Technical Information

Document

MAINTENANCE
MANAGEMENT
SYSTEMS

RPS for INAC

TID-AM-01
October 2000
Table of Contents

Foreword ...................................................................................................... 1
MAINTENANCE MANAGEMENT SYSTEMS 2

1.0 Introduction .................................................................................................. 2

2.0 Types of Maintenance .................................................................................. 2

3.0 Preparing a Maintenance Plan ...................................................................... 3

4.0 Inventory ....................................................................................................... 6

5.0 Task Statement / Frequency / Task Times ................................................... 6

6.0 Work Schedule ............................................................................................ 7

7.0 Balancing Work Load ................................................................................... 7

8.0 Work Orders ................................................................................................. 8

9.0 Maintenance Budget ..................................................................................... 10

10.0 Management of Maintenance ....................................................................... 14

LIST OF FIGURES & TABLES

Figure 1 Maintenance Management System Process .................................................. 5
Figure 2 Work Order Sample A .................................................................................. 9
Figure 3 Work Order Sample B .................................................................................. 10
Figure 4 Annual Maintenance Budget - Worksheet ................................................... 12
Figure 5 Annual Maintenance Budget - Summary ..................................................... 13
Table 1 Examples of Inventory Detail ....................................................................... 6
Foreword

This document is intended to provide general information and guidance on establishing a

system of maintenance management for use in First Nations communities.

Policy and Standards

Policy and standards related to capital facilities and community services in First Nations
communities are addressed in the DIAND Corporate Manuals System (CMS) in the Capital
Facilities and Maintenance Manuals. The Level of Service Standards for community services
maintenance are included in the CMS.

Scope

This document describes a system framework from the initial step of inventory gathering to
preparing a community maintenance budget for asset maintenance planning and monitoring. It
is designed to assist First Nations technical and managerial staff, Funding Services Officers and
DIAND program staff with the implementation of the various elements of a Maintenance
Management System including:

• Preparing a Maintenance Plan

• Work Scheduling

• Completing Work Orders

• Managing a Maintenance Budget.

Responsibilities

Delivery of a maintenance management system may, in the case of a large asset, be the
responsibility of the individual accountable for the asset or, in the case of a number of small
assets, be the overall responsibility of one individual selected by community leaders.
1.0 Introduction

Maintenance Management is an orderly and systematic approach to planning, organizing,

monitoring and evaluating maintenance activities and their costs. A good maintenance
management system coupled with knowledgeable and capable maintenance staff can prevent
health and safety problems and environmental damage; yield longer asset life with fewer
breakdowns; and result in lower operating costs and a higher quality of life.

This document provides general information and guidance on establishing Maintenance

Management Systems for use in First Nations communities. It describes a system framework
from the initial step of inventory gathering to preparing a community maintenance budget for
asset maintenance planning and monitoring.

Depending on the application and design, Maintenance Management Systems may have various
formats and procedures, (e.g., various formats of work orders, reports and computer screens,
etc.), but the basic principles of all these systems are similar to the one presented in this
document.

2.0 Types of Maintenance

The word “Operation” is usually linked with “Maintenance”. To put these terms in context,
Operation is the performance of work or services and the provision of materials and energy to
ensure the day-to-day proper functioning of an asset, e.g., the work activities, associated
chemicals and electricity to run a water treatment plant. As such, it has a direct but simple
impact on the cost of operating an asset. Maintenance is the work performed on an asset such
as a road, building, utility or piece of equipment to preserve it in as near to its original
condition as is practical and to realize its normal life expectancy. This Technical Information
Document, as its name implies, concentrates on maintenance management systems only.

In general, maintenance can be classified into the following categories:

(a) routine - ongoing maintenance activities such as cleaning washrooms, grading roads
and mowing lawns, which are required because of continuing use of the facilities;

(b) preventive - periodic adjustment, lubrication and inspection of mechanical or other

equipment to ensure continuing working condition;

(c) major projects such as floor replacement, re-roofing, or complete re-painting which
are performed once every few years; and

(d) emergency - unexpected breakdowns of assets or equipment. These are unpredictable

or reactive type of maintenance and are more difficult to schedule than the above
three categories.

