MAINTENANCE MANAGEMENT

What is Maintenance? Repairs and general upkeep necessary for the efficient operation of physical plants, property, equipment, and vehicles. Types of Maintenance Corrective - Maintenance performed only when equipment fails Signs of this are: Not planning or scheduling works, Inability to budget adequately, Poor use of resources, and a High incidence of equipment and system failure. Also includes emergency maintenance Emergency - Maintenance performed under emergency conditions Normal Occur on a daily basis Example: Water Main Break Extraordinary Bad weather Example: Power Outage in a Rainstorm ****These are always be unpredictable**** Preventative - A systematic ongoing plan to inspect, monitor, and service - at scheduled and specific intervals equipment, motors, pumps, valves, vehicles, and so on to ensure efficient operations on such equipment and prolong its product life. Predictive - Maintenance establishing a baseline performance data, monitoring performance criteria over a period of time, and observing changes so that failures can be predicted and maintenance con be performed on a planned, scheduled basis. What types of maintenance are you currently doing? maintenance is: Corrective _______ Emergency Preventative _______ Predictive What % of your _______ _______

When talking about activities for Maintenance, Corrective & Emergency types are REACTIVE, whereas Preventative & Predictive are PROACTIVE. Proactive activities are what we need to strive for in a good maintenance management program. Question I have for you..Do you have a Preventative Maintenance program? If the answer is YEShow good is your program? If the answer is NO.then you should be moving towards one. You might ask, Why should we have a Preventative Maintenance program? Here are [5] reasons. To keep equipment operating efficiently. Customers depend on you to provide services with little or no interruptions. Saves money eventually it will. Good public relations tool shows customers and local government officials that you are responsible. Collecting accurate data to base O&M of the system helps to justify requests for financial resources necessary to support your operations.

Components of a good Preventative Management Program are: Planning and Scheduling Records management Spare Parts management Cost and Budget control Emergency repair procedures Training Program Accountability You might say, I am doing corrective and emergency maintenance right now. How can I or We move from a Reactive to a Proactive Maintenance program? List below are steps on how to do so. How to start and/or develop an effective PM program 1. Recognize that a change is needed in your maintenance program 2. Identify all items requiring maintenance 3. Identify maintenance for each item 4. Set the priority of each item to your operations 5. Identify resources needed to do the maintenance 6. Plan and schedule maintenance 7. What can we do right now? 8. Start the maintenance 9. Recordkeeping & accountability 10. Spare parts / Inventory management Lets take a closer look at each of these items. 1. Recognize that a change is needed in your maintenance program. 2. Identify ALL items requiring maintenance. This to include: pumps, valves, motors, piping, chlorinators, water tanks, chemical feed equipment, hoses, rotating equipment, filters, motor control centers, meter vaults, belts, filters, manholes, pump stations, metal surfaces, generators, fuel tanks, vehicles, trash containers, buildings, office equipment, etc Identify needed maintenance for each item. Identify needed maintenance lubrications, cleaning, oil changes, replacement of parts [filters, belts, etc.], checking levels and gauges, etc. Identify frequency of maintenance hourly, daily, weekly, monthly, quarterly, semi-annually, annually Information on equipment maintenance can be found by researching equipment manufactures O&M manuals if not available contact manufacture or look at liked equipment for ideas. Set the priority of each item to your operations - Rate importance of each item needing maintenance and set the priority to your main operations. Examples: Water service, garbage pickup etc. Vital - Necessary Major Minor

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Identify resources needed to do the maintenance Labor - Do you have experience people who can do the work? If no: Must train personnel to do the work Hire experience personnel to do the work Outsource the work - might look into to hiring professionals to maintain specific equipment such as chlorinators [have a service agreement] Tools Same situation as with labor [Rent] Materials Lubricants, seals, filters, belts, antifreeze, tires, etc. Money Budget funds Plan and schedule maintenance to be done. You might say, I cannot start with a total changeover of my maintenance system so..WHAT CAN WE DO RIGHT NOW? When does the maintenance need to be done? Also emergency procedures Who will do the work? Training needed? What equipment and tools are needed to perform the work? How much time is needed to complete each task? What can I do/change right now? Start the Maintenance. Recordkeeping & Accountability All work performed must be recorded and kept in a orderly permanent record on paper or on computer. Work performed must be checked on a regular basis by supervisory management all levels Key Word: ACCOUNTABILITY All levels of personnel will need to be involved in monitoring costs and should be consulted in the budgeting process of PM Training initial and on-going Spare Parts / Inventory Management Items you should keep sufficient amounts of: Lubricants, fluids, fuels Filters, hoses, belts, seals, gaskets . Replaceable items Tires Couplings, repair clamps Valves, pipe, fittings [elbows, tees, reducers] Electrical parts breakers, starters, fuses, contactors, heaters Chlorinator parts [washers, gaskets, o-rings] Repair kits Pump and motor parts maybe even an extra pump/motor Bearings and packing Critical nuts, bolts, screws, keys, connectors, etc. Properly store spare parts Store items in a secure, cool, & dry place Keep items out of direct sunlight [pvc pipe]

Monitor & watch for signs of damage & corrosion in spare parts Keep spare parts inventoried A least [2] responsible personnel should have access to the inventory of spare parts

Final Maintenance Notes In controlling corrosion, keep metal surfaces primed and painted with good oilbased coatings [primer and paints are not expensive]. Also control water draining from pumps, valves, and other sources. Finally provide proper ventilation. Safety is important. Personal safety gear should be provided and used eyewear, clothing, gloves, and headgear. Guards, shields, and covers on equipment should be in place. REMEMBER: Water and electricity do not mix. Beware of slippery floors and surfaces. Adhere to safety procedures with chemicals. All electrical equipment should be grounded. Take special caution when working with electrical and pneumatic equipment. ALWAYS shut-off electricity to rotating equipment while working on it In Final.....Components of a good Preventative Management Program are: Planning and Scheduling Records management Spare Parts management Cost and Budget control Emergency repair procedures Training Program Accountability

Jeffrey Jewett, is a Communal Enterprise Advisor working on the Serbian Local Government Reform Project [SLGRP] funded by USAID. The project provides training and technical assistance to local governments in Finance, Communal Enterprises, Citizens Participation, Information technology, Policy reform, and Association development.