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.

31

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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