Facilities and

Equipment
Maintenance
System
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Facilities and Equipment Maintenance

Management System
The facilities and equipment management system is
designed to manage the information necessary to
improve the maintenance program of the
organization.
It helps to:
1.
Minimize downtime through more consistent
preventive maintenance;
2.
Improve maintenance labor productively through
better scheduling;
3.
Reduce the severity, frequency and cost of
breakdown;
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Facilities and Equipment Maintenance

Management System
Cont....
It helps to:
4.
Prolong equipment life;
5.
Increase production efficiency and quality;
6.
Control cost of repairs; and
7.
Improve management work through better, more
timely reporting.

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Preventive Maintenance System

The Preventive Maintenance System may be
presented into four (4) Subsystems:
1.

2.

Inventory Sub-system deals with the

identification of facility, utility and equipment to
be maintained.
Recording and costing Sub-system pertains to the
proper recording and costing of maintenance
operation and the establishment of preventive
maintenance measures.

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Preventive Maintenance System

Cont....

3.

4.

Scheduling Sub-system entails appropriate

scheduling of workload. Aims to ensure that the
maintenance operates at an optimum level,
customize for a specific application.
Job Assignment and Performance Sub-system is the
careful assignment of technicians to
corresponding maintenance requirement
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AREAS FOR MAINTENANCE

Maintenance function is an important economic factor in any establishment.
Proper maintenance ensures the firms continuous operations and eliminates
unnessesary interruption normally caused by major breakdown in equipment
and facilities. Thus, output is maximized with least economic cost.
Maintenance must be implemented to all areas. Basically, it shows the
frequency of actions to be undertaken to the following areas:
1. Building - cleaning services are provided on a daily basis to all areas of the campus,
including weekends. To address the needs of each office or building, a Building Attendant has
been assigned to each specific area and s/he will provide the basic service standards. These
service standards represent the minimum services you can expect to receive in your office and
classroom areas. These services, however, can be modified as necessary to meet your specific
requirements. Thus, any special requests not addressed through the provision of these
specific service standards shoul be given directly to your Building Attendant.by optimizing
the one-on-one relationship and communications between you and your Building Attendant,
the office can better diliver the quality services that meet or exceed your expectations.
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AREAS FOR MAINTENANCE

2. Plumbing System Plumbing refers to a system of pipes and fixtures installed in
a building for the distribution of potable water and the removal of bwaterborne
wastes. Plumbing is usually distinguished from water and sewage systems, in that
a plumbing system serves one building, while water and sewage systems serve a
group of buildings or a city.
3. Lighting System Lighting can be your highest business energy cost and your
greatest opportunity for savings. Reducing heat output from your lighting can also
reduce your air conditioning costs. Without proper lighting, productivity, safety,
security and overall aesthetics can be compromised. Good lighting design
contributes to employee comfort and health, which in turn can result in greater
productivity.
4. Electrical Wiring System This needs to be looked at by a shop that has the tools,
information and experience to diagnose electrical issues. This can be broken wire,
bad fuse or any number of electrical issues. Highly advise you dont replace
anything and get it diagnosed by a professional. If you really feel like you want to
tackle this, get a good repair manual, wiring diagram and access to the technical
service bulltins, read up on all the circuits involved and come up with a
diagnostic procedure to address this.
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AREAS FOR MAINTENANCE

5. Refrigeration and Air-conditioning System Air conditioning is the removal of heat from
indoor air for thermal comfort. In another sense, the term can refer to any form of cooling,
heating, ventilation or disinfection that modifies the condition of air. An air conditioner
(often referred to as AC or air con) is an appliance, system, or machine designed to
stabilize the air temperature and humidity within an area (used for cooling as well as
heating depending on the air properties at a given time), typically using a refrigeration
cycle but sometimes using evaporation, commonly for comfort cooling in buildings and
motor vehicles.
6. Electric Power Generators Electric generator is a device that converts mechanical to
electrical energy. A generator forces electrons in the windings to flow through the external
electrical circuit. It is somewhat analogous to a water pump, which creates a flow of water
but does not create the water inside. The source of mechanical energy may be a
reciprocating or turbine steam engine, water falling through a turbine or waterwheel, an
internal combustion engine, a wind turbine, a hand crank, compressed air or any other
source of mechanical energy.
7. Elevators An elevator is a type of vertical transport equipment that efficiently moves
people or goods between floors (level, decks) of a building, vessel or other structure.
Elevators are generally powered by electric motors that either drive traction cables or
counterweight systems like a hoist, or pump hydraulic fluid to raise a cylindrical piston
like a jack.
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AREAS FOR MAINTENANCE

