Not just Guide M, but how maintenance is a significant opportunity to deliver better buildings, with higher levels of reliability, comfort and cost effectiveness.

1. CIBSE Guide M
And Effective Maintenance Strategies
Geoff Prudence
Chairman CIBSE Facilities Management

2. Guide M - Maintenance Engineering and
Management
• How to operate and maintain….
• A guide for designers, maintainers,
building owners, operators, facilities
managers
• Update of 2008 version
• Previously ‘Guide to ownership, operation and
maintenance of building service’
• In collaboration with: RICS BSRIA B&ES CIOB

3. Chapter 4 Maintenance Contracts

4. Chapter 5 and 6
Chapter 5 Energy
Chapter 6 Controls

5. Chapter 7, 8 and 9
7 - Commissioning and testing
Management, seasonal, recommissioning,
continuous, mothballing and decommissioning
8 - Handover procedures
Checklist, snagging and information
9 - O&M documentation
Content, roles and responsibilities

6. Chapters 10, 11, 13, 14, 16, 17
• 10 - Operational Risk
• 11 – O&M costs
• 13 – Audits
• 14 – Condition surveys
• 16 – Health and comfort
• 17 - Training

7. Chapters 10, 11, 13, 14, 16, 17
• 10 - Operational Risk

8. Chapters 10, 11, 13, 14, 16, 17
• 11 – O&M costs
• Capturing costs
• Benchmarking
• Information for planning & control
– Building / function
– Systems / components
– Maintenance tasks
• Budget checklist

9. Chapters 10, 11, 13, 14, 16, 17
• 13 – Audits
• Management
• Maintenance service
• Communication
• Health and Safety
• Technical Proficiency
• Energy use and management
• Environment and sustainability
• Financial management

10. Chapters 10, 11, 13, 14, 16, 17
• 14 – Condition surveys
• Frequency
• Level (depth and reason)
• Non-intrusive techniques
• Grading – Priority and Condition
• Information captured

11. Chapters 10, 11, 13, 14, 16, 17
• 16 – Health and comfort

12. Chapters 10, 11, 13, 14, 16, 17
• 17 - Training
• Competency
• Fgas – Handling Refrigerants
• Gas Safety – City & Guilds
• EPC /DEC
• Policy, needs and plan
• Evaluation and Records

13. Chapter 12
• 12 – Life cycle
• Element
• Component
• Specification
• Maintenance task
• Indicative economic life expectancy

14. Table 12.A1 Indicative economic life
expectancy

15. Chapter 15 Legislation and Compliance
• Tasks undertaken at specific intervals
– Statutory
– Operational
– Risk Assessment
• Records

16. Compliance spreadsheet

17. Further reading
• ISO 55000 Asset Management: Overview, Principles and Terminology
• PAS 1192-3 Specification for Information Management for the
Operational Phase of Assets Using Building Information Modelling
• BS 8544 Guide for Life Cycle Costing of Maintenance during the In
Use Phases of Buildings
• BS EN 15221-7 Facility Management. Guidelines for Performance
Benchmarking
• BSRIA BG (54/2014) Business Focused Maintenance
– will be 52/ 2015

18. The Reality……..
Geoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

19. “All Buildings Require a Level of Maintenance”
Further guidance
Geoff Prudence 2014 © geoffprudence@hotmail.co.uk The value of BIM for FM

20. Added Value
-Effective Maintenance Strategies and Delivery
CIBSE Guide M
Maintenance engineering & management
Design Standards
Plan of Design
Standards
Plan of Work
BIM/1192.3/4
BIM/1192.3/4
SFG 20 BS 8544 NRM 3
“Plan, Do,
Check, Act -
Build, Maintain,
Renew”
Building Operational Risk Management and Compliance
© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014© Effective Maintenance Strategies and Delivery-Geoff Prudence Sept 2014
Source: Geoff Prudence 2014
CIBSE Guide M Maintenance engineering and management November 2014

21. CIBSE Guide M - Maintenance Strategy
A significant Opportunity
• Without a Strategy- Cannot have Robust Plans.
• Previously- Various Views and Formats.
• No Defined links to Design- Experiential Planning.
• Now a Defined, Overarching Approach.
• Design, Through Operational Life & Retrofitting.
• Consistency of Approach-Linking Industry Best
Practice
• Real Data, to Make Informed Decisions against
Risk and Cost.
CIBSE Guide M Maintenance engineering and management November 2014

23. Maintenance Strategies
Planned /Preventative/Scheduled Maintenance
Corrective Maintenance
Breakdown Maintenance (Run to Failure)
Condition Based Maintenance
Reliability Centred Maintenance/Risk Based
Business Focused Maintenance/Risk-Impact
Combinations of all/ System Design N+1?
CIBSE Guide M
Energy Focussed Maintenance?
Geoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

