What is Facilities Management and how can Technology help?
Christopher Kelly
Managing Director at Kelvin Control Engineers Ltd & Director at Allander Analytics
What is Facilities Management?
Facilities Management (FM) refers to the comprehensive management of the Built Environment
Facilities management aims to optimise the use of resources
What are the core activities?
Activities can be broken down into specific tasks. Tasks are the individual actions or assignments that contribute to the completion of activities. For example, within the activity of "maintenance of HVAC systems," tasks might include inspecting air filters, cleaning ducts, testing thermostats, repairing components, etc. Similarly, within the activity of "security management," tasks might involve monitoring surveillance cameras, patrolling premises, responding to alarms, checking access controls, and so on. Tasks are the actionable steps undertaken to achieve the broader goals of Facilities Management activities.
The different activities chosen for a facility and selected for the particular items of plant, will determine the overall FM strategy. Different maintenance strategies are utilised based on factors such as the criticality of assets, the desired level of reliability, cost considerations, and available resources. Lets look at the different maintenance regimes available in more detail.
Types of Maintenance Regimes
There are several types of maintenance regimes, each with its own approach and objectives. Some common types include:
Preventive Preventative Maintenance (PPM): This involves regular, scheduled maintenance tasks performed on equipment to prevent potential failures before they occur. PPM aims to keep equipment in good working condition and reduce the likelihood of breakdowns.
Predictive Maintenance (PdM): PdM involves monitoring the condition and performance of equipment in real-time using sensors and data analysis techniques. By analysing data such as temperature, vibration, and lubricant analysis, PdM predicts when maintenance is needed, allowing for maintenance to be performed only when necessary.
Corrective Maintenance: Also known as breakdown or reactive maintenance, corrective maintenance involves repairing equipment after a failure occurs. This type of maintenance is typically unplanned and may result in downtime and higher repair costs.
Condition-Based Maintenance (CBM): CBM involves monitoring the condition of equipment through various parameters such as temperature, pressure, vibration, etc. Maintenance actions are triggered based on predefined thresholds or conditions indicating potential issues.
Reliability-Centered Maintenance (RCM): RCM is a systematic approach to maintenance that identifies the most critical components of a system and develops maintenance strategies based on their reliability characteristics. It aims to maximise system reliability while minimising maintenance costs.
Total Productive Maintenance (TPM): TPM focuses on maximising the productivity of equipment by involving all employees in the maintenance process. It emphasises proactive and preventive maintenance, as well as improving overall equipment effectiveness (OEE).
Run-to-Failure Maintenance: In this approach, maintenance is deferred until equipment fails. It is typically used for non-critical equipment where the cost of preventive maintenance outweighs the cost of potential failures.
Risk-Based Maintenance (RBM): RBM prioritises maintenance activities based on the risk of failure and the consequences of failure. It considers factors such as safety, environmental impact, and financial implications when determining maintenance priorities.
These maintenance regimes can be applied individually or in combination, depending on factors such as equipment criticality, operational requirements, and available resources. Each approach has its advantages and disadvantages, and the selection of the appropriate maintenance strategy depends on specific organisational goals and constraints.
Not all Buildings are the same.
The optimal maintenance strategy for a particular building or plant configuration depends on various factors including:
Equipment Types and Criticality: The types of equipment present and their criticality to operations influence the choice of maintenance strategy. Critical equipment may require more proactive maintenance approaches to minimise downtime and prevent costly failures.
Operating Environment: The environmental conditions in which the building or plant operates can impact equipment reliability and maintenance needs. Factors such as temperature, humidity, exposure to corrosive substances, and dust levels can affect equipment performance and degradation rates.
Regulatory Requirements: Compliance with industry regulations and standards may dictate specific maintenance practices or inspection schedules for certain equipment or systems.
Age and Condition of Equipment: The age, condition, and reliability history of equipment play a significant role in determining the most suitable maintenance strategy. Older equipment may require more frequent inspections or replacements compared to newer, more reliable assets.
Budget and Resources: Available budget and resources, including manpower, tools, and technology, influence the feasibility of implementing different maintenance strategies. Some strategies may require significant upfront investment in sensors, monitoring systems, or training.
Operational Requirements: The operational requirements of the building or plant, such as production schedules, uptime targets, and safety considerations, impact the choice of maintenance strategy. Maintenance activities must be planned and executed in a way that minimises disruption to operations.
Performance Metrics: Key performance indicators (KPIs) related to equipment reliability, uptime, energy efficiency, and maintenance costs help evaluate the effectiveness of maintenance strategies and guide decision-making.
Considering these factors, it's evident that there is no one-size-fits-all approach to maintenance. Tailoring maintenance strategies to suit the specific needs and characteristics of each building or plant configuration is essential for maximising equipment reliability, minimising downtime, and optimising maintenance costs.
