#9 Report: Maintenance Management System

3.1  Maintenance Management

Penang City Stadium does apply the modern maintenance management which is not to repair equipment rapidly yet to keep the equipment running at high capacity and produce quality products at lowest cost possible. Industrial Maintenance, Culture & Social Department is responsible for the management of all the physical assets. In term of maintenance, the mission of this department is to deliver comprehensive property management and maintenance services. The Maintenance Unit is responsible for the maintenance of buildings, engineering services, the landscaping and to include the provision of management services for minor refurbishment.

Industrial Maintenance, Culture & Social Department is headed by the Assistant Director I who is assisted by two assistant administrative officers and an assistant cultural officer. The one assistant administrative officer is responsible for the maintenance unit of Penang City Stadium. The scope of the works includes planning system for maintenance and work order routines, document record, preventive maintenance and unplanned maintenance. The assistant administrative officer is assisted by two administrative assistant who in charge in maintenance and general matters respectively. The record data and document of services in Penang City Stadium such as electrical services and cleaning works being done by the administrative assistant under supervision of assistant administrative officer.

3.2 Organizational Chart

3.2.1 Organizational Chart of Penang City Stadium

3.2.2 Organizational chart of Maintenance Unit

 

3.3 Type of Maintenance

In general, maintenance can be classified into two main categories, namely planned and unplanned maintenance. In practice, planned maintenance consumed higher overhead costs in compared to unplanned systems. The type of maintenance that use in City Stadium, Penang used is planned maintenance, preventive maintenance and unplanned maintenance, emergency maintenance.

Planned Maintenance

The type of maintenance use in City Stadium, Penang is planned maintenance. Planned maintenance is a method to allow the maintenance manager of the stadium to know what is the tasks needed to be carried out at any particular time by referring to the detailed and mapped chart, program based on the anticipation of all the work in the future. A planned maintenance program can effectively utilize the resources available, men and equipment to increase the productivity by improvement of safety for the stadium. In order to achieve optimum resources usage, cost of preventive maintenance should always be balanced well. Hence, planned maintenance is a method of detailing, costing and mapping out any foreseen work in coming year, or longer on a chart, listed in diary form or entered on a computer program where the maintenance manager of stadium can easily look out the tasks which are to be carried out at any particular time of the year through the executed schedule. It can be further sub-divided into planned preventive maintenance.

Planned Preventive Maintenance

Planned preventive maintenance defined as any work which may include service contracts for the inspection and servicing of equipment in regular basic, where work is directed to the prevention and without any happening of failure of a facility. Before the occurrence of failure or deviation of the facility from a set acceptable standard, identification of each item of work is done some time before.

It is very important for the implementation of preventive maintenance policies into City Stadium, Penang to update and evaluate all the services of the building. It can ensure the maintenance expenditure does not exceed the cost of repairing or replacing of the part of material, or even prevent the costly maintenance work of major breakdown in equipment or the failure of components.

Unplanned Maintenance

The City Stadium, Penang also uses unplanned maintenance such as emergency maintenance to repair or replace those unforeseen defects or breakdowns that happen in the stadium. For example, the breakdown of air conditioning system. During our site visit on 29^th February 2016, the air conditioning inside the office was stopped functioning. The maintenance manager of stadium immediately performs emergency maintenance by telling the situation to the Building Department of MBPP. After that, the Building Department of MBPP call the corresponding technician come and repair the air conditioning.

Emergency maintenance

An emergency maintenance is the unforeseen breakdown that is very urgent and may danger the safety of the occupant. The maintenance works are required to carry out immediately to replacement or repair so that the building condition can recover back to acceptable level and continue functioning.

