Maintenance Implementation

Prepared for: [CLIENT NAME]

Prepared by: Robert Stephen Consulting, LLC

 

Contents

Maintenance Implementation 1

Contents 1

Introduction 2

Background Information 3

Equipment 3

Equipment Standards 3

Equipment 3

Equipment Parts by Equipment 5

Labor Information 6

PARTS INVENTORY 8

Tools Information 10

Work Classifications 12

Work 15

Preventive Maintenance 16

CONCLUSION 19

 

Introduction

This report is intended to assist [CLIENT NAME] and RSC during the implementation process of the Maintenance, Preventive Maintenance, and Equipment modules by providing recommendations and guidance for populating the Maintenance, Preventive Maintenance, and Equipment data. [CLIENT NAME] should provide as much direction as possible and deliver existing standards to RSC for incorporation. RSC’s recommendations are based on previous successes and best practices. The recommendations may be altered to best fit the needs of [CLIENT NAME]. A sign-off of these recommendations will be required to provide the best possible standard to adhere to.

Background Information

Background information is required to provide a smooth implementation of a IWMS system. This information is the backbone of good reporting and if researched and implemented correctly can provide years, if not decades, of useful Facilities information. Understanding the desired reports and information necessary to accomplish your facilities goals is the basis for solid decisions surrounding the population of background information.

The following is an outline of some of the recommendations for [CLIENT NAME]. They are broken into seven categories; 1) Equipment Information; 2) Labor Information; 3) Parts Inventory Information; 4) Tools Information; 5) Work Classifications; 6) Work; 7) Preventive Maintenance. While other modules have background information required for successful use they will not be discussed here. The purpose of this document is for the basis for all modules. Each sub project, such as the Space module and the Lease Module will be discussed separately.

Equipment

Equipment information is not required for all IWMS modules. When equipment information is used, most of the information is populated in the Space module; however, a fair amount of the granulated data is located in the Equipment module. Each of the following breakdowns is located in one or the other. The understanding of the location of this information within IWMS will become apparent during the use of the modules and will not be indicated in this report.

Equipment Standards

EQUIPMENT STANDARDS CODE (PK) = 32 CHARACTERS LONG

The Equipment Standards table defines the types of equipment in your buildings and validates the Equipment Standard field found in the Equipment table in ARCHIBUS. The Equipment Standard field is the primary key and must be completed. It is convenient to identify equipment standards with a descriptive character string as shown in the RSC Recommendations table below. RSC recommends the length of the equipment standard be limited to three to four characters for simplicity.

RSC Recommendations:

XXX-XXX-XXX

3 Descriptors –

3 Manufacturer –

3 Unique Model / Other

Optional additional 3-character prefix for the team who manages the equipment, for example SEC- for security equipment.

Equipment Standard	Equipment Description
ACU-TRN-250	Air Conditioning Unit – Trane – Model 250
AHU-GE-120	Air Handling Unit – General Electric – Model 120
AC-ARC-1000	Air Compressor – Arco – model 1000
BAT-APC-280	Battery – APC – Model 280

Equipment

EQUIPMENT CODE (PK) = 36 CHARACTERS LONG

The Equipment Code table holds information about the equipment in your facilities and is also used by the Furniture & Equipment Module. You can document your equipment alphanumerically by completing this table or document your equipment graphically and alphanumerically by using the Insert Equipment task to generate equipment asset symbols.

The following are significant fields for the Building Operations domain. For information on other fields of the Equipment table, see Equipment Table (all fields documented).

