all chapters

Mahamadu, Abdul-Majeed, (2008) Maintenance Appraisal of SSNIT Flats at Asuoyeboah, Kumasi; Bsc. Thesis Building Technology Department, KNUST.

CHAPTER ONE

INTRODUCTION

1.0 BACKGROUND INFORMATION

Due to the large housing deficit of about 300,000 units in Ghana

(www.habitat.org), there has been great government intervention in

the provision of housing units trough various housing schemes

managed by public institutions such as the Social Security and National

Insurance Trust (SSNIT) (www.intlhc.org).

The emergence of these schemes in recent times has led to the

construction of massive structures in planned areas in the form of

housing estates and residential flats all over the country. The

sustainability of these schemes however is largely dependent on the

ability of the various stakeholders to keep the structures in good

physical state right from construction and during the entire lifespan of

the building hence the need for maintenance. The main objective of

maintenance is to preserve a building, so as to continue to serve the

purpose for which it was put up (Hall, 1986).

There is generally a common failure to recognize the extent to which a

property represents an investment requiring protection throughout its

life (A. M. Sowden et. al, 1990). One striking feature or observation in

developing countries particularly in Africa is that even the limited

infrastructure bequeathed to these nations by colonial powers and the

few acquired after independence are not maintained and often times

left to deteriorate beyond rehabilitation (Gyan-Boakye P. Daily Graphic

Thursday, August 16th 2001, Pg.7).

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Ghana’s own share of this poor maintenance culture has been

bemoaned by many including President J.A Kuffour during his annual

address to parliament in 2001(Dapatem, D.A. Daily Graphic. Tuesday,

January 22nd, 2002. Pg. 22). From visual inspection, the state of many

public buildings have been found to be affected by the lack of

maintenance, especially with public residential facilities including

residential units in police and military barracks and estates belonging

to other public institutions such as SSNIT.

Housing units belonging to Social Security and National Insurance Trust

(SSNIT) including their residential flats at Asuoyeboah in Kumasi is

occupied by various tenants. These tenants range from workers of

various government and non-governmental organizations to private

individuals who have either purchased these buildings or are renting

them. Maintenance of these structures is therefore not directly

incumbent on the occupants.

In summary, it must be emphasized that construction of infrastructure

such as residential flats is capital intensive; the buildings are also great

national assets, there is therefore the need to maintain them

throughout their life span so as to be able to enjoy their full benefit.

This calls for studies into the causes of the lack of maintenance of

most national assets in order to suggest remedies towards

implementation of efficient maintenance for these buildings including

Asuoyeboah SSNIT FLATS.

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1.1 STATEMENT OF PROBLEM

Governmental intervention in the housing sector has led to the

construction of several housing units providing descent

accommodation for quite a large section of the populace. These

structures therefore need to be well maintained to keep them in good

physical condition so as to maintain functionality and appearance. The

SSNIT flats at Asuoyeboah in Kumasi is no exception.

However, like many public buildings, some features associated with

lack of maintenance could be noticed at first glance. Walls generally

lack painting with algae growing on terrazzo surfaces, sewage system

also has problems causing blockages, dampness in masonry walls,

detached rendering and overflow of septic tanks and main sewers. The

lack of maintenance is however most evident in external areas with

overgrown grass gradually taking over paved areas. This has health

implications on occupants of the housing units making living in them

quite uncomfortable.

Lack of maintenance causes gradual deterioration of the buildings

which has the ability of reducing its working life thereby causing loss of

investment or causing the commitment of extra resource into

reconstruction and major renovation which hitherto could have been

put to profitable use such as construction of additional housing units.

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1.2 AIM OF STUDY

The aim of the study was to appraise the maintenance culture of the

SSNIT flats at Asuoyeboah so as to outline possible remedies or

recommendations towards the improvement of maintenance of the

facility.

1.3 OBJECTIVES

The following were the specific objectives of the study:

To identify whether or not there was a maintenance policy;

1. If there was, analyze the maintenance policy, and

2. If there was no policy, find out how maintenance was

carried out so as to make documentation for analysis;

To undertake a physical examination of the buildings so as to

ascertain their physical condition or state;

To identify factors causing maintenance problems; and

To suggest possible remedies or recommendations with the aim

of improving maintenance of the structures at the flats.

1.4 METHODOLOGY

Data relevant to the study was basically collected through the

following:

An extensive literature review of available material relevant to

the research;

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Design and administration of questionnaires which solicited for

specific information addressing objectives;

Conduction of interviews with relevant stakeholders and

personnel with some knowledge of the management and

maintenance of the facility; and

Physical examination of facility to ascertain current condition.

1.5 SCOPE OF STUDY

The research mainly focused on the maintenance of SSNIT residential

blocks of flat at Asuoyeboah in Kumasi in the Ashanti region of Ghana.

1.6 LIMITATIONS

The following were the limitations which affected to some extent the

smooth conduction of the research:

Inability to have fruitful discourse with some tenants because of

backgrounds;

The level of education of artisans who directly undertake

maintenance works affected their appreciation of the process

hence caused some lack of corporation;

The unavailability of records of minor maintenance works carried

due to poor documentation of such activities.

