PRSM 2012 Best Practices - (Page 77)

PrOACTivE MAiNTENANCE SChEduLiNg ANd dELivEry AUTHOR dana Alexandrescu, senior Manager, Projects, energy & Maintenance COMPANY sears canada, inc. chAllenge: Providing clear direction to store management and maintenance associates for tasks that have to be performed on an ongoing base is often reactive rather than proactive or preventive. The goal should be to direct stakeholders to inspect and monitor, as well as plan for repairs and replacements. best PrActice: Review all the maintenance tasks that have to be performed in a typical store and create a chart describing the actual tasks and the frequency. The tasks were grouped under the following categories: 1. Building System Maintenance (not covered by preventive maintenance contracts). This includes inspections of all major building systems (roof, structure, exterior walls, doors, sidewalks/parking lot/parking lot lights, exterior/mall sign, etc) and building equipment (electrical transformer and switchgear, escalator/elevators, compactor/bailer, HVAC etc.) as well as maintaining logs. Any issues discovered as part of these inspections are then addressed as work orders and scheduled based on severity of issue and work efficiencies. 2. Coordination of work performed by third parties as part of preventive maintenance contracts (HVAC, fire protection, generators) or national contracts (cleaning, waste management, pest control, hygiene, landscaping/snow removal, wash/re-lamp). While the work is being performed by outside vendors, the maintenance associates act as liaisons for vendors, ensure work is done as per contract and sign-off on work upon completion. 3. Unplanned maintenance work (to address unforeseen issues as well as mechanical and environmental/ structural emergencies). While there is no planning for this type of work, it is important to have a good understanding of the equipment, the building and the available vendor base. 4. Other (includes communication, administrative tasks, training, health and safety). These tasks indirectly impact the execution of all other tasks and are critical to a successful maintenance program. The frequency of performing the tasks varies from daily (for chiller and boilers), weekly, monthly to quarterly, semi-annual and annual. For all contracts, this is linked to the scope of work of the contract (for example: for HVAC preventive maintenance, there are four scheduled visits per year). Each task contains a brief description of the scope of work to be performed as well as notes to indicate any regulatory compliance and/or training requirements. results: The maintenance team is able to better schedule work and address issues before they result in an emergency, thus minimizing the impact on store operations. Store managers have a better understanding of maintenance processes and requirements and use it as a guide to schedule the payroll. VeriFicAtion oF eFFiciency And sAVings cAPtured: Projects are planned ahead following a defined process which includes competitive tendering and coordinating similar work in one project or different work in the same store for cost efficiencies. Budgets are forecasted more accurately. The building fleet is better maintained. 2012 Best Practices | 77

Table of Contents for the Digital Edition of PRSM 2012 Best Practices

Conducting Multi-Site Paving Improvements to Ensure Continuity
Conducting Multi-Site Paving Improvements to Ensure Continuity
Exterior Rebranding
Exterior Rebranding
Getting the Most Value Out of Roof Management
Getting the Most Value Out of Roof Management
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Applying Bipolar Ionization to Improve Indoor Air Quality and Save Energy
Determining Responsibility for Ceiling Leaks
HVAC Maintenance and Repairs Quote Review
Managing HVAC Energy Usage Without Installing an Energy Management System
Solving HVAC Issues on Landlord Operated Systems
Creating a Standardized Cleaning Chemical Program
Floor Replacement Planning and Execution
Improving Pest Control Monitoring to Maintain Store Cleanliness
Streamlining Store Cleaning Through Internal Benchmarking
LED Conversion Bolsters Ambiance, Bottom Line and Environment.
LED Gas Canopy Lighting Upgrade
Lighting Maintenance
Retrofitting Signage with LED Technology
Performing Basic Troubleshooting to Save Money
Implementing Repair Audits to Ensure Customer Safety
Improving Quality, Cost and Schedule Through Safety Education
Managing Extended Power Outages Through Emergency Response
Managing Risk Through Slip Resistance Testing
Creating Energy Teams to Pursue Opportunities
Formulating Green Solutions
Making Data Centers LEED Compliant
Outfitting Facilities with an Eye on ENERGY STAR Certification
Recycling Cooling Water From Air Conditioning Systems for Toilet and Landscaping Use
Sustainability-How the Facilities Team Can Contribute
Driving Down Waste Expense
Reducing Trash and Recycling Expense for Retail Locations
Transferring Compactor Maintenance to a Service Vendor
Waste Service Efficiency and Compliance
Waste Evaluation and Right Sizing to Reduce Cost
Asset and Service Warranty Tracking and Management: More Fully Realizing the Value of Budget Expenditures
Conducting an Organized Meeting
Proactive Maintenance Scheduling and Delivery
Repair Reductions by Participating in Design and Construction Table
Streamlining the Store Closing Process
Achieving Process Improvement Through Onsite Assessment of KPIs
Forecasting a Maintenance and Repair Budget
How to Calculate Return on Investment
Tracking Finances for Facilities
Centralizing Vendor Training and Management
Creating a Service Vendor Call Center to Save End Users’ Money
Answering a Call Status Challenge with an IVR Solution
Communicating Product Recalls Using a CMMS-Inspired Module
Doing More with Less and Saving Money in the Process
Ensuring the Accuracy of Web-Based Maintenance Requests
Establishing an End to End Procure-to-Pay Process
Leveraging Existing Technologies to Provide Updated Process Improvements
Quality Management of Bundled Periodic Services
Reduced Dashboard Time at Supply Houses
Parking Lot Management
Creating Best-In-Class Snow and Ice Management White Paper
Energy Savings/HVAC Air Filter Bypass
Managing a Retail Lighting Retrofit Project – Bright Ways to Improve Your Lighting and Your Bottom Line!
Managing Energy Usage with Interval Meter Calibration
Navigating the Department of Energy’s Higher Efficiency Regulations
Supplier Insights into Competitive Sourcing White Paper
Testing HVAC System Options to Reduce Costs and Labor
Understanding Retail Facilities Sourcing White Paper
Glossary of Acronyms and Terms

PRSM 2012 Best Practices