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Procedia Engineering 172 (2017) 905 – 912

Modern Building Materials, Structures and Techniques, MBMST 2016

Different Approaches to Building Management and Maintenance

Meaning Explanation
Iveta Puķītea*, Mg. sc., Ineta Geipeleb, Prof., Dr. oec.
a, b
Riga Technical University, Institute of Civil Engineering and Real Estate Economics, 6 Kalnciema Str., Riga, LV-1048, Latvia

Abstract

The present paper examines the connection between building and property management and building management system. It
provides an insight into the concept of building management. Building management is a particular economic activity, a set of
property maintenance, operation, repair and maintenance. This is a legal and technical set of operations required for building
maintenance and preservation of usable condition, as well as functionally required for the maintenance of the land to ensure that
property is used in accordance with the purpose.
The aim of the paper is to conduct a literature review of different approaches to defining building management and building
maintenance. Through the analysis, common themes identified are a number of terms and their definitions that appear in studying
building management and maintenance processes.
The continuous growth of socially responsible building management indicates that there is a need for a more effective management
system of the building lifecycle to provide sustainable residential property development.

©2017
© 2016TheTheAuthors. Published
Authors. by Elsevier
Published Ltd. This isLtd.
by Elsevier an open access article under the CC BY-NC-ND license
(http://creativecommons.org/licenses/by-nc-nd/4.0/).
Peer-review under responsibility of the organizing committee of MBMST 2016.
Peer-review under responsibility of the organizing committee of MBMST 2016
Keywords: building management, maintenance, preventive maintenance, residential building, building information system, building management
system, intelligent buildings, SmartGrid system.

Introduction

Building Management and Maintenance is an organized and effective system of maintenance operations, which is
set up to deal with problems related to the upkeep of a building. The main aim of maintenance is to protect a building

*
Corresponding author. Tel.: +371 26351339
E-mail address: iveta.pukite@rtu.lv

1877-7058 © 2017 The Authors. Published by Elsevier Ltd. This is an open access article under the CC BY-NC-ND license
(http://creativecommons.org/licenses/by-nc-nd/4.0/).
Peer-review under responsibility of the organizing committee of MBMST 2016
doi:10.1016/j.proeng.2017.02.099
906 Iveta Puķīte et al. / Procedia Engineering 172 (2017) 905 – 912

at its preliminary stage and to retain the value of investments in the property. Keeping a building in a condition in
which it continues to fulfil its purpose and making sure it presents an attractive exterior are also important factors
made possible through proper building maintenance.
Building maintenance is an expensive process both from financial aspects (operational costs, real estate
management, administration, job with debtors, legal services etc.) and environmental aspects (climate change,
greenhouse emissions, and energy efficiency measures). Businesses aim to reduce the costs of buildings transforming
them into a more efficient and sustainable infrastructure.
Maintenance is often defined as the series of activities undertaken to take care of the building structure and services
to ensure the intended functions and optimal performance of a building life cycle. The management department of a
building is usually responsible for the enhancement of the indoor environment quality by service delivery and for
boosting occupant productivity and satisfaction [22].
The aim of the paper is to conduct a literature review of different approaches to the organisation and implementation
of building management and maintenance processes, which are examined in various scientific publications.
The present literature review is based on the analysis of different articles to provide an understanding of how the
terms “building management” and “building maintenance” are defined in scientific literature. The paper identifies
and evaluates building management and maintenance as an instrument of building property management system, as it
is important to generate discussions regarding this topic.
In the scientific literature on building management and maintenance, different approaches are used to define the
given terms, explain their scope of application and implementation conditions.
Research subject is building management and maintenance.
The paper is structured as follows. In Section 1, a review of building maintenance and management is provided.
Section 2 highlights the existing literature of building management and maintenance systems. Section 3 discusses the
economic aspects of building management systems. Through the analysis of the articles, an attempt is undertaken to
answer the following questions: What are the main conclusions made by scientists and will an open study affect the
subjects studied? Implications for future research and main conclusions are provided in Section 4.
The approach to the literature review lied in multiple searches performed within the Academic Search Premier
databases along with the library of journal articles by the Association for Information Systems, in which the search
criteria involved keywords such as building management, building maintenance, housing maintenance, property
management. Most articles were published over the last five years. To understand the differences between the study
periods, several additional articles published over the last six to ten years were also studied. This review provided
information regarding building management processes and systems.

