Criteria for design, management and control of maintenance services for buildings

This document specifies the criteria and the general methods that can be used in the planning, management and control of maintenance in buildings and their surrounding area according to the applicable legal requirements, to the objectives of the owners and users and to the required quality of maintenance.
This document should apply to the maintenance management of buildings.
For informative purposes a possible classification of buildings is given in Annex A.

Kriterien für Entwicklung, Leitung und Überwachung von Instandhaltungsdienstleistungen von Gebäuden

Diese Europäische Norm bestimmt die Kriterien und die allgemeinen Methoden der Planung, Leitung und
Überwachung von Instandhaltungsleistungen in Gebäuden und ihrer Umgebung entsprechend den gesetzlichen
Anforderungen, den Zielen der Eigentümer und Nutzer und den Qualitätsanforderungen der Instandhaltung.
Diese Europäische Norm gilt für das Instandhaltungsmanagement von Gebäuden.
Eine mögliche Klassifikation von Gebäuden findet sich zur Information in Anhang A.

Critères pour la conception, la gestion et le contrôle des services de maintenance dans les constructions

Le présent document précise les critères et les méthodes générales envisageables pour planifier, gérer et contrôler les opérations de maintenance dans les constructions et leur environnement conformément aux exigences légales applicables, aux objectifs des propriétaires et des utilisateurs et à la qualité de maintenance demandée.
Il convient d’appliquer le présent document à la gestion de maintenance des constructions.
A titre informatif, une classification possible des constructions est donnée à l’Annexe A.

Merila za načrtovanje, upravljanje in kontrolo storitev vzdrževanja stavb

Ta evropski standard opredeljuje merila in splošne metode, ki se lahko uporabljajo pri načrtovanju, upravljanju in kontroli vzdrževanja v stavbah in območjih, ki jih obdajajo, v skladu z veljavnimi zakonskimi zahtevami, cilji lastnikov in uporabnikov, ter zahtevano kakovostjo vzdrževanja. Ta evropski standard velja za upravljanje vzdrževanja stavb. Za informativne namene je mogoča razvrstitev stavb podana v dodatku A.

General Information

Status
Published
Public Enquiry End Date
04-Jun-2009
Publication Date
12-Sep-2011
Technical Committee
Current Stage
6060 - National Implementation/Publication (Adopted Project)
Start Date
30-Aug-2011
Due Date
04-Nov-2011
Completion Date
13-Sep-2011

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2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.Kriterien für Entwicklung, Leitung und Überwachung von Instandhaltungsdienstleistungen von GebäudenCritères pour la conception, la gestion et le contrôle des services de maintenance dans les constructionsCriteria for design, management and control of maintenance services for buildings91.040.01Stavbe na splošnoBuildings in general03.080.10Industrijske storitveIndustrial servicesICS:Ta slovenski standard je istoveten z:EN 15331:2011SIST EN 15331:2011en,de01-oktober-2011SIST EN 15331:2011SLOVENSKI

STANDARDSIST-TS CEN/TS 15331:20061DGRPHãþD
SIST EN 15331:2011
EUROPEAN STANDARD NORME EUROPÉENNE EUROPÄISCHE NORM
EN 15331
August 2011 ICS 03.080.10; 91.040.01 Supersedes CEN/TS 15331:2005English Version

Criteria for design, management and control of maintenance services for buildings

Critères pour la conception, la gestion et le contrôle des services de maintenance dans les constructions

Kriterien für Entwicklung, Leitung und Überwachung von Instandhaltungsdienstleistungen von Gebäuden This European Standard was approved by CEN on 8 July 2011.

CEN members are bound to comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this European Standard the status of a national standard without any alteration. Up-to-date lists and bibliographical references concerning such national standards may be obtained on application to the CEN-CENELEC Management Centre or to any CEN member.

This European Standard exists in three official versions (English, French, German). A version in any other language made by translation under the responsibility of a CEN member into its own language and notified to the CEN-CENELEC Management Centre has the same status as the official versions.

CEN members are the national standards bodies of Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland and United Kingdom.

EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION EUROPÄISCHES KOMITEE FÜR NORMUNG
Management Centre:
Avenue Marnix 17,

B-1000 Brussels © 2011 CEN All rights of exploitation in any form and by any means reserved worldwide for CEN national Members. Ref. No. EN 15331:2011: ESIST EN 15331:2011

EN 15331:2011 (E) 2 Contents Page Foreword ..............................................................................................................................................................3Introduction .........................................................................................................................................................41 Scope ......................................................................................................................................................52 Normative references ............................................................................................................................53 Terms and definitions ...........................................................................................................................54 Basic data and requirements ................................................................................................................84.1 General ....................................................................................................................................................84.1.1 Introduction ............................................................................................................................................84.1.2 Preliminary data collection ...................................................................................................................84.1.3 Specific collection of information ........................................................................................................94.2 Diagnostic methods and instruments for maintenance ....................................................................95 Building and maintenance strategy .................................................................................................. 115.1 General ................................................................................................................................................. 115.2 Building strategy................................................................................................................................. 115.3 Maintenance policy ............................................................................................................................. 115.4 Maintenance strategies/maintenance types .................................................................................... 125.4.1 Corrective maintenance ..................................................................................................................... 125.4.2 Preventive maintenance ..................................................................................................................... 126 Maintenance plan ................................................................................................................................ 136.1 General ................................................................................................................................................. 136.2 Preparation of the plan ....................................................................................................................... 146.3 Budgeting ............................................................................................................................................ 147 Information systems ........................................................................................................................... 147.1 General ................................................................................................................................................. 147.2 Maintenance information system ...................................................................................................... 147.3 General characteristics ...................................................................................................................... 157.4 Functions ............................................................................................................................................. 158 Operational

management of maintenance services ....................................................................... 178.1 General ................................................................................................................................................. 178.2 Financial resources ............................................................................................................................ 178.3 Human resources................................................................................................................................ 178.4 Material ................................................................................................................................................ 178.5 Support equipment and inspection .................................................................................................. 188.6 Programs and schedules ................................................................................................................... 189 Monitoring ........................................................................................................................................... 199.1 Technical monitoring ......................................................................................................................... 199.2 Financial monitoring .......................................................................................................................... 199.3 Performance monitoring .................................................................................................................... 2010 Feedback data ..................................................................................................................................... 20Annex A (informative)

Building classification as per Eurostat "Classification of Types of Construction" (CC) (1996) .................................................................................................................. 21Annex B (informative)

Example of the formulation and inclusion into budget of a maintenance plan ....................................................................................................................................................... 22Annex C (informative)

Outline of the Reliability Centred Maintenance method ........................................ 23Bibliography ..................................................................................................................................................... 24SIST EN 15331:2011

EN 15331:2011 (E) 3 Foreword This document (EN 15331:2011) has been prepared by Technical Committee CEN/TC 319 “Maintenance”, the secretariat of which is held by UNI. This European Standard shall be given the status of a national standard, either by publication of an identical text or by endorsement, at the latest by February 2012, and conflicting national standards shall be withdrawn at the latest by February 2012. Attention is drawn to the possibility that some of the elements of this document may be the subject of patent rights. CEN [and/or CENELEC] shall not be held responsible for identifying any or all such patent rights. This document supersedes CEN/TS 15331:2005. According to the CEN/CENELEC Internal Regulations, the national standards organizations of the following countries are bound to implement this European Standard: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland and the United Kingdom. SIST EN 15331:2011

EN 15331:2011 (E) 4 Introduction A building presents a challenging set of maintenance related requirements which, although not unique, are not often found together:  the need to maintain property value of the building over time;  the possibility that the property may undergo a significant change in its intended use during its service life;  the number of persons responsible for maintenance and the different type of responsibility (owner, administrator, tenant, users,...);  its long service life (decades). Under these conditions, it is difficult to predict with any degree of precision the service life of each component. Budgeting for maintenance, and specifically the scheduling of maintenance interventions, requires the availability and the analysis of feedback data obtained from maintenance activities. The purpose of building maintenance is to ensure utilisation of the asset by maintaining its value (see 3.3) and initial performance within acceptable limits for its whole service life, as well as promoting technical and regulatory modifications to initial or new technical requirements as selected by the operator or demanded by law. To achieve this goal, the definition of general criteria to collect data that is essential for maintenance activities and the use of suitable information systems may be used to develop database and management tools to improve the profitability of buildings. SIST EN 15331:2011

