The Plant Operations Call Center (POCC) receives requests from campus in a variety of forms – by phone, fax, email, the internet and directly through our Facilities Management System. In addition to our central responsibility of communication, Work Management is responsible for the distribution of all estimate requests. Coordination and notification of Building Equipment Shutdowns is also handled by Work Management. Our Project Coordination efforts continue to grow as customers become accustomed to this service and we continue to support coordination for a variety of projects throughout Plant Operations. The Preventive Maintenance (PM) Planning program is another major responsibility of Work Management which also continues to grow as numerous items are added to the program. Finally, our Quality Assurance Inspection program, which was initiated in recent years, supports Plant Operations effort to continually improve our services to the University of Michigan community.
Category: Guides and Manuals
NORTHEAST-CHPS OPERATIONS & MAINTENANCE GUIDE
This publication is designed to provide accurate and authoritative information with regard to the subject matters covered. However, although great care has been taken in the compilation and publication of this manual, it is published with the understanding that (1) the publisher and authors make no guarantee that the manual meets all federal, state, and local statutory, regulatory, or other requirements, and (2) the publisher and authors are not engaged in rendering professional advice via this manual or their work and/or affiliation with CHPS, Inc. The publisher and authors cannot be responsible for errors or omissions, or any agency‘s interpretations, applications, and changes of regulations or specifications described in this publication. Use of any provision contained herein is the sole responsibility of the specifier.
Maintenance and Capital Planning Best Practices
The MSBA has instituted many reforms to make the MSBA’s school construction and renovation grant program more effective, efficient, and user-friendly for school districts and to ensure the long-term viability of the program. A vital component of these reforms is to protect the over $20 billion investment in school facility construction and renovation projects throughout the Commonwealth in the past 25 years, through active and on-going maintenance of school facilities by the school districts. Accordingly, the MSBA has adopted criteria based on industry best practices as a prerequisite for MSBA funding and for the determination of the allocation of maintenance incentive reimbursement points on eligible projects. As part of the initial discussions with a school district that has filed a Statement of Interest (SOI) with the MSBA, the district will be asked to submit documentation that demonstrates that the district is actively performing routine and capital maintenance to its school facilities. The following information describes the activities and practices that the MSBA believes are best practices and are part of a strategy for maintenance and capital planning and budgeting to ensure the long term operation of school facilities.
Planning Guide for Maintaining School Facilities: School Facilities Maintenance Task Force
As America’s school buildings age, we face the growing challenge of maintaining the nation’s education facilities at a level that enables our teachers to meet the needs of 21st century learners. Facilities issues arise at all educational levels, from prekindergarten through postsecondary, and at all sites, from classrooms to administrative offices. Challenges arise in new and old facilities alike, although the types of concerns may differ.
Because routine and unexpected maintenance demands are bound to arise, every education organization must proactively develop and implement a plan for dealing with these inevitabilities. A sound facilities maintenance plan helps to ensure that school facilities are, and will be, cared for appropriately. Negligent facilities maintenance planning can result in real problems. Large capital investments can be squandered when buildings and equipment deteriorate or warranties are invalidated. Failure to maintain school facilities adequately also discourages future investment in the public education system.
