Quantitative validation of budgeting methods and suggestion of a new calculation method for the determination of maintenance costs

Abstract

Purpose

The purpose of this paper is to offer a critical analysis of today's most common calculation methods for maintenance budgets in Europe. The methods are quantitatively validated using the real lifecycle data of 17 exemplary buildings. As a result, a new approach for the budgeting of maintenance measures is suggested which helps to define the real budgeting costs more accurately.

Design/methodology/approach

The paper starts with a theoretical definition and critical discussion of the different budgeting methods. All methods are quantitatively validated using real data analysis. Analysed is the lifecycle data of 17 school or office buildings. The maintenance costs previously calculated using the existing calculation methods can thus be contrasted with the real maintenance costs and validated. The development of a new calculation method aims at the elimination of the shortcomings of the existing methods.

Findings

The paper finds that the calculation methods used today are only partially suitable for the prediction of the financial requirements of building maintenance. Real‐life building maintenance costs follow certain cycles and change considerably over time. Recently, calculation methods particularly underestimate the first big maintenance peak which is reached approximately 30 years after a building's construction. It also became clear that it is essential to include certain influencing factors into the calculation, as the analytical methods do. The findings lead to the development of a new calculation method called practical adaptive budgeting of maintenance measures. This method is the first to differentiate between annual and one‐off maintenance measures and includes empirically determined correcting factors to take into account specific building characteristics.

Research limitations/implications

This paper's findings refer to the examination of 17 sample buildings. In order to be able to generalise the results, more research needs to be done using a higher number of sample buildings.

Practical implications

This paper contributes to the improvement of the prospective calculation of maintenance budgets. The new calculation method is the first to enable maintenance experts to determine their maintenance budgets in a transparent and scientific way so that the required financial means to carry out necessary maintenance measures can be made available at the right time.

Originality/value

Based on real maintenance data, it becomes possible for the first time to verify and validate theoretic calculation approaches from literature. The results are new findings that are useful in science as well as in real life.

Citation

Bahr, C. and Lennerts, K. (2010), "Quantitative validation of budgeting methods and suggestion of a new calculation method for the determination of maintenance costs", Journal of Facilities Management, Vol. 8 No. 1, pp. 47-63. https://doi.org/10.1108/14725961011019076