Within This Page. Facilities operations and maintenance encompasses a broad spectrum of services, competencies, processes, and tools required to assure the built environment will perform the for which a facility was designed and constructed. Operations and maintenance typically includes the day-to-day activities necessary for the building/built structure i, its systems and equipment, and occupants/users to perform their intended function. Operations and maintenance are combined into the common term O&M because a facility cannot operate at peak efficiency without being maintained; therefore the two are discussed as one. Stratasys insight user guide. The Facilities O&M section offers guidance in the following areas:.
—Provides an overview on the type of system needed to maintain an inventory of an organization's physical assets and manage those assets. —Contains descriptions of procedures and practices used to track the maintenance of an organization's assets and associated costs. Hese projects are commonly repetitive, include preventive, planned/scheduled, and emergency activities, with projects under and established dollar threshold (i.e, $15,000). —originally referred to space planning technologies, however, is not used more generically to describe a variety of technologies addressing any or all aspects of Facilities Management.
Examples include CMMS, BIM, IWMS, and others. —it is now widely recognized that O&M represents the greatest expense in owning and operating a facility over its life cycle. The accuracy, relevancy, and timeliness of well-developed, user-friendly O&M manuals cannot be overstated. Hence, it is becoming more common for detailed, facility-specific O&M manuals to be required as a part of the total commissioning process. These manuals describe the processes, methods, tools, components, and frequencies involved for requisite operations and management of physical assets. Janitorial/Cleaning—As the building is opened the keys are turned over to the janitorial, custodial or housekeeping staff for interior 'cleaning' and maintenance.
Using environmentally friendly cleaning products and incorporating safer methods to clean buildings provides for better property asset management and a healthier workplace. Grounds maintenance and proper cleaning of exterior surfaces are also important to an effective overall facility maintenance and cleaning program. Janitorial/Cleaning, as well as Landscaping, Snowplowing, etc. Are considered to be General Maintenance Activities. —this is a unique and complex issue: balancing keeping old equipment running while contemplating the impact of installing new more efficient equipment. Further, cleaning of delicate surfaces and artwork require the use of products that are less likely to damage these surfaces, while providing a healthy environment for the building's occupants. Maintaining strict temperature and humidity control to protect artwork and antiquities is an additional challenge for the O&M staff.
Extensive research has been done by the Smithsonian Institution regarding the effect of temperature and humidity on artifacts and can be found in the following links: Determining the Acceptable Ranges of Relative Humidity and Temperature in Museums and Galleries: and For more information go to, under the Documents & References section of the WBDG or to the. Project Delivery Methods—The process established to efficiently define, cost, procure, execute, and manage operations and maintenance projects is referred to as the project delivery method. As there are numerous and disparate operations and maintenance projects facing real property owners and their service providers, it is critical that they be accomplished in a timely and cost-effective manner.
While traditional construction delivery methods such as design-bid-build have commonly been used, collaborative construction delivery methods such as Job Order Contracting have demonstrated to be capable of delivering over 90% of these types of projects on-time, on-budget, and to the satisfaction of all participants and oversight groups. The scope of includes the activities, processes, and workflows required to keep the entire built environment as contained in the organization's of facilities and their supporting infrastructure, including utility systems, parking lots, roads, drainage structures and grounds in a condition to be used to meet their intended function during their life cycle. These activities include both planned preventive and predictive maintenance and corrective (repair) maintenance. Preventive Maintenance (PM) consists of a series of time-based maintenance requirements that provide a basis for planning, scheduling, and executing scheduled (planned versus corrective) maintenance. PM includes adjusting, lubricating, cleaning, and replacing components. Time intensive PM, such as bearing/seal replacement, would typically be scheduled for regular (plant or 'line') shutdown periods. Per the Federal Energy Management Program (FEMP), Predictive Maintenance attempts to detect the onset of a degradation mechanism with the goal of correcting the degradation prior to significant deterioration in the component or equipment.
Corrective maintenance is a repair necessary to return the equipment to properly functioning condition or service and may be either planned or un-planned. Some equipment, at the end of its service life, may warrant overhaul. Per DOD, the definition of overhaul is the restoration of an item to a completely serviceable condition as prescribed by maintenance serviceability standards.
Requirements will vary from a single facility, to a campus, to groups of campuses. As the number, variety, and complexity of facilities increase, the organization performing the O&M should adapt in size and complexity to ensure that mission performance is sustained. In all cases O&M requires a knowledgeable, skilled, and well trained management and technical staff and a well planned maintenance program. The philosophy behind the development of a maintenance program is often predicated on the O&M organization's capabilities. The goals of a comprehensive maintenance program include the following:.
