1. Introduction
2. Key Model Framework
2.1
O&M Input on Design for New Building
2.2
Asset Information (Documentation)
2.3
Operation Procedures
2.4
Emergency Preparedness
2.5
Preventive Maintenance Procedures / Standards
2.6
Corrective Maintenance
2.7
Maintenance Record Management
2.8
Spare Parts Management
2.9
Addition, Alteration and Replacement (Planning and Implementation)
2.10
Incident Management
2.11
Environmental and Safety Management
2.12
Application of Technologies
2.13
Stakeholder Management
2.14
Information Management
2.15
Structure and Qualification of O&M Team
3. Innovative & Technology Initiatives
4. Industry Standards and Requirements
Key Model Framework
2.1 O&M Input on Design for New Building
Design for maintainability emphasises the importance of timely integration of design and construction knowledge with O&M experience into the project design in order to optimise the equipment life.
Maintainability should be considered, and incorporated into the building system design, ensuring the ease, accuracy, safety, and economy of maintenance tasks within that system. Maintainability refers to the effectiveness and efficiency of maintenance activities. New working practices encouraged, such as Building Information Modelling for Asset Management (BIM-AM), require the involvement of asset owners and FMs to understand the information they require on handover. FMs should be involved during design stage and ensure the information handed over by the contractor fits their specific needs.
2.1.1 General Practice
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Develop design according to various codes of practice and guidance documents on operational management and maintenance of FSI.
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Seek and integrate advice from O&M team on maintenance accessibility, system compatibility and maintainability aspects of FSI.
2.1.2 Good Practice
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Identify key design, commissioning and maintenance requirements for referral by designers, installers, operators and management.
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Collaborate O&M team and project design team at early design stages of project to provide a system design with the best operability and maintainability of FSI.
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Establish design checking matrix covering accessibility, compatibility and maintainability for incorporation by the designer.
2.1.3 Best Practice
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Develop design with consideration of requirements in the life cycle of FSI from commissioning, O&M, through mid-life refurbishment to decommissioning or total replacement.
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Adopt design to incorporate facilities (e.g. redundancies, interconnections, changeovers or bypass facilities) to maximise system resilience at contingency and minimise the system suspension period during maintenance or replacement activities.
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Establish in-house design guidelines on accessibility and maintainability aspects with regular review and update.
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Consider factors on Guidance Notes on Construction Design and Management (CDM) guidance to improve health and safety aspects on building construction and maintenance.
2.2 Asset Information (Documentation)
Asset Information should be compiled, covering all major items of fire service systems in a format that is useful to the FM and Maintenance Service Provider. The information should be updated regularly with:
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repairs, upgrades, refurbishments, maintenance or decommissioning work;
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assessment information (relating to performance or risk); and
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changes in the wider environment (including regulations, responsibilities or ownership).
2.2.1 General Practice
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Maintain proper records of asset information including general building plan, approved schematic drawings, approved fire service notes, compliance standards, fire engineering report, fire safety management plan, approval documents by relevant authorities, etc. which have been submitted, e.g. via Form No. FSI/314, FSI/314A, FS251, etc. and finally accepted by FSD.
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Maintain as-built drawings, T&C reports, O&M manuals, test records of direct telephone link connection, equipment lists showing brand name, model, rating, year of installation, expected lifespan, software license and updates etc., recommended spare part lists, tool lists, supplier contacts, etc.
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Maintain proper record of any modification and AA&R of FSI such as as-built drawings, T&C reports, O&M manuals, equipment lists, statutory certificates and documentations as per statutory requirements by relevant parties.
2.2.2 Good Practice
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Maintain design documents (e.g. design criteria, room datasheet, design calculations, etc.).
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Maintain design documents (e.g. control logic, equipment shut down table, layout showing the affected areas/zones etc.) if complicated smoke control systems are adopted in buildings.
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Digitise asset information with standardised file naming system in a reliable database server for easy retrieval.
