Guidance on Mobile Asset Management Planning Tool: Cleaning Equipment

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1 Guidance on Mobile Asset Management Planning Tool: Cleaning Equipment Project code: RBM Date: October 2014

2 WRAP's vision: Our vision is a world in which resources are used sustainably. WRAP's mission: Our mission is to accelerate the move to a sustainable resource-efficient economy through re-inventing how we design, produce and sell products, re-thinking how we use and consume products, and re-defining what is possible through recycling and re-use. Find out more at While we have tried to make sure this report is accurate, we cannot accept responsibility or be held legally responsible for any loss or damage arising out of or in connection with this information being inaccurate, incomplete or misleading. This material is copyrighted. You can copy it free of charge as long as the material is accurate and not used in a misleading context. You must identify the source of the material and acknowledge our copyright. You must not use material to endorse or suggest we have endorsed a commercial product or service. For more details please see our terms and conditions on our website at

3 Contents 1.0 Introduction Background Mobile Asset Management Planning Tool: Cleaning Equipment Getting started Facility Information Baseline and Targeted Practice User Defined Settings Functional Areas and Risk Baseline and Target Requirements Results Dashboard Relationship with other WRAP Mobile Asset Management tools Further information

4 1.0 Introduction 1.1 Background Mobile assets as the name implies are items that are not fixed within buildings but form part of delivering the operational requirement. Mobile Asset Management (MAM) is a key area for preventing waste and reducing costs through more effective purchasing and deployment decisions. It focuses attention on actions to conserve the value of assets owned by the FM Service Provider. It can also be offered to clients as a value-added service for managing client-owned assets. 1.2 Mobile Asset Management Planning Tool: Cleaning Equipment This Mobile Asset Management Planning (MAMP) Tool is a freely accessible resource that will help you to: generate indicative forecasts of mobile asset lifecycle costs over the life of a Cleaning service contract; identify the impacts of procurement options, such as asset quality and servicing regime; identify the impacts of redeployment of used assets, procurement of reconditioned assets, or utilisation of rented equipment; and assess the impact of the above decisions on capital cost, servicing costs, residual value at the end of contract term, and waste arising from the disposal of mobile assets. The tool is aimed to be used whilst planning the procurement of mobile assets for deployment within a cleaning service contract. Given that the duration of typical cleaning contracts are generally shorter than the life expectancy of a number of larger mobile assets, the tool offers the ability to model the impact of deploying used assets into new contracts, and identifying the projected residual value of assets at the end of contract period, available for redeployment into another contract. The tool also offers the user the ability to test the impact on total cost to contract, of procurement of better versus average quality assets, and the application of high quality versus average quality servicing to these assets. Users When Outputs Cost Procurement Team; Operational / Service Managers During development of a procurement plan to support deployment of Cleaning Services into a new or expanded FM Service Contract. Tabulated and graphical projections for a selected group of cleaning equipment assets of: High level estimate of the number of equipment assets required to fulfill the cleaning requirements within the contract; Total cost of procurement and servicing over the contract period; Total residual value at the end of the contract period; Total materials disposal through various routes, over the contract period; Net carbon impact of selected waste disposal routes during the contract. The tool is free to use. Population of the tool and adjustment of procurement and servicing options take minimal time to complete. The tool may be used for as many iterations as necessary. Benefits Help to identify the cleaning equipment mobile assets most sensitive to procurement and servicing options, in terms of cost impact on the contract. Help appraise procurement options of new, used or rental equipment. Help assess the option of high quality vs average quality servicing of assets within the contract period. Constraints The tool is pre-populated with a certain number of assets, including their capital costs, servicing intervals, servicing costs, rental costs, weights and expected service life. The user is free to adjust these values, stored within a hidden, but unprotected, worksheet. 2

5 2.0 Getting started Open the MAMP Tool in MS Excel, and click onto the Dashboard worksheet tab; enter the relevant contract data into the fields provided (only update the red text). Contextual help is available in comments embedded into some of the input cells, as well as in the guidance notes found by clicking the User guidance worksheet tab. 3.0 Facility Information Select the facility type, area, density and cleaning cycle period (in hours per day). The tool will estimate the number of cleaning equipment units required to provide the service described, based on typical equipment types and productivity data, stored within the hidden, but unprotected, Lookups tab of the workbook. 4.0 Baseline and Targeted Practice Select equipment quality, servicing regime and end of contract treatment, from the dropdown menus, for Baseline and Target scenarios. Selecting User defined from any of these dropdown menus, will allow the user to specify any, or all, of these settings against functional areas and each equipment type. This is described in more detail below. 5.0 User Defined Settings 5.1 Functional Areas and Risk Open the Functional Areas and Risk: User-Defined Settings group (click on the + symbol in the leftmost column alongside Row 53) The user may now alter the functional areas derived by the tool, by entering alternative areas into Cells C46 to C51. Using the dropdown menu in Cells E46 to E51, the user can select the impact of service failure within each of the functional zones described. This will adjust the number of equipment units being provided for these areas, allowing additional redundancy in equipment numbers for high risk areas. 5.2 Baseline and Target Requirements Open the Baseline Requirements: User-defined Settings group (click on the + symbol in the leftmost column alongside Row 70), or the Target Requirements: User-defined Settings group (click on the + symbol in the leftmost column alongside Row 87). The user may now alter the equipment quality, servicing quality and/or End of Contract Treatment settings against each equipment item, using the dropdown menus. Text in user editable cells is coloured red. These cells will remain shaded out until the user selects User Defined in any of cells B18 to C Results Dashboard The results dashboard provides tabular and graphical representation of the estimated baseline and target cost and waste impacts, as well as an indication of carbon increase / reduction resulting from the target plan vs baseline plan. The Utilisation of Equipment chart provides a graphical representation of equipment utilisation over a 12 month period. This chart is intended to provide an indication of which equipment units might be provided from equipment rental suppliers. 3

6 7.0 Relationship with other WRAP Mobile Asset Management tools This tool is intended to provide assistance, during planning of procurement and management of cleaning equipment mobile asset pool for a new or changing service contract. WRAP have also developed similar modelling tools for horticultural and catering equipment assets, as well as scientific laboratory equipment. 8.0 Further information For further information and to access the above toolkits view the following link: 4

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