Reduce capital repairs. Reduce unscheduled shutdowns and repairs. Extend equipment life, thereby extending facility life. Realize life-cycle cost savings, and. Provide safe, functional systems and facilities that meet the design intent. Sustainability is an important aspect of the O&M process. A well run O&M program should conserve energy and water and be resource efficient, while meeting the, and requirements of the building occupants.
The impact of, the and the must all be considered in the facilities O&M process. The section provides key information needed by Federal personnel to meet high performance and sustainable building requirements. A critical component of an overall facilities O&M program is its proper management.
Per FEMP, the management function should bind the distinct parts of the program into a cohesive entity. The overall program should contain five distinct functions: Operations, Maintenance, Engineering, Training, and Administration (OMETA). Beyond establishing and facilitating the OMETA links, O&M managers have the responsibility of interfacing with other department managers and making their case for ever shrinking budgets. Related Issues.
Organizations that require a higher level of O&M information beyond the typical vendor equipment documents should ensure sufficient funds are set aside and appropriate scope/content/format requirements are identified during the planning stage. It is important to analyze and evaluate a facility from the system level, then develop procedures to attain the most efficient systems integration.
System-level manuals include as-built information, based on the maintenance program philosophy. O&M procedures at the system level do not replace manufacturers' documentation for specific pieces of equipment, but rather supplement those publications and guide in their use. For example, system-level troubleshooting will fault-analyze to the component level, such as a pump, valve or motor, then reference specific manufacturer requirements to remove, repair, or replace the component. Documentation should typically meet or exceed client or commercial standards, such as ASHRAE Guidelines (e.g., Preparation of Operating and Maintenance Documentation for Building Systems) for format and content, and be tailored specifically to support the Owner's Maintenance Program (MP). Historic Buildings Operations and Maintenance. This is a unique and complex issue: balancing keeping old equipment running while contemplating the impact of installing new more efficient equipment.
Building Operation And Maintenance Manual Example
Further, cleaning of delicate surfaces and artwork require the use of products that are less likely to damage these surfaces, while providing a healthy environment for the building's occupants. Maintaining strict temperature and humidity control to protect artwork and antiquities is an additional challenge for the O&M staff. Extensive research has been done by the Smithsonian Institution regarding the effect of temperature and humidity on artifacts and can be found in the following links:. Determining the Acceptable Ranges of Relative Humidity and Temperature in Museums and Galleries: and For more information go to, under the Documents & References section of the WBDG or to the. Common Data Environment (CDE)— a shared built environment taxonomy spanning fully defined and consistently used terms and definitions described in plain language and data architectures such as COBie, MasterFormat, Uniformat, Omniclass, etc.
Consideration to implement COBie should be identified during the planning stage, especially when is required. Federal Real Property Asset Management (–2004). Under this directive federal agencies are required to establish procedures to establish accountability and stewardship for all owned and maintained federal facilities. This includes reporting value, condition and sustainability as well as adopting principles of total cost of ownership and life-cycle costing. Deferred Maintenance.
The method of determining the value of an organization's deferred maintenance has been in discussion over the past decade. In 1995 the Federal Accounting Standards Advisory Board (FASAB) established Accounting Standard Number 6 which defined and established the requirements for reporting of deferred maintenance. This led to the federal community to determine how to meet these requirements and in 1999 the Federal Facilities Council Standing Committee on Operations and Maintenance published Technical Report 141 – Deferred Maintenance for Federal Facilities. This report further defined maintenance as well as repairs. The FASAB is in the process of revisiting the issue of deferred maintenance and how it is defined and determined. Also, a recent GAO report questioned the differences that existed in defining and determining an agency's method of reporting deferred maintenance (see GAO-09-10 Report – Federal Real Property: Government's Fiscal Exposure from Repair and Maintenance Backlogs Is Unclear – October 2008).
Also, the FFC has funded research for predicting organizational outcomes anticipated from investments in facilities maintenance and repair. All these efforts will have an impact as to how a federal agency will account for and track maintenance and repair costs and the backlog of deferred maintenance. Recent directives have established goals for reduction of energy and water usage and to improve the sustainability of both new buildings as well as existing buildings (see and the ). This will impact how facilities are operating and how they are maintained.
The section provides key information needed by Federal personnel to meet high performance and sustainable building requirements. Emerging Issues Teardowns. Demolishing older or historic buildings and replacing them with new structures that may not be as durable, sustainable or secure is a problem found in many communities in both the government and private sector. Currently there is no single tool available to solve the Teardown problem but rather a combination of strategies works best. One tool available online is ',' created as part of the National Trust for Historic Preservation Teardowns Initiative.
