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CHAPTER 1
INTRODUCTION
1.1 Background Of Research
Maintenance can be defined as works undertaken in order to keep, restore or
improve every facility; every part of building, the services and surroundings to a
currently accepted standard and to sustain the utility and value of the facility to the
user, tenant and owner. This is to retain the building up to an acceptable standard
(appropriate building standard will determines the workload) so that it could be used
effectively and efficiently. However a stricter definition of maintenance is work
necessary to preserve a building or works, (including finishes and fittings) in its
initial state so that it continues to provide that same facilities and amenities as it was
initially erected.( Rahayu Mohamad 2000).
The conservation process involves with maintenance, preservation and
restoration. The followings are the definitions involved in maintenance. Maintenance
is a process of continuous protective care of the fabric contents and setting of a place
and is to be distinguished from repair. As repair involves with restoration and
reconstruction; therefore it should be treated accordingly.
Preservation is a process of maintaining the fabric of a place in its existing
state and retarding deterioration and restoration is a process of retaining the existing
fabric of a place to a known earlier state by removing accretions or by reassembling
existing compounds without the introduction of new materials.( Mohd Zaki 2003)
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The objective of maintenance is to maintain buildings and properties to an
appropriate and acceptable standard at reasonable cost and with minimum
convenience to the occupier. In relation to historical building e.g. museum the
objective is more towards maintaining the building in such a way that the building
will continue erecting with its original look, so that the new generations can see
former architecture. Other than that, to ensure that the building is in a good condition
and is safe and to prolong its existence. In a much simpler language, to keep the
building nearly 100% free from defects.
However, referring to the Seri Menanti Royal Museum, the conservation
activity is more concerning the to restoring and preserving the precious collections.
Therefore, it can be said that the maintenance work for the museums are the
centralised and are lead by the National Museum.
Property maintenance is a part of building’s life. Any building on the world
is hard to sustain it own structure if no work to maintain that building. Especially
history building like museum and heritage building. Just imagine the age of the
history building is about more 100 years. In Malaysia have a many history building
like Bangunan Sultan Ahmad Said, Central Market, Angkasapuri Building and also
museums in Malaysia.
The important someone or any body to manage about maintenance that
building is to preventive any bad image for that building. It also to attract visitor to
visit that building. Directly can give more income for our country. So, the advantages
of the maintenance of the museums or history building in Malaysia are to give more
time in term of building economic life. If the building can use until now even though
the age of the building more than 100 years but still can generate income from that.
Another that is the structure building will look maintain and perfect.
Therefore, the management of building maintenance is required to manage a
building where the management aspects such as planning, organizing, directing and
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controlling, including managing the budget so that maintenance cost do not exceed
the provisions that have been provided.
In summary, the buildings must be maintained to preserve the structure and
functions because it is an important asset in the investment value. In addition, an
effective and systematic building management can ensure consumer safety and
comfort of a building or the public whether for long term or otherwise.
1.2 Problem Statement
Historical building is important in economics of country. It gives profit to
country and also it is part of attraction for tourist. It will give young generation
know about our country history. When you know your history, you will know where
you’re coming from, (Robert Nesta Marley, 1995). From that statement it shows that
the maintenance of historical building is important to make sure that sentimental
value beside it will make sure the building physical structure in the good condition.
Usually, in order to practise building maintenance it had two situation. Which
are maintenance of new building and maintenance of historical building. In order to
maintain historical building its need expertise and a lot of costing. This is because the
quality of structure material used to build the historical building is not good like now.
Historic building basically represents the single most visible aspect of our
past history and culture. Like most other countries in the world, Malaysia has a rich
legacy of historic building with outstanding craftsmanship and architecture quality.
They form an impressive historic features and heritage of the past work of man. It is
important to conserve and preserve historic buildings because they provide a sense of
identity and continuity in a fast changing world for future generations. However
some of these buildings are at risk from defects and are not being well cared for due
to lack of technical knowledge and high cost of repair maintenance. (Kamarul
Syahril Kamal,2008)
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Because of that, this study will be focus on maintenance works undertaken on
historical building are correct to enhance its economic life and at the same time the
investigate the structure or the historical building.
1.3 Aim and Objective
The objectives of the study are:
a) To identify the common problem in historical building maintenance in
Seri Menanti Royal Museum.
b) To improve property maintenance of Seri Menanti Royal Musuem.
1.4 Scope And Limitation
The study faces its limitations as to the scopes the study comprises. The study
mainly focuses on property maintenance at the Seri Menanti Royal Museum. Other
than that, the scope of the study was limited for the process of the maintenance at
the Seri Menanti Royal Musuem. Technically it have a lot of process to maintance
the Seri Menanti Royal Museum. At this point, this study will show the detail of the
maintenance.
At the same time, this research will be limit on the maintenance of the
structure at Seri Menanti Royal Musueum. It will be shown the maintenance works
of the structure affecting by the weather, human usage, economic life cycle and
insect pest. This research will be shown that the effectiveness ways in order to make
sure the maintenance works of the Seri Menanti Royal Musuem succeed.
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1.5 Important of Research
The important at this study is to show people that difficulty to maintain
historical building and also to those who practices property management on the
maintenance works of the historical building. The results and finding obtained from
this research can show the effectiveness way in order to maintain the structure
historical building of Seri Menanti Royal Museum. The result can be used for who
practising property management especially who maintain the historical building and
will contribute a new ideas in order to make the scope of work in property
management succeed.
1.6 Methodology
In order to make the research success, there are Five (5) stages of studies that
had been carried out for this research which are distributed as follows:
i) Preliminary Study
ii) Research Theory (Literature Review)
iii) Information Collecting and Gathering
iv)Data Analysis
v) Findings, Conclusions, and Recommendations
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Primary Data
Primary data are first hand, raw materials and information being obtained due
to the process of conducting the study by the researchers. Primary data would
include information attained through distribution of interviews with the
respondents and also through physical observation. The responses are taken as
primary data. Through this study, observation and interviews will be conducted
to obtain relevant data and information necessary.
Secondary Data
This secondary data derived through reading and analyzing specific sources such
as previous dissertation, reference books, journals, magazines, articles and
electronic media such as web pages from internet. This source used to study
about the topic as a guide to complete the study.
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Figure 1.6: Flow chart of research methodology
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Problems
Identifying
Secondary Data
Data
Collection
Primary Data
Interview and Questionnaire
Journal, reference books, websites.
Conclusion
Arrange and Review Data
Analyzed Data
1.7 Chapter Arrangement
In this academic project, the writing was divided into five (5) chapters. The
topic was discussed critically and appropriate measures were taken in order to
present the writing according to the topic of the research and divided into every
different chapter. The chapters are as follows:
Chapter 1: Introduction
The first chapter of the study comprises of a brief introduction of the
study, the problem statement, the objectives, the limitations and
scope, the methodology and the arrangement of chapters of the
research.
Chapter 2: Literature Review
Chapter two is related to the background of the study and the literature
review. The literature review should be view in relevant to the study
being conducted.
Chapter 3: Case Study
Chapter three of the study described the case study. The detailed
observation and analysis of the case study (Seri Menanti Royal
Museum) being selected. For this study, the case study is the
maintenance of historical building focuses on structure of the
building. The case study is the core of the research due to emphasize
on the particular selected case study for the purpose of this study.
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Chapter 4: Data Analysis
Chapter four will comprise the analysis of the information and data.
All the information gathered through observations and interviews will
be analyzed to derive findings of the study. Once all the data has been
analyzed then a conclusion can be drawn.
Chapter 5: Conclusion
The final chapter of the study includes final conclusion and
recommendation. Analysis of the gathered information and data will
establish findings of the research. Through the findings a final
conclusion of the research can be drawn accordingly and therefore
any relevant recommendation and suggestion as to the study can be
clearly stated regarding to the research.
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CHAPTER 2
LITERATURE REVIEW
2.1 Introduction
This chapter is about the theoretical study on the various definition of terms
that being used in this study and knowledge about the property maintenance. The
objective is to give specific definition and knowledge to the reader for more
understanding about this study.