1. Different Interpretation of Building Maintenance and Management

The definition of building maintenance and management can vary across disciplines; however, the processes
involved in the discovery, capturing, sharing, and application of the management and maintenance process will still
be present.
Glossary of Academic Terminology offers different translation variants of building maintenance and management,
but more or less all of them provide explanation that it is a process with many operations such as planning,
implementation of plans, support, control, decision making etc., which are important for running successful
businesses. The term is also defined as supervision, management of an object according to owner’s objectives,
strategy, principles of economy, etc. When analysing various scientific articles from different time periods, it is
possible to identify development trends and main functions of a process. Since 2010, publications demonstrate a trend
to research technical processes rather than management [2].
Building maintenance is defined as “work” in order to keep, restore or improve every part of a building, to maintain
the performance of building fabric and its services and surrounds, to accepted standard and to sustain the utility and
value of the building. It includes improvement, refurbishment, upgrading as well as repair works of the existing
facilities [38].
Alner and Fellows stated the purposes of building maintenance: (1) to ensure that the buildings and their associated
services are in a safe condition; (2) to ensure that the buildings are fit for use; (3) to ensure that the condition of the
building meets all statutory requirements; (4) to carry out the maintenance work necessary to maintain the value of the
 Iveta Puķīte et al. / Procedia Engineering 172 (2017) 905 – 912 907

physical assets of the building stock; (5) to carry out the work necessary to maintain the quality of the building [2].
Building maintenance management is often related to the innovative strategy and future sustainability. Various
working methods are introduced to the performance of building maintenance management [1]. There are two things:
one is categorised as asset management and the other as building maintenance management. Both elements need cost
assessment and budget allocation to achieve success of their activities [3]. Interior maintenance encompasses all the
services required to keep the inside of the building safe, pleasing, and usable, and includes surfaces and finishes, doors
and windows, fixed equipment, and fire protection and safety [27].
Hauer et al. indicate preventive maintenance and emphasise its important role. The following best practices for
preventive maintenance are recommended: (1) to perform inventory of building components and assess their
conditions; (2) to build the capacity for ranking maintenance projects and evaluating their costs; (3) to plan
strategically for preventive maintenance in the long- and short-term; (4) to structure a framework for operating a
preventive maintenance program; (5) to use tools to optimise the preventive maintenance program; (6) to enhance the
competence of maintenance workers and managers; and (7) to involve appropriate maintenance personnel in decision
making and in communicating buildings’ needs [8].
The researchers from Malaysia have conducted a study on residential building maintenance. The continuous
growth of high-rise residential properties indicates that there is a need for an effective property management system
to provide sustainable high-rise residential property development. As intensive as these studies are, they do not attempt
to investigate the correlation between property management systems with the trends of Malaysian high-rise residential
property development. By examining the trends and scenario of Malaysian high-rise residential property development,
this paper aims to gain an understanding of impact from the effectiveness of property management. Findings from this
scoping paper will assist in providing a greater understanding and possible solutions of the current Malaysian property
management systems for expanding the high-rise residential unit market [22].
Management term is also used due to different types of programmes. At present, services for building management
are provided by different stakeholders using their own software applications [25]. McIntosh indicated that a firm
understanding of build maintenance is essential for project managers to allocate personnel and resources in order to
accomplish maintenance tasks effectively and reduce the build maintenance overhead on regular development tasks, such
as fixing defects and adding new features. Build maintenance has been empirically studied in one proprietary and nine
open source projects of different sizes and domain [20]. Build maintenance refers to the changes made to the build system
as a software project evolves over time and has been shown to impose a significant overhead on overall development
costs, in part because changes to source code often require parallel changes in the build system [28]. The complex task
of packaging a software product for release is typically automated by the build system, ensuring that the correct versions
of software components, required libraries, documentation, and data files are included in the release [18].
Some major reasons for maintaining a building include retaining its reputation and value of investments,
maintaining the building in a condition, which allows it to accomplish its purpose, and presenting a good outer
shell [24].

