Building Operations Management

Building Operations Management
The #1 Solution for Total Infrastructure and Facilities Management in the World
ARCHIBUS/FM
Copyright and Notices

Copyright 1982, 1983, 1984, 1985, 1986, 1987, 1988, 1989, 1990, 1991, 1992, 1993, 1994, 1995, 1996, 1997, 1998, 1999, 2000, 2001, 2002, 2003 by Facilities Management Techniques, Inc., 18 Tremont Street, Boston, MA 02108. All rights reserved. This software product is copyrighted and all rights are reserved by Facilities Management Techniques, Inc. The distribution and licensing of this product is intended for the use of the original licensee only and for use only on the computer system specified. Lawful users of this product are hereby licensed only to read the programs on the ARCHIBUS and ARCHIBUS/FM compact discs from their medium into the memory of one computer solely for the purpose of executing them. Copying (except for legitimate back-up purposes), duplicating, selling or otherwise distributing this product is a violation of the law. This manual is copyrighted and all rights are reserved. This document may not, in whole or part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, from Facilities Management Techniques, Inc. Each of the following products is a trademark or a registered trademark of the company listed after the product name: Facilities Management Techniques, Inc., FMT Facilities Management Techniques, Inc. Jung/Brannen Master Systems Facilities Management Techniques, Inc. Master Systems, Facilities Information Management System, FIMS, Facilities Resource Files, FRF, Relational Hierarchical Associative Databases, RHAD, Artificial Intelligence Based Expert Systems, AIBES, Dynamic Archival Systems, DAS, Strategic Information Organizational Charts, Strategic Facilities Master Planning, Graphical Description Information Retrieval Systems, GDIRS, Three-Dimensional Spreadsheets, TDS, Artificial Intelligence Based Facilities Management, AIBFM, Hypermedia Based Facilities Management Systems, HBFMS, 100 Year Database, Gray Collar Worker, Virtual Reality Based Artificial Intelligence, VRBAI, Artificial Intelligence Based Virtual Reality, AIBVR Bruce Kenneth Forbes. ARCHIBUS, ARCHIBUS-Planner, ARCHIBUS-Planner(+), ARCHIBUS-Designer, ARCHIBUS-Lease Management, ARCHIBUS-Construction Budgeting, ARCHIBUS/FM, ARCHIBUS/FM Real Property & Lease Management, ARCHIBUS/FM Space Management, ARCHIBUS/FM Strategic Master Planning, ARCHIBUS/FM Design Management, ARCHIBUS/FM Furniture & Equipment Management, ARCHIBUS/FM Telecommunications & Cable Management, ARCHIBUS/FM Building Operations Management, ARCHIBUS/FM-FIMS, The Quality Solution for Facility Managers, The Integrated Solution for Architects by Architects, The #1 CAFM Solution, The #1 AutoCAD-Based Solution for CAFM and CIFM, Computer-Integrated Facilities Management (CIFM), ARCHIBUS/FM Navigator, ARCHIBUS/FM Overlay for AutoCAD ARX, ARCHIBUS/FM Web Central, FM Web Central, ARCHIBUS/FM Express Edition, ARCHIBUS/FM Enterprise Edition, ARCHIBUS/FM Room Reservations Activity, ARCHIBUS/FM Hoteling Activity, ARCHIBUS/FM Work Wizard, FM Best Practices, FM Wisdom, FM Knowledge, FM Cyberspace, FM Cybrarian, FM Knowledge Worker, FM Information Superhighway, ARCHIBUS/FM Visual User Interfaces ARCHIBUS, Inc. 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All rights reserved. 1995 Jerry Whiting, Azalea Software, Inc., Seattle, WA. All rights reserved. Information contained in this work (printed and on-line documentation and software) has been obtained by Facilities Management Techniques, Inc. (FMT), from sources believed to be reliable. However, neither FMT, Bruce Kenneth Forbes, nor their authors, guarantees the accuracy or completeness of any information published herein. Neither FMT, Bruce Kenneth Forbes, nor their authors shall be responsible for any errors, omissions, or damages arising out of this information. This work is published with the understanding that FMT, Bruce Kenneth Forbes, and their authors are supplying information but are not attempting to render engineering, architectural, computer science, facilities management, or other professional services. If such services are required, the assistance of an appropriate professional should be sought. Printed in the USA
Document Number: AFM14_BO_1.00
Contents
Chapter 1: Welcome to the Building Operations Management Module
Three Methods of Working with the Module . . . . . . . . . . . . . . . . . . . . . . . . . 2 Essential Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Expanded Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Navigator Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Working with the Three Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Learning the Building Operations Management Module. . . . . . . . . . . . . . . . . 6 Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 The Contents Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Context-Sensitive Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 ARCHIBUS/FM Building Operations Management Book . . . . . . . . . . . . . 9 Recommended Procedures for Learning . . . . . . . . . . . . . . . . . . . . . . . . 10 Essential Method Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Expanded Method Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Navigator Method Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter 2: Typical Building Operations Issues and Users

Strategic Users . . . . . . . . . . . . . . . . . . . . . . . . . Business Users . . . . . . . . . . . . . . . . . . . . . . . . . Operational Users . . . . . . . . . . . . . . . . . . . . . . What Features Do You Need to Know? . . . . . . . Building Tenants and Company Employees. Reporting Maintenance Problems . . . . . Checking Problem Status . . . . . . . . . . . Craftspersons . . . . . . . . . . . . . . . . . . . . . . . Updating Work Details . . . . . . . . . . . . . Reviewing Active Work Orders . . . . . . . Financial Managers . . . . . . . . . . . . . . . . . . Building Operations Managers . . . . . . . . . . Facility Managers . . . . . . . . . . . . . . . . . Production Managers . . . . . . . . . . . . . . Maintenance Managers. . . . . . . . . . . . . Feature and User Summary . . . . . . . . . . . . Installation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 19 21 24 24 24 25 25 26 28 29 29 29 30 30 31 31
Chapter 3: Building Operations Fundamentals

Work Types . . . . . . . . . . . . . On Demand Work . . . . . Preventive Maintenance . Work Flow Organizers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 34 34 35
Contents
Work Requests. . . . . . . . . . . . . . . . . . . . . Work Orders . . . . . . . . . . . . . . . . . . . . . . Regular On Demand Work Orders . . . Preventive Maintenance Work Orders . Instant On Demand Work Orders . . Work Resources . . . . . . . . . . . . . . . . . . . . . . . General Building Operations Work Flow . . . . . On Demand Work Flow . . . . . . . . . . . . . . Instant Work Order Work Flow. . . . . . . . . Preventive Maintenance Work Flow . . . . .
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Chapter 4: A Tour of the Building Operations Management Module

Developing Background Data. . . . . . . . . . . . . . . . . . . . . . . Completing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with Drawings . . . . . . . . . . . . . . . . . . . . . . . . Establishing On Demand Work . . . . . . . . . . . . . . . . . . . . . . Creating On Demand Work Requests . . . . . . . . . . . . . . Estimating and Scheduling On Demand Work Requests . Generating and Issuing On Demand Work Orders. . . . . Planning Preventive Maintenance . . . . . . . . . . . . . . . . . . . . Creating PM Procedures and Steps . . . . . . . . . . . . . . . . Assigning Work Resources to PM Steps . . . . . . . . . . . . . Scheduling Preventive Maintenance Work . . . . . . . . . . . Forecasting, Generating, and Issuing PM Work Orders. . Managing Active Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manage Active On Demand Work. . . . . . . . . . . . . . . . . Manage Active Preventive Maintenance Work . . . . . . . . Manage All Active Work . . . . . . . . . . . . . . . . . . . . . . . . Update Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Equipment and Resources. . . . . . . . . . . . . . . . . . Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Parts Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Analyzing History and Finances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 46 47 49 49 51 51 53 53 55 55 57 58 58 59 59 60 62 62 63 63 64 65
Chapter 5: Getting Started with the Module at your Site . . . . . . . . . . . . . . . . . . . . . . . . . 67 Chapter 6: Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
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ARCHIBUS/FM Building Operations Management Module
Chapter 1
Welcome to the Building Operations Management Module

In any organization, facilities and assets play a tremendously important role; they not only provide the physical working environment and reflect the organizations image, but also affect the organizations overall productivity. In order to prevent deterioration and breakdown and to resolve emergency maintenance problems, organizations need to monitor the maintenance, repair, and replacement of facilities and assets. By maximizing the availability and condition of your organizations facilities and assets, you can minimize operating costs. The ARCHIBUS/FM Building Operations Management module helps you manage your building operations issues by providing tools for monitoring maintenance and repair jobs, scheduling employees and outside contractors to perform maintenance jobs, budgeting costs, and analyzing all aspects of the building operations process. Some of the modules main features are: Supports users with different skill levels and provides per-user or per-account security for your data. Provides easy access to information critical to streamlining building operations management. Provides flexible working methods, such as managing work through instant work orders, on demand work orders, and preventive maintenance work orders. Generates reports and queries that include charts, database tables, drawings, images, and bar code fonts. For example, you can graphically indicate the location of maintenance work in CAD drawings of your facility. Supports a bar code methodology for entering data. To access the Building Operations Management module, you use the ARCHIBUS/FM Navigator, a tool that guides you through the modules tasks for handling typical building operations work flow.
Three Methods of Working with the Module

