Renewal Programs - WebTMA 5

The Renewal Programs window is used to create a database of maintenance activities and maintenance assets that require future funding to replace/perform on a cyclic basis.

 The following are not ‘maintenance activities’:

Cyclic Renewal data is similar to PM’s in structure but typically has longer frequencies and may be funded differently from PMs. Cyclic Renewal data can be considered the big brother to a planned maintenance (PM) program. At some facilities, Cyclic Renewal items are funded through Capital funding with frequencies over three years and PM’s are funded with operating dollars with frequencies typically one year or less. Thus, a clear separation from PM’s is needed. This allows clarity in long-term cyclic capital renewal projects. It also allows annualizing of cyclic funding needs to predict simple annual average needs with inflation factored in.

Enter Cyclic Renewal items prior to Deferred Maintenance, Facility Improvement, and other Work Element Types. This provides a broad base of the future needs for any facility and provides a quick start toward identifying the size of your maintenance backlog. WebTMA Capital Planning provides a simple means of transferring past due cyclic renewal items to the backlog.

Loading Cyclic Renewal data first also forces you to consider your overall maintenance or preservation charge for your facilities. Is it your responsibility to take care of your facilities forever or for a predetermined average life, which when reached, will direct a major renovation of the facility in question? Cyclic Renewal also begins the need for a stronger connection to major capital renovations and your institution's master plan. Knowing the long-term preservation needs of your campus with easy-to-understand annual funding needs is critical information to long-term planning decisions. When combined with WebTMA Capital Planning condition assessments, WebTMA Capital Planning becomes a powerful information source to long-term institutional planning. Your planners should know your future funding needs and which facilities are in the worst condition to make informed decisions about your institution’s future physical environment.

The amount of detail included in the Renewal Program relates to the accuracy of your future funding needs. This helps you maintain/renew your facility in the future. Even with a few simple entries per facility, the annual funds needed usually exceed available funding. Start simple and add detail later. Also, you are likely to find that a large part of facility future needs are past due and create a large backlog from the start.

Renewal Program items can be derived from Equipment, Biomed, Entity, and Asset records by using a new Action Menu link .

Clicking the Create Cyclic Renewal link copies the information from these records and creates a new cyclic renewal item. This makes it easy to initialize your cyclic Renewal Program using data you have already entered in WebTMA.

Renewal Programs Identity Tab

Path: Transactions > Capital Planning > Renewal Programs / Identity Tab

Enter Cyclic Renewal items before you enter Deferred Maintenance, Facility Improvement, and other Work Element Types. This provides a broad base of the future needs for any facility as well as a quick start toward identifying the size of your maintenance backlog.

The Work Elements defaults are handled directly on the Renewal Programs window. The default fields on the Renewal Programs / Identity Tab are required fields.

Renewal Programs Field Definitions

Important Note on FCI Calculations: The only assets included in the FCI (Facility Condition Index) calculations are Equipment items with the ‘Building Asset’ check box set to TRUE and linked to a Building record. This indicates that the particular Equipment item is part of the cost to replace the building itself.

In order to be included in FCI calculations, the Work Element must be active, that is, the Active check box on the Work Element record must be checked.

The FCI feature is not applicable to Biomedical Equipment, Entity records, Assets records, or Equipment records not linked to a Building.

Cyclic Renewal Items that have been converted to a Work Element are factored into the calculation.

Capital Setup: This field is derived from the Setup record that allows you to link cyclic Renewal items to a specific Setup for an Organization.

Select (Location): Choose Building, Floor or Area.

Select Item: Select Equipment, Asset, Entity, Biomed Equipment, or Master Item.

Master Items: These items are non-tagged maintenance activities such as tuck pointing a brick building, or painting a room/building, or replacing flooring.

UniFormat (N): A value used to classify the renewal item in order that cost estimates roll up to various Building Systems and to provide a standard way of reporting on building components. You can enter UniFormat Element fields in a valid level 2, 3, or 4 without providing the parent level. Once a UniFormat level is selected, the parent record automatically populates. If you select a Level 1 (or 2, or 3), the subsequent fields are filtered by the parent selection.

Renewal #: A unique identifying ID for each cyclic Renewal Item. Automatically generated.

Base Cost Date: This refers to the date on which the estimate dollars are based. For example, if a value of 2019/03/03 is used, then the estimate is based in 2019 dollars. The dollar values from the Base Cost Date are inflated to the dollar values for the Next Cycle Date using the inflationary values established in the Capital Setups / Inflation Tab.

Last Cycle Date: This is calculated as the latest Work Element Close Date associated with the Renewal program of all the closed Work Elements.

Next Cycle Date: This is calculated as the Work Element’s schedule  date associated with the Renewal program of the open Work Element.