2.2.3 Best Practice
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Keep audit/survey reports of asset information.
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Implement computer-based asset management systems for asset records and version control, with corresponding workflow for data retrieval and updates, to ensure validity throughout the life cycle of assets.
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Provide an interface for computerised asset information models to enable essential asset information to be retrieved from the asset information database easily whenever necessary.
2.3 Operation Procedures
Operational efficiency refers to the lifecycle, cost-effective mix of preventive, predictive, and reliability-centred maintenance technologies, coupled with equipment calibration, tracking, and computerised maintenance management capabilities all targeting reliability, safety, occupant comfort, and system efficiency.
2.3.1 General Practices
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Demarcate the responsibilities and scope of operation of FSI including routine inspection, operation and testing between the Building Owner, Building Occupants, FM, Maintenance Service Provider, RFSIC and other stakeholders. Make sure that no person other than RFSIC shall maintain, inspect or repair any FSI (except portable equipment which is not required by Law to install) which is installed in any premises (according to Reg. 7 of Cap 95B, HK Law), in the demarcation.
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Provide guidelines on requirement of manning level and qualification of operation staff in discharging the routine operation.
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Provide general safety-related guidelines, risk assessment procedures and permit-to-work systems for routine operation.
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Maintain basic operation procedure of FSI.
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Provide guidelines on the operation of tools such as ladders, trestles, hand-held communication tools, calibrated measurement & testing equipment, materials or parts necessary for execution of O&M services.
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Provide information of maintenance frequency and performance targets on fault attendance, rectification to the system operator.
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Provide basic guidelines including indicative signals of fire panels, emergency plan and contact list for the property management personnel and FM.
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Conduct routine testing of emergency generator according to the statutory requirements of EPD including routine testing within specified time period and the fuel requirements.
2.3.2 Good Practice
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Maintain standardised checklists for operation, inspection and testing of FSI.
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Provide guidelines on requirement of uniform with badges and identity cards for direct staff and contractor staff.
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Conduct induction briefings and/or awareness training on “Do’s and Don’ts” of FSI to Property Management Personnel.
2.3.3 Best Practice
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Adopt a risk-based approach to review all associated guidelines and procedures by responsible competent personnel.
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Conduct regular fire risk assessment to identify the potential fire hazard in routine operation activities.
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Conduct regular review of all guidelines/procedures by responsible competent personnel.
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Adopt BIM-enabled workflow to suit the routine operation works.
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Maintain computerised database for on-line retrieval of guidelines / procedures / method statements / test records of routine inspection, operation and testing.
2.4 Emergency Preparedness
Building Emergency Preparedness is an effort to connect the emergency planning and response with the building users. The goal is to train personnel in basic emergency response actions who know the building and occupants, and can act as a resource and liaison to the stakeholders and building users.
An emergency action plan should identify all the potential hazards associated with FSI, with a personnel responsibility matrix for allocating appropriate resources. The written plan should become an action document, updated according to an appropriate timeframe to ensure accurate information, such as contact information, is provided.
2.4.1 General Practice
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Maintain an up-to-date emergency contact list with contact mobile numbers of the FM, Maintenance Service Provider, RFSIC and other registered specialist contractors and the contact no. of direct telephone link to the Fire Services Communications Centre of FSD, etc.
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Maintain an up-to-date communication flow between the FM, Maintenance Service Provider and RFSIC.
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Maintain all associated documents, such as fire service layout plans, location plans of automatic fire alarm panels and fire extinguishers, fire safety management plan etc. in a designated location, such as security room and/or property management office and an approved exit route at the prominent locations.
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Carry out fire drills and keep proper records of the drill.
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Maintain the emergency plan / procedures.
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Maintain fire safety management plan including fire action plan if the fire engineering approach is adopted in fire safety design of the building.
2.4.2 Good Practice
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Include specific requirements in maintenance contracts for emergency situations, such as time for arrival, etc.
