Facilities Operations And Maintenance FOAM 101: The Fundamentals - - PDF document

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Facilities Operations And Maintenance FOAM 101: The Fundamentals - - PDF document

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FOAM 101 The Fundamentals 10/12/2015 BC Non Profit Housing Association (BCNPHA) Facilities Operations And Maintenance FOAM 101: The Fundamentals David Albrice , BSC. URP., CAMA., MIAM., ARP., PRA BCNPHA Conference , Nov. 25, 2015

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 1

BCNPHA Conference, Nov. 25, 2015

Facilities Operations And Maintenance

FOAM 101: The Fundamentals

David Albrice, BSC. URP., CAMA., MIAM., ARP., PRA

Assetinsights.net

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 2

1. Introductions 2. FOAM Program Overview 3. What is O&M 4. O&M Basics ‐ Models, Types and Tasks 5. Energy Management 6. Stakeholder Engagement 7. Deciding on you O&M Framework 8. Questions

Agenda Introductions

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 3

Part 1 of 7:

FOAM Program Overview

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About the FOAM Program

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 4

About the FOAM Program

To ensure housing providers operate and maintain non‐profit facilities in ways that are…

FOAM Program Goals

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 5

To introduce the elements of facilities

  • perations and maintenance including

language, processes and practices commonly used.

FOAM 101 Course Goals

To create a framework and begun the process of designing their own O&M plan.

FOAM Program Outcomes

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 6

FOAM Program Outcomes

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You will be able to: 1. Explain the importance of Operations & Maintenance (O&M) 2. Describe the three types of O&M models 3. Recognize the different types of O&M tasks 4. Explain the importance of stakeholder engagement 5. Know whether you are ready to learn more

Today’s Learning Objectives

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 7

Part 2 of 7:

What is Operations?

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Activity

#1

Please stand up if…

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 8

Please stand up if…

You have ever had to deal with 1. A fire in your building 2. A person injured due to a trip, slip or fall 3. A tree fell onto a roof 4. A burst/leaking pipe 5. An extended power outage of several hours 6. An elevator shutdown for more than a day 7. A flooded basement 8. …

Activity

#1

What is Operations?

Operations and Maintenance are the decisions and actions regarding the control and upkeep of property and equipment. These are inclusive, but not limited to, the following: 1. Actions focused on scheduling, procedures, and work/systems control and optimization; and 2. Performance of routine, preventive, predictive, scheduled and unscheduled actions aimed at preventing equipment failure or decline with the goal of increasing efficiency, reliability, and safety

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 9

What is an O&M Plan?

A “user‐friendly” guide to effectively and efficiently support the life cycle of the facility by eliminating unplanned shutdowns and realizing life‐ cycle cost savings.

Why is the O&M Plan Important?

“It is now widely recognized that O&M represents the greatest expense in owning and operating a facility over its life cycle” NIBS – National Institute of Building Science. The accuracy, relevancy, and timeliness of well‐developed, user‐friendly O&M manuals are becoming increasingly important.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 10

The O&M Planning Process

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Creating (or Recreating) the Plan

You are at this stage in the cycle if:

  • You have a plan that does not

meet your O&M needs

  • You don’t have a plan
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 11

Creating (or Recreating) the Plan

  • You need to know where you are now

(audits, inventories, benchmarking)

  • You need to know where you want to be

(Vision)

  • You need a way to measure progress and

determine when you have arrived (SMART goals)

  • Planning is the process of deciding how to

strategically bridge the gap between where you are now and where you want to be

O&M Planning includes more than just

  • perations and

maintenance

Creating (or Recreating) the Plan

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 12

Support for the Plan

 Do you have an O&M policy?  Do you have an O&M Mission Statement?  Do you have buy‐in and support from leadership/the board?  Do you have buy‐in and support from

  • ther staff/departments?

 Do you have buy‐in or support from tenants?

The Mission Statement

  • Who are we within our organization – and

what value do we bring?

  • Whom do we serve – who are the tenants?

Other key stakeholders?

  • What do we do – what activities make up day‐

to‐day actions?

  • How do we do it – what are the beliefs and

values by which we operate?

  • How do we measure success – what metrics

do we use, (e.g., energy/water efficiency, safety, dollar savings, etc.?)

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 13

The Mission Statement

To align our organization’s program goals with those of operations, maintenance and site management and to seek approval, recognition, buy‐in and support.

