Facilities Management A - Process Maps (PM)

Facilities Management comprises many processes. For present purposes, this document is concerned with the maintenance aspect of facilities management and outlines the following processes:-

Plan Maintenance including identification of the assets to be maintained, maintenance actions required and the scheduling of those actions.
Monitor Condition; in this case strictly the assessment of condition from visual inspection, the recording of condition and the determination of maintenance requirement from the condition assessment.
Do Maintenance including work order creation and execution.
Record Maintenance.

For present purposes, an asset may be considered as something which contributes to the value of the organization that owns it and consequently may, or may not, be subject to maintenance requirements. For the purpose of this process, it is assumed that only assets to be maintained are in scope.
Much of the information required by maintenance applications is available from the design and installation stages of a project.

Process Overview

Id	Task	Name	Description	Process Stage(s)

1	Sub-Process (collapsed)	Plan Maintenance	Operation and maintenance(9)
2	Sub-Process (collapsed)	Monitor Condition	Operation and maintenance(9)
3	Sub-Process (collapsed)	Do Maintenance	Operation and maintenance(9)
4	Task	Record Maintenance	Operation and maintenance(9)

Role Overview

The primary roles shown in the process model diagram (as "swimlanes") are defined as:

Building Information Model
Equipment Supplier
External Body
Facilities Management

Exchange Requirements

The following Exchange Requirements describe the information need in the activities identified in this Process Map.

Name	Description
er_exchange_maintenance_plan	Planning of maintenance actions by interval
er_exchange_maintenance_schedule	Scheduling maintenance actions in time
er_exchange_maintenance_work_order	to be done
er_exchange_maintenance_record	to be done
er_exchange_condition_data	to be done

Process Descriptions

In this section, all of the processes shown in the diagram above are described.

Plan Maintenance - ID:1

Type	Sub-Process (collapsed)
Name	Plan Maintenance
Documentation	This process is concerned with acquiring sufficient information to enable planning and scheduling of the maintenance to be undertaken. Maintenance planning can encompass: periodic maintenance requirements that can be discovered from data available during the design and construction phases; maintenance requirements determined from condition monitoring and assessment where the need for maintenance is not immediately urgent and can be included within a planned requirement; maintenance requirements determined from demand requirements where the need for maintenance is not immediately urgent and can be included within a planned requirement; Inclusion of condition and demand requirements would normally be on the basis that work can be scheduled to occur at the same time as a periodic maintenance activity on the same or an adjacent asset. Where condition or demand maintenance is considered to be urgent, it can still be dealt with directly by issuing a work order (see Do Maintenance). Using the identities of equipment requiring maintenance from the asset register, the scope of this process is to identify the required planned maintenance actions at an early stage and to prepare scheduled work orders from which individual work orders can be derived as work is required. The generation of actual work orders and the carrying out of maintenance actions is outside the scope of this process. The need to provide information from a maintenance system to a financial system is encompassed within this process. This is through the ability to specify a cost for the scheduled work order (which will be the estimated cost of carrying out work against a derived work order and not the actual cost resulting from the work undertaken against that work order). Planned maintenance is undertaken on the basis of actions being carried out on assets at known points in time. This may be by definition of a set period between maintenance activities or by planning required condition or demand maintenance at some known future point. Maintenance plans can be established for the various assets and, from these, scheduled work orders can be specified which set out the criteria for the work to be done including identification of labor, tools and consumables requirements, time allowances, budgets etc. Process Scope: Identify Assets To Be Maintained Identify Maintenance Action Assign Action To Asset Prepare Scheduled Work Order Schedule Maintenance

