Facility Manager's Operation and Maintenance Handbook Overview

Here are cutting-edge techniques that will boost the productivity and slash the costs of your facility department

Let 21 top specialists show you how to maximize the operation and maintenance capabilities of any facility or plant. This practical handbook takes you through each step in the planning, design, and execution of maintenance and operation procedures for structures, equipment, and systems. It features special emphasis on emergency and energy equipment used in facilities--and explores all essential support functions and duties. The most comprehensive resource of its kind, this handbook provides you with a complete picture of facility operation and maintenance--from technical checklists--to cost control--to computer applications!

Facility Manager's Operation and Maintenance Handbook Contents

Foreword

Preface

Contributors

Part I: Organizing for Maintenance Operations

Chapter 1-Program Organizational Structure

1.1 Responsibilities and Authority

1.2 The Facility Manager

1.3 Facility Planning

1.4 Facility Engineering and Design

1.4.1 Modification or Major Repairs

1.5 Engineering Support to the Maintenance and Operations Functions

1.5.1 Specialized Technical Services

1.5.2 Cost Reduction

1.6 Construction of Facilities and Installation of Equipment and Systems

1.6.1 Personnel in Facility Organizations-Single Project Worker-Hour Limit

1.7 Maintenance of Facilities and Systems Equipment

1.8 Preventive Maintenance

1.9 Routine Maintenance

1.10 Major Repairs

1.11 Alterations and Improvements

1.12 Housekeeping

1.13 Principles of Organization

1.13.1 Definition and Scope

1.14 Facilities Management Defined

1.14.1 Facility Management Functions

1.14.2 Organizational Prerequisites

1.15 Analyzing the Needs

1.16 Establishing Goals and Objectives

1.17 Administering the Organization

1.18 Organization vs. People 1.19 Using Titles

1.20 Performance Measurement

1.21 Organizing Considerations for Outsourcing Functions

Chapter 2-Program Operations

2.1 Designing the Maintenance Management Information System

2.1.1 What Kind of Information Do You Need?

2.1.2 Common Information Needs

2.1.3 Special Information Needs

2.1.4 Hardware and Software Requirements

2.2 Functions of the System

2.2.1 Maintenance Planning and Scheduling

2.2.2 Corrective Maintenance

2.2.3 "House Calls"

