The Contents of a PPM Schedule (Planned Preventative Maintenance)

The Contents of a PPM Schedule (Planned Preventative Maintenance)

When a commercial building surveyor produces a PPM schedule they use a methodical approach to evaluate the construction and condition of the various elements of the commercial building. They will use their findings along with industry standard design life data to assess the requirement for repairing or replacing certain elements of the building fabric. They will also utilise cost information to enable production of accurate budget costs for the proposed maintenance works. Most PPM schedules are produced to cover a 10 year period. 

General Description 

A PPM schedule will include a general description of the commercial property and site. This will outline the construction of the building, or buildings that are being surveyed as part of the instruction. It will also describe the external areas which are to be included within the schedule. In addition, the schedule will confirm the areas which are occupied and vacant. The report will also confirm the extent of areas which have been surveyed and any limitations. The PPM schedule will also summarise the findings of the survey, the significant items which are included within the schedule and the reasoning for programming/phasing works in the manner which has been set out in the PPM schedule.

Building Elements 

The main PPM schedule is produced in table format. If the property is a large multi-let building or a larger site then the table will be split into the different properties and areas. Each commercial building will then be categorised under the various building elements, which are typically: roof; elevations; windows and doors; external areas; Internal circulation areas; welfare and toilet accommodation; and other elements which are specific to the commercial property type. Under each of the items, there will be various sub-elements which will define the exact component which is being referred to, for example a roof may include a felt roof covering, lead flashing, parapet walls, coping stones etc. A description of the item, current condition and proposed maintenance works will then be included.

Budget Costs

Against each of the items referred to in the table, a budget cost will be inserted. The budget cost will be calculated using the quantities taken on site and industry standard cost data. The costs will then be inserted into the year which corresponds with the surveyor’s view of when the works should be undertaken. Sometimes smaller costs are included in the early years to allow for interim/urgent repairs, with larger costs included in later years to enable suitable funds to be accumulated. A commercial property surveyor will try to average the annual costs to reduce peaks in expenditure.

Timescales/Programming

As mentioned above costs will be included in a year which corresponds to the building surveyor’s assessment of when the works need to be undertaken. A building surveyor will use their technical expertise to assess the condition of the element and when repair or replacement is likely to be required. To support this stance, a commercial building surveyor will also utilise industry data on the typical design life of items. More urgent repairs will be included within the first years, with less necessary works included in the later years of the PPM schedule. Some items which require cyclical maintenance will be included every few years, dependent on the requirement. The year which the costs fall in will then be reviewed and may be altered to assist with averaging the annual spend over the term of the PPM schedule. This may also involve phasing works over a number of years and tackling works on a floor by floor basis or elevation by elevation.

At Commercial Building Surveyors, we offer PPM Maintenance (Planned Preventative Maintenance, PPM Surveys, PPM Schedules)  in the following locations: PPM Maintenance Bristol, PPM Maintenance London, PPM Maintenance Manchester.