Maintenance issues

The importance of condition standards for maintenance is that the point at which intervention takes place is defined:

• If too high a standard is set, maintenance may be unnecessary, with associated excess expenditure.
• If too low a condition standard is set, the operational objectives of the organisation using the building may be hampered, resulting in performance reductions or increased costs.

Planned maintenance is generally about intervening before components deteriorate below the condition standard. The condition standard is useful in determining just when intervention should take place.

Acceptable condition standards

What is an acceptable condition is a subjective judgement but is related to the use of the building and the ethos of the building owner. What is an acceptable condition will vary according to the part of the building being considered. Generally, the threshold of acceptability can be lower in staff areas than 'front of house' areas.

The building owner's view of what constitutes acceptable condition may vary through the life of the building. In addition, there may be divergence of opinion on acceptable condition between landlord and tenant or between management and employees. Sometimes there is a requirement to leave a building in an acceptable condition at the expiry of a lease and in some PFI contracts there is a built-in requirement to ensure that the building has a specified residual life at the end of the concession period.

Notwithstanding the subjective and variable nature of condition standards, a set of condition criteria is fundamental to meeting service delivery demands.

Process of assessing condition standards

To assess condition standards you can consider a portfolio or building at different levels of detail; condition standards are made based on importance to the organisation of each part of the hierarchy.

One approach to the process of assessing condition standards involves a 3-part appraisal of stock; defining:

• the assets - asset hierarchy;
• the importance of the assets - levels of importance; and
• condition - condition standards.

Asset hierarchy

Examples are given at each level that may result in different condition standards. Generally the first example would attract a higher or more demanding level of condition.

• buildings - visitor centre, storage shed;
• element - services, roof, hard standing;
• space - operating theatre, corridor, cloakroom;
• component - window, boiler, brick wall.

Levels of importance

The levels of importance should reflect the business or organisational objectives. For some buildings there may only be one or two levels. For large diverse estates more levels of importance may be applicable. Typical distinctions may be made between:

• Primary importance - buildings, elements, spaces, or components that are essential for the business and should be well maintained.
• Ancillary - buildings, elements, spaces, or components that service the main functions of the organisation where lack of maintenance would not jeopardise the main functions of the organisation.

Other levels of importance may recognise buildings, elements, spaces or components that are:

• high profile;
• of historic significance;
• not used; or
• to be disposed of.

Condition standards

Allocating condition standards can be done in a number of ways: through a grading or rating system, through performance requirements or through quantifiable criteria.

Grading or rating system: Typically 3-5 levels of condition are used, such as:

• very good;
• good;
• adequate;
• poor; or
• very poor.

The problem with this approach is that it is very subjective and difficult to distinguish between categories.

Performance requirements

One approach is to identify the key performance requirements that must be met. For example:

• appearance,
• weather-tightness;
• reliability of services;
• energy efficiency;
• compliance with statutory requirements.

Performance is rarely a black and white issue either. Degradation is usually gradual so some form of quantifiable criteria is usually needed to establish a condition standard.

Quantifiable criteria

Defining quantifiable criteria encourages a consistent approach. For example:

• Repainting should take place once the original paintwork begins to crack or peel.
• Insulating glass units - double glazing - should be replaced once inter-pane misting takes place.

Quantifiable criteria need not be purely related to states of condition. They may be related to economic criteria. For example, a decision to replace a boiler may be made when the material, parts, labour, and administrative costs of carrying out minor repairs escalates to such an extent that it is more economical to replace the boiler.

Quantifiable criteria may also relate to the downtime caused by minor faults of components. Planned replacement may be a preferred option where increasing failure of a component causes high downtime costs.

Overview of condition standards

Taking this 3-part approach to condition standards provides the basis of a maintenance plan:

• buildings and their subdivisions and component parts (spaces, elements and components) are defined and structured;
• the significance of each part is defined; and
• a condition standard is allocated for each distinguishable part.

The benefit of this approach to condition standards is that when a condition inspection is due the condition standard list can be used as an inspection checklist. Also, when staff move on or change, a record is retained that should ensure consistency.

Recorded condition standards allow amendments to be made in response to organisational changes and requirements.

Comments on condition standards

Establishing condition standards is potentially a significant piece of work but there is the risk of getting too carried away with distinctions and categorisation - resulting in a system that is unworkable or unmanageable.

An experienced surveyor may be able to make a condition judgement when inspecting the building based on the criteria without needing a list. However, for diverse, complicated and multifarious portfolios, condition standards provide a rigorous approach.