Difficulty in assessing other documents which were regarded by

SSNIT to be confidential despite their relevance to the study

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CHAPTER TWO

LITERATURE REVIEW

2.0 DEFINITION OF MAINTENANCE

Maintenance is defined in BS 3811: 1984 as the combination of all

technical and associated administrative actions intended to retain an

item in, or restore it to, a state in which it can perform its required

functions; to ‘retain’ implies that defects are prevented from

developing while to ‘restore’ means that minor defects are allowed to

occur before they are corrected (Lee How Son and George C.S. Yuen,

1993).

It could also be defined as being synonymous with controlling the

condition of a building so that its pattern lies within a specified region

(White, 1969). The term ‘specified region’ presumably has a meaning

similar to ‘acceptable standards’ and will be determined in a similar

way (Reginald Lee, 1986). The British Committee on building

maintenance in 1965 defined ‘acceptable standard’ as ‘one which

sustains the utility and value of the facility’ (Ivor Seeley, 1993).

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2.1 CLASSIFICATION OF MAINTENANCE OPERATIONS

Bs 3811:1984 subdivides maintenance activities in two broad ways:

1. Planned maintenance; and

2. Unplanned maintenance.

These two classifications and their subdivisions have been illustrated in

figure 2.0.

Maintenance

Planned Maintenance Unplanned Maintenance

(Including emergency maintenance)

Preventive Maintenance Corrective Maintenance

(Including emergency Maintenance)

Scheduled condition based Maintenance Maintenance

Figure 2.O Types of maintenanceSource: BS 3811: 1984

2.1.1Planned Maintenance

This is maintenance organized and carried out with forethought,

control and the use of records to a predetermined plan (Milne, 1985).

A. M. Sowden et. al, (1990) defines it as work undertaken in

accordance with a soundly based system of priorities, each operation

properly organized in advance.

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2.1.2 Unplanned Maintenance

This is maintenance carried out to no predetermined plan (Ivor Seeley,

1993). It refers to work necessitated by unforeseen breakdown or

damages (Aftane S, 1999).

2.1.3 The Other Categories of Maintenance

The various categories of maintenance are explained as follows:

1. Preventive Maintenance:

The maintenance carried out at predetermined intervals or

corresponding to prescribed criteria and intended to reduce the

probability failure of a facility (Ivor Seeley, 1993). It comprises of

removal of features which could initiate trouble and the rectification of

incipient defects before they cause real harm (A. M. Sowden et al,

1990)

2. Scheduled Maintenance:

The type of preventive maintenance carried out to a predetermined

interval of time, number of operations, mileage, etc (Ivor Seeley,

1993). It is preventive maintenance done when deemed necessary

through regular inspections of a building (Smith R. G, 1993).

3. Condition-based Maintenance:

The preventive maintenance initiated as a result of knowledge of the

condition of an item from routine or continuous monitoring (Ivor

Seeley, 1993). It is done when deemed necessary through regular

inspections of the building (Smith R. G, 1993).

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4. Emergency Maintenance:

According to Ivor Seeley, (1993) it is maintenance which is necessary

to put in hand immediately to avoid serious consequences; it could

also be referred to as day-to-day maintenance.

5. Corrective Maintenance:

Smith R. G, (1993) defines this kind of maintenance as that carried out

after a failure has occurred and intended to restore an item to a state

in which it can perform its required functions. It can be said to be the

work done to restore the integrity of a damaged part (A.M.Sowden,

1990).

Another approach to maintenance classification has been adopted by

Speight, (1982) who subdivided maintenance into four broad

categories stated as follows:

Major repair or restoration: ‘such as re-roofing or rebuilding

defective walls and often incorporating an element of

improvement’.

Periodic maintenance: ‘a typical example being annual

contracts for decorations and the like’.

Routine or day to day maintenance: ‘which is largely of

preventive nature, such as checking and servicing mechanical

and electrical installations’.

Running maintenance: ‘maintenance which can be carried out

while an item or facility is in service’.

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2.2 COMPONENTS OF MAINTENANCE

Ivor Seeley, (1993) categories the main components as servicing,

rectification and replacement.

2.2.1Servicing

It is essentially a cleaning operation undertaken at regular intervals of

varying frequency and is sometimes termed day-to-day maintenance

(Ivor Seeley, 1993). It may include activities such as cleaning and

inspection of facilities and components (Lee How Son and George C. S

Yuen, 1993).

2.2.2Rectification

Rectification work may be needed quite early in the life of the building

because of design shortcomings, inherent faults in the use of materials

or faulty construction (Lee How Son and George C. S Yuen, 1993). It

represents a fruitful point at which maintenance cost can be reduced

because it is avoidable (Afrane S, 1999).

2.2.3Replacement

Replacement is inevitable because service conditions cause materials

to decay at different rates (Ivor Seeley, 1993). Physical breakdown of

materials or elements as well as deterioration in appearance may

necessitate replacement (Afrane S, 1999). According to Ivor Seeley

(1993) the frequency of replacement could often be reduced by the

use of better quality material and components, but the economics of

this however, merit careful study.

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2.3 OBJECTIVES OF MAINTENANCE

A prime aim of maintenance is to preserve a building in its initial state

as far as practicable, so that it effectively serves its purpose (Ivor

Seeley 1993). Alternatively Hall, (1986) states that the main objective

of maintenance is to preserve a building so as to continue to serve the

purpose for which it was put up. Ivor Seeley, (1993) further states

some of the main purposes of maintenance are as follows:

Retaining value of investment;

maintaining the building in a condition in which it continues to

fulfill its functions; and

presenting a good appearance.