  • Keep it simple
  • Involve management, leadership,

the board

  • Involve staff
  • Involve tenants too

Tell the person next to you…

Instructions: 1. Briefly tell the person next to you:

  • Who you are
  • Whom do you serve
  • What do you do
  • 2. A few volunteers are asked to offer a

summary for the group

Activity

#2

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 14

Tell the person next to you…

Activity

#2

  • Board member
  • Administrator
  • Executive Director
  • Support Worker
  • Resident Manager
  • Aboriginal Portfolio Advisor
  • Maintenance Manager
  • Student
  • Vice President
  • Marketing Coordinator
  • Associate Housing Manager
  • Trustee
  • Property Manager
  • Assisted Living Manager
  • Youth Housing Coordinator
  • Director, Capital Development
  • Associate Housing Manager
  • Director, Property Services
  • Consultant
  • Administrative Assistant
  • Program Manager
  • Housing Service Manager

Part 3 of 7:

O&M Models

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 15

Three types of O&M Models

1. Owner/Operator model 2. Outsourcing model 3. Hybrid model

The Owner/Operator Model

All operations and maintenance staff are employed by the owner

  • f the building (with the

exception of some specialized services) and work is completed by employees.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 16

The Outsourcing Model

The majority of

  • perations and

maintenance is done by specialized outside contractors.

The Hybrid Model

A mixture of external contractors and employed operations and maintenance staff.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 17

Three Resourcing Models

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Activity

#3

The Three O&M Models…

Instructions:

1. The facilitator reviews the different O&M models – owner/operator, outsourcing, hybrid 2. The participants are organized into pairs 3. Each group writes down three pros and three cons of the model they are assigned 4. Volunteers are asked to share some of their information with all the other participants 5. The facilitator then shows the group slides of some of the pros and cons

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 18

The Three O&M Models

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Activity

#3

Pros & Cons

  • 1. ________
  • 2. ________
  • 3. ________
  • 1. ________
  • 2. ________
  • 3. ________

Part 4 of 7:

O&M Types

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 19

O&M Types

Four broad approaches/attitudes or strategies for maintenance delivery:

1.

Emergency (Corrective)

2.

Routine (Scheduled)

3.

Predictive (Condition‐based)

4.

Preventative (Recommended or legislated)

The Four Types of Maintenance

Done only when it breaks

Emergency Maintenance

Scheduled based on calendar rather than need or prevention

Routine Maintenance

Done based on outcome of inspections to prevent down‐time and increase the life of the asset.

Predictive Maintenance

Done when there is proof that maintenance is needed

Preventative Maintenance

“My car engine has seized because there is no oil!” “I change the oil in my car every six months regardless of how much I drive” “I change the oil in my car based

  • n the manufacturer’s

recommendations around use and time ” “I change the oil in my car when it when the “change oil” light goes

  • n.”
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 20

The Four O&M Types

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Balancing Maintenance Strategies

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 21

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Balancing Maintenance Strategies

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Balancing Maintenance Strategies

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 22

Part 5 of 7:

O&M Tasks

O&M Tasks

O&M tasks are activities that relate to O&M including anything done to, in and around your building. You can imagine that is quite a long list.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 23

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O&M Tasks in Building View

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O&M Tasks in Building View

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O&M Tasks in Building View

Clean the roof drains

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O&M Tasks in Building View

Clean the roof drains Clean the gutters

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 25

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O&M Tasks in Building View

Clean the roof drains Clean the gutters Inspect the fire alarm Wash the windows Clean the dryer vents Certify the fall protection anchors Test the emergency generator

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Clean the roof drains Clean the gutters Inspect the fire alarm Wash the windows Clean the dryer vents Certify the fall protection anchors Test the emergency generator

Over 2000 unique tasks

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 26

Building K3

O&M Task in Calendar View

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The Systems of Buildings

(Join us this afternoon)

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 27

The Inventory of Assets

(Join us this afternoon)

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O&M Tasks

Typical tasks range from inspecting electrical systems and wiring to changing light bulbs to scheduling an elevator inspection and cleaning the gutters.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 28

Routine Maintenance Tasks

Scheduled based

  • n calendar

rather than need or prevention

Preventive Maintenance Tasks

Done based on

  • utcome of

inspections to prevent down‐time and increase the life

  • f the asset.
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 29

Predictive Maintenance Tasks

Done when there is proof that maintenance is needed

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Maintenance will be covered in much greater detail in FOAM 103

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 30

Part 6 of 7:

Energy Management

The Importance of Energy Management

Energy management is a critical part of O&M planning and includes a wide variety of activities with an end goal to use less energy and save money. Energy costs, environmental concerns and tenant health, safety and comfort are all affected by how well energy use is managed.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 31

Some Interesting Facts

All public sector organizations in BC are required to be carbon neutral.