As discussed in ARCHIBUS/FM Start Here!, ARCHIBUS/FM offers three methods for working with the program: the Essential Methods, the Expanded Methods, and the Navigator Methods. The Building Operations Management module is organized according to these three methods. The Essential and Expanded Methods present their tasks with the ARCHIBUS/FM Process Toolbars, and the Navigator Methods use the ARCHIBUS/FM Navigator. Organizing a module into a set of three methodologies provides an incremental approach to learning the program and developing data. You can start with the Essential Methods to focus on reporting and resolving maintenance problems as they occur. Then, if you wish, you can take the time to explore the additional features of the Expanded and Navigator Methods to track more detailed data about your work orders and automate your preventive maintenance procedures. Users of ARCHIBUS/FM Express have access to only the Essential Methods; Enterprise Edition users have access to all methods and can integrate the three methods to create a custom approach appropriate for their companys business practices.
Essential Methods
The Essential Methods concentrate on developing necessary validating data, reporting maintenance problems, and tracking how maintenance problems are resolved.
Use the Essential Methods to develop validating data and manage your maintenance issues.
This is done by generating on demand work orders, updating their status as work progresses, and then updating the system with basic information about how the problem is resolvedall which are tasks available from the Work Orders Process Toolbar.
Expanded Methods
With the Expanded Methods, you can track your on demand work orders in more detail than possible with the Essential Methods. The Expanded Methods differentiate between a work request (the vehicle for reporting the problem) and the work order (the vehicle for resolving and managing the maintenance problem). This organization makes it possible to group together multiple related work requests on a work order, which can be helpful when work requests are part of a larger job. With the Expanded Process Toolbars, you can estimate the cost of executing each work request, reserve the parts required for a work request, and schedule the required labor and tools.
The Expanded Process Toolbars also include methods for preventively maintaining your equipmentdetermining the tasks that need to be performed periodically on your equipment and then having the system automatically generate work orders for performing this servicing.
As both on demand and preventive maintenance work progresses, use the Update Work Orders Process Toolbar to update the work orders. With this Process Toolbar, you can record how the problem is ultimately resolved and the consumed resources. You can then run analysis reports showing the overall and component costs of each work order.
Navigator Methods
The Navigator Methods provide an extremely flexible way to manage your maintenance work. Like the Expanded Methods, the Navigator Methods differentiate between work requests and work orders. In addition to all the features available with the Essential and Expanded Process Toolbars, the Navigator Methods provide tasks for preventively maintaining the overall facility (not just equipment, as is available with the Expanded Methods), budgeting maintenance costs, and generating a host of analysis reports that summarize work history and analyze labor, equipment, parts, and tools.
With the Navigator Methods you can perform such tasks as developing maintenance budgets and comparing maintenance costs to budgeted amounts.
Working with the Three Methods

Given these three sets of methods, most sites will take an incremental approach to managing their maintenance issues. For example, they can start off with the Essential Methods to manage the fundamental aspects of their on demand work. They can then move to the Expanded Methods to preventively maintain their equipment and track more detailed information about their on demand work. When comfortable with these procedures, they can progress to the Navigator Methods and add in budgeting information, facility preventive maintenance, and more detailed tracking of equipment, labor, and other resources. This approach enables sites to quickly generate many useful analyses and gradually add more detail to their data. However, a site may choose to immediately start managing building operations in detail by initially using the Expanded Methods to track on demand work, or start out using the Navigator Methods to manage facility preventive maintenance in detail.
Learning the Building Operations Management Module

You can learn the Building Operations Management module by self-studying using this book, the sample data, and the online help; attending a training class; or by combining training and self-study.
Training
Attending a training class on the Building Operations Management module is strongly recommended. ARCHIBUS, Inc.s Building Operations training is organized according to the Essential, Expanded, and Navigator Methods and can be customized according to a sites needs. Training can be conducted at ARCHIBUS, Inc. headquarters in Boston, MA, USA; ARCHIBUS, Inc. trainers can also come to your site. ARCHIBUS/FM business partners may also offer training on the Building Operations module. Consult your business partner for information.
Online Help
ARCHIBUS/FM Help contains comprehensive reference information, step-by-step instructions, and conceptual material on the Building Operations Management module.
The Contents Tab

The Contents tab of ARCHIBUS/FM Help organizes the help topics according to the Essential, Expanded, and Navigator Methods. Each of these methods has a book containing topics for the Building Operations module. Essential Methods Book Under this book, choose the Building Operations Process Toolbars book for step-by-step instructions for working with each Essential Process Toolbar. The topics completely document the Essential Methods and explain any necessary concepts.
Expanded Methods Book Under this book, choose the Building Operations Process Toolbars book for step-by-step instructions for working with the Expanded Process Toolbars.
Navigator Methods Book Under this book, choose the Building Operations Navigator Methods book for conceptual material and step-by-step instructions for using the Navigator to run common building operations procedures.
Navigator Module Reference Use this book to access complete reference material on the Building Operations module, as it is presented by the Navigator. This section is composed of topics that overview the modules activity classes and activities, and detail the modules tasks.
From the Contents tab, you can select a topic overviewing the modules activity classes and activities. From these activity overviewing topics, you can jump to topics that provide comprehensive reference material on each task, including field-by-field reference, calculations, and details on dialog box options.
Context-Sensitive Online Help

In addition to accessing topics through the help systems Contents tab, you can access context-sensitive module help while working with the module. There are two methods: On any Process Toolbar, choose the Help buttonthe button with the question mark icon.
Highlight any Navigator entry (activity class, activity, task set, or task) and right-click the mouse button; this displays the Navigators menu. From this menu, choose the Help option and the program will open ARCHIBUS/FM Help and display a topic corresponding to the highlighted Navigator item.
Highlighting the Calculate Inventory Usage task, right-clicking to access the menu, and choosing the Help option presents the help topic for this task.
ARCHIBUS/FM Building Operations Management Book

The ARCHIBUS/FM Building Operations Management book (this book) is another important source for learning the module. Concentrating on the Navigator Methods, this book explains the underlying concepts required for working with these methods and helps you match the modules features to your maintenance management goals. Although this book focuses on the Navigator Methods, users of the Essential and Expanded Methods will find the information helpful for enhancing their understanding of the module. The book is organized into the following chapters: Chapter 1: Welcome to the Building Operations Management Module (this chapter)Introduces the module and briefly outlines its three working methods. Chapter 2: Typical Building Operations Issues and UsersPresents common maintenance issues, organized by job (craftsperson, maintenance manager, planner, and so forth) and how the module addresses these issues. This section also maps the module features to typical building operations users.
Chapter 3: Building Operations FundamentalsPresents the key tools for managing building operationswork requests and work orders. This sections also covers the concepts of work resources and building operations work flow. Chapter 4: A Tour of the Building Operations Management ModuleOverviews each of the modules activities, as presented by the ARCHIBUS/FM Navigator. Chapter 5: Getting Started with the Module at your SitePresents a set of questions for you to analyze before getting started managing your own building operations data. Chapter 6: GlossaryProvides a comprehensive glossary of the terminology used in the Building Operations Management module.
Recommended Procedures for Learning

The following are the recommended procedures for learning the ARCHIBUS/FM Building Operations Management module. Note the following about these procedures: These procedures call for ARCHIBUS/FM Enterprise Edition users to take an incremental approach to learning the module by working through the three methodology levels; this enables a site to quickly get started and immediately generate results Enterprise sites that are not required to quickly produce results but have the resources for thoroughly analyzing the module and determining how to best use it, may wish to omit the Essential and Expanded Methods and start with the Navigator Methods. The Building Operations Management module is designed to meet the needs of the many personnel involved in maintaining a facility: company employees reporting problems, craftspersons, production managers, maintenance managers, and facility managers. The following procedures outline how a facility manager or other employee responsible for implementing the system should learn the module. The What Features Do You Need to Know? section in Chapter 3, Building Operations Fundamentals maps other building operations jobs to module features and sections of this book.
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Essential Method Users

Follow these steps to get started with the Building Operations modules Essential Methods.
Task
Self-Study 1. If you have not already done so, become familiar with ARCHIBUS/FM core by reading the ARCHIBUS/FM Start Here! book. 2. To learn the ARCHIBUS/FM core program, work through the exercises of the ARCHIBUS/FM Essentials manual. or Run the ARCHIBUS/FM Essential Concept and Skills CBT (Computer-Based Training) tutorials. For some of the more complex subjects, you may need to supplement the CBT by working with the ARCHIBUS/FM Essentials manual. 3. For tutorials on the most common tasks of the Building Operations Essential Process Toolbars, work through the exercises in Chapter 8 of the ARCHIBUS/FM Express manual. This book is available in PDF on your product CD. or Run the Building Operations Essential Process Toolbar CBTs. For some of the more complex subjects, you may need to supplement the CBT by working with the exercises in Chapter 8 of the ARCHIBUS/FM Express manual. 4. For FM tasks not covered in the above tutorials, work through the How To online help topics for the Building Operations Essential Process Toolbars. 5. (Optional) You may wish to broaden your understanding of work orders by reading Chapter 3: Building Operations Fundamentals in this book.
Typical Time Required
.5 days 2 days
1 hour per Toolbar. There are 2 Process Toolbars.
ongoing 2 hours
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Expanded Method Users

After following the above steps to learn the Essential Methods, Enterprise Edition users who want to further explore the Building Operations Management module can work through these tasks:
Task
Self-Study 1. Learn additional core program concepts and skills by reading the Expanded Concepts section of the Expanded Methods section of the online help. 2. The online help topics provide step-by-step instructions for working through each Expanded Process Toolbar. However, before exploring the Expanded Process Toolbars, you may wish to learn more about the underlying module concepts and features by consulting Chapter 3: Building Operations Fundamentals. For an overview of preventive maintenance and on demand work, see Chapter 4: A Tour of the Building Operations Management Module. 3. Work through the topics in the Building Operations Process Toolbars section of the Expanded Methods section of the online help. These topics contain step-by-step instructions for using the Expanded Process Toolbars.
4 hours
2 hours
2 hours per Process Toolbar; there are 4 Process Toolbars.
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Navigator Method Users

Once you work through the Essential and Expanded methodologies, follow these steps to learn the Navigator Methods.
Task
Training 1. Attend ARCHIBUS/FM Building Operations Management Training. Standard Building Operations training is one day, but it can be customized if you wish to cover the module in greater depth. Self-Study 1. Learn how to use the ARCHIBUS/FM Navigator by reading the Navigator Concepts section of the Navigator Methods section of the online help. 2. If you havent already, read the following chapters of this book. Chapter 2: Typical Building Operations Issues and Users helps you match typical maintenance management issues to the modules features. Chapter 3: Building Operations Fundamentals covers basic concepts. For an overview of the modules features, see Chapter 4: A Tour of the Building Operations Management Module. 3. Start exploring the Navigator Methods, using the online help and sample data to guide you through each activity. Under the Navigator Methods/Building Operations section of the online help, use the Conceptual topics and How To topics to get started with fundamental tasks. For detailed information on particular Navigator tasks and activities, read the topics in the Navigator Module Reference/Building Operations section of the online help. For context-sensitive online help on the current Navigator entry, right-click the mouse and choose the Help option from the context menu.
1 day
2 hours 2 hours per chapter
1 day per activity
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Chapter 2
Typical Building Operations Issues and Users

