated, it continues until a “hard” failure occurs (F). The time range between P and F, commonly called the P-F
interval, is the window of opportunity during which an inspection can possibly detect the imminent failure and address it. P-F
intervals can be measured in any unit associated with the exposure to the stress (running time, cycles, miles, etc). For example,
if the P-F Interval is 200 days and the item will fail at 1000 days, the approaching failure begins to be detectable at 800 days.

P-F INTERVAL

CONDITION
F

TIME

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CORROSION COUPONS:
Accurate monitoring of corrosion rates in any environment is
critical when viewed in terms of the maintenance and repair
costs associated with corrosion and material failure. Test
coupons provide an inexpensive means of on-line monitoring
that will allow you to effectively measure the corrosivity within
your system. By observing the mils-per-year corrosion rate
of an exposed coupon, valuable information can be provided
regarding the material’s life expectancy.

PICTURE OF TYPCIAL CORROSION COUPON RACK

The rack is installed so that the water or condensate flow is a slip stream off of the main piping distribution system to ensure
that there is continuous flow through the system whenever the equipment is in operation. Once duration for testing has expired
(typically 3 months) the coupon rack is isolated, and the coupons are removed from the rack and measured to see the corrosion
rates in the system expressed in mills of corrosion per year. The corrosion of mild steel and copper are usually the two coupons
that are installed in the system.

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Analysis Strategy
It takes technology and people to make sure that a facility is running smoothly. JLL pairs technology with robust analysis protocol
to ensure optimal programming. Following are the key techniques used to drive successful RCM services.

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FAILURE MODES EFFECTS AND CRITICALITY ANALYSIS (FMECA) FAILURE MODES EFFECTS AND CRITICALITY ANALYSIS (FMECA) CHART
A FMECA is applied to each system, sub-system and component identified in the boundary definition. Every function can have Below is an example of an FMECA chart. The FMECA addresses each system function and associated possible failures, as well
multiple failure modes. The FMECA addresses each system function and associated possible failures, as well as the main failure as the main failure modes associated with each failure. Then it examines the significances of the failure.
modes associated with each failure. Then it examines the significances of the failure.

Often, the effects of failure are the same or very similar in multiple failure modes. That is, from a system function perspective, the
outcome of any component failure may result in the system function being degraded.

Similar systems and machines will often have the same failure modes. However, the system use will determine the failure
consequences. For example, the failure modes of a ball bearing are the same regardless of the machine. However, the dominant
failure mode often varies from machine to machine, as do failure causes and effects.

CRITICALITY ANALYSIS
Criticality analysis is a methodology for analyzing potential product or service features against a list of critical factors and feature
priorities, and helps determine the responsible organization or internal function for the critical factors. The spreadsheet format
allows easy review of the analysis.

CAUSE OF FAILURE
Once the function and failure modes are understood, we investigate the cause of failure. Without an understanding of the causes
of potential failure modes, it is not possible to select applicable and effective maintenance tasks.

ROOT-CAUSE FAILURE ANALYSIS (RCFA)

Recurring problems, such as short bearing life, frequent seal fracture and structural cracking, are symptoms of more severe
issues, but maintenance personnel often fix only the symptoms and accept the failures as an idiosyncrasy of the equipment.
Repeated failures result in high parts and labor costs, and in decreased customer goodwill and mission support reliability.
Further, unreliable equipment may pose a continuing personnel safety hazard. While a PdM program can identify most
equipment faults at such an early stage that they never lead to an equipment failure, PdM often does not discover the root
causes.

For example, a bearing may fail repeatedly because of excessive bearing loads caused by underlying misalignment. PdM
would most likely predict a bearing failure and thus allow the bearing to be replaced before it fails—but if no one recognizes the
misalignment and eliminates it, failures will recur and continue to require unnecessary corrective work and downtime.

RCFA PROACTIVELY SEEKS THE FUNDAMENTAL CAUSES THAT LEAD TO FACILITY AND
EQUIPMENT FAILURE. ITS GOALS ARE TO:
1. Find the cause of a problem quickly, efficiently, and economically.

2. Correct the cause of the problem, not just its effect.

3. Provide information that can help prevent the problem from recurring.

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Planning and
Scheduling for Optimal
Maintenance

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PLANNING AND SCHEDULING FOR OPTIMAL MAINTENANCE
Careful planning and scheduling is critical to determining the “who, what, where, when” of maintenance. In the planning
phase, we establish the project definition, approach and time estimate. The scheduling component delineates when and
who will do the job.

In production plant facilities maintenance, a prime objective is to power a more proactive organization. Even more emphasis is
placed on scheduling preventive maintenance work to reduce corrective or reactive work.

Planning and scheduling in plant operations provides a steady, structured and predictable flow of work that allows for effective
management of resources and prevents excessive activity backlogs. In turn, scheduling provides structure and predictability to
customers. Planning and scheduling defines the right person, at the right time, with the right materials, tools and access for work
to progress from start to finish without interruption.

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