EN 15331:2011 (E) 5 1 Scope This European Standard specifies the criteria and the general methods that can be used in the planning, management and control of maintenance in buildings and their surrounding area according to the applicable legal requirements, objectives of the owners and users and the required quality of maintenance. This European Standard applies to the maintenance management of buildings. For informative purposes, a possible classification of buildings is given in Annex A. 2 Normative references The following referenced documents are indispensable for the application of this document. For dated references, only the edition cited applies. For undated references, the latest edition of the referenced document (including any amendments) applies. EN 13306:2010, Maintenance  Maintenance terminology EN 13460:2009, Maintenance  Documents for maintenance ISO 6707-1:2004, Building and civil engineering  Vocabulary  Part 1: General terms 3 Terms and definitions For the purposes of this document, the terms and definitions given in EN 13306:2010, EN 13460:2009, ISO 6707-1:2004 and the following apply. 3.1 building

construction works that have the provision of shelter for its occupants or contents as one of its main purposes; usually partially or totally enclosed and designed to stand permanently in one place [ISO 6707-1:2004] NOTE Including envelope, structural and non structural elements, finishing, fitments, equipment and installations and external works. 3.1.1 maintenance of buildings combination of all technical, administrative and managerial actions during the lifecycle of a building (or a part of it), intended to retain it, or restore it to, a state in which it can perform the required function 3.2 item part, component, device, subsystem, functional unit, equipment or system that can be individually described and considered NOTE A number of items e.g. a population of items or a sample, may itself be considered as an item. [EN 13306:2010, see 3.1] 3.2.1 system set of interrelated items considered as a whole for a defined purpose, separated from other items

SIST EN 15331:2011

EN 15331:2011 (E) 6 3.2.2 subsystem system that is part of a more complex system being considered

3.2.3 component

construction element or functional grouping of several elements considered as part of a single system

3.3 property value minimum production cost for a building, inclusive of business profit, that assures the compliance with predetermined requirements 3.4 diagnostic assessment activities aimed at acquiring knowledge of the status and operating conditions of the building and its component parts 3.5 mid and long term budgeting

determination of the general extent of expenses in respect of pre-established objectives; also intended to schedule interventions, and therefore costs and resources, evenly over time if possible 3.6 short term cost budgeting more specific quantification of expenses compared to the mid and long term budgeting of interventions for a given year, for the purpose of optimising the workload 3.7 corrective maintenance

maintenance carried out after fault recognition and intended to put an item into a state in which it can perform a required function [EN 13306:2010, see 7.6] 3.8 preventive maintenance

maintenance carried out at predetermined intervals or according to prescribed criteria and intended to reduce the probability of failure or the degradation of the functioning of an item [EN 13306:2010, see 7.1] 3.9 condition based maintenance

preventive maintenance which includes a combination of condition monitoring and/or inspection and/or testing analysis and ensuring maintenance actions NOTE The condition monitoring and/or inspection and/or testing may be scheduled, on request or continuous. [EN 13306:2010, see 7.3] 3.10

opportunity maintenance

preventive maintenance performed in advance of the planned occurrence as a consequence of an unplanned activity which enables it to be performed at reduced cost or with fewer resources 3.11 obsolescence factors

external factors which lead to permanent transition from operability to non-functionality of the building

SIST EN 15331:2011
EN 15331:2011 (E) 7 3.12 instructions for inspection

technical instructions to perform inspection activities on building in order to assess the compliance with specified requirement concerning the function performances of the building or of some selected sub-systems or components 3.13 inspection logbook

collection of inspection records produced during inspection activities 3.14 operation manual

technical instructions to reach a proper item

function performance according to its technical specifications and safety conditions [EN 13460:2009, see 5.2] 3.15 maintenance manual

technical instructions intended to preserve an item in, or restore it to, a state in which it can perform a required function [EN 13460:2009, see 5.3] 3.16 maintenance plan structured and documented set of tasks that include the activities, procedures, resources and the time scale required to carry out maintenance [EN 13306:2010, see 2.5] 3.17 asset register item basic information, related to technical, contractual, economic, administrative, location and operational aspects, necessary to define it within the company 3.18 down state state of an item characterized either by a fault, or by a possible inability to perform a required function during preventive maintenance NOTE 1 This state is related to availability performance. NOTE 2 A down state is sometimes referred to as an internal disabled state. [EN 13306:2010, see 6.7] NOTE 3 For buildings the down state, intended as inability to perform the required function, can be seen as a whole down state (complete impossibility to use the building) or a partial down state (the impossibility to use the building is limited to a part of it). 3.19 maintenance concept interrelationship between the maintenance organization, the splitting of the building into sub-systems and components and the maintenance tasks to be applied for the maintenance of an item