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Keep sufficient materials and critical spare parts on site for quick fix to resume operation.
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Conduct training of property management personnel when system is upgraded.
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Establish point list of automatic fire detection and fire alarm systems for easy identification of faults.
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Arrange internal sharing sessions for lessons learnt from incidents to Property Management Personnel and Building Occupants.
2.4.3 Best Practice
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Conduct annual reviews on the emergency plan / procedures and fire drills
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Maintain a computer database for on-line retrieval of related documents of FSI and layout plans.
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Establish database for faults or incidents analysis for trend prediction and preventive maintenance.
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Conduct regular training of Property Management Personnel and fire drills.
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Conduct regular fire risk assessment by competent personnel.
2.5 Preventive Maintenance Procedures / Standards
The goal of Preventive Maintenance is to prevent equipment failure caused by fatigue, neglect, or normal wear, through replacing worn components before actual failure.
Maintenance activities include partial or complete overhauls at specified periods, and include oil changes, lubrication, minor adjustments, and so on. Typical procedures recommend that personnel record equipment deterioration upon any inspection to facilitate the replace or repair worn parts before any system failure. It is necessary to undertake preventive maintenance of installations and equipment to maintain efficient working order of the building’s fire service systems and their components. The FSI require periodic inspection, testing and maintenance throughout their life cycle in addition to the need for overhauling, or replacement, at a certain age or interval, or due to specific issues or causes. These must be outlined specifically in a Preventive Maintenance Program.
The Preventive Maintenance Program must include the methodology and record for all actions that are necessary to maintain the efficient working order of the FSI. The required maintenance procedures will be unique to each property and the installations and equipment within these facilities.
2.5.1 General Practice
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Engage an RFSIC to conduct periodic maintenance, inspection, testing and certification in accordance with statutory requirements.
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Follow the prevailing FSD requirements and procedures for maintenance, inspection, testing and certification of FSI as well as the reporting of FSI shutdown.
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Agree with Building Occupants on the maintenance schedule prior to any maintenance activities.
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Shut down FSI by sections and restore it to normal operation as soon as practicable in order to minimise the fire risk of affected areas.
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Avoid shutting down different fire services systems at the same time for maintenance.
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Refrain from shutting down the whole fire service system for a prolonged period of time.
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Notify Building Occupants by a written notification in respect of shut down of FSI with reasons, anticipated commencement and completion dates and the areas being affected.
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Provide simple graphical notices detailing the shutdown of FSI at prominent locations of the building.
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Provide stand-by means (e.g. fire extinguishers, standalone smoke detectors, temporary firefighting water supply system, etc.) to the extent of fire risk and the areas being affected during the shutdown of FSI.
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Notify FSD and Building Occupants about the arrangement of stand-by means.
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Task the FM with formulating an emergency plan and evacuation strategy plan.
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Provide O&M personnel induction training for safety, statutory requirements, performance target and work manner of the maintenance work.
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Remove all debris arising from maintenance service and/or repair works to appropriate disposal points daily.
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Record maintenance activities including the commencement and completion dates and times, method statements and actions taken for the maintenance work.
2.5.2 Good Practice
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Prepare O&M checklists for maintenance service and keep proper record.
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Conduct Preventive Maintenance and overhauls with clear maintenance schedule and procedures with reference to the manufacturers’ maintenance manual and recommendations.
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Conduct regular review on the maintenance schedule agreed with Building Occupants and counter check with related stakeholders 2 months prior to the scheduled maintenance activities.
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Provide good housekeeping.
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Set performance indicators (e.g. system availability) and targets for continuous monitoring and improvement of maintenance service.
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Conduct sample checks on compliance of performance targets.