3.3.1 Maintenance Schedule

TNB Incoming Electricity Power Supply
Component	Frequency	By
1.Power Transformer
-Transformer oil temperature	2 weeks	Tenaga Nasional Berhad
-Oil Temp Gauge	2 weeks	Tenaga Nasional Berhad
-Overheating of cable termination	2 weeks	Tenaga Nasional Berhad
-Abnormal humming sound	2 weeks	Tenaga Nasional Berhad
2.Switchgear Panel	2 weeks	Tenaga Nasional Berhad
-Phase indicator	2 weeks	Tenaga Nasional Berhad
-Volt & Amp Meter	2 weeks	Tenaga Nasional Berhad
-Vacuum Circuit breaker	2 weeks	Tenaga Nasional Berhad
-Phase sequence indicator	2 weeks	Tenaga Nasional Berhad
-Battery & Charger	2 weeks	Tenaga Nasional Berhad
-Heater	2 weeks	Tenaga Nasional Berhad
3.LV Room	2 weeks	Tenaga Nasional Berhad
-Air Circuit Breaker (ACB)	2 weeks	Tenaga Nasional Berhad
-changeover contactor	2 weeks	Tenaga Nasional Berhad
-Over current relays	2 weeks	Tenaga Nasional Berhad
-earth fault relays	2 weeks	Tenaga Nasional Berhad
-Voltage, Ampere meters	2 weeks	Tenaga Nasional Berhad
-Power factors, Frequency meters	2 weeks	Tenaga Nasional Berhad

JBA Water Supply
Component	Frequency	By
1.JBA Water Meter
-Dial	Monthly	Perbadanan Bekalan Air
-Gland seal	Monthly	Perbadanan Bekalan Air
-Handle	Monthly	Perbadanan Bekalan Air
-Pressure Gauge	Monthly	Perbadanan Bekalan Air
-Flush Valve	Monthly	Perbadanan Bekalan Air
2.Suction Water Tank
-Float valve	Monthly	Perbadanan Bekalan Air
-Rubber piston	Monthly	Perbadanan Bekalan Air
-Float Ball	Monthly	Perbadanan Bekalan Air
-Level indicator	Monthly	Perbadanan Bekalan Air

Fire Protection System
Component	Frequency	By
1.Wet Riser system
-Gate Valve	Monthly	MBPP Technician
-Rubber Bellows	Monthly	MBPP Technician
-Pump motor & bolts	Monthly	MBPP Technician
-Motor terminal plate	Monthly	MBPP Technician
-Power supply cable	Monthly	MBPP Technician
-Pressure Switch	Monthly	MBPP Technician
2. Sprinkler system
-Gate valve	Monthly	MBPP Technician
-Rubber Bellows	Monthly	MBPP Technician
-Pump motor & bolts	Monthly	MBPP Technician
-Motor terminal plate	Monthly	MBPP Technician
-Power supply cable	Monthly	MBPP Technician
-Pressure Switch	Monthly	MBPP Technician
-Foundation springs	Monthly	MBPP Technician
3.Fire Control Panel
-Smoke detector	Monthly	MBPP Technician
-Heat detector	Monthly	MBPP Technician
-Break glass	Monthly	MBPP Technician
-Fireman switch	Monthly	MBPP Technician
-Fire damper	Monthly	MBPP Technician
-Panel battery	Monthly	MBPP Technician
-Pressurized fan	Monthly	MBPP Technician
-Smoke spill fan	Monthly	MBPP Technician
4.Fire Extinguisher	Monthly	MBPP Technician
5.Emergency Light	Monthly	MBPP Technician
6.Exit sign board	Monthly	MBPP Technician
7.Hydraulic Hose Reel	Monthly	MBPP Technician
8.Sprinkler head	Monthly	MBPP Technician

Passenger Lifts
Component	Frequency	By
1.Hoist Machine
-Hoist motor	Monthly	Service Contractor
-Motor Ventilation Fan	Monthly	Service Contractor
-Brake assembly	Monthly	Service Contractor
-Gearbox	Monthly	Service Contractor
-Steel ropes & Pully	Monthly	Service Contractor
-Safety Barricades	Monthly	Service Contractor
2.Lift Car
-Lift doors	Monthly	Service Contractor
-Lift door Sensor	Weekly	Service Contractor
-Lift Indicators	Monthly	Service Contractor
-Car Operating Panel (COP)	Monthly	Service Contractor
-Remote call buttons	Monthly	Service Contractor
-Ventilation fan	Daily	Own Labor
-Lights	Daily	Own Labor
-Display Monitor	Daily	Own Labor

