Conference on Higher Education Facilities Management 18 – 22 October 2010

Built Care (Pty) Ltd Built Care – Involved in Immovable Asset Management which includes: –Strategic Asset Management Planning –Compilation of Asset Registers –Performance Assessment »Condition Assessment »Functionality »Utilization »Compliance –Strategic Maintenance Management –Energy Management –+ 15,000,000 m 2 Performance Assessments last 5 years

User Unique Requirements - Management Information User Generic Requirements - Management Information Stakeholder Requirements -NT : Financial Statements -DPW : Custodian information Levels of Asset Register Information Legislative Requirements - PFMA -GIAMA

Contract Muckleneuk Campus Condition Assessments – Condition assessment of all buildings and infrastructure – Update the existing facilities asset register – Develop a prioritised condition based maintenance budget Enabling systems and processes – Develop a facilities maintenance plan Training & capacity building – Understand condition assessment process – Interpret reports and budgets

General Information Unisa Muckleneuk Campus340 Preller Street, Pretoria Facility TypeUniversity Buildings Number of Buildings44 Total Floor Area m² Total Site Area m² Site coverage22% MunicipalityCity of Tshwane Metro Town/CityPretoria Latitude Longitude Average Condition of Facility 3.80% Estimated Current Construction CostR

Condition Assessments Level One - Desktop Review Ratings at building level and is drawn from existing data Level Two – Walk Thru Ratings at elemental level and is collected from site Level Three – Crawl Thru Ratings detailed examination - List of defects

CONDITION RATINGS Copyright: Built Care (Pty) Ltd October 2009

Average Condition of Muckleneuk Campus Average54321 TOTAL FACILITY %89.3%5.4%1.4%3.9% BUILDINGS %83.8%4.9%1.4%3.9% Building Fabric %74.9%4.5%1.3%3.7% Building Electrical %4.6%0.1%0.0%0.1% Building Mechanical %4.2%0.3%0.1% SITE WORKS %5.5%0.5%0.0% Site Civil Works %1.2%0.1%0.0% Site Electrical %4.3%0.4%0.0% Site Mechanical %

Minimum Acceptable Condition COPYRIGHT: J.J. Mc DULING Sept 2007

Mc Duling, J.J., 2006

Condition Profile

Comparison of Buildings

PRESERVATION BUDGET Preservation Budget Maintenance Budget Rehabilitation Budget Replacement Budget The Preservation Budget is the sum of the Maintenance, Rehabilitation and Replacement Budgets.

Preservation Budget – International Guidelines

PRESERVATION BUDGET Maintenance BudgetRequiredAllowance Planned Maintenance R 73,249,387R 12,600,000 Unplanned Maintenance R 17,666,735 Total Maintenance Budget R 90,916,122R 12,600,000 % of CRV 3.72%0.48% Backlog Budget (Maintenance Backlog) Repairs R 26,203,599R 22,000,000 Rehabilitation R 17,896,557 Replacement R 108,478,370 Others R 18,000,000 Total Backlog Budget R 152,578,525R 40,000,000 Total Preservation Budget R 243,494,648R 52,600,000

Condition Assessments 5 4 Very Good Good 3 2 Fair Bad 1Very Bad 5 4 Very Good Good 3 2 Fair Bad 1Very Bad Immovable Asset Preservation Programme Preservation Policy Standards & Procedures Service Level Agreements Service Level Specifications Integrated Asset Management System Fixed Asset Register Condition Assessments Maintenance Programme Assets in Desirable Condition Planned Maintenance Preventative Maintenance Condition-based Maintenance Statutory Maintenance (OHS Act) Unplanned Maintenance Breakdown Maintenance Incident Maintenance Minor Repairs Rehabilitation Programme Assets not in Desirable Condition Major Repairs Rehabilitation Replacement Programme Replacement of Assets, etc. Replacement of : Facilities Buildings Plant Equipment Infrastructure

Process to address backlog* Budget determination Prioritisation Determine own capability Determine capacity requirement Define required external assistance Determine necessary standards, norms and specifications *Built Care can provide assistance with this process

External Assistance with Facilities Management Activities* Process – Define service requirements for outsourced services – Consider attributes of service Control, etc Customer Service Priority, flexibility Direct Cost – Determine mechanism of service-delivery (Packaging and type of contracts) * See Total Facilities Management, Brian Atkin and Adrian Brooks (2000:33)

External Assistance with Facilities Management Activities (cont) Key Issues – Identify key-attributes of service – Define evaluation criteria – Consider both direct and indirect cost – Consider best value (risk vs. cost) – Define roles and skills – Review process regularly – Identify appropriate Software