The A-B-C of PPM (Planned Preventative Maintenance)

The A-B-C of PPM (Planned Preventative Maintenance)

The best place to start is with definitions. PPM stands for Planned Preventative Maintenance, though it may also be called planned or scheduled maintenance. And that is the easy stuff out of the way. 


One of the issues with discussing PPM is that in most instances it is case-specific. A comprehensive PPM schedule includes the maintenance of assets such as fire equipment and HVAC systems as well as painting & decorating and carpet replacement. What differs is the frequency, the nature of the works to be carried out and the degree to which this is mandated, suggested or ‘best practice’. 


And the degree to which one needs to tailor a maintenance strategy is perhaps why a reactive maintenance strategy is often adopted instead of a planned preventative maintenance. It is important to note, however, that a reactive maintenance strategy is often the more expensive of the two options – sometimes up to 25%. 


At Homyze, we work with a lot of block managers. We also want to ensure that we simplify their already difficult lives by providing a simple and comprehensive PPM schedule for each block they manage. By providing them with a clear calendar of the maintenance strategy for their buildings, this allows them to clearly demonstrate to freeholders that they share their interest in protecting the value of freeholders’ assets. It might also highlight to them just how much is involved in ensuring that their homes are a pleasant place to live. 


So what is involved and how can you get started?


The PPM process typically begins with a site survey. In a perfect world, the property has been managed under a PPM strategy for some period prior and the asset register and O&M manuals are already produced. That way, the primary purpose of the site visit is to conduct a visual inspection of the assets as an input for providing the priced PPM schedule. 


Once an inventory of the assets is in place, a PPM schedule can be produced to cater for statutory, recommended and best practice maintenance for each of the assets. 


What is the difference between a reactive maintenance strategy and PPM?


A reactive maintenance strategy is one where the catalyst for organising engineering visits is a failure of equipment. This means that if, for example, the HVAC system fails in a building an engineer visit will be organised. 


Planned, preventative maintenance (PPM) on the other hand is a strategy where site visits are scheduled ahead of time to undertake pre-specified works on assets or equipment. The equipment is expected to be functioning normally at the time of the visit but the visit may involve preemptively replacing parts of the system to avoid foreseen issues. As the name suggests, the idea is to prevent problems as or before they occur. Whilst it may mean downtime for the relevant systems and equipment, the diarised nature of these works means that occupiers and tenants can be advised ahead of time to allow for contingency plans to be put in place. 


What are the benefits of a PPM strategy?


Planned, preventative maintenance has a number of benefits to its implementation. These may include: 


  • Greater predictability of maintenance expenses
  • Longer lifespan for assets
  • Lower overall maintenance expenses, including reduction in out of hours maintenance costs
  • Increase in service quality from providers
  • Greater asset liquidity as potential purchasers can be more comfortably costs of ownership
  • Lower unplanned asset downtime
  • Improved occupier, tenant and landlord relationships as a result of reduced outages


The Homyze PPM Method


When implementing a PPM strategy for clients, Homyze will typically undertake the following steps. 


  1. Develop an understanding of how the property is utilised
  2. Undertake an assessment of the condition of the property and its equipment and operational infrastructure
  3. Compile an asset register and determine recommended maintenance by asset or asset class
  4. Create a custom PPM strategy to maintain or improve the quality of the property and assets
  5. Provide a price for the recommended PPM strategy along with details of each visit and line item
  6. Schedule each of the visits and provide you with a calendar view and notifications for each visit
  7. Provide you with the same high level of timely reporting that is a core component of the Homyze reactive maintenance strategy


If you have any questions about the Homyze PPM offering, please get in touch with us. We operate throughout the UK and maintain commercial and residential properties on behalf of both individual and corporate customers. We would love to discuss how we can help you.