Many different people in an organization may need to access building operations information. Office workers and building tenants requesting maintenance work, craftspersons executing work, and upper-level management overseeing an organizations operations all require building operations data. This chapter presents an analysis of typical users, their concerns, and how the Building Operations module addresses these concerns. Reviewing this section will help you identify your own needs and help you determine which of the modules features are appropriate for you. The last section of this chapter, What Features Do You Need to Know?, maps typical users of the Building Operations module to the programs specific tasks. Review this section to identify the program components and features that you should minimally learn.
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Strategic Users
At the high end of the building operations user group are strategic usersdivision managers, financial analysts, strategic planners, and facility managers. Strategic users typically need to manage the entire building operations process in terms of forecasting work resources, analyzing budgets, and reviewing analysis reports. Generally, strategic users are most concerned with the long-term effects of facilities management and aim to reduce costs, improve safety, and increase productivity. The following are typical concerns of strategic users. As a facility manager, I need to determine the root cause and frequency of equipment failures and downtime so that I can make purchasing decisions. The module provides several summary reports documenting common causes of equipment breakdown and mean-time-between-failure statistics. You can even determine equipment that should be replaced due to age or excessive maintenance costs. For information on these analysis reports, see Managing Equipment and Resources in Chapter 4, A Tour of the Building Operations Management Module.
Use the Equipment Failure Analysis report to help you make equipment purchasing decisions.
We are a manufacturing company that must comply with regulatory agency requirements. Non-compliance with regulations may result in heavy fines as well as employee accidentsa significant concern to any facility manager. To help you comply with regulatory agency requirements, the Building Operations Management module provides features for flexible data collection and customization so that you can maintain data pertinent to EPA and OSHA regulations. For example, you can document an equipment items lockout and tagout status, mean-time-between-failure statistics, and performance history. In the systems memo fields, you can record safety maintenance requirements; for preventive maintenance, you can establish preventive maintenance procedures that document the steps required for compliance with regulations.
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Our company would like to provide all personnel with access to the maintenance system, but to restrict the data and features they can use according to their roles. Information System managers can establish user security groups so that all personnel in the company can use the Building Operations module according to their needs. A typical security configuration might allow anyone to report maintenance problems; craftspersons to update work order information; maintenance managers to approve and reject requested work; and, facility managers and maintenance managers to establish fundamental data about the facility. Although all people in the company can access the system, they only need to learn and work with the aspects pertinent to their role. For example, users wishing to report maintenance problems do not need to work with the complete system; rather, they can run the Create Work Request task and complete the resulting Create Work Request dialog box. The Create Work Request task is available from the Navigators Establish On Demand Work/Create and Review Requests activity.
Any user can report a maintenance problem by completing this dialog box.
Since minor recurring problems are very costly, we need a system for recording every equipment failure and downtime occurrence. The Equipment table includes several fields for recording all types of breakdown information. Maintenance managers can track the most minor problems and develop highly detailed downtime and failure analysis reports, which they can use to reduce the recurrence of problems. To make future hiring and purchasing decisions, I need to analyze facility maintenance costs over time. To help you plan a realistic maintenance budget for your organization, the Building Operations Management module provides reports evaluating craftspersons, equipment, and facilities. For example, you can check a craftspersons skills, rate, performance, and availability for a specific day. To
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improve equipment effectiveness, you can check the percentage of equipment downtime. These types of analysis reports are available from the Navigators Manage Equipment and Resources activity class.
The module offers several reports for analyzing the resources required for managing facilities.
In many organizations, the failure to manage and efficiently control spare parts becomes a significant problem. Without an automated system to maintain a parts inventory, you may end up with an inventory of obsolete parts, which makes it more likely that required parts are not available when needed. To help you manage your parts inventory, the module includes a comprehensive parts inventory system with which you can track storage location, cost, minimum quantity to store, quantity on order, and vendor. The module also uses the parts inventory data to calculate the quantity of parts on hand and understocked, and how parts are used over time; use this data to reduce excess inventory and shortages. The parts inventory management system is available through the Navigators Manage Equipment and Resources activity class.
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Business Users
Whereas strategic users are interested in the long-term effects of building operations management, business userswhich typically include maintenance managers, housekeeping managers, production managers, accounting staff, department managers, and work plannersmanage day-to-day building issues. These users may need to manage a particular portion of the building operations process such as scheduling work, managing active work orders, managing resources, or analyzing maintenance costs. As a maintenance manager, I need to review all reported problems so that I can decide how to handle them. The module provides work request status reports that document the status of all requested work. To approve or reject work requests, maintenance managers change their status, and if they wish, prioritize the work requests.
Maintenance managers use this report to review requested work and its status.
I often need to track a heavy backlog of uncompleted maintenance requests. The Building Operations module includes reports for reviewing uncompleted and overdue maintenance work. You can also use the module to spot maintenance trends by sorting requested work by problem, cause, equipment, or location. To ensure that all reported maintenance problems are addressed, you can track both overdue maintenance and partially completed work requiring rescheduling. I need to coordinate preventive maintenance schedules with corrective maintenance needs. To minimize conflicts when scheduling preventive and requested maintenance and to help you set realistic plans, the module offers tools for setting priorities based on criticality, and scheduling work based on the availability of personnel, equipment, and other resources. For preventive maintenance
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schedules, you can establish multiple frequencies which can be adjusted according to corrective maintenance work requirements, production needs, and resource availability. As a maintenance manager, I need to track ongoing maintenance tasks daily. To help you improve maintenance productivity, the module provides reports and queries for determining the status of all maintenance work. For example, you can check the work currently being performed, the maintenance scheduled to be performed each day, and the uncompleted repair problems that need to be rescheduled. To improve the use of maintenance resources, I need to check the history and current status of all resource information. The modules Manage Equipment and Resources activity class provides a series of reports that help you optimize the productivity of your resources and minimize direct and indirect costs. You can check resource information and schedules, as well as analyze the value, use, cost, and performance of equipment, labor, parts, and tools. When I encounter broken equipment, I would like to immediately generate a work order for repairing this item. The module enables maintenance managers and others with authorized permission to immediately generate instant work orders for addressing maintenance problems. When you generate an instant work order, the work request is not first reviewed by a maintenance manager or other personnel. Instant work orders are detailed later in Chapter 3, Building Operations Fundamentals. When equipment breaks, I need its warranty and service information. The Manage Equipment and Resources activity class includes reports that document warranty and service contract information for equipment. The warranty expiration dates and service provider contact information can be convenient when resolving equipment problems.
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Operational Users
Operational userstradespeople, housekeeping staff, building tenants, and regulatory compliance personnelare the day-to-day users of a building operations management system. Tradespeople and operating staff update work orders after finishing a job, and building tenants report maintenance problems. For assistance in determining the problem cause, obtaining parts and tools, and determining the optimal solution to a problem, some of these users might want to check resource availability, as well as review work history and analysis reports. We would like to use bar code readers to enter codes for parts, tools, and work orders. The Building Operations Management module supports bar coding technology for data entry. Instead of entering identifying codes manually, you can scan into the system bar code labels attached to work orders, work requests, and craftspersons identification cards. This feature not only saves time in entering data, but also increases its accuracy. How can I find an alternative part to substitute for an out-of-stock part? As part of its parts inventory, the module provides the Parts and Alternates report. You can also check to see if you can borrow the part from a less critical piece of equipment by reviewing the Equipment by Parts report.
As employees and tenants in an office building, we often encounter maintenance problems that we want to enter directly into the system. To empower workers with communication tools for maintaining their work environment, the module enables all occupants in a building to quickly request maintenance work. With the Create Work Request task (available from the Navigators Establish On Demand Work/Create and Review Requests activity) any user can directly report a problem using an easy-to-complete dialog box. Once problems are reported, maintenance managers can review them and decide how they should be handled.
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As a maintenance employee, I often see problems and immediately correct them, without working from official work orders. After I correct such problems, I need a way to enter them, along with their resolution and required resources, into the system. If you are authorized to create an instant work order, you can report a problem and its resolution by issuing an instant work order. You can then immediately update the work order as Completed and record the required resources. With this feature, you can report a problem and how you resolved it by working with a series of dialog boxes. For information on immediately completing instant work orders, see Work Flow Organizers in Chapter 3, Building Operations Fundamentals. As regulatory compliance personnel, we need to establish standards to meet maintenance regulations, such as the steps we should take when inspecting equipment and hazardous areas. You can use the modules PM Procedures and PM Steps tables to establish standard preventive maintenance procedures that can be assigned to equipment items and locations. These procedures can document maintenance work required for compliance with industry and government regulations. For example, to establish a standard safety procedure for lockout and tagout, you can enter the required steps and then schedule this PM procedure to take place on all equipment and locations requiring this safety check.
This PM procedure prepares elevators for safety inspections by a regulatory agency.
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In order to manage and plan work, craftspersons need to check the work that is scheduled for various time periods. The module includes the Craftspersons Workload report which analyzes how much work is assigned to each craftsperson per day. Craftspersons can use this report to plan their work; maintenance managers can use it to make work loads more equitable. After finishing a maintenance job, how do craftspersons record their work and the resources consumed? Craftspersons can update work completion information and the resources used by selecting the Update Work Order Details task, which presents a dialog box that prompts them to enter work completion data. The dialog boxes used for updating work order details are discussed in What Features Do You Need to Know? later in this chapter; they are available from the Navigators Update Work Order Details task.
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What Features Do You Need to Know?