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Provide periodic maintenance, inspection and testing of FSI in addition to the statutory requirements as follows:-
i)
Biweekly:
Diagnose pre-alarm conditions of fire detection and fire alarm systems.
ii)
Monthly:
Test automatic and manual start of fire service pumps and sprinkler pumps including jockey pumps.
iii)
Quarterly:
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Check wiring, controls, indicators, alarm bells, batteries, automatic and manual release mechanism, time delay devices, gas cylinder pressure, warning notices and operation instructions of automatic fixed installations other than water and fixed automatically operated approved appliances;
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Clean, adjust and clear all obstruction that would impair the normal operation of deluge, drencher, fire hydrant / hose reel, sprinkler, water mist and water spray systems;
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Check wiring, controls, indicators of all zone circuits and batteries of fire alarm system;
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Activate gas, heat, smoke and/or multi-sensor detectors to test the operation of fire alarm bells, transmission of alarm signal to fire service communication centre, ventilation and air-conditioning control, fireman’s lifts, pre-action sprinkler system, etc.
iv)
Half-yearly:
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Clean strainers and check the operation of pumps, pressure switches, valves, drain plugs, vent cocks, etc.;
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Conduct a wet drill consisting of coupling lengths of hose of 2 or more hydrant outlets at the highest point and operating the valve of nozzles to check the discharge pressure and water flow rate of fire hydrant / hose reel system;
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Check operation of FS pumps and alarm bells to be activated by manual call points;
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Check and operate smoke curtains;
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Check water levels of fire service and sprinkler water tanks;
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Check power supply and system isolation;
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Check cable and wiring connections;
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Back up database and the latest version of the automatic fire alarm panel for any recovery work in panel fault situation.
2.5.3 Best Practice
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Conduct regular review and update of all procedures / standards against the latest statutory requirements.
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Conduct regular review of maintenance records and fault history to monitor the condition and performance of FSI.
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Adopt web-based system and/or mobile Apps integrated with computer system for retrieval of O&M records of FSI and monitoring fault attendance and maintenance work progress.
2.6 Corrective Maintenance
The goal of every maintenance team is to be response effectively, especially when it comes to unexpected breakdowns of critical plant and equipment, aiming to achieve:
i)
Reduced duration of both planned and unplanned breakdown;
ii)
Reduced cost of running a reactive maintenance strategy;
iii)
Reduced overall cost of maintenance operations.
2.6.1 General Practice
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Engage an RFSIC to conduct investigation and isolate the affected sections of FSI for Corrective Maintenance, and resume normal operation for code compliance as soon as practicable.
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Follow the prevailing FSD requirements and procedure in respect of shutdown of FSI for corrective maintenance.
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Notify Building Occupants by a written notification in respect of shut down of FSI with reasons, anticipated commencement and completion dates and the areas being affected.
•
Provide simple graphical notices detailing the shutdown of FSI at prominent locations of the building.
•
Provide stand-by means (e.g. fire extinguishers, standalone smoke detectors, temporary firefighting water supply system, etc.) to the extent of fire risk and the areas being affected during the shutdown of FSI.
•
Notify FSD and Building Occupants about the arrangement of stand-by means.
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Task the FM with formulating an emergency plan and evacuation strategy plan.
•
Provide O&M personnel induction training for safety, statutory requirements, performance target and work manner of the maintenance work.
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Remove all debris arising from maintenance service and/or repair works to appropriate disposal points daily.
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Record maintenance activities including the commencement and completion dates and times, method statements and actions taken for the maintenance work.
2.6.2 Good Practice
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Record attendance of fault call within a specified time for various types of buildings/infrastructure (e.g. 30 minutes for critical venues and 60 minutes for others).
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Set performance indicators (response time to emergency/fault call) and targets (compliance rate to performance indicators) for continuous monitoring and improvement of maintenance service.
2.6.3 Best Practice
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Designate personnel to attend to emergency cases and execute all
works necessary to resume services promptly.
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Conduct regular review for all emergency procedures.
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Adopt web-based system and/or mobile Apps integrated with computer system for retrieval of O&M records of FSI and monitoring fault attendance and maintenance work progress.
