Mahamadu, Abdul-Majeed, (2008) Maintenance Appraisal of SSNIT Flats at Asuoyeboah, Kumasi; Bsc. Thesis Building Technology Department, KNUST. CHAPTER ONE INTRODUCTION 1.0 BACKGROUND INFORMATION Due to the large housing deficit of about 300,000 units in Ghana (www.habitat.org), there has been great government intervention in the provision of housing units trough various housing schemes managed by public institutions such as the Social Security and National Insurance Trust (SSNIT) (www.intlhc.org). The emergence of these schemes in recent times has led to the construction of massive structures in planned areas in the form of housing estates and residential flats all over the country. The sustainability of these schemes however is largely dependent on the ability of the various stakeholders to keep the structures in good physical state right from construction and during the entire lifespan of the building hence the need for maintenance. The main objective of maintenance is to preserve a building, so as to continue to serve the purpose for which it was put up (Hall, 1986). There is generally a common failure to recognize the extent to which a property represents an investment requiring protection throughout its life (A. M. Sowden et. al, 1990). 1 | Page
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Mahamadu, Abdul-Majeed, (2008) Maintenance Appraisal of SSNIT Flats at Asuoyeboah, Kumasi; Bsc. Thesis Building Technology Department, KNUST.
CHAPTER ONE
INTRODUCTION
1.0 BACKGROUND INFORMATION
Due to the large housing deficit of about 300,000 units in Ghana
(www.habitat.org), there has been great government intervention in
the provision of housing units trough various housing schemes
managed by public institutions such as the Social Security and National
Insurance Trust (SSNIT) (www.intlhc.org).
The emergence of these schemes in recent times has led to the
construction of massive structures in planned areas in the form of
housing estates and residential flats all over the country. The
sustainability of these schemes however is largely dependent on the
ability of the various stakeholders to keep the structures in good
physical state right from construction and during the entire lifespan of
the building hence the need for maintenance. The main objective of
maintenance is to preserve a building, so as to continue to serve the
purpose for which it was put up (Hall, 1986).
There is generally a common failure to recognize the extent to which a
property represents an investment requiring protection throughout its
life (A. M. Sowden et. al, 1990). One striking feature or observation in
developing countries particularly in Africa is that even the limited
infrastructure bequeathed to these nations by colonial powers and the
few acquired after independence are not maintained and often times
left to deteriorate beyond rehabilitation (Gyan-Boakye P. Daily Graphic
Thursday, August 16th 2001, Pg.7).
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Ghana’s own share of this poor maintenance culture has been
bemoaned by many including President J.A Kuffour during his annual
address to parliament in 2001(Dapatem, D.A. Daily Graphic. Tuesday,
January 22nd, 2002. Pg. 22). From visual inspection, the state of many
public buildings have been found to be affected by the lack of
maintenance, especially with public residential facilities including
residential units in police and military barracks and estates belonging
to other public institutions such as SSNIT.
Housing units belonging to Social Security and National Insurance Trust
(SSNIT) including their residential flats at Asuoyeboah in Kumasi is
occupied by various tenants. These tenants range from workers of
various government and non-governmental organizations to private
individuals who have either purchased these buildings or are renting
them. Maintenance of these structures is therefore not directly
incumbent on the occupants.
In summary, it must be emphasized that construction of infrastructure
such as residential flats is capital intensive; the buildings are also great
national assets, there is therefore the need to maintain them
throughout their life span so as to be able to enjoy their full benefit.
This calls for studies into the causes of the lack of maintenance of
most national assets in order to suggest remedies towards
implementation of efficient maintenance for these buildings including
Asuoyeboah SSNIT FLATS.
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1.1 STATEMENT OF PROBLEM
Governmental intervention in the housing sector has led to the
construction of several housing units providing descent
accommodation for quite a large section of the populace. These
structures therefore need to be well maintained to keep them in good
physical condition so as to maintain functionality and appearance. The
SSNIT flats at Asuoyeboah in Kumasi is no exception.
However, like many public buildings, some features associated with
lack of maintenance could be noticed at first glance. Walls generally
lack painting with algae growing on terrazzo surfaces, sewage system
also has problems causing blockages, dampness in masonry walls,
detached rendering and overflow of septic tanks and main sewers. The
lack of maintenance is however most evident in external areas with
overgrown grass gradually taking over paved areas. This has health
implications on occupants of the housing units making living in them
quite uncomfortable.