SIST EN 15331:2011

EN 15331:2011 (E) 8 3.20 reliability centred maintenance method for establishing a scheduled preventive maintenance programme which will efficiently and effectively achieve the inherent reliability and safety levels of equipment and structure NOTE This definition is different from the definition given in EN 60300-3-11. 4 Basic data and requirements 4.1 General 4.1.1 Introduction The information required to carry out maintenance should be available either for new constructions and restoration of buildings (maintenance plans issued for construction and updated with “as built documentation”); for existing buildings, if not available, this information should be progressively acquired in a systematic manner and controlled and filed appropriately, to be used for subsequent controls. Since the complete collection of information requires significant time and costs, the procedure shall be planned in advance and the extent of the collection evaluated on a case-by-case basis. NOTE The information required should describe the assets as a whole and its adequacy with respect to usability and value. The Asset Register (see 3.17) could also be used to collect the required information. 4.1.2 Preliminary data collection During preliminary data collection the property to be maintained is to be identified and quantified; the data shall include all documents available and the following information, as a minimum:  location;  gross volume and surface area, divided according to intended use (refer to standards if applicable);  general characteristics of component parts (e.g. position inside the building, drawings, technical data sheet, instructions for maintenance issued by manufacturer,...);  level of compliance with legal and regulatory requirements (objectives to be attained);  status of maintenance upgrading in accordance with pre-determined operational specifications;  external constraints (monumental and environmental, servitudes (e.g. right of way), agreements with public bodies and bordering landowners etc.);  legal and/or technical documents relating to the installation, operation and maintenance of systems and equipment;  status of distribution systems and data concerning consumption (energy, water, etc.);  type and characteristics of services required to ensure operation of the building (premises for doorkeeper and cleaners, heating, etc.). NOTE The construction company should normally provide this information at the time of delivering the building to the owner (handover). In this case, only the update of this information should be performed by the owner or by organization managing the maintenance services.

SIST EN 15331:2011

EN 15331:2011 (E) 9 4.1.3 Specific collection of information Detailed information shall be collected, after the preliminary data collection; the collected data shall be accurately identified and its presentation format codified (see Clause 7). The information categories required may include the following (example list): a) inventory of buildings and equipment: identification, location and description supported by: 1) an appropriate coding system for the building complex, individual buildings, technological systems for each building subdivided into technological units, technical elements, component parts and the material of which they are made; 2) a coding system according to its functional dependences; b) drawings: sizes, position and layout of the various components; NOTE 1 To be reliable, the above information shall refer to the ‘as built’ status of the building and shall be kept updated during maintenance. NOTE 2

For example, these may consist of plans and cross-sections, structural drawings and systems layouts. This process is facilitated if the drawings are computerised. c) data about maintenance activities already performed (history of the components); d) assessment of efficiency, functionality and compliance with applicable rules and standards (see 4.2); e) residual service life, for each component, predicted in accordance with age, quality and conditions of use, and in relation with the service life initially foreseen; f) technical specifications: especially concerning equipment and building services in order to identify characteristics and ‘established operating conditions’; g) repair or replacement costs: for each component, as a basis for a financial assessment of the maintenance plan; NOTE 3 The repair cost (i.e. the cost to restore the functionality of a building component) can be estimated with reference to official or regional price list. h) cost for unavailability and/or down-state: estimate, at least for critical components, costs arising from the down-state of the components or from their inability to provide the services for which they are intended (e.g. costs for liabilities, damages, damage to the corporate image,...); i) information about critical construction solutions (for example arch vaulting); j) instruction for inspections, operation manuals and maintenance manuals: experience and recommendations of the builder/manufacturer to be used to develop an appropriate maintenance plan. 4.2 Diagnostic methods and instruments for maintenance

Whenever is possible, maintenance operators should make an appropriate use of diagnostics in managing the buildings subject to the maintenance establishing which type of diagnostic to be used and its physical coverage and duration. The decisions concerning any maintenance intervention should be based on the results and the information coming from the diagnosis activities. The effectiveness of the tests and the interpretation of the diagnostic results should be associated with the use of standard methods and instruments to obtain reliable, comparable and traceable results (see Table 1). SIST EN 15331:2011

EN 15331:2011 (E) 10 Table 1 — Types, objectives and methods of building assessment (example of levels that could be used during the data collection process) Type of assessment Objectives Methods and procedures for examination Types of evaluation

