RCM Audit Report & Action Plan
Once you complete a facility audit, you are ready to prepare the audit report. If you feel you are lacking the technical expertise to evaluate certain capital improvements, simply make a note that additional analysis is needed. You may want to recruit an engineer.
Efficiency measures can be grouped into four broad categories:
- Administrative —usually no-cost, such as removing sewer charges from irrigation meters
- Operational—usually no-cost, such as getting night staff to turn the lights on only in the rooms where they are working
- Maintenance—usually no-cost or low-cost, such as repairing steam traps for better heating efficiency
- Capital —usually mid- to high-cost, such as a lighting upgrade or chiller replacement
Organize and Verify Your Findings
Immediately after completing the audit, take time to review and clarify your notes. Review your findings with the facility operators and maintenance staff to get their input. Revise the list of opportunities you identified based on these discussions. Organize the audit forms, photos and field notes into a three-ring binder. Resource auditing is an on-going process. By keeping all the building information in a dedicated binder or file, records can be easily added or updated. This can be very useful to architects and engineers who perform future building upgrades.
Audit Report Preparation
The audit report includes a facility description, resource accounting summary information, identification of training needs and resource conservation opportunities. Your report could also include an implementation plan. Or you can present the plan separately after the report is completed.
Present a draft report to the facility team for review. Include any feedback in the final report. Send copies of the final report to facilities staff and the organization’s administration.
Resource:
- Audit Report Format (.doc file)
The Action Plan
The action plan should consider time schedules, funding issues and logistics for implementing the following (see more detail below):
- Maintenance measures list
- Resource-efficient capital project recommendations
- Facility operator and maintenance staff training recommendations
- Facility-specific operation guidelines
Maintenance Measures List
The maintenance measures list resulting from the RCM audit should be presented to the maintenance supervisor for review. Work with the maintenance supervisor to develop a list of feasible measures and a timeline for completion. Some measures may require hiring a contractor. Again, work with the maintenance supervisor to determine the best approach.
Resource-Efficient Capital Project Recommendations
Some resource efficiency measures identified in the RCM audit will require additional analysis. You may want to seek engineering assistance to determine the feasibility of some measures. Check with your local electric, gas and water utilities to determine if incentives, services or low-interest loans are available. Financial incentives may make a big difference in the affordability of specific resource-efficiency measures. Meet with the capital programs staff to share the results of the audit and possible funding sources. Work with them to develop a time schedule for completing the efficiency measures.
If you manage implementation of the measures yourself, follow these tips:- Utility assistance
Utilize assistance from your utilities. They can often assist with project implementation and project commissioning. Some water, electric and gas utilities may even offer grants. - In-house project implementation
Discuss projects with the maintenance staff and capital programs staff to determine what they can do. Maintenance staff may be able to do lighting improvements and minor controls work as part of their normal work duties or during a shutdown. You may still be involved in assembling a list of materials. Capital programs may have a major remodel schedule that could include the projects you have identified. - Small projects
If the project is small enough, you may not have to solicit bids. You may only need three qualified bids from contractors or distributors. Check with purchasing staff to find out when bids are required. - Preparing the list of materials
As much as possible, use the expertise of your own maintenance staff and others in your organization to prepare the materials list. Local electrical and mechanical distributors may also be good resources to determine what may be needed for your project. - Larger, more complex projects
If a project is relatively complex, requiring some design work, you may have to employ a qualified architect or engineer. An engineer could also prepare the specifications needed for a project. Your purchasing or construction division should have examples of specifications used in bidding a project. If the project is large enough to require a full bid, you will need to advertise the project in a trade journal or major newspaper. - Contracting
Each organization will have a unique set of “boiler plate” documents. These are legal and contracting documents that are common to all bid packages. Check with your purchasing or construction division for assistance. - Project management
Monitor implementation of the projects to ensure that correct materials are delivered and inventoried. Also make sure the materials are stored in a secure area prior to installation so they are not used on other projects. For larger projects, consider commissioning as a part of the project.
Document all phases of project implementation, including:
– Materials delivery
– Installation
– Testing
– Equipment failure
– Replacement
– Final testing/commissioning
Keep a record of all the resource efficiency measures completed at each facility as well as those that still need to be done.
Facility Operator and Maintenance Staff Training Recommendations
Based on the pre-audit interview, the RCM audit, and discussions with the facility operations manager and maintenance supervisor, you should now be able to identify training needs. Proper training will give staff the means to optimize operations using their expanded knowledge in their area of responsibility. There are no- and low-cost courses available. But even if more expensive, specialized training is needed, it can prove to be cost-effective over time. Work with supervisors and managers to develop a list of training recommendations. Investigate available courses and then prepare a recommended training schedule with input from targeted staff and management.
Facility-Specific Operation Guidelines
Develop guidelines specific to the facility and the area of responsibility (e.g., kitchen, irrigation, vehicle maintenance shop, etc.). Use the operation checklists, pre-audit questionnaires and the information gathered during the audit as a starting point. Meet with the facility team to discuss and agree on the operation guidelines for each facility. Make sure the person responsible for the selected area is present during development of the guidelines.
It’s important for staff to participate in development of the guidelines they will be implementing. Get commitment to the guidelines from those who are affected. A signature, memorandum or other written, voluntary commitment will help give the operator a sense of ownership. Without such a commitment, the guidelines likely will be ineffective.
Commitment is the most difficult part of the RCM program and should be nurtured with praise and rewards. Although behavior changes may be difficult at first, after some successes the guidelines will become routine. See sample language for a maintenance award (.doc file) certificate.
Periodic review and revision of the guidelines will be necessary. Include them as a regular part of your RCM program.