Air Conditioning System
Component	Frequency	By
-Main motor	Monthly	MBPP Technician
-Evaporator	Monthly	MBPP Technician
-Condensor	Monthly	MBPP Technician
-Coupling bush & Bolts	Monthly	MBPP Technician
-Power supply cable	Monthly	MBPP Technician
-Air Filter	Monthly	MBPP Technician
-Blower Fan	Monthly	MBPP Technician
-Cooling Coil	Monthly	MBPP Technician

CCTV
Component	Frequency	By
-Digital Video Recording (DVR)	Monthly	Service Contractor
-Monitor	Monthly	Service Contractor
-Camera	Monthly	Service Contractor
-External Hard Disk	Monthly	Service Contractor
-Cable Connection	Monthly	Service Contractor

Football Field
Component	Frequency	By
1.Glass cutting
-Surrounding	Daily	Own Labor
-Football Field	Daily	Own Labor
-Repair & Replacement	Monthly	Service Contractor
2.Spotlight
-LED lamp	Monthly	Service Contractor
-Power supply cable	Monthly	Service Contractor
-Filament	Monthly	Service Contractor
-Pole	Monthly	Service Contractor
3.Eletrical Board	Monthly	Service Contractor

Cleaning
Component	Frequency	By
1.Lighting
Down light	Daily	Own Labor
Emergency light	Daily	Own Labor
Ventilation	Daily	Own Labor
PA speaker	Daily	Own Labor
Hand drier	Daily	Own Labor
2.Toilet Fitting
Toilet flushing	Daily	Own Labor
Water closet	Daily	Own Labor
Toilet seat	Daily	Own Labor
Wash basin	Daily	Own Labor
Toilet partition	Daily	Own Labor
Floor trap	Daily	Own Labor
Soap dispenser	Daily	Own Labor
Urinal valve	Daily	Own Labor
Urinal bowl	Daily	Own Labor
3.Civil & Structure
Wall	Daily	Own Labor
Ceiling	Daily	Own Labor
Floor	Daily	Own Labor
Window	Daily	Own Labor
Door	Daily	Own Labor

3.3.2  Labour Daily Working Schedule

Picture below are the copy of labour daily working schedule used in Penang City Stadium. This schedule is not allowed to attach in real document, so, we can only put in the copy obtained. 

3.4  Maintenance Procurement

It is important to develop a sourcing strategy that supports key organisational requirements regardless of whether it is decided to in-source or outsource the service. This should be in accordance with the short, medium, and long term benefits to every party involve. The sourcing strategy should have the flexibility to enable changes to be made whenever the demands of the organisation change. These changes can be in response to fluctuations in volumes or the emergence of new trends.

The facilities manager should develop the sourcing strategy so that       the availability of potential suppliers in the market can be balanced with the good supply chain management practice that will be include together with the assessment of the degree of importance of the individual elements of the maintenance service. It is important to set whether or not the skills for development in-house within the facilities management team or to be outsourced to a specialist consultant with the appropriate experience so that the maintenance activity could be done according to the needs which involve the responsibilities every parties.

Maintenance Process

For planned maintenance that in out sources maintenance category like lift maintenance and field maintenance, Majlis Bandaraya Pulau Penang will first select the service contractor by using the bill of quantities prepared. The contractor selection is based on the criteria mention below. Then, the selected contractor will carries out planned maintenance work according to the signed contract document.  In which, the contact document is a document that legally bonded the contractor and the owner, who is Majlis Bandaraya Pulau Penang. The contract documentation is containing:

a)      Terms and conditions

b)      Scope of work

c)      Specification for the work

d)     Asset register (schedules of equipment, location, condition, etc.)

e)      Service level agreement

f)       Contract payment mechanism

g)      Other related document

However, the process for the maintenance work that out of planning is different. When any element is needed to be maintaining, Penang City Stadium will issue the work sheet order to the Majlis Bandaraya Pulau Penang and later they will verify the order and beginning the maintenance work.  

