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FACTORS AFFECTING FACILITY MAINTENANCE MANAGEMENT AUDTING IN SAUDI ARABIA

BY Al-Hammad,A. and AL-Zahrani A.,

College of Environmental Design, King Fahd University of Petroleum & Minerals, Dhahran, Saudi Arabia

CONTENTS
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INTRODUCTION OBJECTIVES RESEARCH METHODOLOGY FACTORS AFFECTING FACILITY MAINTENANCE STUDY SURVEY

ANALYSIS OF THE DATA

RESULTS OF THE STUDY CONCLUSIONS

INTRODUCTION
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Nowadays, many facilities owners in Saudi Arabia as well as in other countries visualize the importance of maintenance auditing for their facilities.
Through auditing, facility owners needs to know the status of their maintenance management systems:

whether they are organized in the right way to achieve their objectives or
whether some actions should be taken to improve their maintenance management approaches.
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INTRODUCTION
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Such auditing will help facilities owners measure and improve the effectiveness of their maintenance management systems.

However, facility owners often differ in their approach to making maintenance auditing for their facilities.

To unify the approach for such auditing, this paper aims at assessing the auditing factors, which are used by facility owners.
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OBJECTIVES OF THE STUDY

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To assess, from the view points of the facility owners in government and private sectors , the maintenance management auditing factors, which are needed to audit their facilities.

RESEARCH METHODOLOGY
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The study was carried out in two phases:

The first phase include a literature search and interviews. * The identification of six groups of main categories and a total of 37 specific factors In the second phase * A survey was conducted to assess the relative importance of these factors. * The survey was filled out by 25 professional maintenance managers from the governmental sector and 22 professional maintenance managers from the private sector in Saudi Arabia

The data gathered from the survey was analyzed statistically .

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Factors Affecting facility maintenance management are classified into six main categories :
First: Second: ORGANIZATION & HUMAN RESOURCES WORK LOAD IDENTIFICATION & PERFORMANCE

MEASURES Third: WORK PLANNING & SCHEDULING Fourth: WORK ACCOMPLISHMENT Fifth: INFORMATION TECHNOLOGY & APPRAISAL 7

FACTORS AFFECTING FACILITY MAINTENANCE 2/7

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First:

ORGANIZATION & HUMAN RESOURCES

Organization structure Policies, rules and services Work control central functions, staffing Shop organization Shop supervision and planning functions First line supervisors & their responsibilities Training Motivation
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1. 2. 3. 4. 5. 6. 7. 8.

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Second:

WORK LOAD IDENTIFICATION & PERFORMANCE MEASURES

1. 2. 3. 4. 5. 6. 7.

Facility condition inspection Work request procedure Relationships between sections Preventive maintenance (Equipment) Service work Routine, recurring work Work requirements documentation
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Third:
1. 2. 3. 4. 5. 6. 7.

WORK PLANNING & SCHEDULING

Priority system Work classification and weekly schedule Alterations and improvement work Budget requirements for maintenance & repairs Budget execution plan Backlog of funded work Emergency work & shutdown scheduling
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Fourth:

WORK ACCOMPLISHMENT

1. 2. 3. 4. 5. 6. 7.

Shop scheduling & planning procedures Craft and material availability Maintenance process re-engineering Shop, Space, Tools and Equipment Transportation Supervisory practices Use of contracts
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FACTORS AFFECTING FACILITY MAINTENANCE 6/7

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Fifth:

INFORMATION TECHNOLOGY & APPRAISAL

Management Information System (MIS) Measurement of performance Productivity Measurement Information systems & historical records Variance review

1. 2. 3. 4. 5.

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FACTORS AFFECTING FACILITY MAINTENANCE 7/7

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Sixth:

MATERIAL MANAGEMENT

1. 2. 3.

Part and material availability Store room operation Inventory functions and costs

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STUDY SURVEY
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Considering the above mentioned factors, a survey of a randomly selected sample of 25 professional maintenance managers from the governmental sector and 22 professional maintenance managers from the private sector in Saudi Arabia was carried out. The data gathered from the survey was analyzed statically by using the importance index and the Spearman correlation formula.

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STUDY SURVEY
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The importance index is used to measure the relative importance of each auditing factor The Spearman correlation formula is used to find out whether the government and private managers parties agree or not for the assessment of the auditing factors

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ANALYSIS OF THE DATA

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According to the evaluations of the professional maintenance managers in government as well as private sectors: Table1 shows the importance index and the ranking of the categories . Table 2 shows the importance index and the ranking of the auditing factors The importance indices were grouped to reflect the respondents rating as follows:
Extremely important Important 87.5 < I <100 68.75 < I < 87.5

Moderately important
Little important Not important

43.75 < I < 68.75

25 0 < I < 43.75 < I < 25

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RESULTS OF THE SURVEY

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Table 1 Result of the survey for the categories
Govt. Organizations Ranks No. Private Organizati ons Ranks

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categories
Index Rank
1 5 6 2 4 3

Index
82.18 77.82 78.02 77.75 75.87 78.46

Rank
1 5 2 6 3 4

First Second Third Fourth Fifth Sixth

Organization & Human Resources Work Load Identification & Performance Measures Work Planning & Scheduling Work Accomplishment Information Technology & Appraisal Material Management

71.24 68.61 67.81 70.84 69.08 70.63

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RESULTS OF THE SURVEY

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Table 2 Result of the survey for the auditing factors
Govt. Organizatio ns Ranks Private Organizati ons Ranks

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No.