8. Office Machines and Equipment Office equipment needed to run an
office/business, such as computer hardware and PDAs, office machines such as
printers, copiers and digital recorder transcribers and LCD projectors.
9. Information / Telephone System t consists of computers, fax machines, internet
connections, mobile phones and telephone lines.
10. Vehicles The best source of information about scheduled maintenance is from
the vehicle manufacturer. The owners portfolio that came with the vehicle when
it was new should include a scheduled maintenance booklet that may
incorporated in whith the owners manual or it may be a separate booklet.
11. Ecology Ecology is the scientific study of the relations that living organisms
have with respect to each other and their natural environment. Variables of
interest to ecologists include the composition, distribution, amount (biomass),
number, and changing states of organisms within and among ecosystems. One of
best contribution in the preservation of the environment is the waste management
activity that will be in placed in the respective organizations. The adherence to the
policies and programs on garbage management would definitely create a
multiplying effect of having a clean and safe environment.
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Facilities and Equipment Maintenance

Team (FEMT)
Being tasked to manage the maintenance system of facilities
and equipment, the FEMT shall serve for the development and
implementation of policies and guidelines pertaining to the
maintenance and facilities of the organization.
The following are the general functions of FEMT in
consonance to maintenance:
1. Manage / supervise the maintenance operations of equipment

and facilities effectively and systematically.

2. Provide technical knowledge on effective maintenance practices.
3. Conduct training on maintenance management system.
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Facilities and Equipment Maintenance

Team (FEMT)
Cont...
4. Establish goals, objectives, policies, procedures and

guidelines for the maintenance system of the organization.

5. Establish permissible variances / tolerances from the
formulated guidelines to serve as performance measurements.
These measurements shall be further compared to the
guidelines for feedback purposes
6. Analyze feedback to determine the cause of work deviations.

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Facilities and Equipment Maintenance

Team (FEMT)
Cont...
7. Determine and identify proper maintenance actions.
These actions must be managed and implemented as per
plan, whether scheduled or unscheduled. Management of
these actions shall include the following:
Recording and reporting of all accomplishments and
documents pertaining to maintenance works;
Designing of a work order and request system;
Implementing safety and control;
Planning and scheduling of maintenance works in
cooperation with the trade area experts; controlling the
efficiency of maintenance action through feedback.
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Facilities and Equipment Maintenance

Team (FEMT)
Cont...
8. Provide records / copy of inventory of training equipment
and facilities.
9. Provide technical assistance and consultancy services
related to facilities and equipment management.
10. Follow-up maintenance works to ensure completion.
11. Monitor job-out for the repair / refurbishment of
equipment and facilities in cases that there are no qualified
personnel or equipment / machine to facilitate the work.

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Maintenance Resources
The major maintenance resources will center
on the 5Ms.

Manpower
Money (Financial Resources)
Methods and System
Machines and Facilities
Materials and Supplies

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Maintenance Resources
1. Manpower / Human Resources
The Facility and Equipment Maintenance Team (FEMT) shall
mainly be composed of the following:
TRAINER is responsible in maintaining the workshop.
SUPERVISORs they are responsible for the supervision of
maintenance program implementation and documentation.
MAINTENANCE ASSISTANTs assist the supervisor
- handles administrative arrangements
- reproduces maintenance materials
- performs maintenance works

Maintenance Service Provider

A service provider is an entity that provides services to other entities.

Usually this refers to a business that provides maintenance services to other

business / agencies or individuals. Examples: Janitorial Services, Maintenance,
Repair and Operation Service, etc.
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Maintenance Resources
2. Money (Financial Resources)
THREE Points to consider:
1.
2.

3.

The benefit must outweigh the cost

The trainer should endeavor to get the best returns for the money
you spend
In maintenance you must have a BUDGET!

In Budgeting you must:

4.
5.
6.
7.
8.
9.

Plan ahead
Exercise dynamic as opposed to static control of your department
Make comparisons
Anticipate changes and prepare for them
Establish benefits against cost and urge your case more effectively
Develop critical ability enabling you to think ahead.
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Maintenance Resources
3. Method and System
a. Planned Maintenance work activities are performed as
scheduled / expected.