As a part of construction process, maintenance has an important role to
ensure the long live of the constructed building. The building maintenance can be
defined as the regular inspection of all parts of the building and the execution of
work necessary to keep the structure, finishes and fitting in a proper and acceptable
state of repair, including decoration both internally and externally (Cripps, 1984).
Any constructed facility can be considered as an asset or investment that
needs to be maintained to ensure its long life cycle. Owner is always expected it asset
to be long life to ensure their capital investment returned and profitable. There are
many literatures that discussed on maintenance. Most of them ( British Standard
3811 : Robert Milne, 1985: Cripps,1984: Noble 1984) have the same concept about
maintenance, which defined as an action that prevent or restore a condition to its
condition.
The objective of the property maintenance is to support and serve the main
process that is to turn inputs into priceless outputs and to add customer value. The
maintenance process should keep equipment or assets in a desired operating
condition so as to satisfy the requirements of the primary process. The business goals
of the maintenance process are:
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a) To improve primary process as quality, profit
b) To increase primary process capability
c) To satisfy regulatory requirements such as safety, hazard and
environmental standards in a cost effective manner.
In order to achieve effective property maintenance, it is vital to discuss the
interrelationships between the maintenance process and the main
process,business operation in a company.
At this point, matters relating to maintenance are described in more detail in
terms of definition, purposes, importance, maintenance classification and
maintenance works carried out against a building. According to Seeley (1976), areas
that are important in the maintenance process is as follows:
i. Activities of investigation and inspection of the building structure
such as roof, pillars, beams, walls and foundation and the outside
building such as drains, septic tanks, parking vehicles and others.
ii. Building finishes such as floors, walls and others.
iii. Maintenance of facilities such as air conditioning equipment, fire
preventation equipment, elevators, drainage system and other
equipment.
iv. Repair, replacement and service of sanitation equipment.
v. Cleaning of building and pest control.
vi. Maintenance of landscaping.
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The effectiveness of building maintenance is depends on planning and a well
understanding realting to various aspects and methods of maintenance activities was
initiated before. Therefore, the studies need to be undertaken in terms of design,
materials, skills, function, requirements and relationship between them.
2.2 Definition
British Standard (BS 3811 : 1984) defined maintenance as “the combination
of any action carried out to retain an item in, or restore it to an acceptable condition”.
From this definition two key components can be identified:
a) Not only actions that relate to the physical execution of maintenance
work, but also those concerned with its initiation, financing and
organization.
b) The nation of an acceptable condition, which implies an understanding of
the requirement for the effective usage of the building and its parts, which
in turn compels broader consideration of building performance.
According to Wordsworth (2001) the action is referred to the initiation,
organization and implementation of series of works. There are two processes of
works that envisage, retaining and restoring. Retaining is more to the work carried
out in anticipating of failure and restoring is the work carried out after the failure.
Wordsworth further explanation is about maintenance acceptable standard
concept that is referred to the acceptability of the person who is paying the work to
the person receiving benefit or to some outside body with the responsibility for
enforcing minimum standards. It is clear that there is no absolute standard for
maintenance (Noble,1984 : Lee, 1987). The standard is depending on the request of
each person or organization as the client of the works. It could be higher or lower
than the initial design standard depend of the client inquires.
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The Committee of Building maintenance (1972) defined maintenance as
“work undertaken in order to keep, restore or improve every facility i.e every part of
the building, it’s service and surround to a currently acceptable standards and to
sustain the utility and value of facility”.
Therefore, the maintenance of the building can be concluded as an action
indertaken in the preserve, maintain or restore a building structure at a level of
standards that are required and can be accepted by the parties involved so as to
maintain the image or appearance of the building, the value of investment and fulfill
the functions required.
2.3 Classification of Maintenance
Refer BS 3811:1984, there are two main parts in the maintenance of building,
namely;
a) Planned Maintenance
b) Unplanned Maintenance
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Planned Maintenance
Unplanned Maintenance
Planned Preventive Planned Corrective
(including emergency)
Condition based Maintenance
Scheduled Maintenance
Corrective Maintenance (including emergency)
MAINTENANCE
Figure 2.3 : Classification Maintenance
(Sources : BS 3811 : 1984)
The following definitions are all given in BS 3811 and for practical purpose,
it is clear that the maintenance workload consist of a mix of all of these:
i. Planned maintenance – maintenance organized and carried out with
forethought, control and the use of records to a predetermined plan.
ii. Unplanned maintenance – ad hoc maintenance carried out to no
predetermined plan.
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iii. Preventive maintenance – maintenance carried out at predetermined
intervals or corresponding or prescribed criteria and intended to
reduce the probality of failure or the performance degradation of an
item.
iv. Corrective maintenance – maintenance carried out after a failure has
occurred and itended to restore an item to a state in which it can
perform its required function.
v. Emergency maintenance – maintenance that it is necessary to put in
hand immediately to avoid serious consequences.
vi. Condition based maintenance – preventive maintenance initiated as
result of knowledge of the condition of an item from routine or
continuous monitoring.
vii. Scheduled maintenance – preventive maintenance carried out to a
predetermined interval of time, number of operations and mileage.
The maintenance can be classified into several types. The most common
classification consist of two main parts which are preventive and corrective
maintenance.
British standard 3811: 1964 classified maintenance into three parts, planned
maintenance, preventive maintenance and running maintenance. The different
between these type of maintenance can be described as follows:
i. Planned maintenance it is defined as maintenance that organized and
carried out with forethought control and the use of records to
predetermined plan.
ii. Preventive maintenance it is carried out at predetermined or to other
prescribed criteria and intended to reduce the likehood of an item not
meeting an acceptable condition.
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iii. Running maintenance which can be carried out whilst an item is in
service.
Another maintenance classification was done by Milne (1985) that classified
maintenance into two categories, planned maintenance and preventive maintenance.
Planned maintenance is a method whereby all of the work which can be foreseen in
the coming year or longer if necessary is detailed costed and mapped out on a chart,
listed in diary form or entered on a computer program in such a way that the
maintenance manager can see at a glance just what task are due to be carried out any
time of the year. Planned preventive maintenance, in other hand is an attempt to
eliminate as far as possible the need of day-to-day maintenance and reduce the
number of separately funded maintenance works by instituting a system of inspection
at regular predetermined intervals and carrying out any mirror repairs before they
have time to develop into tasks of some magnitude.
Planned preventive maintenance will more worthwhile if it is meet some
criteria ( Lee R, 1987) such as:
I. It is cost effective.
II. It is wanted to meet statutory or other legal requirements.
III. It is meet a client need from operating point of view.
IV. It will reduce the incidence of running maintenance necessitating
requisitions for work from the user.
V. There is a predominant incidence of work for the craftsman rather
than pure inspection.
Another maintenance classification was made by Noble (1984) that classified
maintenance as five different types:
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I. Routine or cyclic maintenance, it is task carried out at more or less
regular intervals without prior inspections such as cutting grass, lamp
changing, cleaning of drains and gutters.
II. Planned maintenance can be determined as selected services, plant
and equipment. It it regular inspection and servicing (lubrication and
adjustment) with repairs and replacements made or programmed only
when found to be necessary.
III. Planned inspection for selected elements of structure, fabric and
finishes. It is regular inspection but with maintenance work carried
out or only when found to be necessary.
IV. Breakdown or emergency maintenance an action taken to remedy
failure.
V. Minimum maintenance often applied to premises awaiting disposal.
No action except to meet mandatory requirements e.g. for health or
safety to conform to the terms of a lease or to keep the property wind
and waterproof.
All types of maintenance explained above are depending and restricting by
situation and factors. One of the factors is cost. Cost constrain together with the rates
at which building materials and elements deteriorate in use, make maintenance more
difficult. The cost of preventive action will increase if the work differed and if it is
delayed to the point of failure the cost will be many times greater than if the job had
been done at the right time. Another factor is time, the correct timing of maintenance
work is therefore very important (Noble, 1984).
