In the construction industry, Operations and Maintenance (O&M) encompasses the activities required to keep a facility functioning as intended after a project is completed. This long-term strategy ensures a building is preserved throughout its lifecycle. The goal is to sustain the facility, allowing it to provide reliable service once handed over from the contractor to the owner.
The Two Core Components of O&M
The “O” in O&M stands for operations, which includes the daily functions necessary for a building to fulfill its purpose. This involves managing core systems like lighting, security, and heating, ventilation, and air conditioning (HVAC) systems. It also covers utility management, such as monitoring electricity and water usage to promote efficiency.
The “M” signifies maintenance, the work performed to keep the building and its equipment in good condition. This component focuses on preserving assets and preventing failures. Maintenance activities include preventive maintenance, which involves scheduled tasks like inspections and filter changes, and corrective maintenance, which addresses problems after they occur. A more advanced approach is predictive maintenance, which uses data to anticipate failures and schedule repairs to minimize downtime.
What is Included in an O&M Manual
The O&M manual is a comprehensive document provided by the contractor to the building owner at a project’s conclusion. This guide contains all the necessary information for the building’s upkeep. While traditionally delivered as a physical binder, digital formats are becoming more common for easier access and updates.
- An asset register that provides a complete list of all equipment installed in the building. This register details each piece of equipment, including its location, manufacturer, and model number for tracking physical assets.
- Manufacturer’s literature for each piece of equipment, providing detailed instructions on how to operate and maintain it. This section also includes copies of all warranties and guarantees for addressing premature failures or defects.
- Recommended maintenance schedules for all systems and equipment. These schedules outline the preventive maintenance tasks that should be performed and at what intervals to ensure the longevity and efficient performance of the assets.
- As-built drawings, which are revised versions of the original plans that show exactly how the project was completed. These drawings include details like the precise location of hidden utilities and schematics for electrical, plumbing, and HVAC systems.
- Commissioning reports and data from the process of testing and verifying that all building systems operate as designed. This information serves as a performance baseline for future reference.
- A contact list for the general contractor, subcontractors, and major suppliers. This allows the facility manager to easily reach the appropriate party if issues arise with the building.
- Procedures to be followed in an emergency, such as information on fire safety systems and emergency power-off protocols. This section also includes contact information for emergency services.
Why O&M is Crucial in Construction
A well-executed O&M plan maximizes the lifespan of a building and its systems. Regular upkeep prevents the physical deterioration of the structure and its components. This proactive approach helps to maintain the property’s market value and contributes to a safer environment for occupants.
Proper maintenance also leads to greater energy efficiency. When systems like HVAC and lighting are kept in good working order, they consume less energy, which results in lower utility costs. A structured O&M program reduces unexpected equipment failures that can lead to expensive emergency repairs and operational disruptions.
The Role of O&M in Project Handover
The project handover phase is when responsibility for the building transfers from the contractor to the owner, and O&M is a central part of this transition. Before the handover is complete, the contractor provides the O&M manual and necessary training to the owner’s facility management team.
This training ensures the new team understands how to operate the building’s systems and use the O&M manual effectively. The handover process is a point of knowledge transfer, where the contractor shares information about the building’s systems. A smooth handover sets the stage for successful long-term management.
Who Manages O&M
The primary responsibility for implementing the O&M plan falls to a Facility Manager or Building Manager. This individual oversees the day-to-day activities required to keep the facility running smoothly. They use the O&M manual as a guide, ensuring tasks are performed according to recommended schedules.
The building owner has the ultimate financial and legal responsibility for the property and may hire a facility manager or an external company. The hands-on work of maintenance is carried out by maintenance technicians or specialized contractors who perform scheduled tasks and respond to issues.