Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
Department of Higher Education and Training
Recommended Maintenance and Improvement of Infrastructure Policy
for Public TVET Colleges
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18 February 2016
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
TABLE OF CONTENTS
PAGE
1.
Legislative framework and best practices
4
2.
Purpose
4
3.
Objective
4
4.
Scope
4
5.
Definitions, acronyms and abbreviations
5
6
Principles
6
7.
Procedures
8
8.
Roles and responsibilities
10
9.
Adoption of policy
11
10.
Availability of Maintenance and Improvement of
Infrastructure policy
11
11.
Annual review of policy
11
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18 February 2016
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
AMENDMENT AND APPROVAL RECORD
Amendment
Amendment
No.
description
Originator
Approved By
Date
Name of TVETC: ………………………………
Maintenance and Improvement of Infrastructure policy
Department: Corporate
Responsibility : Accounting Officer
_________________________
______________________
Prepared and submitted by the
Accounting Officer to Council
Adopted by Council
(Signed by Chairperson obo Council)
Date: _________________
Date: _________________
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Implementation Date:
XXXXXXXX
Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
1. Legislative framework and best practices
Key principles contained in the following legislation and best practices were applied
to develop this policy:
(a) CET Colleges Act No.16 of 2006, as amended (the “Act”) (formerly the FET Act);
(b) Public Finance Management Act, 1999 (Act No 1 of 1999 as amended by Act 29
of 1999) (PFMA); and
(c) National Treasury Regulations, March 2005.
Further the following Department Recommended Policies and Council adopted codes
are integral to this Maintenance and Improvement of Infrastructure Policy:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Delegation of Authority Framework- Finance and Governance;
Supply Chain Management Policy;
Capital Infrastructure Acquisition Policy:
Code of Conduct for Employees;
Code of Conduct for Students;
Code of Conduct for the College Council; and
Code of Conduct for the Students Representative Council.
2. Purpose
The purpose of this policy is to ensure that College land and building assets are
maintained in a condition which retains their value and remaining useful life.
3. Objective
The objectives of this policy are to:
(a)
(b)
(c)
(d)
(e)
clarify maintenance responsibilities for land and building assets;
specify the minimum requirements for the management of maintenance;
ensure that land and building assets are adequately maintained;
ensure that associated risks are effectively managed;
ensure that land and building assets perform effectively and efficiently throughout
their service life;
(f) ensure that appropriate decisions are made in selecting maintenance strategies;
and
(g) ensure that a sound basis exists for the allocation of maintenance funds.
4. Scope
This policy is applicable once a land and/or building asset is acquired by or
transferred to the College or any of its campuses. It then applies to all College
Employees, whether full-time or part-time, or Council or Department appointed, or
paid on a salaried or an hourly/daily individual b a s i s . In particular, the Accounting
Officer; the D e p u t y Principal Corporate Services; the D e p u t y P r i n c i p a l
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
F i n a n c e and the Assistant General Administration Manager shall play significant
roles in the maintenance and improvement of infrastructure.
5. Definitions, acronyms and abbreviations
For the purpose of this policy, unless the context indicates otherwise, the following
definitions, acronyms and abbreviations are set out for the terms indicated:
5.1
“Accounting Officer” – is the College Principal.
5.2
“Act” – is the CET Colleges Act No.16 of 2006, as amended.
5.3
“ARV” – is asset replacement value.
5.4
“Asset management” – a systematic approach to the procurement,
maintenance, operation, rehabilitation and disposal of one or more fixed assets
which integrates the utilization of assets and their performance with the
business requirements of fixed asset owners or users.
5.5
“Backlog maintenance” – maintenance that is necessary to prevent the
deterioration of a fixed asset or its function but which has not been carried out.
5.6
“College” – is a Public TVET College (formerly known as a FET College).
5.7
“Corrective maintenance” – the actions performed, as a result of failure, to
restore an item or asset to its original condition, as far as practicable.
5.8
“DAF”- Delegation of Authority Framework- Finance and Governance.
5.9
“Deferred maintenance” – maintenance which is due to be carried out in the
current financial year but which will not be carried out because of a shortage of
funds or unavailability of parts, or skilled labour. Deferred maintenance should
be added to the backlog of maintenance items awaiting attention.
5.10 “Department”; “DHET” – is the Department of Higher Education and Training.
5.11 “Facility” – a complex of buildings, structures, roads and associated equipment,
which represents a single management unit for financial, operational,
maintenance or other purposes.
5.12 “i.e.” – Latin id est., meaning that is.
5.13 “IT” – is Information Technology.
5.14 “KPI” – is Key Performance Indicators.
5.15 “Minister” – is the Minister of the Department of Higher Education and Training.