Field	Purpose
Equipment Code	The primary key field, which must be completed.
Equipment Std.	The type of equipment. Validated by the Equipment Standards table.
Location	The location of the equipment. Complete the Building Code, Floor Code, and Room Code fields manually. If you have developed equipment asset symbols located in rooms, you can infer this data from the drawing.
Division/Dept	The organization using the equipment. Complete manually, or infer this data from the drawing.
Usage	Several fields record usage, which is important for tracking warranty expiration and for determining upcoming preventive maintenance. Use the Meter Units field to designate how usage is measured. For example, over-the-road vehicles use mileage meters; generators use hour meters. If your equipment includes monitoring sensors, use the Operating Limit fields to record the boundary conditions for the parameter being monitored. If the equipment needs the control of energy during maintenance, record when the equipment is locked out in the Locked Out? and Tagged Out? fields.
Avg. Meter Usage	Complete this field with the average use per day so that the program’s scheduling routine can determine upcoming preventive maintenance according to meter-based scheduling.
Date of Last Meter Reading/Last Meter Reading	Manually complete these fields with the same values you enter for the corresponding fields of the Work Requests table.
# of Normal Operating Hrs/Day	If you do not want to use the Equipment Schedules table to document the use of equipment, record equipment use in this field. This field is handy for recording use of non-production equipment and production equipment that runs the same number of hours each day and runs every day.
Equipment Status	This list field provides several values for documenting how an equipment item is currently being used–is it in storage, being repaired, salvaged, or in use?
Cost	You should complete the Cost to Replace, Purchase Price, and Date of Purchase fields. If you have the F&E domain, you can use this data to calculate the equipment’s depreciated value.
Subcomponent of	If the equipment item is a component of a larger equipment item, enter the top-level equipment item in this field. Top level equipment assemblies should reference their own equipment code in this field. The Equipment Bill of Materials report uses this information to document subcomponent assemblies of equipment items.
Life Expectancy	Enter the life expectancy in years.
Graphics	The graphic fields Spec Sheet Graphic, Wiring Diagram Graphic, Equipment Assembly Graphic, and Lubrication Points Graphic can store graphic files about the equipment.

RSC Recommendations:

XXX-XXX-XXX

3 Descriptors –

3 Manufacturer –

3 Unique number

EQUIPMENT CODE	EQUIPMENT STANDARD
ACU-TRN-01	ACU-TRN-250
AHU-TRN-02	ACU-TRN-250
UPS-APC-01	UPS-APC-100

Equipment Parts by Equipment

TWO PART (PK) – EQUIPMENT CODE AND PART CODE = 16 CHARACTERS LONG

This task associates parts with equipment. You should first use the Parts Inventory table (accessed through the Parts Inventory Information task set of the Manage Background Data activity) to complete part information. Next, use this table to associate parts with equipment. Tracking parts is useful for recording parts that are frequently replaced, such as belts and filters, and using the system to automatically debit from inventory parts used in work orders.

To complete this task, select an equipment item and then specify the parts that belong to this piece of equipment by completing the Equipment Parts table. In the Part Code field, use the Select Values command to access values from the Parts Inventory table. If the equipment item uses multiple instances of this part, document this in the Quantity in this Equipment field.

Complete the Avg. Part Life field so that the program can calculate a value for the Avg. Part Usage/Year field.

Labor Information

Labor Information tables are used to document your organizations labor resources.

Trades

TRADES CODE (PK) = 16 CHARACTERS LONG

The Trades Code table contains information about the trades required for maintaining a building. Trade Code is a required field and defines skill categories by which you group craftspersons; mechanic, plumber, and electrician are examples.

The Trades table is important for two reasons:

• If you specify the trade required for a job and have documented rate information, you can use the system’s estimating features to estimate the cost of work.

• If you specify the trade required for a job, when you schedule the job the system will present a list of craftspersons of the specified trade.

RSC Recommendations:

TRADE CODE	TRADE DESCRIPTION
PLUMBING	Plumbers
ELECTRICIAN	Electrician
PAINTERS	Painters
UTILITY	Utility Worker

Craftspersons

CRAFTSPERSONS CODE (PK) = 64 CHARACTERS LONG

The Craftspersons Code table holds information about craftspersons. Craftsperson Code is a primary key field and must be completed. The Trade field, validated by the Trades table, documents the craftsperson’s trade. Completing rate information is important for calculating maintenance costs. Include both in-house labor and outside contractors in the Craftspersons table and differentiate these workers by completing the In-house/Contractor field.