Lack of maintenance causes gradual deterioration of the buildings
which has the ability of reducing its working life thereby causing loss of
investment or causing the commitment of extra resource into
reconstruction and major renovation which hitherto could have been
put to profitable use such as construction of additional housing units.
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1.2 AIM OF STUDY
The aim of the study was to appraise the maintenance culture of the
SSNIT flats at Asuoyeboah so as to outline possible remedies or
recommendations towards the improvement of maintenance of the
facility.
1.3 OBJECTIVES
The following were the specific objectives of the study:
To identify whether or not there was a maintenance policy;
1. If there was, analyze the maintenance policy, and
2. If there was no policy, find out how maintenance was
carried out so as to make documentation for analysis;
To undertake a physical examination of the buildings so as to
ascertain their physical condition or state;
To identify factors causing maintenance problems; and
To suggest possible remedies or recommendations with the aim
of improving maintenance of the structures at the flats.
1.4 METHODOLOGY
Data relevant to the study was basically collected through the
following:
An extensive literature review of available material relevant to
the research;
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Design and administration of questionnaires which solicited for
specific information addressing objectives;
Conduction of interviews with relevant stakeholders and
personnel with some knowledge of the management and
maintenance of the facility; and
Physical examination of facility to ascertain current condition.
1.5 SCOPE OF STUDY
The research mainly focused on the maintenance of SSNIT residential
blocks of flat at Asuoyeboah in Kumasi in the Ashanti region of Ghana.
1.6 LIMITATIONS
The following were the limitations which affected to some extent the
smooth conduction of the research:
Inability to have fruitful discourse with some tenants because of
backgrounds;
The level of education of artisans who directly undertake
maintenance works affected their appreciation of the process
hence caused some lack of corporation;
The unavailability of records of minor maintenance works carried
due to poor documentation of such activities.
Difficulty in assessing other documents which were regarded by
SSNIT to be confidential despite their relevance to the study
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Mahamadu, Abdul-Majeed, (2008) Maintenance Appraisal of SSNIT Flats at Asuoyeboah, Kumasi; Bsc. Thesis Building Technology Department, KNUST.
CHAPTER TWO
LITERATURE REVIEW
2.0 DEFINITION OF MAINTENANCE
Maintenance is defined in BS 3811: 1984 as the combination of all
technical and associated administrative actions intended to retain an
item in, or restore it to, a state in which it can perform its required
functions; to ‘retain’ implies that defects are prevented from
developing while to ‘restore’ means that minor defects are allowed to
occur before they are corrected (Lee How Son and George C.S. Yuen,
1993).
It could also be defined as being synonymous with controlling the
condition of a building so that its pattern lies within a specified region
(White, 1969). The term ‘specified region’ presumably has a meaning
similar to ‘acceptable standards’ and will be determined in a similar
way (Reginald Lee, 1986). The British Committee on building
maintenance in 1965 defined ‘acceptable standard’ as ‘one which
sustains the utility and value of the facility’ (Ivor Seeley, 1993).
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2.1 CLASSIFICATION OF MAINTENANCE OPERATIONS
Bs 3811:1984 subdivides maintenance activities in two broad ways:
1. Planned maintenance; and
2. Unplanned maintenance.
These two classifications and their subdivisions have been illustrated in
figure 2.0.
Maintenance
Planned Maintenance Unplanned Maintenance
(Including emergency maintenance)
Preventive Maintenance Corrective Maintenance
(Including emergency Maintenance)
Scheduled condition based Maintenance Maintenance
Figure 2.O Types of maintenanceSource: BS 3811: 1984
2.1.1Planned Maintenance
This is maintenance organized and carried out with forethought,
control and the use of records to a predetermined plan (Milne, 1985).
A. M. Sowden et. al, (1990) defines it as work undertaken in
accordance with a soundly based system of priorities, each operation
properly organized in advance.
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2.1.2 Unplanned Maintenance
This is maintenance carried out to no predetermined plan (Ivor Seeley,
1993). It refers to work necessitated by unforeseen breakdown or
damages (Aftane S, 1999).