Cripps (1984) classified building maintenance in the five main heading:
I. Main fabric, determined as regular maintenance of the structure of
building, including walls, floors, roofs, windows, doors, sanitary
fittings and plumbing, drains, fire escape, yard, roads and cleaning
and restoration of elevation.
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II. Internal finishes, including of redecoration of walls and ceilings,
replacement of floor surfaces and repairs to special finishes.
III. Specific features especially for public services defined as all repairs to
entrance doors and shop windows including replacement of door
springs, replacement of glass of the maintenance of electrical signs.
IV. Cleaning defined as regular cleaning of parts of the building by
maintenance staffs or outside contractors.
V. Engineering services this type of maintenance relate to mechanical
and electrical equipment in the building. There are five headings that
should be considered:
a) Electrical and gas services periodic of surface installation and
major detailed surveys by professional consultants and
subsequent execution of repairs found necessary.
b) Heating, ventilation and air-conditioning, periodic inspection
of installations, cleaning, lubricating and repairs including
safety testing.
c) Special equipment, periodic inspection of refrigeration
installation, kitchen equipment, etc.
d) Fire precaution, periodic inspection and repair of sprinkler
systems, fire detection system, fire extinguishers and blankets,
hose-reels and hydrant.
e) Lift , escalator and mechanical equipment, periodic inspection
as detailed under (2).
2.4 Maintenance Standard
As the mentioned before, there is no absolute maintenance standard since the
need of building maintenance is typical for each building. But the general
maintenance standard is needed as guide for the owner or tenants to maintain their
building.
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Wordsworth (2001) mentioned the standard should be as a function rather
than an object. Further he described maintenance standard as a balance between need
and resource with the provider or controller of the resource usually having the
greatest influence over what this balance may be.
The main idea about maintenance standard is basically the request or
maintenance work order from the owner to contractor, which area or defect that
should be repair or replace and this order should be clear as a standard for the
contractor to perform the job. The work order should include the sufficient detail in
order to enable the workman to take with him the correct quantity and type of
material when making the maintenance work (Milne, 1985).
In fact some of 40% of the maintenance standard was directed in site (Milne,
1985). The engineer or the maintenance department has to visit the site and check
and determine the condition of building that should be maintained. The other
advantage of site visit is it gives more attention and gives direct instruction to their
employee or hired contractor to repair.
Based on the building individual element, Reginald Lee (1987) divide the
maintenance standard as three conditions, physical condition of the elements, times
and financial criteria. Physical condition has two related terms, the condition of
element that related to the magnitude of defect that calls for remedial action and the
second term is the performance or the environmental systems. This system is known
as condition controlled maintenance. This system suggest that there is a regular
inspection to measure the condition or the performance of element whether it is
deteriorated below that laid down.
The second condition is times, which repairs or replacements are to be made.
This method more to the frequent inspection and it need certain knowledge of the
rate of decoration. The balance between frequency inspection, risk and consequences
of failure is the important part that should be achieved. The last condition is financial
criteria this criterion can be taken from the variable sum based on the cost of some
primary activity or replacement value or taken from fixed sum based on historic costs
or an analysis of anticipated benefits.
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2.5 Maintenance Objective
As well as the definition of maintenance the primary aim of maintenance is to
preserve the value of the asset so as to ensure a long term trouble free investment
capable of providing a continuos and satisfactory return by minimum expenditure
(David Artiti et al, 1999). Furthermore the specific objective of maintenance based
on Arditi can be described as follow:-
I. Promptly respond and repair minor discrepancies in the facility.
II. Perform daily housekeeping and cleaning to maintain a property
presentable facility.
III. Continually seek workable engineering solutions to maintenance
problems.
IV. Maintain complete historical data concerning the facility in general
and equipment and components in particular.
V. Monitor the progress of all maintenance work.
VI. Schedule all planned work in advance and allocate and anticipate staff
requirements to meet planned and unplanned events.
VII. Accurately track the costs of all maintenance work.
VIII. Maintain a proper level of material and spare parts to support timely
repairs.
IX. Perform accurate cost estimating to ensure lowest cost solutions to
maintenance problems.
X. Provide for easy and complete reporting and identification of
necessary repair and maintenance work.
XI. Operate the facility utilities in the most economical manner while
providing necessary reliability.
XII. Identify design and complete improvement projects to reduce and
minimize total operating and maintenance costs.
XIII. Complete major repairs based on lowest life-cycle cost.
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XIV. Develop and execute a system of regularly scheduled maintenance
actions to prevent premature failure of the facility and its systems and
components.
2.6 Life Cycle Cost of The Building
Building life cycle cost is the total cost of owning the building over its
predicted life span including initial capital cost, occupation costs,operating costs and
the cost incurred or benefit derived from the disposal of the asset at the end of its life.
(Wordsworth, 2001: Che M. Y. L et al, 2004).
Basically, building life cycle is a technique to ascertain a suitable balance
between capital cost on initial provision and cost incurred as a consequence of use.
The basic concept of Life Cycle Cost, LCC is that decision on the design and
acquisition of durable assets should take into account the long term financial
consequence and should not based solely on initial costs. LCC can be used to
evaluate the economic value of the construction process at every stage as described
by Wordsworth (2001) as follow;
a) LCC at Inception Stage
At the inception stage, LCC is use to determine the most economic
way of meeting a need for additional building space. The option to be
compared may include:
I. Rearrangement of the internal spaces within an existing building
II. Building an extension
III. Gradual redevelopment of the existing site
IV. Development of new site
V. Purchase or lease of another building
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b) LCC at Design Stage
The use of LCC at design stage is to assist the client and designer as
well in developing the most economic plan shape, structural form and internal
layout. One thing that should keep on mind is the earlier the LCC applied, the
greater the possibilities on savings and the lower the committed costs. At the
detail design stage, LCC is used to help the designer identify the design
features, components and finishing that have the lowest cost. This stage
would culminate in the preparation of LCC plan which should be
incorporated in the maintenance manual for guidance of the guidance of the
property manager.
c) LCC at Occupation of the Building
During the occupation of building LCC can be used to assist in
formulating planned maintenance and renewal policies. It also provides a
means of identifying high cost areas evaluating changes that will reduce these
costs.
Regarding to the Brandon P.S (1987) there are five factors that should be
taken into account when using LCC as evaluation technique. These factors will effect
to the calculation of life cycle cost of the building. The five factors are component
performance that depends on detail design, workmanship, building use, client attitude
to maintenance, exposure, weather climate and so on that effect to the building
condition. The second factor is the building life, which depends on the assumption on
the economic life span of the building. The next factors are inflation, technological
change and fashion and taxation. The last three factors exclude taxation is
unpredictable factors that have high uncertainty.
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2.7 Maintenance Cost
Maintenance cost is one of the important thing that should be considered if
the property’s high rate of return is expected. For illustration, one housing developer
builds some house for rental purpose. For business purposes, a developer always
thinking how to build a house with lowest initial cost to the lowest level and
sometimes affected the quality of the building. The low quality of the building has
low rental price and also will affected the revenue they have. In term of maintenance,
developer will take the budget from rental value. As consequence, for the low quality
building would have maintenance cost slightly higher rather than the high quality
building. Some developer have to spent as much as 50% of their rental revenue to
cover maintenance cost (Derek Miles et al, 1987), they are caught in vicious circle
because they are running low cost housing estates rents has to kept low and it caused
poor maintenance.
Basically, the value of property can be determined from the first phase of
construction. When the owner has intention to build a new building he/she has to
clearly state the purpose of the building. At the feasibility and design stage the
designer should khow the purpose of the building the owner needs and all other
information that related to construction of the building. From this stage, a designer
should anticipate the effect of his/her design for the maintenance cost. Derek Miles et
al (1987) stated from the feasibility and design amount that only 8% of total project
cost the decision made during this stage commits nearly 95% of the cost of
building’s total life. From this fact, it is clear that the maintenance cost can be
predicted from the early stage of construction. The agreement and understanding
between and understanding between client and designer from early stage of
construction influence the initial and running cost of the building.