The ARCHIBUS/FM Building Operations Management module is designed to meet the needs of the many personnel involved in maintaining a facility. Your organizations operations, your role in the organization, and the tasks you typically perform determine the module features with which you will work. To help you determine the features you require, this section directs you to the minimal module components you should learn based on your role in an organization. Since situations may vary between organizations and you may play multiple roles, you may need to learn more features than those presented in this section.
Note Since all users typically perform the tasks described in the Building Tenants and Company Employees section, all users should read this section.
Building Tenants and Company Employees

As a company employee or building tenant, you may encounter maintenance problems that require immediate attention. For example, when you find a ceiling leak or an equipment breakdown, you need to report the problem so that it can be fixed as soon as possible. After you report a problem, you may wish to verify that the maintenance staff is addressing it.
Reporting Maintenance Problems

Select the Create Work Request task, and the program presents the Create Work Request dialog box, which you use to report problems. You need to provide such information as the identification number of a piece of equipment needing repair, the type of problem, and the location of the problem.
Use this dialog box to report maintenance problems.
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To verify that the system does not already contain a work request for this same problem, you can use the dialogs List Open Work Requests button to receive a list of open work requests with the same information as you entered in the dialog. If you find that the problem has already been reported, you can cancel your request.
Checking Problem Status

Once you request work, maintenance managers review the request and determine how and when to resolve it. You may want to check the status of your request and see how the maintenance staff is handling it. To do so, use the Review Open Work and Review Closed Work tasks. The Review Open Work task loads a report containing all work requests that are still in process and their status. To check a maintenance managers decision on a request, examine the work requests status: has the request been approved? is it in process? has it been rejected? The Review Closed Work task presents a history report documenting all work requests that have been archived. The report shows how reported problems were ultimately solved.
This report shows closed on demand and preventive maintenance work.
Craftspersons
In many companies, craftspersons include both in-house personnel and outside contractors who perform maintenance jobs. In-house craftspersons and contractors primarily need to know how to: Report a maintenance problem. Communicate to maintenance managers about the progress of their current assignments. Review the current information of their assigned maintenance jobs, and update it if necessary.
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Record the details of how they resolve maintenance problems, as this is useful for future reference and problem prevention.
Updating Work Details

After performing a maintenance job, a craftsperson needs to update the system with details about the job. (The Building Operations module uses work orders to document maintenance jobs; for information on work orders, see Chapter 3, Building Operations Fundamentals.) The Update Work Order Details task presents a series of dialog boxes through which craftspersons can enter all pertinent data. The following overviews the dialog boxes used in updating work details. For detailed information on working with these dialog boxes, consult ARCHIBUS/FM Help. First, the system presents an empty Update Work Order Details dialog box so that you can select the work order to update. Select a work order, and the system provides a list of work requests assigned to this work order. Using the options in the bottom left of the Update Work Order Details dialog box, choose whether to update the resources required for that work request, or to update the work request itself.
Click here to select a work order from a list of work order numbers.
Displays the assigned work requests so you can select one to update.
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If you select to update the resources, the system displays the Update Work Request Choose Resource dialog box listing the work requests scheduled resources. You can edit a scheduled resource by selecting the resource and choosing the Edit Existing button.
Choose one of these buttons to see the existing resource items. Click here to edit the selected resource item. Select here to add a new resource item, not originally scheduled for the job.
Select a resource item to edit.
If you used a resource that was not originally scheduled for the job, choose the Resource type and use the Add New button to assign the consumed resource to the work request.
To add new resources to a work request, you complete dialog boxes similar to this.
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If you choose to update the work request, the system presents the Update Work Request dialog box, which you use to enter or change information. If necessary, you can inform maintenance managers of special incidents by completing the dialogs memo field. When you process the dialog box, the system returns you to the Update Work Order Details dialog, enabling you to choose to update another work request.
Use this dialog box to update information for a selected work request. In this example, the craftsperson has updated the status, entered a comment, and provided cause and repair types.
Reviewing Active Work Orders

Craftspersons may also wish to review assigned and upcoming work by using the modules Review Active Work Orders task. This task presents a report listing all open but uncompleted work orders, along with their assigned work requests and resources. From this report, you can determine the work that you need to complete and the resources required for this job.
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Financial Managers
Since managing building operations involves capital resources such as equipment, labor, parts, and tools, there are significant expenses at all levels of the building operations process. Corporate financial managers need to be aware of the financial impact and cost of maintaining buildings, and may also want to check specific costs in managing equipment and resources. To help you manage expenses, the module provides several history and analysis reports, available from the Analyze History and Finances activity class on the ARCHIBUS/FM Navigator. For detailed analysis of labor, parts, tools, and equipment costs, run the reports of the Manage Equipment and Resources activity class. Both of these activity classes are overviewed in Chapter 4, A Tour of the Building Operations Management Module.
Financial managers use these activities to analyze maintenance costs.
Building Operations Managers

Typically, building operations management is of concern to maintenance managers, facility managers, and production managers. Since these three types of managers play different roles in managing building operations, their concerns and needs vary. For example, if tasked with keeping tenant requests low, you may want to concentrate on the modules on demand features; if your goal is to reduce equipment downtime, the preventive maintenance features are for you. Therefore, these types of managers may find it necessary to have a comprehensive knowledge of the entire Building Operations Management module. These three roles are detailed below.
Facility Managers
Corporate facility managers usually are familiar with all aspects of a companys facilities and assets, and may be responsible for establishing basic data about the facility. This basic dataknown as background datais a fundamental source of information that all other users access and is used throughout the Building Operations module.
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In addition to developing background data, facility managers might also track maintenance work schedules, assets, and costs. Thus, facility managers are involved in the entire process of building operations management, especially in terms of scheduling maintenance work and managing equipment and other resources, and should be familiar with the entire Building Operations module.
Production Managers
Production managers primarily need to know how maintenance work affects production and production equipment. Accordingly, production managers will want to establish production schedules for critical production equipment that has a high downtime cost. With production schedules established, you can plan maintenance work for times when equipment is already scheduled to be not running. For example, if a power plants turbine is already scheduled for downtime and you need to service this item, you can schedule the job for this same downtime period. To establish equipment production schedules and analyze these schedules in terms of required maintenance, production managers should concentrate on the Manage Equipment activity of the Manage Equipment and Resources activity class. Additionally, production managers may find it useful to learn the entire Building Operations module, so that they can understand the relationship between maintenance and production issues.
Maintenance Managers
Since maintenance managers deal with all aspects of building operations, they need to understand all features of the Building Operations Management module. Often, maintenance managers find it useful to first understand the modules on demand maintenance features, and then move to the modules preventive maintenance features. Maintenance managers should first review Chapter 3 Building Operations Fundamentals. To understand how to work with the module features as presented by the ARCHIBUS/FM Navigator, refer to Chapter 4, A Tour of the Building Operations Management Module. Finally, to learn about the modules specific tasks and activities, use the modules online help.
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Feature and User Summary

The following table summarizes how various users map to the main features of the Building Operations Management module. Note that the features listed for building tenants and company employees are fundamental features required for all users.
User Building Tenants and Company Employees Craftspersons Financial Managers Production Managers Facility Managers Maintenance Managers Features to Learn Create Work Request task Review Open Work task Review Closed Work task Update Work Order Details task Review Active Work Orders task Analyze History and Finances activity Manage Equipment and Resources activity Manage Equipment activity All module features.
Installation Options
Since not all users require all module features, there are a few ways to install the Building Operations Management module: Install the ARCHIBUS/FM program and Building Operations module in walk-up stations so that everyone in a company or a building can report maintenance problems, review work status, and check problem resolution. For users who require other features, install the complete program on their machines. This configuration is useful in situations in which not all users have their own computers, or have enough disk space for a complete ARCHIBUS/FM installation. Install the Building Operations module on a network server and locally on individual users machines, set up shortcut menus with options for requesting work and updating work orders. ARCHIBUS/FM System Management Help has information on establishing these types of shortcuts. For users who require other features, make the entire program available from their machines. This configuration greatly reduces the disk space required for each local station to run ARCHIBUS/FM. Install the module on individual users local machines so that each user can access the module. Use the programs security features to control the features that each user can access. Use this configuration to minimize network traffic while the program is loading into memory.
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Chapter 3
Building Operations Fundamentals

This chapter describes the basic structure of how the ARCHIBUS/FM Building Operations Management module helps you to manage work. The chapter describes the types of work, different ways of categorizing work flow, how to manage resources used to perform work, and includes a general description of how you can use the module to manage work. The ARCHIBUS/FM Building Operations Management module is a Computerized Maintenance Management System (CMMS) which manages three types of maintenance work: Breakdown maintenance that requires immediate repair. Corrective maintenance, which is maintenance work scheduled to solve identified maintenance problems. Preventive maintenance, which aims at preventing a maintenance problem from occurring by evaluating facilities and assets, detecting potential problems, and regularly scheduling maintenance work to stop degradation.
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Work Types
The Building Operations Management module categorizes maintenance work into two types: on demand work and preventive maintenance. On demand maintenance solves emergency breakdown and corrective maintenance problems, and preventive maintenance manages preventive work.
On Demand Work
On demand work is defined as one-time, emergency, breakdown, or corrective work, such as fixing a roof leak, installing new equipment, or moving furniture and equipment. The modules on demand work methodology offers a tactical and reactive approach that handles both emergency breakdown problems and regular corrective maintenance work. Whenever a breakdown or other problem occurs, use the modules on demand features to solve the problem.
Preventive Maintenance
Preventive maintenance is defined as any time-based or meter-based, repetitive, preplanned, or regularly scheduled maintenance work. This type of work is scheduled at intervals necessary to prevent equipment breakdown and maintain proper facilities and equipment operations. Inspection, calibration, adjustment, cleaning, lubrication, and parts replacement are examples of preventive maintenance work. The modules preventive maintenance methodology provides a strategic and proactive approach for regularly evaluating your facilities and assets, detecting potential problems, and scheduling maintenance work to prevent problems. Use the modules preventive maintenance methodology to minimize the frequency of on demand work.
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Work Flow Organizers

Communication is vital in managing building operations. Maintenance managers must be informed of problems and must communicate with craftspersons responsible for solving the problems. Work requests and work orders are the key elements for streamlining the communication process.
Work Requests
A work request reports a maintenance problem (such as a leak in a building) or a request for work (such as installing a book shelf). When creating a work request, you must describe the problem, its location, and, if the problem involves equipment, the equipment identification number. You request work by choosing the Navigators Create Work Requests task.
After work requests are created, maintenance managers review them and then approve, reject, or place them on hold. Maintenance managers may then wish to assign approved work requests a priority rating, and estimate and schedule the resources required for executing the work. In order to ensure that critical work is executed in a timely fashion and that all problems are resolved efficiently, maintenance managers should regularly review requested work.
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The module provides several work request status reports, including reports documenting completed work requests.
Use the Open Work Request Status report to examine the status of requested work.
In summary, a work request is the fundamental element to the building operations management process. Users specify the basic requirements of a problem by defining a work request, and maintenance managers analyze work requests.
Work Orders
A work order is a form for resolving requested maintenance work. Once a work request is approved, it can be assigned to a work order for execution. You can assign one or more approved work requests to a work order, grouping the work requests by criteria such as location, craftsperson performing the work, or scheduled execution date.
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Work orders help you improve how efficiently you solve problems. For example, if you have similar problems located in the same building, you can group together the work requests on one work order and assign the work order to a craftsperson.
The module provides three methods for creating work orders and manipulating work requests: instant work orders, regular work orders, and preventive maintenance work orders. These work orders differ only in the way they are created; once they are created, you work with them in the same manner.
Regular On Demand Work Orders