Monitor Condition - ID:2

Type	Sub-Process (collapsed)
Name	Monitor Condition
Documentation	This process is concerned with determining if the current condition of an asset is such that it requires maintenance in order to bring it to a required level of operating efficiency. There are three possible scenarios that may result from monitoring the condition of an asset: 1 Maintenance is required in which case the work may be either - -- sufficiently urgent as to warrant the issue of a demand work order -- able to be carried out at some planned future point at which time work will be undertaken on the asset anyway or an adjacent asset. 2 The condition of the asset is such that it requires replacement in which case the work requirement may be subject to a project requirement. 3 Condition is satisfactory in which case no maintenance is currently required. Monitoring the condition of an asset may be undertaken in two ways: 1 Instrumentation is in place that enables operating parameters to be continuously monitored; the parameters being selected such that they indicate the current condition of the asset (e.g. vibration). Where condition is continuously monitored, the point at which maintenance will be required will be determined by the values of the parameters being monitored exceeding a given value. 2 Condition of the asset is periodically monitored by inspection that may be either visual, carried out with the assistance of instruments or a combination. Where condition is periodically monitored, the point at which an inspection takes place may be determined either by - -- A planned program of inspection, the inspection itself being considered to be part of a planned maintenance regime and subject to the issue of a work order. -- A fault report being generated by a user of the asset, the fault needing to be inspected to determine its cause and whether maintenance is required. Process Scope iz: - Assess Condition (by inspection) - Report Condition - Determine Maintenance Requirement

Do Maintenance - ID:3

Type	Sub-Process (collapsed)
Name	Do Maintenance
Documentation	The requirement is the actual creation and execution of a work order in response to a maintenance requirement. The requirement for maintenance may originate from various sources namely: - Planned (within the planned preventive maintenance system). In this case, the resulting work order is an instance of a Master Work Order that is defined as a result of a previous process. - Condition. This is similar in nature to the planned maintenance action in that the work order may be an instance of a Master Work Order. However, the execution of the work order is the result of the asset having reached a certain condition through usage or it having been operated for a set amount of runtime (as opposed to calendar time). Therefore, whilst the maintenance action may be planned, it may not be possible to associate it with a planned maintenance schedule. Issuing of the work order is as the result of inspection of condition or knowledge of parameters determining condition through instrumentation (e.g. vibration analysis indicating the condition of bearings). - Demand. A demand maintenance action is carried out in response to a request for action from the users of the facility or from the occurrence of an unplanned event(s) affecting the satisfactory normal operation of the facility. Frequently, demand maintenance is executed through a Helpdesk facility which takes the request, logs it, ensures that it generates a required maintenance action and issues the necessary work order for the action. It is necessary to be concerned with each of these types of work order since each plays a part in the establishment and operation of an engineering maintenance regime. Demand maintenance may be responsible for over 50% of the calls made on the maintenance capability. The result of carrying out work orders is that the life of the asset is extended since the objective of maintenance is to return it to an optimal operating condition. Additional benefits occur from the information which is acquired whilst executing the work order. These include information for: - maintenance history so that long term analysis and decision making is supported (see separate process); - better control of spares; - assessment of staff performance through time sheet provision and logging of time against work orders (which may be particularly relevant when using external maintenance contractors). Process Scope: - Receive Fault Report - Carry Out Inspection - Decide on Maintenance/ Small Works or Refurbishment - Generate Work Order - Assign Work Order - Execute Work Order - Quality Control Maintenance work is carried out against an instruction that is known as a work order. The work order may be required as a result of one or more of the following: 1. Planned Preventive Maintenance designated by a Master Work Order; 2. Report of condition of an asset following an inspection. 3. Report of condition of an asset through provision of readings from instrumentation. 4. Fault Report The key factors in the process are the generation, assignment and execution of the work order. If the work order results from a fault report, there are prior activities involved in receiving and recording the report and possible inspection of the fault to determine the required work. Inspection may also be appropriate in certain condition based maintenance activities. A number of legal and organizational constraints may apply to the completion of a work order. Since maintenance can occur on any type of site, the range of constraints needs to be understood. For instance, in a high security establishment, access may only be permitted at certain times and in accordance with certain rules. On an industrial site, the presence of hazardous substances may require that particular precautions are taken when doing work. The process identified below is preceded by the necessity to identify assets and, in the case of Planned Preventive Maintenance, by the definition of Master Work Orders and the scheduling of maintenance work.

Record Maintenance - ID:4

Type	Task
Name	Record Maintenance
Documentation	Records the results of maintenance actions completed.

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