From the statement above it is can be conclude the factors that affected the
maintenance expenditure, there are:
I. Material, to keep the lower initial cost of building, client ask the
contractor to find cheaper prize of materials that usually (not always)
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have lower quality and life time period rather that expensive
materials. The lower quality materials need more maintenance to keep
their quality form deteriotation.
II. Strategic design poorly designed and constructed buildings may cost
as much as more than a well designed and properly constructed
building.
III. The uncertainty of casual factors such as intensity of use and changing
maintenance requirements.
2.7.1 Costing System
Maintenance costing can be classified into three categories,
committed cost ,variable cost and managed cost (Miles et al, 1987).
Committed cost cover the cost that cannot normally be altered during
particular accounting period as fixed contract exist with supplier for example
covering lease of office equipment.
Variable cost is the cost that closely related to the activity of the organization
and their size is fairly close related to the output of the unit. Variable cost is based on
the labor productivity and the materials used. For example slab concreting activity
the cost is based on the area concreted and the material used. It is possible to measure
the work content accurately and establish the cost based on the work done.
Managed cost is uncommitted and not directly related to the volume of
activity but specifically authorized at the discretion of the management.
From these categories, committed cost is easier to identify and handle since
all the price and condition are mention at the contract. Any addition work in the field
can be considered as variation work. For this reason, some of building owner or
maintenance manager prefers to hire a contractor rather than hired their own
employees to perform maintenance work (Miles et al, 1987).
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Based on variable cost system, a manager will measures the work
performance based on budgeted cost. If cost was under the budget it can be said that
the performance was perfect and thrifty but if it was more than budget it can be said
that something going wrong. It is not easy to justified work performance solely based
on budget. There are some possibilities to explain why some works is under or
above the budget.
2.7.2 Setting up a costing system
One of the objective of costing system is to allow the manager to make
decision leading to effective cost control and then to study of the possibilities for
cost reduction. Derek Miles (1987) described the steps to set up costing system as
follows:
I. Compared the collected costs data with the original estimates. It is important
to look closely at those items where estimated costs have been exceeded and
to investigate the reason for excess.
II. Collect all of the necessary data that related to running cost for building
maintenance. To achieve this, all expenditure throughout the year must be
collected into suitable expense centers according to the location and type.
III. Examine the possibilities for achieving cost savings by changes policy,
techniques or replace or items that giving rise unacceptable maintenance or
repair costs.
2.7.3 Maintenance Budget
To maintain the effective cost control it is important to set out the
maintenance budget as a cost standard. To make it effective budget has to use as
working document throughout the year and managers are more likely to work hardly
to achieve budgets that have been set up.
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Budgets is the vital link in the chain of control which involves three aspects
(Miles, 1987), there are communication of information about plans and intentions,
motivating people to achieve planned targets and the last aspect is performance
reporting. Basically, the important function of budgeting is to provide a factual basis
for cost control. Graham (1978) defined some factors that should be taken into
account to set up the budget, there are :-
I. Changes in numbers/types of units comprising the estates.
The number of jobs is directly proportional to be increase or
reduction in the number of units to be maintained although the
types of properties and services must be taken into account.
II. Maintenance service standard
Maintenance serviced standard should be agreed for each
financial year. This standard should specify the service
requirements and the average job completion times in each
trade and maximum acceptable job completion periods.
Changes to this standard may affect the likely number of jobs
to be completed each week or certain period.
III. Variation in the incoming number of jobs
The variations occur during the financial period, whether it
was requested by tenants or the owner or by emergency
situation should de aware and must be taking into account. In
practice these fluctuation when low can be offset by feeding to
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the work force program routine maintenance and preventive
maintenance tasks. Peaks in the workload which cannot be
programmed economically for the labor force can cover by
using contractors. Annual estimates should include a provision
for this.
IV. Work arising from pre-painting surveys
Technical staff should undertake a survey of properties in the
year prior to that when external painting is programmed. The
survey should be concerned mainly with the fabric of the
building and with identifying all maintenance and repairs
required to bring property up to acceptable standard before
painting is carried out. This work must be completed before
the end of the current financial year and before
commencement of the current external painting program.
2.8 Design effect of building maintenance
One of the factors that influence the maintenance cost is the building design.
The designer is the first person that accepts the idea from owner to design a building.
From this idea the designer translate the owner need of the building to a general
design and continued into detail design. The term designer in this part is not solely an
architect but it can be a team that has many people involve such as architect,
structural engineer, quantity surveyor etc that necessary or have relationship with the
project (Marsh, 1979).
The design stage starts with design brief from the client. Some of the client
knows what information that should they give to the designer but many were not
understood. It is the designer responsible to assist the client to give an adequate
27
briefing. It is very important to collect as many data from the client such as what type
a building they need, what is the budget, what is the purpose of the building and all
of information that the designer need. This stage is very important but sometimes it
was neglected by the owner or the designer or both.
One investigation conducted by The Building Advisory Service at 1970-1974
in United Kingdom showed the highest faulty that made was the wrong choice of
materials or components for particular situation such as a wrong adhesive for floor
tiles on a heated sub-floor or necessary cavity trays and flashing was missing from
the design.
The common faulty that often happened were (Marsh 1979) (Miles et al,
1987)
a) Inadequacy of the client brief
b) Inadequacy of design such as error of specification material or
compeonent choice, juxtaposition of incompatible materials or
components.
c) Construction error due to ambiguity or inadequacy of specification
supervision.
d) Defects in materials and components.
Further, the defect in the building is not solely fault at the design stage.
Some defect was caused by repetition of use of the building by different
people or tenant for rented building or the low quality of materials used or
can be the unskilled workmanship during the construction stage. Based on
these factors, the designer should at least pay some intention for these factors,
so in the future the defect can be minimize.
28
Miles (1987) figured some factors that influence in the design stage for
building maintenance such as:
a) Deterioration
Deterioration can cause by climate user activities and changing tastes
and habits. The extent to which these agencies cause deterioration and thus
create a need for remedial treatment will depend on the adequacy of the
design and the suitability of material needs. It is because they are often
ignored or treated lightly in current literature in favor of technical detailing.
b) Future Needs
As known, the building’s owner expected their building has long life
time, resulted much money and has few maintenance cost. To reach the
owner needs the building should be used in the future time. Regarding to
these situation, the designer should give intention to the future need for the
building. Derek Miles (1987) mentioned the size, layout and service of the
building is influenced by future need of the building. For instance, the need of
the room in present and future time could be not same.
When crate a design, the designer should know what is the purpose of
the room, what is in the room or who or how many person will occupied the
room and such question that should clear the designer needs. Its look likes
unimportant but has great effect for the building. One research in Kenya
proved in one local authority of the 3 398 tenancies 68% of the family units
were accommodate in one room or one room was occupied by 4.7 persons. It
will caused a social problem because too many people living together.
c) Faulty of choice material
Another factors influenced of building maintenance is materials
chosen. The designer should use materials that easy to maintain in the future
and appropriate with the building and then environment. The environment
factors such as climate should be taken as an important factor to choose
materials. Some materials are easy defected by climate changing and caused
29
deterioration. Faulty choice of materials will increase the materials cost in the
future.
d) Decoration
Decoration which includes internal painting as well as external
surfaces maybe subject to defects arising from incompatibility of the finishes
and its background. The most common defect on paintwork that calls for
frequent decoration is discoloration. It was caused by dampness resulting
from rain penetration on condensation.
Discoloration is common in areas where buildings do not have roof
overhangs to shelter walls. Marsh (1979) stated, from an examination of
maintenance accounts for many buildings the cost of maintenance can be
roughly broken down into equal parts representing decoration. Services and
structure.
2.9 The Role of The Designer
As the person that responsible for the building design, the impotant role of
the designer is to enable creative solution latent in and conceived by the client
community to emerge. The designer should be able to predict the ultimate effects of a
proposed design scheme on users and the society as a whole so that the ultimate work
gives both satisfaction and value of money. The designer should be aware of good or
bad effects of alternative designs upon issues which are important to the users but
which may not be direct financial interest to the developer (Miles et al, 1987)
Designer that have responsible to project design, sometimes they decide to
use materials that not ready in the market or difficult and expensive to assemble on
site. The involvement of contractor as the project’s builder is playing the important
role to reduce this obstacle. Contractor that construct the project at least know better
the difficulties in construction phase than designer. The cooperation between
designer, contractor and may be the owner or maintenance in the earlier stage will
help the designer to create a better design.