2.4 FACTORS AFFECTING DECISION TO CARRY OUT

MAINTENANCE WORK

Chudley (1981) identifies the following as principal criteria which could

influence the decision to carry out maintenance work:

Cost of the maintenance work;

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Age and condition of building;

Availability of resources to carry out the maintenance works;

Urgency of work to be undertaken; and

Future use of facility.

2.5 ROLE OF MAINTENANCE IN THE BUILDING

PROCESS

According to Lee How Son and George C.S. Yuen, (1993) the

performance of any building can be affected by decisions taken and

actions performed at any stage of the building process; right from its

initial conception to its final completion. This reflects the importance of

maintenance throughout the life of a building:

BRIEF STAGE

The building process starts when a brief is provided to the designer

stating his requirements and constraints; the client should determine

his maintenance objectives such as economy and efficiency. A

maintenance policy can then be formulated to allow the objectives to

be achieved (Lee How Son and George C.S. Yuen, 1993).

DESIGN STAGE

According to Ivor Seeley, (1993) good maintenance starts on the

drawing board; a skilful design can reduce the amount of maintenance

and also make it easier to carry out the maintenance work. Design

details will also affect the performance and life of components of a

building (Smith R.G, 1993). Major decisions at this stage include,

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among other things selection of materials, choice of forms of

construction, orientation of building and user requirements (Lee How

Son and George C.S. Yuen, 1993).

CONSTRUCTION STAGE

The construction stage is the most vulnerable to the occurrence of

building defects; it requires therefore, a high level of supervision to

ensure good standards of materials and workmanship as well as

correct detailing and specification (Lee How Son and George C.S. Yuen

(1993).In weighing up the advantages of different methods of

construction, the effect of each upon ageing characteristics should

rank high among relevant factors (A.M. Sowden et al, 1990).

USAGE AND OCCUPATION STAGE

Maintenance is needed throughout the entire period that the building

remains in use or occupation, so that its facilities are kept to a

standard consistent with overall policy (Lee How Son and George C.S.

Yuen, 1993).

IMPROVEMENT

Eventually, a decision has to be made as to whether to demolish the

building and replace it with a new one or to improve or adapt it to

make it suitable for a new use (Reginald Lee, 1987). A survey is carried

out to determine the cost of repairs and adaptations before the

building is demolished or redeveloped (Lee How Son and George C.S.

Yuen, 1993).

In conclusion, maintenance is a very important consideration in the

building process; there is therefore a strong case for rejecting any

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functional split between those engaged on design, construction and

maintenance, for the integration of all aspects of the provision and

management of structures, especially within a single organization (A. M

Sowden et al, 1990).

2.6 DETERIORATION OF BUILDINGS

Buildings deteriorate from the moment they are constructed and will

provide progressively poorer shelter unless maintained (Smith R.G,

1993). It is not surprising therefore that defects and failures occur

frequently (Lee How Son and George C. S Yuen, 1993).

2.6.1 Building Defects

A building defect may be defined as an imperfection, deficiency or fault

in a building element or component which adversely affects functional

performance or appearance (Reginald Lee, 1987).

2.6.2 Diagnosis of Defects

Building diagnostics: involves a process in which relevant experts

investigate the existing conditions of a building, carry out the

necessary tests, evaluate the data collected, make recommendations

professionally and predict the future performance of the building (Lee

How Son and George C.S. Yuen, 1993). The general approach is to

examine carefully all symptoms, consider all the probable causes by a

process of elimination, identify the true cause and its sources and

decide on the appropriate remedial action (Reginald Lee, 1987).

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2.6.3 Causes and Sources of Deterioration and Defects on

Buildings

Afrane S, (1999) names the two potential causes of deterioration and

defects as primary causes and primary source.

1. Primary causes :

Faulty design: a variety of unrelated design decisions may result in

defects in the fabric of a building; for example unsuitable material,

incorrect assessment of load and orientation of building can contribute

to faster deterioration (Afrane S, 1999). Research by the Building

Research Advisory Service (Great Britain) in the 1970’s confirmed that

the single type of fault in buildings was in making wrong choice of

materials or components for a particular situation (Building Research

Establishment Digest, 176, April 1976)

Faulty execution: site personnel can be just as guilty of promoting

deterioration of buildings by bad workmanship, inadequate supervision

and substitution of poor materials, components or fittings (Lee How

Son and George C. S Yuen, 1993). Resultantly, the intentions of the

designer may not be properly realized (Afrane S, 1999).

Vandalism: is usually caused by intentional damage and

disfigurement resulting in the natural life of material or component

being reduced (Afrane S, 1999). Any act of vandalism will affect the

aesthetic appearance of the material or component and reduce its

lifespan (lee How Son and George C. S Yuen, 1993).

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2. Primary sources

Biological agents: include attack by rodents insects, fungi, algae and

plants may cause serious deterioration in various parts of a building

(Lee How Son and George C. S Yuen, 1993). These are usually

corrected by correct detailing, use of resistant materials and suitable

pre-treatment of affected materials (Afrane S,1999).