5.16 “Preventative maintenance” – the actions performed to retain an item or asset in
its original condition as far as practicable by providing systematic inspection,
detection and prevention of incipient failure.
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
5.17 “SCM” – is Supply Chain Management.
5.18 “Statutory maintenance” – is maintenance that must be carried out to meet
statutory requirements.
5.19 “TVET” – is Technical and Vocational Education and Training.
6. Principles
6.1
Funding
6.1.1 Maintenance funds will be used to achieve the greatest benefit for College
buildings and associated infrastructure. Within the constraints of available
resources, College facilities will be maintained to the best standard possible
while meeting statutory obligations and the operational needs of the College
community.
6.1.2 Choosing between the many competing demands on maintenance funds is a
difficult and demanding task, especially in a climate of increasing costs brought
about by factors such as more stringent legislation, rapid growth in the building
stock and extended academic programmes.
6.1.3 Maintenance funding is prioritised within budget levels and will be allocated in
consideration of the following factors:
(a)
(b)
(c)
(d)
(e)
(f)
6.2
Statutory compliance;
Workplace Health and Safety;
Risk management;
Asset life cycles;
Impact on teaching programmes; and
Public appearance.
Maintenance Standards
6.2.1 Each facility shall be allocated an Importance Rating of 1 - 5. Maintenance
standards will vary depending on the importance of the facility as per the guide
below:
Rating
1
2
3
4
5
Importance
Not important
Low importance
Fair maintenance
Important
Very important
Maintenance Standards
Carry out only essential maintenance
Defer non-essential maintenance where possible
Carry out maintenance based upon risk assessment
Maintain to the best standard that resources allow
Maintain to a very high standard
6.2.2 In relation to rating 5, there will always be some buildings and facilities which,
because of their importance, their prominence, aesthetic value or historical
significance, must be maintained at a higher standard than that prevailing
elsewhere in the College.
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
6.3
Maintenance Strategies
6.3.1 In undertaking maintenance services, the Assistant General Administration
Manager (or similar titled person reporting to the Deputy Principal Corporate
Services) shall structure the activities to ensure workplace health and safety is
not compromised and disruptions to College activities are minimised where
practicable.
6.3.2 The following maintenance and improvement strategies are available and
should be selected depending upon the specific work required and the
importance of the facility:
(a) Preventive maintenance is maintenance which is carried out to prevent an
item failing or wearing out by providing systematic inspection, detection
and prevention of incipient failure. This maintenance is usually planned.
(b) Statutory maintenance is when plant such as lifts, fire systems and air
conditioning systems are serviced and maintained in accordance with
legislative requirements.
(c) Corrective maintenance is maintenance that is required to bring an item
back to working order when it has failed or worn out.
(d) Backlog maintenance is maintenance that is necessary to prevent the
deterioration of an asset or its function but which has not been carried out.
The College's backlog maintenance liability is to be estimated each year
by the Assistant General Administration Manager.
6.3.3 Campus Managers should forward an Annual Campus Maintenance ( A C M)
programme to Central Office beginning of each year and make sure that the
ACM is considered in each current financial year.
6.3.4 An annual Deferred Maintenance programme m u s t b e set up to address
high priority backlog maintenance items, by the Assistant General
Administration Manager. The Deferred Maintenance programme is normally
used to replace building elements that are at an end of their life cycle e.g., air
conditioning systems, leaking and rusted roofs etc.
6.4
Funding Responsibilities
6.4.1 The Assistant General Administration Manager is responsible for allocating
approved budget funds for building or infrastructure repairs and maintenance
that is due to fair wear and tear.
6.4.2 Where possible, maintenance work r e s u l t i n g
vandalism will be charged to the appropriate party.
from
misuse
and
6.4.3 Future required work i d e n t i f i e d as legitimate maintenance will be
prioritised and budgeted for within funding levels.
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
7. Procedures
7.1
Facilities Condition Assessment
7.1.1 A facilities condition audit shall be carried out on College-owned facilities
each year.
7.1.2 Where resources are available, audits will be carried out as follows:
(a) Level 3: detailed audit;
(b) Level 2: walk through audit;
(c) Level 1: desktop audit.
7.1.3 Each facility should undergo a Level 2 or Level 3 audit every 5 years and a
Level 1 audit each intervening year.
7.1.4 Building maintenance deficiencies will be identified and placed on
appropriate works programmes (e.g. Corrective Maintenance, Deferred
Maintenance, Capital Projects Plan, and Minor Works).
7.2
Maintenance Procurement
7.2.1 All statutory and preventive maintenance services shall be procured in
accordance with the College SCM Policy.
7.2.2 All maintenance of a contractual nature are to have measurable
performance indicators established and performance reviews carried out
on at least a quarterly basis.
7.2.3 Service contracts will be bundled so as to achieve optimum market value and
reliability of service.
