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Table of Content

List of Figures…………………………………………………………………………………………………………………………………………………………......VI

List of Tables…………………………………………………………………………………………………………………………………………………………......VIII

Acknowledgements………………………………………………………………………………………………………………………………………………….......IX

Declaration……………………………………………………………………………………………………………………………………………………………….......X

Abbreviations……………………………………………………………………………………………………………………………………………………….........XI

Abstract………………………………………………………………………………………………………………………………….......................................XV

Chapter 1: Definitions of Assets Maintenance Management and Facilities Maintenance Management…....................................................................1

1.1 Introduction……………………………………………………………………………………………………………………….....11.2 Background of the Research…………………………………………………………………………………………………..5

1.3 Justification of the Research……………………………………………………………………………………………….....5

1.4 Scope of the Research…………………………………………………………………………………………………………….61.5 Aim and Objectives of the Research……………………………………………………………………………………....61.6 Research Contributions to knowledge…………………………………………………………………………………...71.7 Research Methods Used………………………………………………………………………………………..................81.8 Synopsis of the Thesis................................................................................................................9

1.9 Summary……………………………………………………………………………………………………………………….........12

Chapter 2: Facilities Maintenance Management Principles and Practice ………………………….......................................................................................14

2.1 Overview of Facilities Maintenance Management Strategies........................................14

2.2 Review of Facilities Maintenance Management Strategies……………………………………………………..23

2.2.1 Procurement Strategies……………………………………………………………………………………………….......23

2.3 Maintenance Method…………………………………………………………………………………………………............26

2.3.1 Maintenance Classifications................................................................................................29

2.3.2 Maintenance Policy.............................................................................................................31

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2.3.3 Contributions of other Departments to the success of Maintenance Department.........35

2.3.4 Basic Principles of Planned Preventive Maintenance Systems........................................39

2.3.5 Maintenance Management..............................................................................................41

2.3.6 Building Adaptation.......................................................................................................44

2.4 Maintenance Budget…………………………………………………………………………………………………….......46

2.5 Project Quality Control……………………………………………………………………………………………….........47

2.6 Post Occupancy Evaluations…………………………………………………………………………………………………54

2.7 Sustainable Issues………………………………………………………………………………………………………….......54

2.7.1 Environmental Policy and Sustainability…………………………………………………………………......59

2.7.2 Environmental Sustainability ……………………………………………………………………….................59

2.7.3 Regeneration………………………………………………………………………………………………………………..63 2.8 Influence of Culture on Project Execution…………………………………………………………………………....63

2.9 Facilities Maintenance Management.......................................................................................65

2.10 Summary……………………………………………………………………………………………………………………………..68

Chapter 3: Research Methodology…………………………………………………………………….......69

3.1 Introduction…………………………………………………………………………………………………......................69

3.2 Research Philosophy…………………………………………………………..................................................70

3.3 Research Methods………………………………………………………………………………………………………….....73

3.4 Research Approach…………………………………………………………………………………………………............76

3.5 Research Strategies…………………………………………………………………………………….........................78

3.5.1 Research Philosophy Objectives……………………………………………………………………………….....78

3.5.2 How literature review contributes to Framework development.....................................81

3.5.3 How Semi-structured interviews contribute to Framework development ....................82

3.5.4 How Questionnaire contributes to Framework development………………………………………82

3.5.5 How Evaluation interviews contribute to Framework development…………………………….82

3.5.6 How the whole process lead to development of Framework………………………………….......82

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3.5.7 Mixed Methods…………………………………………………………………………………………………............83

3.6 Methodology and Data Collection Strategy…………………………………………………….......................84

3.7 Validity........................................................................................................................................86

3.8 Research Methods and Design……………………………………………………………………………………...........88

3.8.1 Defining Accurate Sample for the Study………………………………………...................................90

3.8.2 Sample Size………………………………………………………………………………………………………………........91

3.8.3 Sample Frame……………………………………………………………………………………………………...............92

3.8.4 Sample Elements ………………………………………………………………………………………………...............92

3.8.5 Data Collection Methods……………………………………………………………………………………..............92

3.9 Summary……………………………………………………………………………………………………………......................92

Chapter 5: Interviews and Analysis.........................................................94

