Facilities Management - Maintenance Policy and Definitions

Policy

Facilities Management receives a maintenance allowance each year from the University and allocates these funds according to greatest need. University maintenance funds are used to greatest advantage to achieve the greatest possible benefit for University buildings and infrastructure. Choosing between the many competing demands on these maintenance funds is a difficult and demanding task especially in a climate of increasing costs and decreasing funds. University funds are designed to cover the maintenance of the building fabric and services of all buildings or parts of buildings occupied by academic departments as well as the general distribution of services that form the campus infrastructure.

The maintenance of University investment properties is not covered by these funds and is administered by Accounting and Investment Services. Special arrangements exist for the maintenance of buildings or parts of buildings that are occupied by commercial organisations, or University departments or bodies who have a revenue-producing ability (refer to Special Maintenance Agreements).

Definitions

Maintenance	Maintenance is defined as the *restoring of an item to its original condition or to working order*. This can be achieved by repair, replacement of parts or total replacement of the item. Facilities Management makes the choice between these alternative measures based on practical and economic grounds.
Corrective Maintenance	Corrective maintenance can be defined as the *maintenance which is required when an item has failed or worn out, to bring it back to working order*. Corrective maintenance is carried out on all items where the consequences of failure or wearing out are not significant and the cost of corrective maintenance is not greater than preventative maintenance. Corrective maintenance may or may not be programmed.
Preventive Maintenance	Preventive maintenance is *maintenance which is carried out to prevent an item failing or wearing out* by providing systematic inspection, detection and prevention of incipient failure. Preventive maintenance is usually programmed. In line with Facilities Management's policy on obtaining the best value from the maintenance funds, preventative maintenance is carried out only on those items where a failure would have expensive or unacceptable consequences e.g. lifts, fire alarms, electricity supply and gas supply. Many of these items are also subject to a statutory requirement for inspection and preventive maintenance.
Routine maintenance	Day to day operational activities to keep the plant operating (viz: replacement of light bulbs, cleaning of drains, repairing leaks) which include preventive maintenance and form part of the annual operating budget.
Statutory maintenance	Maintenance that must be carried out to meet statutory requirements.
Deferred maintenance	Maintenance which is due to be carried out in the current financial year but which will not be carried out because of shortage of funds or unavailability of parts. Such maintenance should be added to the backlog of maintenance items awaiting attention.
Backlog maintenance	Maintenance which has not been carried out but which is necessary to prevent the deterioration of an asset or its function.
Cleaning	Reducing contamination to an acceptable degree.
Estimate	A cost amount given to the customer as a "ball park" figure to complete the work described. The goal is for the estimate to be within 25% of the quote or FINAL COST of the project.
Quote	A firm amount to be paid to the service provider to accomplish 1) the work shown on the approved plans or 2) an agreed scope of work.
Variation	A change in the original scope of work that will either increase or decrease the financial obligation of the customer or the time span of the project.

Date created:	March 1998	Approved by:	Manager, Operations & Maintenance
Previous edits:		Responsible:	Manager, Operations & Maintenance
Date for review:	2003	File ref:	F
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