30
The advantage of involvement of maintenance in early stage (design stage) is
they can help the designer to assess the total life-cycle cost and the maintenance cost
of the proposed design. Beside cost benefit the need of feed back of the design is
very important for the designer and it can be fulfill by maintainers as a design team
(Miles et al 1987).
2.10 Conclusion
Maintenance work provides a lot of benefits and important to construction
industry today and in the future. The understanding of effectiveness of a maintenance
process can be beneficial to all parties involved both users, residents, organization or
owners of the building itself can extend the lifetime of the building involved.
Therefore, priority should be emphasized is to understand clearly the objective of
maintenance in order to provide understanding and knowledge about the high quality
of maintenance in the future.
Maintenance is not a field that has a high popularity but any approach to this
field not only bring benefits to individuals and relevant parties but it also affects
performance and productivity of the building itself. In conclusion, the maintenance
process is an important part in the construction sector at present because it can
restore the original functions of the damaged buildings to avoid disposal of the
building before achieve its time.
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CHAPTER 3
RESEARCH METHODOLOGY AND CASE STUDY
3.1 Introduction
This chapter explains the methodology and technique used in order to obtain
the data information essential of this study. Collection of data and information
related to property maintenance is important for this study to get actual data and
updated. The data and information is useful as it will determine whether this study
has finally achieved its specific goals and objectives.
The focus of this study is to improve the activities of property maintenance
for Seri Menanti Royal Museum, Kuala Pilah. In order to achieve this objective,
there are two things have been set. It is important to study and identify all of the
objectives to enable this study propose a better on property maintenance.
To achieve the objectives, there are some steps that should be fulfilled. The
following steps are:
I. Identify the maintenance works undertaken in Seri Menanti Royal
Museum are correct to enhance its economic life of the building.
II. Identify the common problem in property maintenance.
III. Recommendation to improve property maintenance of Seri Menanti
Royal Musueum.
32
3.2 Data Collection
Collecting data and information during a study conducted divided into two
parts, which is the primary and secondary data. Secondary data is data and
information obtained directly from the research done through the study of literature
through reading sources such as journals, reference books, these earlier, magazines
and internet.
Primary data is data or information gathered through empirical methods such
as questionnaires, interview and observation. Primary data is information that is
important in this study as an important role in determine the result will be obtained.
This is because the data will be used to make analysis and conclusion, further studies
to determine whether the objective is achieved or not.
So, to obtain the primary data, structured planning has been made to
coordinate the time and circumstances between researcher and the person in charge
at the case study. Methods suitable for collecting information have been identified
for this purpose. Any information that is collected through the following methods:
3.2.1 Secondary Data
In this section, all information gathered through reading the thesis,
reference books, journals, newspaper and searching through electronic media
such as web pages on the internet. All information obtained is used fully in
support the data collected and thus help to understand the concepts and
arrangement of the data.
3.2.2 Archives Data
Archives data is the data obtained from the Seri Menanti Royal
Museum of Unit Maintenance and their own contractors. From archives that
enabled the identification of area of study. The use of this data is to confirm
33
all information and other details to be used in the final analysis of this
research.
The data obtained from many sources such as:
a. Weekly maintenance report
b. Monthly maintenance report
c. Document of tender from contarctor
d. Budget of maintenance
e. Valuation report for tender of maintenance
f. Technical procedures of maintenance
g. Scope of work documents tender
3.2.3 Interview
Interview is important and the main source of the data and
information for this study. Interview is used to clarify the data obtained from
archives. At this point is important to further understanding the maintenance
process of works in Seri Menanti Royal Museum.
In conducting interviews, author has met with individuals involved to
make an appointment. This is because author want disturbing their time and
focus of work as well as interview can be conducted smoothly.
Before the meeting has been made, author had prepared a series of
question related to the maintenance system used to be asked. All information
has been obtained through this method facilitates I to making analysis,
conclusion and answer objective of this study.
The interview was done with 1 important people:
I. The Assistant Curator of Seri Menanti Royal Musueum
34
3.3 Seri Menanti Royal Musuem Profile
Istana Lama Seri Menanti is a unique castle made of wood. Built in1902 and
completed in 1908 for Repair Palace was burned by British soldiers during the
chase when the war Yamtuan Antah at Bukit Putus . The main function of the
museum is to act as an institution to protect, preserve and restore the heritage from
being decay and later on extinct.
Set in a quiet green valley and surrounded by padi fields and forest, the
Istana Seri Menanti is a strikingly unusual structure, an unabashedly traditional
building in this rapidly modernizing state. The current building was constructed
between 1902 and 1908 for Tuanku Muhammad Shah, the 7th State Ruler or Yang
Di-Pertuan Besar of Negri Sembilan. The Istana served as the official residence of
the royal family until 1931, before it was converted to a Royal Museum in 1992.
The castle is over four floors. The plan had originally been designed by two
Malay craftsmen named Kahar and Taib. Tukang Kahar was awarded the title of
Dato 'Panglima Sutan by Tuanku Muhammad for his services. This court has detailed
plans reviewed by the Chief Draughtsman, Mr. Woodford from the PWD, Seremban,
and was approved in November 1902 by the State Engineer and the British Resident.
This palace has 99 pillars, including the four pillars ‘seri’ 67 feet in length.
The four columns were taken from Hill Pergai, Jelebu. Other wood taken from
Bukit Tinggi, from the type of wood penak. The uniqueness of this palace is that it
does not use any iron nails, but the nail made of wood, called pegs.
35
The first level of the palace was used for official functions, while the second
level was used for private, family affairs. Much like the first level, most of the scant
furniture in the rooms above have not survived, but in one of the visitors can see the
one of few remaining pieces – a large gilded bed, raised on a platform. The third
floor of the palace was reserved for the Yang Di Pertuan Besar’s private apartments.
The topmost fourth floor is is known as the Tingkat Gunung, or Mountain Level, and
once served as the ruler’s study and treasury, where only he could ascend. Today
however, the topmost floor is out of bounds, as the old wood has become
increasingly fragile.
For now the Old Royal Palace Museum had changed the face of the display
collections of the Royal family. Each room has been filled without changing the
original form of the court to explain the function of these spaces. Addition of
museum collections will be made from time to time with the cooperation of the
palace. (Refer Appendix).
3.3.1 Objective
Manage the acquisition, conservation, preservation and exhibition of
historical and cultural heritage of all states of awareness and love of society,
students and tourists within and outside the state of the state historical and
cultural heritage in line with the purpose of establishing the Museum Board
Enactment 1956.
36
Figure 3.3 : Organisational Chart Of Staffs Of Seri Menanti Royal Museum
37
Director (S44)
Drs. Shamsuddin Bin Ahmad
Curator (S41)
Rosrita Bt Mohamad Nordin
Vice Curator
Mohd Nazim Hakimie
Designer (S17)
Nordin Bin Jonid
Ass Museum (S17)
Norita Bt Buhari
Safety (KP17)
Rohaizad Bin Zakaria
Tukang K2 (R11)
Shahril Bin Ahmad
Am Staff (R3)
Zulkarnain Bin Hussain
Technical (R1)
Rosli Bin Daud
Staff (R1)
Azurah Bt Muhammad
Staff (R1)
Mohd Arsyad Bin Mohamad
3.4 Work Specification
According to the organisational chart, the management of the museum is
divided into two sections. They are;
3.4.1 Management Department
Managing and supervise all the management aspects of the museum
including financial aspect. They also responsible in advertising exhibition
which take place monthly. They work as a team of which discussions are
oftenly made. The solutions are always of everybody's agreement.
3.4.2 Museum Department
Supervise the museum galleries, including the maintenance,
cleanliness and also the preservation of the collections in each gallery/level.
