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FSS/PPS 08.04 - Scheduling and Execution of Deferred Maintenance

Scheduling and Execution of Deferred Maintenance

FSS/PPS No. 08.04
Issue No. 4
Effective Date: 4/09/2018
Next Review Date: 2/01/2020 (E2Y)
Sr. Reviewer: Associate Vice President for Facilities

  1. POLICY STATEMENT

    1. The purpose of this policy is to outline the procedures needed to ensure that the Facilities Department schedules and executes the projects needed to complete annual deferred maintenance.
  2. DEFINITIONS

    1. Deferred Maintenance – the accumulation of facility components in need of repair or replacement brought about by age, use, or damage for which remedies are postponed or considered backlogged that is necessary to maintain and extend the life of a facility. This includes repairs postponed due to funding limitations. Deferred maintenance excludes ongoing maintenance, planned maintenance performed according to schedule, and facilities adaptation items.

    2. Critical Deferred Maintenance – any deferred maintenance that, if not corrected in the current budget cycle, places its building occupants at risk of harm or the facility at risk of not fulfilling its functions.

    3. Facility Adaptation – includes facility improvements and changes to a facility in response to evolving needs. The changes may occur because of new programs or to correct functional obsolescence. This category is sometimes referred to as Capital Renewal.

    4. Planned Maintenance – a systematic approach to repairing or replacing major building subsystems including, but not limited to, roofs, HVAC, electrical and plumbing systems which have predictable life cycles, to maintain and extend the life of the facility. This category is sometimes referred to as Facility Renewal or Capital Repair. Planned maintenance is normally funded by an institution’s capital budget.

    5. Campus Condition Index (CCI) – a comparative indicator of the relative condition of facilities calculated by dividing the deferred maintenance backlog by the current CCI value. This may be calculated for an individual building, group of buildings, or an entire campus.

    6. Educational and General (E&G) Facilities – any university facility used for education or general use.

    7. Auxiliary Facilities – includes Athletics; Department of Housing and Residence Life; Recreation Sports; Student Center; Student Health Center; Parking Services; Dining Services; and other facilities not eligible for E&G facilities funding.

    8. THECB – The Texas Higher Education Coordinating Board.

    9. The Texas State University System (TSUS) Office – supports eight component institutions by providing centralized services such as legal counsel, accounting, audit, academic program planning, contract administration, government relations and communications services.

  3. PROCEDURES FOR SCHEDULING AND EXECUTING DEFERRED MAINTENANCE

    1. The Facilities Department compiles and maintains a deferred maintenance list with projects added as identified throughout the year. Five primary methods are used to add projects to the list. The first method is by direct field observation by Facilities Operations staff while conducting routine and preventive maintenance tasks. The second method is by input received from contracted third-party facilities condition assessments, and from reports generated from the Facilities Department’s Computerized Maintenance Management system identifying faulty and failing equipment, building envelope, or systems. The third method is by input from Facilities Planning, Design, and Construction (FPDC) staff working on capital and special projects. The fourth method is projects identified by outsourced investigations by vendors for specialty work such as using ground-penetrating radar, or infrared scanning of underground piping, or roof systems and elevator condition assessments. The fifth method is by inputs provided by managers responsible for Auxiliary Facilities and Infrastructure systems.

      1. E&G Facilities – During the spring semester of each fiscal year (FY), the Facilities Department staff will meet to review the existing deferred and planned maintenance list for E&G facilities. They will establish an estimated cost for newly-identified projects and integrate the new projects with the existing ones according to priority. Project costs will be reviewed and adjusted for inflation if they are to be deferred for over one FY. Prioritization of projects will be based on perceived risk of ruin to university property, importance to the mission of the university, and end-user satisfaction. Just prior to the end of the FY, a project list will be finalized for consideration for funding approval for completion during the next FY. Facilities Department personnel will submit their recommended list of E&G projects to the associate vice president for Facilities for departmental approval and then to the Facilities Committee. Upon approval of the list, Office of Facilities Operations staff will load the projects in the CCI Report.