This tool is intended as an easy-to-share, user-friendly, one-stop-shop highlighting approximately 30 tools and more than 300 examples of best practices in use in the United States. Additional Resources A.
Planning and Design Phase O&M activities start with the planning and design of a facility and continue through its life cycle. During the planning and design phases, O&M personnel should be involved and should identify maintenance requirements for inclusion in the design, such as equipment access, built-in condition monitoring, sensor connections, and other that will aid them when the built facility is turned over to the owner/user organization. The O&M team should be represented on the project development team so they know ahead of time the types of controls, equipment and systems they will have to maintain once the facility is turned over to them.
For more on this subject, see 'F. Coordinating Staff Capabilities and Training with Equipment and System Sophistication Levels.' Consideration should be given for professionally developed system-level O&M Manual(s), rather than the typical vendor-supplied equipment manuals. The initiative should also be a consideration. For larger complexes, O&M staff should consider system-wide integration and compatibility of proposed products with existing systems, including tools, equipment and cleaning supplies. This is where the full system commissioning process starts. by the Department of Energy (DOE)—Chapter 3: O&M Management, Chapter 9: Pump Design / Selection.
Operation And Maintenance
—The Indoor Air Quality Building Education and Assessment Model (I-BEAM) is a guidance tool designed for use by building professionals and others interested in indoor air quality in commercial buildings. Chapter - Ductwork cleaning/standards. Chapter - Exhaust System Design.
by the General Services Administration (GSA)—Appendix A.3 New Construction and Modernization and Appendix A.4 Alteration Projects B. Construction Phase To support efficient Operation and Maintenance (O&M), it is important that facility O&M documentation (1) be required by the owner and (2) be accurate, and (3) be available in a timely fashion. System-level and manufacturer manuals of as-installed systems and equipment, including as-built drawings, should be available for review by the owner over the course of the Construction Phase. However, it is not uncommon for this documentation to be delivered at fiscal closeout, long after the owner has moved into the building.
To efficiently operate a facility at turnover, O&M information must be available prior to fiscal completion, owner occupancy, and especially before operator/maintainer training. If this currently is not the case, owners may need to revise their procurement specifications to mandate the requirement. Although obtaining O&M documentation may be overseen by the owner's representative or, the effort should be coordinated with/overseen by the owner's construction manager to ensure it is being accomplished. In addition, typically part of the construction contract, warranties/activation dates and spare parts information should be organized and tracked. by the Department of Energy (DOE)—Chapter 7: Commissioning Existing Buildings. —Chapter 5: Retrocommissioning. by the Department of Energy (DOE).
by the General Services Administration (GSA). by the Army Corps of Engineers (USACE). by the General Services Administration (GSA). O&M Approach The O&M organization is typically responsible for operating and for maintaining the built environment.
To accomplish this, the O&M organization must. The utility systems may be simple supply lines/systems or may be complete production and supply systems. The maintenance work may include planned preventive/predictive/ and maintenance, corrective (repair) maintenance, trouble calls, (e.g., a room is too cold), replacement of obsolete items, overhaul, and grounds care.
O&M organizations may utilize a program that includes 'the optimum mix of reactive, time- or interval-based, condition-based, and proactive maintenance (predictive/planned) practices These primary maintenance strategies, rather than being applied independently, are integrated to take advantage of their respective strengths in order to maximize facility/, while minimizing.' Particularly for Heating, Ventilating, and Air Conditioning (HVAC) systems, retro-commissioning is an option to improve operating efficiencies. The O&M organization is also normally responsible for maintaining records on (DM), i.e. Maintenance work that has not been accomplished because of some reason—typically lack of funds. by the Air Force (USAF). by the Department of Defense (DOD). by the Department of Energy (DOE)—Chapter 5: Types of Maintenance Programs, Chapter 9: O&M Ideas for Major Equipment Types.
by the General Services Administration (GSA). —Chapter 6 Lighting, Chapter 8 Air Distribution Systems. —The Indoor Air Quality Building Education and Assessment Model (I-BEAM) is a guidance tool designed for use by building professionals and others interested in indoor air quality in commercial buildings. Chapter - Cooling Towers. by the Army Corps of Engineers (USACE).
by the Army Corps of Engineers (USACE). by the Department of Defense (DOD). by the U.S. Green Building Council (USGBC). Life-Cycle O&M According to the International Facilities Management Association (IFMA), the operating life-cycle costs of a facility typically are comprised of 2% for design and construction, 6% for O&M and 92% for occupants' salaries. O&M of the elements included in buildings, structures and supporting facilities is complex and requires a knowledgeable, well-organized management team and a skilled, well-trained work force whether the functions are performed in-house or contracted.
The objective of the O&M organization should be to operate, maintain, and improve the facilities to provide reliable, and effective performance of the facilities to meet their designated purpose throughout their life cycle. To accomplish these objectives, O&M management must manage, direct, and evaluate day-to-day O&M activities and budget funds to support the organization's requirements. For federal agencies Full Life Cycle Costing is a requirement of the 2004. by the Department of Energy (DOE)—Chapter 3: O&M Management, Chapter 5: Types of Maintenance Programs, Chapter 8: Metering for Operations and Maintenance.
ENERGY STAR®. E. Computerized Maintenance Management Systems O&M organizations may utilize to manage their day-to-day operations and to track the status of maintenance work and monitor the associated costs of that work. These systems are vital tools to not only manage the day-to-day activities, but also to provide valuable information for preparing facilities /metrics to use in evaluating the effectiveness of the current operations and to support organizational and personnel decisions. These systems are starting to be integrated more and more with, technologies and to increase/improve a facility's operational functionality.
by the Department of Energy (DOE)—Chapter 4: Computerized Maintenance Management System F. Coordinating Staff Capabilities and Training with Equipment and System Sophistication Levels O&M organizations must address the skill level of their staff in light of the O&M systems and components within their facilities.
This extends beyond the in-house staff to any contracted services as well. Chainsaw poulan wild thing 18 manual. If the skills required to support installed systems and equipment are scarce, either training must be provided or less sophisticated equipment systems utilized to provide an economical working arrangement. With the natural industry progression of incorporating technology advances into renovations, major capital repairs and new building construction, high-tech building systems are being placed into service that current O&M staff are not familiar enough with to properly correct problems when they arise, or to keep operating efficiently. An example of this is building automation systems (BAS). Often untrained personnel will override programmed settings with manual settings that address specific hot/cold call issues, but over time these cumulative overrides result in un-balanced system-wide operations.
Regardless of their equipment sophistication levels, every organization should develop training programs and track staff qualifications to ensure they are adequate for existing and planned building systems. This will allow organizations to make improvements to training as needed on an ongoing basis. A recurring training program should consider both the type of skills required and the available labor pool skills in the geographic area. Topics for consideration include the following:. Safety/OSHA regulations and guidelines. Equipment operational start-up and shutdown procedures.
Normal operating parameters. Emergency procedures. Equipment preventative maintenance (PM) plans. The use of proper tools and materials, to include personal protective equipment (PPE) Training programs should be reviewed at least annually and whenever changes are planned for equipment or new facilities. In addition to regular assessments of the O&M staff's technical abilities concerning existing equipment, the staff should always be included throughout new project development efforts by design teams. The O&M staff can provide valuable inputs to match the workforce's abilities and training plans with any new equipment.
The O&M staff is usually one of the best sources for input on how an existing facility is performing, and they can provide insight into how new equipment will be incorporated into facility maintenance programs. The staff may not always understand the underlying cause of a building problem, but they can identify areas that receive repeated attention in efforts to correct a long-standing condition. O&M staff inputs can guide designers to address these areas in renovation and equipment upgrade projects. A simpler equipment solution should be pursued if the needs of specific equipment cannot be addressed long-term with available labor resources due to technological levels. Qualified personnel are needed to operate and maintain facilities at peak efficiencies, and to protect significant investments in equipment and systems. Besides posing a potential physical hazard to themselves and others, untrained employees can unknowingly damage equipment and cause unnecessary downtime. Inefficient and improper O&M can also void warranties and reduce expected useful life (EUL) of equipment.
Certifications and proper training of O&M service providers protect the organization, employees, and visitors. Training sources include manufacturers, professional organizations, trade associations, universities and technical schools, commercial education/training courses, and in-house training and on the job training (OJT) options. Training programs should provide an appropriate mix of these sources to the workforce to ensure materials addressed are up to date and applicable to the organization's facilities.
Non O&M Work Most O&M organizations typically also perform work that is beyond the definition of O&M, but is so often required and performed by them, that the work often becomes a part of their baseline. This work is facilities-related work that is new in nature, and as such, should not be funded with O&M funds but funded by the requesting organization. Examples can include minor facilities work—such as installing an outlet to support a new copier machine, providing a compressed air outlet to a new test bench, day porter services for special event set-ups and moves—or a complete room rehab and/or new, small construction projects. Methods available to document the built environment's condition and its maintenance/repair needs include the periodic Facility Condition Assessment (FCA).
