I. Background of the study
Since the establishment of the state, the offices of the beijing municipal authorities have been set up, built and repaired with the establishment of departments, and upgraded with economic and social developments. The construction sites are scattered and houses are self-managed。
In early 2019, the beijing municipal council, the municipal council, the standing committee of the people's congress, the political consultative council and the municipal bodies of reform, finance, planning and construction moved to one of the offices. The construction of the second phase of the campus is also being accelerated. Following the central planning and consolidation of administrative districts in the city's deputy centre in beijing, and in line with the documents of the central office of the communist party and the office of the state council, the municipal councils and municipalities have defined the principles of integrated planning, unified tenure, unified allocation and uniform disposal of municipal premises. Following the establishment of the beijing municipal authority, in 2019, the municipal authorities were further required to provide integrated management of office space。
However, there is a lack of experience and accompanying regulations on how to implement integrated management. At the same time, the newly constructed administrative office space, with its architectural structure, interior and interior decoration works, equipment facilities, various intelligent office systems, is more complex in design and construction than the previously constructed office space, and there are significant variations in material performance. As a result, traditional management practices and maintenance standards are not adapted to the current management and maintenance of office space and there is a need to re-examine the idea of managing the maintenance of office space in the municipalities。
Ii. Status of management of office improvements at the beijing municipal party bodies
The modernization of the office space of the beijing municipal party body began largely after the reform and opening of the building, some using the land of the original office building for the construction of new office buildings and others at alternative sites. As a result of the extensive construction of office space, it has become increasingly difficult for housing administrations to cover the maintenance and management of all public buildings. In 2019, following the official establishment of the beijing municipal authority, the principle of the integrated management of office accommodation at the municipal level was first defined. At present, the beijing municipal authority is responsible for the property rights of the municipal administration, with the initial centralization of property rights。
Iii. Existing problems in the management of office improvements at the beijing municipal party bodies
(i) inadequate information on office tenure
The offices of the beijing municipal party have been maintained by the various agencies themselves. As a result of the historical complexity and the numerous institutional reforms that have taken place, many units have undergone fragmentation, consolidation, reorganization and abolition, as well as changes in the location of their premises, problems have arisen in the management of housing records, such as inaccurate and incomplete registration of property titles, as evidenced by poor stock, discrepancies in accounts and loss and damage to some of the archives。
Lack of information on the ownership of the dwelling, which directly affects the construction of the house, the lack of drawings and construction materials, and the impact on the testing, identification, security assessment and subsequent design and construction phases of the house。
(ii) differing levels of informationalization of housing records management
One is that information management remains at a low level owing to the low level of utilization of housing records, the low priority given by some to upgrading information systems, the low impact of reliance on traditional methods of file management and the subjective inertia。
Second, the large number of physical property files that have been kept in the unit's history, the heavy labour costs involved in collating, editing and converting into electronic archives, and the delays in the electronic adaptation of archives owing to the change of personnel in the archives management, combined with the fact that some file managers are neither familiar with the construction industry nor with the archiving and classification of archives, have made it difficult to access property information, which is sometimes difficult to find。
Thirdly, for various reasons, including the level of management of the units and the economic conditions, there has been an individualized development of the archives, and the lack of a city-wide unified planning of the real estate information management system has resulted in a wide variety of information systems and the central sharing of archival information。
The harmonization and upgrading of the housing records information system is of great importance for the connectivity of city-wide office archive management data, and only the digitization of unit files and data sharing will improve the efficiency of management, leading to better supervision and management of office space maintenance improvements throughout the city。
(iii) lack of master plan for the management of the maintenance of buildings throughout their useful life
The day-to-day management and maintenance of houses is intended to ensure normal use of the houses as a whole, through daily security checks, maintenance, periodic appraisal and renovation, reinforcement, and modifications and renovations。