Any on demand work order to which you assign and group approved work requests is considered to be a regular on demand work order. Regular on demand work orders require that a maintenance manager review and approve work requests and then assign one or more approved work requests to the work order.
Preventive Maintenance Work Orders

Preventive maintenance work orders are generated from schedules you establish for executing predefined preventive maintenance (PM) procedures and steps on equipment items and building locations. To generate a PM work order, the system automatically creates work requests according to scheduled PM procedures you define and assigns the work requests to PM work orders it generates. Therefore, before generating preventive maintenance work orders, you need to define preventive maintenance procedures and steps, assign them to equipment items and locations, and establish their execution schedule. For example, you might define a procedure for changing an air filter, assign it to an air handling equipment item, and specify that this procedure should be executed every three months.
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Instant On Demand Work Orders

Instant on demand work orders are useful when you need to quickly issue a work order to solve an emergency problem, or if your company does not require requested work to be reviewed and approved before it is assigned to a work order. Instant work orders are the simplest form of work orders in that they can have only one assigned work request when initially created. Once you create an instant work order, the module treats it as a regular on demand work order. Instant work orders can be generated only by users who have certain security permissions. When such users access the Create Work Request dialog box, the dialog box includes additional options in the lower left corner for generating an instant work order for resolving the reported problem.
Users with the appropriate security settings can use these options to create, issue, print, and optionally complete instant work orders.
Note that the dialogs Instant Work Order section includes a Complete option, which is used for immediately updating the generated work order with completion details upon entering the problem into the system. This option is handy for recording problems and solutions that craftspersons may have solved on their own, without following instructions in an official work order.
Note If your site has not implemented ARCHIBUS/FMs security features, the Create Work Request dialog will include the Instant Work Order options. If your site has implemented ARCHIBUS/FMs default security settings, the dialog will include the Instant Work Order options only for those users who are members of the MAINT MGMT security group. You can change the default security settings to make these options available to other security groups. For more information, see ARCHIBUS/FM Help.
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Work Resources
Work resources include the labor, parts, and tools required for executing a job. Before approving requested work, a maintenance manager may wish to estimate and schedule the required resources, as this indicates if the work is manageable, minimizes disruption to the facility, provides an estimate of the cost, and ensures resource availability. For flexible scheduling, maintenance managers might want to estimate resources at the type level (types of trades and tools) without scheduling specific craftspersons and tools for a job. Then, before closing out work orders, maintenance managers and craftspersons can document the actual workers and tools (the specific resources) that were used. Estimating the cost and determining resource availability is also important in deciding the priority of work and scheduling the time and date for using the resources.
You can define a procedures need for a power drill using the Tool Type record and then schedule specific power drills for particular jobs using the Tool records.
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General Building Operations Work Flow

The following outlines the general procedures for using the Navigators activities and tasks to manage on demand and preventive maintenance problems. In comparing on demand and preventive maintenance work flow, notice that they use the same Navigator activities for developing background data, updating work orders, closing out work orders, and analyzing equipment use, finances, and work history.
On Demand Work Flow

The general procedure for managing on demand work is: 1 Use the Manage Background Data activity to develop background information about your organization and facility. 2 Define the need for work by location, asset, description, and problem type using the Navigators Create Work Request task (available from the Create and Review Requests activity). 3 Use the Review Work Requests task (available from the Create and Review Requests activity) to approve, postpone, or reject work requests, as well as prioritize approved work. 4 (Optional) Estimate the costs and required resources for the job with the Estimate Work Requests task (available from the Estimate and Schedule Requests activity). 5 (Optional) Use the Schedule Work Requests task (available from the Estimate and Schedule Requests activity) to schedule the optimal time to do the work and to assign specific craftspersons and tools to the job. 6 Assign the work request to a work order and issue the work order, using the Generate On Demand Work Orders activity. 7 While work is being executed, manage it with the Manage Active On Demand Work activity. 8 Perform the work and when through, use the Update Work activity to document the actual resources used and the work completion date. If you did not assign labor and resources to the work request using steps 4 and 5, as part of updating work details you can record the resources used for the job. This enables you to itemize the cost of this work. If you do not wish to track individual resources, you can record the cost of each work request in the Work Request tables Other Costs field.
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9 When all information has been updated, close out the work order using the Close Out Work Orders task (available from the Update Work activity). 10 Analyze on demand work in terms of cost, resources, and performance with the Manage Equipment and Resources and Analyze History and Finances activity classes.
Instant Work Order Work Flow

The basic procedure for using instant work orders is: 1 Define the need for work by location, asset, description, and problem type using the Create Work Requests task. Be sure to complete the Auto-Create option of the Create Work Request dialog box. Use the Issue, Print option to issue the work. 2 Perform the work and when through, use the Update Work activity to document the actual resources used and the work completion date. Since you probably did not assign labor and resources to the work request before issuing the work order, as part of this step you may wish to record the resources used for the job. This is important for itemizing the cost of the work. 3 When all information has been updated, close out the work order using the Close Out Work Orders task (available from the Update Work activity). 4 Analyze the work in terms of cost, resources, and performance with the Manage Equipment and Resources and Analyze History and Finances activity classes. When you choose to create an instant work order and immediately complete it (because the work has already been performed), the basic workflow is: 1 Define the work by location, asset, description, and problem type using the Create Work Requests task. Be sure to complete the Auto-Create option of the Create Work Request dialog box. 2 Choose the Complete option on the Create Work Request dialog box. When you process the dialog box, the system presents the Update Work Order Details dialog box so you can document the resources used and the work completion date. 3 When all information has been updated, close out the work order using the Close Out Work Orders task (available from the Update Work activity).
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4 Analyze the work in terms of cost, resources, and performance with the Manage Equipment and Resources and Analyze History and Finances activity classes.
Preventive Maintenance Work Flow

The general procedure for managing preventive maintenance work is: 1 Collect background information about your organization and facility with the Manage Background Data activity. 2 Use the Schedule Preventive Maintenance activity to define the PM work required for maintaining your facility. This involves developing PM procedures and creating schedules to execute these procedures. As part of this activity, you can also record the parts, trades, and tool types required for each procedure. 3 (Optional) For a specified time period, determine upcoming work and its resource requirements by running the reports of the Forecast Work and Resources activity. 4 At regular intervals, determine the upcoming preventive maintenance work, generate work orders for executing this work, and issue these work orders by working with the Generate PM Work Orders activity. As part of this activity, you may optionally schedule specific craftspersons and tools for the PM jobs by running the Assign Craftspersons and Tools to PM Housekeeping/Equipment Work Orders tasks. 5 While the PM work is being executed, manage it with the Manage Active PM Work activity. 6 Perform the PM work and when through, use the Update Work activity to document the actual resources used and the work completion date. If you did not use steps 2 and 4 to specify labor and resources required for PM jobs, as part of updating work details you can record the resources that the work required. This enables you to itemize the cost of your PM work. If you do not wish to track individual resources, you can record the cost of each work request in the Work Request tables Other Costs field. 7 When all information has been updated, close out the work order using the Close Out Work Orders action (available from the Update Work activity).
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8 Analyze your PM work in terms of cost, resources, and performance with the Manage Equipment and Resources and Analyze History and Finances activity classes.
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Chapter 4
A Tour of the Building Operations Management Module

This chapter overviews the ARCHIBUS/FM Building Operations Management module in terms of its activity classes and activities, as depicted on the ARCHIBUS/FM Navigator. Use the Navigators activity classes, activities, and tasks to work through the on demand, instant on demand, and preventive maintenance procedures that were outlined at the end of the previous chapter.
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Developing Background Data

Manage Background Data, the modules first activity, helps you establish fundamental information about your organization and facility. Background data describes a companys rooms, departments, and equipment. Users reporting maintenance problems by completing dialog boxes can select from lists of background data to describe a maintenance problem and its location. Since the background data describes the entire organization and facility, facility managers are usually responsible for developing this information. Because each ARCHIBUS/FM module works with fundamental facility data, some information is shared between modules and may already exist in the system. For example, you may find that users of the Space Management module have already completed room, floor, and building information.
Completing Tables
Facility managers establish background data by starting with the activitys Tables task category. Providing sufficient alphanumeric information about your facility directly affects how other users work with the module. For example, if you develop work classifications, users can categorize problems when reporting them, and you will find it easier to manage the root causes and common types of maintenance problems.
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Working with Drawings

For use with the Building Operations module, drawings should contain room and equipment asset symbols.
The Building Operations module works with room and equipment asset symbols, which can be developed using these tasks, or by using the ARCHIBUS/FM Overlay for AutoCAD.
There are a few ways to develop facility drawings for use with the Building Operations module: You can start with drawings developed with other CAD programs and use ARCHIBUS/FMs drawing editor to outline room areas and insert equipment asset symbols, using the Draw Rooms and Insert Equipment tasks. You can use ARCHIBUS/FMs drawing editor to create new facilities drawings from within ARCHIBUS/FM. Once you create a drawing and outline the gross area, use the Building Operations drawing tasks to develop room and equipment asset symbols. If you used other ARCHIBUS/FM modules to develop facilities drawings containing room and equipment asset symbols, you can use these drawings with the Building Operations Management module. You may choose not to use drawings with the Building Operations module; drawings are only required for queries, such as graphically demonstrating the locations of maintenance problems.
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If you are proficient in AutoCAD and have purchased the ARCHIBUS/FM Overlay for AutoCAD, you can develop your facilities drawings in AutoCAD, using its polyline and editing features to depict room areas. Next, use the Overlays asset editing commands to convert these polylines to room asset symbols, and then use the Overlays commands to add equipment asset symbols. For your convenience, the Overlay provides the Modules/Building Operations menu which includes commands to help you develop room and equipment asset symbols.
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Establishing On Demand Work

As the Navigator indicates, managing on demand work involves creating and scheduling work requests and generating work orders for these work requests.
Creating On Demand Work Requests

Since you manage on demand work on an as-needed basis, you must first report maintenance problems that need attention. As mentioned, the module provides two methods for reporting maintenance problems: Run the Create Work Request task from the Navigator. Enter work request information directly into the Work Requests table. The first method presents the Create Work Request dialog box so that you can describe the problem.
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As discussed earlier, the Create Work Request dialog may present additional options for creating an instant work order. Your ability to generate an instant work order depends on whether or not your site uses ARCHIBUS/FM security features and the security group to which you belong.
Users with the appropriate security settings can use these options to create, issue, print, and optionally complete instant work orders.
To directly enter requested work in the Work Requests table, you must be familiar with the tables structure. Maintenance managers, in particular, may want to directly edit this table when reviewing work requests and changing a work requests status. With this method of creating work requests, you cannot generate instant work orders.
You can use the Work Requests table to enter, edit, and review work request information.
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Estimating and Scheduling On Demand Work Requests