The operation and maintenance manual (O&M) defines the requirements and procedures for the effective operation, maintenance, decommissioning and demolition of the building. The operating and maintenance manual includes details of the building's construction, history and maintenance, instructions for its operation and maintenance, and guarantees and warranties. With the ever-increasing complexity of buildings, so increases the volume of operation and maintenance (O&M) information required to ensure the services are operated correctly Edocuments Electronic Operating and Maintenance Manuals (O&M) are designed to alleviate the inherent problems associated with paper based technical documents. Drawings, manufacturer's literature, certificates and other specialist data are all included electronically. The digital documents once created provide a replica of the paper documents in an easily stored, accessed, and secure format. For ease of use the familiarity, structure and layout of the paper document is retained.
As well as Mechanical & Electrical O&M templates, Edocuments can provide templates for Building Operating and Maintenance Manuals. Edocuments Standard Operating and Maintenance Manual complies with:. Application Guide 1/87.1 Operating and Maintenance Manuals for building services installations - BSRIA. Guide to Ownership, Operating and Maintenance of Building Services - CIBSE Edocuments are an approved CIBSE Log Book Developer IEE Information on this publication. Electrical Engineers Electrical Maintenance (PWR05100) Institute of Electrical Engineers IEE.
Operating and Maintenance Manual Template. Edocuments Operating and Maintenance Manual Template - Microsoft Word Download. CIBSE Guide M: Maintenance Engineering and Management Category: Facilities Management and Maintenance Year: 2008 ISBN: 934. Managing Your Building Services (CIBSE Knowledge Series) Category: Facilities Management and Maintenance Year: 2005 ISBN:. Handover, O&M Manuals, and Project Feedback.
Within This Page. In the past, during the facility design/build phases, it was uncommon to devote substantial resources to life-cycle Operation and Maintenance (O&M) concerns. However, it is now widely recognized that O&M represents the greatest expense in owning and operating a facility over its life cycle. The accuracy, relevancy, and timeliness of well-developed, user-friendly O&M manuals are becoming increasingly important. Hence, it is becoming more common for detailed, facility-specific O&M manuals to be prepared prior to commissioning. The goal is to effectively and efficiently of the facility by eliminating unplanned shutdowns and realizing savings. This page presents a typical O&M manual development process (see Figure 1).
O&M manuals should be developed in a modular, building block style, to simplify the incorporation of new/additional data, such as design/configuration changes, and to reflect as-built conditions. The manual should be available no later than facility. However, fast track programs can be 'front-end loaded' to meet immediate goals; i.e. Only that information necessary to train personnel in preparation for systems start-up/commissioning can be developed first. It can then be integrated with the overall O&M manual for completion and turnover to the Owner within a specified timeframe.
Using the manual at start-up/commissioning affords an additional opportunity for its contents to be verified against installed systems. The efforts of experienced technical writers, editors, engineering technicians, trainers, 3D modelers, illustrators, and software specialists can ensure that an Owner receives comprehensive, site-specific (as-built), user-oriented documentation of the highest quality. Those selected to perform the work should have the following capabilities:. Collect pertinent data through interviews with staff, engineers, equipment manufacturers / installers / integrators, etc., submittals, and on-site verification of as-installed systems/equipment and related physical data collection. Review, analyze, and evaluate the facility at the system level using engineering/technical data collected.
Identify/develop procedures required to attain the most efficient systems integration. Develop the O&M manual contents using terms that maintenance personnel with general technical expertise understand. Provide a high level of confidence to the Owner's staff, e.g., through accurate content and user-friendly format. O&M procedures at the system level do not replace manufacturers' documentation for specific pieces of equipment, but rather supplement those publications and guide their use. For example, system-level troubleshooting will fault-analyze to the component level, such as a pump, valve, or motor, then reference specific manufacturer requirements to remove/clean/inspect/repair/test or replace the component. Training for new personnel is considered a vital element of operation & maintenance, especially when new equipment is installed or emerging technology is being employed.
It's important to the overall facility management program that facilities personnel be properly instructed and motivated. Training courses will familiarize personnel with the procedures necessary to operate and maintain complex systems and equipment, often using the system-level O&M manual as a basis of information. Courses can be developed for presentation by subject-matter experts/trainers, or if specified, through computer-based training (CBT) and multimedia technologies, ideal for individual/self training in either a classroom setting or through the company intranet or over the internet. O&M manuals, likewise conducive for use in training, can be provided in both paper and as an 'on-line' interactive electronic manuals (IEM) developed using web-based and other accepted applications (html, xml, PDF, etc.). Training should be ongoing to keep pace with technology and equipment changes in the facility.