They will co-operate with the management in making the monthly exhibition
a success. In other words, they are the technical team who make the
exhibition preparation.
The work specification of each post is as follows:
I. Curator - as the leader of the museum staffs and is liable to any
actions or events happened to the museum; the ultimate decision
maker of the museum, organising the museum's event monthly;
managing the whole museum and deal with upper management i.e. the
38
Museum Department e.g. reporting the progress and problems of the
museum to the upper level of management.
II. Vice-curator - as the second leader to the museum staffs and the
second decision maker in case the curator is not present and assisting
the curator in managing the museum.
III. Management staffs - as mentioned above, all staffs under this section
will be dealing with management matter e.g. advertise the monthly
exhibition etc.
IV. Technicians - is under the museum section. They supervise any simple
electrical problems. Contractor hired by the museum will handle the
harder and complicated matters that were not be able to handle by the
museum's staffs.
V. Lower public assistants - will do the cleaning work. E.g. cleaning
showcase. They will also do the lab treatment. Their duties have
already been scheduled. Some of them have been trained to be
specialised in a conservation treatment. For instance, they are the
expert in the restoration process of old transcripts.
VI. Guards - will be the officers in charge of the security of the museum
and its collection. They are the in house employees. Some of them
have been working with the museum in a very long time.
39
3.5 Schedule of Activities Maintenance
The following is the example of the maintenance schedule of the galleries. It
was taken on the day of inspection, i.e. 26 of September 2011. The schedule is on
weekly basis.
The maintenance schedule is divided into two parts:
• Collection Floor Maintenance
• Floor Maintenance
All works are done at 8 a.m. to 9 a.m. The officers in charge are:
Collection Maintenance
No Officer Floor
1 Shahril Bin Ahmad Floor 1 and 2
2 Zulkarnain Bin Hussain Floor 3 and 4
Figure 3.5 : Officers in charge
The officers under collection level maintenance will be in charge in cleaning,
reserving, and restoring the collection. They inspect and search for any missing or
broken parts that need replacement or other necessary treatment.
40
Level Maintenance
No Officer Floor
1 Azurah Bt Muhammad
Mohd Arsyad Bin Mohamad
Floor1
2 Rosli Bin Daud
Nordin Bin Jonid
Floor 2
3 Norita Bt Buhari Floor 3
4 Norita Bt Buhari Floor 4
Figure 3.5.1 : Officers in charger (maintenance)
These officers will be in charge of the floor. They will clean the floors before
it is open to the public. They will also inspect for any defects occurred. Usually the
defects are minor and are able to be repaired, e.g. menthol dysfunction which they
can straightaway correct the problem by changing to a new bulb.
The carpet needs to be vacuumed daily. In case of complicated problem
occurs, they will report it to the technician or the vice curator itself. This is to avoid
further serious defects.
41
3.6 Analysis on defects or problem occurred at Seri Menanti Royal Musuem
Based on investigation and interview at the Seri Menanti Royal Musuem, the
are some defect or problem.
3.6.1 Internal fixture
Level 1
This floor consist of the control roofed-terrace, the lower roofed-
terrace, the Royal dining hall, the retreats for princes and princess, waiting
lounge and the kitchen. The floor is carpeted with brown gray carpet. It has
yellow painted walls and wood ceiling that is about 4 meters high. This is to
allow ventilation in the floor.
Floor : Carpet is vacuumed daily before the visitors coming, according to the
schedule. This is to avoid dusts that can affect the appearance of the Royal
Throne that are being displayed.
Wall : The glasses needs to be polished daily. The lamps are also checked
whether it is working or not.
Ceiling : it is clean on weekly basis and sometimes monthly basis. Special
features : This gallery has antique lighting.
Generally, this floor is highly maintained. It is just the carpet looks
quite dusty since the colour has changed a bit and maybe new carpet would
42
bring new looks to the floor. The throne being displayed is in very good
condition. The showcase is also highly maintained.
Level 2
The second floor is the location for the retreat area of Duli Yang Maha
Mulia Tuanku Muhammad Shah ibni Almarhum Tuanku Antah, the retreat area
of Duli Yang Maha Mulia Tunku Ampuan and the Royal family hall.
The floor is carpeted yellow and this floor also has windows to allow for
sunlight. However, this floor use the combination of the natural lighting and
the electrical lighting. It is rectangular in shape. Thereof is wooden brown. I
spotted that one of the windows in this section is broken and it has not been
replaced yet.
Floor : Carpet needs to be vacuumed daily. However, this section has not
been thoroughly cleaned; since dusts are detected under the cupboard. It was
also noted that the wiring finishes is not very tidy.
Wall : Not much can be cleaned. Except for the wooden that needs to be
polished daily. Some of the wall has experience a bit cracks. Fortunately, the
cracks are not of the dangerous ones. It does not affect the structure. Paint
does flaking at area wall meeting ceiling due moisture penetration
Ceiling : This floor has a high ceiling. It was made from wood. It is higher
than the floor one. It used to have large wooden windows at the topside of the
floor. However, the windows are permanently closed for exhibition purpose,
Due to heavy rain, the material used to permanently closed the window has
43
decayed due time. Sometimes rain penetrates through these openings.
Therefore, inspection and correction needs to be done in no time to avoid
further damages thus would increase costs.
There is a pathway to go to the kitchen. This section contains herbs
plants, fruits, butterflies, moths and other insects. There are a few steps to go
to this section. The steps are made from woods. These steps are suffering
from minor cracks, especially at its top side. However, it is still stout and fit
for users.
Level 3
The third floor is the Royal retreat space, which consists of the sitting
and resting area for Duli Yang Maha Mulia Tuanku Muhammad Shah Ibni
Almarhum Tuanku Antah.
This floor uses natural lighting. The lighting enter through the
windows that are provided at the near ceilings. The 2 windows are in a good
condition still. This section has also carpeted floor, and plywood walls.
Floor: The carpet looks new and in a good condition.
Wall : The walls are in a good condition.
Ceiling : This ceiling is not in a good condition. The brown-stained ceiling is
due to the heavy rain penetration through the ceiling system. It creates ugly
looks at the ceiling
44
This section is not wide compared to the first and second floor.
Level 4
The fourth floor, which is the topmost of the palace, is used as the
guards area and the safekeeping of the Royal treasure.
The floor is carpeted yellow and the ceiling is made of plywood. It
has two windows and also the electrical lighting. Also featured, the wooden
house and its interior for the visitors to have a look at the traditional house
interior. In this floor, the air vessel stained, causing the paint flaking. There
were also spider webs seen at the ceiling.
Floor : The floor is well maintained, except for the wall, which has spider
webs. This section has not much defects except for the moisture stain and
rain penetration.
Wall: The wall has not affect at all. It still in a good condition.
Ceiling : The ceiling is the worse part which receives lots of rain. Since it has
the air vessels, the vessel leaks and moisture stains are almost every where on
the ceiling due excessive leakage. The ceiling also experience rain
penetration.
3.6.2 Maintenance Report In Other Area
Landscape
The landscape has a concept and the plants are scattered. This is due
ignorance and sufficient budget allocation for this matter. Therefore, the
45
gardener just follow the order from management to plant. However with the
new management, this landscape will be in good tip top condition.
Mechanical And Electrical Appliances
Some of the mechanical and the electrical appliances easily get rusty.
For the time being, there are technicians that could fix the easy and simple
problems. However, for much-complicated problems, the staffs in charge will
notify the assistant curator or the curator about the problems. The curator will
then notify the upper level of management.
This is due to budget that is being hold by then upper level of
management. The upper level of management then, will appoint contractor to
correct the problem. The upper level of management or Museum department
will handle the reward.
Library And Offices
These two sections are very well maintained. In fact, the library is in a
very good condition. The staffs clean them up themselves. Except for the
electrical or machinery problem, then the technician will be called upon to
correct the problem. If the technician fails to correct the problem, then the
process will be the same as mentioned before.
Toilet And Sewerage
The hired company will clean the toilets and sewerage weekly.
