AS IS & REQUIREMENT DOCUMENT

AJB_ MAINTENANCE PROCESS

Best Food Company LLC

Author : N Venkatesan
Creation Date : 03-Jun-2015
Last Updated : 15-Jun-2015
Document Ref : SD_BF_EAM
Version : 1.0

Approvals:

1.

2.

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For Internal Use Only
Document Control

Change Record

Date Author Version Change Reference

03-Jun-2015 N Venkatesan 0.1 Draft Version

15-Jun-2015 N Venkatesan 1.0 0.1

Reviewers

Name Position

Mr. Sami Manager – Maintenance

Distribution

Copy No. Name Location

1 Al Hathboor Group Project Library

2 ABITS Project Library

Note to Holders:
If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for
document control purposes.
If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

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 Contents

Document Control....................................................................................................................2
About Best Food Company LLC:-...........................................................................................4
Descriptive Overview for Maintenance.........................................................................6
Business Event Identification – Assets..................................................................................8
Business Event Identification – Maintenance Activities.....................................................9
Business Event Identification – Preventive Maintenance Schedule...............................10
Business Event Identification –Breakdown Maintenance.................................................11
Business Event Identification – Maintenance Costing......................................................12
Business Event Identification – Spare Parts Planning.......................................................13
Wish List:.................................................................................................................................14
Open and Closed Issues for this Deliverable......................................................................15
Open Issues.......................................................................................................................15

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About Best Food Company LLC:-
Best Food Company is one of the leading Nuts & Chocolate manufacturers in the United Arab Emirates. Head quartered in Dubai.
Products are supplied to all leading supermarkets across the UAE and it has wide distribution network. Manufactures the premium
chocolates and nuts it’s known as one of the best product in the market.

Product range from Nuts, Seeds, Chocolates, Dates & Nuts chocolates, Roasteries, etc., The company has decided to consolidate the
infrastructure and standardize the system components – by implementing a reliable, robust company-wide Enterprise Resource Planning
system (ERP). In this process, Best Food Company L.L.C has chosen to Implement Oracle Ebusiness Suite and Invited Apps Business IT
Solutions, to implement the same. The document aims in explaining the present business process and major needs of the business
system.

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Introduction / Objective:
Objective of this document is to document the Current present process and requirement provided by Best Food Company key users and Heads of
the Departments. This document would form the basis and will be made operational through Oracle Enterprise Asset Management (EAM) system
to the business. The document has to be reviewed and signed off by the Head of the Department and AHG Project Manager. After the document
is signed off, it will become the base-line document for the Oracle Enterprise Asset Maintenance module development. The contents of the
document identify the components of Maintenance that will be incorporated in the new system. Any changes to this document in the process
post approval would need to follow change request process. Following are the detailed processes identified:

ABBREVATION USED -

Short Name Description Short Name Description

EAM Enterprise Asset Management
BOM Bill of material
BFC Best Food Company LLC
MAINT Maintenance

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Descriptive Overview for Maintenance

Current Business baseline

General:-

 Best Food Company LLC is an associate company with Al Hathboor group.

 ABITS started understanding the process of Maintenance Processes followed in Best Food Company. This is an Associate Company of
AlHathboor Group. Following are the Departments,
 Nuts & Chocolate Production Departments
 Maintenance Department ( Engineering Maintenance)
 Marketing and Sales Department
 Quality Assurance
 Accounts, Internal Auditing Department
 Human Resource Department
 Rashidya, DIP & Roastery Operations
 Purchase ( Includes Trading, Raw & Pack Materials)

Assets:
 Asset details and periodic maintenance requirements are maintained in spread sheets.
 Assets, asset group, asset activities, asset routing and asset bill of material details are not maintained in system to do preventive
maintenance schedules.

Maintenance Work Request:

 Currently preventive and break down maintenance activities are carried out with the help of manually maintained data /
information’s.
 Maintenance request raised from all the departments through mail or requisition, Maintenance Engineer / Manager analyze the nature
of complaint and will discuss with production if any clarifications required.
 Prepare the list of spares required for particular maintenance activity and identifies which technician can do this activity based skill.
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 Maintenance Work Execution:
 Maintenance engineer assign the work to technician to execute the maintenance activity.
 Spare parts are issued from stores for maintenance.
 Physical maintenance activity carried out and if any technical expertise required engineer or manager will support technician team.
 Spare consumptions are updated in system to maintain the data base history.
 Currently maintenance costing details are not captured in system.

Preventive Maintenance:
 PM schedule activities are carried out for each machine in the duration of monthly, 3 months and 6 months and for each activity lead
time are available and no data for spare consumptions.
 Based on batch meter, hour meters maintenance activities are planned & executed for assets like Air compressors, Packing machines,
etc.,
 Maintenance activities are followed as per manufacturer maintenance manual.

Spares Planning & Procurement:

 Safety stocks for spare parts are maintained, when ever stock level touch the minimum level, it will refill to maximum level.
 Job work / service works are given to outside vendors and service charges paid.
 Spares are stored in maintenance store with locator information and stock maintained in current system.

Areas of Maintenance:
 Nuts production at DIP & Chocolate production in Rashidya.

System Support:
Currently there is no system based maintenance execution, all activities are maintained in excel, except spares storage.

