Public building maintenance with SAP
The City of Vienna is responsible for maintaining 1,700 buildings and 4,500 special objects such as historic monuments or fountains. Many of the buildings are public schools and kindergartens. Hence, safety tops the administrator's priority list. In order to comply with all legal and practical requirements, the City of Vienna has recently completed its public building and objects maintenance programme with a special module of the SAP software.
The Municipal Department for Building and Facility Management (MA 34) is in charge of thousands of facilities and appliances in 1,700 buildings and 4,500 special objects. The department's responsibilities run the gamut from a kindergarten heating system to the bar in a court driveway to the elevator system in the City Hall. This means nearly 20,000 components - such as a gas furnace or a ventilation system - must be inspected according to legal provisions, overhauled regularly, and repaired if necessary. Until recently, the administration's officials in charge of each component managed their areas of responsibility individually.
Recently, in order to acquire the big picture, the MA 34 chose a hitherto uncommon solution in the public sector: the department maintains Vienna's public buildings and facilities with a SAP PM module - software that is traditionally associated with the private sector.
In the course of a year, all department officials fed the key data of all buildings and specific facilities or appliances into the SAP database. They also entered data on maintenance cycles and corollary and auxiliary processes such as inventory, purchasing, accounting and invoicing.
The results have been positive. Firstly, the urban administration can now account efficiently for the required maintenance activities - an important condition in the legal context. Vienna's public building and facilities maintenance is now represented and documented in a continuous and consistent manner, and thus controllable and transparent to auditors. Secondly, the quality in building maintenance has risen with the degree of automation of routine tasks, also resulting in shorter reaction times on the administrative side. Thirdly, all information is easily accessible now because the electronic system entails due documentation. And, finally, the records of all buildings and facilities enhance planning security and enable budget prognoses. Which maintenance tasks are in the pipeline? Which maintenance costs can be expected, and must therefore be anticipated in the budget?
The comprehensive, system-supported handling of tasks has reduced the number of error sources dramatically - a particularly important aspect since many of the City of Vienna's buildings are kindergarten or school buildings, where safety is the top priority. Three months before the due date for a certain maintenance task, the SAP system sends a reminder to the responsible official. If two months go by without any response, the task is elevated to "first escalation level". If nothing happens still, the „second escalation level" urges officials to take action.
Facts & Figures
- The MA 34 maintains nearly 1,700 public buildings, or 4 million m² of floor space, as well as 4,500 special objects such as historic monuments, fountains, and pergola.
- Since 2009, the MA 34 maintains all these buildings and objects with SAP software.
- In 2011, for instance, nearly 6,000 maintenance tasks and more than 3,000 overhaul tasks need to be carried out.
- In a given year, this department faces some 30,000 assignments - usually ad-hoc alarms due to pipe bursts or broken lifts, for instance.
- The number of employees in the area of duty and technical service (BTS) of this department: nearly 150, of whom 64 are in handicraft.
The use of SAP (SAP PM) in public buildings management in Vienna has been selected as a "SAP Customer Success Story".
DI Markus Damm
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