2.1.3 The Other Categories of Maintenance
The various categories of maintenance are explained as follows:
1. Preventive Maintenance:
The maintenance carried out at predetermined intervals or
corresponding to prescribed criteria and intended to reduce the
probability failure of a facility (Ivor Seeley, 1993). It comprises of
removal of features which could initiate trouble and the rectification of
incipient defects before they cause real harm (A. M. Sowden et al,
1990)
2. Scheduled Maintenance:
The type of preventive maintenance carried out to a predetermined
interval of time, number of operations, mileage, etc (Ivor Seeley,
1993). It is preventive maintenance done when deemed necessary
through regular inspections of a building (Smith R. G, 1993).
3. Condition-based Maintenance:
The preventive maintenance initiated as a result of knowledge of the
condition of an item from routine or continuous monitoring (Ivor
Seeley, 1993). It is done when deemed necessary through regular
inspections of the building (Smith R. G, 1993).
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4. Emergency Maintenance:
According to Ivor Seeley, (1993) it is maintenance which is necessary
to put in hand immediately to avoid serious consequences; it could
also be referred to as day-to-day maintenance.
5. Corrective Maintenance:
Smith R. G, (1993) defines this kind of maintenance as that carried out
after a failure has occurred and intended to restore an item to a state
in which it can perform its required functions. It can be said to be the
work done to restore the integrity of a damaged part (A.M.Sowden,
1990).
Another approach to maintenance classification has been adopted by
Speight, (1982) who subdivided maintenance into four broad
categories stated as follows:
Major repair or restoration: ‘such as re-roofing or rebuilding
defective walls and often incorporating an element of
improvement’.
Periodic maintenance: ‘a typical example being annual
contracts for decorations and the like’.
Routine or day to day maintenance: ‘which is largely of
preventive nature, such as checking and servicing mechanical
and electrical installations’.
Running maintenance: ‘maintenance which can be carried out
while an item or facility is in service’.
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2.2 COMPONENTS OF MAINTENANCE
Ivor Seeley, (1993) categories the main components as servicing,
rectification and replacement.
2.2.1Servicing
It is essentially a cleaning operation undertaken at regular intervals of
varying frequency and is sometimes termed day-to-day maintenance
(Ivor Seeley, 1993). It may include activities such as cleaning and
inspection of facilities and components (Lee How Son and George C. S
Yuen, 1993).
2.2.2Rectification
Rectification work may be needed quite early in the life of the building
because of design shortcomings, inherent faults in the use of materials
or faulty construction (Lee How Son and George C. S Yuen, 1993). It
represents a fruitful point at which maintenance cost can be reduced
because it is avoidable (Afrane S, 1999).
2.2.3Replacement
Replacement is inevitable because service conditions cause materials
to decay at different rates (Ivor Seeley, 1993). Physical breakdown of
materials or elements as well as deterioration in appearance may
necessitate replacement (Afrane S, 1999). According to Ivor Seeley
(1993) the frequency of replacement could often be reduced by the
use of better quality material and components, but the economics of
this however, merit careful study.
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2.3 OBJECTIVES OF MAINTENANCE
A prime aim of maintenance is to preserve a building in its initial state
as far as practicable, so that it effectively serves its purpose (Ivor
Seeley 1993). Alternatively Hall, (1986) states that the main objective
of maintenance is to preserve a building so as to continue to serve the
purpose for which it was put up. Ivor Seeley, (1993) further states
some of the main purposes of maintenance are as follows:
Retaining value of investment;
maintaining the building in a condition in which it continues to
fulfill its functions; and
presenting a good appearance.
2.4 FACTORS AFFECTING DECISION TO CARRY OUT
MAINTENANCE WORK
Chudley (1981) identifies the following as principal criteria which could
influence the decision to carry out maintenance work:
Cost of the maintenance work;
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Age and condition of building;
Availability of resources to carry out the maintenance works;
Urgency of work to be undertaken; and
Future use of facility.
2.5 ROLE OF MAINTENANCE IN THE BUILDING
PROCESS
According to Lee How Son and George C.S. Yuen, (1993) the
performance of any building can be affected by decisions taken and
actions performed at any stage of the building process; right from its
initial conception to its final completion. This reflects the importance of
maintenance throughout the life of a building:
BRIEF STAGE
The building process starts when a brief is provided to the designer
stating his requirements and constraints; the client should determine
his maintenance objectives such as economy and efficiency. A
maintenance policy can then be formulated to allow the objectives to
be achieved (Lee How Son and George C.S. Yuen, 1993).
