Maintenance Policy

The main components of a

maintenance policy
Procedures involved in the
preparation of a maintenance policy
How to assemble a maintenance
plan
Concerned with maintenance
objectives and performance
standards
Maintenance Policy

Defined as a strategy within which

decisions on maintenance are taken.
Organisation of maintenance within an
agreed policy.
Is a “strategic statement of what level of
maintenance is required in order to keep
the assets of an organisation in an
operational condition.”
It sets a series of long-term objectives
Must have an agreed working policy
within which to operate.
Maintenance Policy

It outlines :
Maintenance objectives
Maintenance requirements
Who is responsible for maintenance
and how it is organised
How is it is to be carried out
It dictates the planning and
development of the maintenance
programme
Maintenance Policy

The programme combines the

individual maintenance tasks and
schedules into one.
It would include all assets to enable
overall performance to be
monitored against planned.
Should stipulate timescales,
budgets, resources, monitoring and
feedback practices.
Maintenance Policy

Approach to produce a Maintenance

Policy
Appraise the current condition of the
buildings, their nature, use and
expectedlife.
Prepare an outline programme of work
Establish how the programme will be
executed.
Calculate the approximate costs
Maintenance Plan

Sets out an organisation’s intentions for

the coming year or the next 5 years,
relating to budgets, workloads and
priorities.
Identifies areas of concern relating to
service or policy.
Contains programmes of works to be
undertaken in the short/medium/long
terms.
Have due regard to the building’s expected
service, standard, budget provisions,
execution method etc.
Maintenance Programme

Sets out and delineates in schedule

format the timing, cost and priorities
of repairs for the maintenance plan.
3 types of maintenance programmes
Day to Day covering routine repairs
Cyclical (Planned) maintenance –
works on regular cycle (painting etc.)
and items planned in advance such as
roof repairs.
Special/Others – upgrading of
components/elements.
 Maintenance Policy
MAINTENANCE
• The maintenance objective POLICY
of the organization
• The maintenance reqm’t for
the organization MAINTENANCE
PROGRAMME
• Who is responsible for mtce
and how is it organized (END RESULTS)
Planning involves
• How the mtce policy is to be
 Identify the
carried out processes

MAINTENANCE  Breakdown into

manageable task
PLANNING
 Decide how to
execute
 Maintenance Programme
Purpose:

Actual Planned
Maintenance Vs Maintenance
Performance Performance

Monitoring & Feedback

Maintenance Policy -
Objectives

How the programme contributes to

the objectives of the overall
organisation
What penalties are imposed for not
carrying out the programme
What resources are needed and
when
Policy is derived from objectives
which in turn are defined by the
organisation
Maintenance Programme

It combines the individual maintenance

tasks and schedules into one strategic
programme covering all the maintenance
activities for a set period.
Produce a strategic policy plan that
includes all required assets and overall
performance can be monitored against
planned.
Helps to make use of resources
efficiently, forecast expenditure and
monitor feedback.
The Maintenance Policy
Organisation’s Determined by:
• Statutory requirements
Objectives
• Organisational needs
• Market needs
Maintenance
Effect

• Industry standards
Objectives • Consequences of
failure
• System
Maintenance interdependency
Policy • etc
Maintenance Policy -
Objectives
Objectives are determined by a
wide range of different factors,
Statutory requirements
Organisational requirements
Customer charters
Market requirements
Industry Standards
Consequences of failure
System interdependency
Overall organisation startegy
Organization’s Objective
Maintenance Objectives is determined
by: -
1. Statutory Requirements
2. Organisational Requirements
Maintenance Objectives 3. Customers Charters
4. Market Requirements
5. Industry Standards
6. Consequences of failure
7. Overall organizational strategy
Maintenance Policy
8. System interdependency
Maintenance Policy -
Objectives

Maintenance Objectives must be

Clearly defined – Inform all and clear targets
Achievable - monitor
Match the business objectives
Strategic
Direct Maintenance Plan
Relate to maintenance and performance
standards
Maintenance Policy -
Objectives

Overview of Maintenance Policies Based on Organisation Needs and Systems

Support Needs
[Source: Wilson,A., 1999, Asset Maintenance Management, Wilson, UK, ppii]
Maintenance Policy - Objectives

Audit & Management Review on Maintenance Policy

[Source: Wilson,A., 1999, Asset Maintenance Management, Wilson, UK, pp223]
The Maintenance
Performance Standards
The policy generally includes performance indicators:
• Measurement & evaluation of condition.
• Company policy towards statutory health and safety.
• A ranking methodology.
• Identification of key objectives from facility strategic plan.
• Outline proposals for key buildings.
• Frequencies for recurring maintenance.
• Policy towards deferred maintenance.
• Policy for updating the maintenance programme (eg. rights).
• Policy on procurement.
• Maintenance & performance standards required (eg. KPI)
The Maintenance
Performance Standards
Organisation’s
Decision