The previous maintenance management of the office space was reactive and lacked predictability, planning and integration. In most cases, more serious security or functional problems have arisen before maintenance work is initiated, which can easily lead to inconsistencies with normal office and to late scheduling of requests for maintenance funding. The lack of predictability is mainly due to the lack of scientific understanding of the reasonable maintenance cycle during use and the consequent lack of medium- and long-term maintenance planning, as well as the lack of regular evaluation and validation plans for housing buildings。
(iv) lack of harmonized maintenance management standards and procedures
One is the lack of uniform standards for routine house maintenance inspection and maintenance. The lack of uniform standards for the evaluation and maintenance of the premises of the party bodies, which should be adapted to the institutional management model and architectural characteristics, has enabled the municipal units to take different measures for the maintenance of the houses, some of which are not maintained, and others which do not meet the standards for repair。
The second is the lack of normative management of the pre-maintenance project. In some cases, the unit project formulation procedures were incomplete, lacked researchable reports or insufficient depth; there was a lack of routine maintenance records and necessary testing, validation, evaluation reports; the format and content of project formulation applications were not uniform; and, at the time of solicitation for maintenance projects, the bidding conditions were not accurate, transparent and the selection of tender preparation, solicitation and evaluation units was not standardized。
Thirdly, the maintenance and construction process was not regulated. For example, insufficient attention was paid to time control, which resulted in delays in the return of equipment for staff working in rented premises outside the premises, an additional increase in rental costs and a negative impact on normal offices; at the receiving and inspection level, the lack of acceptance procedures and standards for maintenance works had resulted in the replacement of the related new construction specifications, which resulted in inconsistent standards of work for the units。
Fourth, there are irregularities in the archiving of maintenance materials. The archive management of maintenance works is of significant reference value for each maintenance during the subsequent life of the building, but many units do not pay sufficient attention to it. Often, after the completion of the work, the work on moving houses and minor repairs to the project's legacy, as well as the work on the settlement of the project's final payment, did not complete the archiving in a timely manner and, at a later stage, some information was lost. There are also deficiencies in the documentation of maintenance works。
Iv. Experience in strengthening operational operation management in particulations
Through visits and data-gathering on the model of office management in 22 provinces and municipalities, there have been many variations in the model of maintenance management and intervention by third-party agencies, some with clear coordination services, others with the introduction of testing and auditing institutions, and others with a pool of experts or temporary approval bodies. The management model can be broadly divided into three categories: the first is for the institutional services, which are responsible only for the legality of projects, and the second is for the use of the units themselves, after the completion of the documentation of the major and medium-sized projects, to be converted and financially approved in accordance with the capital projects; the second is for the institutional services, which are responsible for the consolidation of the major and medium-sized projects, preparing annual plans at the estimated budget level and reporting them to the financial authorities for approval and implementation; and the third is for the institutional services, which are expected to establish, in conjunction with the financial authorities, annual budget levels for the maintenance of office space, which are to be approved directly within the limits, pending the submission of the major and medium-sized projects in the user unit, and for the use of the units to conduct the bidding and execution of the projects in accordance with the approved annual maintenance plan。
The content of the review varies depending on the depth of the regulation, and in some cases only the legality of the project is reviewed, the feasibility of implementation is the responsibility of the declaration unit, and the reasonableness of the price depends entirely on the control of the financial authorities. With regard to the standard for the establishment of major and medium-sized projects, the provinces and municipalities, on the basis of their own circumstances, require the establishment of new fixed assets for a certain period of time and control over the size of individual maintenance funds, although there is a large gap in the ranking。
V. Responses and recommendations
(i) municipal integration in the management of office maintenance of party bodies
At present, the departments of the party bodies throughout the city are developing their own maintenance plans and defining the scope of maintenance, maintenance standards, special funding for the establishment of projects, implementation modalities, etc., which are inefficient and do not provide uniform maintenance standards。
With the launch of the first phase of the beijing city centre and the construction of the second phase, municipal authorities will be relocated to the second phase, which means that the municipal party bodies will be characterized by regional concentration of office space. At the same time, the housing in the centralized areas is essentially the same in terms of the age of construction, design standards, construction management, material selection, etc., which facilitates intensive and standardized management and maintenance。