2. The Economic Aspects of Building Management Systems

Chen et al. associated housing maintenance and housing cycle with the decision-making procedure. Maintaining
and renovating with scientific evaluation principles and decision making technique must be carried out in order to
guarantee housing normal function during its life span and make its life span longer. The concept of the best
maintenance cycle (hereinafter designated as Tm) of housing appears according to its character of maintainability and
establishes the Tm of housing at state of repair and renewal [31].
A broad view to the process was provided by Hao et al. Taking Shenzhen as an example, some typical hidden
troubles related to buildings and facilities during their life cycles were briefly reviewed and the proposed management
system of building safety was then presented in their paper. This system would include the following nine aspects:
regulation for industry management, laws for building management, function of property management departments,
technical specifications for general investigation of buildings, technical standards for design and construction as well
as maintenance of buildings, building information system on the internet/intranet, emergency measures, popular
education on building safety, and expert decision making system for building management [8].
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Chanter and Swallow have conducted research in this field and found that far too often maintenance regimes,
especially planned preventative maintenance, fail due to poor information management. Management controls such
as programming, budgeting, costing and their reporting are discussed along with practical challenges to their
implementation, such as contractor selection, procurement and the different forms of service agreements and contracts
available, from traditional forms (JCT) to PFI, PPPs and others [5].
Providing housing maintenance and focusing on building repairs, in recent years there has been a tendency to use
a three-dimensional (3D) model. The management of information related to the maintenance of buildings is based on
the planning of action to be taken and on the log of completed work. The three-dimensional (3D) model of the building
linked to a data base concerning maintenance produces a collaborative virtual environment, that is, one that can be
manipulated by partners interested in consulting, creating, transforming and analysing data in order to obtain results
and make decisions [32]. The use of 3D visualisation has long been established as a major breakthrough in closing the
gap between client’s needs and what is perceived by the designer to be the needs of the client [28].
Implementing housing maintenance, an important aspect is the renovation of buildings. Researchers from Lithuania
have developed a knowledge-based model for standard housing renovation. The key idea of the model is to transfer
the knowledge gathered from already implemented typical renovation projects to the forthcoming renovation projects
by selecting the best project alternatives. In order to solve this task, MCDA (Multiple Criteria Decision Analysis)
approach is used. The concept of knowledge transfer in renovation is discussed, the developed model is presented,
and main stages of its implementation are described [9].
Critical Success Factor (CSF) is used to measure an organisation’s performance in achieving its mission. In building
maintenance, CSF is important as it can identify the cause of failure as well as improving the system [21].
Economic aspects of the Building Management System are: comfort, user’s safety and improvement of energy-
efficiency of the building. Relatively low investment expenditures enable us to save energy up to 40 % [4].
To ensure successful performance of maintenance, it is necessary to introduce the so-called calendar module. This
takes each maintenance plan and displays it using a graphical summary for the entire projection that shows peaks and
troughs in estimated expenditures [36].
Asset management is a “process” of guiding the initiation, acquisition, use and maintenance and disposal of assets;
to make the most of their service delivery potential.