RSC Recommendations:

CRAFTSPERSON CODE	CRAFTSPERSON NAME
BOB STEPHEN	Bob Stephen

Parts Inventory Information

Parts Inventory Information tables are sued to define replaceable components and other materials consumed during work.

Vendors

VENDOR CODE (PK) = 16 CHARACTERS LONG

The Vendor Code table holds information about the vendors who sell parts. Vendor Code is the primary key field and defines the persons or organizations from whom you order supplies. Complete the table’s other fields as required for your reporting needs.

RSC Recommendations:

VENDOR CODE	VENDOR DESCRIPTION
ACCO ELECTRIC	ACCO ELECTRIC
ABC PLUMBING	ABC Plumbing
XYZ MECH	XYZ Mechanical

Parts Inventory

PARTS CODE (PK) = 16 CHARACTERS LONG)

With the domain’s features for reserving parts for on demand and PM work requests and debiting the inventory of consumed parts, you can maintain an accurate electronic inventory of your parts and avoid part shortages.

The Parts Inventory table documents the parts and materials used in maintaining your building. The table contains several fields for storage and ordering information, as well as tracking quantities.

If a part is used on an equipment item, use the Equipment Parts by Equipment task to associate the part with the equipment piece. For example, you can associate replacement filters and belts with a particular air handler.

Significant fields of the Parts Inventory table are:

Field	Purpose
Part Code	The primary key field; defines the materials used for work.
Part Description /Classification/Model Number/Stock Number	Complete these fields to document the part.
Unit of Issue/Order	The units by which you order and track the part. Enter values such as: each, dozen, pound.
Ratio Order/Issue	If you order parts in one unit and track the part in another unit, use this field to document the ratio. For example, if you order ceiling titles in cartons of 24 and track individual ceiling tiles, you would complete Unit of Issue with “Each”, Unit of Order with “Carton”, and Ratio Order/Issue with 1/24.
Storage fields	Use these fields to document where you store parts, so that craftspersons can easily find them when executing work.
Acct. Prop.	Type Defines the method used by your Accounting department to depreciate each part.
Quan. on Reserve	The number of parts reserved for a work request. The Check and Reserve Parts and the Generate Location/Equipment PM Work Orders actions increment this value as you reserve parts for work requests. Since parts need not be reserved once the work is executed, the Close Out Work Order/Update Work Order Calculations actions debit this field by the quantity of parts used on the completed work requests.
Quantity Available	Complete this field with the quantity you are starting with. This is updated when you reserve parts for a work request as well as when you run the Close Out Work Order/Update Work Order Calculations actions, which record the parts you consumed in executing work. The Adjust Inventory action (of the Manage Equipment and Resources activity class) also updates this field.
Quan. Understock	The Calculate Inventory Usage action calculates this as the difference between the Minimum to Store and the Quantity Available.
Quantity on Order	Complete this field with the quantity of parts you have ordered but not yet received. When you do not have enough parts for a work request, you can check this field to see if any are on order or if you need to order them.
Minimum to Store	Complete this field with the quantity you like to keep on hand. You can determine this from the average parts usage over time and the lead time required to receive new parts. The program uses this value to determine the Quantity Understocked value.
Date of Last Use	The Calculate Inventory Usage action completes this field by checking the last closed work request or the last performed inventory transaction, and determining the date that the part was last used.
Last Purch. Quan.	When you purchase parts, complete this field with the quantity purchased. Use this field to track your typical purchase quantity.
Number of Vendor	The number of vendors from whom you can purchase the part. The system completes this field when you run the Calculate Inventory Usage action.
Unit Cost – Set by User/Average/Last Purchase	The Unit Cost – Average and Unit Cost – Last Purchase fields are updated automatically by the Adjust Inventory action. You can use these values to determine a value for Unit Cost – Set by User, which the program uses to calculate part costs.
Physical Count Quantity/Date of Last Count	Use these fields to record the date of your last physical inventory and the quantity of parts you found when physically inventorying your parts. You can complete these manually, or use the Survey Physical Inventory action to update these fields. Reports use these field to compare the electronic and physical quantity.
Parts Usage fields	The Calculate Inventory Usage action determines values for Year-to-Date Parts Usage, Calc. Parts Usage/Week, and Calc. Parts Usage/Year.
Inventory Value	The Calculate Inventory Usage action calculates this by multiplying Quantity on Hand by Unit Cost – Set by User.
Activity Based Cost	The Inventory Analysis reports calculate Activity Based Cost by summing the total cost of disbursements and returns for each part (from the Inventory Transactions table), as well as work request parts usage for the specified date range. This gives you an indication of the total parts used in a specified time period.