Abrasion and impact: according to Afrane S, (1999) relate mainly to

wall, floor finishes and doors; and are usually caused by: pedestrian

traffic, vehicular traffic and dragging of furniture and Equipment on the

floor.

Corrosion: is the result of the inability of some metals which tend to

achieve a more stable state by combining with certain environmental

elements such as air, water soil and carbon dioxide. (Lee How Son

1993). Carbon dioxide for example can allow corrosion of

reinforcement especially in moist conditions (Smith R .G, 1993).

User activities: cause defects through unintentional misuse because

of lack of information on the correct use (Reginald Lee, 1987). The

daily use of building by its occupants imposes loads which cause the

structure to deteriorate (Smith R.G, 1993).

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2.7 MAINTENANCE MANAGEMENT

The various components of Building Maintenance Management is

illustrated in Figure 2.1 below:

Activities of Management

Estate management Other forms of management

Maintenance Propertymanagement management

Figure 2.1 Components of Building Maintenance Management

Source: Building Maintenance Management 3rd Edition by Reginald

Lee, 1987.

Estate management: which involves the management of built asset

embraces two main forms of management: Property management

and Maintenance management (Lee How Son and George S. Yuen,

1993).

According to Lee How Son and George C. S Yuen, (1993) property

management is an economic service designed to create the greatest

possible net return from a land and its buildings, taken together over

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their remaining economic life; while maintenance management on

the other hand involves the organization of resources to deal with the

problem of maintenance. Maintenance management has also been

defined as the organization of maintenance within an agreed policy (A.

M Sowden et al 1990).

2.7.1 Maintenance organization

Organization is alternatively defined by the Cambridge Advanced

learner’s dictionary as “a group people who work together in a

structured way for a shared purpose or the planning of an activity or

event. In the maintenance context, it is used to describe the person or

persons responsible for planning and controlling of maintenance

operations (Reginald Lee, 1986).

Planning: Despite the common approach of waiting until a defect is

reported to the maintenance organization, there is growing interest in

applying planned preventive maintenance (Ivor Seeley, 1993).

Maintenance plans are schedules usually in tabulated form, which set

out realistic action plans (in terms of time) for anticipated regular

repair, maintenance and sustained enhancement of a building

(www.rics.org).

Control: according to Ivor Seeley, (1993) the management process of

control should incorporate the following activities:

1. Setting performance standards;

2. Measuring actual performance and comparing it with the

standard; and

3. Taking appropriate remedial action in the event of actual

performance deviating standard.

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2.7.2 Maintenance Organization for Large Residential Facilities

Any large housing authority should have a plan for maintenance, and

keep a record of maintenance actually carried out on each property so

as to facilitate the reporting and dealing with maintenance request

from building occupiers (Smith R.G, 1993). These requests from

occupiers According to Ivor Seeley, (1993) could be in the form of the

following:

1. Telephone calls;

2. Tenants returning pre-paid complaint card;

3. Letter from tenant;

4. Officer of local authority finding defect; and

5. Tenants notifying defect in person to officer in-charge.

2.7.3 Maintenance Policy

BS 3811: 1984 defines maintenance policy as a strategy within which

decisions on maintenance are taken. Alternatively, it may be defined

as the ground rules for the allocation of resources between the

alternative types of maintenance actions that are available to

management (Reginald Lee, 1987). Based on a study on local authority

housing in Britain, Ivor Seeley (1993), groups the criterion that

influences maintenance policy as follows:

Social: to provide a quick maintenance service to high standards

of quality;

Financial: to invest funds in activities in the most efficient

manner;

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Technical: to maintain property at a level deemed necessary

after thorough and regular technical survey; and

To provide continuous employment for certain operatives within

a fixed budget.

2.8 ECONOMICS OF MAINTENANCE

According to Ivor Seeley, (1993) economics examines the process

whereby scarce resources such as finance and capital are allocated

among the various competing claims on their use; therefore it follows

that decisions will have to be made as to the level and nature of

maintenance expenditure all the time. A building owner can reasonably

expect a designer to provide a building which will satisfactorily meet

his needs and will secure a reasonable balance between first (initial)

and future costs (Ivor Seeley, 1993); the basic concept is that decisions

on design and acquisition of durable assets should take into account

the long term financial consequences and not be based solely on initial

costs (Reginald Lee, 1987).

Smith R.G, (1993) groups the cost of ownership of a building

throughout its serviceable life as initial cost, occupancy cost and

maintenance cost. As further explain by Reginald Lee (1987), it is

called life cycle costs (LCC). Life cycle costing as a technique takes

account of all the groups of cost during the buildings lifespan; makes

allowances for anticipated inflation rates and interest rates in

calculating the cost of works to be done in later years (Smith R. G,

1993).

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The interdependence and interrelationship of initial and user costs are

of prime importance when planning maintenance expenditure (Ivor

Seeley, 1993). It is also worthy of noting that maintenance

management depends not only upon such technical aspects as the

nature, extent and timing of work but equally critically upon proper

planning and control of resources especially finance (A . M .Sowden et

al, 1990).