3. Trends in Research of Building Management Systems

Intelligent buildings are equipped with the monitoring equipment system and integrated system for management
of all installations in the building. The building can react to the changes of outside and inside conditions that leads to
the increase in functionality, comfort and user’s safety, and also to minimisation of maintenance costs.
Buildings in particular are infused with devices connected to the Internet creating a network of connected pervasive
things, namely the Internet of Things (IoT). The IoT is one of the key components in building automation systems, as
buildings can be instrumented and interconnected using modern digital technologies (e.g., sensors, actuators, etc.) and
often wireless communication technologies, providing information about the state and health of the physical
infrastructure of buildings. This enables efficient monitoring of resources and prompt reaction to unpredicted
situations.
Based on the main values of building management, during decision making processes users should take into
consideration both the objective and subjective requirements of users [13].
To develop a new uniform building maintenance standard on the basis of laws and regulations, the study examined
the latest construction technologies, structure inspection technologies, new building materials, as well as maintenance
and management processes [37].
To perform building sustainability assessment, researchers from Sweden and Lithuania present a new multi-criteria
decision-making technique to select criteria for building sustainability assessment. The methodology of building
certification system is integrated with the multi-criteria decision-making (MCDM) methods. The criteria set for
assessment are determined based on the Swedish certification system Miljöbyggnad. Criteria weights are determined
by applying the Analytic Hierarchic Process (AHP) method [19].
Building Management Systems (BMS) could be seen as a kind of module inside a wider SmartGrid system [16].
Data captured by the Building IoT is often sent to Building Management Systems, which alongside with other tools
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evaluate the health and state of the building and its assets. The efficient monitoring of buildings involves creating,
processing and communicating information, and therefore data has a pervasive influence on Smart Buildings and will
be used to manage and improve the integration of data that will trigger building events and services. The system
involves accounting, management and monitoring solutions. Building Management Systems are the most effective
solutions for upkeep of buildings and energy savings, and they also integrate multi-building utility systems, which
allow efficiently and economically managing buildings.
One of the challenges in implementing a distributed smart building management system is to enable interoperability
of many different computational platforms by providing a common protocol across a wide range of devices with
different capabilities and resources [35]. Smart meters provide a communication infrastructure among building owners
and tenants [38]. The efficient building monitoring system enables the manager to save energy and create a
comfortable and safe environment for users. The Smart Building is an infrastructure for end-users in a power
distribution network and improves the responsiveness, reliability, interactivity, and transparency in the distribution
system. The aim of the Smarter Building Architecture is to provide the efficient and intelligent operation and
management of the building physical infrastructure.
Smarter Building architecture consists of a layered structure composed of three main modules for BMS: data
collection, event management and enrichment, and asset and work order management. The design of a smart building
application based on this architecture is illustrated and tested; the results confirm the viability and efficiency of the
proposed framework [34].
Building Management System emerges as an important instrument for boosting operational efficiency of private
and public buildings and campuses. Such an automation system will be an important element (a kind of module) of
energy-efficient Smart Grid. The integration of BMS into a wider system will require standard harmonization, closer
interaction among key elements of these systems – Advanced Metering Interface (AMI), Building Automation and
Control System (BACS); high level applications that enable commercial models and enhanced Energy Data
Management System (EDMS) as one of the key elements of Smart Grids.
Automatic and Control Systems support these applications: automatic fault detection; assignment of interventions
to maintenance operators; on-the-field support (such as aided fault location); and communication to tenants about the
intervention status. Automated support for building maintenance provides several advantages: if we consider, for
example, an office building, the automatic notification to each office tenant of currently scheduled maintenance
operations and real-time end of the intervention can dramatically reduce the intrusiveness of maintenance operators
and significantly increase the overall efficiency of an intervention [18]. Building energy management system (BEMS),
which forms an integral part of a smart grid, enables building operators to monitor, manage and control the energy
utilised in their buildings, thus reducing the demand and consumption of energy [33].
While conventional buildings have been practicing various energy saving and building management measures by
each building individually, the recent innovation of Information and Communication Technologies (ICT) proposes
valuable solutions by enabling interconnection between building systems and miscellaneous devices, such as end-use
appliances, mobile phones, automotive, and power grid [17].
Flexible system for Building Lifecycle Management (BLM) includes energy management, facility management,
maintenance management, and product/information traceability management operated in a system to help users to
integrate and reuse building information and domain knowledge throughout the building lifecycle.
For example, Finnish researchers Kubler et al. carried out an in-depth study of the lifecycle of the building in the
course of maintenance activities. Their paper investigated existing messaging protocols in order to identify which one
was the most appropriate for supporting building lifecycle management, i.e. a flexible protocol that provided
sufficiently generic communication interfaces. A platform set up on a university campus based on the selected
messaging protocol was then presented. Within this context, the research agenda that should be pursued to develop
new techniques and algorithms for optimising the building energy management was announced [12].
In turn, researchers from Sweden explored the new public management theory, indicating the political property of
management, praising the management of liberalisation, advocating market-oriented management, and promoting
entrepreneurial leaders. The programmed control, standard considerations, continuous improvement of the party
building management could be achieved by teasing, integrating and optimising building management, regulations,
processes and systems according to the new public management theory. Integrating building management into various
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tasks in a mechanism is good to make building management from the “soft” management into the “rigid” operation
and enhance the quality and level of building management [14].
In Latvia, one of the study objects is also a housing policy. Over the past 20 years, there have been a number of
considerable aspects in the housing policy of Latvia that affect the development of housing policy in general [26].
The real estate market is never perfect; there are market failures. The housing sector is aging, if it is not renewed to
the extent required. The real estate market can offer real estate taking into account not only the need for provision of
housing functions, but also the potential to create a solvent demand by offering high-quality dwellings in new and
modern development projects. For this purpose, conceptual solutions can be found to increase efficiency measures
and to promote the housing sector management [7].
As shown in Table 1, one subcategory was identified, which pertains to the building or housing maintenance
management, but another category – to the building management systems.

Table 1. Literature Review.

No. Keywords Additional conditions Resource
1. Building Maintenance and Article title, Abstract, Key words; All subject [5; 6; 7; 10; 11; 12; 13; 16; 17; 18; 21;
Management areas; All document types 22; 25; 26; 27; 28; 29; 30; 32; 33; 38]
2. Housing/ Facility/ Property Article title, Abstract, Key words; All subject [2; 3; 7; 8; 9; 17; 19; 20; 23; 34; 36;
Management areas; All document types 37]
3. Building Management Systems Article title, Abstract, Key words; All subject [4; 14; 29; 27; 31]
areas; All document types
4. Building Communications Systems Article title [15; 24; 35]

Correct and appropriate housing maintenance and repair can not only extend the life cycle of system components
of the house, but also can compensate for some loss caused by buildings in the state of despair; and it can make a
financial gain by cutting down a lot of expenses on the housing maintenance and repair work [29].

