Building on Windows
Peter Rose—December 2008
Planned preventative maintenance plays a vital role at ‘Persistence Works’, the building that houses the Yorkshire ArtSpace Society, one of the biggest art workshops outside of London, as Peter Rose explains
The Yorkshire Artspace was established in Sheffield in 1977 by a group of artists and craftspeople in order to provide affordable studio space. The Society has been housed in various buildings in Sheffield over the years, but as the arts organisation grew, so did the need for a purposebuilt studio complex to meet the level of demand they were experiencing.
A survey of the needs of the Yorkshire ArtSpace artists, plus a further 30 artists on the waiting list for studios, resulted in a property profile that was very demanding. With the huge variety of processes and materials used by Society members, spaces were needed from 18sq m to 70sq m, their requirements for natural light varied from Northern light to bright sunshine or virtual darkness, and good access and working conditions were rightfully demanded by all. In addition, the Society also needed space for educational activity, as well as an area available to show artwork effectively to the public and an administration base.
In 1996, a site within Sheffield’s Cultural Industries Quarter was identified and secured for the Society by Sheffield City Council. Three years of funding applications for the site followed and by December 1999, the funding was in place – £3.7m from the National Lottery through the Arts Council of England and £1.8m from the European Regional Development Fund and the contract to build Persistence Works was signed.
Persistence Works opened in October 2001 with 100 per cent occupancy, housing 68 artists and craftspeople who work in 51 studio spaces. It also boasts an education and public art space for project activity, a meeting room, a reception and display space and offices for the staff.
Persistence Works is a perfect example of just how vital planned preventative maintenance (PPM) actually can be. Here, artists, painters, jewellers, sculptors, ceramicists, textile artists, silversmiths and furniture makers work tirelessly to create some of the UK’s most stunning designs — many of which are priceless one-offs that, if damaged, are unlikely ever to be replaced. The artists and craftspeople have access to their studios 24 hours a day, so it is essential that a PPM is in place to keep the building fully functional at all times.
Reduced disruption
A PPM model is so important because as well as reducing emergency response call outs and expensive repair costs for the client, it also aims to prevent disruption to the artists’ work time and damage to work by avoiding disasters in the first place.
The core service Powerminster Gleeson offers as part of its FM contract with Yorkshire ArtSpace, involves engineers attending once a week to carry out routine electrical and mechanical checks, including heating and lighting maintenance, making sure the air conditioning and ventilation are functioning, and that fire alarms and emergency lighting are fully operational. It also carries out monthly PPM checks for the washroom and kitchen facilities, including sinks, toilets, pipework and fans with an aim to prevent break downs and leaks. Fans and heating within the artists’ studios are serviced annually.
In most FM contracts, a 24-hour, seven days a week emergency response service is necessary. At Persistence Works, we respond to all breakdowns within a two hour time period — and we feel that this is important to ensure that disruption to the artists’ working day is kept to a minimum. The majority of repair work we undertake includes minor jobs such as fixing deteriorated sinks and broken lights, for example, but it is important these breakdowns are responded to immediately to make sure the building is fully functional for the artists and staff at all times.
It is important to understand the nature of the client’s business in order to develop a maintenance plan that fits around it. The Powerminster Gleeson engineers have to appreciate that the artists and craftspeople are working often in silence, requiring the utmost levels of concentration, therefore disruption to their working day, or night, should be kept to a minimum. It is also important that the engineers respect the artists’ equipment, materials and finished pieces, being careful not to touch, knock or break anything when they are within the artists’ workspaces.
Adapting space
A recent example of where maintenance has had a positive effect is when it was asked to modify one of the workspaces to enable a silversmith to use different equipment. The studios on the upper floors are wired on a single phase energy supply, similar to that in the home, but the silversmith required more power as he wanted to bring in two lathes, a polisher and a variety of drills, which require three phase power. The engineers were able to modify the studio to three phase power. The silversmith might have had to end his tenancy with the Yorkshire ArtSpace Society and find an alternative workspace, with the power he required for his equipment. Instead, the studio was adapted to suit his needs.