Preventive Maintenance

Time - Based Maintenance

Conditioned Based Maintenance

Predictive Maintenance

Corrective Maintenance
Controlled Maintenance (Proactive Maintenance)
Breakdown Maintenance (Reactive Maintenance)

b. Unplanned Maintenance maintenance performed

unexpectedly.

Emergency Maintenance
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Maintenance Resources
4. Machine and Facilities
1.
2.

A place equipped to fulfill a special function.

Actual worksite as required by the maintenance activity.

5. Materials and Supplies

Parts, supplies and materials are required for maintenance
activities with correct specifications and in accordance with
the company standards.
The maintenance workers have to obtain and inspect the
required parts, supplies and materials at the supply unit of
the institution together with the approved plan and
specifications.
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DETAILED MAINTENANCE WORK PLAN

The maintenance work plan provides guidance in the implementation
of specific activities in the company premises. Preventive Maintenance
as a system edits and verifies the input data and standardizes the
equipment and facilities records and maintenance requirements which
are basic features for cost estimates and control, planning and
scheduling job assignments and maintenance operations that are
inputted in the maintenance work plan. The time and materials spent
in the actual performance of maintenance system analysis and as
indexes neede for evaluation. Although the manual is limited to the
preventive maintenance function, the system also leads to the
establishment of useful management indexes such as:

The ratio of labor cost to material cost in maintenance work

The comparison of man-hours used to the level of the activity of the unit
Maintenance cost as to the value of equipment / utilities maintenance
Maintenance cost power consumed, and
Other maintenance cost control indexes
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Key Steps in Preparing a

Typical Maintenance Plan
1.

2.

3.

4.

5.

6.

7.

Prepare an asset inventory identifying the physical features of all assets

which require maintenance;
Identify maintenance activity and tasks defining the type of maintenance
task (activity) to be performed on each asset and what work should be done
under each activity.
Identify the frequency of the task determining how often the activities
should be performed (frequency of service); this is important particularly in
preventive type of maintenance.
Estimate the time required to complete the task indicating how long each
task should take to complete.
Develop an anuual work schedule planning what time the maintenance
work for the entire year should take place.
Prepare and issue a work order identifying what, when, where and by
whom maintenance work is to be done.
Determine a Budget determining the costs for all maintenance activities by
calculating labor jours, material, equipment, and contracting costs.
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DETAILED MAINTENANCE WORK PLAN

Sample Template / Form

Institution / Center : _____________________________

Program /
Project

Area

1.
Preventive
Maintenan
ce

1.1
Equipm
ent

Activity

1.1.1
Supplying
grease to
bearings

Expected
Output

Frequency
D

SA

Lubricated
bearings

No.
Hrs

Mat.
Cost

100

Labor
Cost

200

Total
Cost

300

Responsible
Person

Engr. Andaya

1.1.2
1.1.3
1.2
Building

1.2.1 Clean
drainage

Removed
clog-up

1.2.2 Clean
walling
1.2.3

Prepared by:
_______________________

Reviewed by:
_______________________
FEMT Focal/Supervisor

Approved by:
_______________________
Administrator
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MAINTENANCE SYSTEM REVIEW

What is Maintenance System Review?
The Maintenance System Review is a comprehensive audit and
analysis of the maintenance and reliability function.
Reviewing the procedures for Maintenance System is necessary
to evaluate the completeness and effectiveness of the system
and to comply with the governing standards, codes and laws.
Maintenance System Review Committee (MSRC) was created to
evaluate the effectiveness of the system and recommend
program improvement. All members of the committee shall be
appointed by the administrator. The chairperson shall be the
administrator.
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MAINTENANCE SYSTEM REVIEW

Duties and Responsibilities of the MSRC

To review and evaluate the accomplished forms and

reports
To ensure the annual building and equipment
maintenance are satisfied
To identify and plan for maintenance needs

Ordinary preventive maintenance

Long range plans for repairs to property
Long range plans for repairs / replacement of equipment
Develop long range plans for growth and expansion

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MAINTENANCE SYSTEM REVIEW

Why Do We Review the Maintenance System?

To determine what maintenance is working today and

what maintenance activities are not
To adopt / apply the modernized way of maintaining
training facilities and equipment
To update and apply the new codes, standards, guidelines
and practices, if any;
To determine the weaknesses of the system
For continuous improvement of the system.

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THANK YOU!

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