Introduction
Idisis recently worked on a project that stepped outside the traditional boundaries of Preventive Maintenance but utilized the base business concepts and technologies to manage contractual building maintenance referred to as “Facility Management Agreements” (FMA’s).
The FMA’s represent a predetermined list of maintenance items that are performed in a building based on pre-defined contractual terms, maintenance levels and budget allocations.
The Facilities Management program was developed to achieve the following goals:
- to ensure effective use of maintenance dollars
- to ensure that school buildings are more efficiently and effectively maintained
- to ensure that tradesmen are in the schools on a regular basis
- to increase the confidence of schools in Facilities Maintenance and the services that they provide
- to improve energy conservation
Project Background
Industry: Public School District
Building sites: 236
Open Schools: 195
Students: Approximately 79,000
Space leased to other organizations: 25,000 m2
Yearly service requests: 26,000
Current Project Phase: Phase I – Service Desk, On Demand Work Management, Preventive Maintenance and Facility Management Agreements
Maintenance & Service Model
A number of services within the School District, such as building maintenance, educational consulting, and technology support, are provided by internal cost recovery units. These units do not receive a budget allocation but rather generate their revenue by charging the requester for labour, materials and services provided. From the School’s perspective, this allows for greater control of how their dollars are spent and prioritized on maintenance and other services. This also allows service providers to staff to appropriate levels and makes them accountable directly to the service requester.
Understanding the FMA Levels
There are three levels within the Facility Management Agreement program:
Level 0 – Mandatory/Regulatory Items
Mandatory maintenance to ensure regulatory requirements are met.
Level 1 – Basic Maintenance
- Essential services
- Legal requirements
- Best practices
- Economic feasibility
- Government regulated inspections
- Repair of critical equipment
- Security monitoring
- Snow removal trades personnel
Level 2 – Enhanced Maintenance
This level was designed with the ultimate goal of ensuring the best possible use of a schools maintenance dollars. Level 2 was designed to include all items in Level 1, plus:
- Ceilings, floors, walls
- Interior lighting (ballasts)
- Locker and partition repair (routine wear)
- Plugged drains and sewers
- Public address systems
- Access to carpet cleaning (once every 3 years)
- Custodial mentoring (3 year rotational basis)
- Crime Prevention through Environmental Design (CPTED) audits (3 year rotational basis)
- Insurance claim assessments (3 year rotational basis)
Solution Overview
Product: ARCHIBUS Web Central
Module: Preventive Maintenance for Web Central (an ARCHIBUS “Activity”)
Additional: Idisis Web Central Development: Facility Management Agreement Utility
Basic Workflow
Basic Workflow
The ARCHIBUS Web Central Preventive Maintenance (PM) Activity is utilized to generate scheduled maintenance as per the FMA contracts. FMA’s are specific group of work items that take place for each school based on the FMA Level the school chooses to sign up for.
Once the PM’s are generated they are handled by a standard work management process and handed over to each shop for processing and work. The Shops then manage the PM’s through the standard ARCHIBUS On Demand work management process. Once work is complete, the work items are updated to reflect time and materials spent against each PM work request. The district has a trusted in hosue General Ledger (GL) application that interfaces with their PeopleSoft Financials system. The costs are handed off to the trusted GL system for work order billing and purchase order reconciliation.
Another aspect of the project is tracking an annual FMA Budget Allocation and a General Maintenance Budget Allocation for each school. As with any project/contract based process it is important to understand both committed dollars and actual expended dollars. In order to accomplish this reporting Idisis utilized the ARCHIBUS Capital Budgeting Activity coupled with ARCHIBUS’ Project Management Activity.
Projects are entered which represent FMA contracts for each school as well as the annual budget allocation (FMA Contract Amount). The budget allocations are then compared to the total costs reported through the work management process providing “where are we” analysis of both finance and work performed.