2.9 BUILDING MAINTENANCE IN GHANA

Ghana has a very rich culture in terms of tradition

(www.wikepidia.com). Unfortunately same cannot be said about the

Ghanaian maintenance culture (Kisseih-Kwao, P. Weekly Spectator,

Saturday, 14th Oct. 2006 Pg. 2). A report by Afrane S, (1999) on

building maintenance in Ghana confirmed there is a real housing

maintenance problem in Ghana.

In Ghana governmental intervention and policies has been in respect

of the provision of new building to the detriment of the old stock (Seg-

ib S. M, 2007). Due to the neglect of the maintenance aspect, most of

the housing stock in the country is characterized by disrepair and

breakdown of services (Afrane S, Journal of Applied Sciences and

Technology, Volume 7, 2002: Pg 95). Resultantly, this low response to

maintenance has lead to the deplorable state of structures (Bilal

Nurudeen, 2007). Typically of the Ghanaian attitude, state property

and other private property is left to waste only for huge sums of money

to be pumped into their renovation and rehabilitation (Kesseih-kwao, P.

Weekly Spectator, Saturday 14th October, 2006, Pg. 2).

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http://www.wikepidia.com/


2.9.1 Statutory Regulations Affecting Maintenance in Ghana

Section 2 (1) (b) of the local government Act 1993 (Act 462) authorizes

assemblies (local government councils) to make building by-laws which

must affect the execution of work on and in relation to existing

structures and streets (John Akatse, 2006).

2.9.2 Causes of Lack of Maintenance in Ghana

The following factors were identified as some of the factors causing the

maintenance problem in a research by Afrane S, (1999) on Building

Maintenance in Ghana.

Lack of maintenance culture

It is generally not in the mind-set of property owners that the building

they put up requires regular maintenance (Afrane S, 1999). The

general perception has been to acquire property without schedules or

plans to maintain them during the service period (Afrane S, Journal of

Applied Science and Technology, Volume 7, 2002 Pg. 100).

Lack of funds and high maintenance cost

Although many authorities pay lip service to the notion of

maintenance, few have the resources to carry it out (Smith R.G, 1993).

Poor maintenance in Ghana can be attributed to lack of and

inadequacy of funds probably because of very high cost of

maintenance (Afrane S, 1999).

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Poor construction work

Construction personnel can be as guilty of promoting deterioration of

buildings through bad workmanship, inadequate supervision and the

substitution of poor materials, components or fittings (Lee How son

and George C. S Yuen, 1993). In Ghana it can be observed in poor

quality government built residential areas (Afrane S, 1999).

Occupancy

Documentary evidence indicates that Ghana’s accumulated housing

backlog is over 300,000 units with a majority of Ghanaians living in

overcrowded houses (www.habitatghana.org). The high occupancy

level in certain areas is characterized by relatively poor maintenance

as compared to less crowded areas, giving credence to the negative

effect of high occupancy (Afrane S, Journal of Applied Science and

Technology, Volume 7, 2002, Pg. 101).

Lack of maintenance skill

There is no doubt that the ability to identify symptoms for premature

failure has an impact on the scope and quality remediation. (Kangwa

and Olubodun, 1999). In Ghana however research in 1999 by Afrane. S

revealed that most house owners lack basic maintenance skills; the

implication therefore is that all maintenance problems have to be

attended to by someone else, which does not only delay maintenance

activity but also aggravates the cost of maintenance.

2.10 BUILDING MAINTENANCE IN OTHER DEVELOPING

COUNTRIES

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http://www.habitatghana.org/


Housing is one of the most valuable assets of any country (Smith R.G,

1993). Generally, in developing countries the construction sector

ranks among the largest sectors of the economy (Lee How Son and

George C. S Yuen, 1993). However many of the housing authorities in

these countries have allocated the major part of the budget to

construct of new building and minimal amounts have been set aside

for maintenance purposes (Smith R.G, 1993).

A casual stroll around a city or town or village in almost every

developing country today suggests that, many important national

capital assets, such as school and civic buildings are dilapidated

beyond the point of repair (Miles, D. and P. Syagga, 1987). For

example, a housing condition survey on 600 houses in Nairobi Kenya

by Syagga and Aligula, (1993) ranked lack of maintenance highest

among the causes of defects in Kenyan buildings. This is illustrated in

the table 2.0 below:

Causes Proportion

%

Lack of maintenance 25

Poor materials choice or

quality

20

Poor standard of workmanship 17

Misuse by occupants 17

Vandalism 7

Advanced age 7

Poor design 5

Dampness 2

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Table 2.0 Causes of defects in Nairobi (Kenya) Buildings

Source: Nairobi housing condition survey report for the University of

Nairobi and Building Research Establishment (BRE) 1993).

2.11 THE APPROACH TO BUILDING MAINTENANCE IN

DEVELOPED COUNTRIES

According to Lee How Son and George C. S Yuen (1993), the most

direct detriment in developed countries is the increasing stock of

buildings which need to be maintained. This they say is because as a

country becomes developed new construction will slow and the upkeep

of existing buildings and other facilities becomes increasingly more

important. The following is the various approaches adapted by certain

developed countries to aid in the maintenance of buildings.

2.11.1 Management of Public Residential Facilities (Singapore)

Over 80% of Singaporeans live in Public housing units managed mainly

be the Housing Development Board (HDB) (www. wikipedia.org).

