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Postsecondary Education

NCES 2006-160
May 2006

6.3 Maintenance of Buildings and Infrastructure

While this manual does provide optional categories related to major repairs and renovations of buildings and space (building and space condition), it does not contain specific categories related to maintaining the building infrastructure, operating equipment, and space. Maintenance and refurbishment information is critical to determine the routine cycle and long-term replacement expenses associated with the ongoing care and upkeep of facilities infrastructure, equipment, and space. This information may include data on the age, preventive maintenance schedules, and performance of equipment such as HVAC (boilers, chillers, cooling towers), pumps, drive motors, generators, elevators, escalators, etc., as well as information on the upgrade or replacement of flooring, carpeting, paint, wall covering, furniture, window treatment, and more. Capturing and monitoring critical data of this nature can lead to the more orderly management and control of buildings and space, and the more efficient management and control of the operating and capital expenses related to these assets. It also can ensure that base building equipment and components, which are essential to the efficient and cost-effective operation of facilities, are properly maintained to maximize performance.

This section suggests a general approach to developing a set of equipment maintenance and space refurbishment identifiers and classifications. This multistep process includes identifying the various equipment and infrastructure components, determining the classifications of maintenance and refurbishment appropriate for tracking purposes, and tying the maintenance and refurbishment cycles and costs to the specific buildings and space.

  1. Maintenance Categories and Classifications
    1. Identify all base building and infrastructure equipment components to be included in the classification process (possibly a comprehensive list of all elements included in buildings and then tailored specifically to each individual situation).
    2. Develop preventive maintenance standards for each equipment item or items.
    3. Develop maintenance classifications and schedules for each piece of equipment.
    4. Cross-reference the equipment and classification with the specific building identifier, i.e., name, number, etc.
    5. Consider expanding the equipment inventory list beyond the base building to include such items as audio, video, kitchen, laboratory, and other room-specific equipment.
    6. Develop a matrix to include building, equipment type, maintenance schedule, and annual cost.
    7. Utilize the data for evaluation of equipment efficiency and maintenance/repair versus replacement.
    8. Monitor data to assist with expense control and management and budget planning.
  2. Refurbishment Categories and Classifications
    1. Identify buildings and spaces to be included in categorization process.
    2. Develop refurbishment standards for each category.
    3. Develop refurbishment classifications for each room (they could include universal or common classifications for all rooms tailored for specific instances).
    4. Cross-reference the classifications with each building and space identifier.
    5. Develop a matrix to include building, space, refurbishment categories, dates of last activity, schedule of next activity, and cost.
    6. Utilize data for evaluation of refurbishment and replacement requirements associated with specific space.
    7. Monitor data to assist with expense control and monitoring and budget planning.

Appendix E presents a suggested classification system for different approaches to facility maintenance. It includes criteria such as the mix of different types of maintenance, response times, level of customer satisfaction, service efficiency, and maintenance operating budget as a percentage of current replacement value.