RSC Recommendations:

XXX-XXX-XXX

3 parent type –

3 type –

3 size

Part Code	Part Description
BELT-FAN-36-.5	Belt fan – type 36 – .5 inch
BELT-FAN-42-.5	Belt fan – type 42 – .5 inch
BULB-FLOOD-150W	Flood Bulb 150W

Tools Information

The Tools Information table is used to define the tools used in maintenance work

Tool Types

TOOL TYPE CODE (PK) = 16 CHARACTERS LONG

Tool type groups tools into categories and are useful for managing types of tools, rather than individual tools. Tool types are important for estimating work request requirements.

Tool Type field is the primary key field and defines the category by which to group related tools. To record cost information, complete the Tool Type Hourly Rate field.

The Tool Types table is important for two reasons:

• If you specify the tool type required for a job and have documented rate information, you can use the system’s estimating features to estimate the cost of work.

• If you specify the tool type required for a job, when you schedule the job the system will present a list of tools for the specified tool type.

RSC Recommendations:

Tool Type	Tool Description
LADDER	Ladder
DRILL	Drill
METER READER	Meter Reader

Tools

TOOL CODE (PK) = 16 CHARACTERS LONG

The Tool Code table holds your tools. Tool Code is the primary key field and must be completed. Use the Tool Type field to group related tools into a common category. The Standard Hrs. Avail./Day field is important for scheduling work.

RSC Recommendations:

Tool Code

12-LADDER

10-LADDER

 

Work Classifications

You may wish to analyze your maintenance costs and histories in terms of categories. Use the following tables to establish classifications for problems and their resolution.

Problem Types

PROBLEM TYPE CODE (PK) = 32 CHARACTERS LONG

The Problem Type table defines frequently occurring problems, such as installation, leaks, and safety. Problem Type Code is the primary key field and must be completed.

RSC Recommendations:

Problem Type Code	Problem Type Description
PREVENTIVE MAINT	Preventive Maintenance (required as part of ARCHIBUS System)
DOOR	Adjust or fix door
ELECTRICAL	Electrical Problem

Cause Types

CAUSE TYPE CODE (PK) = 32 CHARACTERS LONG

The Cause Type table defines typical causes of maintenance and repair problems, such as accident and vandalism. Cause Type Code is the primary key field.

RSC Recommendations:

Cause Type Code	Cause Type Description
ACCIDENT	Accident
LACK OF PM	Not enough Preventive Maintenance
MISUSE	Operator Misuse
MOVE	Result of a Move

Repair Types

REPAIR TYPE CODE (PK) = 32 CHARACTERS LONG

The Repair Type table defines common resolutions to problems, such as cleaning, replacing, and moving. Repair Type Code is the primary key field.

RSC Recommendations:

Repair Type Code	Repair Type Description
ADJUSTED	Adjustment made
CLEANED	Cleaning performed
INSTALLED	New Installation
MOVED	Moved Item

Problem Description Codes

PROBLEM DESC. CODE (PK) = 16 CHARACTERS LONG

The Problem Description table is used to list common problems by completing the Problem Desc. Code field with a unique key and the Problem Description memo field with a memo describing this problem. When you use the Create Work Request dialog to report a problem, you can use the dialog’s Add Problem Description Code option to automatically complete the work request’s Problem Description field with a descriptive memo from the memos stored in this table. This is useful for minimizing the typing required when requesting work.

The Problem Description Codes table is also used by the Condition Assessment and Environmental Sustainability Assessment activities so that you can enter how problems noted during inspections.