2.7 Maintenance Record Management
Good maintenance records are essential for ensuring that a piece of equipment is performing in line with manufacturer warranties and help to determine an equipment’s preventive maintenance schedule. It also assists service technicians with diagnosing repeat problems with a plant or equipment. Clear records can also provide assistance in legal proceedings, if ever necessary.
2.7.1 General Practice
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Maintain paper records of all maintenance related activities including testing and commissioning certificates, test reports, as-built drawings, statutory approved submission documents, fire engineering report, fire safety management plan, statutory maintenance certificates, calibration records of FSI, etc. for all new installations and major alterations.
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Maintain a register to monitor the due date and renewal date of all statutory maintenance certificates and calibration of testing instrument.
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Maintain stocks of spare parts, equipment and other components which are necessary to maintain the safe and satisfactory working condition and operation order of the installation at all times.
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Maintain updated preventive maintenance inspection schedule and the related duly signed inspection reports.
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Maintain emergency call / fault attendance / incident reports and the related duly signed inspection reports.
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Maintain a log book kept in safe custody to record all maintenance activities and details of work done to every FSI.
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Maintain records of FSI shut down notices with details.
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Maintain records of duty completed annual inspection checklists for at least 7 years and for verification by FSD upon request.
2.7.2 Good Practice
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Maintain detailed history of faults and fire alarms with information of frequency of occurrence and root causes for further analysis to improve system reliability and stability through improvement works.
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Set up efficient computerised registers and filing system to administer all the statutory certificates, records, drawings, O&M documents, etc.
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Assign designated person(s) responsible to review and update routine maintenance inspection schedules, emergency call / fault attendance reports, etc., on a monthly basis.
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Assign designated person(s) responsible to check against the logbook entry on regularly.
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Set up record systems able to automatically provide alerts for outstanding shut down notices and annual maintenance certificates.
2.7.3 Best Practice
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Maintain records with regular update of maintenance service performance and corresponding performance indicator e.g. Service Availability, Response Time to Fault Calls, Response Time to Fault Call Rectification, etc. for prompt monitoring and review.
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Develop an equipment life cycle monitoring system to provide alerts for system ageing / spare parts obsolete in order to schedule replacement / improvement works.
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Assign a third-party / audit agent to check against the properness of records to review the maintenance record system and look for improvement opportunities.
2.8 Spare Parts Management
Spare parts management refers to a systematic and structured way to store and extract spare parts efficiently for any maintenance activity. A good system should minimise downtime during FSI breakdown and simplify workflow of FSI maintenance.
2.8.1 General Practice
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Provide information update in regular basis on spare parts and equipment including location, quantity, brand name, model, capacity, compliance standards, contact list of suppliers / manufacturers and approval documents by relevant authorities which are necessary to maintain the safe and satisfactory working condition and operation order of FSI at all times.
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Follow the prevailing FSD requirments and advisory letters from FSD website for updated information or requirements.
2.8.2 Good Practice
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Maintain sufficient spare parts including critical parts / equipment with long lead-time of delivery for minimising the downtime of critical systems when maintenance and repair is required.
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Assign designated responsible person(s) for regularly updating the spare parts inventory.
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Store spare parts and equipment at dedicated locations/warehouses for better management and faster delivery.
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Monitor condition of spare parts regularly to ensure their quality is satisfactory.
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Provide mitigation measures of any identified obsolete equipment with suitable upgrade or replacement plan.
2.8.3 Best Practice
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Derive type, quantity and expected lifespan of essential spare parts from fault history, maintenance record, age and criticality.
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Adopt barcodes and scanning systems to enhance the control of the spare parts movement and improve the accuracy of inventory.
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Review the quality and quantity of spare parts in stock and restock in regular basis.
2.9 Addition, Alteration and Replacement (Planning and Implementation)
This includes the analysis, procurement, and management on addition, alteration as well as disposal and replacement of FSI to meet the statutory requirements and to enhance the overall fire safety.