Conclusion

Some of the major elements of building maintenance have been identified towards achieving sustainable buildings.
These include retaining reputation and value of investments, maintaining the building in a condition, which allows it
to accomplish its purpose, and presenting a good outer shell. One article offers techniques for managing and
maintaining a clean, safe, and pleasant school building.
Some researchers have initiated to support centralised and interoperable design of building and maintenance
processes. Typically, building construction and maintenance are supported by several non-interoperating software
applications, acting on non-integrated data. Management controls such as programming, budgeting, costing and their
reporting are discussed, along with practical challenges to their implementation, such as contractor selection,
procurement and the different forms of service agreements and contracts available. One particular paper gives the
design of Housing Maintenance Engineering System (HMES) by a concrete analysis and does the best to find some
useful methods for problem solutions for the status of the property management system, housing maintenance.
One of the challenges in implementing distributed smart building management systems is to enable interoperability
of many different computational platforms by providing a common protocol across a wide range of devices with
different capabilities and resources. The information collected serves as a basis for the implementation of applications
using interactive visualisation technologies to support the planning of building maintenance, even using 4-dimensional
visualisation.
While conventional buildings have been practicing various energy saving and building management measures by
each building individually, the recent innovation of Information and Communication Technologies (ICT) proposes
valuable solutions by enabling interconnection between building systems and miscellaneous devices, such as end-use
appliances, mobile phones, automotive, and power grid.
Critical Success Factors (CSF) can be used to measure an organisation’s performance in achieving its mission. In
building maintenance, CSF is important as it can identify the cause of technical defects as well as improving the
system operation. Research observed proves it with certain aspects of Building Maintenance Management of Local
 Iveta Puķīte et al. / Procedia Engineering 172 (2017) 905 – 912 911

Authority in Malaysia.
The development of a Knowledge-Based System (KBS) has been developed for predicting strategic maintenance
in residential property using a Client Centred Approach (CCA). Some investigations focus on the maximal social
effects by investigating an incentive pricing scheme for building load management.
Management System of Building Safety (MSBS) may include the following nine aspects: regulation for industry
management, laws for building management, function of property management departments, technical specifications
for general investigation of buildings, technical standards for design and construction as well as maintenance of
buildings, building information system on the internet/intranet, emergency measures, popular education on building
safety, and expert decision making system for building management.
The concept of the best maintenance cycle of housing at state of repair, ethnical systems for efficient operation and
gist of quantitative decision-making of housing maintainability have been developed.
The continuous growth of high-rise residential properties indicates that there is a need for an effective property
management system to provide sustainable high-rise residential property development.
Building management primary refers to functions, such as decision making and performance of actions in order to
reach a certain level of results (technical maintenance of property, value maintenance of property and/or increase,
right operation).
Building management refers to a set of activities required to keep the building in proper condition as well as to
maintain the land in order to use the building in compliance with the main goal of the property. By contrast, building
maintenance is a technical complex of measures, which help implement decisions made during the building
management process for housing and land maintenance and preservation. There are more than several tens of
maintenance disciplines, but they can be divided into hard services and soft services. Hard or technical services contain
effective, safe and harmless exploitation of conditioning equipment according to normative regulations. Soft services
mean cleaning of equipment, control of subcontractors’ work (based on schedules for equipment technical check-up)
and similar events. Computer software plays an increasing role for management development. The scope of required
work is largely determined by the complexity of construction solutions rather than by real customer needs. There is a
considerable difference in process complexity of management of multi-storey serial type living house and
multifunctional skyscraper. Housing manager has the most power to influence life quality of building due to the
allocated resources. It is important to understand difference between real estate management and maintenance. It is
obvious by looking at the cash flow.
Management is an activity, which leads to a cash inflow from an object (money in). However, maintenance provides
the wholesome functioning of an object for likely longer time period with much lower costs (money out).
Maintenance has quite a wide range of operations and is one of various real estate exploitation processes with its
quite specific functions and tasks.
Management is more related to entrepreneurship. Proper management requires specific knowledge and technical
skills. Good management is when operations are transparent and reliable; there is regular reporting and participation,
and fast reaction to client needs and complaints. This process is also time-consuming, knowledge-intensive and
expensive.
During the management process, owners of building have to resolve several issues, such as how to organise
building management effectively and in compliance with the existing regulations. They have to choose the most
appropriate and economically justified management form.

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