Learning outcome 7

1 Carry out completion survey and produce a report

Explain the difference between survey completion rate and survey response
rate

Definition of completion rate

.The completion rate for surveys refers to the percentage of participants who
fully complete a survey out of all those who were invited to participate. It is
calculated by dividing the number of completed surveys by the total number of
invitations sent out and multiplying by 100 to get a percentage.

.The survey completion rate is the percentage of survey participants who finish
the survey. It is the number of people who have completed an online survey
divided by the number of survey respondents who started.

What is survey response rate

The response rate can be defined as the percentage of those who were asked to
participate in a survey to those who actually finished the survey. It is the
number of people who have completed an online survey divided by the number
of people to whom the survey has been sent. It looks a lot like the completion
rate, but it is not.

Difference between survey completion rate and survey response rate

Completion Rate:

The completion rate refers to the percentage of completed surveys out of the
total number of surveys that were started by respondents.

It considers only those respondents who have actually entered your survey and
completed the entire questionnaire.
Calculation: Completion Rate = (Number of Completed Surveys) / (Number of
Respondents Who Entered the Survey).

Example: If you had 250 respondents start the survey and 200 of them
completed it, the completion rate would be 80%1.

Implications of a Low Completion Rate:

Incomplete Data: A low completion rate indicates that respondents are not
filling out all the required information. Certain questions may have lower
reliability due to smaller sample sizes.

Frustrating Survey Experience: Respondents dropping out before completing

the survey signals dissatisfaction. Possible reasons include survey length, poorly
organized questions, sensitive topics, or misleading content.

Response Rate:

The response rate provides insight into the accuracy of collected data. It is the
percentage of people who completed your survey relative to the total sample
group.

Calculation: Response Rate = (Number of Completed Surveys) / (Total Sample

Group).

Unlike completion rate, response rate considers the entire sample group,
including those who did not start the survey.

Response rate is valuable for assessing the representativeness of your data.

Building serices are tested commisioned and handed over.

Describe commissioning process

.Commissioning is the methodical approach to ensuring that all operational

components of a project—from planning and design up to the actual
construction, implementation, or installation—are functioning as they ought to
be. It aims to inspect, document, and verify that a project’s progress is at par
with the project owner’s requirements and specifications. Additionally,
commissioning provides the opportunity to proactively correct any oversights in
the projects, thus, avoiding costly modifications at a later time.

Commissioning providers, project managers, and contractors implement

commissioning to check not just the specific procedures or individual
equipment but also the more complex sets of project segments, systems, and
subsystems.

In practice, the commissioning process is the integrated application of a set of

engineering techniques and procedures to check, inspect and test every
operational component of the project: from individual functions (such as
instruments and equipment) up to complex amalgamations (such as modules,
subsystems and systems).

Commissioning activities in the broader sense applicable to all phases of the

project from the basic and detailed design, procurement, construction and
assembly until the final handover of the unit to the owner, sometimes including
an assisted operation phase.

Why is it Important?

The major goal of the process of commissioning is to make sure that all project
elements are operating per capacity, proper usage, and requirements, and that it
helps meet the project owners’ expectations and needs.

Types of Commissioning

From the installation of a project, building, or equipment to its continued

maintenance and renovations over time, commissioning plays an important role
in maintaining these assets’ lifecycle. To address the needs of a project
according to its current status, here are the four main types of commissioning:

New Construction Commissioning

New construction commissioning or simply called commissioning, is the most

common and widely-used type of commissioning. It is utilized for newly-built
projects or those that are still in their design and construction phases. The
project design, together with the project requirements and the commissioning
plan, can be used as a guide on how the project components should operate and
function. Commissioning at this stage also allows owners to identify defective
systems and implement preventive measures as needed.

Re-Commissioning

Re-commissioning, as the name suggests, is the type of commissioning that

helps maintain a project that has already been previously commissioned. It is
typically used to inspect and validate that project components or building
systems are still in good operating condition after a specific period of time and
frequency of usage.

Retro-Commissioning

Retro-commissioning, meanwhile, happens to an existing project, equipment, or

building that wasn’t commissioned during its design or construction phase. It
aims to determine areas for improvement and recognize underlying problems
before they even cause issues in operation. Additionally, retro-commissioning
focuses on identifying energy-saving opportunities, efficient capabilities, and
cost-effective functionalities.