Maintenance Program Preventive Maintenance (PM) consists of a series of that provide a basis for planning, scheduling, and executing scheduled maintenance, for the purpose of improving equipment life and to avoid any unplanned maintenance activity/minimize equipment breakdowns. These can be defined through a Maintenance Plan (MP). PM includes adjusting, lubricating, cleaning, painting, and replacing minor components.
Time intensive PM, such as bearing/seal replacement (as identified by ), would typically be scheduled/planned for regular plant or 'line' shutdown periods. The O&M manual itself, and particularly the CMMS or CAFM datea, should be maintained on an as-needed basis, typically whenever systems/equipment are 'changed out.' Maintenance Plan (MP) The purpose of a Maintenance Plan (MP) is to describe the best means to maximize equipment operational availability, while minimizing equipment downtime. Once developed, the MP will typically identify PM task descriptions and schedules, troubleshooting, corrective maintenance (repair) task descriptions, and spare parts identification, stockage (quantity), and any unique storage requirements. This information will be incorporated in the manual, both as tabular data and text.
Preventive Maintenance Data Preventive maintenance (PM) data includes equipment tag information, procedures, replacement parts, special tools, lubrication requirements, service providers, warranty information, etc. It is often presented in tabular format in the O&M manual. Construction-Operations Building information exchange —If specified (based on the, COBie facilitates the capture of real-time as-built asset information by using the collection of contractor submittals. COBie may also be applied through Building Information Modeling (BIM) technology, although BIM is not necessary to implement COBie. Any project can take advantage of/utilize COBie to increase the accuracy and timeliness of data that can be incorporated into system-level operation and maintenance manuals as well as CMMS. The collection of data can start early in the process as it has been determined that up to 48% of the data is available at the 100% design phase. Stretching out the process avoids the tsunami of information at handover.
The BIM should be used for commissioning, and then the information can be provided immediately for O&M use the day the facility opens. Using the open information standards will help ensure that the project is not locked into any one vendor and can use any product that supports the open standard for. CMMS/CAFM applications typically support facility management needs associated with personnel, leasing, furniture, construction, equipment (including fleet vehicles), labor, spare parts inventory (with bar coding), PM scheduling, work order generation, and associated costs tracking.
The CMMS/CAFM products should have the ability to be tailored to Owner-specific requirements. O&M Manual Layout and Contents O&M Manuals provide procedures to operate and maintain a facility's various systems and equipment. It is important to analyze and evaluate a facility from the system level, then develop procedures to attain the most efficient systems integration, based on as-built information and the Maintenance Program philosophy.
The following paragraphs provide an example of system-level O&M Manual layout and technical content/description that can be successfully applied to many facility types. System-Level O&M Manual Layout. Introduction: Introduces the reader to the facility. Outlines the structure, content, how to use the manual, and includes a brief outline of the various systems covered. In addition, this chapter contains a list of emergency contacts and a list of supplementary material available on the facility such as:.
Design/Construction Specifications. Submittals File. Completion Report. As-built Drawings. Materials List. Certified Tests and Reports.
Civil/Sanitary. Mechanical/HVAC. Electrical. Safety Data: Safety hazards commonly associated with the operation of system/equipment applicable to the facility are identified and their prevention is discussed.
Utility Systems: Discusses the various site utility systems that interface with the facility. These include water supply systems, sanitary waste, electrical, natural gas, communications, security, and storm water, etc.
Building Interior & Exterior: Includes housekeeping and general maintenance of the facility. The importance of conducting an annual inspection is discussed together with record keeping forms for conducting the inspections. Plumbing: O&M of the domestic water and sanitary waste systems. Fire Protection: O&M of the fire protection wet/dry pipe sprinkler systems. Heating, Ventilating & Air Conditioning (HVAC): O&M of the building's HVAC systems, including automated controls and exhaust, space heating, and central air systems. Fire Detection & Intrusion Alarms: O&M of fire detection, intrusion detection, and alarm systems (wet/dry pipe sprinkler). Electrical: O&M of power distribution equipment and backup/emergency electrical systems (uninterruptible power supply, generator).
Conveying Systems: General information and preventive maintenance for elevators, escalators, wheel chair lifts, conveyors, etc. Other Systems Based on Facility Requirements: General information and preventive maintenance requirements for other systems and equipment not already identified. Operating Logs: General information and instructions for using maintenance log forms. A listing of maintenance tasks with their recommended frequencies of performance is included.
