Insight Blog

Preventative maintenance has been gaining attention within higher education facilities management departments due to the significant strains that deferred maintenance can put upon limited budgets. Many institutions have come to realize that preventative maintenance, although requiring an initial investment, can provide substantial long-term savings. This concept has proven itself as an extremely effective way of maintaining building systems and extending equipment service life.

While there are numerous and diverse benefits of preventative maintenance, its primary advantages are:

• Maximizing efficiency.

• Increasing productivity.

• Improving performance and safety of equipment assets.

• Prolonging the useful life of equipment.

Although preventative maintenance is earning recognition for the above benefits, it can be difficult to know where to begin initiating such a program when there has been none in the past. Therefore, many universities and colleges are making efforts to hire experienced professionals who understand preventative maintenance and who can provide immediate value in helping to develop and implement a comprehensive and effective plan. These individuals are responsible for developing strategic preventative maintenance programs that ensure clean and safe physical environments for staff, faculty and students. They assist their institutions in determining how to prioritize projects to maximize preventative maintenance dollars and how to establish practices that improve the performance and safety of equipment assets.

Typical responsibilities of preventative maintenance directors/managers include:

• Developing a strategic and comprehensive preventative maintenance program that addresses the inefficiencies and needs of all campus facilities (includes identifying, forecasting and budgeting short- and long-term facility requirements).

• Developing and managing preventative maintenance procedures, policies and operating instructions.

• Creating equipment asset inventories, prioritizing maintenance/upgrades, and developing frequency schedules and tasking.

• Analyzing and interpreting data, and preparing reports and projections.

• Capturing and formatting facility asset data for use in computerized maintenance management systems (CMMS).

• Managing personnel, vendors and resources for all projects.

• Continually monitoring and adjusting program to improve effectiveness and efficiency.

To secure professionals who can perform and make a positive impact in these roles, higher education institutions need to look for specific qualifications and skills in facilities professionals that include:

• Bachelor’s degree in Engineering or related field.

• Extensive knowledge of preventative maintenance systems and industry standards with the ability to create, implement and evaluate preventative maintenance programs.

• Understanding of CMMS software and how to develop databases and implement systems for work orders, inventory control, equipment and building history.

• Thorough knowledge of electrical, mechanical, plumbing, and building controls in the operation of buildings systems.

• Innovation and adeptness at re-engineering operations and procedures, formulating policies, and developing and implementing new strategies and procedures.

• Knowledge of all federal, state, and local codes and ordinances pertinent to facilities planning, design, construction, and maintenance. Extensive knowledge of state, federal and local codes and regulations for safety, OSHA and fire codes.

• Experience handling multiple, simultaneous, and complex tasks and projects.

• Experience managing, training, and mentoring employees; scheduling work assignments; organizing resources; and establishing priorities.

Specific skill sets:

• Developing budgets according to data and projections.

• Analyzing and evaluating complex issues and developing creative, responsive solutions.

• Reading and interpreting schematics, drawings, and blueprints.

It should be noted that predictive maintenance is a concept that can offer even more cost savings than preventative maintenance because it involves tasks being done only when warranted. While it shares the same benefits as preventative maintenance, predictive maintenance is performed at a scheduled point in time when the maintenance activity is most cost-effective. This is in contrast to preventative maintenance in which equipment gets maintained whether it needs it or not. Predictive maintenance roles and desired candidate qualifications are similar to those of preventative maintenance.

Because both of these proactive maintenance concepts are gaining popularity for the value they offer to institutional facilities departments, professionals who can fulfill these roles are in high demand and can be difficult to attract and secure. There’s no doubt that institutions that are successful in securing individuals who can champion their preventative and predictive maintenance initiatives will reap the benefits of doing so in the years to come.

If your institution is contemplating a strategic hire to enhance your preventative or predictive maintenance capabilities, we invite you to contact Jim Lord, Managing Director, at Helbling & Associates.