The Development and Implementation of a Practical Building ...

Healthcare Facilities Management Conference 2012The Development andImplementation of aPractical BuildingCondition Audit System.About the Presentation / BackgroundIn this presentation we will be discussing;• The motivation for our building condition audit.• The goals and required outcomes from the project.• The software chosen and why.• The process of building the project team.• The process of data collection.• The presentation of the data.• What was achieved.• What we could have done better.All in 20 minutes!1

Healthcare Facilities Management Conference 2012My Background – Steve Ball.• Commenced Employment with the Geelong Hospitalin 1992 as an Electrician.• Undertook my new role as Maintenance Planner withBarwon Health in 2006.• Completed a diploma of Business in 2007.• Completed a diploma of Management in 2011.• Completed a diploma of Property Services (Assetand Facility Management) last week.About Barwon Health• Established in 1998.• Offers the full spectrum of;– Primary care.– Community services.– Aged Care.– Rehabilitation.– Mental health.– Emergency.– Acute Care.2

Healthcare Facilities Management Conference 2012More about Barwon Health• Annual budget of $500 Million.• In excess of 6000 staff.• Over 1000 beds across acute, rehabilitation andresidential aged care.• 134 Buildings.• 12 SitesPrior to Building Condition Audits.• Buildings received maintenance or upgrades basedon perception rather than actual condition.• The perception was often influenced by a number offactors including,– The proximity of the building to the main hospital campus orits prominence. (Out of sight, out of mind.)– The effectiveness of the building occupiers in highlightingtheir requirements. (The squeaky wheel.)– The profile of the building or service within the community.• There was no agreement about what constitutedacceptable building condition within Barwon Health.3

Healthcare Facilities Management Conference 2012Project Vision.To have aclear, detailedand objectiveunderstandingof the currentcondition of allBarwon Healthfacilities.Our Goals for the Building Condition Audits.• To reach agreement onacceptable building conditionwith our customers / buildingoccupiers.• To obtain an objectivemeasurement of which buildingsreached the agreed standard.• To establish a cost forrectification on the buildings thatdid not measure up to theagreed standard.• To be able to target availablefunds based on objective datarather than perceptions.4

Healthcare Facilities Management Conference 2012Our Requirements1/.The softwarepackage had to beinexpensive.• We did not have a large budget to complete this auditand were already anticipating that the cost of datacollection would be significant.Our Requirements2/.A simplemeasurement.• We required a simple measurement of buildingcondition that was not relative to building use orperceived importance.• These considerations could be applied at a later timeif applicable.5

Healthcare Facilities Management Conference 2012Our Requirements• 2/.Clear datapresentation.• We needed to present asimple message andrequired the following.– A single page graphical summary for each building.– The ability to combine these into a single page summary ofall buildings.MethodologyTo meet theserequirements wedecided to use ExcelandDo ItOurselves !6

Healthcare Facilities Management Conference 2012Parameters of the AuditEach building was divided into 15metrics across six trades or skill setsbeing;1/. BuilderPart A – SubstructurePart B – ShellPart C – InteriorsPart D – Equipment & FurnishingsParameters of the Audit2/. PlumberPart E – Potable Water Distribution.Part F – SanitaryPart G – Roofing3/. A/C Technician.Part H – Heating.Part I – Ventilation.Part J – Air Conditioning.7

Healthcare Facilities Management Conference 2012Parameters of the Audit4/. Fire Services Technician.Part K – Fire protection.5/. ElectricianPart L – Power Distribution.Part M – Communication.Part N – Security.Parameters of the Audit6/. HorticulturalistPart O – External Site work.8

Healthcare Facilities Management Conference 2012Agreed Building ConditionBuilding RatingAs part of this project all building metrics would be given arating from 1 to 5.1 – Demolish. Beyond economic repair.2 – Poor. Not fit for use but repairable.3 – Fair. Fit for use but requires service or repairs.4 – Good. Generally good condition and fully operational.5 – Very Good. As new except for minor items.Agreed Building ConditionAgreed RatingConsultative meetings were held with unit nurse managers andother key stakeholders.As a result of these meetings it was agreed that the acceptablebuilding condition within Barwon Health would be;4 – Good.This was the first significant achievement from this projectbecause for the first time there was agreement between theMaintenance Department and our customers about whatconstituted acceptable building condition.9