Persistence Works has a high security need as many of the artist’s works are priceless, unique pieces, not to mention that the building also contains thousands of pounds worth of specialist equipment used by the artists to create their masterpieces. As the building is located in the city centre, in an area that is unpopulated at night time, the need for intruder alarms, security lighting and good locks is vital. Compliance to HVAC and H&S guidelines is imperative so it is important to make sure correct procedures are followed and that the building’s operations’ manager is kept up to date with any changes.
On demand
PAT testing, in particular, is an important part of any health and safety policy as The Electricity at Work Regulations place a legal responsibility on employers, employees and self-employed persons to ensure the safety of electrical equipment through regular maintenance, inspection and testing. Through the PPM at Persistence Works, PAT testing is provided on a ‘need to do’ basis whenever the operations manager or artists require it.
Businesses are increasingly outsourcing their PPM requirements and are finding that there are major financial and operational benefits from doing so. Almost like taking out an insurance policy, modern-day PPM provides peace of mind and is an affordable way to make sure that a building is operating to optimum efficiency and is meeting all relevant requirements. With many FM contracts spanning over periods of years, it really does make sense to implement a PPM schedule from the outset. The starting off point for this is always the requirements of the building and its occupants.
PPM is vital at the premises of the Yorkshire ArtSpace society as it operates to make sure the building is fully functional 24 hours a day, seven days a week, as well as working to make any required repairs or modifications to the artists’ studios. This is of high importance so artists and craftspeople can work undisturbed and safe in the knowledge that there workspaces will always be operational and free from damage.
The Company Maxima, a provider of, software and consultancy to the construction, services and maintenance management sector, has produced an enterprise resource planning (ERP) software system called MAXcel. Earth shattering news? It may be in some quarters. Powered by Microsoft Dynamics AX 2009, the system has been designed by Maxima to reflect the fact that so far the needs of construction firms have been mainly ignored by the technology industry. The result is that many businesses operate on archaic legacy systems that provide little benefit to users and occupiers. It’s a neat move that could also benefit the FM sector with a service and maintenance module included.
MAXcel allows automated planning and reporting, plus the delivery of specific information, tailored to individual roles within a company. The tools within MAXcel allow firms to overcome inefficient buying of materials, problems with plant and resource scheduling and inaccurate estimating and bidding on projects. In addition, by using MAXcel it is claimed firms can successfully manage and control data to meet increasing government legislation. Benefits promised include:
- A compliance centre that provides one central, integrated view of internal controls, key performance indicators and other compliance data
- Embedded workflows that automate business processes, enforcing standard operating procedures to limit organisational risks while still enabling organisations to respond quickly to rapidly changing market needs
- A unified CRM system that is integrated with other customer information to help improve bidding strategies, customer service, and project management
- Tools to allow businesses to develop and implement new key business processes while maintaining and improving successful, existing business processes and significantly improving productivity
- Systems that help to provide more accurate and timely financial and accounting information to improve management decision-making, risk management, and record-keeping
- Delivery of real time reports on projects such as profitability by project, customer, or job site.
Boris Huard, Chief Operations Officer, Maxima, said, “Completing on time and within budget is essential today. This means reliable, up-to-date information is essential to allow the effective management of time and resources within those budgets. MAXcel delivers this information, with the result that organisations can be sure their projects are being run and monitored successfully.”
Agreement
In April 2007 Maxima signed an agreement with Microsoft that would provide Maxima with the support and backing to develop an industry specific solution, while Microsoft ensures that the application platform is class leading. So far so good? Maybe, but the key thrust in the launch was construction industry focused. MAXcel is an upgrade from the company’s existing Intellect product which has sold well into the construction industry space. However, Huard was keen to point out that of sales of the new product include one company working solely in the field of service management. In a market long overlooked by the major software vendors, and in a time of challenges — both economic and regulatory — Microsoft’s entry into the sector with Maxima is expected to create a stir as construction, service management and maintenance companies now have real modern alternatives to legacy applications.
