PSIwebware Blog

Budgets are tighter than ever, and facilities have been “stretching” the frequencies on Preventive Maintenance (PM) in order to cope.  Some facilities have stopped most PM and are going back to a break/fix maintenance plan.

When times are tough, is it reasonable to stop Preventive Maintenance until the equipment actually fails?  In some cases these measures are required due to cash flow and profitability concerns.  However, the past has proven that the facility will have higher maintenance costs due to reduced equipment life and wasted energy.  Many estimates have demonstrated about a 30% increase in maintenance costs over just a few years.

If “stretching” is required, a good place to start is with a thorough inventory of the facility, which includes information on the condition of the systems, equipment and components.  This provides a starting point for decisions about revised PM frequencies.

This process can be streamlined through a CMMS or Computerized Maintenance Management System.  CMMS software is built for organizing PM programs.  When doing your planning for PM frequencies, if you are unsure of how often to check a piece of equipment or system, the manufacturer’s manuals and recommendations are always good to use as a reference. The best maintenance programs are customized to fit the specific needs of your building, climatic conditions, and tenants.

Even if Preventive Maintenance frequencies are “stretched”, using a PM program in your facility is still the best way to keep your building and your budget in tip top shape.

Facility Managers know that regularly scheduled HVAC maintenance using preventive maintenance tools such as Building Maintenance Software is a proven way to control cost, but many small and mid sized facilities will change filters on a regular basis, but continue to wait until their HVAC equipment breaks before they fix it.

Approaching HVAC system maintenance this way is troubling due to the important role that HVAC systems have in modern facilities today.  HVAC systems in commercial buildings are accountable for more than 40 percent of total energy use.  When you keep the HVAC systems running at peak efficiency, money is saved automatically.

HVAC system maintenance is much more than controlling energy use and Tenants depend on properly operating systems for more than comfort.  The proper HVAC system maintenance can help a building remain “healthy” but preventing mold build up and maintaining adequate indoor air quality.

Most small to mid sized facilities underfund maintenance and reactive maintenance remains the norm.  In many cases the reason for not performing routine preventive maintenance is lack of resources.  However, when you look at the potential cost savings that can reduce total maintenance costs by up to 30%, along with the benefits of improved energy efficiency and maintaining a “healthy” building, it becomes much easier to justify HVAC preventive maintenance.

Tracking and maintaining equipment within commercial facilities helps building owners manage all types of equipment and produce alerts when service is needed.  A CMMS System ensures equipment is properly maintained and saves time by tracking required maintenance activities.

The benefits of a CMMS system provide quick and easy access to records, service history, and product provider information.  Using a paper based system has limits as far as managing activities in real time and for managers to be reviewing the system quickly and effectively.

Automatic alerts via email and text messaging are provided for maintenance activities with a web and wireless based system.  Supervisors can quickly track deficiencies and information with all employees responsible for the various equipment.

A proper tracking  system allows managers to simply enter the equipment information once into the system and access the maintenance schedule.  The system will notify you of upcoming and past due events each time you open the web-based software.  With a web based system, multi users are able to track equipment process, costs and equipment lifetime all at once.

There are many different maintenance standards in our industry such as the GSA 5850, APPA, or RS Means.  Each has their pros and cons, but regardless of which one you choose to meet your facility’s needs, these standards can significantly improve your internal procedures.

Your choice in CMMS should help you utilize the standards and procedures that ensure each employee is following the same set of instructions.  This would include things like frequencies of your preventive maintenance, scheduling, tools, instructions and the type of equipment readings you expect.

When you receive a Preventive Maintenance service notification from your CMMS, you will have the ability to print out all of the information related to that service.  This saves you the time and effort of looking in a spreadsheet or manual for the service instructions, tools and other information.

As a Facility Manager, you can also rest easy knowing that your employees have everything they need to complete their task.   A good CMMS will assist your facility with the best return on investment for the equipment purchased.

Preventive Maintenance Software packages are designed to help you manage the maintenance of your facilities, buildings assets and equipment.  Using preventive maintenance software allows you to improve daily and long-term maintenance operations.

Optimal ROI is achieved when your assets are running properly.  Preventive Maintenance Software programs increase productivity through work scheduling and performance monitoring.  This reduces repair costs and production downtime, providing consistent performance of critical assets.

Preventive Maintenance Software can help reveal potential breakdowns before they happen so they can be prevented and also helps to record all essential information such as purchase dates, service contracts and dates for equipment replacement.  Inventory Control tracks all tools and assets necessary to achieve high performance levels.

Basic functionality will include automated work orders, scheduling preventive maintenance, tracking assets and creating purchase orders. Other features include using hand-held pda devices as well as barcode scanning.

Preventive Maintenance Software will improve customer satisfaction and increase production capabilities within your organization.