Servicing plan maintenance overview

Cyclical maintenance includes the formulation and delivery of a programme of mechanical and electrical servicing over the life of equipment installed in housing stock. One of the key activities for all social landlords is to conduct safety and statutory compliance checks at regular and pre-defined intervals, retaining comprehensive records as to when a specific service was carried out, to what agreed standards, and the name of the visiting contractor or organisation. As part of the continual service improvement opportunity, it is also important to comprehend the standards, targets and outcomes by which the performance of all cyclical maintenance programmes are measured. Cyclical equipment servicing maintenance is essentially preventative or protective and is largely predictable; hence it is therefore capable of forward planning. There are many different items of equipment or fixed installations that fall under the jurisdiction and responsibility of a housing organisation, all with different maintenance cycle frequencies that are steered by government legislation and agreed best practice. Such maintenance is primarily focused on service contracts for the periodic testing and servicing of installations and components like heating systems, lifts, roof anchors, door-entries and warden calls, fire and smoke alarms, as well as carbon monoxide detectors. The cyclical servicing frequency for each item of equipment can be categorised as follows:

General Equipment Servicing - Including common laundry and kitchen appliances, call systems, ventilation equipment - 12 months maintenance cycle
Electrical Systems Testing - Referred to as a fixed wire test - 10 years maintenance cycle for domestic properties
Lightning Conductor Servicing - Operational integrity checks - 11 months maintenance cycle
Gas Installations - Comprising servicing and statutory safety checks - 10 months maintenance cycle

Servicing plan maintenance focuses on the steps necessary to configure the definition of each cyclical maintenance requirement, whether that be to, say, conduct safety checks on a boiler or carry out Portable Appliance Testing (PAT). Within each definition it is possible to set the required lead time, governing the latency between the initiation and execution of the equipment servicing programme, as well as the cycle frequency, service type and prioritisation weighting. Once the scope of a programme has been identified, the comprehensive breakdown of the work instruction is captured through the inclusion of one or more Schedule of Rates (SOR) templates, comprising a subset of related SOR codes detailing the individual tasks involved in the servicing contract. Once the scheduled programme is underway, the chronological status progression is automatically set in line with key milestones, such as the allocation of assets based on matching equipment types, the generation of work orders, etc. At the end user's discretion, there is also the facility to assign a manual status to the programme, as well as to individual assets contained therein, reflecting any extenuating circumstances or enforced delays.

Separate help articles have been created for each key aspect of servicing plan maintenance, including: