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K-12 Workflow Management Blog

Developing Your Facility Maintenance Plan (With Template)

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Facility maintenance planning is a smaller portion of your overall facility management plan. School facility management plays a lead role in ensuring building occupants’ safety and creating a positive and productive learning environment.

However, around 40% of public schools don’t have a long-term facility maintenance plan. This puts them at a serious disadvantage when it comes to allocating resources, reducing expenses, limiting downtime, and promoting health and safety in their school buildings.

In this post, we’ll detail the essential elements you should include in your school facility maintenance plan, along with a downloadable facility maintenance plan template that you can use when drafting a plan for your school.

What is a Facility Maintenance Plan?

A facility maintenance plan is a document that describes all the maintenance activities that must occur to keep a school building in good working order. Facilities maintenance plans are created to prevent or limit equipment downtime and extend asset lifecycles. Such plans usually include detailed instructions for maintenance tasks, including inspections, repairs, and grounds upkeep. The most effective plans include key performance indicators (KPIs) for maintenance staff, allowing facilities managers to accurately measure whether staff are working efficiently and have the resources they need, and whether equipment is living up to its expected lifespan.

Types of School Maintenance

Your school maintenance plan may include a combination of preventive, predictive, and corrective maintenance. Knowing the difference between them will help you plan appropriately for different kinds of tasks.

  • Preventive maintenance involves performing regular maintenance on equipment, assets, or systems. Facilities managers develop a preventive maintenance schedule that identifies routine maintenance tasks and how often the maintenance team should complete them.
  • Predictive maintenance goes one step further using data analytics to determine when maintenance is necessary. Rather than relying on a set schedule, schools use sensors and other technology to monitor their systems and equipment. This allows them to flag performance issues and maintain or repair them before they get worse.
  • Corrective maintenance is more reactive, requiring a piece of equipment to fail or break down before a work order to be created and a maintenance technician to take corrective actions, such as repairing or replacing it.

What to Include in Your Facility Maintenance Plan

There is no pre-built facility maintenance plan that will perfectly fit your school, because each district has a different combination of systems, assets, and equipment to maintain.

When building a maintenance plan that fits your school’s specific needs, be sure to include the following elements. And for specific details of items to include in your own plan, check out this page on what to include in a long-term school maintenance plan.

  • Table of Contents: Make it easy for yourself, other administrators, or your facilities team to access planned maintenance schedules, conduct inspections, access SOPs, view future and planned maintenance budgets, etc.
  • Personnel Requirements/Responsibilities: Define team member roles and duties. Identify any individuals involved in department oversight, including managers, supervisors, and administrators. In addition, list any required certifications that employees need to safely and effectively do their jobs.
  • Department-Specific Preventive Maintenance Tasks: While your core maintenance team is responsible for the bulk of your maintenance activities, some preventive or routine tasks can be assigned to others in your institution. For example, your school’s IT department might be responsible for inventorying and routine care of A/V equipment.
  • Asset Maintenance Checklists: Inventory all school building systems and each piece of equipment that needs servicing. Then provide step-by-step maintenance checklists for each asset and system.
  • Routine Maintenance Frequency: Note when facility inspections, upkeep, and recurring maintenance procedures should occur. For example, you might require the maintenance team to replace air filters every three months and inspect fire alarms annually.
  • Warranty & Service Contract Information: Provide all information surrounding equipment warranties along with details on any required maintenance needed to maintain warranties. Also note approved vendors for servicing equipment, their contact information, and any pre-determined pricing or contracts you may have established.
  • Facility Maintenance Budget/Cost-Planning: Include your current maintenance budget and all planned expenditures for this year. Then note any facilities or equipment that will need service or replacement in the future, or any other improvements that may be made to the school, along with their anticipated costs.
  • Record-Keeping Procedures: Document what processes and systems will be used to log and archive completed maintenance tasks and work orders. Identify the CMMS your school uses (if any), and where essential elements such as maintenance schedules, inspection checklists, or asset management data can be found.

Free Facility Maintenance Plan Template

Use the following template as a foundation for building your own facility maintenance plan or facility maintenance checklist.

Table of Contents

After completing your facilities maintenance plan, update your table of contents to simplify navigation between and within each section.

Facilities Goals, Standards, & Procedures

Briefly describe the need for maintaining a streamlined workflow and following standard operating procedures. Detail the goals or priorities of facilities management, and note what procedures will be followed and how they’ll support departmental goals.

Mandated Standards

Note which facilities maintenance standards your school is held to. Those may include, but not be limited to:

Your state may have more specific standards for school facility maintenance that you can incorporate into your plan.