2.2.4 Projects

2.2.5 Parts Availability

2.2.6 Information System Integration

2.2.7 Use of Preventive and Predictive Information

2.2.8 Warranties Information

2.2.9 Production and Financial Support

2.2.10 Personnel Data

2.2.11 Quality Control and Quality Assurance Data

2.3 Annual Maintenance Operational Report

2.3.1 Elements of a Successful System

2.3.2 Maintenance History vs. Machinery History

2.3.3 Production and Financial Reporting

2.3.4 Quality Management Impact

2.3.5 Maintenance "Outplanning"

2.4 Maintenance Management Manual

2.4.1 Scope of the Manual

2.4.2 Maintenance Objective

2.4.3 Lines of Authority

2.4.4 Task Responsibility

2.4.5 Corrective Action

2.4.6 Regular Review of Feedback

2.4.7 Document Control

2.4.8 Regular Review of Entire System

2.5 Other Considerations

Part II: Facility Operations and Maintenance Plans

Chapter 3-Operations Plans

3.1 Management Operational Plan

3.1.1 Work Control Methods and Procedures

3.1.2 Work Control Center

3.1.3 Service Orders (SO)

3.1.4 Work Orders (WO)

3.1.5 Standing Operating Orders (SOO)

3.1.6 Preventive Maintenance (PM)

3.1.7 Work Priority System

3.1.8 Emergency Priority

3.1.9 Urgent Priority

3.1.10 Routine Priority

3.1.11 Work Approval

3.1.12 Planning

3.1.13 Scheduling

3.1.14 Execution of Work

3.1.15 Checked and Inspected

3.1.16 Closed and Cost Accounted

3.1.17 Results Recorded, Analyzed, and Measured

3.1.18 Feedback

3.2 Building Operational Plan

3.2.1 Scheduling Work

3.2.2 Shutdowns and Startups

3.2.3 Emergency Situations

3.2.4 Trouble Diagnosis and Coordination

3.2.5 Coordination with Third Parties

3.2.6 Benchmarking

3.2.7 Statistical Process Control

3.3 Comprehensive Facility Operational Plans

3.3.1 Emergency Response Plan

3.3.2 Hazardous Materials Plan

3.3.3 Refrigerant Management

3.3.4 Safety Plans

3.3.5 Fire Protection Plans

3.3.6 Labor Unrest

3.4 Facility Occupant Support Plan

3.4.1 Improving Perceptions

3.4.2 Determining Wants

3.4.3 Provide Feedback

3.5 Quality Control Plan

3.5.1 Specific QCP Objectives

3.5.2 Inspection System

3.5.3 Inspections by FD Personnel

3.5.4 Identifying and Tracking Substandard Performance

3.5.5 Correcting Deficiencies

3.5.6 Total Quality Management (TQM) Program Specifically for O&M Procedures

3.5.7 Tenant Relations Program

3.5.8 Tenant Visit Report

3.6 Summary

Chapter 4-Maintenance Plans

4.1 Equipment, Systems, and Structure Building Tours

4.1.1 Introduction

4.1.2 Purpose

4.1.3 Implementation

4.1.4 Scheduling

4.1.5 Equipment and System Logs

4.1.6 Technology

4.1.7 Staffing

4.1.8 Documentation

4.1.9 Summary

4.2 Engineered Performance Standards (EPS) Usage Plan

4.2.1 Basis for All Types of Labor Time Standards (EPS)

4.2.2 Computerization

4.2.3 Why Have Labor Time Standards?

4.2.4 Types of EPS

4.2.5 Estimate

4.2.6 Historical Work Standards

4.2.7 Direct Observed Standards

4.2.8 Published Engineered Performance Standards

4.2.9 Engineered Performance Standards

4.2.10 Management Manuals

4.2.11 Trades Manuals

4.2.12 General Services Administration: Public Buildings, Maintenance Guides and Time Standards

4.2.13 R.S. Means Maintenance Standards

4.2.14 How to Use Standards, a Step-by-Step Guide

Chapter 5-Preventive Maintenance (PM) Plan

5.1 PM Procedures

5.1.1 Dollars and Cents

5.2 Automated Program-Software

5.2.1 Getting Started with CMMS

5.2.2 Flexibility and User-Friendliness

5.2.3 Generic CMMS Function

5.2.4 Implementing a CMMS

5.3 Maintenance File Cards

5.4 Equipment History Files

5.5 Verifying Facility Inventory

5.6 Labeling Facility Equipment

5.7 Annual PM Schedule

5.8 Setting Special Schedules

5.9 Opening or Dismantling Equipment

5.10 Computerized Records and Reporting

Chapter 6-Predictive Maintenance Plan

6.1 Benefits of Predictive Maintenance

6.2 Predictive Maintenance Technologies

6.2.1 Vibration Monitoring

6.2.2 Infrared (IR) Thermography

6.2.3 Oil Analysis

6.2.4 Ultrasound

6.2.5 Integration

6.2.6 Expert Systems

6.3 Predictive Process

6.3.1 Program Startup

6.3.2 Measure Program Effectiveness