After approving a work request but before issuing it to a craftsperson, a maintenance manager may choose to estimate the required resources and schedule the work by working with the Estimate and Schedule Requests activity. Use this activity to list work resource requirements, estimate work request costs and time, and schedule the optimal time to perform the work.
If you wish, you can estimate and schedule the resources you will require for completing a work request.
When estimating and scheduling work requests, you track resources at two levels: the type level and the specific level. The type level refers to trades and tool types, and is used for estimating. When scheduling work, you must identify the resource requirements at the specific levelthat is, the specific craftspersons and tools to execute the job. If you estimate work resource requirements before scheduling, you facilitate your scheduling job. For example, if you estimate the required resource types, when you schedule the resources, the module lists all the available specific resources of the estimated type.
Note In managing on demand work, you will find that the Estimate and Schedule Requests activity is an optional activity. Some sites may choose to skip this activity and generate work orders for requested work immediately after the work request is approved.
Generating and Issuing On Demand Work Orders

The module provides two methods of generating on demand work orders. If your site uses ARCHIBUS/FM security features and you belong to the appropriate security group, you can create an instant work order when you report a problem.
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For work requests that are not resolved through instant work orders, you must generate work orders. You can do so when reviewing the requests, or you can first create a work order and then assign approved work requests to it. When assigning work requests to work orders, you can group together related work requests onto one work order. To create work orders and assign work requests to them, use the Generate On Demand Work Orders activity.
After generating a work order, a maintenance manager must issue the work order to a craftsperson for execution. The work order can be printed so that craftspersons can take the work order form to a site and use it as a guideline in their work. Once a work order is issued, the system automatically changes the status of all work requests assigned to the work order to Issued and In Process.
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Planning Preventive Maintenance

Similar to on demand work, you handle preventive maintenance by creating work requests and generating work orders. This involves defining the need for PM work and the resources it requires, and then regularly generating work orders to execute PM work due during a specified time frame. Once the PM work orders are generated, you issue the work orders to craftspersons who will perform the work. The Building Operations module categorizes preventive maintenance (PM) work as equipment preventive maintenance and housekeeping preventive maintenance. Equipment preventive maintenance services equipment items, such as inspecting air conditioners every year. Housekeeping preventive maintenance manages maintenance work for locations, such as cleaning a floors carpets every six months, or washing a buildings windows every two months.
The Plan Preventive Maintenance activity class offers activities for defining your PM work and the required resources, as well as generating PM work orders for executing work.
Creating PM Procedures and Steps

When planning preventive maintenance, you first need to identify the procedures to be periodically performed based on time or meter readings. To establish preventive maintenance procedures, you specify individual steps and group them together to build a procedure. A procedure may consist of one or more steps.
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The steps that you assign to PM procedures contain descriptions of the work to be executed. When a PM work order is generated, each PM step will create a separate work request on the generated work order. If you want each step of the procedure to be tracked individually, define a separate step record for each step.
This procedure for changing an air filter is composed of six PM steps; the system will generate six work requests, one for each PM step.
If, instead, you wish the entire procedure to generate one work request, define one step for the procedure and list the required tasks in the steps memo field, as per the following procedure for servicing a fire extinguisher.
Since this procedures steps are listed in the memo field of one step record, the system will generate one work request.
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Assigning Work Resources to PM Steps

As with estimating and scheduling on demand work requests, you may want to specify the work resources required for each preventive maintenance step. When assigning work resources to PM steps, you should list the required resources at the type level, as a specific craftsperson or tool may not be available to perform the work when the PM work order is generated. For example, a PM procedure for changing air conditioner filters every month may require an HVAC technician (the type level). When you actually generate a work order for changing the air filter, you can assign a specific craftsperson who is available to do the work that month.
Here you can see the resources required for the first step of the procedure for servicing an air handling unit.
Scheduling Preventive Maintenance Work

A preventive maintenance procedure is the foundation of a PM work order. You define PM procedures and use these procedures to establish PM schedules to service specific areas and equipment. Then, when you run the tasks of the Generate PM Work Orders activity and specify a date range, the system determines all the schedules due within the specified date range and generates PM work orders for executing the work. The system categorizes PM schedules as equipment PM schedules or housekeeping PM schedules, depending on whether the defined schedule services an equipment item or a location.
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To create PM schedules, you attach PM procedures to specific locations and pieces of equipment and specify the intervals for performing the procedures. You may assign multiple PM schedules to one equipment item or location.
This PM schedule is composed of the AHU-3-MONTH procedure and is assigned to equipment item AHU-14.
For example, in the above image, the AHU-3-MONTH PM procedure is scheduled to be executed every 90 days on equipment item AHU-14, beginning on 01/01/93. When defining PM schedules, you need to specify the execution interval. The module provides several methods for specifying the intervals at which to perform work: You can define the interval in terms of various time periods (such as days, weeks, months, and years), or meter readings (such as miles). You can also specify a manual interval; that is, explicitly listing each date work is to be performed. You can select either fixed or floating scheduling to specify how you want to generate the next due date for a PM schedule. Fixed and floating scheduling is described below. Although preventive maintenance should be executed according to a schedule, you can manually pick an exact date for executing a PM schedule. For example, it may be important to immediately execute a PM schedule that has somehow been ignored; similarly, you may need to temporarily postpone PM work. You can change PM schedule frequencies by setting multiple frequency levels for executing a PM schedule. Fixed scheduling sets the execution of a PM procedure according to the scheduled first execution date, instead of the actual completion date of the last PM work order. Floating scheduling, on the other hand, schedules a PM procedures execution date according to the actual completion date of the last PM work order.
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For example, suppose you set a PM procedure to be executed on the first day of each month. However, because of a holiday, work scheduled for January 1, 1999 is not executed until January 3, 1999. With fixed scheduling, the next due date for the PM procedure is February 1, 1999one month from its scheduled execution date. With floating scheduling, the next due date is February 3, 1999one month from the actual completion date.
Forecasting, Generating, and Issuing PM Work Orders

To ensure the feasibility of executing PM work as scheduled, you may wish to forecast work schedules and PM work resource requirements. Through forecasting, you can determine the future PM workload and spot problems such as labor or part shortages. If necessary, you can change the PM schedule frequency or the initial start date.
The module provides several reports for forecasting upcoming work and the required resources.
Once you forecast your upcoming work, you need to generate work orders for executing this work by running the Generate Equipment PM Work Orders and Generate Housekeeping PM Work Orders tasks. As with on demand work, you can choose to assign one generated PM work request to a PM work order, or group together related PM work requests on a PM work order. When grouping multiple PM schedules on one PM work order, you can organize PM schedules according to the provided categories, or use your own grouping methods. After you generate PM work orders, you use the other tasks of the Generate PM Work Orders activity to assign specific craftspersons and tools to the work requests, and issue and print the work orders so that craftspersons can take the printed work orders to work sites and use them as instructions.
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Managing Active Work

While work is in process, you can manage it by working with the Manage Active Work activity class. You can choose to work with active on demand and preventive maintenance work separately, or review all active maintenance work information at once. The Manage Active Work activity class also includes the Update Work activity, which craftspersons can use to input information about the job in process, such as resource usage details.
While work is in process, use the Manage Active Work activity class to analyze the work and update work details.
Manage Active On Demand Work

When managing active on demand work, you need to be aware of the status of issued but uncompleted work orders, as well as the required work resources. For example, you may need to know whether the work is being performed, or why certain work requests have not been executed. Use the reports of the Manage Active On Demand Work activity to: Review all issued but uncompleted on demand work orders along with their assigned work requests and the work requests assigned work resources. Check which on demand work should be performed today and the required work resources. Review the active on demand work requests that are currently on hold. Check the on demand work that is overdue or needs rescheduling.
58
Reviewing these reports informs you of the active on demand work, and alerts you to problems and delays. For example, if you find that a work request for servicing a critical piece of equipment is on hold for parts, you may decide to borrow the required parts from other less urgent work requests, or immediately order the parts.
Manage Active Preventive Maintenance Work

As with on demand work, you need to track the performance status of issued but uncompleted preventive maintenance work orders, as well as their required work resources. You may want to know which PM work orders are being executed and whether any PM work has been overlooked. To help you keep up with issued PM work, the Manage Active Preventive Maintenance Work activity provides reports that you can use to: Review all currently open and issued but uncompleted PM work orders, along with their assigned PM procedures and steps (in the form of work requests) and the required work resources. Check the PM work that is overdue or taking too long to complete. These reports will indicate if it is necessary to reschedule PM work requests for overdue PM work orders. For example, if you see that a PM work order has passed its due date, you can select a new date for this job; or, if the delay is due to a lack of work resources, you can change the execution frequency of the source PM procedure.
Manage All Active Work

Often, you need to manage active on demand and preventive maintenance work together. Use the Manage All Active Work activity to: Review all currently issued but uncompleted work orders, along with their assigned work requests and the work requests assigned work resources. Check all issued but uncompleted work requests with their assigned work resources by equipment, building, craftsperson, and so forth. Query a floor plan to highlight rooms or equipment with assigned active work, or display text describing the active work. For example, you can graphically list an equipment items active work requests next to its depiction on a floor plan.
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Update Work
After completing assigned maintenance jobs, craftspersons must update the system with work completion details so that maintenance managers can determine costs, and ultimately close out the work order. When closing out a work order, you put it aside for history reports so that it is no longer considered active.
As indicated on the above depiction of the Navigator, the Update Work activity provides four action tasks for updating and closing out work orders. Typically, the tasks are executed as follows: 1 After completing the work, craftspersons run the Update Work Order Details task and use a series of dialog boxes to document the completed job. Craftspersons use this feature to update work requests and complete such information as the date and time the job was completed, the resources consumed, and any special conditions or other notes. The dialog boxes that craftspersons use to update work orders are detailed in Chapter 2, Typical Building Operations Module Issues and Users. 2 Maintenance managers calculate work order costs and decrement the parts inventory of parts consumed on the job by running the Update Work Order Calculations task. To document costs and resources used to date, the task calculates work request costs and sums them to work orders. When debiting the parts inventory of consumed parts, the system monitors this process so that the parts inventory is only debited once, regardless of how many times you run this task.
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It is not essential that this task be run at this point; it can be run prior to, during, or after completing work orders. Or, you can choose not to run this task at all, as the Close Out Work Orders task runs the same calculations. 3 Maintenance managers run the Enter Work Order Completion Dates task to review the completed work orders to verify that all required information, including completion dates, has been entered. Once a work order has a completion date, a maintenance manager can close it out. 4 Maintenance managers run the Close Out Work Orders task to finalize a completed work orders resource allocations and costs, archive completed work orders as closed work orders, and charge maintenance expenses to cost centers. Since closing out a work order archives it so that its data can no longer be updated, it is important that maintenance managers review work orders for accuracy and completeness before running this task.
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Managing Equipment and Resources