The Board Builds and maintains houses commonly called HDB flats,

however in 1988 when Town Councils were formed the responsibility in

the area of maintenance was handed over to them

(www.unpan1.un.org).

The following activities are undertaken by town councils in Singapore.

Daily refuse removal, sweeping and washing of common areas;

Fortnightly lift services;

Re-roofing every 10 years;

Re-painting every 3 – 5 years; and

Water pump servicing every 45 days (www.unpan1.un.org).

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http://www.unpan/

http://www.unpan/


Condominium Housing: the Oxford Advanced Learners dictionary

defines condominium as an apartment building in which each flat or

apartment is owned by the person living in it but the building and

shared areas are owned by everyone together. Many large

condominium housing developments took place in the 1970’s in

Singapore (Ivor Seeley, 1993). According to Ivor Seeley (1993), these

condominiums are managed by management corporations (HDB),

whose main duties include maintaining the common property to keep

them in serviceable repair; recovery of sums expended by the

corporation from flat owners in respect of their apartment and

establish a management of a fund to cover for administrative charges.

2.11.2 Information on Building Maintenance (Great Britain)

Information is very vital in the management of any process.

Maintenance information has to be collected, collated, presented and

be easily retrieved; capable of direct application in problem solving

and decision taking (Ivor Seeley, 1993). In recognition of this, the

Building Maintenance Information Limited (BMI) was established in

Britain. It is a non trading company and was incorporated in 1974

(www. ukdata.com). The building maintenance information limited is

administered by the Royal Institution of Chartered Surveyors (RICS) to

help maintenance mangers and property administrators in Britain in

the maintenance of property; providing information and feedback (Ivor

Seeley, 1993).

Information is a key component of long term maintenance care

(Kangwa and Olubodun, 1999). As cited in Building maintenance by

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Ivor Seeley (1993), Building Maintenance Limited (BMI) provides the

following services to the maintenance managers in Britain:

Supply of general information on cost, labour, material and

equipment control, legislation and statistics on maintenance; and

Factual Reports on typical situations and remedial actions.

2.11.3 Maintenance Manuals (Finland)

When a building is completed and handed over, at least the essential

information for maintenance should made available to the building

user (Kangwa J and Olubodun F, 1999). A convenient form of doing

this as prescribed by Ivor Seeley, (1993) is the use of the maintenance

manual. The members of the design, cost management and

construction team on any project should be responsible for compiling a

building maintenance manual for handing over to a building owner who

takes possession of newly-completed project (www.rics.org).

In recognition of the importance of maintenance manuals, it has been

mandatory for all state buildings, and privately owned buildings to

have them since the year 2000 in Finland (www. ymparisto.fi).

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CHAPTER THREE

METHODOLOGY

3.0 RESEARCH APPROACH

The collection of data necessary for this research generally followed

the procedure outlined below:

Preliminary Survey: General information and data pertaining to

Asuoyeboah and the SSNIT flats was sourced through visual inspection,

interviews and review of relevant written data on the area. This

formed basis for design of further mechanisms necessary for data

collection such as design of questionnaire.

Design and Development of questionnaire: The questionnaires

were designed to solicit for information towards addressing the

objectives of the study. Their design was such that they would solicit

28 | P a g e


information on how maintenance is carried out and managed; factors

causing lack of maintenance and identification of common

maintenance problems. There were two main categories of

respondents:

a. To personnel responsible for maintenance of the flats; and

b. Occupants of the flats.

Development of Physical Examination Procedure: An appropriate

procedure was developed based on study of inspection procedure for

certain institutions in The United Kingdom. Inspection sheets were then

designed for this purpose. Per this procedure the elements within the

buildings were given condition ratings to ascertain the general physical

state of the entire building.

Sampling: Various sampling techniques were used to get adequate

samples, representative of the entire population. Different sampling

techniques were used because the various elements within the

population exhibited peculiar characteristics which made one

technique more suitable than the other.

Filed Survey: A pilot survey was conducted first of all in order to test

the questionnaires; correct all ambiguities and add omitted aspects.

The actual field survey was then conducted to solicit data for analysis.

In addition to the questionnaire administration and physical

examination of the buildings, interviews were conducted with

individuals thought to have knowledge relevant to the study.

3.1 PRELIMINARY FIELD SURVEY

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Kumasi is the capital of the Ashanti Region of Ghana. Asouyeboah can

be found within the Kumasi Metropolis. Its population as at the

beginning of the year 2008 stood at 36,167 (source; Ghana Statistical

Service). Asuoyeboah has a housing stock of 1,358 houses,

accommodating 3,217 households (source; Population and Housing

Census- PHC 2000).

The SSNIT flats at Asuoyeboah consist of 23 blocks, 544 flats housing

an estimated 544 households. The 23 blocks of flats is made up of two

main types, the first consisting of 13 blocks being the old blocks (built

in year 1990) with an average of 30 apartments within each block

consisting of one-bedroom, two-bedroom and three- bedroom

apartments. The remaining 10 blocks are the new blocks of flats (built

in the year 2000) and contain 16, 2-bedroom apartments each. The

occupants of these flats range from workers of Government and Non-

Governmental organizations to private individuals who have either

purchased or are renting them (source; SSNIT Estate Department).