4.1 Sources of Data…………………………………………………………………………………………………………............94

4.2 Reliability and Validity.............................................................................................................95

4.2.1 Data Collection and Presentation (Semi-Structured Interviews-Qualitative)…...............95

4.2.2 Interviews Conducted for Directors of works and services departments.......................96

4.3 Contents Analysis of the semi-structured interviews (Qualitative).........................................102

4.3.1 Introduction......................................................................................................................102

4.3.2 Justification for the use of Thematic Contents Analysis…………………………………...............103

4.3.3 Coding Method…………………………………………………………………………………………………...........103

4.3.4 Thematic Coding………………………………………………………………………………….........................108

4.4 Procurement Strategies...........................................................................................................108

4.5 Maintenance Control Toolkits.................................................................................................109

4.6 Annual Maintenance Budget………………………………………………………………………….......................110

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4.7 Post Occupancy Evaluations……………………………………………………………………………………............111

4.8 Quality Control of Projects and Improvements………………………………………………………............112

4.9 Sustainability Programmes on Facilities……………………………………………………………………….........112

4.10 Development of Framework.................................................................................................114

4.10.1 Thematic Framework....................................................................................................115

4.10.2 Contributions of the semi-structured Interviews to Framework development............115

4.11 Facilities Maintenance Management Stratégies-Explanations.............................................116

4.12 Summary...............................................................................................................................120

Chapter 5 : Questionnaire Survey for Technical Officers...........................121

5.1 Introduction…………………………………………………………………………………………………………………………….121

5.2 Multiple Régressions (Analyses of Questionnaire)……………………………………………………………………122

5.2.1 Présentation of the Questionnaire Survey………………………………........................................123

5.2.2 Interpretation...................................................................................................................123

5.3 Summary.....................................................................................................................................133

Chapter 6: How Literature Review contributes to Development of Framework

.................................................................................................................134

7.1 Contributions of Strategies from Literature Review to the Framework Development..............134

6.2 Maintenance Method.................................................................................................................135

6.3 Maintenance Budget...................................................................................................................136

6.4 Post occupancy Evaluations.........................................................................................................137

6.5 Project Quality control................................................................................................................139

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6.6 Sustainable programme........................................................................................................141

6.7 Cultural Influence...................................................................................................................142

6.8 Summary................................................................................................................................143

Chapter 7 : How Semi-Structure Interviews and Questionnaire Survey contribute to Framework Development...................................................144

7.1 Contributions of Semi-structured Interviews to Framework Development...................144

7.2 Facilities Maintenance Management Strategies-Explained............................................144

7.3 How Questionnaire Survey contribute to the Framework Development.......................146

7.4 Summary..........................................................................................................................148

Chapter 8: Evaluation of the Framework and Conclusion............................................................................................149

8.1 Evaluation of Framework...........................................................................................149

8.2 Evaluation Interviews for Directors of works and services Department...................149

8.3 Evaluated Framework.................................................................................................150

8.4 Objective One-Literature Review...............................................................................152

8.5 Objective Two-Evaluation of HEIs works and services departments.........................152

8.6 Objective Three-Factors militating against effective facilities maintenance management of HEIs in Nigeria.............................................................................................................152

8.7 Objective Four-Development of Strategic Framework.............................................155

8.8 Objective Five-Evaluation of Framework...................................................................155

8.9 Research Validity-External and Internal Threats .......................................................155

8.9.1 Quantitative Validity……………………………………………………………………………............155

8.9.2 Qualitative Validity………………………………………………………………………………............157

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8.9.3 Theoretical Validity………………………………………………………………………………….......160