Submitting Work Orders

Document the process that should be followed when submitting work orders. Ideally, all work orders should be submitted through one centralized submission process.

SOPs for Working and Completing Tickets

Document standard procedures for completing equipment safety checks; handling preventive maintenance tasks; working tickets; and properly closing them out.

Maintaining Asset Histories

Document how asset managers, department managers, or your maintenance team should handle logging preventive maintenance measures and equipment breakdown/repair histories over time.

Maintenance Personnel & Responsibilities

Briefly describe how facilities management is supported by several positions within your school. Detail facilities-related responsibilities for these individuals in the following sections.

Maintenance Department

Briefly highlight the maintenance department’s overall responsibility for all facilities maintenance tasks.

  • Facilities Manager/Director – List education/certification requirements and essential roles/responsibilities
  • Technician – List education/certification requirements and essential roles/responsibilities
  • Additional roles for your team

Administration

Briefly describe the importance of administrative support in maintenance task completion.

  • District Superindendent/Board Members – List any facilities-related responsibilities, such as allocating budget and/or approving requisitions
  • Principal/Vice Principal – List any facilities-related responsibilities, such as allocating budget and/or approving requisitions
  • Finance/Purchasing Director – List any facilities-related responsibilities, such as submitting purchase orders and paying invoices
  • Office Manager – List any facilities-related responsibilities, such as inventorying of office equipment and/or submitting work orders as needed for equipment repair
  • Additional roles as relevant

Faculty & Staff

Briefly describe how educators can support facilities maintenance processes.

  • Teachers/Educators – List any facilities-related responsibilities, such as inventorying of classroom assets, student Chromebooks, etc.
  • Cafeteria Manager – List any facilities-related responsibilities, such as inventorying of kitchen equipment and/or submitting work orders as needed for equipment repair
  • Athletic Director – List any facilities-related responsibilities, such as inventorying of athletic equipment and/or submitting work orders as needed for facility/grounds maintenance
  • IT Director – List any facilities-related responsibilities, such as inventorying of computer equipment and/or submitting work orders as needed for equipment repair
  • Events Manager – List any facilities-related responsibilities, such as inventorying of tables, chairs, A/V equipment, etc. and/or submitting work orders as needed for facility repairs
  • Custodial Manager – List any facilities-related responsibilities, such as submitting maintenance work orders as needed for equipment repair
  • Additional roles as relevant

Maintenance Schedules & Inspection Checklists

Briefly introduce the following sections, which will make up the bulk of your facility maintenance plan. For each section, include:

  • Routine Maintenance/Inspection Checklist: Detail routine maintenance timelines and tasks
  • Preventive Maintenance Plan: Detail preventive maintenance checklist items and planned timelines
  • Warranty Information: Upload PDF/documents pertaining to all related asset warranties.
  • Approved Service Provider(s): Include the contact person, contact information, and notes pertaining to negotiated rates/services, guaranteed response times, or other useful information for each approved service provider.

Add additional sections as needed to fully represent all major maintenance systems and tasks in your school.

HVAC Systems

List all heating and air conditioning systems within your school. In your inspection checklist, include steps such as:

  • Confirm accuracy of the HVAC system thermostat.
  • Check that the unit switches to heating and cooling modes smoothly and without excessive noise or vibration.
  • Lubricate pump bearings and tighten fittings.
  • Check that drip pan and pipes are clear and free of buildup or blockages.
  • Clean ducts and replace filters.

Electrical Systems

List all electrical systems within your school. In your inspection checklist, include steps such as:

  • Confirm all electrical boxes, wiring, switches, meters, and other elements are in good condition.
  • Test electrical outlets and confirm that all switches are operational.
  • Check that wiring is well-maintained with no loose or exposed wires.
  • Confirm warning and safety signage is visible.

Fire Alarm & Safety Measures

List all fire alarm and general safety measures taken within your school. In your inspection checklist, include steps such as:

  • Test smoke alarms and replace batteries.
  • Confirm fire extinguishers are accessible and not expired.
  • Ensure clear pathways to and surrounding fire exits.
  • Check AED equipment and/or restocking first-aid and Stop the Bleed kits.
  • Confirm that “Caution,” “Out of Order,” “Closed” and other portable safety signs are in good condition and easy to notice and comprehend when displayed.

Plumbing & Sprinkler Systems

List all plumbing systems inside and outside of your school. In your inspection checklist, include steps such as:

  • Inspect drains for obvious blockages or signs of potential blockages.
  • Check both hot and cold faucets are operational, and at safe temperatures.
  • Check interior fire sprinkler systems.
  • Check exterior landscaping sprinkler systems and confirm sprinkler scheduling is working.
  • Check exterior sprinkler heads to prevent broken equipment from flooding school property.