Monitor-Based Commissioning
Monitor-based commissioning is a continuous and intuitive approach to
maintaining a project. With the use of new technologies and innovative
techniques, this type of commissioning enables commissioning providers to
explore the systems in real-time and target specific components of a project.
The main goal of monitor-based commissioning is to maximize energy use and
identify retrofits needed for a building or equipment.

Determine project project perfomance requirements

Owner's project requirements

The OPR is a critical document prepared jointly by the owner and the
commissioning team. It outlines the project goals, performance criteria, and
specific requirements that the facility must meet. The OPR serves as a roadmap
for the entire commissioning process1.

Basis of Design (BOD)

The BOD provides a detailed explanation of the design decisions made during
the project. It includes information on system configurations, equipment
selections, and design assumptions. The BOD ensures that the design aligns
with the project requirements1.

Design Review Comments

These comments document the review process during the design phase. They
capture any discrepancies, clarifications, or modifications needed to meet the
project goals. Design review comments help maintain consistency and accuracy
throughout the project1.

Commissioning Plan

: The commissioning plan outlines the overall strategy for commissioning

activities. It includes schedules, responsibilities, testing procedures, and
acceptance criteria. The plan ensures that commissioning tasks are well-
coordinated and executed effectively1.

Commissioning Specifications

These specifications provide detailed instructions for commissioning activities.

They cover testing protocols, performance verification, and documentation
requirements. Commissioning specifications guide the execution of
commissioning tasks1.

Certification Documentation

Certification documents verify that the installed systems meet the specified
standards. They include test reports, equipment manuals, and compliance
certificates. Certification ensures that the facility operates as intended1.

Submittal Review Comments

During the construction phase, submittal review comments track the approval
process for equipment, materials, and shop drawings. They ensure that the
installed components align with the design and project requirements.

Field Observation Reports

These reports document observations made during site visits. They capture any
issues, deviations, or adjustments needed during construction. Field observation
reports contribute to the quality assurance process

Discuss commissioning challenges and emerging issues

In the realm of civil and construction engineering, commissioning faces several

challenges and grapples with emerging issues. Let’s delve into some of these
critical aspects:

Increasing Building and Construction Technologies:

The design and construction of buildings and systems have become more
intricate. Complex systems necessitate rigorous OPR development and
meticulous commissioning to ensure successful facility operation.

Technical specifications in the OPR and commissioning process must align with
these advancements

Building Performance Reporting

Legislation and market demand drive the measurement and reporting of facility
resource efficiency.

Certification programs like ENERGY STAR, LEED, and WELL require OPR
and commissioning documentation for verification and credits. As energy and
carbon reduction concerns grow, these requirements will continue to escalate

Reporting Technology Digital Documentation Systems:

Extensive documentation and reporting are integral to the commissioning

process.

Digital systems facilitate this process, but their functionality, ease of use, and
accuracy vary. Careful analysis of reporting system capabilities is crucial1.

Integration of Health Requirements with Energy and Sustainability:

Sustainability, green building, and health-related programs have gained

prominence.

Integrating these diverse requirements into the commissioning process ensures

holistic building performance.

Demobilisation and reassignment is done

Describe how to have an environmental demobilisation checklist to ensure

comprehensive demobilisation and site reclamation.
Having an environmental demobilization checklist is crucial to ensure a
thorough and systematic process during the turnover and closeout phase of a
capital project. Let’s break down the steps for creating such a checklist

Understand the Scope

Begin by understanding the scope of demobilization and site reclamation. This

includes disbanding all mobilized items, cleaning up the site, and restoring
disturbed areas.

Create a Detailed Checklist

Develop a comprehensive checklist that covers all aspects of demobilization and

site reclamation. The checklist should be organized into relevant categories.
Here are some potential categories to consider:

Waste Management

Proper disposal of construction debris, including rock chips, wood debris, and
other refuse.

Erosion and Sediment Control

Measures to prevent soil erosion and sediment runoff.

Groundwater and Dewatering Control

Ensuring proper handling of groundwater and dewatering systems.

Vehicle Maintenance, Washing, and Refueling Control: Addressing vehicle-

related environmental concerns.

Fuel and Chemical Storage Control

Proper storage and handling of fuels and chemicals.

Bringing disturbed areas back to pre-project conditions or better.

Use a Project Management Information System (PMIS):

Implement a PMIS tool (such as PMWeb) to create a digital form for the
environmental demobilization checklist.

