Finance & Physical Infrastructure

14 benchmarks of which 6 are of concern to facilities managers :Strategic asset managementRecurrent maintenance fundingFacilities maintenance backlogSpace managementCentral teaching space usage and effectivenessLarge equipment utilisation

Facilities & Services at ECU

Fixed Plant & Equipment ContractSituation: To be addressed:Little to no preventative maintenance No record of maintenanceAd hoc contract arrangementsInefficient delivery of maintenanceLack of preventative maintenance planning

Facilities & Services at ECU

Fixed Plant & Equipment ContractStructure Prior to ContractOperations ManagerTechnical SupportChurchlandsMaint. Officer (Elec)Electrician 1Carpenter2Fitter1Trades Assistant 1Mt LawleyMaint. Officer (Elec)Electrician1 Carpenter2Fitter2Trades Assistant1

JoondalupMaint. Officer (Fit)Electrician1Carpenter1

Facilities & Services at ECU

Fixed Plant & Equipment ContractTherefore Aim To provide:Improved service quality & efficiency Improved plant reliabilityImproved plant & equipment lifeImproved maintenance planningImproved information

Facilities & Services at ECU

Fixed Plant & Equipment ContractByProviding quality:Preventative CorrectiveBreakdown& Planned MaintenanceRisk Sharing arrangement

Facilities & Services at ECU

Fixed Plant & Equipment ContractMethodologyReview of current practice at other UniversitiesDelivered inhousePart inhouse Part contract (formal or ad hoc)Contract

Facilities & Services at ECU

Fixed Plant & Equipment ContractSelected Methodology

Contract Based on:DefenceSimilar to:University of NSW

Facilities & Services at ECU

Fixed Plant & Equipment ContractNature of ContractSingle contract for all campuses for all:Fixed Plant & EquipmentAssociated Electrical ServicesAssociated BMS ControlsWater Treatment

Facilities & Services at ECU

Fixed Plant & Equipment ContractSolution: Seen as:Outsourcing preventative maintenance planning Totally outsourcing delivery of maintenance to one contractor (Provide variability)Fixed price for a five year periodUse our system (FMMS) for recording dataRisk share with the contractor

Facilities & Services at ECU

Fixed Plant & Equipment ContractContracting ProcessConsultant Selected, Sinclair Knight MerzExpressions of interest from industrySelected four to tender(Asset Services, Haden, TAM & Transfield)Required six buildings to be sampledData entered into FMMSPriced the six & extrapolated

Facilities & Services at ECU

Fixed Plant & Equipment ContractPhasing of the ContractStage one (eight weeks)Collect data & enter into FMMSStage two (three years + two)Maintain all FP&EAnnual condition audit Maintain FMMS & report monthlyRWL $5,000

Facilities & Services at ECU

Fixed Plant & Equipment ContractWorking arrangementsECU maintains a call centre for all calls(24 hour call to 9400 5554)Call centre directs call to relevant campus printer(Soft copy to Assets)Assets provide feedback directly into FMMSAssets provide monthly performance reports

Facilities & Services at ECU

Fixed Plant & Equipment ContractFacility Maintenance Management System(FMMS) Planning tool for preventative maintenance Logs all maintenance calls Hierarchical system Records performance and costs

Facilities & Services at ECU

Fixed Plant & Equipment ContractChange Management Process: Operations ManagerTechnical SupportChurchlandsMaint. Officer Electrician CarpenterMt LawleyMaint. OfficerFitterCarpenter

JoondalupMaint. Officer ElectricianCarpenter

Contract

Facilities & Services at ECU

Fixed Plant & Equipment ContractContractor Arrangements: Contract ManagerMaintenance Planner JoondalupChurchlandsRefrig Mech.

Mt LawleyRefrig Mech.

JoondalupRefrig. MechContract Supervisor ResourcesRefrig. MechsFittersElectriciansSub ContractsECU Contract Manager