Example

Facilities run down until they fail before

responding with maintenance
Vs
Carry out maintenance before facilities fail
The Maintenance
Performance Standards
The maintenance standards are The performance standards are
based on: based on:
 Technical characteristics of the  Required response time
building it carries.  Down-time of essential
 Intended use of building facilities
 Financial factors  Required quality of report
 Organisational factors  Required cost of repair
 External factors  Proportion of planned to
unplanned maintenance
The Maintenance
Performance Standards
Maintenance Performance
VS
Standard Standard

Think macro.. Think micro..

general capabilities Acceptable level as
of the asset determined by the
organisation
 The Maintenance
Performance Standards
Typical Performance Standard Indicator included in the Maintenance Policy
1. Measurement and Evaluation of condition (KPIs etc.)
2. Company Policy towards Statutory Health & Safety (e.g. WHSA )
3. A Ranking Methodology (compare against market indicators cost / psf)
4. Identification of Key Objectives from Facilities Strategic Plan
5. Outline proposal for key buildings
6. Frequencies for Cyclic Maintenance (5 years re-painting, chiller overhaul)
7. Policies toward Deferred Maintenance (re-roofing etc)
8. Policy for updating the Maintenance Program (frequency)
9. Policy on Procurement (bulk purchase vs ad-hoc purchase)
Maintenance Policy

Maintenance policy is a strategy

within which decisions on
maintenance are taken.
It is the alternative to 100%
responsive or ad-hoc maintenance.
Allow assets to run down before
responding or carry out
maintenance before fail
Maintenance Policy
Requirements
The maintenance policy must (Pg 2-5):
o Demonstrate how the maintenance function
contributes to the overall organisational
objectives.
o Explain the consequences for not carrying out
the maintenance.
o Demonstrate what resources & when they are
required for the tasks.
o Establish the basis for performance.
o Define the proposals for monitoring &
performance
We can make a difference –
Contribution to Organisation
R/s between expenditure and
planned and responsive
maintenance
Statutory requirements
Link to revenue generation
Link to capital generation
Special consideration
Format of Maintenance
Policy
Typically comprise of:
• Policy Title and Organisation Name
• Originator and Date
• Validation – Strategic document, signed
• Preambles and Background Information
• Scope and Limitations - Exclusions
• Objectives of the Maintenance Policy
• Schedule of Resources Requirements
• Procedures for Performance and Monitoring
• Proposals for Execution
• Approval of the Maintenance Policy
Format of Maintenance
Policy

Sample – Maintenance Policy

[Source: Wilson,A., 1999, Asset Maintenance Management,
Wilson, UK, pp 199]
Formulation of the
Maintenance Policy
3 Steps involved :
(1) Fact Finding - Research phase
Appraisal of the stock - range and type
of assets, any exclusions, define limits
Detailed survey – understand the
nature and characteristics of the stock,
schedule of stock categorised by age,
condition etc.
Consultation of asset owners/users –
purpose, extent of interruption
Formulation of the
Maintenance Policy
(2) Alternative Methods Analysis
Approaches to maintenance (programmed,
responsive, cyclic)
Ways of carrying out the works (fixed price,
maintenance contract, reimbursement)
(3) Policy Evaluation
Evaluate prior to implementation
Not to miss out any elements
Management audit – committee approval
Maintenance audit – passed to another
technical section
 How to express that maintenance
is a value added function to the
organisation objectives?
…..

Suggestions……
• (Planned $) Vs (Responsive $)
• Investment on maintenance = Success of
Organisation’s objectives
• ensure organisation complies to statutory requirement
• assure uptime of facilities = revenue generation
• well maintained facilities = attractiveness = capital
generation
In what ways could delay or
postponement of maintenance
incur costs to an organisation?
How might these ‘costs’ be
quantified and presented.
Loss of efficiency & Efficiency output/hr
productivity, disruption output/worker
Greater financial loss if Cost of repair vs cost
serious damage or of the maintenance
breakdown occurs in postponed
the interim (also Cost of penalties and
potential litigation & litigation
penalties) Retention rate and
Losing business new customer success
rate
opportunities (potential
& existing clients)
Absentee
Employees anxiety
Market share
Loss of competitiveness
The Maintenance Policy

“is a strategy statement of what level of

maintenance is required in order to keep the
assets of an organisation in an operational
condition.”
 The Maintenance Policy
Definition:

“ A strategy within which decisions on

maintenance are take.”
- BS 8210:1996

Decision
Maintenance Maintenance
Policy Level of
Action
Maintenance
 The Maintenance Policy

What does a Maintenance Policy

specifies?
• Maintenance objectives of the organisation

• The maintenance requirements for the organisation

• Who is responsible for maintenance and how it is organised
• How the maintenance policy is to be carried out.
 The Maintenance Policy

Objectives:
• To show how the maintenance programme can add value to the
objectives of the organisation.
• To indicate the consequences if the maintenance programme is
not being followed.
• To indicate when and what resources are needed for the
maintenance programme.
 The Maintenance Policy

Characteristics:

• The maintenance objectives must :

- be clearly defined
- be achievable
- match business objectives

• Must be able to direct the maintenance plan.

• Must relate to maintenance and performance standards