2020 Facilities Operations and Maintenance Best Management Practices

Facilities Operations and Maintenance Best Management Practices require the integration of People, Process, Information, and Technology.

The O&M function may be staffed entirely with in-house personnel, completely contracted out, or a combination of the two to best meet the needs of the entire organization. To assure proper oversight and retention of critical domain expertise, a combination of internal and external resources is likely optimal.

When planning, procuring, and delivering O&M services, existing LEAN methodologies have proven highly efficient. As repair, renovation, maintenance, and minor new construction projects are numerous, ongoing, and total work requirement not always fully defined, indefinite-delivery, indefinite-quantity (IDIQ) contracts are most appropriate. More specifically, LEAN job order contracting is a form of IDIQ for accomplishing commonly encountered repair, renovation, sustainability, or minor new construction work done easily and quickly. LEAN job order contracting, LEAN JOC provides the facility owner with an on-call, fully vetted general or trade-specific contractor who is suited to carry out projects in a timely, quality, and cost effective manner, and with full financial transparency.

Measuring O&M performance is critical, as it it clearly impossible to manage what isn't being measured. There are multiple appropriate key performance indicators, KPIs, and other metrics that have proven effective. The level of deferred maintenance (DM) is a primary metric. DM is the cost of repair or maintenance projects that have not taken place during their required/schedule time period. Proper preventative or regular maintenance on building systems and equipment is critical to life-safety and other functional aspects as well as financial performance. More simply, DM is the repair backlog. A facility condition index, FCI, is a measure of the cost of DM divided by the current replacement cost of the building (or asset or system). Some organizations not that a Facility Condition Index: ?0-5% = Good , 5-10% = Fair,10-30% = Poor, Above 30% = Critical. That said, many public sector facilities operate in the 30% range. It's important that a functional index also be calculated and monitored. For example, a building may be in excellent physical condition, but not appropriately structure to serve the current needs of its occupants. Additional metrics include, but are not limted to: The number or percent of preventative or regularly scheduled maintenance tasks completed on time. The number of customer-generated service calls or work orders in a given time period. The ratio of preventative maintenance to repair (or reactive maintenance) work orders completed. Downtime measured as either the percent of time a system is not operating or available due to lack of maintenance and repairs or the amount of time a system is not operating or available. Cost per square foot (energy, janitorial or custodial services, general maintenance), cost per acre (grounds maintenance).

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