RSC Recommendations:

Problem Description Code	Problem
ADJUSTMENT	Please adjust the equipment specified on this request.
BROKEN	There is physical evidence of breakage
BULB REPLACEMENT	Please replace the light bulb in this room which is not working.

Problem Resolution Codes

PROBLEM RESOLUTION CODE (PK) = 36 CHARACTERS LONG

The Problem Resolution table is used to list common resolutions by completing the Problem Resolution Code field with a unique key and the Problem Resolution memo field with a memo describing this solution. When you use the Update Work Request dialog box and Add/Edit Craftsperson for Work Request dialog box, you can use the dialogs’ Add Problem Resolution Code options to automatically complete a work request’s Craftsperson Notes field with a descriptive memo from the memos stored in this table. This is useful for minimizing the typing required when updating work requests.

RSC Recommendations:

Problem Resolution Code	Problem
DONE – AS SPEC	The work was completed as specified in the request.
DONE – MORE REQ	The work was completed as specified in the request. However, more work is required to complete the job.
INCOMPLETE	My work is not yet complete. I will have to follow-up later.
PARTIAL – CARP	For my trade the work is complete. However, follow-up work is required by a carpenter.
PARTIAL – ELEC	For my trade the work is complete. However, follow-up work is required by electricians.
PARTIAL – MECH	For my trade the work is complete. However, follow-up work is required by a mechanical technician.
PARTIAL – PAINT	For my trade the work is complete. However, follow-up work is required by a painter.
PARTIAL – PLUMB	For my trade the work is complete. However, follow-up work is required by a plumber.
PARTIAL – REVIEW	For my trade the work is complete. However, a review is required to determine the further work required.
RESPECIFY	The work was not specified correctly. It will have to be reviewed and re-estimated.
TC-HARDWARE FIX	Hardware re-configured to correct the problem.
TC-SOFTWARE UPDT	New version of software installed which corrected the problem.
TC-TRAINING PROV	Training provided to the user so that they could understand their problem.
WAIT FOR TRADE	I cannot continue on this work until another trade has completed their portion of the job.

Work

WORK ORDERS AND WORK REQUESTS

Work Orders provide authorization for a task to be performed and may be a maintenance or repair request (Work Request) from any staff member in your organization. In many client organizations, the work order is set up as a one to one relationship; one work request is submitted and one work order is issued and approved. However, RSC recommends that a one to many relationship be established since the Work Order is the Parent to the Work Request. Since this is the case, a work request cannot be issued until a work order has been generated. This allows the approval process to remain intact and limits the number of work requests to one, unless more than one trade is required to do the work (eg., an air handling unit may require an electrician , a utility worker and/or a mechanic).

Both the Work Order and Work Request tables have an AUTOINCREMENT (pk) 10 integers long. Since they are AUTOINCREMENT ARCHIBUS provides a script (SetSeed.abs) to set the beginning AUTOINCREMENT number. RSC recommends the SetSeed.abs be run at the beginning of each year and the numbering sequence looks something like:

2010000001

2010000002

2011000001

2011000002

Preventive Maintenance

Preventing Maintenance Procedures

PROBLEM MAINTENANCE PROCEDURE CODE (PK) = 16 CHARACTERS LONG

Preventive maintenance (PM) work requires that you first define the periodic work required for maintaining your facility, such as safety inspections, filter changes, equipment cleaning, lubrications, carpet cleaning, and window washing. These jobs can be performed weekly, monthly, annually, or at any interval that you choose.

Once you define this work and the interval at which it must be executed, you specify a time frame and the system determines all work due during this time frame. The system then generates a work request for each job and generates work orders to house the generated work requests.

Once the system generates PM work orders, you work with them in the same manner that you work with on demand work orders; that is, executing the work, updating the details about the job, and closing out the work order.

Procedure

1. Use the Schedule Preventive Maintenance activity to define your preventive maintenance work by defining PM procedures and steps, their required resources, and schedules (the intervals at which you should execute these procedures on areas and equipment).

