Conference on Higher Education Facilities Management

18 – 22 October 2010

Built Care (Pty) Ltd• Built Care – Involved in Immovable Asset Management which

includes:

– Strategic Asset Management Planning

– Compilation of Asset Registers

– Performance Assessment

» Condition Assessment

» Functionality

» Utilization

» Compliance

– Strategic Maintenance Management

– Energy Management

– + 15,000,000 m2 Performance Assessments last 5 years

User Unique Requirements- Management Information

User Generic Requirements- Management Information

Stakeholder Requirements-NT : Financial Statements

-DPW : Custodian information

Levels of Asset Register Information

Legislative Requirements- PFMA-GIAMA

Contract Muckleneuk Campus• Condition Assessments

– Condition assessment of all buildings and infrastructure

– Update the existing facilities asset register– Develop a prioritised condition based maintenance

budget• Enabling systems and processes

– Develop a facilities maintenance plan• Training & capacity building

– Understand condition assessment process– Interpret reports and budgets

General InformationUnisa Muckleneuk Campus 340 Preller Street, Pretoria

Facility Type University Buildings

Number of Buildings 44

Total Floor Area 227817 m²

Total Site Area 232612 m²

Site coverage 22%

Municipality City of Tshwane Metro

Town/City Pretoria

Latitude -25.7672

Longitude 28.1991

Average Condition of Facility 3.80%

Estimated Current Construction Cost R 2 542 562 443

Condition Assessments

• Level One - Desktop ReviewRatings at building level and is drawn from existing data

• Level Two – Walk ThruRatings at elemental level and is collected from site

• Level Three – Crawl ThruRatings detailed examination - List of defects

CONDITION RATINGS

Copyright: Built Care (Pty) Ltd October 2009

Average Condition of Muckleneuk Campus

Average 5 4 3 2 1

TOTAL FACILITY 3.80 0.0% 89.3% 5.4% 1.4% 3.9%

BUILDINGS 3.79 0.0% 83.8% 4.9% 1.4% 3.9%

Building Fabric 3.78 0.0% 74.9% 4.5% 1.3% 3.7%

Building Electrical 3.93 0.0% 4.6% 0.1% 0.0% 0.1%

Building Mechanical 3.85 0.0% 4.2% 0.3% 0.1% 0.1%

SITE WORKS 3.90 0.0% 5.5% 0.5% 0.0% 0.0%

Site Civil Works 3.88 0.0% 1.2% 0.1% 0.0% 0.0%

Site Electrical 3.91 0.0% 4.3% 0.4% 0.0% 0.0%

Site Mechanical 4.00 0.0% 0.0% 0.0% 0.0% 0.0%

1.0

1.5

2.0

2.5

3.0

3.5

4.0

4.5

5.0

0 5 10 15 20 25 30 35 40 45 50 55 60

Age (Years)

Very Low Maint Low Maint Normal Maint High MaintVery High Maint Tygerberg: 1975 Kalafong: 1973 Universitas: 1980Johannesburg: 1976 Garankuwa: 1973 Greys: 1980

Ave

rag

e C

on

dit

ion

Minimum Acceptable Condition

COPYRIGHT: J.J. Mc DULING Sept 2007

1.00

2.00

3.00

4.00

5.00

0 5 10 15 20 25 30 35 40 45 50 55 60

Age (Years)

Very Low Maint Level Low Maint Level Normal Maint Level High Maint Level

Very High Maint Level Hospital A: 1975 Hospital B: 1973 Hospital C: 1980

Hospital D: 1976 Hospital E: 1973 Hospital F: 1980

Ave

rage

Conditio

n

Mc Duling, J.J., 2006

Condition Profile

Comparison of Buildings

PRESERVATION BUDGET

The Preservation Budget is the sum of the Maintenance, Rehabilitation and Replacement Budgets.

Preservation Budget – International Guidelines

PRESERVATION BUDGETMaintenance Budget Required Allowance

Planned Maintenance R 73,249,387 R 12,600,000

Unplanned Maintenance R 17,666,735

Total Maintenance Budget R 90,916,122 R 12,600,000

% of CRV 3.72% 0.48%

Backlog Budget (Maintenance Backlog)

Repairs R 26,203,599 R 22,000,000

Rehabilitation R 17,896,557

Replacement R 108,478,370

Others R 18,000,000

Total Backlog Budget R 152,578,525 R 40,000,000

Total Preservation Budget R 243,494,648 R 52,600,000

Cond

ition

As

sess

men

ts5

4

Very Good

Good

3

2

Fair

Bad

1 Very Bad5

4

Very Good

Good

3

2

Fair

Bad

1 Very Bad

Immovable Asset Preservation Programme

• Preservation Policy• Standards & Procedures• Service Level Agreements• Service Level Specifications

• Integrated Asset Management System

• Fixed Asset Register• Condition Assessments

Maintenance ProgrammeAssets in Desirable Condition

Planned Maintenance

• Preventative Maintenance• Condition-based Maintenance• Statutory Maintenance (OHS Act)

Unplanned Maintenance

• Breakdown Maintenance• Incident Maintenance

Minor Repairs

Rehabilitation ProgrammeAssets not in Desirable Condition

Major Repairs

Rehabilitation

Replacement ProgrammeReplacement of Assets, etc.

Replacement of :• Facilities• Buildings• Plant• Equipment• Infrastructure

Process to address backlog*

• Budget determination• Prioritisation• Determine own capability• Determine capacity requirement• Define required external assistance• Determine necessary standards, norms and

specifications

*Built Care can provide assistance with this process

External Assistance with Facilities Management Activities*

• Process– Define service requirements for outsourced services– Consider attributes of service

• Control, etc• Customer Service• Priority, flexibility• Direct Cost

– Determine mechanism of service-delivery (Packaging and type of contracts)

* See Total Facilities Management, Brian Atkin and Adrian Brooks (2000:33)

External Assistance with Facilities Management Activities (cont)

• Key Issues– Identify key-attributes of service– Define evaluation criteria– Consider both direct and indirect cost– Consider best value (risk vs. cost)– Define roles and skills– Review process regularly– Identify appropriate Software