(ii) establishment of an information system for municipal office maintenance projects
Through the organization of municipal bodies, basic information on office accommodations has been improved, electronic files have been converted, an information system on municipal office maintenance projects has been set up by the municipal authorities ' bureaux, and a project bank for office maintenance management has been set up for municipal bodies, a statistical inventory of office maintenance has been prepared on a regular basis, and information on project maintenance has been updated in due course to achieve integration, connectivity and dynamic management。
In view of the fact that bim technology has been used in the project design and construction of the part of the sub-centres of the city, it is proposed to collect relevant information and establish a bim-based management information system for the sub-centres, which will provide modern management tools for the 100-year housing stock。
(iii) development of scientifically sound medium- and long-term repair planning
(b) to abandon the previous concept of house management and to develop scientific management plans for medium- and long-term maintenance, taking into account the characteristics of the construction cycle of the various branches of the building。
Office improvements are divided into annual plans, medium-term plans and long-term plans. The annual maintenance plan is for all projects to be implemented in the following year. The medium-term plan mainly provides for major and medium-term repair projects that are projected to be implemented over a period of three to five years, and the long-term plan provides for major repairs, integrated repairs or upgrades of sub-divisions scheduled over a period of several years based on the condition of the housing equipment。
(iv) development of uniform inspection and maintenance standards
(b) to develop standards for the maintenance of office accommodation at the beijing municipal level, in response to the basic conditions and administrative characteristics of our municipal offices. The criteria are organized according to the sub-works of the sectors, and provide for routine management and maintenance maintenance requirements, daily inspection of projects and records, a reasonable period of time for major and medium-sized projects, evaluation conditions for major and medium-sized projects, and technical requirements such as the establishment, construction and acceptance of major and medium-sized projects。
Local standards for the maintenance of office space at the beijing municipal political and political bodies are being introduced in due course, with the aim of ensuring the safety of the use of the premises and ensuring the functionality of their use, by setting standards to harmonize the standards for the maintenance of office space throughout the city, avoiding blindness and arbitrariness。
(v) implementation of harmonized office maintenance procedures
1. Harmonize the maintenance of the application and approval process for project formulation. In cases where the use of office accommodation confirms the need to apply for major and medium-sized repairs, the renovation programme shall be prepared and the application report shall be submitted to the department of municipal authorities. On the basis of applications for major and medium-sized repairs submitted by the employing units, the municipal authorities service organizes assessments and necessary on-site inspections by third-party professional bodies and produces project verification reports. (c) to meet the criteria for revision, to include alternative projects for the following year, to establish a city-wide annual list of approved projects, and to issue, in a timely manner, a copy of the documentation to the relevant units, including the individual project renovations and the proposed budget。
2. Strengthening quality control of maintenance projects and harmonizing acceptance standards. The organizational units of the maintenance projects shall work closely with the supervisory and construction units to ensure strict control of the quality of the construction work, knowledge of the technical programme, process, organizational measures, testing techniques, environmental measures, etc., in order to ensure monitoring of the construction phases; second, the entry of good materials to the site to prevent secondary filling or the use of non-environmental materials; and third, the holding of quality tests for the construction components and the exclusion of non-conforming projects from the lower construction process。
3. Strict control over the construction period of the maintenance project. Strict control of the construction cycle is important because of the financial pressures associated with long-term rental of office space as a result of major renovations or overall alterations to office buildings. Construction plans need to be developed in an integrated manner and implemented in a rigorous manner。
4. Regulation of maintenance data archiving. The organizational implementation unit and the construction enterprise shall specify all the elements contained in the archived information in accordance with the regulations governing archives. The implementation process of the project organization should be documented in detail and accurately in accordance with the records management requirements. Upon completion of the receipt and inspection of the maintenance project, the organizational implementing unit shall prepare in a timely manner the accounts and descriptions of the completion of the project, together with the design, construction and acceptance documents, for filing by the office user unit, and shall produce an electronic file for submission by the office user unit to the municipal administration service authority. The municipal authorities ' offices may make a random check of the filings reported by the units。