Maintenance of the flats is managed by a four-man estate team in the

Area Office of SSNIT in Kumasi headed by an Estate Manager.

3.2 SAMPLING

The sampling methods used were cluster sampling for the

administration of questionnaire to occupants of the flats and

judgmental sampling for administration of questionnaire to personal

responsible for maintenance. The entire population (complete

census) comprising all the blocks within estate was however used

during physical examination of the buildings.

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Cluster Sampling: The entire flats were divided into 23 clusters

each block representing a cluster because there are 23 blocks at the

flats.

Judgmental sampling: Based on preliminary survey only the Estate

Manager was used as a respondent. This was because all other

personal lacked knowledge of critical information needed for the study.

This was due to factors such their general understanding of

maintenance, their level of education and the extent of their

involvement in the management of maintenance at the flats.

Complete Census: The entire population was used in the physical

examination of the buildings. This was because the number of

buildings (blocks) which is 23 was thought not to be too much to

warrant any sampling.

3.2.1 Determination of Sample Size

For the questionnaire administration to personnel responsible for

maintenance of the flats (Judgmental sampling) one (1) respondent

was chosen from these officials; for the physical examination

(complete census) Twenty Three (23) buildings being the entire

number of blocks at the flats was used. However for questionnaire

administration to occupants of the flats (cluster sampling) sample size

was determined using the Kish Formula recommended by Kish Leslie,

(1965).The computation is as flows:

n = n' ∕ (1+ n' ∕ N)

n' = S2 ∕ V2

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Where,

n = Sample size

N = Total number of Apartments at SSNIT Flats, Asuoyeboah (544

flats)

V= The desired level of precision ±5%= (0.05)

S2= Max standard development of population element (using max

variability of p=.5 at confidence level of 95%)

p= the proportion of population elements that belong to the defined

class.

S2= P (1- P)

=0.5(1-0.5)

= 0.25

n'=S2 ∕ V2

0.25 ∕ 0.052

= 100

N = n' ∕ (1+n' ∕ N)

= 100

(1+ 100 ∕ 544)

= 84.47

= 85

Adjustment:

Based on review on similar research notably by Akatse John(2006) and

Bilal Nurudeen (2007) which had response rate of about 80%, an

assumption of 80% response rate was made; meaning 20 %( 0.2) were

likely not to respond to questionnaires. As a result the sample size will

be multiplied by a factor of 1.2 to cater for the likelihood of non -

response.

85×1.2

=102

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3.3 QUESTIONNAIRE ADMINISTRATION

Based on the number of questionnaire required to be distributed as

determined in 3.2.1, the appropriate allocation to the various

elements within the population(s) was computed and is shown in this

section.

3.3.1 Official Responsible for Maintenance:

A questionnaire was given to the Estate Manager at the SSNIT Area

office in Kumasi.

3.3.2 Occupants of Flats

The total number to be distributed to the occupants of the flats was

102 however there are too main categories of flats. These are the new

blocks and the old blocks. The computation of the appropriate

allocation of the 102 questionnaires to residents in the old blocks and

new blocks is shown respectively below:

Total number distributed to apartments in old blocks of flats

Sample size (n) x Number of flats in old block

Population (N)

= 102 x 384

544

= 72 respondents/ apartments

Total number distributed to apartments in new block

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Sample size (n) x Number of flats in old block

Population (N)

= 102 x 160

544

= 30 respondents/ apartments

OLD BLOCKS

There is an average of 30 apartments in each block in the old block of

flats and therefore 3 blocks were picked out of the 13 blocks to

achieve the distribution of questionnaires to the 72 respondents

(apartments) allocated for that section. The three flats were chosen

through randomly selected chits labelled from 1 to 13. Blocks 3, 7 and

10 were picked and per the procedure for cluster sampling,

questionnaires were distributed to every occupant within the three

blocks (3, 7 and 10).

NEW BLOCKS

There are 16 apartments in each block in the new block of flats and

therefore 2 blocks were picked out of the 10 blocks (block14 to 23) to

achieve the distribution of questionnaires to the 30 respondents

(apartments) allocated for that section. The two flats were chosen

through randomly selected chits labelled from 14 to 23. Blocks 16 and

20 were picked and per the procedure for cluster sampling,

questionnaires were distributed to every occupant within the two

blocks (16 and 20)

3.4 PHYSICAL EXAMINATION PROCEDURE

Each of the 23 blocks was carefully examined; defects noticed on each

element documented and photographed. The elements examined

were the:

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1. Foundation;

2. Floors;

3. Walls;

4. Windows;

5. Doors;

6. Plumbing installation;

7. Electrical installation;

8. Roof; and

9. Immediate external areas.

Based on the condition rating adapted by East Sussex County

Council (United Kingdom) in their corporate building maintenance

policy, the condition of each of the elements was rated as in Table

3.0.

A Good Performing as intended and operating efficiently

B Satisfactor

y

Performing as intended but showing minor

deterioration

C Poor Showing major defects and/or not operating as

intended

D Bad Life expired and/or serious risk of imminent failure

Table 3.0: Condition Rating for Building Inspection

Source: East Sussex County Council, Corporate Building Maintenance

Policy, Strategy & Resources - www.eastsussex.gov.uk

BIBLIOGRAPHY

BOOKS AND JOURNALS

Afrane, S. (1999), “Building maintenance in Ghana: analysis of

problems, practices and policy perspectives”, Final Report submitted to

the World Bank under the Universities Research Fund Programme of

35 | P a g e


the Ministry of Education, Accra,

Afrane S (2002), Maintenance of residential Building in Ghana; Analysis of problems, causes and policy interventions. Journal of Applied Science and Technology, Volume 7.