Healthcare Facilities Management Conference 2012Building the teamRequirements for data collection.The personnel chosen to carry out our Building Condition Audits had tobe able to commit to a defined project process and outcomes being;• Familiararity with the buildings, both in terms of location and generalcondition.• The use of the same person to carry out each audit to ensureconsistency of data.• The completion of all audits within the project timeline.• Cost effective data collection.Since Barwon Health already had a collection of preferred contractorsthat expressed interest in working with us to meet our goals it wasdecided to form our Building Condition Audit team from these resources.Training the teamCommunication of Project ParametersOnce the personnel from each company had beenselected a meeting was held with them to communicatethe project requirements and receive a commitment fromthem to the,• Project vision.• Project goals.• The process of data collection.– An understanding of the condition categories (1-5).– The use of the same person to collect all data.– The dedication of time rather than fitting it in between other jobs.• Project schedule.10

Healthcare Facilities Management Conference 2012Format of information.Each trade was supplied withtwo sheets.The first sheet was an assessment of thecondition of the building systems using thecategories.1 to 5Format of information.11

Healthcare Facilities Management Conference 2012Format of information.• The second sheet provided an approximation of thecost of the repairs required to bring the currentbuilding condition to the agreed building condition.• It was important to emphasise with the contractorsthat –THIS IS NOT A QUOTEWe did not want to pay the cost of getting detailedquotes on these repairs but instead requested anapproximate price for budgeting purposes.Format of information.12

Healthcare Facilities Management Conference 2012Format of information.Individual Building Condition SummaryThe information from the two previous sheets wascombined with the information from all the othertrades to give an overall summary of buildingcondition.Format of information.13

Healthcare Facilities Management Conference 2012Format of information.Overall Building Condition SummaryAreas on the following sheet have been hidden so only 21buildings and only the “Builders” metrics are displayed to fit ontothis presentation. The values are still present in the backgroundand the total values are true.Reading across we can get a total cost to bring a particularbuilding up to a rating of 4 over all metrics.Reading down we can get a total cost to bring a particular metricup to a rating of 4 over all buildings.The bottom right cell provides a cost to bring all buildings to arating of 4 over all metrics.Format of information.14

Healthcare Facilities Management Conference 2012Data ManagementInformation flowThere was a large amount of information to be gatheredand collated. To do this an efficient system was required.The distribution of printed sheets to manage and compilethe data was deemed unsuitable because;– We would end up with twelve sheets for each of our134 buildings. Two sheets per six trades.– This would give us a total of 1608 pages to bemanually entered into our master sheets.– The cost and time involved in this would be prohibitive.Data Management.Information flowTo manage the large amount of data all information wasprovided to the contractors on a memory stick.This memory stick contained 134 files, each with the twopages required to audit each building.The files were created on the memory stick prior todistribution to maintain control over file naming.The result of this was that data entry became a quickprocess of copy and paste.15

Healthcare Facilities Management Conference 2012What we did well.What we did well.• Achieved vision and goals.• Established an agreedacceptable buildingcondition with ourcustomers.• Completed the audit ontime and on budget.Condition sheetWhat we could have done better.• The use of “Cloud computing” such as Googledocs to manage information would have beenan improvement on the system of datamanagement.• More actively managed the application forcapital resulting from the audit.• Individual risks and solutions should beidentified rather than a blanket applicationfor the total amount which was alwaysunlikely to succeed.• This is where an importance rating onbuildings could be added and may beuseful.16

Healthcare Facilities Management Conference 2012Project OutcomesWe now have.• An agreed acceptable building condition rating with our customers.• A clear, detailed and objective understanding of the current condition ofall Barwon Health buildings.• A quantified knowledge the cost of meeting acceptable buildingcondition.• A tool to perform ongoing audits on existing buildings.• A method of measuring building condition on buildings to be newlyacquired or leased.• Meaningful data for the acquisition of capital funding.• Experience on how not to use the data in capital funding applications.My Details.Steve Ball.Maintenance Planner.Building and Support Services.Barwon Health,Ph : 52 60 3236Mob : 0403 607 544E-mail : steve@barwonhealth.org.au17