Factor

Index

Rank

Index

Rank

First Component : Organization & Human Resources

1 2 3 4 5 6 7 8 Organization Structure Policies, Rules and Services Work Control Center Functions, Staffing Shop Organizations Shop Supervision & Planning Function Fist Line Supervision & Responsibilities Training Motivation

71.24
78.00 75.00 78.00 74.25 67.00 73.25 71.50 68.00

1
2 6 3 8 29 12 12 19

82.18
85.25 83.75 86.50 78.75 75.50 82.25 82.25 81.00

1
6 10 4 25 30 13 13

18

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RESULTS OF THE SURVEY

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Table 2 Result of the survey for the auditing factors

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No.

Factor

Govt. Organizatio ns Ranks Index Rank

Private Organi zations Ranks Index n k Ra

Second Factors : Work Load Identification & Performance Measures

9 10 11 Facility Condition Inspection Work Request Procedure Relationship Between Sections

68.61
75.25 79.25 75.00

5
5 1 7

77.82
81.75 89.75 83.75

5
14 1 9

12
13 14 15

Preventive Maintenance (Equipment)

Service Work Routine, Recurring Work Work Requirements Documentation

73.75
54.00 56.75 66.25

11
37 36 31

81.50
62.00 66.00 80.00

15
37 36 31

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RESULTS OF THE SURVEY

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Table 2 Result of the survey for the auditing factors

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No.

Factor

Govt. Organizatio ns Ranks Index Rank

Private Organizat ions Ranks

Index Rank

Third Factor : Work Planning & Scheduling

16 17 18 Priority System Work Classification and Weekly Schedule Alterations and Improvement Work

67.81
72.00 62.50 66.25

6
17 33 30

78.02
71.50 76.52 76.89

2
33 27 26

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20 21 22

Budget Requirements for Maintenance and Repairs

Budget Execution Plan Backlog of Funded Works Emergency Work & Shutdown Scheduling

74.00
71.00 58.00 70.25

10
20 35 22

87.00
84.75 80.00 86.25

3
8 20 5

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RESULTS OF THE SURVEY

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Table 2 Result of the survey for the auditing factors

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No.

Factor

Govt. Organizatio ns Ranks Index Rank

Private Organizat ions Ranks Index Rank

Fourth Factor : Work Accomplishment

23 24 25 26 27 Shop Scheduling & Planning Procedure Craft and Material Availability Maintenance Process Re-Engineering Shop, Space, Tools & Equipment Transportation

70.84
65.25 74.25 68.50 70.00 72.75

2
32 9 24 23 15

77.75
75.50 81.00 72.75 76.25 72.75

6
29 16 32 28 31

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RESULTS OF THE SURVEY

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Table 2 Result of the survey for the auditing factors

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No.

Factor

Govt. Organizatio ns Ranks Index Rank

Private Organizat ions Ranks Index Rank

Fifth Factor : Information Technology & Appraisal

30 31 32 Management Information System (MIS) Measurement of Performance Productivity Measurement

69.08
68.25 68.00 70.50

4
25 26 21

75.87
79.50 80.50 78.75

3
22 19 24

33
34

Information System & Historical Records

Variance Review

71.75
66.75

18
29

83.25
70.00

11
34

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RESULTS OF THE SURVEY

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Table 2 Result of the survey for the auditing factors

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No.

Factor

Govt. Organizatio ns Ranks Index Rank

Private Organizat ions Ranks Index Rank

Sixth Factor : Material Management

35 36 37 Parts & Material Management Storeroom Operation Inventory Functions and Costs

70.63
77.00 73.00 61.25

3
4 13 34

78.46
87.00 80.75 67.00

4
2 18 35

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CONCLUSIONS
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Based on the results of this study and as shown in Tables 1 and 2, the following can be concluded:
Both governmental and private sectors rated all factors as moderately important to extremely important. With 95% confidence, it can be concluded that the government and private sectors generally agree on ranking of all factors affecting facility maintenance management auditing. Both sectors ranked work request procedure factor as the highest while they ranked service work factor as the lowest. Thus, all the listed factors can be used to audit the maintenance management department. 24

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THANK YOU

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