1 FACTORS AFFECTING FACILITY MAINTENANCE MANAGEMENT AUDTING IN SAUDI ARABIA BY Al-Hammad,A. and AL-Zahrani A., College of Environmental Design, King Fahd University of Petroleum & Minerals, Dhahran, Saudi Arabia

2 CONTENTS INTRODUCTIONOBJECTIVES RESEARCH METHODOLOGY FACTORS AFFECTING FACILITY MAINTENANCE STUDY SURVEY ANALYSIS OF THE DATA RESULTS OF THE STUDY CONCLUSIONS

3 INTRODUCTION1/2  Nowadays, many facilities owners in Saudi Arabia as well as in other countries visualize the importance of maintenance auditing for their facilities.  Through auditing, facility owners needs to know the status of their maintenance management systems: whether they are organized in the right way to achieve their objectives or whether some actions should be taken to improve their maintenance management approaches.

4 INTRODUCTION 2/2  Such auditing will help facilities owners measure and improve the effectiveness of their maintenance management systems.  However, facility owners often differ in their approach to making maintenance auditing for their facilities.  To unify the approach for such auditing, this paper aims at assessing the auditing factors, which are used by facility owners.

5 OBJECTIVES OF THE STUDY To assess, from the view points of the facility owners in government and private sectors, the maintenance management auditing factors, which are needed to audit their facilities.

6 RESEARCH METHODOLOGY The study was carried out in two phases: The first phase include a literature search and interviews. * The identification of six groups of main categories and a total of 37 specific factors 25 professional maintenance managers from the governmental sector and 22 professional maintenance managers from the private sector in Saudi Arabia In the second phase * A survey was conducted to assess the relative importance of these factors. * The survey was filled out by 25 professional maintenance managers from the governmental sector and 22 professional maintenance managers from the private sector in Saudi Arabia The data gathered from the survey was analyzed statistically.

7 FACTORS AFFECTING FACILITY MAINTENANCE 1/7 Factors Affecting facility maintenance management are classified into six main categories : First: ORGANIZATION & HUMAN RESOURCES Second:WORK LOAD IDENTIFICATION & PERFORMANCE MEASURES Third:WORK PLANNING & SCHEDULING Fourth:WORK ACCOMPLISHMENT Fifth:INFORMATION TECHNOLOGY & APPRAISAL Sixth:MATERIAL MANAGEMENT

8 FACTORS AFFECTING FACILITY MAINTENANCE 2/7 First:ORGANIZATION & HUMAN RESOURCES 1.Organization structure 2.Policies, rules and services 3.Work control central functions, staffing 4.Shop organization 5.Shop supervision and planning functions 6.First line supervisors & their responsibilities 7.Training 8.Motivation

9 FACTORS AFFECTING FACILITY MAINTENANCE 3/7 Second:WORK LOAD IDENTIFICATION & PERFORMANCE MEASURES 9.Facility condition inspection 10.Work request procedure 11.Relationships between sections 12.Preventive maintenance (Equipment) 13.Service work 14.Routine, recurring work 15.Work requirements documentation

10 FACTORS AFFECTING FACILITY MAINTENANCE 4/7 Third:WORK PLANNING & SCHEDULING 16.Priority system 17.Work classification and weekly schedule 18.Alterations and improvement work 19.Budget requirements for maintenance & repairs 20.Budget execution plan 21.Backlog of funded work 22.Emergency work & shutdown scheduling

11 FACTORS AFFECTING FACILITY MAINTENANCE 5/7 Fourth:WORK ACCOMPLISHMENT 23.Shop scheduling & planning procedures 24.Craft and material availability 25.Maintenance process re-engineering 26.Shop, Space, Tools and Equipment 27.Transportation 28.Supervisory practices 29.Use of contracts

12 FACTORS AFFECTING FACILITY MAINTENANCE 6/7 Fifth:INFORMATION TECHNOLOGY & APPRAISAL 30.Management Information System (MIS) 31.Measurement of performance 32.Productivity Measurement 33.Information systems & historical records 34.Variance review

13 FACTORS AFFECTING FACILITY MAINTENANCE 7/7 Sixth:MATERIAL MANAGEMENT 35.Part and material availability 36.Store room operation 37.Inventory functions and costs

14 STUDY SURVEY1/2 Considering the above mentioned factors, a survey of a randomly selected sample of 25 professional maintenance managers from the governmental sector and 22 professional maintenance managers from the private sector in Saudi Arabia was carried out. The data gathered from the survey was analyzed statically by using the importance index and the Spearman correlation formula.