  • All must calculate their carbon emissions and

then pay offsets to the Pacific Carbon Trust.

  • All of the housing units that are directly

managed by BC Housing are considered part

  • f the public sector buildings.
  • BC Housing staff report on these building's

emissions and offsetting activities yearly.

  • You can download BC Housing's Carbon

Neutral Action Report for 2013 by searching http://www2.gov.bc.ca/

Some Energy Basics

Energy is the ability to do work by a force. It's creates a change and can be transferred and transformed. Power is the rate that energy is transferred. One

  • f the ways power is measured is in watts (W). A

watt measures the rate of energy transfer. The power rating is usually shown in kilowatt (kW), a unit of electric power. One kilowatt is equal to 1000 watts: 1kW = 1000W.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 32

Some Energy Basics

Energy is measured using this formula: Energy = Power x Time The kilowatt‐hour ( kWh) is a unit of energy equivalent to one kilowatt (1 kW) of power used for one hour (1 h) of time. When measuring natural gas, the energy unit is gigajoules (GJ) (one billion joules). A watt equals a joule (J) per second.

Phantom Power

When appliances and electronics are plugged in they use electricity, even if they are turned off.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 33

Key Take‐aways

  • Energy is used over time.
  • Power is the rate that

energy is transferred.

There are Two Ways to Save Energy

Reduce Waste Reduce the number of hours that you use the device to the exact number of hours you actually need it running. This is called meeting the need. For example, turn off lights when not being used. Unplug what you can, when you can.

Maximize Efficiency

Buy a more efficient piece of

  • equipment. This means that

the power rating (or wattage) would be lower. For example, replace the 60 W incandescent light bulb in your desk lamp with a new 7W LED light bulb.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 34

Energy Management Process

Energy Management (EM) is the process of:

 measuring,  monitoring,  controlling, and  conserving energy in a facility

Why Integrate EM with O&M

  • Dollar savings
  • Funding opportunities
  • Social responsibility
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 35

Components of Energy Management

  • Measuring and Monitoring
  • Controlling and Conserving

What is Measuring and Monitoring?

"You can't manage what you don't measure”

  • Monitoring energy use refers to

the ongoing tracking and analysis of energy consumption data.

  • Monitoring energy use through

benchmarking is an important energy management tool.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 36

Some Examples of Measuring & Monitoring

  • Tracking energy consumption and costs over

time using a spreadsheet

  • Using My Hydro (BC Hydro online tool) to

monitor electricity consumption

  • Using ENERGY STAR Portfolio Manager to

benchmark energy use, monitor consumption trends and compare your building to similar buildings

  • Using energy management software to track

and analyze energy data

  • Metering your whole building's energy

consumption

  • Sub‐metering specific energy intensive

equipment for a short period of time and logging time of use

  • Conducting a system assessment to determine

how much energy is used by the system (examples: lighting assessment, whole building energy audit)

  • Counting how many computers are left on
  • vernight

What is Controlling and Conserving?

Once you know how much energy you use, it is important to determine how much energy you need.

  • Controlling energy refers to any actions that

minimize energy waste by bringing the energy used closer to the energy needed.

  • Conserving energy refers to actions that save

energy, including replacing equipment, repairing faulty components, operational changes, and

  • ccupant engagement campaigns.
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 37

Some Examples of Controlling and Conserving

  • Installing occupancy sensors for lighting in the

storage units

  • Using a direct digital control system for the

HVAC system

  • Upgrading the building's roof insulation
  • Replacing outdated T12 fluorescent lighting

with T8 fluorescent lighting

  • Replacing old single glazed windows with

double or triple glazed windows

  • Using night setbacks on thermostats to reduce

the heat in common areas at night

  • Cleaning ducts and filters
  • Reduce air leakage by installing weather

stripping and caulking around doors and windows

  • Cleaning baseboard heaters
  • Cleaning ducts and filters
  • Running a tenant engagement campaign to

reduce energy use in tenant units

Energy Management Steps

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 38

Energy Audits – 2 Parts

  • 1. Find out how much energy is used,

for what, and when through:

  • Utility bill analysis
  • On‐site data collection of

building systems

  • Calculations of energy used for

building systems

  • 2. Identify the best opportunities for

conserving energy:

  • Identify priorities and motivations of

the organization

  • Do a cost‐benefit analysis, payback

calculations and developing business cases

  • Prioritized recommendations and

action items

BCNPHA Energy Audits

  • On‐site walk‐through energy audits and

remote coaching of staff to identify

  • pportunities for savings
  • Assistance developing business cases, for

energy efficiency projects, to secure funding approval

  • Help to navigate and secure incentives
  • Coaching on use of BCNPHA guides and tools

(i.e. opportunity assessment, project implementation process, tender guidelines, etc.)