Planning Guide for Maintaining School Facilities
The planning guide was developed to help readers better understand why and how to develop, implement, and evaluate a school facilities maintenance plan. The guide is designed for staff at the localschool district level, where most facility maintenance is planned, managed,and carried out. This audience includes school business officials, schoolboard members, superintendents, principals, facilities maintenance planners,maintenance staff, and custodial staff. The document is also relevant to theschool facilities interests of state education agency staff, communitygroups, vendors, and regulatory agencies. The guide focuses on:(1) schoolfacility maintenance as a vital task in the responsible management of aneducation organization;(2) the needs of an education audience;(3)strategies and procedures for planning, implementing, and evaluatingeffective maintenance programs;(4)a process to be followed, rather than acanned set of "one size fits all" solutions; and (5) recommendations based onbest practices, rather than mandates. The document offers recommendations onthe following issues, which serve as chapter headings:(1) "Introduction toSchool Facilities Maintenance Planning";(2)"Planning for School FacilitiesMaintenance";(3)"Facilities Audits (Knowing What You Have)";(4)"Providinga Safe Environment for Learning";(5) "Maintaining School Facilities andGrounds";(6)"Effectively Managing Staff and Contractors"; and (7)"Evaluating Facilities Maintenance Efforts." (EV)
Creating a School Maintenance Program
After a school building is constructed and turned over to a school district for educational use, it is imperative for the school district to initiate a comprehensive school maintenance program. New buildings begin to deteriorate because of inclement weather and routine wear and tear almost immediately, and lack of or deferred maintenance can lead to damages that require substantial repairs. The U.S. General Accounting Office indicates that $112 billion is needed to complete all the repairs, renovations, modernizations, and deferred maintenance that are required to bring U.S. schools up to good overall condition (Lewis 1995). The deplorable conditions of our school buildings were further reported by Ennis (1998) and a special facility team formed by the Association of School Business Officials (Honeyman 1999).
General Maintenance and Operations Guidelines: Maintenance and Operations Administrative Guidelines for School Districts and Community Colleges
This section establishes several basic guidelines for managing maintenance and operations programs at educational facilities. These guidelines are not intended to conflict with, but rather complement, new and existing policies, practices, and procedures that are in use at the local school district and individual community college.
Management of Maintenance Programs: Maintenance and Operations Administrative Guidelines for School Districts and Community Colleges
Although considerations for maintaining educational facilities should begin during the programming phase, actual maintenance practices should be implemented just prior to new buildings being occupied. From this point forward, the maintenance process will continue throughout the useful life of a building and will vary according to its specific needs over time. In order to ensure maximum utility from educational facilities and to ensure they remain in good functional order, administrators must put in place a comprehensive program for effectively managing the full range of maintenance services required at each institution.
Standard Procedures: Maintenance and Operations Administrative Guidelines for School Districts and Community Colleges
For every educational facility maintenance and operations department, there are certain standard procedures that define the manner in which they operate and deliver required services. Although specific approaches may vary, these work practices and methods ultimately define the management style and “culture” of the organization. The following sections identify some of the most important procedures that all maintenance and operations organizations will encounter. Although it is not an exhaustive list, the procedures outlined here are meant to help define the breadth of administrative functions and establish the basis for good practices for each facet of managing educational facility physical plants.
Operations & Maintenance Best Practices: A Guide to Achieving Operational Efficiency
This Operations and Maintenance (O&M) Best Practices Guide was developed under the direction of the U.S. Department of Energy’s Federal Energy Management Program (FEMP). The mission of FEMP is to facilitate the Federal Government’s implementation of sound, cost-effective energy management and investment practices to enhance the nation’s energy security and environmental stewardship. Each of these activities is directly related to achieving requirements set forth in:
- The Energy Policy Act of 2005, which established a number of energy and water management goals for Federal facilities and fleets and also amended portions of the National Energy Conservation Policy Act (NECPA).
- Executive Order 13423, Strengthening Federal Environmental, Energy, and Transportation Management (signed in January 2007). This set more challenging goals than EPAct 2005 and superseded existing executive orders 13123 and 13149.
- The Energy Independence and Security Act of 2007, which further established energy, water, and building commissioning management goals and requirements and also amended portions of EPAct 2005 and NECPA. EISA was signed into law in December 2007.
- Executive Order 13514, Federal Leadership in Environmental, Energy and Economic Performance (signed in October of 2009) directs Federal agencies to further address energy, water, and operational efficiency beyond E.O. 13423 with targeted goals and actions.
Release 3.0 of this guide provides updates to Release 2.0 in the areas of O&M technologies, equipment performance, and costs. This new release also addresses water use and the impacts that recommended O&M practices can have on water efficiency.
Ops and Maint Best Practices Guide 3.0_US Dept of Energy 2010