Does this mean there would be a sweeping attack into the FM domain? Maxima has been implementing business applications solutions into construction and maintenance companies for over 25 years and has over 350 clients, including the likes of Murphy Group, Leach Lewis, Balfour Beatty and Galliford Try. Maxima is a company that has grown by acquisition — 11 companies in less than four years, floating on the AIM market in 2004, and trading through 13 mainly UK offices (one is in Dublin) while focusing on three areas: managed services, business solutions (MAXcel sits here), and information management.
Given all these facts, should CAFM vendors be cowering behind the help desks and dashboards? Huard did concede that some toes might get trampled, but that such a move is not in the immediate game plan. Who is the competition? At the enterprise level it is SAP and Oracle, but as Huard points out, “Our pricing is per user and focuses on total cost of ownership over a three to five year period. We are half the price of SAP or Oracle in a three year run. Because we focus on the infrastructure underneath the application, we are less expensive to run. The money saved on running the infrastructure can be invested in the business.”
Cost of ownership is lower, and depending on the size of projects there will be cheaper management and greater opportunities and possibilities for business process alignment. Elsewhere there is competition from niche providers with specific processes. What Maxima offers is typically broader in its depth and content — but that will not necessarily be needed. “We concentrate on the domain experience and Microsoft on the –technology platform. Price points from niche competition will be higher,” says Huard, “but these companies will need to have higher prices to be able to invest in R&D, marketing, etc.” Niche providers can lack flexibility, unlike a company with the backing of Microsoft’s marketing clout.
There has been a positive analyst reaction to Microsoft Dynamics AX, which is at the core of the MAXcel system. For example Ray Wang of Forrester Research said, “With its innovative role-based user experience, improved reporting and Business Intelligence capabilities, and improving platform harmonisation, Microsoft Dynamics products should be on ERP selection shortlists for a variety of SMBs, particularly those that use Microsoft’s server-based products. Multisite companies should consider Dynamics AX.” The new system does then appear to be about maintenance as well as construction. There are several interesting points, starting with the familiar MS system setup, screens and functionality (love it or loathe it, the dream marketing key is a friendly user interface that everybody is comfortable with).
The MAXcel Service and Maintenance Module is a comprehensive solution designed to manage both reactive and planned maintenance; and to schedule service tasks. The Service and Maintenance Module is being actively marketed as suitable for property repair and maintenance; M&E maintenance, and FM.
The Service and Maintenance Module is integrated with the rest of the MAXcel system providing project accounting, inventory management and finance functionality.
Key features are:
- scheduling organises calls by date and area to minimise travel time and costs;
- report and workflow alerts ensure that companies meet the terms of Service Level Agreements;
- full analysis of maintenance costs means companies can measure profitability according to service call, property, contract, customer or service branch; management control — financial analysis reveals areas which are under-performing or over budget; and service information is stored online for convenient access and sharing both within a company and selectively with its customers.
Ease of use
There are links to other MS based business systems, such as Excel, and links to Outlook and e-mail too. In addition, the technology is there for anyone who wants to set up wireless communications so the system could link to PDAs for maintenance people. Leading on from the remarks about the interface, the system is easy to use.
Huard states that while Maxima will support UNIX, “it is not the latest technology, and nor is it the easiest interface to get to grips with — plus it wins no friends on scalability issues.” If any criticism were to be levelled at MAXcel it is that it is not truly FM friendly as currently marketed, but is really for the construction projects market with FM having been bolted on. It does not link to data from HVAC etc, for energy monitoring purposes although the technology is there for that to happen.
Today the system is being actively marketed in the UK and Ireland. The company is keen that the UK footprint becomes well established although Huard tells of calls being received from Australia, New Zealand and Canada. “We have been involved in web casts with Australia where Microsoft partners were expressing interest in reselling the product. Following Microsoft’s lead, Maxima has had the elements of its products concerning subcontractor management certified with HM Revenue and Customs and obtained worldwide Veritas security accreditation — the first Microsoft partner in its market globally to do so. Neither overseas marketing nor multilingual offerings are ruled out — today they are, of course, but not in the near future, besides which, multilingual offerings will call for translation expertise. “We are concentrating on the UK first,” says Huard.
Peter Rose is Operations Manager for the North East at Powerminster Gleeson Services www.gleesonservices.co.uk