2.9.1 General Practice
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Develop design according to various codes of practice and guidance documents on operational management and maintenance of FSI.
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Develop design according to the fire engineering report, fire safety management plan and Bounding Conditions for existing buildings where the fire engineering approach is adopted.
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Seek and integrate advice from O&M team on maintenance accessibility, system compatibility and maintainability aspects of FSI.
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Obtain confirmation on AA&R works from Building Owner and appropriate authority prior to commencement of works.
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Engage an RFSIC to conduct AA&R works in accordance with the latest statutory requirements.
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Follow the prevailing FSD requirments and procedure in respect of shutdown of FSI for AA&R works if there is no other alternative.
•
Shut down FSI by sections and restore it to normal operation as soon as practicable in order to minimise the fire risk of affected areas.
•
Avoid shutting down different fire service systems at the same time for AA&R works.
•
Refrain from shutting down the whole fire service system for a prolonged period of time.
•
Notify Building Occupants by a written notification in respect of shut down of FSI with reasons, anticipated commencement and completion dates and the areas being affected.
•
Provide simple graphical notices detailing the shutdown of FSI at prominent locations of the building.
•
Provide stand-by means (e.g. fire extinguishers, standalone smoke detectors, temporary firefighting water supply system, etc.) to the extent of fire risk and the areas being affected during the shutdown of FSI.
•
Notify FSD and Building Occupants about the arrangement of stand-by means.
•
Task the FM with formulating an emergency plan and evacuation strategy plan.
•
Remove all debris arising from maintenance service and/or repair works to appropriate disposal points daily.
•
Provide O&M personnel induction training for safety, statutory requirements, performance target and work manner.
•
Provide all drawings and documents including design calculations, equipment schedules, as-built drawings, testing and commissioning records, O&M manuals, FSD approvals of AA&R works to the O&M team.
2.9.2 Good Practice
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Establish detailed method statements and risk assessments of AA&R works to minimise impacts to Building Occupants.
•
Establish a mechanism to plan and prioritise replacement works in accordance with equipment age, fault frequency and spare parts availability as well as any specific statutory and safety requirements, etc.
•
Develop an action plan and contingency plan with the FM and Building Occupants for equipment replacement works.
•
Conduct regular reviews on work progress with the RFSIC, FM and Building Occupants.
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Update all master records including layout drawings, schematic drawings, control diagram, O&M manual, equipment schedule, T&C records and asset information after the completion of AA&R works.
2.9.3 Best Practice
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Acquire feedback from the Building Owner, FM and Building Occupants on the performance of different systems to develop a more user-oriented replacement plan.
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Conduct a holistic review on system performance in the planning and design for equipment replacement and where possible, introduce the latest technology that can enhance the overall system reliability and energy efficiency.
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Develop standard T&C procedures and O&M manuals for AA&R works.
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Consider the life-cycle cost in planning and design of equipment replacement.
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Identify critical spare parts / equipment with long lead-time of delivery and consider early procurement of these spare parts / equipment.
2.10 Incident Management
Incident management refers to the "the combination of facilities, equipment, personnel, procedures and communications operating within a common organisational structure, designed to aid in the management of resources during incidents".
When a service is disrupted or fails to deliver the promised performance during service hours, it is essential to restore the service to normal operation as quickly as possible. In addition, any condition that has the potential to result in a breach or degradation of service ought to trigger a response that prevents the actual disruption from occurring. These are the objectives of incident management.
2.10.1 General Practice
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Engage an RFSIC to conduct investigation and isolate the affected sections of FSI for Corrective Maintenance, and resume normal operation for code compliance as soon as practicable.
•
Keep proper records of incident investigation, downtime of system, rectification works, losses of property, recommendations for improvement, etc. (refer to Section 2.7.1).
•
Review conditions of similar systems and equipment to avoid recurrence.