DESIGN STAGE
According to Ivor Seeley, (1993) good maintenance starts on the
drawing board; a skilful design can reduce the amount of maintenance
and also make it easier to carry out the maintenance work. Design
details will also affect the performance and life of components of a
building (Smith R.G, 1993). Major decisions at this stage include,
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among other things selection of materials, choice of forms of
construction, orientation of building and user requirements (Lee How
Son and George C.S. Yuen, 1993).
CONSTRUCTION STAGE
The construction stage is the most vulnerable to the occurrence of
building defects; it requires therefore, a high level of supervision to
ensure good standards of materials and workmanship as well as
correct detailing and specification (Lee How Son and George C.S. Yuen
(1993).In weighing up the advantages of different methods of
construction, the effect of each upon ageing characteristics should
rank high among relevant factors (A.M. Sowden et al, 1990).
USAGE AND OCCUPATION STAGE
Maintenance is needed throughout the entire period that the building
remains in use or occupation, so that its facilities are kept to a
standard consistent with overall policy (Lee How Son and George C.S.
Yuen, 1993).
IMPROVEMENT
Eventually, a decision has to be made as to whether to demolish the
building and replace it with a new one or to improve or adapt it to
make it suitable for a new use (Reginald Lee, 1987). A survey is carried
out to determine the cost of repairs and adaptations before the
building is demolished or redeveloped (Lee How Son and George C.S.
Yuen, 1993).
In conclusion, maintenance is a very important consideration in the
building process; there is therefore a strong case for rejecting any
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functional split between those engaged on design, construction and
maintenance, for the integration of all aspects of the provision and
management of structures, especially within a single organization (A. M
Sowden et al, 1990).
2.6 DETERIORATION OF BUILDINGS
Buildings deteriorate from the moment they are constructed and will
provide progressively poorer shelter unless maintained (Smith R.G,
1993). It is not surprising therefore that defects and failures occur
frequently (Lee How Son and George C. S Yuen, 1993).
2.6.1 Building Defects
A building defect may be defined as an imperfection, deficiency or fault
in a building element or component which adversely affects functional
performance or appearance (Reginald Lee, 1987).
2.6.2 Diagnosis of Defects
Building diagnostics: involves a process in which relevant experts
investigate the existing conditions of a building, carry out the
necessary tests, evaluate the data collected, make recommendations
professionally and predict the future performance of the building (Lee
How Son and George C.S. Yuen, 1993). The general approach is to
examine carefully all symptoms, consider all the probable causes by a
process of elimination, identify the true cause and its sources and
decide on the appropriate remedial action (Reginald Lee, 1987).
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2.6.3 Causes and Sources of Deterioration and Defects on
Buildings
Afrane S, (1999) names the two potential causes of deterioration and
defects as primary causes and primary source.
1. Primary causes :
Faulty design: a variety of unrelated design decisions may result in
defects in the fabric of a building; for example unsuitable material,
incorrect assessment of load and orientation of building can contribute
to faster deterioration (Afrane S, 1999). Research by the Building
Research Advisory Service (Great Britain) in the 1970’s confirmed that
the single type of fault in buildings was in making wrong choice of
materials or components for a particular situation (Building Research
Establishment Digest, 176, April 1976)
Faulty execution: site personnel can be just as guilty of promoting
deterioration of buildings by bad workmanship, inadequate supervision
and substitution of poor materials, components or fittings (Lee How
Son and George C. S Yuen, 1993). Resultantly, the intentions of the
designer may not be properly realized (Afrane S, 1999).
Vandalism: is usually caused by intentional damage and
disfigurement resulting in the natural life of material or component
being reduced (Afrane S, 1999). Any act of vandalism will affect the
aesthetic appearance of the material or component and reduce its
lifespan (lee How Son and George C. S Yuen, 1993).
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2. Primary sources
Biological agents: include attack by rodents insects, fungi, algae and
plants may cause serious deterioration in various parts of a building
(Lee How Son and George C. S Yuen, 1993). These are usually
corrected by correct detailing, use of resistant materials and suitable
pre-treatment of affected materials (Afrane S,1999).
Abrasion and impact: according to Afrane S, (1999) relate mainly to
wall, floor finishes and doors; and are usually caused by: pedestrian
traffic, vehicular traffic and dragging of furniture and Equipment on the
floor.