Facilities & Services at ECU

Fixed Plant & Equipment ContractContract KPIsBreakdown/Corrective

Chart1

9459

10639

11465

8535

54Sep

52Oct

67Nov

25Dec

101Jan

80Feb

77Mar

36Apr

Yr 1

Yr 2

Breakdown Jobs

Sheet1

Breakdown Jobs

MayJunJulAugSepOctNovDecJanFebMarApr

Yr 1941061148554526725101807736

Yr 259396535

Sheet2

Sheet3

Sheet4

Sheet5

Sheet6

Sheet7

Sheet8

Sheet9

Sheet10

Facilities & Services at ECU

Fixed Plant & Equipment ContractCorrective as a % of Total Jobs

Chart1

9459

10639

11465

8535

54Sep

52Oct

67Nov

25Dec

101Jan

80Feb

77Mar

36Apr

Yr 1

Yr 2

Breakdown Jobs

Chart2

1461

1254

729

3861

50Sep

71Oct

73Nov

80Dec

46Jan

62Feb

59Mar

67Apr

Yr 1

Yr 2

Corrective as %

Sheet1

Breakdown Jobs

MayJunJulAugSepOctNovDecJanFebMarApr

Yr 1941061148554526725101807736

Yr 259396535

Corrective as %

MayJunJulAugSepOctNovDecJanFebMarApr

Yr 114127385071738046625967

Yr 261542961

Sheet2

Sheet3

Sheet4

Sheet5

Sheet6

Sheet7

Sheet8

Sheet9

Sheet10

Facilities & Services at ECU

Fixed Plant & Equipment ContractCategory cost of Maintenance

Code

Break

Correct

Prev

Total 1/3-31/3

Works previous months

Total for month

Total YTD

INSP

0

$138

0

$138

0

$138

$6,073

INST

0

0

0

0

$4,341

$4,341

$21,952

MOD

0

$702

0

$702

$1,512

$2,214

$34,455

REP

$7,527

$6,375

0

$13,902

$10,943

$24,845

$286,118

SECA

0

0

0

0

0

0

$140

SERV

0

$276

$7,948

$8,223

$2,152

$10,376

$146,903

WARR

0

0

0

0

0

0

$46

Totals

$7,527

$7,491

$7,948

$22,955

$18,948

$41,914

$495,687

Facilities & Services at ECU

Fixed Plant & Equipment ContractCompletion Time by Priority

P2 = Urgent R&R in 24hrs P3 = Operational 7 w/daysP1 = 1 hr R & 24 hr R

Chart1

459

172

Complies

Not Complying

Priority

Job Count

Compliance by Priority for Month

Sheet1

Priority 2Priority 3

Complies4517

Not Complying92

Sheet2

Sheet3

Sheet4

Sheet5

Sheet6

Sheet7

Sheet8

Sheet9

Sheet10

Facilities & Services at ECU

Fixed Plant & Equipment ContractMaintenance Costs $/M2

Chart2

0.2484774665

0.267053701

0.1680876979

0.3108108108

0.3288672351

0.0421686747

0.1403817915

0.1488862837

0.2662090008

0.0586245772

Cost/m2

Building No

$/m2

Mech Maint Cost/m2For March 02

Chart1

459

172

Complies

Not Complying

Priority

Job Count

Compliance by Priority for Month

Sheet1

Priority 2Priority 3

Complies4517

Not Complying92

BuildingCH-B-001CH-B-002CH-B-003CH-B-004CH-B-005CH-B-006CH-B-007CH-B-008CH-B-009CH-B-010

Cost/m2$0.25$0.27$0.17$0.31$0.33$0.04$0.14$0.15$0.27$0.06

Area8212067821148821830340585313111774

Cost2045521384627035478127349104

Sheet1

0

0

0

0

0

0

0

0

0

0

Cost/m2

Building No

$/m2

Mech Maint Cost/m2For March 02

Sheet2

Sheet3

Sheet4

Sheet5

Sheet6

Sheet7

Sheet8

Sheet9

Sheet10

Facilities & Services at ECU

Fixed Plant & Equipment ContractRepetitive Repairs

Oct

Nov

Dec

Jan

Feb

Mar

CH-B-001-SV-AC PK02

Package Unit AC2 (Roof)

2

2

3

CH-B-002-SV-AC BL01

Boiler A/C Heating (Roof Plantroom)

2

CH-B-001-SV-AC PK02

Package Unit AC2 (Roof)

2

3

3

Displays items for which there have been more than 1 repair in any given month over a one year period

The month does not display if there are no jobs in that period

Note: does not include Cancelled jobs (Status = CA or CC)

Facilities & Services at ECU

Fixed Plant & Equipment ContractCondition Audits Access data base set up to capture asset condition audit information AAPPA descriptors adopted for the audit Reports still being developed Outcomes to be loaded into FMMS for tracking purposes.

Facilities & Services at ECU

Fixed Plant & Equipment Contract Condition Audits

Facilities & Services at ECU

Fixed Plant & Equipment Contract

Facilities & Services at ECU

Fixed Plant & Equipment Contract

Facilities & Services at ECU

Fixed Plant & Equipment Contract

Facilities & Services at ECU

Fixed Plant & Equipment ContractContract AuditOne year into contract an independent auditor appointed to:Confirm maintenance outcomesConfirm compliance with accepted PM schedulesReview adequacy of reportingConfirm testing of plant and equipment satisfactoryReview BMS maintenance for performanceThe Audit is to indicate whether the contractor is performing the work to achieve continuous cost effective operation

Facilities & Services at ECU

Fixed Plant & Equipment ContractAudit findings The maintenance is of a satisfactory levelThere is room for significant improvementShortfalls in planning and delivery including non -compliance with Statutory RegsNo vibration analysis or thermal imaging carried out

Facilities & Services at ECU

Fixed Plant & Equipment ContractIn SummaryLessons:Change management issues time consuming Stage 1 IT issues significant (ECU policies)Transition period under estimated (contractor) Controls maintenance under estimated by contractor Significant benefit in doing it your way

Facilities & Services at ECU

Fixed Plant & Equipment ContractIn SummaryOne year on:Greatly improved preventative maintenance Greatly improved reportingImproved understanding of maintenance expenditure Improved response times to customer requests Ability to demonstrate compliance with statutory requirements

Facilities & Services at ECU

Any Questions ?Would we do it again ?Yes we would

Note structure to all intents and purposes is a zone structureMulti discipline trade teamsConsistency of delivery an issueCultural inertia for status quoCampus planning impacted by our campus consolidation