Therefore they are well maintained in addition it rains heavily that helps to
flush the drains easily. However, due to heavy rain, the funguses are easily
developed at these areas. Thus, it creates ugly vision.
46
Cracks also seen at the cement floor of the way to go to the toilet. The
gutters are not well defined. It is not well kept. I can actually see the chicken
netting, and some of the gutters are already rusty.
3.7 Conclusion
Various methods have been applied in this study to meet the objectives. All
resources should have been analyzed and reviewed to ensure that all information
obtained can complete this study.
Among the approaches used is through searching the sources of printed
materials and electronic media to facilitate the study. Interview method are the
method used and it is effective in obtaining information and data required. Planning
to create and implement this method has been made with care so that problems and
obstacles can be addressed.
This is because to obtain information and data, researchers have the problems
especially in case of time, the location of the study too far. Patience and commitment
needed so that there is no mistake and according to the planning has been set before.
Beside that, two types of regular maintenance implemented by the maintenance unit
is preventive and corrective maintenance.
After the study has been completed, the gathered data either from the
interview and observation will be analyzed and present in form of graph or schedule
to make a conclusion and recommendations.
47
CHAPTER 4
ANALYSIS OF FINDING
4.1 Introduction
In the content of this chapter, a description of studies conducted will be
described. Several methods are used to ensure that the information and research
results obtained. Appropriate techniques are used in this research to achieve the
objectives of the study. Type of data collected and compiled in the form of primer
and secondary data. Appropriate methods are used such as the formation of the
questionnaires, interviews and observations. Whereas, the data obtained from books,
magazines and the Internet is also referred to obtain important information.
4.2 Problem Statement
Techniques performed to obtain data and information for this study carried
out in stages. This is because the data collected can be well organized and to get
information will be easier for a data collection stages. Moreover, there are obstacles
in carrying out the study in terms of data collection, information and time. Data
collection process is as sourcing, developing questionnaires, conducting interviews
and observations through the visit to review.
48
4.2.1 Data Finding
Sourcing is done through the search of primary and secondary
sources. Searching the sources are the beginning steps in finding information
for academic project.
a) Primary Data
Primary Data of information was obtained in part from interviews
with the curator at Seri Menanti Royal Musuem. to get information on the
work of maintenance on that museum.
b) Secondary sources
Secondary information from secondary data obtained through sources
such as books, magazines, brochures and case studies
4.2.2 Interview
In addition to the survey form, interview also carried out. The
interview method used is face to face interview. A face-to-face interview is
the method most widely used in the research of any topic and based on a
direct meeting between interviewer and interviewee. By personal
communication it is possible not only to obtain much more information, but
also to use visual materials (cards, pictures, packages, logos, etc.) to
encourage response. (Romir: 2011)
The purpose of this face interview method is to get more accurate
feedback. Questions give is simple and important as the respondents had
significant role at the office.
4.2.3 Site Visit
Site visit is an important method of gathering information such as
interviews, questionnaires, and information from secondary sources. Property
maintenance is a special case for old building. The buiding must be visit to
look real situation.
49
4.3 Analysis Process Carried
To achieve the objectives of this academic project, the data which obtained
from interviews Curator of Seri Menanti Royal Museum. The interview was asked
and focus about property maintenance. How to maintain historic building and to keep
thu building in good condition. So, these are analysis have done by their interview.
There are two types of maintenance system implemented which is preventive
maintenance and corrective maintenance.
4.3.1 Preventive Maintenance in The Museum
Preventive conservation is an ongoing, integral process that affects all
cultural assets as a whole. Its area of action involves the environmental
conditions (temperature, relative humidity and contamination), light intensity
and quality, organic pest control, as well as exhibition, storage, maintenance
(cleaning, periodic revisions) or handling of the pieces.
To perform preventive job, maintenance department has develop the
specification and the scope of work that should be fulfil and perform by the
maintenance contractor and the Property Maintenance staff as a guideline
(guidance) to fulfil the jobs. Suppose better to have the Standard Operating
Procedure to have indicator for monitoring and controlling by Seri Menanti
Royal Museum.
According to The Assistant Curator of Seri Menanti Royal Musueum,
preventive maintenance was done by maintenance contractor that has been
appointed by selected tendering process under control and monitor by
Maintenance Unit. The contractor appointed have to produce a master work
50
programmed for maintenance and services and submit it for period one and
half year to the Maintenance Unit.
After the submitted work program was approved as master work
program has to produce the monthly detail work programmed. The submitted
work plan should include the work activity, location of woks, intensity of
work and time needed to perform the job. The work plan must be approved
by maintenance team before it can be used as a job table.
Based on the interview with the curator of the museum, most of the
preventive maintenance was done for structural and electrical. For the
structural 70% of the work is preventive especially for the poles at that
museum. It is because the building use at 1908 until now. As well as
electrical, most of maintenance for equipment is preventive (80%) and the
rest is corrective.
4.3.2 Environmental Control
There are no environmental conditions for optimum relative humidity
and temperature established for the museum collections; each case is different
and requires an initial analysis of the environment in which the cultural assets
are housed. The general recommendation is to prevent abrupt changes. The
optimum conservation conditions are established for all areas in which there
are cultural assets, both personal property and real estate, on display, in
storage or in a restoration workshop.
If any of these cultural assets, due to their intrinsic nature or their state
of conservation, require special environmental conditions, they must be
installed in a container that can offer maximum guarantees, regardless of
whether the work is displayed to the public or in a warehouse.
51
The environmental conditions refer not only to the humidity
and temperature, but also to lighting and environmental pollution:
I. As regards the lighting, there are maximum limits set for
works of art (200 luxes in the case of paintings on canvas or
board, 50 luxes for works on paper). However its effect on the
proper maintenance of the cultural assets is not that easy to
determine, as the type of lighting and the hours of exposure of
each work must be taken into account, since its effect is
cumulative.
II. Regarding contamination, it is necessary to install proper
filters and keep them maintained.
4.3.3 Pest Prevention
There are three basic phases in pest prevention in the museum:
I. Detection, both in space and time.
II. Eradication or solution of the problem.
III. Preventive maintenance with periodic control.
The most common pests are xylophagous and longhorn beetles.
Larger animals that cause damage to cultural assets include pigeons,
bats and other rodents.
IV.3.4 Proper Facilities for Exhibition and Storage
To maintain the cultural assets properly, well designed display
cabinets, supports and exhibition pedestals are essential, as well as
furniture for storage (shelves, combs, map holders, etc.). For cultural
52
assets with specific maintenance problems, the design includes
appropriate solutions for each case.
IV.3.5 Handling Collections
In the museum day-to-day activity, certain actions may require
handling the cultural assets: internal or external movement (including
cultural assets on loan for exhibitions). These operations must be
carried out under the supervision of qualified museum staff and with
all the auxiliary resources required in each case.
IV.3.6 Corrective Maintenance
Corrective maintenance was done for unpredictable problem, it is
means that the work will carried out after the problems occurred. Most of the
job was done for building structure and low voltage electrical problems.
Property maintenance team only has team to observe and study the problem
then produce the scope of work and the specification.
Maintenance property has responsibility to respond any claim or
complaint from the visitor to make field checking and solve the problems.
Maintenance unit with have multi background discipline personnel which
have the ability to observe and study the problem occur on site. If there any
problem need to handle by specialize personnel, which may be Maintenance
unit didn’t have the capable to handle those. Maintenance unit will counter
make the proposal to appoint the consultant to study and produce the scope of
work and specification. All works at Seri Menanti Royal Museum needs to
appoint consultant or contractor by selected tendering process.
Based on interview, majority in building structure/ civil work
maintenance was treated by corrective (80%). The common problem is
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drainage system problem and internal fixtures problem. For electrical
treatment 30% of maintenance work is corrective and most of the problems
are n low voltage electrical devices area such as lamp switch, plug and
electrical short.