Corrosion: is the result of the inability of some metals which tend to
achieve a more stable state by combining with certain environmental
elements such as air, water soil and carbon dioxide. (Lee How Son
1993). Carbon dioxide for example can allow corrosion of
reinforcement especially in moist conditions (Smith R .G, 1993).
User activities: cause defects through unintentional misuse because
of lack of information on the correct use (Reginald Lee, 1987). The
daily use of building by its occupants imposes loads which cause the
structure to deteriorate (Smith R.G, 1993).
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2.7 MAINTENANCE MANAGEMENT
The various components of Building Maintenance Management is
illustrated in Figure 2.1 below:
Activities of Management
Estate management Other forms of management
Maintenance Propertymanagement management
Figure 2.1 Components of Building Maintenance Management
Source: Building Maintenance Management 3rd Edition by Reginald
Lee, 1987.
Estate management: which involves the management of built asset
embraces two main forms of management: Property management
and Maintenance management (Lee How Son and George S. Yuen,
1993).
According to Lee How Son and George C. S Yuen, (1993) property
management is an economic service designed to create the greatest
possible net return from a land and its buildings, taken together over
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their remaining economic life; while maintenance management on
the other hand involves the organization of resources to deal with the
problem of maintenance. Maintenance management has also been
defined as the organization of maintenance within an agreed policy (A.
M Sowden et al 1990).
2.7.1 Maintenance organization
Organization is alternatively defined by the Cambridge Advanced
learner’s dictionary as “a group people who work together in a
structured way for a shared purpose or the planning of an activity or
event. In the maintenance context, it is used to describe the person or
persons responsible for planning and controlling of maintenance
operations (Reginald Lee, 1986).
Planning: Despite the common approach of waiting until a defect is
reported to the maintenance organization, there is growing interest in
Afrane, S. (1999), “Building maintenance in Ghana: analysis of
problems, practices and policy perspectives”, Final Report submitted to
the World Bank under the Universities Research Fund Programme of
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the Ministry of Education, Accra,
Afrane S (2002), Maintenance of residential Building in Ghana; Analysis of problems, causes and policy interventions. Journal of Applied Science and Technology, Volume 7.
A.M Sowden et al. (1990), The maintenance of Brick and stone masonry structures. E and F. N SPOH
British Standards Institute, BS 3811:1984.
Building Research Establishment (BRE) ,Failure Patterns and implications, Digest 176 (1975).
George T. Hall (1984), Revision notes on building maintenance. Macmillan Press Ltd
Israel, Glenn D (1992). Determining Sample size. Program Evaluation and Organizational Development, IFAS, University of Florida. PEOD-6. October.
Ivor H. Seeley (1993), Building Maintenance (2nd Edition). Macmillan
Press Ltd.
James Douglas (2002), Building Adaptation. Butterworth Heinemann.
Kangwa, J., Olubodun, F (1999), "The jigsaw puzzle of housing disrepair in the owner-occupied sector: searching for the missing piece", RICS Research, Cutting Edge Conference, RICS 1999, London.
Kish, Leslie (1965), Survey Sampling. John Wiley and Sons, Inc.
Lee How Son and George C. S Yuen (1993), Building Maintenance
Technology ( 3RD Edition). Macmillan Press Ltd
Miles, D. and P. Syagga (1987), Building Maintenance: A Management Manual. Intermediate Technology Publications.
Reginald Lee (1987), Building Maintenance Management (3rd
Edition). BSP Professional Books.
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R. Chudley (1981), The Maintenance and adaptation of buildings.
Paintmakers Association.
Smith R G (1993), Maintenance of Low cost Buildings, Overseas
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Speight and G. Stone (1982), The law of defective premises, Pitman.
Syagga P. M and Aligula E (1993), Nairobi housing condition survey:
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THESIS
John Akatse (2006), An investigation into the factors inhibiting the
effective maintenance of public buildings-Case study: KNUST staff
bungalows. Unpublished Bsc. Thesis, Department of Building
Technology, KNUST, Kumasi.
Nurudeen Bilal (2007), Maintenace of Public Buildings: A case study
of some selected public structures in the New Juabeng Municipality-
Koforidua. Unpublished Bsc. Thesis, Department of Building
Technology, KNUST, Kumasi.
Seg-Ib Sylvester Mwinbeyiire (2007), Factors causing lack of
maintenance: Wa Regional Hospital. Unpublished Bsc. Thesis,