Maintenance Management Systems TID-AM-01 (October 2000) 1

Repair is restoring an asset by replacing a part which is broken or damaged, or reconditioning
that part to its original or acceptable working condition. The need for repairs can result from
normal wear, vandalism, misuse or improper maintenance.

3.0 Preparing a Maintenance Plan

Depending on the application and design of a maintenance system, the format and steps of
preparing a maintenance plan can vary. The key steps in preparing a typical maintenance plan
are:

(1) Prepare an asset inventory - identifying the physical features (e.g., area, material,
etc.) of all assets (e.g., schools, roads, etc.) which require maintenance;

(2) Identify maintenance activity and tasks - defining the type of maintenance task
(activity) to be performed on each asset and what work should be done under each
activity, e.g.

Activity: cleaning.

Work to be performed: clean chalk boards, vacuum carpets, etc.;

or,

Activity: Preventive Maintenance (Shingle roof).

Work to be performed: Inspect attic space for signs of dampness caused by leaks in
roof. Inspect roof for loose, torn, folded or missing shingles. Repair or replace
shingles as required. Inspect flashings eaves troughs and down spouts, and caulk or
replace as required. Visually check soffit and facia for loose or damaged materials;

(3) Identify the frequency of the task - determining how often the activities should be
performed (frequency of service); this is important particularly in preventive type of
maintenance. Emergency or reactive type of repairs are unpredictable, but with good
preventive maintenance, the frequency of emergency situations occurring may be
reduced;

(4) Estimate the time required to complete the task - indicating how long each task
should take to complete;

(5) Develop an annual work schedule - planning what time the maintenance work for
the entire year should take place;

(6) Prepare and issue a work order - identifying what, when, where and by whom
maintenance work is to be done; and

4 Maintenance Management Systems TID-AM-01 (October 2000)

 (7) Determine a Budget - determining the costs for all maintenance activities by
calculating labour hours, material, equipment, and contracting costs.

A chart showing a Maintenance Management System Process is shown in Figure 1.

More detailed discussion of the steps are covered in subsequent sections.

Maintenance Management Systems TID-AM-01 (October 2000) 5

 Maintenance Management System Process

ASSET TASKS,
INVENTORY FREQUENCIES &
TASK TIMES

WORK SCHEDULE

Assign
Personnel
WORK ORDERS

SOURCES OF
COSTS FUNDS

. Labour Rates
MAINTENANCE
. DIAND O&M
. Equipment BUDGET Funding
Rates . User Fees
. Material Costs . Other
. Contract Sources

Figure 1: Maintenance management system process.

6 Maintenance Management Systems TID-AM-01 (October 2000)

4.0 Inventory

The inventory is a list of physical features (area, material, etc.) of capital assets that require
maintenance. The types of data to be kept vary with the maintenance activity and the task
required. Table 1 gives examples of the types of inventory detail.

Maintenance Activity Inventory Items

1100 - Building Custodial . area of floor surface

. number of light fixtures/bulbs
. number of doors
1101 - Building Cleaning . area of floor surface
. number of windows
. area of wall
1302 - Culvert Inspection . number of culverts
1310 - Ditching . length of ditches

Table 1: Examples of inventory detail.

5.0 Task Statement / Frequency / Task Times

A task statement is a detailed list of the generic maintenance tasks to be performed for a
particular type of asset in conducting preventive or routine maintenance. Frequency refers to
how often the maintenance tasks are performed, for example, daily, weekly or every five years.
Task times indicate how long it will take to do such an amount of work.

Each task statement relates to a specific type of maintenance activity appropriate for an asset.
A component of an asset, such as a boiler in a building, may require maintenance checks
weekly, monthly, quarterly, and/or annually. Similarly, a road may have a single task
statement, such as grading, to be repeated a number of times during the year.