7.2.4 Deferred maintenance projects are tendered in the open market in
accordance with the SCM Policy
7.2.5 Corrective maintenance is predominantly carried out by College staff.
Private contractors are also used for specialist work or where internal
resources cannot deliver the work within a reasonable timeframe.
7.3
Maintenance Priorities
7.3.1 All maintenance and improvement requests shall be assigned a priority
rating by the Infrastructure and Assistant General Administration Manager.
7.3.2 Priorities are allocated by the category the work requested falls into and
each priority has a response time which has been outlined below.
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
7.3.3 A response time is the time it takes maintenance to first respond to the
work requested and is not the actual work completion time.
7.3.4 Completion of a maintenance or improvement task or project may be affected
by a number of factors, for example, parts may need to be ordered, or
equipment may need to be taken to another location for repair.
7.3.5 Priorities are listed on a 1 - 4 rating, with 1 being the highest priority and 4
being the lowest priority.
7.3.6 Below is a list of each priority with the categories outlined:
PRIORITY
RESPONSE
CATEGORIES
PRIORITY 1
a) Within 1 hour (during •
normal working hours)
Serious safety hazard/incident
•
Irreplaceable/catastrophic loss
to teaching
•
Serious asset damage (e.g.
fire/major leaks which may
include water, gas)
•
Widespread loss of power
b) Within 2 hours (after hours)
PRIORITY 2
PRIORITY 3
PRIORITY 4
Within 48 hours or 2 working •
days
•
Replaceable loss to teaching
•
Malfunction of equipment
Within 72 hours or 3 working •
days
No specified response time
Low risk safety hazards
Asset requires maintenance not urgent
•
Minimal risk to teaching and
operations
•
Routine maintenance
•
Programmed work
•
Work scheduled as per
agreement with campus or
unit manager
7.3.7 The objective of Priority 1 is to make safe and minimise damage.
7.3.8 In all cases, the Assistant General Administration Manager shall respond
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
without delay.
7.4
Maintenance Performance Management
7.4.1 Key performance indicators (KPls) will be monitored to ensure that the
delivery of maintenance services meets the desired standards.
7.4.2 These KPls are detailed in the table below:
No. KPI
MEASURE
1. Response Time
Measure job starting time and
date to indicative time and date
given by supplier, or job card
detail for internally generated
work.
No. over 30 days
TARGET
2. Outstanding Work
Orders
No. over 60 days
No. over 90 days
3. Maintenance Index
% of maintenance budget /
total ARV
Achieve minimum of
95% of specified
response times
15% total work orders
10% total work orders
5% total work orders
No less than 1.0%
4. Health Safety and No. of serious incidents reported to
Environment
authorities
0
5. Condition Auditing % of buildings audited by due date
100%
8. Roles and responsibilities
8.1
Infrastructure and Assistant General Administration Manager
8.1.1 The Assistant General Administration Manager is responsible for the
implementation of this policy and for the maintenance and improvement of
College-owned facilities.
8.1.2 As the College in most circumstances is the owner of land and building
assets, the Assistant General Administration Manager i s responsible for
acting as 'building owner' in respect of asset management and
c o m p l i a n c e with statutory and regulatory building requirements.
8.2
The Maintenance and Repair of Plant, Equipment and IT Equipment
8.2.1 Facilities not owned by the College fall outside the Assistant General
Administration Manager's responsibility, as do College Plant, Equipment and IT
Equipment.
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Department of Higher Education and Training
Technical and Vocational Education and Training College
Recommended Maintenance and Improvement of Infrastructure Policy
8.2.2 The exception to non-owned premises will be in instances where rental
agreements stipulate maintenance is the responsibility of the tenant (i.e. the
College).
8.3
Building Occupants
8.3.1 Building occupants are responsible for ensuring that f a c i l i t i e s are kept in a
safe and tidy condition.
8.3.2 All building-related faults should be reported to the Assistant General
Administration Manager by the building occupants.
8.4
Health and Safety Risks
It is the responsibility of the Chief Risk Officer to ensure an audit is conducted of all
buildings and premises to substantiate whether they comply with Occupational,
Health and Safety Act requirements, and further to fund from the Risk Officer’s
budget for any safety notice requirements.
9. Adoption of policy
This policy is effective from the date on which it is adopted by the Council.
10. Availability of Maintenance and Improvement of Infrastructure policy
A copy of this policy and other relevant documentation should be made available on
the College website.
11. Annual revision of policy
This policy will be subject to an annual review by College management to ensure its
relevance. Colleges should forward any inputs and recommendations to the TVET
Branch of DHET for possible consideration during the annual review process.
Any recommended changes to the Maintenance and Improvement of Infrastructure
policy should be presented to the College Council for adoption.
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