A Blended Approach
A blended approach to maintenance is often used in practice, especially in complex settings where different types of equipment may have varying maintenance requirements. Blended approaches involve combining elements of multiple maintenance strategies to create a customised maintenance program that maximises equipment reliability, minimises downtime, and optimises maintenance costs.
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Some common examples of a blended approach to FM include:
Predictive and Preventive Maintenance (PdM-PPM): This approach combines predictive maintenance techniques, such as condition monitoring and predictive analytics, with Planned Preventive Maintenance tasks performed at regular intervals. Predictive maintenance helps in identifying potential failures before they occur, while Planned Preventive Maintenance addresses known issues and helps in maintaining equipment reliability.
Condition-Based Maintenance (CBM) with Preventive Maintenance (PPM): CBM involves monitoring equipment condition in real-time to determine maintenance needs, while PPM involves scheduled maintenance tasks. In this approach, maintenance activities are triggered based on the actual condition of the equipment (CBM) as well as at predetermined intervals (PPM), providing a comprehensive maintenance strategy.
Reliability-Centered Maintenance (RCM) with Predictive Maintenance (PdM): RCM focuses on identifying the most critical components of a system and developing maintenance strategies based on their reliability characteristics. By combining RCM with PdM techniques, organisations can prioritise predictive maintenance efforts on critical equipment while still ensuring that less critical assets receive appropriate attention through RCM-based strategies.
Total Productive Maintenance (TPM) with Preventive Maintenance (PPM): TPM emphasises proactive maintenance and involves all employees in the maintenance process. By integrating TPM principles with preventive maintenance tasks, organisations can foster a culture of continuous improvement and optimise equipment performance and reliability.
The blended approach allows organisations to leverage the strengths of different maintenance strategies while mitigating their respective weaknesses. By tailoring maintenance programs to suit the specific needs of their equipment and operational requirements, organisations can achieve greater efficiency, reliability, and cost-effectiveness in their maintenance operations.
How can Technology Help?
Building Energy Management Systems (BEMS), play a crucial role in facilitating a blended approach to Facility Management (FM) by providing advanced monitoring, control, and automation capabilities but how do we harness the data to aid our FM goals and strategies? Here's how technology, particularly BuildingBook, can assist in implementing a blended approach to FM:
By leveraging the capabilities of smart integrations to items such as BEMS, facility managers can implement a blended approach to FM that combines preventive, predictive, and condition-based maintenance strategies effectively. This integration enhances equipment reliability, reduces maintenance costs, and improves overall operational efficiency and occupant comfort within the facility.
At Kelvin Control Engineers Ltd , together with our partners at Allander Analytics we have developed an all in one platform where building specific FM needs can be met. Our platform BuildingBook provides an all in one Smart Management platform to allow you to fine tune your service offering for a smarter, greener and leaner operation for you and your customer.
For more information on how our product BuildingBook can help you and your organisation, follow the link below:
Here's how BuildingBook helps
Real-time Monitoring: BEMS allows for real-time monitoring of various building systems and equipment, including HVAC (Heating, Ventilation, and Air Conditioning), lighting, security, and energy consumption. When integrated with BuildingBooks’ seamless ‘Sitelink’ technology, this real-time data can enable facility managers to identify abnormalities, trends, and potential issues promptly, supporting both predictive and condition-based maintenance strategies.
Predictive Maintenance: By integrating sensors and analytics capabilities, BuildingBook can enable predictive maintenance by monitoring equipment health parameters such as temperature, vibration, and energy consumption. Advanced analytics algorithms can analyse this data to predict potential failures and recommend maintenance actions before they occur, optimising equipment reliability and minimising downtime.
Automated Work Order Generation: BuildingBook can automatically generate work orders based on predefined maintenance schedules or triggered by equipment performance thresholds. This automation streamlines the maintenance workflow, ensuring that preventive maintenance tasks are performed on time and reducing the administrative burden on facility managers.
Remote Monitoring and Control: The BuildingBook offers remote monitoring and control capabilities, allowing facility managers to access building systems and equipment data from anywhere at any time. This remote access enables proactive decision-making, rapid response to issues, and optimisation of maintenance activities without the need for on-site presence.
Integration with CMMS: BuildingBook can integrate with 3rd party Computerised Maintenance Management Systems (CMMS) to facilitate seamless data exchange between maintenance management and BEMS. This integration enables automatic updates of maintenance records, work order management, and historical data analysis, providing a holistic view of maintenance activities and asset performance.
Energy Management: BEMS plays a crucial role in energy management by monitoring and controlling building systems for optimal energy efficiency. By integrating energy management capabilities
Performance Analytics: BuildingBook includes built-in analytics tools for performance monitoring and optimisation. Facility managers can leverage these tools to analyse historical data, identify trends, and benchmark equipment performance against predefined KPIs, informing maintenance decisions and continuous improvement initiatives.
for more information get in touch at Kelvin Control Engineers Ltd or Allander Analytics - we know how buildings work..