Selection of Contractors

In selecting service providers, facilities managers should carefully consider their evaluation criteria in advance and the weighting that they apply to each one, and then mark tender submissions accordingly. For the City Stadium Penang, the selection of contractors is fully made by the Majlis Bandaraya Pulau Pinang since this building is owned by them. The contractor that being selected is responsible in doing the maintenance not only to the City Stadium Penang but together with other building under the management of Majlis Bandaraya Pulau Pinang.

Majlis Bandaraya Pulau Pinang will make an election in every 2 years to give opportunities to other contractors in filling the works space at City Stadium Penang. There are some contractors that still in contract with City Stadium Penang under Majlis Bandaraya Pulau Pinang if Majlis Bandaraya Pulau Pinang itself satisfied with the working behaviour of the workmen on site, approach to complaints, response time to requests for action in doing their respective works.

In generally, when making a selection of contractors there will be some issues that have to be taken. Typical issues to be considered are as follows:

a)      Competence

b)      Financial

c)      Insurance

d)     Resources

e)      Management

f)       Method of operation

g)      Geographical base

h)      Experience elsewhere

i)        Supply chain

j)        Health and safety

k)      Quality control

l)        Environment and sustainability

m)    Emergencies

n)      Equal opportunities and recruitment

Payment Mechanisms

For the Penang City Stadium, all the payments for the maintenance works are paid by the Penang City Stadium itself by using the budget from the Majlis Bandaraya Pulau Pinang. In which, the financial income of Majlis Bandaraya Pulau Penang is from the rental charge of Penang City Stadium and other property rental charge. They have prepared the rental charge for each facilities provided in Penang City Stadium and the rental charge is available from their official website (Rental charge for Penang City Stadium will show in appendix 1).

1.1.1        Bill of Quantity

Due to the confidential of document, we do not get the bill of quantity for maintenance work of Penang City Stadium. However, we have prepared an example bill of quantity by using the bill of quantity in other company.