6.3.3 review and Revise Program

Chapter 7-Indoor Air Quality (IAQ) Plan

7.1 IAQ and the Contemporary Facility Manager

7.1.1 Indoor Pollutants

7.1.2 Sick Building Syndrome

7.1.3 Causes and Considerations

7.1.4 Facility Managers Go Proactive

7.2 The Proactive Facility Inspection and Sampling Techniques

7.2.1 Objectives

7.2.2 Scope of Proactive Facility Inspection

7.2.3 Analysis of Building Data

7.2.4 HVAC Inspection

7.2.5 Air Quality Tests

7.2.6 Outdoor Air

7.2.7 Water Quality Testing (Associated with HVAC Systems)

7.2.8 Drinking Water Sampling and Analysis

7.2.9 Other Tests

7.2.10 Facility Inspection Reports

7.2.11 Facility Reinspections

7.3 Avoidance Procedures

7.3.1 Preventive Operations, Maintenance, and Policy

7.3.2 Designing Healthy Buildings

7.3.3 Managing IAQ Risk within Leases

Chapter 8-Technical Improvements Plan

8.1 Total Quality Management (TQM) Program

8.1.1 TQM-What It Is

8.1.2 TQM-What It Is Not

8.1.3 Rewards to Be Reaped

8.1.4 How Does TQM Work?

8.1.5 Summary: What to Do to Keep TQM on Track

8.2 Walue Improvement Program

8.2.1 Validation of Value

8.2.2 Value Engineering

8.2.3 Synergistic Opportunities

8.2.4 Successful Value Engineering

8.2.5 Increase Value

8.2.6 Value Perceptions

8.2.7 Why Does Poor Value Occur?

8.2.8 Value Engineering Process

8.3 Energy Management Program

8.3.1 Overview

8.3.2 Mechanical Systems

8.3.3 Control Systems

8.3.4 Energy Management Programs

8.3.5 Chiller Plant

8.3.6 Hot Water Reset

8.3.7 Lighting Controls

8.3.8 Conclusions

Part III: Equipment and Systems Operations and Maintenance Procedures

Chapter 9-Equipment and Systems Operations Procedures

9.1 Equipment Inventory

9.1.1 Conditions Assessment

9.1.2 Design Assessment

9.2 Operational Requirements

9.2.1 Equipment Startup and Shutdown

9.2.2 Operational Checks

9.2.3 Lighting

9.2.4 Relamping

9.2.5 Energy Conservation

9.2.6 Use of Demand Control Ventilation

9.3 Facility Management Tools

9.3.1 Energy Management Control System (EMCS)Operations

9.3.2 Emergency and Extended FMS Operations

9.3.3 FMS Service Program

9.3.4 FMS Operating Personnel Requirements

9.3.5 Remote Control Operating Requirements

Chapter 10-Mechanical Equipment and Systems Maintenance Procedures

10.1 Preventive Maintenance Program

10.1.1 Purpose of PM

10.1.2 Practice of PM

10.1.3 Size of PM Activity

10.1.4 Definition of PM

10.1.5 Efficiency of PM

10.1.6 Engineering Input

10.1.7 Analysis of Maintenance Needs

10.1.8 Proper Use of Equipment

10.1.9 Basic Controls

10.1.10 Field Inspection Procedures

10.1.11 Feedback, Properly Supplied and Utilized

10.1.12 Labor Standards Applied to PM

10.1.13 How PM Relates to Other Routine Maintenance

10.1.14 Additional PM Program Techniques

10.2 Facilities Inspection and Maintenance Program

10.2.1 Computers

10.2.2 Reduction in Overall Maintenance Effort

10.2.3 Doing Only What Needs to Be Done

10.2.4 Plan Some Maintenance and Fire Fight the Remainder

10.2.5 Facilities Inspection and Maintenance Program Specifics

10.3 Equipment and Systems Maintenance and Repair Procedures

10.3.1 Preventive Maintenance Job Tasks

10.3.2 Publications

10.3.3 Personnel Requirements

10.4 Energy Management Control System (EMCS)

10.5 Equipment and System Warranties

Chapter 11-Electrical Equipment and System Maintenance Procedures

11.1 Introduction

11.2 Electrical Safety

11.3 Insulation Resistance Measurements

11.4 Winding Turns Ratio Measurements

11.5 Power Factor and Dielectric-loss Measurements

11.5.1 Dielectric Loss

11.5.2 Power Factor

11.6 Motion Analysis of Circuit Breakers

11.7 Insulation and Insulators, General

11.8 Insulating Liquids

11.8.1 Sampling

11.8.2 Sample Containers

11.8.3 Sampling Location

11.8.4 Sampling Procedures

11.8.5 Periodic Tests

11.9 Switchgear

11.9.1 Maintenance

11.9.2 Tests

11.10 Protective Relays

11.10.1 General

11.10.2 Construction

11.10.3 Types and Device Numbers

11.10.4 Maintenance

11.10.5 Tests

11.10.6 Cautions

11.11 Ground Fault Protection

11.11.1 Electrical Tests

11.12 Ground Fault Circuit Interrupters (GFCI)

