Course of Study5. Maintenance Management

Assessing Maintenance NeedsFinding the Actual ProblemsPreparing a Maintenance Plan

Maintenance ManagementIt is the act of keeping something in good condition by checking or repairing it regularlyThe types of maintenance at any property can be grouped under a variety of labels such as:

Routine MaintenancePreventive MaintenanceGuestroom MaintenanceScheduled MaintenanceEmergency and Breakdown MaintenanceContract Maintenance

Maintenance ManagementRoutine Maintenance:It pertains to the general upkeep of the property, recurs on a regular basis and requires relativley minimal skill or training to perform, e.g. grass cutting, leaf raking, snow shoveling, carpet and floor cleaningPreventive Maintenance (PM):PM on equipment is generally performed using manufacturers’ information concerning maintenance needs as a guideline. It requires good mechanical knowledge and common sense

Maintenance ManagementGuestroom Maintenance:It is a form of preventive maintenance and it involves the inspection of the operations of a number of items in the guestroom, e.g. minor lubrications of doors and repair of obvious small problems

Maintenance ManagementScheduled Maintenance:It may require that major pieces of equipment be removed from service for several hours or daysAt the sometime the needed repair may be rather costly and may be performed by contract service personnel, e.g. the repair of a leaking piece of refrigerant piping in a rooftop air conditioning unit, de-scaling boilers and water heaters. Hence, it requires advance planning, specialized tools and equipments and high levels of coordination between departments

Maintenance ManagementEmergency and Breakdown Maintenance:•They are those which either have an immediate revenue effect (OOO) or are likely to have a revenue effect if allowed to continue (poorly operating food service refrigeration system will not chill the food)•They are costly for the operation because:•Premium charge•Traditional parts become useless•Other costs associated with their solution e.g. a leaking pipe may also damage walls and ceilings

Maintenance ManagementContract Maintenance:•At all properties, the maintenance effort is a mix of in-house and contract activities•Contract maintenance activities are undertaken for a variety of reasons, such as:•Minimize staff on the payroll•Special tools or licenses are required to perform •A temporary staff shortage•A need to deal with emergencies•The complexity of the task is beyond the skills of staff

•E.g. elevator maintenance, window cleaning, kitchen duct cleaning, pesticide application, etc.

Finding the Actual Problem Effective maintenance management examines the role of maintenance in minimizing the risk of safety or environmental incidents, advance publicity, and loss of profitability.In order to reduce the risk reducing tools, it explains their applicability to specific situations and enables to select the tools that best fits the requirement

Finding the Actual Problem Maintenance can mean different things to different peopleSenior managers and accountants see maintenance as a cost burden that should be minimizedAt the working level, maintenance refers to a set of preventive, corrective or breakdown rectification activities. Some classify it as pro-active work or predictive activity

Preparing a Maintenance planOne of the most important aspect in maintenance management is developing a good plan to guide operations within the organisationOrganisation should develop long range strategies and one-year maintenance work plans to implement those strategiesThe one-year plan should be developed after the respective budget has been determinedThe plan should be a result of analyzing historical quantities of work performed and the resulting level of serviceInformation on quantities of work performed can be found in the Maintenance Mgmt. Information system

Preparing a Maintenance planPlan Format: The plan of the format can be tailored to fit the organisation. However, the following items should be considered:Construction: The major construction should be assessed and as per that the budget should be allocated, e.g. room/outlet expansion, new avenues, recreation centers, swimming pool, race course, etc.Rehabilitation or resurfacing: Maintenance needed to prepare roads scheduled for rehabilitation and/ or preventive maintenance should be determined and planned. Work such as base repairs, inlay, edge repairs, should be performed in advance to ensure proper curing and performance analysis before resurfacing

Preparing a Maintenance planSpecial Priority Items:Items that are given special priority should be emphasized, such as the maintenance plan in the public area, guestroom area, garden, etc. which directly impacts the businessLabor Intensive Activities:These activities should be analyzed to determine if more cost effective measures can be performed.Section Plan:The maintenance plan should start at each department and finally combined to determine the actual plan

Personnel Management in Maintenance Key concerns in the management of maintenance department personnel include job qualifications, on the job supervision and employees productivityManagement personnel for the engineering department will need to have some level of mechanical and electrical skillThe smaller the property, the more the engineering mgr. will have a ‘hands on’ role with regard to maintenanceLine staff in maintenance require broad skills in maintenance in the smaller propertyAn employee training program will continue the process of skills improvement in maintenance, enhance overall job safety and create a conducive working environment