The repair restoration of equipment that has a failure or is
malfunctioning and not performing its intended function. Corrective
maintenance should normally be performed only on equipment previously
selected to run until failure. As a result of an effective maintenance program,
only a small fraction of corrective maintenance should be needed on
equipment that is important to safe and reliable system operations. Some
example of corrective maintenance include at Seri Menanti Royal Museum
are :
a) Replacement of a failed electrical breaker
b) Weld repair of cracked process line
c) Repair of a failed instrument transmitter
For all works that not handled by maintenance staff will be handed to
the contractor. The works will be control and monitor by the Seri Menanti
Royal Museum staff. The contractor was selected by the special officer
because not all contractor can do all the job at the museum according to the
scope and specification needed. To ensure the maintenance works is quality.
4.4 Conclusion
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From the interview conducted, the author identify the common problems
occurs in historic building. The problem is many and the top problem often is
internal fixture, plumbing system and to their structure.
All the problems or defect can be solve if the maintenance work done
properly and efficiently by the workers. Beside that, the building must be maintained
and in a good condition for the purpose to reduce the maintenance cost if the big
problem or damage happened to the building.
As a conclusion, the maintenance management is important for the building.
The future of the building depends on the maintenance of the building. If the
maintenance department of the building is good, it can give advantage to the building
itself and the activities in the building. So, the owner requirement and need can be
achieved if the building is well maintained.
CHAPTER 5
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RECOMMENDATION AND CONCLUSION
5.1 Introduction
This chapter is summary for the study. The recommendation and conclusion
will be made base on the analysis and problems that have been identified in this
study. The previous chapters has been discussed in detail about the maintenance
system are conducted. This is the last chapter of the study that will conclude the data
and analysis at the chapter 4 that being referred to the objectives and goals of this
study.
Conclusion will be made to answer the two objectives of this study. Every
research has its own reasons, particular problems and best conclusion to solve it. This
study is basically to identify the common problem in historical building maintenance
and the recommendation of further maintenance effectiveness included to improve
property maintenance of Seri Menanti Royal Musuem. Good maintenance normally
will produce the good result for quality of work, cost efficient and good services.
There are various types of maintenance can be implemented that suitable for the
situation, place and others.
Recommendation will be made according to the finding in chapter 4. The
recommendation will improve the quality of maintenance works and sustain the
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building life. Then, the conclusion will be made for overall of the study on the way
of improvement of the property maintenance for the Seri Menanti Royal Museum.
5.2 Issues and Recommendations
5.2.1 Budget constraint
Issue : Due to budget constrain, many problems especially
maintenance problems cannot be corrected easily.
Recommendation : I suggest that, maybe instead of hoping only the
budget from the government, the Museum Department may vary their
activities to generate more income including organising seminars for
educational purposes, ask for sponsorship through campaigns, e.g.
campaign back to the history etc. to make this a success, co-operation
from many parties are needed. It must also be done aggressively as to
create awareness is not an easy job among the people. The campaign
may start at the secondary level and eventually at the national level.
5.2.2 Performance of materials
Issue : The building was made from wood materials Therefore it is
easily obsolete. These materials are very sensitive to the rain. By the
years, they have been depleted.
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Recommendation : To make the building to have its original
appearance will increase the costs especially the cost of construction.
This is due to find the exact match the building materials. Special
skills and materials may be required to retain the building's original
appearance. Thus this would increase the costs.
5.2.3 Effects of Weather
Issue: Due to heavy rain and furthermore its vulnerable materials, the
building is easily depleted. Therefore, a careful execution needs to be
done in enhancing the building's statuteness.
Recommendation : Proper techniques of taking care of the building
fabrics should be adopted. This would lessen the problems of ugly
stained floor/surface. The more effective approach is to investigate the
root of the problem. It might be the gutter is not functioning
effectively. That is why it is resulted in that manner. By replacing the
gutter to a new one might saves the cost for later on defects. Other
than that, by building eaves might actually assist in lessening the
problem of rain penetration which could lead to serious structure
damage.
5.2.4 Ineffective communication
Issue : Due to the generation gap of the top management level, which
is older, and the lower level management, which is younger, the
communication becomes ineffective. The older management is known
for their carefulness but too slow in action; while the younger
generation is known for their radical ways but sometimes without
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further thinking; and that they might end up making mistakes. As a
result, they might end up defending each other's principle.
Recommendation : Fortunately, the management has changed to a
more fresh management. This allows the younger generations, which
are full with ideas to proceed. In a structure of organisation, especially
large organisations, the approach of the management are vital. It will
enable lower parties especially to express their feelings and problems
about the job and eventually can improve their quality of works.
Therefore a two way system is essential in managing an organisation.
Other than that, the instructions given to the lower level of
management should be clarified so that the works can be carried out
effectively. The instructions given should also be backed up by the
upper level of management whether financially or in supportive
manners. This will help the staffs to carry out their work proudly and
without much hassle. The upper level of management can also send
their staffs on training to improve their quality of works. Some of the
training or seminars can actually increase the awareness of the staffs
upon the importance of their job, that every job should be carried out
whole heartedly and passionately.
I am not saying the money is not important, but the awareness can
satisfy themselves. The organisation must lead their employees not to
be money oriented only. They should feel the job. This would lead to
increase in motivation and foremost their performance.
5.2.5 Insects Attack
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Issue: One of the major problems faced by the museum other than
heavy rain penetration; is insects' attack. Since the museum is quite
old and humid, the insects are easily attracted to eat the woods and the
collection itself.
Recommendation: Therefore, a pest control should be done regularly.
Being aware of this fact, a pest control company, i.e. Kamal &Shah
Pest Control is being hired. Other than that, in-house pest control is
also being executed. The staffs made the pest themselves by using the
mix of the silica gel and the Para dichlorobenzene. So far, the
execution done can control the pests from attacking the building and
the collection itself.
5.3 Conclusion
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All of the objectives of this study have been achived through several research
methodologies which include interview, literature review and observations.
In my opinion, the Seri Menanti Royal Museum staffs have been doing their
job in a very well manner. This could be seen during my several visits there. The
relationship between the staffs is also very good. It shows that their opinions are
valued towards the importance in preserving the museum. They are very friendly to
each other and are willing to help one another. This enables them carry out their task
effectively and co-operatively.
The museum can be said as statute regardless of its age. For an old building
of that age, there must be any structure damage somewhere. Fortunately, it seems
that Seri Menanti Royal Museum still proudly standing with the development of the
surrounding vicinity. The population also feels proud as the museum can still serve
its function eventhough it has been so many years of living.
The museum however, needs more publicity so that it would receive more
tourists in the future and that would increase the number of tourists and be one of the
most popular places in Malaysia tourism. By this, museum would be attracting lots of
attention from many parties who will offer to help preserving it, financially,
materially or in other supportive manner.
Thus, the museum's function would be enhanced and will becomes more than
just to educate or exhibit to the public. It shall remain in every hearts who have
visited it as the identity of the old generations that should not be forgotten by the
coming generations.
So far, I am glad with the works being done to enhance the building's value,
age and functions. However, with more budget allocation, I am sure that much could
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be done to enhance the building's value. The Museum department could also develop
good rapport with the museums around the world; as this could increase the
knowledge of the staffs in conserving the museum. They could change and share
opinions so that the awareness of importance of the historic buildings can be
enhanced. Another solution is to organise staff exchange programme; as this could
again increase the staffs' knowledge and experience. This would increase a staffs
expertise and skills.
Other than that, the Museum Department could set up a body to do the
research and development to overcome the museums' problem, thus enhancing the
capital value. This body will specifically be responsible for any treatment needed and
the necessary execution. The body can investigate the best treatments that could be
done to the museum.
As the museum is very old, defects such as paint scaling, cracks, brittle,
moss, staining, discolouration, bird's droppings, smelly and erosion could not be
avoided. All these create ugly appearances towards the museum.
As the time passes by, I hope that the museum could still be functional, as it
would introduce the younger generation to their inheritance. The younger generation
should be taught to appreciate these inheritances as they are telling thousands of
stories. Last but not least, I am very proud to be one of the Ngeri Sembilan citizens to
share all these inheritances and to see it stoutly standing in the years coming.
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