11.13 Low-Voltage Molded (Insulated)Case Circuit Breakers

11.13.1 Electrical Tests, Energized and Carrying Load

11.13.2 Electrical Tests, Deenergized

11.14 Low-Voltage Air Circuit Breakers

11.14.1 Maintenance

11.14.2 Tests

11.15 Medium Voltage Breakers

11.15.1 Air Breakers

11.15.2 Maintenance

11.15.3 Tests

11.15.4 Vacuum Breakers

11.15.5 Maintenance

11.15.6 Tests

11.15.7 Oil Breakers

11.15.8 Maintenance

11.15.9 Tests

11.16 Switches

11.16.1 Maintenance

11.16.2 Tests

11.17 Fuses

11.17.1 Maintenance

11.17.2 Tests

11.18 Motor Control Centers and Starters

11.18.1 Maintenance, Low-Voltage Units

11.18.2 Tests, Low-Voltage Units

11.18.3 Maintenance, Medium-Voltage Units

11.18.4 Maintenance, Medium-Voltage Units

11.19 Batteries and Battery Chargers

11.19.1 Batteries

11.19.2 Battery Chargers

11.19.3 Maintenance of Batteries

11.19.4 Tests

11.19.5 Maintenance of Chargers

11.19.6 Tests

11.19.7 Cautions

11.20 Transformers

11.20.1 Power and Distribution Transformers

11.20.2 Instrument Transformers

11.20.3 Specialty Transformers

11.20.4 Control Transformers

11.20.5 Construction

11.20.6 Dry-Type Transformers

11.20.7 Liquid-Filled Transformers

11.20.8 Transformer Insulating Liquids

11.20.9 Mineral Oil

11.20.10 Askarel (PCBs)

11.20.11 R-Temp

11.20.12 Silicone

11.20.13 Perchloroethylene

11.20.14 Transformer Appurtenances

11.20.15 Maintenance, Dry-Type Transformers, As Applicable

11.20.16 tests of Dry-Type Transformers

11.20.17 Maintenance of Liquid-Filled Transformers

11.20.18 Tests for Liquid-Filled Transformers

11.21 Voltage-Regulating Apparatus

11.21.1 Step Voltage Regulators and Load Tap Chargers (LTC)

11.21.2 Induction-Type Voltage Regulators

11.21.3 Voltage-Regulating Relay System

11.21.4 Maintenance

11.21.5 Electrical Tests

11.22 Cable and Wire

11.22.1 Maintenance

11.22.2 Tests

11.23 Rotating Machines

11.23.1 Introduction

11.23.2 Safety

11.23.3 Maintenance

11.23.4 Commutator, Slip Rings, and Brush Maintenance

11.23.5 Alignment

11.23.6 Air Gap Measurement

11.23.7 Grounding Straps

11.23.8 Tests

11.23.9 Synchronous Motor Tests

11.24 Surge Arresters

11.24.1 Maintenance

11.24.2 Tests

11.25 Grounding Systems and Equipment Grounding

11.25.1 Grounding Systems

11.25.2 Equipment Grounding

11.25.3 Maintenance

11.25.4 Tests

11.25.5 Frequency of Performance

11.25.6 Personnel Qualifications

11.25.7 Tables of Values

Chapter 12-Outsourcing Considerations

12.1 Recommended Tasks for Questioning

12.2 Other Considerations

12.2.1 Can You Motivate Contract Maintenance Workers?

12.3 The Advantages and Disadvantages of Outsourcing

12.3.1 Advantages

12.3.2 The Disadvantages of Outsourcing

12.4 Contract Services

12.5 Quality

12.6 Flexibility

12.7 Reduced Capital Expenditures

12.8 Employing Specialty Contractors

12.9 Selecting an Outsouring Source

12.10 Judging Abilities of an Outsourcing Firm

12.11 Responsibility of Outsource Firm Administration and Control

12.12 Outsource Contract Administration

12.12.1 Negotiating the Outsource Contract

12.12.2 Specification of Services: Responsibility for Communications, Supplies, Materials, Equipment, and Utilities

12.12.3 Certified Outsource Firm Personnel to Be Used

12.12.4 Scheduling Work and/or Reporting Requirement

12.12.5 Supervision of Contractual Execution

12.12.6 Conclusion

Chapter 13-General Cleaning in Today's Modern Facility Environment

13.1 General

13.2 Types of Cleaning

13.3 Cleaning Program

13.4 Staffing

13.5 Job Descriptions

13.6 Quality Control

13.7 Waste Management Program

Chapter 14-Landscaping Services

14.1 General Responsibilities of the Contractor

14.2 Selecing a Contractor and the Bidding Process

14.3 Lawn Maintenance

14.3.1 Mowing and Trimming

14.3.2 Weed Control and Pests

14.3.3 Fertilization

14.3.4 Dethatching and Aeration

14.3.5 Overseeding

14.4 Maintenance of Trees, Shrubs, and Other Plantings

14.4.1 Mulch and Weed Control

14.4.2 Pruning

14.4.3 Fertilization

14.4.4 Cleanup

Chapter 15-Elevator and Escalator Equipment and Systems Maintenance and Repair Services