15 STUDY SURVEY2/2 The importance index is used to measure the relative importance of each auditing factor The Spearman correlation formula is used to find out whether the government and private managers parties agree or not for the assessment of the auditing factors

16 ANALYSIS OF THE DATA According to the evaluations of the professional maintenance managers in government as well as private sectors: Table1 shows the importance index and the ranking of the categories. Table 2 shows the importance index and the ranking of the auditing factors The importance indices were grouped to reflect the respondents rating as follows: Extremely important87.5 < I <100 Important68.75 < I < 87.5 Moderately important43.75 < I < Little important25 < I < Not important0 < I < 25

17 No.categories Govt. Organizations Ranks Private Organizati ons Ranks IndexRankIndexRank First Organization & Human Resources Second Work Load Identification & Performance Measures Third Work Planning & Scheduling Fourth Work Accomplishment Fifth Information Technology & Appraisal Sixth Material Management Table 1 – Result of the survey for the categories RESULTS OF THE SURVEY 1/7

18 No.Factor Govt. Organizatio ns Ranks Private Organizati ons Ranks IndexRankIndexRank First Component : Organization & Human Resources Organization Structure Policies, Rules and Services Work Control Center Functions, Staffing Shop Organizations Shop Supervision & Planning Function Fist Line Supervision & Responsibilities Training Motivation Table 2 – Result of the survey for the auditing factors1/6 RESULTS OF THE SURVEY 2/7

19 No.Factor Govt. Organizatio ns Ranks Private Organi zations Ranks IndexRankIndexRa n k Second Factors : Work Load Identification & Performance Measures Facility Condition Inspection Work Request Procedure Relationship Between Sections Preventive Maintenance (Equipment) Service Work Routine, Recurring Work Work Requirements Documentation Table 2 – Result of the survey for the auditing factors2/6 RESULTS OF THE SURVEY 3/7

20 No.Factor Govt. Organizatio ns Ranks Private Organizat ions Ranks IndexRankIndexRank Third Factor : Work Planning & Scheduling Priority System Work Classification and Weekly Schedule Alterations and Improvement Work Budget Requirements for Maintenance and Repairs Budget Execution Plan Backlog of Funded Works Emergency Work & Shutdown Scheduling Table 2 – Result of the survey for the auditing factors3/6 RESULTS OF THE SURVEY 4/7

21 No.Factor Govt. Organizatio ns Ranks Private Organizat ions Ranks IndexRankIndexRank Fourth Factor : Work Accomplishment Shop Scheduling & Planning Procedure Craft and Material Availability Maintenance Process Re-Engineering Shop, Space, Tools & Equipment Transportation Table 2 – Result of the survey for the auditing factors4/6 RESULTS OF THE SURVEY 5/7

22 No.Factor Govt. Organizatio ns Ranks Private Organizat ions Ranks IndexRankIndexRank Fifth Factor : Information Technology & Appraisal Management Information System (MIS) Measurement of Performance Productivity Measurement Information System & Historical Records Variance Review Table 2 – Result of the survey for the auditing factors5/6 RESULTS OF THE SURVEY 6/7

23 No.Factor Govt. Organizatio ns Ranks Private Organizat ions Ranks IndexRankIndexRank Sixth Factor : Material Management Parts & Material Management Storeroom Operation Inventory Functions and Costs Table 2 – Result of the survey for the auditing factors6/6 RESULTS OF THE SURVEY 7/7

24 CONCLUSIONS Based on the results of this study and as shown in Tables 1 and 2, the following can be concluded: Both governmental and private sectors rated all factors as moderately important to extremely important. With 95% confidence, it can be concluded that the government and private sectors generally agree on ranking of all factors affecting facility maintenance management auditing. Both sectors ranked work request procedure factor as the highest while they ranked service work factor as the lowest. Thus, all the listed factors can be used to audit the maintenance management department.

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