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 39

Benchmarking

Benchmarking allows you to compare your building to:

  • itself over time
  • other buildings in your portfolio
  • other similar buildings in the

industry

ENERGY STAR Porftolio Manager TM

  • Free online platform
  • Need all your utility bills for the time

period you wish to benchmark

  • BCNPHA can help you get set up
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 40

Benchmarking Process

1. Compile utility data 2. Collect basic building information 3. Input data into benchmarking tool 4. Review information 5. Input new utility data regularly 6. Produce reports and analyze use over time 7. Act on what you see ‐ make changes based on the reports and analysis

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Energy & the Environment will be covered in more detail in FOAM 108

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 41

Part 7 of 7:

Stakeholder Engagement

What is a Stakeholder?

Anyone who has a "stake” in an activity, change or decision. In other words a stakeholder is someone who has a vested interest or an investment in the issue or decisions being made. In most cases a stakeholder is someone who is impacted by changes in the issue or by decisions made around the issue.

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 42

Some Examples of O&M Stakeholders

  • Maintenance staff
  • Janitorial staff
  • Building managers
  • Procurement staff
  • Executive directors
  • Non asset‐related staff
  • Board members
  • Community members
  • Municipality
  • External contractors
  • Funding partners
  • Tenants
  • Who else?

Housing Stakeholders

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 43

What is a Stakeholder Engagement?

The process by which an

  • rganization involves people

who may be affected by the decisions it makes or can influence the implementation of its decisions. ... "people working collaboratively, through inspired action and learning, to create and realize bold visions for their common future.”

How to Engage Stakeholders

  • Map your stakeholder groups
  • Understand why you are engaging them
  • Specify what you are engaging them about
  • Create a plan for engaging each group
  • Plan using SMART goals
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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 44

Levels and Types of Engagement

Inform/ Educate

Consult Involve

Collaborate/ Coordinate/ Cooperate

Empower

Adapted from IAP2 Spectrum of Community Engagement

Inform, Educate and Consult

Inform: Let stakeholders know what you plan to do or are doing. Educate: Let stakeholders know what you are doing and why. Consult: Invite stakeholders to share their ideas, views and preferences with the promise of continuing to inform and to consider their views regarding related decisions

Inform/ Educate Consult

Involve

Collaborate Coordinate Cooperate

Empower

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 45

Involve

Inform, consult and more actively engage in the process. The commitment is to remove barriers to involvement and enter into dialogue or

  • ther processes that make it more likely

stakeholder views and preferences will be considered. There is a weight shift between consulting and involving. There may also be an increase in time and cost.

Inform/ Educate Consult Involve

Collaborate Coordinate Cooperate

Empower

Collaborate

Some say that it is at this stage that genuine engagement begins. Setting a goal of collaboration is a commitment to partner as equals, to share the entire process and the

  • utcomes. At this stage the final

decision still resides with you. You

  • wn it because you are still the

most invested and are responsible for the outcomes. Coordination and cooperation may

  • ccur here also.

Inform/ Educate Consult Involve

Collaborate Coordinate Cooperate

Empower

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 46

The Three C’s

  • Collaboration is working together

to create something new in support

  • f a shared vision.
  • Coordination is sharing information

and resources so that each party can accomplish their part in support

  • f a mutual objective.
  • Cooperation is important in

networks where individuals exchange relevant information and resources in support of each other's goals, rather than a shared goal. Inform/ Educate Consult Involve

Collaborate Coordinate Cooperate

Empower

Empower

Your stakeholders own the issue. Your role is that of a convener ‐ the process and the power to make decisions is in the hands of the stakeholder

Inform/ Educate Consult Involve

Collaborate Coordinate Cooperate

Empower

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 47

Engagement Planning Chart More to follow at 1pm in the FOAM 102 Session

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 48

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Stakeholders will be covered in greater detail in FOAM 102 (this afternoon) and in FOAM 108

Part 7 of 7:

Quick Recap

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 49

O&M Plan

A “user‐friendly” guide to effectively and efficiently support the life cycle of the facility by eliminating unplanned shutdowns and realizing life‐ cycle cost savings.

What will your O&M plan contain?

Asset Insights.net Assetinsights.net

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FOAM 101 – The Fundamentals BC Non Profit Housing Association (BCNPHA) 10/12/2015 David Albrice 604.219.3801 50

Q & A

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BCNPHA Conference, Nov. 25, 2015

Thank you…

Email: david@assetinsights.net twitter: @DavidAlbrice call: 604.219.3801