8.9.4 Generalability…………………………………………………………………………………………….....160

8. 10 Recommendations……………………………………………………………………………………..........161

8.11 Limitations and Future Research ............................................................................162

Appendices………………………………………………………………………………………………………………….........164

Appendix 1: Letter of Consent…………………………………………………………………………………………………..164

Appendix 2: Research Participant Consent form…………………………………………………………………......165

Appendix 3: Project Information Sheet…………………………………………………………………………………….166

Appendix 4: Questions Semi-Structured Interviews……………………………………………………………......167

Appendix 5: Questionnaire-Survey Technical Officers………………………………………………………………169

Appendix 6: Evaluation Interviews Technical Officers……………………………………………………….........171

Appendix 7: Semi-Structured Interviews Respondents……………………………………………………………..172

Appendix 8: Notes for each Interview..........................................................................................173

References: …………………………………………………………………………………………………………………..............180

List of Figures

Chapter 1:

Figure 1.1 Defective Buildings……………………………………………………………………………………………............5

Figure 1.2 Research Methods...........................................................................................................9

Chapter 2:

Figure 2.1 Maintenance Control Toolkits.........................................................................................27

Figure 2.2 Facilities Performance Based Model................................................................................66

Figure 2.3 Research Model for Maintenance Management for HEIs................................................67

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Chapter 3:

Figure 3.1 Research Philosophies…………………………………………………………………..............................71

Figure 3.2 Research Philosophies-Mixed Method………………………………………………………………….....76

Figure 3.3 Research Methodology and Research Methods………………………………………………….......81

Chapter 4:

Figure 4.1 Relationship Diagrams for Variables............................................................................114

Chapter 5:

Figure 5.1 Numbers of Participants..............................................................................................124

Figure 5.2 Length of Service of the Respondents……………………………………………………………………….125

Figure 5.3 Participants Status in the Institution………………………………………………………………………….126

Figure 5.4 Effective Facilities Maintenance Management............................................................127

Figure 5.5 Effective Predictors.......................................................................................................131

Figure 5.6 Adequate supports to Facilities Maintenance Management-Independent Variables. 132

Chapter 6:

Figure 6.1 Procurement Strategies................................................................................................134

Figure 6.2 Maintenance Method..................................................................................................135

Figure 6.3 Maintenance Budget....................................................................................................136

Figure 6.4 Post Occupancy Evaluations.........................................................................................137

Figure 6.5 Projects Quality Control...............................................................................................138

Figure 6.6 Sustainable Programmes.............................................................................................140

Chapter 7:

Figure 7.1 Project Design and Costing..........................................................................................145

Figure 7.2 Project Executions.......................................................................................................146

Figure 7.3 Thematic Frameworks....................................................................................................147

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Chapter 8:

Figure 8.1 Evaluated Frameworks................................................................................................151

List of Tables

Table 4.1 Semi-Structure Interviews for Directors of Works and Services....................................96

Table 4.2 Thematic Coding...........................................................................................................105

Table 5.1 Number of Participants.................................................................................................124

Table 5.2 Length of Service...........................................................................................................125

Table 5.3 Participants Status........................................................................................................126

Table 5.4 Effective Facilities Maintenance Management.............................................................127

Table 5.5 Part Correlation Coefficients.........................................................................................130

Table 5.6 Effective Maintenance Management Predictors..........................................................131

Table 5.7 Adequate Support to Facilities Maintenance Management-Independent Variable (Predictor).....................................................................................................................................132

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Acknowledgements

I would like to use this medium to thank all those who have in any way or means contributed

to the success of this PhD study.

My profound thanks go to my supervisor, Professor Song Wu for his support. I also extend

my gratitude to my former supervisor Professor Chris Fortune who started the research with

me.

I am also grateful to my tutor on the programme Professor Vian Ahmed for her immense

contributions and encouragement, and later saw me through the research successfully. Also,

I thank my benefactors: Architect Tokunbo Fowode, Mr Oluyemi Olumide, Professor O. A.

Itiola, Mr Emmanuel Adeleye and Tertiary Education Training Fund for making my dreams

come true.