A.M Sowden et al. (1990), The maintenance of Brick and stone masonry structures. E and F. N SPOH

British Standards Institute, BS 3811:1984.

Building Research Establishment (BRE) ,Failure Patterns and implications, Digest 176 (1975).

George T. Hall (1984), Revision notes on building maintenance. Macmillan Press Ltd

Israel, Glenn D (1992). Determining Sample size. Program Evaluation and Organizational Development, IFAS, University of Florida. PEOD-6. October.

Ivor H. Seeley (1993), Building Maintenance (2nd Edition). Macmillan

Press Ltd.

James Douglas (2002), Building Adaptation. Butterworth Heinemann.

Kangwa, J., Olubodun, F (1999), "The jigsaw puzzle of housing disrepair in the owner-occupied sector: searching for the missing piece", RICS Research, Cutting Edge Conference, RICS 1999, London.

Kish, Leslie (1965), Survey Sampling. John Wiley and Sons, Inc.

Lee How Son and George C. S Yuen (1993), Building Maintenance

Technology ( 3RD Edition). Macmillan Press Ltd

Miles, D. and P. Syagga (1987), Building Maintenance: A Management Manual. Intermediate Technology Publications.

Reginald Lee (1987), Building Maintenance Management (3rd

Edition). BSP Professional Books.

36 | P a g e


R. Chudley (1981), The Maintenance and adaptation of buildings.

Paintmakers Association.

Smith R G (1993), Maintenance of Low cost Buildings, Overseas

Building Note, Building Research Establishment 013H200 Gatston, BRE.

Speight and G. Stone (1982), The law of defective premises, Pitman.

Syagga P. M and Aligula E (1993), Nairobi housing condition survey:

report for the University of Nairobi and the Building Research

Establishment (BRE), Garston.

THESIS

John Akatse (2006), An investigation into the factors inhibiting the

effective maintenance of public buildings-Case study: KNUST staff

bungalows. Unpublished Bsc. Thesis, Department of Building

Technology, KNUST, Kumasi.

Nurudeen Bilal (2007), Maintenace of Public Buildings: A case study

of some selected public structures in the New Juabeng Municipality-

Koforidua. Unpublished Bsc. Thesis, Department of Building

Technology, KNUST, Kumasi.

Seg-Ib Sylvester Mwinbeyiire (2007), Factors causing lack of

maintenance: Wa Regional Hospital. Unpublished Bsc. Thesis,

Department of Building Technology, KNUST, Kumasi.

WEB DOCUMENTS

Building Maintenance Information Ltd

http://www.ukdata.com/creditreports/viewcompanyDetails.do ?

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http://www.ukdata.com/creditreports/viewcompanyDetails.do%20?%20%20%0D(viewed


(viewed 20th January 2008)

East Sussex County Council

Corporate Building Maintenance Policy, Strategy & Resources

http://www.eastssex.gov.uk (viewed 1st February2008)

Ghanaian Culture:

http:www.wikipedia.org/wiki/culture_of_Ghana.html (viewed 23rd

February 2008)

Housing Development Board (HDB)-Singapore:

http://en.wikepedia.org/wiki/Housing_and_Development_Board.

(viewed 22th January2008)

Land and Property Markets in Ghana

http://www.intlhc.org/wuf/land_property_ghana.pdf

Public Housing in Singapore - Functions of HDB:

http://www.unpan1.un.org/intradoc/groups/public/documents/APCITY/

UNPAN003582.pdf. (viewed 1st February2008)

Questionnaire on sustainable building in Europe–Finland:

http.w.w.w.ymparisto.fi (viewed 23rd February 2008)

The urgency of building maintenance management in South

Africa with specific reference to low cost housing:

http://www.rics.org/NR/rdonlyres/4363A464-064B-4461-9C45-

FDFF8B772874/0/

urgency_of_building_maintenance_management_19970101.pdf. (viewd

23rd February 2008)

38 | P a g e

http://www.rics.org/NR/rdonlyres/4363A464-064B-4461-9C45-FDFF8B772874/0/urgency_of_building_maintenance_management_19970101.pdf



http://www.unpan1.un.org/intradoc/groups/public/documents/APCITY/UNPAN003582.pdf

http://www.unpan1.un.org/intradoc/groups/public/documents/APCITY/UNPAN003582.pdf

http://en.wikepedia.org/wiki/Housing_and_Development_Board

http://www.ukdata.com/creditreports/viewcompanyDetails.do%20?%20%20%0D(viewed


Habitat for Ghana:

http://www.habitat.org/intl/ame/79.aspx.(viewed 23rd March 2008)

39 | P a g e

http://www.habitat.org/intl/ame/79.aspx.(viewed

all chapters

Documents

lack of maintenance

asuoyeboah ssnit flats

improvement of maintenance

maintenance p

residential flats

poor maintenance culture

main objective of maintenance

residential units