1.

PURPOSE

• To standardize the system of maintenance department and to

• Establish procedure for routine, Break down and preventive maintenance for
the equipment of/ all location
• To maintain proper record of repaired/ maintained Machines.

2. SCOPE

This procedure is related to maintenance department

3. RESPONSIBILITIES

The head of Maintenance, G.M (Facilities) is over all responsible to monitor the
activities of maintenance department and to ensure the maintenance of all the
equipment machines

4. PROCEDURE

A Maintenance department is working, which is responsible for the servicing of

machines and repair the same in case of break down/ Emergency maintenance
department has a learn of skilled and competent personnel which provides
technical support.

Maintenance activities of maintenance department are classified as:

i. Complain System
ii. Responding to Emergency
iii. Operation & maintenance services contract ( lift,generator,arrow plant)
iv. Preventive maintenance

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 Equipment/machines are allotted a control number for identification by the Audit
department. The Department maintains a list of equipment / machine for record
and verification purpose. Whenever any maintenance /repair /service is
performed on a machine, it is recorded in Maintenance Log file. Thus the
Maintenance Log sheet holds the Preventive maintenance of the machine/
equipment. It helps identify and determine the frequency of breakdowns and
total downtime on a machine.

I. COMPLAIN SYSTEM:
Daily Rounds:
All the supervisors of relevant section of maintenance/ engineering department
perform a daily round to check the respective areas, equipment / machines. The
daily visits/ rounds complain are lodged in the Daily floor Round – RM 005. The
complaint is also entered in the CMS.

Complain received:
If during operation, any equipment/machine stops functioning or problems are
faced, the department in charge or machine operator calls the maintenance
personnel. Complaint is reported in four different forms, through complaints form,
on daily round, on call & C.M.S.

Complain record:
On receiving the complaint form, complaint is entered in C.M.S i.e. Complain
Maintenance System & Complaint Log Book. The maintenance Supervisor send
technician to attend the equipment/machine for the rectification of the fault.

Working on Complain (Analysis):

The maintenance personnel then take over the machine, trace the fault and take
the necessary measures to rectify the problem.

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 ▪ The G.M. facilities Head constitutes a team of personnel to carry out
the preventive maintenance.

▪ After the machine is handed over to Maintenance Department on

the agreed day, maintenance work is carried out. Maintenance team
checks the machine in accordance with the Preventive Maintenance
Checklist, holding all checking points of the machine. Separate
checklists are defined and developed for each machine based upon
the recommendations of machine manufacturer and by practical
experience of Maintenance department personnel. The In-charge of
Preventive Maintenance team ensures to complete the preventive
maintenance without any delay. The faults or shortcomings thus
observed or reported by department personnel are rectified in addition
to the actual preventive maintenance work.

▪ If for some reasons the preventive maintenance work could not be

completely finished, then preventive maintenance team in charge
consults G.M. facilities and estimates the extra time required to
complete the preventive maintenance, and consequently informs the
concerned department in charge about the extra time.

▪ After the completion of preventive maintenance, the team in charge

calls the department in charge or the machine operator to check the
machine for every operation.

▪ After the satisfaction of the department in charge, maintenance

supervisor completes the Preventive Maintenance Checklist. In charge
maintenance checks and signs Preventive Maintenance Checklist.

▪ Preventive maintenance job is also recorded on Machine history Log

Book

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