15.1 Introducion

15.2 Operating Instructions

15.2.1 Elevators

15.2.2 Freight Elevators

15.2.3 Hand Elevators

15.2.4 Hand-Operated Dumbwaiters

15.2.5 Hand- and Power-Operated Dumbwaiters

15.2.6 Wheelchair Lifts

15.2.7 Escalators and Moving Walks

15.2.8 ADA Signage (American Disabilities Act)

15.2.9 Additional Signage

15.2.10 Equipment Identification Signs

15.3 Maintenance of Equipment

15.3.1 Definitions and Terminology

15.3.2 Contracted Maintenance

15.3.3 In-House Maintenance

15.3.4 Removing Equipment from Service

15.4 Monitoring Equipment Performance

15.4.1 What to Monitor

15.4.2 Callback and Downtime Performance

15.5 Monitoring Maintenance Performance

15.6 Improving Safety and Limiting Liability

15.7 Modernization of Equipment

15.7.1 Why, When, and What to Modernize

15.7.2 How to Select a Modernization Contractor

Chapter 16-Water Treatment Services

16.1 Facility Water Systems

16.1.1 Air-Conditioning Systems

16.1.2 Heating Systems

16.1.3 Humidification Systems

16.1.4 Potable Water Systems

16.1.5 Principles of Water Treatment

16.2 Obtaining Water Treatment Services

16.2.1 Contracted Services vs. In-House Water Treatment

16.2.2 Full-Service Water Treatment

16.2.3 Support Service Water Treatment

16.2.4 The Role of Consultants in Contracted Water Treatment Services

16.3 Installing a New Water Treatment Program

16.3.1 Selecting a Water Treatment Vendor

16.3.2 Water Treatment Specifications

16.4 Managing a Facility Water Treatment Program

16.4.1 Service Programs

16.4.2 Evaluating Water Treatment Program Performance

16.4.3 Cleaning Water System Equipment and Piping

Chapter 17-Architectural, Structural, and Sustaining Maintenance and Repair for Structures

17.1 Introduction

17.2 Information for Maintenance and Repair Systems and Work Control

17.3 Human Resources

17.4 Customer and Occupant Interaction

17.5 Scheduling

17.6 Work Documentation

17.7 Safety

17.8 Planning and Estimating

17.9 Quality Control and Customer Satisfaction

Appendix: Supplementary Practices and Procedures

Preliminary Practices

Identifying Problem Areas

Organizational Plans

Management by Objectives

Training

Staff Development

Model of Administrative Action Needed to Set Goals for Optimum Personnel Utilization

Materials Management

Parts, Supplies, and Materials-Storage, Location, and Distribution

Relationship with Purchasing

Budgets and Costs

Identification, Preparation, and Administration of the Facility Department Budget

Capital Investment Analysis

Safeguarding the Facility

Applied Biology

Corrosion Protection

Operations Research-Techniques

Glossary

Index

Facility Manager's Operation and Maintenance Handbook Introduction

Biographical note

Bernard T. Lewis owns and manages a facilities management consultant firm which specializes in solving problems related to facilities engineering management. His clients have included the Charles E. Smith Companies, Georgetown University, George Washington University, and Port Authority of New York. A member of the Association of Facilities Engineers, Dr. Lewis teaches engineering management, lectures on facilities management nationally and internationally, and is the author of 18 books and numerous magazine articles on facilities management and engineering.

Back cover copy

Cutting-edge techniques that will boost the productivity and slash the costs of your facility department. Let 21 top specialists show you how to maximize the operation and maintenance capabilities of any facility
or plant. This practical handbook takes you through each step in the planning, design, and execution of maintenance and operation procedures for structures, equipment, and systems. It features special emphasis on emergency and energy equipment used in facilities--and
explores all essential support functions and duties. The most comprehensive resource of its kind, this handbook provides you with a complete picture of facility operation and maintenance--from technical checklists--to cost control--to computer applications!