Item	Description	Unit	Quantity	Rate	Amount
	Section 1: Lifts
	SERVICING AND MAINTENANCE OF ALL TYPES OF LIFTS
	Allow for comprehensive monthly Lift Inspection Reports to be compiled by an approved ISO certified company for the following:
	Basic Inspection
	Car
1	Check the car lighting	Item	1
2	Check the car interior	Item	1
3	Check signs in the car (Elevator identification, load plate information etc.)	Item	1
4	Check operation of remote/local alarm system	Item	1
5	Check operation of the telephone connection (if applicable)	Item	1
	Car door
6	Test door open button in the car operation panel (COP)	Item	1
7	Test closing force limiter	Item	1
8	Test function of curtain of light, photocell or safety edge	Item	1
9	Check the sill groove of the car	Item	1
10	Check condition of car door panels and guide shoes	Item	1
11	Check operation of advanced door opening (if applicable)	Item	1
	General operation at each floor
12	Check manually the display and button in the car operation panel and verify that the panel is securely fixed. Check the DOP module (if DCS system is applicable)	Item	1
13	Check stopping accuracy	Item	1
14	Check landing door sill and clearance between car/car door sill and landing door sill.	Item	1
15	Check the landing door frontage	Item	1
16	Check condition of landing door panels and locks and bottom guide shoes.	Item	1
17	Perform a test drive to check ride comfort. Drive the car in up direction and try to swing the car.	Item	1
	Control panel
18	Check fault codes	Item	1
19	Test the function of earth leakage circuit breaker	Item	1
20	Test the function of emergency light	Item	1
21	Check operation of the manual brake release system	Item	1
22	Perform function test to check re-levelling accuracy	Item	1
23	Check operation of the intercom system (if applicable)	Item	1
24	Check the light of the control panel and overall tidiness.	Item	1
25	Check visually operation of the door zone indicator (green light on the control panel)	Item	1
26	Check the fixings of the motor supply cable	Item	1
27	Check the condition of main line entries and fixings.	Item	1
28	Check setting of load weighing device	Item	1
29	Note the reading of the start counter (if application)	Item	1
30	Check operation of the remote/local alarm system (if separate battery used for alarm system)	Item	1
	Car roof
31	Check visually shaft lighting. Clean the car roof	Item	1
32	Check oil level in guide rail lubricators (if applicable)	Item	1
33	Check visually the machine	Item	1
34	Check of over speed govemor mechanism	Item	1
	Elevator shaft
35	Check audio visually the machine brake	Item	1
36	Check electrical and mechanical function of landing door lock, coupler clearance and synchronisation	Item	1
37	Check landing door guide shoes	Item	1
38	Check washers of the ropes	Item	1
39	Check the tension of the suspension ropes	Item	1
40	Visual check of car positioning devices	Item	1
41	Check tightness of rope fixing and clips	Item	1
42	Checking condition of over speed govemor	Item	1
43	Check condition of suspension ropes	Item	1
44	Check counterweight frame, pulleys and filler weights. Listen for noise from pulley bearings when driving	Item	1
45	Check clearance between counterweight guide shoes and guide rails	Item	1
46	Check oil level in counterweight guide rail lubricators (if applicable)	Item	1
47	Check the counterweight safety gear if applicable	Item	1
48	Check fixing, condition and free movement of compensation rope/chain (if applicable)	Item	1
	Pit
49	Check the oil cups	Item	1
50	Check  pit lighting and cleanliness	Item	1
51	Check condition of the lower guide shoes of the car	Item	1
52	Check  suspension rope pulleys and guards visually	Item	1
53	Check over speed govemor tension weight assembly	Item	1
54	Visual check of buffers and alignment of butter to strike plate	Item	1
55	Check fixing and condition of the travelling cable	Item	1
56	Check visually counterweight butter clearance/over travel	Item	1
	Car sling
57	Check over speed govemor rope fixing to the car	Item	1
58	Check manually safety gear linkage	Item	1
59	Check over speed govemor electrical contact	Item	1
60	Check headroom buffers (if applicable)	Item	1
61	Check the condition of the upper guide shoes of the car	Item	1
62	Check the date of the last replacement of the emergency alarm battery	Item	1
63	Check function of upper limit  switch	Item	1
64	Check operation and fixings of the trap door contact (if applicable)	Item	1
	Landing doors checks in landing
65	Check the landing door mechanical	Item	1
66	Check condition and clearance/alignment of door panels	Item	1
67	Check that the door panel do not jam in open position	Item	1
	Landing door checks in the shaft
68	Check alignment of railing profile. Clean if needed.	Item	1
69	Check condition and alignment of the door contact	Item	1
70	Check wear and alignment of the hanger rollers. Clean if needed	Item	1
71	Check wear, clearance and alignment of the anti-tip rollers. Clean if needed	Item	1
72	Check the condition and tension of synchronization rope	Item	1
73	Check the condition of synchronization roller	Item	1
74	Check operation of emergency opening device	Item	1
	Landing door lock
75	Test manually the operation of lock	Item	1
76	Check landing door lock  rollers	Item	1
77	Check alignment and contact surface for lock contact (interlock)	Item	1
	Landing door closing system
78	Check operation of the closing weight	Item	1
79	Check condition of closing weight rope	Item	1
80	Check condition of diverting pulleys	Item	1
	Landing door sills and guide shoes
81	Check the sill connection to  the frame	Item	1
82	Check condition, integrity, engagement and fixings of the bottom guide shoes.	Item	1
	Coupler
83	Check operation and alignment of the door coupler and rollers	Item	1
	Car door generally
84	Checking condition and clearance/alignment of door panels	Item	1
85	Check for sill connection to the frame	Item	1

3.4.2        Work Order

Work order used in Penang City Stadium is divided into two type, which one in yellow colour and one in red colour. The yellow colour work order sheet is use for normal and basic maintenance work; while, the red colour work order sheet is use for emergency maintenance work. However, same to other document, this work order sheet is in confidential and we cannot obtain it.