Maintenance Charts: Maintenance charts include maintenance frequency checklists, maintenance summary, lamp replacement data sheet, equipment data sheets, recommended maintenance and service contacts, and a recommended work order form. Manufacturers' Literature: Identifies manuals, cut sheets, etc., from equipment manufacturers that amplify information provided within the system-level O&M manual. Manufacturers' literature generally provides procedures to operate, maintain, troubleshoot, and repair specific items at the equipment level. This information is contained in a separate volume of binders, identified by facility/system, for easy reference. Specific material or complete documents can also be electronically scanned for its 'on-line' use, such as linking from the system-level manual. System-Level O&M Manual Technical Content/Description. Description - System-Level: Description of the system and its purpose, how it operates, and any interfaces it may have.
A table can provide overall system design criteria, i.e. Flow, pressure, temperature, capacity, power requirements, etc. Operating Procedures - Controls/Start-up/Shutdown/Emergency Over-Ride/Seasonal Changeover: Operating instructions include equipment configurations for each mode of operation, e.g. Valve positions, control settings, intended operating strategies, and break-in procedures. Problems and Solutions - Troubleshooting: System-level troubleshooting tables guide maintenance personnel, via fault tree analysis, in a sequential, step-by-step isolation of a system problem to identify faulty equipment. Typical malfunctions, tests, or inspections, and corrective actions or recommendations to correct malfunctions are included. Preventive (Planned) Maintenance (PM) - Procedures/Intervals: Maintenance tasks are developed for equipment that comprises the system.
Preventive and corrective maintenance are discussed. Scheduled intervals (e.g., daily, weekly, monthly, etc.) are determined and assigned to PM tasks to maximize systems' run time, thereby reducing corrective maintenance tasks. Figures/Illustrations Operation-/ maintenance-significant figures/illustrations should be included in the manual and referenced from the narrative text. Illustrations can provide the layout of the overall site-campus/facility/floor down to systems/equipment and area/room locations. They can be generated for O&M Manual use from BIM/3D models and engineering drawings that are modified for ease of readability in the manual. They typically include the following:.
Area floor plans with system/ equipment tags and physical (room) locations identified. Safety warnings and cautions regarding potential hazards, both to personnel and to equipment. Photographs of systems/equipment with identifying callouts. Electrical schematics, piping diagrams, and air flow schematics provide equipment interconnections and are important for troubleshooting. Valve schedules indicating valve number, location, type, size, normal position, and description. Electronic Formats The elements of narrative text (pdf, html, xml, etc.), graphics including, sound, photographs, and videos can all be organized into a user-friendly, interactive, stand-alone PC or web-based (e.g., Intranet) application or platform.
For O&M manuals, it is often referred to as the Interactive Electronic Manual (IEM), for training materials, Computer-Based Training (CBT). Similar to this document, text and graphical information is typically linked to related data within the O&M manual, or to external sources such as an Owner's intranet or the internet, accessed by a click of the mouse. One caution relative to linking to internet sources is that of security. The Owner's information technology (IT) department should be consulted in these instances.
Screens can be printed on demand. All information, including text, BIM / 3D models / animations, drawings, illustrations, and digital photographs can be viewed and manipulated (read only) by on-line viewers and can only be modified off-line. Updates/modifications are typically through a configuration management process and formal authorization. Typical Task Performance Based on the owner's SOW/scope requirements and maintenance philosophy:. Perform a review and extract as-built information from engineering data such as the basis of design, specifications, as-built drawings, and submittals, vendor/manufacturer documentation, site visit(s), etc., to prepare a comprehensive facility maintenance plan.
Organize and develop information into a clear and concise system-level O&M manual. Physical Descriptions. Functional Descriptions. Troubleshooting.
Preventive Maintenance (procedures and schedules). Corrective Maintenance (repair requirements). Parts Lists. Organize and tailor scanned / electronic versions of graphical information (e.g., CAD drawings, BIM/3D models, illustrations, digital photographs, etc.) to support text. Compile warranty information.
Compile spare parts lists. Enter pertinent data via for its transfer into the owner's or application for use by the operation and maintenance staff. Create equipment-specific O&M information (vendor/manufacture data) library. Develop training plan, student/instructor guides, presentation materials, etc. Develop IEM/CBT. Caution Avoid having independent redundant information, such as data in the CAFM/CMMS application and data in a hardcopy facility O&M manual, that are not integrated. If the information is not linked, then any equipment changes will require updates to both the CAFM/CMMS database and the facility O&M manual.