I also appreciate the immense contributions of the following seasoned Academics: Dr

Kaushal Keraminge, Professor Jason Underwood, Dr Bingunath Ngirige, Dr Kulatunga

Udayunga, Professor Ming Sun, and Mr Andrew Fleming for his personal painstaking

support, Professor Peter Barrett, Professor Amaratunga Dilathu, Professor Les Ruddock, and

Professor Charles Egbu.

I acknowledge the personal efforts and supports of the entire staff of the Post Graduate

school office (Room 719), especially, Mrs Moira Mort, Rachel Lilley and others. My gratitude

go to a few of my colleagues like: Dr. Paul Missa, Kofi Adroe, Maggie Hardman, Dr. Julius

Akortia, and others.

Finally, my gratitude go to my wife Oluwabunmilade Yetunde, my invaluable daughter-

Mariam Adetutu, other children like: Bukunola, Modinat, Mahmud, and Toluwanimi for their

tolerance and support. They allowed me to use substantial part of the time I needed to have

spent with them to pursue PhD. I dedicate this thesis to them.

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Declaration

The researcher declares that, the work presented in this thesis to the best of his knowledge

is original and his own work. Also, neither the thesis in its entirety nor any portion of it has

been submitted for application for another academic degree or qualification in another

University or Institution. Other sources of data or information used in the study have been

well acknowledged and referenced.

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Abbreviations

ABCD-Australian Building Codes Board

ACS-Automatic Climbing System

ADePT-Analytical Design Planning Technique

BSI-British Standard Institution

CABE-Commission for Architecture and the Built Environment

CBPP-Construction Best Practice Programme

CBM-Condition-Based Maintenance

CDM-Construction Design and Management Regulations

CEA-Cause Effect Analysis

CEM-College of Estate Management

CIOB-Chartered Institute of Building

CM-Condition Monitoring

CMMS-Computerised Maintenance Management Systems

Co2-Carbon

CPA-Critical Path Analysis

CPF-Construction Project Features

CPM-Critical Path Model

DESA-Department of Economic and Social Affairs

dB- Decibel

DEFRA-Department for Environment, Food and Rural Affairs

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DOE-World Commission on Environment and Development

EBSCO-Economic Business Source Complete

EMAS-Eco-Management and Audit Scheme

EMS-Environmental Management System

EPA-Energy Performance Assessment

EPBD-Energy Performance of Buildings

EU-European Union

EWSC-Early Warning System Chart

FEMA-Federation of Environmental Agency

FM-Facilities Management

FMEA-Failures Modes and Effects Analysis

FPM-Facilities Performance Management

FTM-Fault Tree Methods

HEIs-Higher Education Institutions

HHSRS-Housing Health and Safety Rating System

HOQ-House of Quality

HSO-Health and Safety Offences

HVAC-Heating, Ventilating and Air-Conditioning

ICT-Information Communication Technology

IDEFO-Integration Definition for Functional Modelling

IEQ-Indoor Environmental Quality

ISDR-International Strategy for Disaster Reduction

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ISO-International Standard Organisation

IT-Information Technology

JIT-Just –in-time

KPI-Key Performance Indicator

LCA-Life Cycle Analysis

LCC-Life Cycle Costing

LCCM-Life Cycle Cost Management

LCCP-Life Cycle Cost Planning

MDP-Markov Decision Process

NCCARF-National Climate Change Adaptation Research Facility

OEE-Overall Equipment Effectiveness

OLS-Ordinary Least Square

PAHO-Pan-American Health Organisation

PE-Public Engagement

PERT-Programme Evaluation and Review Technique

PPID-Project Production Information Documents

PPMM-Planned Preventive Maintenance Method

PPM-Planned Preventive Maintenance

PM-Preventive Maintenance

PMT-Project Management Tools

QFO-Quality Function Development

RCM-Reliability – Centred Maintenance

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RIBA-Royal Institution of British Architect