School Grounds

List all general interior and exterior grounds that must be maintained within your school. In your inspection checklist, include steps such as:

  • Confirm all windows and doors open, close, lock, and unlock properly.
  • Check for signs of pests/rodents, and hire pest control services.
  • Ensure walls maintain a well-kept appearance (i.e., no crumbling corners; no mold growth; no need for new paint, etc).
  • Check stairs and railings to ensure no tripping hazards are present, and that handrails meet safety requirements for your area.
  • Confirm landscaping is well-maintained and that sidewalks and parking lots are free of obstructions.
  • Check roofing and rain gutters to ensure no leaks are present.

YYYY-YYYY Facilities Budget

Update the section heading with the current school year. Introduce your plans for utilizing your allocated facilities budget, and note any established school goals for reserving funds for emergency expenses.

Planned Expenditures

List this year’s allocated facilities budget and any other incoming funds that may be provided throughout the year. Then list with all current known and planned expenses throughout the school year and summer, along with their exact costs if known, and a total remaining budget after expenses are paid. Link or upload invoices/receipts for each expense as you receive them.

Priority Upgrades/Repairs

Detail known expenses for upcoming, non-emergency facility repairs or upgrades. List each item with its expected cost. Link or upload any bids/quotes that have already been received for these projects.

Future Upgrades/Repairs

Detail planned future-state upgrades or repairs and their expected costs.

Managing and Tracking Your Maintenance Plan

Creating a maintenance plan is only the first step. Once it’s in place, you’ll need to evaluate its effectiveness and ensure that your team is hitting its goals and KPIs. These tips will help make that process easier:

  • Use Computerized Maintenance Management Software (CMMS): CMMS software improves maintenance management by allowing you to track tasks, update work orders, and analyze data. It also gives maintenance team members access to the school building maintenance checklist from anywhere.
  • Build strong maintenance activity workflows: When employees all follow the same workflow, facilities managers always know when maintenance tasks are complete and which are still ongoing. This detailed documentation makes data tracking more accurate and prevents unfinished tasks from flying under the radar.
  • Establish KPIs for your team: KPIs are vital to optimizing your facility maintenance planning, locating any bottlenecks, and identifying repeated equipment repairs. You can also determine whether you need to improve employee training or look for a different third-party service provider.

In addition to taking these steps, you’ll also need to review and update your maintenance plan periodically. Ask for feedback from the maintenance team, departmental leaders, and other people in the school and use it to improve your processes and procedures.

Benefits of Creating a Facility Maintenance Plan

Developing a maintenance plan is a lot of work, but it pays off in a major way. Some of the most notable advantages include:

  • Improved safety and compliance: A facility maintenance plan includes critical points that can affect your compliance with safety regulations, not to mention the well-being of students and staff. These might include maintaining electrical systems, school grounds, and equipment like fire alarms.
  • Enhanced equipment performance: A maintenance plan template lists tasks such as replacing filters and checking fluid levels, which allow your equipment to work more effectively and improve energy efficiency. Regular upkeep also gives you more opportunities to notice performance issues that may not be obvious at first glance.
  • Reduced unexpected downtime: When your team addresses issues before they become severe, it minimizes equipment downtime. Consistently maintaining and inspecting equipment makes it less likely that you’ll be caught off guard by a sudden system failure that can disrupt student learning.
  • Budgeting for costs: Using a maintenance plan also allows you to allocate your resources more effectively. Predictive and preventive maintenance are more cost-effective than emergency repairs, which often require expedited shipping and extra labor charges.
  • Organization and efficiency: A maintenance plan is equally valuable for staffing and scheduling. You can assign employees to appropriate tasks and plan for times when you may need additional support.

There are no downsides to having a facilities maintenance plan. Writing one is time-consuming, but a template is a great solution that gives you all the benefits of a well-constructed plan in less time.

Performing Building Maintenance with Incident IQ

School facilities are the second-largest sector of public infrastructure spending in the country, and school building maintenance is one of the biggest contributors to those costs. Facility managers can keep expenses down with a maintenance plan, but only if it’s detailed and comprehensive. Using a facility maintenance plan template clarifies what you should include and how to organize the document, so you start using it as quickly as possible.

Incident IQ is the perfect complement to your facilities maintenance plan. With Incident IQ’s school facilities management software, you can streamline and store your work orders, manage your recurring maintenance, and keep track of your inventory and labor costs. For an even more full-service solution, pair your facilities management with asset management software, so you can track IT requests, student devices, and maintenance tasks all on the same platform.

Schedule a demo to see how Incident IQ can simplify your facilities management planning.