The cost and availability of equipment and resources affect decision-making at all stages of building operations management. For example, when estimating and scheduling on demand work requests or establishing preventive maintenance schedules, you need to ensure that required equipment and resources are available. The Manage Equipment and Resources activity class provides several reports for managing equipment and resources and analyzing their use, availability, cost, and performance. Use these reports to optimize the productivity of your equipment assets and work resources, and thereby minimize costs.
Additionally, the Manage Equipment and Resources activity class includes several tables for tracking detailed information about your equipment and resources, including alternate parts, equipment warranties, and equipment service contracts. When facility managers develop background data, they may wish to complete the table tasks of this activity class, so that complete resource information is available. Or, they may prefer to work through the Manage Background Data activity only, and then develop the tables in this activity class on an as-needed basis.
Equipment
To increase equipment productivity and reduce equipment maintenance costs, you need to track equipment location, equipment parts, and equipment use. Use the Manage Equipment activity to manage equipment assets, analyze equipment usage, handle equipment maintenance schedules, review equipment work history, and print equipment bar code labels.
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Labor
Comprehensive labor information enables you to appropriately match craftspersons to maintenance jobs. The Manage Labor activity offers reports that analyze workload, available hours, and performance, according to trades and individual craftspersons. The activity also includes a report for printing bar code labels for craftsperson badges.
Parts Inventory
Effectively managing your parts inventory improves the management of the entire building operations process. Use the Manage Parts Inventory activity to optimize parts usage, track parts on hand, reserved, and on order, and minimize part storage and purchasing costs.
63
You can use the activitys tables to enter newly received parts into inventory, and define vendor information. With the activitys actions, you can make manual changes to the inventory quantities, calculate parts usage, and quickly enter parts information from a physical inventory. Use the activitys reports to review the physical inventory data and determine which parts to order.
Tools
The Manage Tools activity provides reports that help you maximize tool availability, avoid lost tools, and reduce the quantity of tools required to be on hand. Use this activitys reports to monitor the schedule, current location, and status of tools.
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Analyzing History and Finances

The Analyze History and Finances activity class provides many useful reports and queries that summarize work history, analyze labor usage, and document expenditures. Strategic managers, planners, and financial analysts use this activity class to predict future costs, analyze maintenance budgets, and identify inefficient maintenance processes and operations.
The Analyze History and Finances activity class offers several analysis reports useful to financial analysts and strategic planners.
The Review Work History activity contains several reports for analyzing archived work orders and work requests. The reports present a dialog prompting you to specify the completed work orders or work requests to analyze. The Create Management Reports activity offers queries and reports for summarizing your work order and labor data by various criteria. These reports are handy for facility managers and strategic managers who need an overview of maintenance work, maintenance personnel, and maintenance expenses, but do not require itemized lists of this data. Financial analysts will find the Analyze Finances activity handy for budgeting maintenance costs. This activity offers a series of table tasks for recording maintenance budgets and accounts. Depending on how you bill for maintenance, you can establish budgets for accounts, departments, or buildings, or a combination. For example, if you establish budgets for all three, you can charge roof repair costs on the HQ building to the HQ buildings maintenance budget, furniture assembly work to each departments maintenance budget, and the installation of a handicapped ramp to the budget of a Compliance account. Once you develop your budget information, run the activitys reports to compare the monthly maintenance expenses for a building, department, or
65
account to the buildings, departments, or accounts maintenance budget. Use the reports Cost Variance column to see whether each monthly maintenance expense was within the months maintenance budget.
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Chapter 5
Getting Started with the Module at your Site