      2. Infrastructure – During the spring semester of the FY, Utilities Operations staff will meet to review the existing deferred and planned maintenance list for Utilities Infrastructure Systems. They will establish an estimated cost for newly-identified projects, and will integrate the new projects with the existing ones according to priority. Project costs will be reviewed and adjusted for inflation if they are to be deferred for over one FY. Prioritization of projects will be based on perceived risk of ruin to university property and importance to the mission of the university. Just prior to the end of the FY, a project list will be finalized for consideration for funding approval for completion during the next FY. Facilities Department personnel will submit their recommended list of infrastructure projects to the associate vice president for Facilities for departmental approval and then to the vice president for Finance and Support Services for approval. They will then forward the report to the Office of Facilities Management for inclusion in the CCI Report.

      3. Auxiliary Facilities – Prior to March 1 of each year, managers of auxiliary facilities will review their existing deferred and planned maintenance list. They will establish an estimated cost for newly- identified projects in consultation with the Office of Facilities Operations, and integrate the new projects with the existing ones according to priority. Project costs will be reviewed and adjusted for inflation if they are to be deferred for over one FY. Auxiliary facilities managers will submit their recommended list of projects as required by the TSUS to the associate vice president for Facilities for review and then to their respective vice president for approval. They will then forward their approved CCI lists to the Office of Facilities Management for inclusion in the CCI Report.

    2. The Office of Facilities Operations will prepare the CCI report which will be submitted annually to the TSUS in the fall semester. Managers of Infrastructure Systems and Auxiliary facilities must provide their input for the report by August 1 of each year, or as prescribed by the TSUS, to the director of Facilities Operations for inclusion in the report. Their input should include projects completed and their five-year maintenance program. The completed report will include:

      1. an institution’s planned maintenance, deferred maintenance, critical deferred maintenance, and facility adaptation itemized by building and infrastructure for the previous year, current year, and the following four years;

      2. previous year’s expenditures for planned maintenance, deferred maintenance, critical deferred maintenance, and facility adaptation itemized by building;

      3. current year’s budgeted amount for planned maintenance, deferred maintenance, critical deferred maintenance, and facility adaptation itemized by building; and

      4. current year’s unbudgeted amount for planned maintenance, deferred maintenance, critical deferred maintenance, and facility adaptation.

    3. The Office of Facilities Operations personnel will consolidate the E&G, Utilities Infrastructure and Auxiliary inputs into the CCI Report and send it forward to the president for final review and submission to the TSUS.

    4. Upon the receipt of the submitted and approved annual CCI Report, Office of Facilities Management, Office of Facilities Operations, Office of Utilities Operations and FPDC staff will meet to develop the acquisition strategy for the E&G and Utilities Infrastructure projects in the approved CCI Report. The Office of Facilities Operations will prepare Space Request Forms for the E&G projects for submission to the associate vice president for Finance and Support Services Planning (AVPFSSP) to get project priorities and to set up internal orders for projects. If utilities managers or auxiliary facility managers wish to have FPDC execute their projects, they should prepare Space Request Forms for submission to the AVPFSSP. Projects will be assigned and scheduled based on need to support university mission, complexity of project scope, lead time for procurement of materials, and facility availability based upon class schedule and facility usage. Once assigned, the Office of Facilities Operations staff will track the status of E&G projects and upon completion, will record each project for entry in the CCI report for the following FY. Auxiliary facility and utilities managers will track project completion and report it in their next CCI submission.

    5. If the E&G deferred maintenance for the campus exceeds five percent of the replacement value of E&G space, the university must develop an action plan to remediate the deferred maintenance and show progress in reducing the deferred maintenance in conjunction with the development of new major construction or renovation projects. If required, the associate vice president for Facilities will provide this documentation to the TSUS and THECB as part of the Construction Application.

  4. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Associate Vice President for Facilities February 1 E2Y
      Director, Facilities Operations February 1 E2Y
  5. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Associate Vice President for Facilities; senior reviewer of this PPS

    Vice President for Finance and Support Services