To prepare a set of tasks applicable to a particular asset, one should review the physical
features of an asset and/or the manufacturer’s operation and maintenance manual to determine
the maintenance tasks, task times and frequencies required. For emergency or reactive type
work orders, the maintenance tasks and estimated task times will have to be assessed based
upon the problem occurring.

Maintenance Management Systems TID-AM-01 (October 2000) 7

6.0 Work Schedule

The work schedule lists all maintenance work to be done for the whole year for each asset. It
can be used to identify work load peaks and valleys, i.e., where load balancing (see section
7.0), overtime and/or part-time help is needed. It also serves as a basis for preparing and
issuing scheduled work orders and for preparing the maintenance budget.

When all work orders have been listed and the hours distributed, the sub-totals of each period
for each worker are calculated. This process is repeated for work orders to be carried out by
other workers, and extended to all capital assets to obtain the annual work load profile for each
worker.

7.0 Balancing Work Load

Work load balancing may reduce the extreme demands of personnel and provide a more even
work load, leading to better use of human resources, reduced administrative paper work and
improved efficiency.

To balance the work load, one may:

(a) shift some of the work in the peak period(s) to other weeks, either sooner or later
than originally planned. If the demand in certain weeks is still greater than the
available hours from a regular shift, the deficit could be made up by overtime;

(b) assign part-time personnel for the peak periods; or,

(c) assign additional duties or emergency work to the worker in the period where the
worker is not busy.

Decisions of this type are required to make the total work load for each worker as even as
possible to facilitate staffing and to identify periods when additional help is required.

8 Maintenance Management Systems TID-AM-01 (October 2000)

8.0 Work Orders

Work orders provide information on what, where, when, how long and by whom maintenance
is to be carried out. Two sample work orders are shown in Figures 2 and 3.

Work orders are prepared from inventory data (physical features) and task statements. Each
work order lists tasks for the same frequency of work and for the same asset. For example,
one work order could contain tasks for weekly boiler maintenance for a school. Another work
order could contain different tasks for monthly maintenance of the same asset.

The general guidelines for preparing a work order are as follows:

(a) Starting with any asset on reserve, say a First Nations Day Care Centre, examine the
inventory data and typical task statements to determine the tasks appropriate for that
specific asset;

(b) List the asset name, maintenance activity number and work order number, etc. on a
blank work order. Using the task statement or manufacturer’s operation and
maintenance manual as a reference (modify, if necessary, to suit specific situations),
fill in the appropriate tasks (i.e., Work To Be Performed) on the work order;

(c) Calculate or estimate the time needed to complete the individual tasks and enter the
total time for all tasks in the “planned time” block. The sum of work order planned
times for all assets in a reserve will determine the workforce requirement for planning
and scheduling personnel resources.

Time standards for routine and preventative maintenance activities are based on time studies
and are available from reference books. If time data for a specific task is unavailable, it can be
estimated based on similar past experience. This is particularly true for emergency or reactive
type work orders. When the task has been completed, the actual time taken should be
compared to the estimated time to determine the accuracy of the estimate or measure the
productivity of the maintenance team.

Maintenance Management Systems TID-AM-01 (October 2000) 9

 SITE: 99999 WORK ORDER No.: 123456
ASSET NAME: Day Care Centre ASSET No.: 0050
ACTIVITY: Daily cleaning and
equipment check

CATEGORY: BUILDINGS CREW: John Axe

Inventory

Vinyl floor - 50.6 square metre 2 - Toilets

Vacuum cleaner 1 - Soap dispenser
Carpets - 96.9 square metre 1 - Towel dispenser
15 - Doors 1 - Chalkboard
9 - Wastebaskets 1 - Urinal
3 - Sinks 4 - Exits, porches and exit signs
2 - Mirrors 3 - Lumacell Emergency Light Packs
4 - Fire extinguishers

WORK TO BE PERFORMED HOURS

1. DAILY CLEANING
- Wash dishes, sinks, fountains, washrooms (lavatories/washbasins, mirrors and toilets).
- Wipe doors and frames.
- Sweep and dust mop floors.
- Wash and sanitize floors.
- Empty and replace wastebaskets and garbage containers.
- Wash and rinse all dishes, cups, etc. and return to their proper locations.
- Wash and sanitize all furniture (counters, cupboards, cabinets, tables, chairs, shelves, baseboards, etc.).
- Wash and sanitize toys.
- Wipe off blackboards, scuff marks, and window trim.
- Vacuum carpet daily.
- Replenish supplies (toilet paper, soap dispensers). 3.0

2 EXITS & EXIT LIGHTING

- Ensure exits and exterior lights are in proper working order.
- Exits doors and door hardware are to be checked to ensure proper operation. 0.1
3. EMERGENCY LIGHT PACKS
- Visually inspect to check for damage to lamps, and battery units. 0.1

4. FIRE EXTINGUISHERS
- Inspect all fire extinguishers for general condition.
- Make sure wire seal is unbroken. 0.1

Total planned time: 3.3

Figure 2: Work Order Sample A.

10 Maintenance Management Systems TID-AM-01 (October 2000)

SITE: 99999 WORK ORDER No.: 123477
ASSET NAME: Day Care Centre ASSET No.: 0050
ACTIVITY: Preventive Maintenance (Shingle roof)

CATEGORY: BUILDINGS CREW: J. Gull

Inventory

Shingle Roof 255.6 square metre

WORK TO BE PERFORMED HOURS

- Inspect attic space for signs of dampness caused by leaks in roof.

- Inspect roof for loose, torn, folded or missing shingles.
- Repair or replace shingles as required.
- Inspect flashings eaves troughs and down spouts, and caulk or replace
as required.
- Visually check soffit and facia for loose or damaged materials.4.0

Total planned time: 4.0

Figure 3: Work Order Sample B.

9.0 Maintenance Budget

A maintenance budget is a cost projection based on the costs of labour, equipment, material
and other items (such as contracts) required to do all work identified in the Work Schedule.
A sample of an Annual Maintenance Budget - Worksheet is shown in Figure 4.

After the costs are calculated for one work order, the process is repeated for the remaining
work orders to get the total cost required to maintain the asset.

The maintenance supervisor is responsible for monitoring the actual expenditures against the
budget for the year. He or she is also responsible for its yearly update using forecast labour
rates, and material and service contract costs. The updated budget would be used for
determining the operation and maintenance costs of the First Nation’s physical assets.

The Annual Maintenance Budget - Summary, Figure 5, recaps total labour hours, labour cost,
equipment cost and material cost for the asset. At this point, all overhead costs, utility costs,
and maintenance management supervision costs are also entered. To determine the total
maintenance budget for a First Nation, simply prepare a similar summary for each asset in the
community and add up the totals of each asset in the community.
Maintenance Management Systems TID-AM-01 (October 2000) 11
The Department of Indian Affairs and Northern Development provides operations and
maintenance (O&M) funding for many community assets such as schools, arenas, water supply
systems and roads, etc., which appear on a First Nation’s Capital Asset Inventory System
(CAIS). The level of Departmental support for each asset may vary from 100% of the O&M
costs in the case of schools to 20% in the case of arenas. The difference is to be made up
through user fees or other sources of revenue. Maintenance managers should discuss with
their First Nations administrators or managers the level of funding being provided in support of
each asset to ensure sufficient funds exists to provide an appropriate level of maintenance to
every First Nation asset.

12 Maintenance Management Systems TID-AM-01 (October 2000)

 Annual Maintenance Budget - Worksheet

First Nation: ______________________ Site No.: _____________ Date: __________

Asset Name: Day Care Centre Asset No.: 0050 Page: __________

Work LABO UR COST TOT AL CO ST

Order Description Crew Crew Total Quantity Rate Cost Labour Equip- Material Others/ Total
Person ment Contracts
No. Hrs Size Hrs hrs $/hr $ $ $ $ $ $

B2D Daily Janitorial Activities 858.00 1.00 858.00 858.00 9.00 7722.00 7722.00 250.00 300.00 8272.00

B2W Weekly Janitorial Activities 104.00 1.00 104.00 104.00 9.00 936.00 936.00 52.00 104.00 1092.00