Due Date: The Renewal Program’s Last Cycle Date + the Frequency (in years). If something is to be done every five years, and the last time it was done was 3/1/2015, then that date + 5 years in the cycle gives the next due date as 3/1/2020.

Risk Score: The default risk level set on the Setups window. This can be reset by clicking the icon adjacent to the Risk Score field. Select a different Risk Formula on the Item Risk Level Entry popup and click the Save button.

Risk Level: This field reflects the level of risk determined by the formula selected in the Risk Score field.

WE Type: To classify the work element, select one of the work element categories established in Transactions > CPPM Lookups > Work Element Type.

Justification: To back up the funding for the item, choose a Justification setting that was set up in Transactions > CPPM Lookups > Justifications.

Priority: The importance of the item is indicated by this setting.

Frequency: This read-only field is derived from the selected Master Item and is the default number of years of the length of cycle. For tagged Assets, this can be the Life Expectancy of the asset, but it doesn’t have to be. For non-tagged items, this indicates the frequency this maintenance activity should be done. The Frequency is in years. For example ‘10’ indicates this tagged item should be replaced every 10 years, for an activity it means this activity should be performed every 10 years.

Deterior. Rate (%): This field is used to adjust the default Master Item Frequency. For example, if you know that, due to environmental conditions, a 40-year roof is only going to last 30 years, you can enter a Deterioration Rate of 25%. Adjusting this field updates both the Life Expectancy field and the Next Cycle Date (if a Last Cycle Date is available).

Age: Read Only – Calculated from the Last Cycle Date to today’s date giving the age of the current cycle. If there is no Last Cycle Date, the Age is equal to 0. For tagged assets, this flows in from the Equipment or Asset record.

Life Expectancy: Read only – The value displayed is the result of the Master Item Frequency adjusted by the Deterioration Rate.

Deficiency Subtab: This Subtab contains the Deficiency free-form text field. Use the field to describe the ‘reason’ this cyclic item is justified or how it impacts the buildings function or mission if not performed.

Coordination Subtab: This Subtab contains the Coordination free-form text field, which is used to describe any coordination that may be required amongst departments or contractors to take place when this item is scheduled.

Comments Subtab: This Subtab contains a Comments free-form text field for adding additional notes.

Renewal Programs Estimate Tab

Path: Transactions > Capital Planning > Renewal Programs / Estimate Tab

The Estimate Tab is used to create the cost estimate for this item and add any relevant markups to that cost line. The cost estimate is then inflated over time using the Inflation batch process. It starts from the Base Cost Date using the inflation rates from the Capital Setups record linked to the item. The total estimated costs are used in calculating the COI Index.

The Estimate Subtab shows the estimated cost to do the work. The COI Subtab shows the estimated cost associated with not doing the work.

Estimate adjustments can be added individually or in a single batch. The batch is established from the Capital Setups window. Note: No special connection exists with the Default Estimate Adjustment list. If that list were changed, it would not retroactively update all Renewal Programs. It would only affect Renewal Programs created from that point forward.

The Estimate grid is similar to the standard WebTMA Estimate grid. The Capital Planning differences are:

  • Only active estimate lines are calculated in the total.
  • Capital Planning has the option for Estimate Adjusted Lines. This works similarly to Labor Adjustment lines except Capital Planning estimates only use percent markup.
  • Capital Planning Estimate lines are inflated from the Base Cost Date to the Next Cycle Date.

Important fields on this Tab are:

Estimator: The person who created this cost estimate.

Estimate Model: Derived from the Estimate Models (Transactions > CPPM Lookups). Examples: RS Means or In-house Estimate.

COI: Read only – Many items, if not resolved in a timely manner, will result in additional costs. These costs are the Cost of Inaction. The COI field is populated with the total of all line items from the COI Subtab grid.

COI Index: Read only – This field is calculated as the Cost of Inaction divided by the sum of all Estimate lines to repair the cyclic renewal item.

How to Add Estimates to Renewal Programs

In Add or Edit mode:

  1. Click the Add Item link at the top of the grid.
  2. Complete the Estimate Entry popup window.
  3. Click the Save button on the popup window.
  4. Click Save on the WebTMA toolbar.

The Estimate Entry popup is the standard WebTMA window for adding a cost estimate.

Renewal Program Work Element Tab

Path: Transactions > Capital Planning > Renewal Programs / Work Element Tab

The Capital Planning Processes batch job associated with Capital Planning generates Work Elements from Renewal Items. There is no look-forward value as there is with PMs. Every Active Renewal Program should have at least one open Work Element. When a Work Element is closed (if it is linked to a Renewal Program), the batch job creates another Work Element.

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