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Maintenance Checklist
An itemized list of discrete maintenance tasks that have been prepared by the manufacturers of the asset and/or other subject matter experts such as consultants.

Checklists are the basic building blocks of a maintenance program.



Organization of the Checklist
Checklists can be organized in a variety of ways, including the following:


Maintenance Checklists vs. Maintenance Schedules
Maintenance checklists only become maintenance schedules once they are placed into a calendar. Listed below are simple examples of the conversion of a checklist into a schedule:
  • Checklist = Vacuum the carpets
  • Schedule = Mondays at 10am


Sources of Checklists
Listed below are different sources of checklists depending on the party that has prepared the list:
  • Contractor Checklist - A checklist of committed maintenance tasks built around a price point, typically associated with a service agreement. Sometime these are short, brief and may be quite vague. 
  • Manufacturer Checklist - A checklist of recommended maintenance tasks built around risk management principles, such as warranty claim avoidance. Typically more detailed than a contractor checklist but may too conservative. 
  • Consultant Checklist - A checklist of recommended maintenance developed by a subject matter expert. These are typically more impartial than a checklist developed by a contractor or manufacturer.
  • Internet Checklist - A checklist drawn from  internet searches that captures miscellaneous generic lists published on the internet. Since many of these lists come from un-vetted sources, their value should be carefully evaluated by the organization. .
It is important for the organization to establish the sources of each of the checklists in it maintenance plan.


Levels of Checklists
The following list provides some options of different levels of maintenance planning and the corresponding fee estimates.
  • Level 1 - Simple, generic checklist (say, $750)
  • Level 2 - Comprehensive, generic checklist (say, $1,500)
  • Level 3 - Targeted, site-specific checklist (say, $3,000)
  • Level 4 - Comprehensive, site-specific checklist ($6,000)
  • Level 5 - Comprehensive site-specific checklist with maintenance budgets and other planning documentation ($8,000+)
Levels 1 and 2 services can be provided remotely without attending on site. The higher levels are more expensive as they require a professional to visit the property and review your construction drawings.

A simple checklist (Level 1 or Level 2) will help the organization get started and then, over time, to develop a more rigorous maintenance program (Level 3-5).




Formats of Checklists
Listed below are the two primary forrms of checklists:


System Maintenance Checklists
Listed below are the different systems of facilities, each of which has its own maintenance checklist.



Maintenance Checklist vs. Maintenance Schedule
Maintenance “checklists” are converted into maintenance “schedules” once they are placed into a calendar.

 While two identical buildings may share the same maintenance checklist, there schedules may be completely different.The following table includes some examples of the conversion of a checklist into a schedule.

Maintenance Checklist

Interval

Maintenance Schedule

Vacuum the carpets - weekly 

Weekly

Every Monday at 10am

May 2, 9, 16, 23 & 30

Clean the dryer vents – annual

Annual

September 16

Certify the fire alarm equipment

Annual

October 2-3

Test the emergency generator

Semi-annual

April and October


Maintenance checklist sample
Fig. Sample excerpt from a maintenance checklist to illustrate the description of the events, the intervals and other pertinent information.


maintenance tasks
Fig. Examples of routine maintenance activities that occur frequently, such as vacuuming of the carpets and servicing of the mechanical equipment.


The calendar view still represents one of the best tools to visualize work distributions and to manage the many tasks in the Asset Management Plan (AMP
Fig. The "old fashioned" calendar view still represents one of the best tools to visualize work distributions and to manage the many maintenance tasks in the Asset Management Plan (AMP).



Maintenance schedules represented on an asset deterioration curve.
Fig. Maintenance schedules represented on an asset deterioration curve.


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Fig. Maintenance location charts are a useful tool to help provide owners with a visual reference that is not available from checklists.

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Compare with:
  • Maintenance Schedules


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