B4M Monthly Janitorial Activities 36.00 1.00 36.00 36.00 9.00 324.00 324.00 24.00 100.00 448.00

B3M6 Semi-Annual Janitorial Activities 7.00 1.00 7.00 7.00 9.00 63.00 63.00 10.00 5.00 78.00

B5A Annual Janitorial Activities 4.00 1.00 4.00 4.00 9.00 36.00 36.00 0.00 0.00 50.00 86.00

B10AR Bldg. & Equip. Repair Activities 24.00 1.00 24.00 24.00 9.85 236.40 236.40 30.00 500.00 766.40

B30M Monthly Maintenance Activities 45.60 1.00 45.60 45.60 9.85 449.16 449.16 25.00 240.00 714.16

B32M3 Quarterly Maintenance Activities 4.00 1.00 4.00 4.00 9.85 39.40 39.40 2.00 10.00 51.40

B11M6 Semi-Ann. Maintenance Activities 12.00 1.00 12.00 12.00 9.85 118.20 118.20 10.00 50.00 178.20

B31A Annual Maintenance Activities 10.10 1.00 10.10 10.10 9.85 99.49 99.49 10.00 50.00 159.49
Fire Ex tinguisher 100.00 100.00
Sept ic Tank Pumpout 75.00 75.00

B14Y4 Painting Activities 26.00 2.00 52.00 26.00 9.85 256.10

26.00 8.43 219.18 475.28 20.00 100.00 595.28

T O T A L S ------------------> 1156.70 10498.93 433.00 1459.00 225.00 12615.93

Figure 4: Annual Maintenance Budget - Worksheet.

Maintenance Management Systems TID-AM-01 (October 2000) 13

 Annual Maintenance Budget - Summary

First Nation: ______________________ Site No.: _____________ Date: __________

Asset Name: Day Care Centre Asset No.: 0050 Page: __________

Work Total T T A L C O S T
Order Description Person Labour Equipment Material Others/ Total
Number Hours $ $ $ Contracts $ $
Janitorial Activities 1009.00 9081.00 336.00 509.00 50.00 9976.00
Preventive Maintenance Activities 147.70 1417.94 97.00 950.00 175.00 2639.94
Sub-total: 1156.70 10498.94 433.00 1459.00 225.00 12615.94

Benefit Costs - Vacation Pay 419.96 419.96

Employment Insurance 146.99 146.99
Worker Compensation 96.59 96.59

Utility Charges - Water 170.00 170.00

Hydro 3000.00 3000.00
Garbage Collection 150.00 150.00

Insurance Costs 700.00 700.00

Grounds Keeping Costs 950.00 950.00
Total: 1156.70 11162.48 433.00 1459.00 5195.00 18249.48

Supervision of Maint. Activities & System 912.47 912.47

GRAND TOTAL: 19161.95

Figure 5: Annual Maintenance Budget - Summary.

14 Maintenance Management Systems TID-AM-01 (October 2000)

10.0 Management of Maintenance

There is a lot of work required to set up a successful maintenance management system.

However, once it is in place, most of the data and calculations remain the same from year to
year. Changes are required only when there is an addition or deletion to the inventory or when
cost increases and estimates need to be corrected. In these cases, the appropriate work orders
and schedule must be revised and the labour, equipment, material and contract costs updated
for the new year. There are numerous computerized maintenance management systems
available in the commercial market to assist in effectively managing the maintenance of on-
reserve assets.

The maintenance supervisor or manager must also monitor the work progress daily, weekly or
monthly depending on the nature of the situation and the potential impact of a service
breakdown to the community. He or she must not wait until the year end to review the
budget, as it would be too late to take any corrective action if it were necessary. Any
significant variance in labour hours, work order costs or total maintenance cost for a particular
asset should be identified through exception reporting. The supervisor should determine the
cause of the variance and, where possible, develop alternative solutions or actions to reduce
time and costs. Taking these steps will help improve the efficiency and effectiveness of the
maintenance program.

Maintenance Management Systems TID-AM-01 (October 2000) 15