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Notify related stakeholders about the incident and recommendations for improvement.
2.10.2 Good Practice
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Establish incident management plan with reference to Fire Safety Management Plan to define alert levels, investigation procedures, reporting mechanism and requirements of investigator.
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Maintain updated emergency contact lists of appropriate level of management staff and related stakeholders according to the pre-defined incident levels when an incident occurs.
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Specify requirements for emergency situations, such as time for attendance of fault calls and emergency calls, etc.
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Conduct necessary AA&R works to enhance the system reliability.
2.10.3 Best Practice
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Conduct regular review of incident management plan, emergency contact and escalation list, training and drill.
•
Share incident information with all O&M personnel within the same organisation / trade, and document all outcomes.
•
Set up a remote monitoring system for early fault detection and reporting.
•
Set up a working group to steer incident management, maintain good communication with all stakeholders for improving system’s performance and reliability.
•
Conduct review on lesson learnt from incidents for staff sharing and take precautionary actions to eliminate similar potential problems.
•
Establish emergency task-force teams for incident response.
2.11 Environmental and Safety Management
Environmental and Safety Management ensures that operations are safe for all building users and visitors. Building Owners are obliged to implement all reasonable precautions to protect the environment, and maximise the building’s lifecycle efficiencies.
2.11.1 General Practice
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Fulfil all statutory requirements on environmental and safety management.
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Handle and dispose of unserviceable fire extinguishers in accordance with appropriate procedures when discharging an unserviceable extinguisher or recovering its contents prior to disposal.
2.11.2 Good Practice
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Minimise the use of materials and resources (e.g. electricity, fuel, hazardous chemicals, etc.) wherever appropriate, to be both energy and resource efficient.
•
Adopt environmentally friendly materials and equipment (e.g. energy efficient pumps, motors, fire suppression devices without halons, etc.).
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Minimise the production of all kinds of waste where applicable.
•
Conduct job hazard analysis and risk assessment on hazardous activities and take appropriate risk control measures to protect personnel.
•
Provide training to equip staff with knowledge to work safely and without risk to health.
•
Establish and implement safety rules.
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Supervise personnel to ensure that safety rules are observed, and personal protective equipment are used and maintained properly.
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Investigate incidents and near miss cases to identify root causes and recommend measures to prevent recurrence.
•
Establish and implement Environmental Management Systems (e.g. ISO14001) and Safety Management Systems (e.g. OHSAS18001 or ISO45001).
2.11.3 Best Practice
•
Identify of improvement and enhancement opportunities on environmental and safety aspects;
•
Reuse or recycle material /waste wherever possible;
•
Provide incentives to contractors similar to DEVB’s “pay for safety and environmental scheme” in government works contract;
•
Adopt recycled components or equipment for the maintenance works wherever possible.
2.12 Application of Technologies
Technology and tools used to lower the cost of implementing and managing O&M best management practices.
2.12.1 General Practice
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Adopt minimum market available technologies as required by statutory requirements;
•
Check and ensure that relevant statutory requirements are fulfilled when adopting new technological solutions
•
Explore the feasibility of using new technologies in enhancing the overall efficiency of O&M management.
2.12.2 Good Practice
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Introduce the latest technology that can enhance the overall system reliability and be more environmentally friendly for replacement.
•
Establish computerised O&M management system to integrate and streamline the management process, enhance the efficiency of the workflow and strengthen the monitoring of contractors’ performance.
2.12.3 Best Practice
•
Adopt remote monitoring technology such as Integrated Building Management System (iBMS) to monitor system healthiness with automatic analysis and alert of abnormal conditions.
•
Adopt simulation software to visualise the fire safety design for any major building modification works.
2.13 Stakeholder Management
Stakeholder management is a set of techniques that harnesses the positive influences and minimises the effect of the negative influences. It involves systematic identification, analysis, planning and implementation of actions designed to engage with stakeholders. Stakeholders are individuals or groups with an interest in the building or facility operation because they are involved in the work or affected by the outcomes. Most buildings or facilities and portfolios will have a variety of stakeholders with different, and sometimes competing, interests. These individuals and groups can have significant influence over the eventual success or failure of the work.