Set permissions to limit access for different stakeholders:

Inspection and Reporting:

Learnig outcome 8

Define maintainance plan

A building maintenance plan is a comprehensive document or strategy that

outlines the scheduled activities and procedures necessary for the effective and
efficient upkeep of a building or facility. It serves as a roadmap for the
maintenance team or property owners to ensure the building’s longevity, safety,
functionality, and aesthetics.

A typical building maintenance plan encompasses various aspects of

maintenance, including routine inspections, preventive maintenance tasks,
repairs, and replacements. The plan may cover different systems and
components within the building, such as electrical, plumbing, HVAC (heating,
ventilation, and air conditioning), structural elements, elevators, fire safety
equipment, and more.

Outline steps for develop a maintanance plan

Step 1: Asset Inventory

Start by listing what you have. Take stock of your parks, facilities, and other
areas and what resides within them. Next, create lists of all your vehicles and
equipment. Consider breaking these lists out into categories that make sense to
your department. For example, parks, aquatics, facilities, fleet, and equipment
are good categories to get started.
Flesh out your assets by including any relevant information. This could include:

Serial numbers

Make/models

Original price

Date installed/acquired

Expected lifespan

Special features

Maintenance standards

Related inspections

During this step, take extra time to organize and review your documentation for
each asset. This could include manuals, past work orders, warranty information,
and other related documents. While documentation is available, note the tasks
necessary to maintain each asset properly. Doing so will help make the second
step even more straightforward.

orders, warranty information, and other related documents.

While documentation is available, note the tasks necessary to maintain each

asset properly. Doing so will help make the second step even more
straightforward.

Step 2: Defining Tasks

Now that the assets are listed, it’s time to determine their associated tasks.
Identify and list specific routine maintenance tasks to achieve the maintenance
standard. Determine how frequently they get performed. If available, rely on
previous data to determine an approximate task time.
Categorize tasks in a way that makes sense to your agency. You could
categorize it as types of maintenance, such as inspections, preventative
maintenance, general maintenance, and repairs.

Or you could create categories based on how the maintenance team operates.
For example:

Facility Maintenance

Landscape Maintenance

Turf Management

Playground Maintenance

Vehicle Maintenance

When you have tasks categorized appropriately, it will help make the next step
easier.

Step 3: Schedule and Assign Tasks

Once all the tasks are defined and categorized, it’s time to determine who will
do them. Delegating tasks depends on how the maintenance team works. For
example, some agencies assign staff to different segments like parks or
facilities. Other agencies may have a crew responsible for certain assets.

Of course, smaller agencies may rely on the same staff to take care of most
tasks.

The future is unpredictable. Assign tasks as best you can. If you’re not
assigning tasks to a specific person or date, consider designating a position and
week gets completed.
These first three steps make up the bulk of maintenance program creation.
However, some administrative “loose ends” need to be tied up to ensure the
program runs smoother. Let’s go over those next.

Step 4: Budget and Cost Analysis

Park maintenance costs can be controlled with carefully budgeted maintenance

activity. Understanding the labor, equipment, and supply costs allows a more
informed look at how to use available resources.

You may want to collaborate with those who help create the maintenance
team’s operating budget during this planning process. Then you could
determine if you have the budget and resources to complete the work outlined in
your maintenance plan.

Step 5: Evaluation Plan

There’s always room for improvement, right?

The final step of this process leaves the door open for changes, amendments,
and, dare we say, improvements.

Evaluating the program with tangible data allows you to see inefficiencies and
the metaphorical cracks that some things always seem to fall through. Like your
other scheduled tasks, you should regularly set aside time to review the
maintenance program and make any tweaks.

Developing a process to evaluate the maintenance program may look different

for each agency. Some may focus on key performance indicators, while others
may periodically review the information with supervisors and crew leaders to
gain input.
Set up an evaluation plan that makes the most sense for all interested parties
without being too cumbersome that making changes becomes more of a burden
than an opportunity.

The Takeaway

Developing a tangible maintenance program may seem like a lot of upfront

work. The time investment allows for an organized, methodical system that
helps the maintenance team do

their job more efficiently while leaving room for evaluation and improvement.

Take a step-by-step approach to developing your program. Keep it as simple as

possible, given all the moving parts in your department.

Once the program is spelled out, it is the cornerstone for a successful

maintenance department. It also serves as a valuable resource if your agency
invests in maintenance management software.