RICS-Royal Institution of Chartered Surveying

RMHS-Rocky Mountain High School

SBS-Sick Building Syndrome

SCS-Stock Condition Survey

SMS-Short Messages

TPM-Total Productive Maintenance

UAE-United Arab Emirate

UN-United Nations

UNDESA-United Nations Department of Economic and Social Affairs

UK-United Kingdom

USA-United States of America

USCB-United States Census Bureau

USGBC-United States Green Building Council

UNISDR-United Nations International Strategy for Disaster Reduction

VM-Value Methodology

WBTC-Works Bureau

WBS-Works Breakdown Structure

WHO-World Health Organisation

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A Theoretical Framework to Support Facilities Maintenance

Management of Higher Education Institutions (HEIs) Facilities in

Nigeria

Abstract

The processes required in maintaining Higher Education Institutions (HEIs) buildings, and to

retain their services and facilities to an acceptable standard in Nigeria is being undermined

by insufficient maintenance budget and lack of strategic planning.

The aim of the study is to develop a new theoretical strategic framework to support Facilities

maintenance management of Higher Education Institutions facilities in Nigeria. The key

objectives of the study include: investigating the current theoretical approaches to facilities

maintenance management, evaluating works and services departments’ constraints in

relation to procurement strategies, maintenance methods, maintenance budgets, post

occupancy evaluations, project quality control, sustainable programme, and the influence of

culture on project execution. Others objectives include: developing a strategic framework to

support facilities maintenance management, and validating its effectiveness and the

efficiency. The scope of the study is focussed on the general maintenance of all building

elements; services provided in the selected twelve HEIs in south west of Nigeria.

The study adopted a mixed method research strategy by conducting series of semi-

structured interviews with the directors of works and services of the selected HEIs, and a

questionnaire survey of the 36 Technical Officers from the selected HEIs in Nigeria. The

qualitative and quantitative data collected were analysed by using thematic analyses and

multiple regressions respectively.

The findings of the thematic analyses of the interviews reveal that, there was a general

shortage of financial resources that allow keeping of backlogs of maintenance and repairs of

HEIs buildings across both the federal and state HEIs. The work identified that, the following

factors have caused majority of the backlogs of maintenance: low level of overall

maintenance budget, delays in releasing cash (maintenance funds), lack of the adoption and

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use of planned prevent maintenance method, a shortage of in-house technical staff, and the

absence of maintenance programmes and maintenance schedules.

In addition, the findings of the questionnaire survey identified the largest and the strongest

among the variables used (Predictor-Maintenance Budget), it determines the effectiveness

and efficiency of the framework to about 58%, and determines at which level, that the

smallest and less stronger variables can join together with the largest and strongest variable

to make the framework effective in the facilities maintenance management of HEIs facilities

in Nigeria. The findings further reveal that: majority of the HEIs works and services

departments do not have full complements of technical staff, so they outsource most of

their maintenance projects; most HEIs works and services departments do not have

maintenance budgets; where the budgets are in place, they do not adopt appropriate

techniques for data collection. In most HEIs sampled, the major defects are often caused by

long delays in releasing maintenance cash.

Other challenges include: use of inappropriate maintenance methods; lack of establishment

of a project control unit within the works and services department; inability to prepare and

use maintenance control toolkit; over reliance on complaints from the facilities users instead

of carrying out post occupancy evaluations; and lack of adequate programmes to maintain

the built environments under their management.

A framework was subsequently developed to address the challenges and shortcomings

discovered through interviews and the questionnaire survey. The key element of the

framework is based on the extensive literature review and is the further validated through a

series of interviews with senior technical officers from eight out of the twelve HEIs sampled.

The interviewees agreed that the framework is valid, adaptable, and will make facilities

maintenance management of HEIs facilities in Nigeria cost effective, efficient in running, and

ensures the achievement of project quality control and project deliveries in a timely fashion.

Key words: Backlog, budget, environment, sustainable, procurement, maintenance and

quality.

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