Maintenance / Corrective Maintenance
Maintenance / Preventive Maintenance
Sustainability & Risk / Compliance

Integrating Compliance and Maintenance

Adhering to regulatory requirements typically requires maintenance and repair to the facility and its equipment, which you execute through Corrective Maintenance and Preventative Maintenance work. Compliance officers must often ensure that required maintenance work is completed before they can sign off on a regulatory requirement. See Concept: Use Cases for Linking Maintenance Work to Compliance.

The Archibus applications offer a few methods for connecting your regulations, compliance programs, and contracts to on demand and preventive maintenance work.

This Maintenance feature ... ... works with these Compliance features... ... and provides these benefits Task Help Topic

Work Requests

(Corrective Maintenance only)

program requirement events

contract term events

 Ensure that required maintenance work is completed before you sign off on a regulatory requirement or contract term Compliance / Compliance Program Manager / Manage All Compliance Events Creating Work Requests for Compliance Events
PM procedures program requirements Update event status from work status Compliance / Compliance Program Manager / Manage Compliance Requirements / Define Requirement form / Assign PM Procedure button Assigning Preventive Maintenance Procedures to Requirements

S LAs

(Corrective Maintenance and PM)

regulations

contracts

contract terms

  • Report on all the on demand work that is performed as part of that contract
  • View the contract information within the context of a PM Schedule
 Maintenance / Corrective Maintenance / Service Desk Manager / Manage Service Level Agreements

Maintenance / Preventive Maintenance / Service Desk Manager / Manage Service Level Agreements

SLAs and Contracts

How to Associate Compliance Contracts with SLAs

 

SLAs

(Corrective Maintenance and PM)

 compliance surveys Use compliance questionnaires in maintenance workflow.

Maintenance / Corrective Maintenance / Business Manager / Define Maintenance Checklists


Maintenance / Preventive Maintenance / Maintenance Manage / Define Maintenance Checklists

Use Compliance Surveys with Maintenance Workflow

The Compliance Work History Report lists this information in one place by pro./

Note that any values you enter in Compliance Cost Code are copied to PM Schedules, but the Preventive Maintenance application does not include this in any costs. See Entering Costs.

Managing Contracts for Outsourced Work

When managing your contracts for outsourced work, you typically have two distinct roles:

Job Role Archibus Process
Oversee the contract Contract Manager Compliance / Contract Manager
Manage the contracted work itself Maintenance Manager

Preventive Maintenance / Maintenance Manager

Corrective Maintenance / Maintenance Manager

If an organization has contracted work via an external service provider, the contract manager can use the Compliance / Contract Manager role to detail the terms of the contract, including costs. If the contracted workers are managed via SLAs defined in Archibus Maintenance, then those SLAs can reference back to the contract record. The end result is that Ops Managers can obtain the contract of record, and Contract Managers, via the Contract Work History reports, can see all work scheduled performed under the auspices of a given contract or vendor.

Note that Compliance has its own tools (events) for assigning and scheduling tasks to fulfill contract terms. These might be reminders to file reports, inspect systems, or even perform PMs. If you approach the Archibus Compliance application with a background in Archibus Maintenance, this can be a point of ambiguity. The task assignment and management features in Compliance do not intend to duplicate those of Maintenance, but rather complement them from the standpoint of oversight.

One might use Compliance to schedule independent verification or internal audits of work that is managed via Building Ops. Some organizations who have outsourced their maintenance or are using other systems besides Archibus to manage their PM work use these tools to manage their vendors. In general, Archibus recommends managing the actual preventive maintenance via Archibus Maintenance, which is designed specifically as a solution for operations managers needs and the details of SLAs and PM workflows. You can then link PM and Compliance as outlined above.

Reports

The following reports are useful if you link Compliance and Maintenance using the methods outlined above.

Review work history for a specific event using the Work History tab of the following reports:

Additionally, the Compliance application provides these reports that enable you to track overdue work, all active work, and work history. Report data can be filtered and exported to PD, XLS, or DOCX formats to help with internal and external audits. See Work Status Reports for a description of these reports.