24. CIBSE Guide M - Maintenance Strategy
• Link to Core Business
• Client, Policy & Strategy
• Priorities-Business
Operations
Compliance
• Design Stage, Operations Stage.
• Assets, Buildings, Portfolio Level.
• Types of Maintenance & Techniques.
• Delivery Models.
Provides
• Defined Basis for Tendering-Linked to Best Practice
• Flexibility, Prioritised-Budget & Risk Discussions.
• Drive Future Designs (See also Chapter 2).
• Standardisation for BIM considerations.
CIBSE Guide M Maintenance engineering and management November 2014
Estate Importance
Building Rating - ABC
Function Priority -
1234
Asset Performance
Function ABCDEFX
• Condition/remaining life
• Energy efficiency
• Space utilisation
• Resilience/capacity
• Other form of assessments

25. 25/11/2015 BS 8544 Communications Event at One Drummond Gate, Victoria, London on 18th September 2013
SPACE
UTILISATION
ENERGY &
ENVIRONMENTAL
PERFORMANCE
FUNCTIONAL
SUITABILITY
(CAPACITY & RESILIENCE)
PHYSICAL CONDITION & REMAINING LIFE
FINANCIAL
(LCC PLANS)
SAFETY,
SECURITY &
COMPLIANCE
Understand how well critical
asset are performing v needs?
RISKBANDING
P1 – Statutory/Legal
P2 – ServiceCritical
P3 – OtherCriteria
BUILDING OPERATIONAL
RISK MANAGEMENT
Geoff Prudence 2014© geoffprudence@hotmail.co.uk The increasing Value of FM

26. •Further guidance
Geoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM
“B I M”
End to End Efficient Effective Designs and Buildings that Work , over their Lifetime
In reality?......
Asset/Engineering Standards/Strategies
Handover Period/ Soft Landings
• Asset Survey?
• Maintenance Strategy?
Develop Information/Documentation

27. The UCL Journey
BS 8544 Communications Event at One Drummond Gate, Victoria, London on 18th September 2013
• World Class Institution
• Over 200 Buildings
• Diverse Estate- Age, Type, Criticality, Use and Location 1826
to present.
• Previous incremental growth linked now with future aspirations.
Geoff PrudenceGeoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

28. The UCL Journey- The Start
BS 8544 Communications Event at One Drummond Gate, Victoria, London on 18th September 2013
• Existing Regime- Variable, Pockets of Excellence
• Experience /Skills- Some Silo working
• Refreshed Estates Leadership Team and Strategy
• Future Masterplan
• Existing Estate- Baseline for Change
Geoff PrudenceGeoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

29. The UCL Journey- Drivers for Change
BS 8544 Communications Event at One Drummond Gate, Victoria, London on 18th September 2013
• HE Sector/Funding?
• Burning Platforms?
• Latent Issues with aged Estate
• Overarching Strategy
• Consistent System Information- And links to other Industry
initiatives including Revised Plan of Work, BIM, Soft Landings
• Recognised Leading Industry Standards- CIBSE, NRN, SFG 20
BS 8544
• Opportunity for dynamic approach to business needs and
priorities.
Geoff PrudenceGeoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

30. The UCL Journey- First Step
BS 8544 Communications Event at One Drummond Gate, Victoria, London on 18th September 2013
• Clear Organisational Priorities
• Defined Maintenance Strategy
• Existing Gap Analysis- Risk Based
• Infrastructure Review
Engineering Leadership Skills
Geoff PrudenceGeoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

31. The UCL Journey- Work In Progress
BS 8544 Communications Event at One Drummond Gate, Victoria, London on 18th September 2013
• Strategic Maintenance Programme- Framework Defined
• Categorisation of Buildings – (A, B, C)
• Defined Priorities (Aligned to Industry Best Practice-including
Guide M)
• Utilising Approach from Guide M, SFG 20 BS 8544, NRM 3
to develop One Defined Portfolio wide approach that is
accurate, Dynamic and to enable effective decision
making to meet the needs of UCL moving forward.
• Agreed Standards to drive future designs-Operational Life –
BIM?
Geoff PrudenceGeoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

32. Guide M - Maintenance Engineering and
Management
A Great Document!

33. Pragmatic, focussed Approach
Geoff Prudence 2014© geoffprudence@hotmail.co.uk
Asset/Structure
Baseline Maintenance Standards
Cost/Performance Measurement
Drive Consistency of Approach

34. “ Operational Expertise and
Systems Thinking in the Design
Process- is Essential”
Further guidance
Geoff Prudence 2014 © geoffprudence@hotmail.co.uk The increasing Value of FM

35. Remember
A Building is for Life!
-Not Just for Commissioning!
•Further guidance
Geoff Prudence 2014© geoffprudence@hotmail.co.uk The increasing Value of FM