Given this books overview of the Building Operations module, you now need to decide how to implement this modules features to best suit your needs and the way you company operates. Considering the following questions will help you determine the features of the Building Operations module that you require and how to get started using this module. In managing my building operations, do I need to query CAD drawings with maintenance information? If so, I must develop CAD drawings with room and equipment asset symbols. Do I want to take advantage of the modules instant work order features? Who in my company should have permission to generate instant work orders? Do I want to implement security features so that only certain users can approve work requests and generate instant work orders? If so, I must use the System modules Security activity to develop security groups and associate users with security groups. Do I need to immediately implement a PM system? If not, I may want to explore the module by first automating my on demand work, and later implementing the modules more complex preventive maintenance features. How do I want to use bar coding technology in managing building operations? How do I budget my building operations costs? I may need to work with the Finance department to develop the modules budget and account tables. Do all users in the company need to report maintenance problems? Should we use walk-up stations to provide all users with access to the Building Operations module? How important is production equipment to our operating expenses? Should I establish production schedules for this equipment so that maintenance work can be scheduled according to production use?
Chapter 5: Getting Started with the Module at your Site
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What maintenance work needs to be regularly scheduled to prevent deterioration? Does this work require fixed or floating scheduling?
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Chapter 6
Glossary
active work Work that has been approved and issued but not yet closed. By definition, all active work is open work. active work order A work order that has been issued but whose Date Work Completed field has not been completed. closing out a work order The process of finalizing completed work orders and archiving them and their assigned work requests and work resources to the archive tables. The major actions performed by closing out a work order are: Calculate costs for work orders and assigned work requests and resources. Complete the Date Work Order Closed field of the Work Orders table. Archive the work order, work request, and work order resource records by moving them to the corresponding historical tables (Historical Work Requests, Historical Work Orders, Historical Work Request Trade Requirements, and so forth.) For all work requests that do not have values for the Building Code, Division Code, Department Code, and Account Code fields, apply the work orders values for these fields to the assigned work requests. craftsperson A person with a trade who physically performs the work specified in a work order. A craftsperson can be an employee of the company or an outside contractor. equipment PM schedule Schedules for executing PM procedures on equipment items. To establish an equipment PM schedule, you attach a PM procedure to a specific piece of equipment and specify its scheduling pattern. See also PM schedules and housekeeping PM schedules. fixed scheduling A method for scheduling preventive maintenance work that sets the execution of a preventive maintenance procedure according to the scheduled first execution date, rather than the completion date of the last work. For example, suppose you set a PM procedure to be executed on the first day of each month, so that a job is due January 1. However, because of a holiday, the work is not completed until January 3. With fixed scheduling, the next due date for the PM procedure is February 1 (one month from the scheduled execution date) instead of February 3 (one month from the actual completion date). Compare floating scheduling. See also preventive maintenance procedures.
Chapter 6: Glossary
69
floating scheduling A method for scheduling preventive maintenance work that schedules the execution of a preventive maintenance procedure according to the completion date of the last preventive maintenance work request, rather than the scheduled execution date. For example, suppose you set a preventive maintenance procedure to be executed on the first day of each month, so that a job is due January 1. However, because of a holiday, the work is not completed until January 3. With floating scheduling, the next due date for the procedure is February 3 (one month from the actual completion date) instead of February 1 (one month from the scheduled execution date). Compare fixed scheduling. See also preventive maintenance procedures. housekeeping PM schedule Schedules for executing PM procedures on specific rooms. To establish a housekeeping PM schedules, you attach a PM procedure to a room and specify the scheduling criteria. See also PM schedules and equipment PM schedules. instant work order A work order that the system automatically generates for resolving requested on demand work. To create an instant work order, select the Auto-Create option of the Create Work Request dialog. You can implement security features that enable only users of certain security groups to automatically generate instant work orders. In a multi-user system, this prevents casual users or building tenants from generating work orders without proper approval. See also work order, work request. on demand work Any one-time, emergency, breakdown, or corrective work, such as fixing a roof leak, installing new equipment, or painting a ceiling. On demand work is reported by completing work requests. See also work request. Compare preventive maintenance work. open work Work that has been approved but not yet closed. part Materials used in maintenance work that are stored in a stockroom or warehouse and are regularly purchased. Parts can include equipment materials (such as air filters and fan belts) and other materials you stock (such as light bulbs, bolts, nails, and ceiling tiles). preventive maintenance procedure A general procedure for performing preventive maintenance work, such as changing a filter or inspecting an alarm system. Once you define a PM procedure, you can assign it to particular equipment items or areas that require the periodic maintenance described in the procedure. For example, you can define a procedure for changing air filters and then assign it to all equipment items that require air filter changes. For each equipment item to which you assign the procedure, you can define the interval at which to perform the work. PM procedures are composed of individual steps. When you use the systems PM work order generation features, the system uses the properties of the PM procedure and its assigned steps to generate a work request for a PM work order. The system generates one work request for each step of a PM
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procedure. To minimize the number of generated work requests, you can develop PM procedures composed of only one step. See also preventive maintenance schedule. preventive maintenance schedule A PM schedule executes a preventive maintenance procedure on an area or equipment item and defines the scheduling pattern, number of units to process, the first execution date, priority, and so forth. To create a PM schedule, you attach a PM procedure to a specific equipment item or location, and specify when to execute the procedure. For example, you can attach a PM procedure for changing an air filter to a piece of HVAC equipment, specify the first execution date, and the scheduling intervals for performing this procedure on this piece of equipment. Another HVAC equipment item can be assigned this same procedure, but have a different scheduling interval or first execution date. See also preventive maintenance procedures. preventive maintenance work Any time-based or meter-based, repetitive, planned, or regularly scheduled maintenance work such as inspection, calibration, adjustment, cleaning, lubrication, and parts replacement. This type of work is scheduled at intervals necessary to prevent breakdown and maintain proper operation. Preventive maintenance is often abbreviated as PM. Compare on demand work. resource Supplies required to execute work, such as trades, craftspersons, tool types, tools, and parts. You can use the modules features to estimate a jobs required resources and schedule these resources. Once the job is completed, you update the actual resources used so that the work order close-out process can itemize costs. tool An individual tool used for working on a maintenance job. For example, Circular Saw #1 and Circular Saw #12. See also tool type. tool type A category you use to group together similar tools. Tool types are important for estimating the general tools required for a job, so that you can later schedule specific tools. Examples of tool types are Circular Saw, Pipe Wrench, and 10 Foot Ladder. See also tools. trade A skill category used to group labor resources. Trades are important for organizing craftspersons and also estimating the general labor requirements for a job, so that you can later schedule specific craftspersons to execute the work. Carpenter, Plumber, and Electrician are examples. See also craftsperson. vendor A person or organization that supplies goods or services, but is not directly employed by an organization. work order A document directing maintenance shops to perform certain items of maintenance work. Work orders include the specific maintenance task requirements (usually organized by craft, such as plumbing tasks, electrician tasks); estimates of labor, material, and equipment; coordinating instructions; and administrative and financial information.
Chapter 6: Glossary
71
In ARCHIBUS/FM, work orders hold one or more work requests and are distributed to craftspersons for execution. You can group together work requests by common criteria, such as problem location, equipment, or craftsperson, and assign these work requests to the same work order. When all work requests are completed, you finalize the work information by closing out the work order. See also work request, closing out a work order. work request A written or oral request from a customer or internal maintenance person who has observed a deficiency and perceives a need for maintenance or repair work or who has a request for new work. The work request is evaluated by management and, if approved, converted into a work order for accomplishment. In ARCHIBUS/FM, work requests can be completed by users requesting work, or automatically generated by the system based on schedules you define to document required preventive maintenance work. Work requests document such information as the work to do, its location, its urgency, and who requested it. Throughout its life, a work request has a status, such as Requested, Rejected, Assigned to Work Order, or Canceled. See also work request status, work order. work request status A setting that indicates the state of requested work and is stored in the Work Request Status field. Some actions automatically update a work requests status; in other situations, users update this field when they make changes to work requests. For example, maintenance managers can change a work requests status to Rejected if they decide to ignore a reported problem. Other status settings are Approved, On Hold, Issued and in Process, Stopped, Completed, and Closed. See also work request, work order.
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Index
A
accounts Analyze Finances activity Analyze History and Finances activity class ARCHIBUS/FM drawing editor ARCHIBUS/FM Enterprise Edition ARCHIBUS/FM Express Edition Assign Craftspersons and Tools to PM EQ Assign Craftspersons and Tools to PM HSK AutoCAD 65 65 29, 41, 43 47 2 2 42 42 48
Create Management Reports activity Create Work Request dialog box instant work order features Create Work Requests task
65 25, 50 38 35, 40, 49
D
department managers drawings creating in ARCHIBUS/FM creating with other CAD programs creating with Overlay 19 47 47 47 48
E
employees 21 reporting maintenance problems 24 Enter Work Order Completion Dates task 61 equipment 47 analysis of 62 attaching PM schedules to 56 bar code labels 62 developing with F&E, Telecom, or BO mod 47 downtime 18 failure of 16, locked-out 16, mean-time-between-failure statistics 16 preventive maintenance of 53 repairing 20 service contracts 20, tagged-out 16, warranty 20, work history 62 equipment downtime 17 equipment PM schedules 56 equipment preventive maintenance 53 Essential Methods 3 learning 11 Estimate and Schedule Requests activity 40, Estimate Work Requests task 40 Expanded Methods 3 learning 12
B
background data bar code labels craftspersons badges equipment bar code readers bar code systems bar codes on work requests and work orders breakdown maintenance budgets building operations communication management levels Building Operations module learning main features of mapping features to users methods tour of training typical users business users 17, 29, 40, 42, 62 63 63 62 21 1, 21 1, 21, 62, 63 21 33 65 15 35 29 1 6 1 24 2 45 6 15 19
17 22
62 22 62
51
C
Close Out Work Orders task closing out work orders CMMS contractors tracked as craftspersons corrective maintenance craftspersons analysis reports bar code labels contractors scheduling updating work completion details work orders workload Create and Review Requests activity 41, 42, 61 60, 61 33 25 33 25 63 63 25 42 26 52 23, 28 40
F
facility managers developing background data financial analysts financial data fixed scheduling floating scheduling Forecast Work and Resources activity 17, 29, 19, 29, 56 56 42 30 46 29, 65 65
G
Generate Equipment PM Work Orders task 57 Generate Housekeeping PM Work Orders task 57 Generate On Demand Work Orders activity 40, 52
Index
73
Generate PM Work Orders activity
42, 55, 57
H
housekeeping PM schedules housekeeping preventive maintenance 56 53
regular online help operational users Overlay for AutoCAD
37, 51 6, 9 21 48
P
parts inventory alternate parts managing updating quantity Plan Preventive Maintenance activity class PM procedures fixed scheduling floating scheduling intervals performed at manual intervals multiple intervals PM schedules attaching to rooms and equipment grouping onto work orders preventive maintenance defining need for determining for specified period determining upcoming general procedure planning procedures scheduling specifying intervals work orders preventive maintenance work orders managing active overdue production managers 18, 62 63 60 53 37, 56 56 56 56 56 42 56 57 33, 42 42 42 42 53 22, 55 56 37, 37, 59 59 19, 21
I
installation instant work orders completing controlling who has access to procedure for 31 20, 38, 50, 51 22, 38, 41 38 41
42, 54
M
maintenance budgets maintenance costs maintenance managers approving work requests closing out work orders developing background data reviewing work requests maintenance work costs current status of emergency overdue requesting scheduling Manage Active On Demand Work activity Manage Active PM Work activity Manage Active Work activity class Manage Background Data activity Manage Equip. and Resources activity class Manage Equipment activity Manage Labor activity Manage Parts Inventory activity Manage Tools activity meter-based intervals for PM 65 18, 61, 19, 35 61 17 25 1 18, 61, 20 20 19 21, 20 40 42 58 40, 29, 62 63 63 64 56 39, 40, 60, 65 20, 29, 30
34
39, 40, 60, 65
54
25, 35
57 57
29, 30
42, 46, 62 41, 43, 62
R
regulations regulatory agencies complying with Review Work History activity Review Work Requests task rooms attaching PM schedules to 16, 22 16 22 65 40 47 56
N
Navigator Methods learning 5 13
S
Schedule Preventive Maintenance activity Schedule Work Requests task security 42 40 1, 17, 31, 38, 50, 51 17, 38, 50 20 16, 65 64
O
on demand work defined general procedure on demand work orders assigning work requests to generating managing active 34, 49 34 40 37 52 40 58
security groups service contracts strategic managers surveys parts inventory
74
T
tenants reporting maintenance problems time-based intervals for PM tools assigning to PM Work Orders managing tradespeople 21 21, 24 56 20, 39 42 64 21
U
Update Work activity Update Work Order Calculations task Update Work Order Details dialog box Update Work Order Details task Update Work Request Choose Resources Update Work Request dialog box user security groups 40, 41, 42, 58, 60 60 26 23 26 28 17, 38, 50
W
walk-up stations warranties work flow organizers work orders active assigning work requests to bar codes on closing out completion dates costs defined generating in process instant issuing issuing PM managing active managing PM and on demand on demand on hold overdue preventive maintenance printing regular on demand showing active in drawing three types updating work planners work requests approving assigning to work orders bar codes on costs creating emergency 31 20, 35 36 59 52 21 39, 61 60 36 40, 58 20, 51 40, 57 58 59 37 58 58 37, 52 37 59 37 60 19 35 40 36, 21 60 49 38 62
estimating costs generating instant preventive maintenance reviewing scheduling status of summing costs to work orders tracking costs updating with completion details Work Requests table work resources assigning to PM steps costs defined estimating known for PM work required for PM procedures scheduling specific level tracking costs type level updating actual used
40 50 53 19, 40, 35, 60 40, 26, 49, 20, 55 60 39 39 53 42 39, 39, 40, 39, 26,
25, 36 51 50, 52 42 60 50 51
42, 42, 42 51, 40,
51 51, 55 55 42, 60
60, 61
52 38, 41, 50, 52
53, 57
38, 52
Index
75
76

Building Operations Management

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Chapter 2: Typical Building Operations Issues and Users

Chapter 3: Building Operations Fundamentals

Chapter 4: A Tour of the Building Operations Management Module

ARCHIBUS/FM Building Operations Management Module

Welcome to the Building Operations Management Module

Chapter 1: Welcome to the Building Operations Management Module

Three Methods of Working with the Module

ARCHIBUS/FM Building Operations Management Module

Chapter 1: Welcome to the Building Operations Management Module

ARCHIBUS/FM Building Operations Management Module

Working with the Three Methods

Chapter 1: Welcome to the Building Operations Management Module

Learning the Building Operations Management Module

The Contents Tab

ARCHIBUS/FM Building Operations Management Module

Chapter 1: Welcome to the Building Operations Management Module

Context-Sensitive Online Help

ARCHIBUS/FM Building Operations Management Module

ARCHIBUS/FM Building Operations Management Book

Chapter 1: Welcome to the Building Operations Management Module

Recommended Procedures for Learning

ARCHIBUS/FM Building Operations Management Module

Essential Method Users

Typical Time Required

1 hour per Toolbar. There are 2 Process Toolbars.

Chapter 1: Welcome to the Building Operations Management Module

Expanded Method Users

Typical Time Required

2 hours per Process Toolbar; there are 4 Process Toolbars.

ARCHIBUS/FM Building Operations Management Module

Navigator Method Users

Typical Time Required

2 hours 2 hours per chapter

1 day per activity

Chapter 1: Welcome to the Building Operations Management Module

ARCHIBUS/FM Building Operations Management Module

Typical Building Operations Issues and Users

Chapter 2: Typical Building Operations Issues and Users

ARCHIBUS/FM Building Operations Management Module

Chapter 2: Typical Building Operations Issues and Users

ARCHIBUS/FM Building Operations Management Module

Chapter 2: Typical Building Operations Issues and Users

ARCHIBUS/FM Building Operations Management Module

Chapter 2: Typical Building Operations Issues and Users

This PM procedure prepares elevators for safety inspections by a regulatory agency.

ARCHIBUS/FM Building Operations Management Module

Chapter 2: Typical Building Operations Issues and Users

What Features Do You Need to Know?

Building Tenants and Company Employees

Reporting Maintenance Problems

Use this dialog box to report maintenance problems.

ARCHIBUS/FM Building Operations Management Module

Checking Problem Status

This report shows closed on demand and preventive maintenance work.

Chapter 2: Typical Building Operations Issues and Users

Updating Work Details

ARCHIBUS/FM Building Operations Management Module