- To collect data automatically (basic property data, energy data, condition data, etc.)
- Run a new inspection in the tool or using the tool (with condition visualization (same as above)
- Keeping the data constantly updated automatically so that you have access to updated relevant data anytime and anywhere
- To create a maintenance plan for a component, a property or for the entire portfolio
Optimizing maintenance plans for cost, budget, energy and climate goals, etc
- To adjust planned measures and to evaluate the effect directly (cost, energy performance, climate effect, etc.) so that decisions can be made based on data
You can create as many maintenance plans as you like. It is easy and fast to create several maintenance plans and compare them directly in the tool to choose the plan that best covers your needs.
- Systematic and automated data management. All data in one place
- Integrated inspection process with smart deterioration functions
- Data-driven and automated maintenance planning
- Data-driven and automated updating of data, maintenance plans, etc
- Unique visualizations for better decision support
- Detailed reporting
A maintenance plan shows all future maintenance and renovation needs for a specific property. A good plan should include what maintenance and renovation needs exist, when they need to be done and how much these actions will cost.
A maintenance plan should (help you to) answer the following three questions:
- What measures need to be taken in the property?
- When do maintenance and renovations need to be carried out?
- How much will it cost?
In this way, you as a property owner get an overview of the maintenance needs that exist in the property as well as future costs for maintenance and renovation. By structuring and planning maintenance well in advance, you also reduce the risk of missing important measures which in some cases can mean extensive emergency costs if something happens. This gives you the opportunity to plan long-term, spread costs over several years and at the same time avoid possible cost peaks. With a good maintenance plan, you can also create synergies in the maintenance and renovation work by, for example, planning window replacement and facade painting at the same time, and thus save costs on scaffolding.
Yes, operation and maintenance are different things. Maintenance is the measures that need to be taken to maintain the property in as good a condition as possible. Window replacements, facade renovation, reroofing and maintenance of ventilation systems are things that are included in property maintenance. Operation is more property-related service such as e.g. to ensure that heating and electricity work as they should in daily operations.
|Examples of property maintenance||Examples of property management|
|Window replacement||Supervision of heating, water and ventilation|
|Facade renovation||Error reporting and emergency measures|
|Stock change||Maintenance of stairwells|
|Reroofing||Cleaning of filters and valves|
A good maintenance plan gives you the opportunity to plan long-term, spread costs over several years and create synergies in the maintenance and renovation work by planning several measures at the same time. A window replacement and facade painting carried out at the same time can e.g. reduce the total cost of scaffolding.
Benefits of a maintenance plan:
- You gain control over the property finances and can spread costs in the short and long term
- You get an overview of the property's condition - which measures have been implemented and expected maintenance needs in the future
- You get a solid decision basis for planning future measures
- You can work proactively with maintenance and reduce the risk of urgent and unplanned maintenance measures
- You get the conditions for long-term and sustainable financial and technical property management
- You can procure measures in good time, which often means lower costs
Before starting the maintenance plan, you should collect as much information as possible. Do you have a current property inspection and previous inspection report? Is there an energy declaration? What measures have been implemented in recent years? Make sure you are aware of the current condition of the property and collect previous documentation. You also need to know what budget is available for property maintenance going forward so it becomes clear which frameworks you have to work with.
When you have all the prerequisites and in place - such as the budget and what the current situation around the property looks like - you can start planning for future maintenance.
Actions and prioritization – what maintenance needs to be done and what is most important?
All future measures must be included in the maintenance plan. If it e.g. in the case of a window replacement, the maintenance plan needs to clearly show which windows apply and in which property.
Are there actions that are more urgent than others?
You also need to keep that in mind when creating a maintenance plan.
The time perspective – how long will each action take and when should they be carried out?
Different measures will take different amounts of time to do. A trunk replacement in a large property can take up to 2 years if you include inspections, implementation and follow-up, while reroofing a smaller building can take a few days to a few weeks depending on the type of roof and the existing condition. When these measures are to be taken must also be included in the plan - year and month. (Make sure to include the time perspective in your maintenance plan.)
Costs for each maintenance measure
The cost of each measure must also be included in a maintenance plan. Partly to be able to budget, but also to be able to plan cost-effectively. The cost must include unit, quantity and unit price. Keep in mind that if you change supplier, you may need to update the costs so that they reflect the new price picture.
How often should the measures be taken?
Maintenance planning can involve plans that extend over 50 years. Certain maintenance needs to be carried out at more frequent intervals such as, while other types of maintenance such as tribe changes are carried out within an interval of approx. 30-50 years. These intervals should also be included in the maintenance plan.