Defining a facility’s preventive maintenance requirements and how and when PM should be executed requires analysis of the facility’s operation, available resources, safety requirements, and service contract obligations. Maintenance managers and others deeply involved in the building’s operation typically work with this activity.

1. (Optional) At periodic intervals, determine the upcoming maintenance work and required resources by running the reports of the Forecast Work and Resources activity.

A maintenance manager might run these reports at the beginning of every week or month to determine that period’s maintenance work.

1. At periodic intervals, determine the upcoming maintenance work and automatically generate work orders for executing this work by working with the Generate PM Work Orders activity.

With this activity, you generate work requests — complete with required parts, labor, and tools — based on the preventive maintenance requirements you defined in step 1. The activity also generates work orders to house the generated work requests.

RSC Recommendations:

XX-X-XXX-XXX

1 FREQUENCY

1 FREQUENCY UNIT –

1 TYPE (Inspection, Maintenance, Survey)

3 MANUFACTURER –

3 EQUIPMENT

PMP Code	PMP Description
1M-I-AMR-CO2FE	One month chemical fire extinguisher inspection (Manufacturer = Amerex)
1M-I-AMR-H20FE	One month water fire extinguisher inspection (Manufacturer = Amerex)
3M-I-ASP-AHU	Three month air handling unit inspection (Manufacturer = ASPEN)

 

Preventive Maintenance Steps and Schedule

With this activity, you define the preventive maintenance (PM) work that your facility requires. This involves first outlining general procedures that can be executed for a series of maintenance tasks, such as a general procedure for changing an air filter that can be executed on different equipment items. You then assign these procedures to equipment (equipment PM) and rooms (location PM) and define a scheduling pattern for executing the procedure.

When you run the reports of the Forecast Work and Resources activity, or generate PM work orders, the system uses the defined scheduling pattern to determine the work that should be executed on each date.

Procedure

1. Define your general procedures and required steps by running either of these tasks:
2. PM Procedures and Steps table task
3. Create Procedures and Steps action
4. Define the trades, tool types, and parts required for executing these general procedures by running the Create Procedures and Steps action.
5. (Optional) You may wish to group together similar PM procedures on the same work order. If so, develop grouping categories with the PM Schedule Groupings table task.
6. Run these actions to define schedule patterns that the system can use to determine upcoming work for servicing equipment and maintaining areas
   1. Create Equipment PM Schedules
   2. Create Location PM Schedules
7. If you do not want the system to generate schedule dates, manually create schedule dates using the PM Schedule Dates by PM Schedule task.
8. Run the Scheduling Preventive Maintenance reports to review the information for scheduling PM work.
9. While working with this activity, you may want to examine the PM Schedules table, organized by equipment or location. If so, use the Equipment PM Schedules and Location PM Schedules table tasks.

RSC Recommendations:

(NOTE: WE RECOMMEND ONLY ONE STEP UNLESS MULTIPLE TRADES EXIST. IN THAT CASE, ADD A STEP FOR EACH TRADE; ELECTRICAL, UTILITY WORKER, MECHANICAL)

PM Procedure Code	PM Step	PMP Step Code
1D-I-ALC-250RWS	Make note in ALC binder log book for any changes made Log off ALCMaterials required: Comments: Make any and all immediate general repair work on site. Generate work request for work more involved or needs supplemental support. Note any work completed and areas of concern supervisor may need to be made aware of. Scheduled Date: Completion Date: Charged hours:	1
1Y-M-DBS-PA	Annual inspection performed by MMT	1
3M-I-AH-VND-FR	Quarterly Inspection performed by Sub-Contractor (ACCO)	1

 

 

CONCLUSION

These recommendations were developed to provide a basis for the Maintenance, Preventive Maintenance, and Equipment modules. The suggestions are developed from best practices and RSC experience. Careful study and understanding is required to discover the fit to [CLIENT NAME] and their needs. They should be reviewed and modified as required to meet the needs of [CLIENT NAME]. RSC is prepared to implement the IWMS system upon review and signoff of these recommended standards.

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