Application This information is applicable to governmental; military; industrial; and commercial facilities such as offices, laboratories, institutions, historical buildings, manufacturing, water/wastewater treatment, hangars, test facilities, etc. The philosophy behind the development of supporting O&M documentation is often predicated on the Owner's O&M organizational capabilities. This in itself may require the performance of a task and skills analysis to ensure that any given facility is staffed appropriately. Related Issues With the advent of the, part of the initiative, as-built data will still be required to support facilities operation and maintenance. Is a method of capturing information typically required during construction and provided to Owners, typically the same information that is required at project handover. It is not uncommon that the Owner/Procuring Activity includes its O&M Manuals requirements in the construction contract.
When system-level manuals are specified, contractors who may not have the capability internally will typically outsource (subcontract) the effort. However, the Owner/Procuring Activity should consider the following:. The Owner's specifications should clearly delineate the system / subsystem / major equipment breakdown (usually a functional versus physical breakdown) and identify the content, format, quality, and quantity of equipment providers' documentation. The Owner's specifications should indicate that all system-related documentation (system-level O&M manuals, drawings, correspondence, etc.) adhere strictly to the system breakdown. The Owner should contract directly with the system-level manual developer, not via the construction contractor.
The manual developer should report directly to and be responsible to the Owner, not the contractor. The practice of burying the O&M requirements within the construction contract may streamline accounting and project management, but it tends to add layers of inefficiency, inaccuracy, and confusion—all which can affect timeliness of delivery—to the actual O&M manual development process. The Owner's specifications and/or procedures should ensure that equipment providers' documentation is available to the system-level O&M manual developer in a timely manner, consistent with expected delivery dates. Relevant Codes and Standards Custom-developed documentation should meet or exceed the Owner's existing or other accepted commercial standards and practices for both format and content. However, many organizations have developed their own standards which vary from organization to organization.
Much is dependent upon the O&M philosophy and the particular nature and purpose of the facility. For example the U.S. Department of Defense requires the development of a manual for a facility that houses engine test cells. Others may simply require that equipment vendor/manufacturer commercial manuals be organized by service or trade, and compiled in 3-ring binders. Major Resources Publications. Defense Acquisition University (DAU) &. by the Department of Energy (DOE).
FORMAT OF O&M MANUALS Guidelines Format of Operation and Maintenance Manuals O & M manuals have a vital role to play as a reference source for the new Owner or Client of a Project. The life of a building and its engineering services will exceed the period of service if well operated and maintained. It is therefore essential for the new Owner or Operator to rapidly acquire a clear understanding of the proper operational and maintenance needs involved.
Only in this way will safety and economy of operation be maintained. The preparation and presentation of a well-prepared O&M manual is therefore an essential part of any building services installation contract. The final format of any O & M manual will be influenced by a number of factors. The type of manual required must be adapted to meet Project specific requirements. The Format will, however, also be influenced by the specific installation and the categories of manual user involved.
Also important is that the requirements of more than one level of reader need to be taken into consideration during the compilation of a manual. Generally users of O & M manuals fall into three broad categories:.
the building owner/occupier;. those responsible for managing operation and maintenance;. those who maintain. Different parts of the manual are likely to be addressed to these different categories of user, the contents should be appropriately subdivided and assembled to meet their needs.
The non-technical building owner/occupier requires a very general overview of the systems installed and is therefore only likely to refer to those sections of the manual which will provide him with;. an introduction to the building systems installed;. an outline of the overall purpose of the installation;. general information on the operation of the installation. The maintenance manager, however, will require a much more detailed brief including;.
contractual and legal details;. a detailed description of the systems installed;. equipment schedules;.
parts identification and recommended spares;. spares policy;. system commissioning/test data;. system operation (specific);. maintenance (general);. names and addresses of manufacturers;. index of drawings;.
emergency information. Maintenance technicians and specialists who are engaged in keeping the system operational from a practical point of view have even more specific requirements of the manual:. detailed operating and performance data. commissioning/test data;. Piper pa 44 180 service manual.
maintenance instructions (plant-specific);. manufacturers' literature. The contents of the manual can either be assembled appropriately to take into account the requirements outlined above or can be organised into a series of manuals. It is likely that, particularly for large and complex installations, there will be a need to create separate documents for the following.
equipment schedules;. commissioning/test data;. operation;.
maintenance;. names and addresses of manufacturers;. manufacturers' literature.
In every case, however, the type(s) of manual required and the most appropriate layout should be identified early in the planning procedures and the appropriate details given in the specification.
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