{"id":164136,"date":"2026-07-28T08:21:17","date_gmt":"2026-07-28T07:21:17","guid":{"rendered":"https:\/\/www.pbctoday.co.uk\/news\/?p=164136"},"modified":"2026-07-28T08:22:12","modified_gmt":"2026-07-28T07:22:12","slug":"getting-a-clear-picture-on-university-maintenance","status":"publish","type":"post","link":"https:\/\/www.pbctoday.co.uk\/news\/uncategorized\/getting-a-clear-picture-on-university-maintenance\/164136\/","title":{"rendered":"Getting a clear picture on university maintenance"},"content":{"rendered":"

Facilities management expert Simona \u0160opagait\u0117, systems onboarding consultant at SFG20, the industry standard for university building maintenance urges universities to strengthen asset registers as maintenance budgets tighten<\/h2>\n

According to Universities UK, many universities are responding to planned government funding cuts by pausing capital expenditure and infrastructure improvements to protect day-to-day operational spending.<\/p>\n

This means maintenance, repairs and upgrades to buildings and facilities are likely to be delayed or cancelled. It has been reported that 60% of institutions have scaled back on repairs and maintenance to existing facilities, with 89% planning to do so over the next three years<\/a>.<\/p>\n

As budgets come under increasing pressure, every maintenance decision carries greater financial weight. For facilities teams, one of the biggest challenges isn\u2019t simply reduced budgets; it\u2019s about having organised, reliable asset data to support those decisions.<\/p>\n

As funding becomes increasingly constrained, accurate asset registers are playing a critical role in helping universities understand what assets they have, prioritise maintenance, forecast costs and maintain compliance.<\/p>\n

With universities exposing themselves to non-compliant building maintenance measures and risking further spiralling costs, I\u2019ve outlined four key steps institutions can take to save time, reduce costs and maintain compliance across their estates.<\/p>\n

Step 1: Fix your asset register<\/h3>\n

The best way to maintain your property is to know what you have inside your building. Asset registers ensure that all building assets are accounted for and, therefore, able to be scheduled for maintenance works and repairs appropriately, reducing the risk of unexpected failures and compliance risks.<\/p>\n

Across the facilities management industry, maintaining organised and accurate asset data remains one of the biggest challenges organisations face. When asset information is incomplete, outdated or spread across multiple systems, it becomes increasingly difficult to make informed maintenance decisions or maximise limited budgets.<\/p>\n

The biggest problem with asset registers is that most of their data is incomplete or even missing in some cases. Whether it\u2019s lost during the handover process at the end of construction or passed across ineffectively between different parties during the life of the assets, this can make working with asset registers frustrating at best and impossible at worst.<\/p>\n

In fact, the SFG20 State of Facilities Management 2026 Report<\/a> revealed that only 15% of organisations have a 100% up-to-date asset register, with one in 10 having no asset register at all.<\/p>\n

These findings demonstrate that the challenge extends far beyond the education sector. Without organised asset data, facilities teams struggle to plan preventative maintenance<\/a>,
\naccurately forecast expenditure or evidence compliance, often resulting in reactive maintenance and higher long-term costs.<\/p>\n

Ultimately, organisations that update their asset registers monthly or quarterly are likely to be better positioned to be more cost-effective in their approach, being able to implement planned preventative maintenance, resource and financial forecasting, as well as evidence compliance with legislation and the golden thread of information.<\/p>\n

Step 2: Establish risk appetite and tolerance<\/h3>\n

To make your budget stretch further amid university funding cuts, your first activity should be establishing the level of tolerance your organisation has in terms of exposure to risk.<\/p>\n

Using a risk register, you can identify risks, see if they are within the established risk appetite and see the associated costs or time implications.<\/p>\n

Fundamentally, a risk register can help you to assess and rank maintenance needs and ensure that the most urgent issues are addressed first, ie those that directly affect staff and student safety and\/or will become costly later down the line.<\/p>\n

Step 3: Understand your statutory obligations<\/h3>\n

Delays in maintenance works, especially those that are critical, can lead to compromised student and staff safety, disruption to learning and further costs down the line.<\/p>\n

Making sure those responsible for the maintenance of your estate are fully aware of their statutory obligations and the most critical tasks for optimal functioning is essential to reducing disruption and ensuring student and staff safety.<\/p>\n

Non-statutory building maintenance tasks differ from statutory building maintenance tasks in that they don\u2019t have any traceable references to primary or secondary\u00a0 legislation.<\/p>\n

However, this doesn\u2019t always mean that they are any less vital to an organisation\u2019s operation, as non-statutory building maintenance tasks are often used to prevent premature failure of an asset, minimising disruption and costs to businesses. For example, faulty lightbulbs would cause considerable disruption in a room used for university exams.<\/p>\n

Step 4: Cost forecasting<\/h3>\n

Once you know what you\u2019ve got to maintain and your asset register is accurate and complete, you can now apply compliant maintenance to each asset. From this, you can then forecast the budget to do all the tasks required to achieve compliance with the law. You must communicate this to your stakeholders \u2013 this is how you demonstrate exactly what budget you need.<\/p>\n

The first step will be first principles estimating, looking at labour time, material costs and ancillary costs, such as specialist tools. This estimate can then be cross-referenced against historical data to validate assumptions, compare the actual time taken for tasks, analyse material and subcontractor costs, and identify trends that can improve the accuracy of future forecasts.<\/p>\n

For universities, cutting back on maintenance tasks, especially those required by law, will put organisations at risk. Delayed upkeep not only risks student and staff safety
\nbut can also result in increased fines, legal exposure and unexpected breakdowns.<\/p>\n

Without following the steps discussed above, you can\u2019t expect to have a clear picture of your university\u2019s compliance, risks and cost forecasting. All of this has a key part to play in helping to support a high-quality learning environment in universities in line with student expectations.<\/p>\n

The bottom line is, if you cannot clearly justify budget requirements to stakeholders, they cannot make an informed investment decision about future funding. To learn more about the risks universities face from cutting down on maintenance budgets and to best mitigate any issues, download SFG20\u2019s ebook here<\/a>.<\/p>\n

\n<\/div>","protected":false},"excerpt":{"rendered":"

Facilities management expert Simona \u0160opagait\u0117, systems onboarding consultant at SFG20, the industry standard for university building maintenance urges universities to strengthen asset registers as maintenance budgets 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