What is a Preventative Maintenance Schedule?
A Preventative Maintenance Schedule, often referred to as a PPM Schedule or PPM Maintenance, is a report schedule that is undertaken to provide a building owner or manager with a summary of the reactive and preventative maintenance requirements for a building. The purpose of a Preventative Maintenance Schedule is to provide a comprehensive schedule of the repairs and likely repairs that will be needed to a building over a given time period. A Preventative Maintenance Schedule typically covers a 10 year period, although can sometimes be drafted for a shorter period of time, such as 5 years.
The Preventative Maintenance Schedule is set out in a way that prioritises the most high risk and critical repairs within the first few years of the Preventative Maintenance Schedule and then will go on to include the less critical and cyclical repairs. The purpose of a Preventative Maintenance Schedule is to enable property managers and facility managers with assessing the requirement for works to a building, to enable them to plan the procurement and cost of works. The costs included in a Preventative Maintenance Schedule assist with calculating service charge amounts and also ensuring that the building is compliant with health and safety requirements and current statute.
When do you need a Preventative Maintenance Schedule?
A Preventative Maintenance Schedule is normally required for a building with multiple tenants, as is used to calculate the annual service charge. However, a Preventative Maintenance Schedule can also be instructed on larger buildings when occupied by a single user, especially where the occupier owns the building, or where they have an FRI (full repairing and insuring) lease on the premises. In this case the Preventative Maintenance Schedule will ensure that the building is regularly maintenance and reduce an occupiers potential liability in respect to a Schedule of Dilapidations.
A Preventative Maintenance Schedule will be used by a property manager, centre manager, and/or facilities manager to calculate the annual service charge expenditure, and in turn to assess the service charge to be collected from tenants. The Preventative Maintenance Schedule will give a summary table of the works required to a building in order to put the building back into a good standard of repair and to also maintain this standard. Thus the Preventative Maintenance Schedule can be used by the above individuals to assist with the procurement of works. The Preventative Maintenance Schedule will also provide an indication of the condition of the building and therefore can be reviewed by asset managers in order to under the associated risks from a financial, health and safety, and statutory compliance perspective.
A desk-based review of the Preventative Maintenance Schedule should be undertaken circa 3 years following the production of the initial Preventative Maintenance Schedule. The full Preventative Maintenance Schedule should be updated every 5 years. It is imperative that the Preventative Maintenance Schedule is used as a live document and should be reviewed and updated as works are undertaken to a building and to record any additional degradation to a building.