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Business Event Identification – Assets
Event: Maintenance Business Function: Date: 3-Jun-2015
Maintenance Master Asset Maintenance Master
Event Owner : Priority (H, M, L): H Core? (Y/N): Y
Plant Manager

Process Suggestions/
Current Process Step Description
Step # Recommendations

SD_MAINT_Asset_ Assets are classified in three major categories,

010.1
1) Production Machineries
2) Packing Machines,
3) Testing Equipments

Production Machineries are,

Nuts Plant: Cleaning Lines, Frying machine
Chocolate Plant: Conching, tempering, molding,
Packing Machines are,
Pouch Packing and Final / Pallet packing Machines
Testing Equipments are,
Weighing Machines, Temperature measuring equipment, Flow
meters, Metal detector, Flow meters, etc.,

Reports Used Asset details are maintained in Spread sheets.

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Business Event Identification – Maintenance Activities
Event: Maintenance Business Function: Date: 3-Jun-2015
Maintenance Master Activity Master
Event Owner : Priority (H, M, L): H Core? (Y/N): Y
Plant Manager

Process Suggestions/
Current Process Step Description
Step # Recommendations

SD_MAINT_Activit Maintenance activity details are available for all production &
y_020.1 packing machineries.

SD_MAINT_Activit Some of the Assets do not have any preventive maintenance

y_020.2 activity details, so during breakdown parts are replaced and
activities are carried out. For these cases standard maintenance
activity, routing & BOM are not available or maintained.

Reports used Available details are maintained in spread sheet.

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For Internal Use Only
Business Event Identification – Preventive Maintenance Schedule
Event: Maintenance Business Function: Date: 3-Jun-2015
Maintenance Schedule Preventive Maintenance
Event Owner : Priority (H, M, L): H Core? (Y/N): Y
Plant Manager

Process Suggestions/
Current Process Step Description
Step # Recommendations

SD_MAINT_PMS_0 Preventive maintenance chart for monthly, 3 month & 6 month wise
30.1 for major production machineries are available. Maintenance activities
are carried w.r.t to that schedule.

During preventive maintenance general activities like Cleaning,

Greasing, Over all checking are done, during that time if any spare
damage or belt loose, etc, are found then spare parts are replaced.

SD_MAINT_PMS_0 Job completion information updated to manager by technician after

30.2 completing the maintenance work.
SD_MAINT_PMS_0 There are assets maintenance scheduled based on batch meter / hour
30.3 meter reading.
SD_MAINT_PMS_0 There are two shifts (morning & evening) working for all technicians.
30.4
Reports used Preventive Maintenance Schedule

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Business Event Identification –Breakdown Maintenance
Event: Maintenance Business Function: Date: 3-Jun-2015
Maintenance Schedule Breakdown Maintenance
Event Owner : Priority (H, M, L): H Core? (Y/N): Y
Plant Manager

Process Suggestions/
Current Process Step Description
Step # Recommendations

SD_MAINT_MAINT Maintenance Work Request:

REQ_040.1
Preventive maintenance are carried out as per planned schedule
by maintenance department and any break downs or need based
maintenance are requested through mail or requisitions.
Maintenance Engineer / Manager analyze the nature of complaint
and discuss with production if any clarifications required.

SD_MAINT_MAINT Maintenance Work Execution:

EXE_040.2
Maintenance engineer analyze and prepares the list of spares
required and identify the technician to execute the maintenance
activity.
Spare parts are issued from stores to carryout maintenance.
Physical maintenance activity carried out and if any technical
expertise required engineer or manager will support technician
team.
Spare consumption is entered in the system to maintain the
history.

Reports Used Maintenance Job Details

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Business Event Identification – Maintenance Costing
Event: Maintenance Business Function: Date: 3-Jun-2015
Maintenance Costing Maintenance Costing Process
Event Owner: Priority (H, M, L): H Core? (Y/N): Y
Plant Manger

Process Suggestions/
Current Process Step Description
Step # Recommendations

SD_MAINT_MAINT Overall costs of maintenance details are not available.

COST_050.1
Also, maintenance activity wise costing details are not calculated
or maintained.
Presently, Spares consumption cost are maintained in system
against each asset.
Reports used -

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Business Event Identification – Spare Parts Planning
Event: Maintenance Business Function: Date: 3-Jun-2015
Maintenance Costing Maintenance Costing Process
Event Owner: Priority (H, M, L): H Core? (Y/N): Y
Plant Manger

Process Suggestions/
Current Process Step Description
Step # Recommendations

SD_MAINT_Spares Spares Planning & Procurement:

Planning_060.1
Safety stocks for spare parts are maintained, when ever stock
level touch the minimum level, it will refill to maximum level.
Spares are stored in maintenance store with locator information
and stock maintained in current system.
Spares procurement happening on need basis through purchase
orders.
Outside Services:
Job work / service works are given outside vendors and the same
need to be monitored and verifications are required by security
staff.
Reports used Purchase Request and Purchase Orders

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Wish List:
 Monthly break down or stoppage time report for each machine
 Outside Services through system.
 Automatic generation of preventive maintenance work order triggering w.r.t predefined schedule & Meter count based schedule.
 Service request form to all user departments
 All available features in new system
 Maintenance Work order based costing
 AMC agreements

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Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Confirmed Responsibility Target Impact

Date Date

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