Status of each action
How are the maintenance measures going? Which ones are completed?
In the maintenance plan, you should be able to see the status of each action in order to be able to follow up and know what remains to be done going forward.
Don't forget the energy and climate goals
In the near future, it may become relevant to have a minimum requirement for energy needs in properties through the new version of the Energy Performance of Buildings Directive, which places additional demands on you as a property owner.
By adding energy and climate aspects to your planning, you get an even better overview of the property's condition, but above all you get a better decision-making basis, which means you can create maintenance plans based on both financial and environmental aspects. In this way, you can work proactively towards energy and climate goals and create a maintenance plan that also includes these energy and climate aspects.
Climate-smart maintenance planning
If we now know what a maintenance plan is, then what is a climate-smart maintenance plan? A climate-smart maintenance plan also includes environmental and energy aspects in addition to everything else above. While a maintenance plan is an excellent tool for keeping track of the actions that need to be done in the property, it mainly focuses on the financial perspective: what needs to be done and how much will it cost? But what then happens to the needs around the environment and energy? Climate change and increased requirements for reporting on properties' energy and environmental impact mean that you also need to keep an eye on environmental and energy needs in maintenance planning – not just financial and technical needs. A climate-smart maintenance plan gives you exactly this.
In the near future, it may e.g. become up-to-date with a minimum requirement regarding energy needs in properties through the new version of Energy Performance of Buildings Directive at the same time as EU-taxonomy sets stricter rules on who can get sustainable financing to finance building renovation projects.
Another challenge is the time and often large investments that maintenance and renovation projects require, which means that you need to be able to plan long-term in order for the projects to be as time- and cost-effective as possible. If, in addition, energy and environmental needs are to be included in the planning, it becomes even more important to have a good decision-making basis that includes both economic and environmental aspects. This is also something that climate-smart maintenance planning can help you with.
The climate-smart maintenance plan contains both financial and environmental aspects.
While a "normal" maintenance plan gives you an overview of future maintenance and renovation needs as well as costs and investments, a climate-smart maintenance plan contains all this but also the property's future energy and climate impact.
A climate-smart maintenance plan helps you answer the following four questions:
• What measures need to be taken in the property?
• When do maintenance and renovations need to be carried out?
• How much will it cost?
• How will maintenance and renovations affect energy needs and climate?
So instead of solely focusing on the financial forecast and future costs for maintenance, you can in this way also include energy needs and climate impact in the calculation. Create a decision basis based on both financial and environmental aspects - this is when you can prioritize measures from an overall perspective and work proactively towards energy and climate goals, but also adapt the planning based on this.
What should you then focus on in your climate-smart maintenance plan? Since a climate-smart maintenance plan not only tracks costs but also other indicators related to the building's energy needs and climate impact, it can be difficult to decide which of these indicators to focus on. Here, it can be smart to adapt to existing reporting standards and monitoring systems. It will make it easier for you to follow up on implemented measures, as it will for example be possible to compare the calculated reduction in energy demand with the actual reduction.
When it comes to greenhouse gas emissions, there are several standards for calculating and reporting emissions of greenhouse gases. The most widely used standard for reporting greenhouse gas emissions for businesses is the GHG protocol, where GHG stands for Greenhouse Gas. The GHG protocol distinguishes between three different dimensions of emissions – scope 1, scope 2 and scope 3.
|The three scopes of the GHG protocol|
|Scope 1||Direct emissions from your business, such as from burning fossil fuel for heating|
|Scope 2||Indirect emissions from energy supply such as e.g. electricity and district heating that is consumed in the company's own operations|
|Scope 3||Indirect emissions that occur in the business value chain but are not owned by your business based on 15 different categories, e.g. residents' electricity consumption or production of building materials|
A climate-smart maintenance plan should at least include scope 1 and 2. These scopes are the easiest to control and can be affected by various maintenance and renovation measures, e.g. through investments in renewable energy sources such as solar cells to increase energy efficiency. Scope 3 emissions can be a little more difficult to both calculate and address because they include emissions that are often not under one's direct control, such as purchased goods and services. Many certifications require an assessment of scope 3 emissions and today it is a requirement that emissions from materials and construction are declared for new buildings in climate declarations. Even for existing buildings and properties, the trend is in a direction where scope 3 emissions are becoming increasingly important. If you need guidance on what to focus on when you start reporting on scope 3 emissions, the Property Owners in Sweden have recently published a detailed report on just that. According to this report, the emissions of purchased services due to maintenance and care are considered high priorities for property owners.