1. Facilities & Services at ECU

2. Maintenance Contract Fixed Plant & Equipment for at Churchlands, Joondalup & Mount Lawley

3. Facilities & Services at ECU Fixed Plant & Equipment Contract Overview: Presentation of a case study of a: Maintenance Contract for Fixed Plant & Equipment Y A Significant contract for ECU $ Y Major Change Initiative Y New Maintenance Strategy Y I/R workplace change

4. Facilities & Services at ECU Fixed Plant & Equipment Contract Key Objectives: To obtain a change in maintenance strategy Y From a reactive approach (Breakdown) To Y A more planned approached - with more emphasis on preventative maintenance

5. Facilities & Services at ECU Fixed Plant & Equipment Contract Drivers: McKinnon Benchmark Report to DETYA

6. Facilities & Services at ECU Fixed Plant & Equipment Contract Situation: To be addressed: Y Little to no preventative maintenance Y No record of maintenance Y Ad hoc contract arrangements Y Inefficient delivery of maintenance Y Lack of preventative maintenance planning

7. Facilities & Services at ECU Fixed Plant & Equipment Contract Structure Prior to Contract Operations Manager Technical Support Churchlands Maint. Officer (Elec) Electrician 1 Carpenter2 Fitter1 Trades Assistant 1 Mt Lawley Maint. Officer (Elec) Electrician1 Carpenter2 Fitter2 Trades Assistant1 Joondalup Maint. Officer (Fit) Electrician1 Carpenter1

8. Facilities & Services at ECU Fixed Plant & Equipment Contract Therefore Aim To provide: Y Improved service quality & efficiency Y Improved plant reliability Y Improved plant & equipment life Y Improved maintenance planning Y Improved information

9. Facilities & Services at ECU Fixed Plant & Equipment Contract By Providing quality: Y Preventative Y Corrective Y Breakdown Y & Planned Maintenance Y Risk Sharing arrangement

10. Facilities & Services at ECU Fixed Plant & Equipment Contract Methodology Review of current practice at other Universities Y Delivered inhouse Y Part inhouse Part contract (formal or ad hoc) Y Contract

11. Facilities & Services at ECU Fixed Plant & Equipment Contract Selected Methodology Contract Based on: Y Defence Similar to: Y University of NSW

12. Facilities & Services at ECU Fixed Plant & Equipment Contract Nature of Contract Single contract for all campuses for all: Y Fixed Plant & Equipment Y Associated Electrical Services Y Associated BMS Controls Y Water Treatment

13. Facilities & Services at ECU Fixed Plant & Equipment Contract Solution: Seen as: Y Outsourcing preventative maintenance planning Y Totally outsourcing delivery of maintenance to one contractor (Provide variability) Y Fixed price for a five year period Y Use our system (FMMS) for recording data Y Risk share with the contractor

14. Facilities & Services at ECU Fixed Plant & Equipment Contract Contracting Process Y Consultant Selected, Sinclair Knight Merz Y Expressions of interest from industry Y Selected four to tender (Asset Services, Haden, TAM & Transfield) Y Required six buildings to be sampled Y Data entered into FMMS Y Priced the six & extrapolated

15. Facilities & Services at ECU Fixed Plant & Equipment Contract Phasing of the Contract Y Stage one (eight weeks) Y Collect data & enter into FMMS Y Stage two (three years + two) Y Maintain all FP&E Y Annual condition audit Y Maintain FMMS & report monthly Y RWL $5,000

16. Facilities & Services at ECU Fixed Plant & Equipment Contract Working arrangements Y ECU maintains a call centre for all calls (24 hour call to 9400 5554) Y Call centre directs call to relevant campus printer (Soft copy to Assets) Y Assets provide feedback directly into FMMS Y Assets provide monthly performance reports

17. Facilities & Services at ECU Fixed Plant & Equipment Contract Facility Maintenance Management System (FMMS) Y Planning tool for preventative maintenance Y Logs all maintenance calls Y Hierarchical system Y Records performance and costs

18. Facilities & Services at ECU Fixed Plant & Equipment Contract Change Management Process: Operations Manager Technical Support Churchlands Maint. Officer Electrician Carpenter Mt Lawley Maint. Officer Fitter Carpenter Joondalup Maint. Officer Electrician Carpenter Contract

19. Facilities & Services at ECU Fixed Plant & Equipment Contract Contractor Arrangements: Contract Manager Maintenance Planner Joondalup Churchlands Refrig Mech. Mt Lawley Refrig Mech. Joondalup Refrig. Mech Contract Supervisor Resources Refrig. Mechs Fitters Electricians Sub Contracts ECU Contract Manager

20. Facilities & Services at ECU Fixed Plant & Equipment Contract Contract KPIs Breakdown/Corrective

21. Facilities & Services at ECU Fixed Plant & Equipment Contract Corrective as a % of Total Jobs

22. Facilities & Services at ECU Fixed Plant & Equipment Contract Category cost of Maintenance

23. Facilities & Services at ECU Fixed Plant & Equipment Contract Completion Time by Priority P2 = Urgent R&R in 24hrs P3 = Operational 7 w/days P1 = 1 hr R & 24 hr R

24. Facilities & Services at ECU Fixed Plant & Equipment Contract Maintenance Costs $/M 2

25. Facilities & Services at ECU Fixed Plant & Equipment Contract Repetitive Repairs

26. Facilities & Services at ECU Fixed Plant & Equipment Contract Condition Audits Access data base set up to capture asset condition audit information AAPPA descriptors adopted for the audit Reports still being developed Outcomes to be loaded into FMMS for tracking purposes.

27. Facilities & Services at ECU Fixed Plant & Equipment Contract Condition Audits

28. Facilities & Services at ECU Fixed Plant & Equipment Contract

29. Facilities & Services at ECU Fixed Plant & Equipment Contract

30. Facilities & Services at ECU Fixed Plant & Equipment Contract

31. Facilities & Services at ECU Fixed Plant & Equipment Contract Contract Audit One year into contract an independent auditor appointed to: Y Confirm maintenance outcomes Y Confirm compliance with accepted PM schedules Y Review adequacy of reporting Y Confirm testing of plant and equipment satisfactory Y Review BMS maintenance for performance The Audit is to indicate whether the contractor is performing the work to achieve continuous cost effective operation

32. Facilities & Services at ECU Fixed Plant & Equipment Contract Audit findings The maintenance is of a satisfactory level There is room for significant improvement Shortfalls in planning and delivery including non -compliance with Statutory Regs No vibration analysis or thermal imaging carried out

33. Facilities & Services at ECU Fixed Plant & Equipment Contract In Summary Lessons: Y Change management issues time consuming Y Stage 1 IT issues significant (ECU policies) Y Transition period under estimated (contractor) Y Controls maintenance under estimated by contractor Y Significant benefit in doing it your way

34. Facilities & Services at ECU Fixed Plant & Equipment Contract In Summary One year on: Y Greatly improved preventative maintenance Y Greatly improved reporting Y Improved understanding of maintenance expenditure Y Improved response times to customer requests Y Ability to demonstrate compliance with statutory requirements

35. Facilities & Services at ECU Any Questions ? Would we do it again ? Yes we would