2.13.1 General Practice
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Engage an RFSIC to conduct periodic maintenance, inspection, testing and certification in accordance with statutory requirements and monitor the RFSIC performance.
•
Maintain effective communication and agree with Building Occupants on the maintenance schedule prior to any maintenance activities.
•
Follow the prevailing FSD requirements and procedure in respect of shutdown of FSI for inspection, maintenance, modification and repair if there is no other alternative.
•
Notify Building Occupants by a written notification in respect of shut down of FSI with reasons, anticipated commencement and completion dates and the areas being affected.
•
Provide simple graphical notices detailing the shutdown of FSI at prominent locations of the building.
•
Notify FSD and Building Occupants about the arrangement of stand-by means (e.g. fire extinguishers, standalone smoke detectors, temporary firefighting water supply system, etc.) and the areas being affected during the shutdown of FSI.
•
Provide O&M personnel induction training for safety, statutory requirements, performance target and work manner of the maintenance work.
•
Formulate an emergency plan with the FM and RFSIC.
2.13.2 Good Practice
•
Coordinate with Building Occupants on service needs to improve system reliability and performance.
•
Conduct regular review of maintenance schedule.
•
Facilitate on-line sharing of information including records, schedules of planned maintenance activities, update progress of corrective maintenance and AA&R works with stakeholders.
•
Establish contractor performance monitoring system to evaluate the performance of the maintenance contractor and highlight any potential area for continuous improvement.
2.13.3 Best Practice
•
Keep stakeholders well informed on progress of O&M activities, and performance of fire service systems.
•
Establish a taskforce with stakeholders to regularly review the needs and measures to improve O&M practices, system reliability and performance.
2.14 Information Management
During the life of the system, the O&M phase is the longest and most expensive and the information system provides the most value to the organisation in this phase.
2.14.1 General Practice
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Maintain proper records of certificates and asset information as detailed in section 2.2.1 of this Booklet, and records of O&M and AA&R activities.
•
Maintain proper records of correspondence with authorities such as shut down of FSI for inspection, maintenance, modification and repair, and suspension of direct telephone link connection.
•
Maintain effective information management and filing system to administer and update the information of FSI.
2.14.2 Good Practice
•
Digitalise information of FSI, including certificates, FSI shutdown notification, record of direct telephone link suspension, fire service installations design documents, approved schematic drawings, fire service notes, as-built drawings, O&M manuals, testing and commissioning results, record of maintenance activities, etc.
•
Designate person(s) for regular updating of the information of FSI.
2.14.3 Best Practice
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Establish a common platform for storage and dissemination of O&M information with a view to enhancing the transparency.
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Establish a common platform for on-line sharing of FSI’s information and activities among different stakeholders.
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Carry out periodic audits / surveys on the stored records including the asset information.
2.15 Structure and Qualification of O&M Team
Structure is the people, positions, procedures, processes, culture, technology and related elements that comprise the organisation. It defines how all the pieces, parts and processes work together. This structure must be totally integrated with the strategy defined for the organisation to achieve its mission and goals. Structure supports strategy. If an organisation changes its strategy, it must change its structure to support the new strategy. When it doesn’t, the structure acts like a bungee cord and pulls the organisation back to its old strategy.
2.15.1 General Practice
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Provide on-call maintenance teams with supervisors and maintenance personnel with proper qualifications and training.
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Designate FMs to oversee and review O&M activities and practices.
2.15.2 Good Practice
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Employ FMs who possess professional qualification recognised by professional institutes.
2.15.3 Best Practice
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Establish dedicated emergency service teams for emergency repair.
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Establish centralised / regional command centre(s) for receiving faults calls and monitoring O&M activities.
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