Preventive Maintenance and Shifting the Spending from Emergency to Planned
Q1. HOW DID YOU GET INTRODUCED TO PREVENTIVE MAINTENANCE?
It happened on an early Saturday morning, up in Michigan, when the temps were below freezing and one of our residence halls reported no heat. This was an Emergency and we called in our Mechanical Contractor. We had a compressor go out on a roof top unit and it was going to take a couple of days to get the compressor. Saturday, Sunday, Monday with no heat…really unacceptable.
Unfortunately, we were operating on a “if it ain’t broke don’t fix it” mentality, and we actually had a number of strategic partners very upset with us: primarily mechanical and roofers. They knew we were a disaster waiting to happen and were not spending our dollars cost effectively.
I was new to Facilities Management, and I had a lot to learn.
Q2. HOW DID YOU START TO GET THIS TURNED AROUND?
It started with EDUCATION. Talking with my mechanics then our contractors, and learning that proactive facilities management, rather than reactive, can save the college a lot of money.
I then needed buy in from my Boss and Campus Leadership (COO and CFO), because proactive management needs to be adequately funded.
We had an EMERGENCY/UNKNOWN pot of money and I started with that. The goal was to move most of the funding to PLANNED and a lesser amount to UNPLANNED (no matter how proactive you are something is just going to break when least expected).
Q3. CAN YOU GIVE US AN EXAMPLE OF PROACTIVE FACILITIES MANAGEMENT?
I have two good ones: Both on our Gymnasium Building; one is on a roof and the other on a roof top mechanical unit.
Roof Example: Our gymnasium was a big building and the existing roof was getting close to the 20 year expected life. We had leaks and the problem was it was leaking on the athletic wood floor below (used for basketball, volleyball and intramurals). The cost to replace this roof was over $400k and had been deferred for a couple of years already. Working with our roofing contractor, we prepared a Preventive Maintenance (PM) plan where we invested $20k each year to proactively service the roof and address areas of concern (before it leaked). This extended the life for about 5 years, so save for replacement.
Roof top unit example: On this same roof we had 3 LARGE RTUs that were near end of life and were about $200k each to replace. Again, working with our Mechanical Contractor, we prepared a Preventive Maintenance plan where we invested $30k each year to proactively service the RTUs and extend the useful life.
Q4. WAS IT DIFFICULT TO GET YOUR TEAM TO BUY INTO THIS PLAN?
There was some reeducation involved, but the team was quick to adopt. In fact, they used our work order system to create Preventive Maintenance Work Orders on all significant pieces of equipment. Some we could do in-house (belts and filters for example) and some we needed outside help (larger pieces of equipment).
Q5. WERE THERE ANY SURPRISES ON THIS ROAD?
YES, I learned that our electric utility paid incentives through rebates if you did preventive maintenance and improved the efficiency of the equipment. They even provided a “black box” to our contractors so they could measure equipment efficiency before and after the PM Service.
Q6. YOU WORKED AT 3 DIFFRENCE UNIVERSITIES. WERE THERE DIFFERENT PHILOSOPHIES ON PREVENTIVE MAINTENANCE?
Yes, for sure. I was a Facilities Director at two private colleges (Michigan and Florida) and one Florida state college (1 of 28). The culture and the funding were two big factors. When I joined the state college they were way down the PM road and were very proactive. My role there was to develop it and get the process down electronically so it was standardized and sustainable. At the private colleges there was more development needed.
Q7. WHAT WOULD YOU RECOMMEND TO THOSE FACILITIES MANAGERS LISTENING IN?
First step is to evaluate where you are on the reactive – proactive spectrum. The way to do that is to look at where your maintenance funding is going. How much is unplanned and how much is planned? Then set goals to move some of that funding to PLANNED.
Q8. HOW CAN ETICA GROUP HELP?
Etica Group has a great team of design professionals who can assist with the development of a proactive preventive maintenance plan. The Roofing and Building Envelope Team at Etica Group are hands on technicians who understand both design and construction and can help prepare a preventive maintenance plan for your roofs.
Additionally, Etica Group has a full range of civil/site design professionals who understand underground utilities, pavements and drainage needs.
Step one is spending a day together to explore opportunities, following that time Etica Group will prepare a proposal with a menu of options for your consideration.
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