General diagnostic or pre-diagnostic Objective description of any abnormality, malfunctions or degradation General information on condition of building Inspection (e.g. visual inspection) Check lists Information from previous inspections Simple portable instruments Qualitative In-depth diagnostic Thorough examination of the actual status and its interpretation Collection of sufficient information for detailed design of work to be undertaken Non destructive tests Destructive instrumental tests (sampling from building and laboratory tests) Analytical methods (diagnostic documents, malfunction chart, fault trees, etc.) Expert systems Qualitative and quantitative

The data collected and analysed shall be included in the documents (or in an equivalent electronic system) accompanying the inspection documentation (either instructions and logbook); these should provide for the following data: a) technical or identification data: this section contains information on: the position within the building, the functions required, the types of service provided, the performance specifications, the physical and functional relationship with other components, the installation and operation characteristics; b) diagnostic data: this section contains information on the methods and instruments to be used to analyse the malfunctioning or unexpected deterioration as well as their evaluation criteria; c) actual state data: this section contains the interpretation of the actual state of the building or of its parts (sub-systems, components,....), all technical and financial information on the interventions carried out and indications of remedies or corrective action to be adopted. There shall be one of these data record for each technical element or component, in accordance with the appropriate breakdown structure, accompanied by drawings and information to ensure prompt identification. NOTE The information contained in the diagnostic and measurement data are an integral part of the feedback (see Clause 10). A specific plan for the assessment is to be prepared. This plan shall consider the objectives to be attained, operating conditions, times for implementation and cost of the intervention. For large real estate, sampling techniques shall be used for the general assessment. Buildings are then to be grouped by homogeneous classes, according to age, intended use, location, main characteristics and type of construction. However, care must be taken to ensure that the sample selected is truly representative of the whole real estate. SIST EN 15331:2011

EN 15331:2011 (E) 11 With respect to the results of the general assessment and the effects of possible hazardous situations

or down states, the critical components shall be identified and submitted to an in-depth analysis using structured methods such as Reliability Centred Maintenance. Assessment planning shall be periodically reviewed according to needs. 5 Building and maintenance strategy 5.1 General Building management should be conceived and developed according to EN ISO 9001 with due consideration to the objectives in terms of user’s requirements and their achievement through the building operations. Maintenance services provided by third parties should be supplied within the framework of a quality management system. See Figure 1 for the relationship between building strategies and maintenance. NOTE Analytical techniques (for example, Reliability Centred Maintenance) could be used to support the definition of maintenance strategies. 5.2 Building strategy A building strategy shall determine the applicable required service and performance specifications for each building (see 5.3). This will also include a strategy to ensure protection of the property value of the building, whenever applicable. The building strategy should be reviewed at specified regular intervals and whenever there is a significant change in the service or performance requirements; this will ensure that the strategy remains current and meaningful. 5.3 Maintenance policy In accordance with the objectives of the building strategy and with the applicable legal requirements, the maintenance policy shall establish the service level to be provided by the inspection and maintenance services. It shall also define – if possible with the support of diagnostic tools – the objectives, the maintenance strategies and the intervention priorities to be considered when establishing the maintenance plan (see Clause 6). An effective maintenance policy shall optimise cost, according to actual financial resources; the policy shall identify maintenance costs and verify their compatibility with expected results and established priorities, in accordance with the building strategy and within the limits of the financial plan. The policy shall consider, whenever possible, obsolescence factors that may influence the services and performance that have to be provided by the building to its users or to other interested parties. The objective and targets shall be presented qualitatively and – as far as possible – quantitatively, defining quality standards (i.e. the “building quality” to be assured by means of maintenance) and service levels (characteristics and frequency of interventions and methods of providing/executing maintenance). SIST EN 15331:2011

EN 15331:2011 (E) 12 5.4 Maintenance strategies/maintenance types 5.4.1 Corrective maintenance

A corrective maintenance strategy shall only be adopted when it is not feasible - for economical or technical reasons - to adopt preventive measures and when the degraded state (i.e. the state in which the ability to provide the required function is reduced, but within defined limits of acceptability; see EN 13306) is acceptable, involving components that are not part of critical or safety systems. Corrective maintenance normally refers to unexpected malfunctions. The general maintenance strategy of a building is composed of the different sub-strategies for the components of the building. Preventive maintenance may be necessary for critical sub-system (e.g. elevators, fire fighting syste

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