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MAINTENANCE MANAGEMENT SYSTEM

Guideline for Maintenance Operating
Procedures

Master Data Management

ABSTRACT

This guideline gives an overall view of the main objectives, interactions and jobs involved in the master data
management describing the activities to be followed in order to prepare and update of all data relevant to plants,
functional units, and items that allow to performing maintenance activities detailed in Maintenance Management
System.

01 See Revision Sheet F. Fabio E. Trovato R. Vanzini 15 Dec. 06

00 Final Issue Fabio Cadelli Vanzini 19 Dec. 03
REV REASON FOR ISSUE PREPARED VERIFIED APPROVED DATE

Documento riservato di proprietà di Eni S.p.A.- Divisione Exploration & Production. Esso non sarà mostrato a Terzi né utilizzato per scopi diversi da quelli per i quali è stato inviato.
This document is property of Eni S.p.A. – Exploration & Production Division. It shall neither be shown to Third Parties nor used for purposes other than those for which it has been sent.
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MODIFICATION SHEET

Rev. 01 Revised “Glossary” and “Fig. 2.1.1: Workflow Map” in order to reflect the inclusion of the
“Minor Corrective Maintenance” type
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FOREWORD

This document is an integral part of the Maintenance Management System.

The Maintenance Management System gives a common framework to be followed by the
Maintenance Management function in the Facilities operated by Exploration & Production (E&P)
Division.
The aim of Maintenance Management System is to optimise the maintenance activities basing on the
philosophy and strategies defined in the Basic Design of the plant during the Concept definition and
to be considered during Development phases of the Project for CMMS selection, implementation,
and go-live.

The presented maintenance flows are described according to the “Guidelines for organisational
charts” [SVI.DMS.GL.0001] and “Guidelines for job description” [SVI.DMS.GL.0002] of the new
Development Projects/Production Fields.

The Maintenance Management System is part of the Technology Management System (TMS).
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TABLE OF CONTENTS

FOREWORD ............................................................................................................................... 2
ACRONYMS ............................................................................................................................... 5
JOB ACRONYMS ....................................................................................................................... 5
GLOSSARY ................................................................................................................................ 6
KEY TO WORKFLOW ................................................................................................................ 8
1. INTRODUCTION ............................................................................................................ 9
2. GUIDELINE OBJECTIVE AND SCOPE...................................................................... 10
2.1 OBJECTIVES ............................................................................................................... 10
2.2 SCOPE ......................................................................................................................... 12
2.3 APPLICABILITY ........................................................................................................... 12
3. REFERENCES ............................................................................................................. 13
4. WORKFLOW DIAGRAM ............................................................................................. 14
4.1 MASTER DATA MANAGEMENT WORKFLOW .......................................................... 14
4.2 PLANT SET-UP............................................................................................................ 15
4.3 MAINTENANCE ITEMS SET-UP ................................................................................. 16
4.4 BILL OF MATERIAL (B.O.M.) SET-UP ........................................................................ 17
5. WORKFLOW STEPS DESCRIPTION ......................................................................... 18
6. RESPONSIBILITY MATRIX SUMMARY..................................................................... 20
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ACRONYMS

CBM Condition Based Maintenance

CMMS Computerized Maintenance Management System
IMIS Information Management Integrated System
NA Not Applicable
PM Preventive Maintenance
WO Work Order
WR Work Request

JOB ACRONYMS

CRSV Control Room Supervisor

DMSV Discipline (either Electrical or Instrumentation or Mechanical or
Rotating equipment or Workshop or Jacket, as applicable)
Maintenance Supervisor
EVERY Ditto
EXEC Executors
FPCO Field Production Coordinator
GMG General Manager
HDQT Headquarters supporting structures (Contract Department,
Procurement Department, etc.)
HSEQ HSEQ Superintendent
MESI Maintenance Engineering Superintendent
MESV Maintenance Engineering Supervisor
MOSI Maintenance Operation Superintendent
MPSV Maintenance Planning Supervisor
MRSI Maintenance Reporting & Controlling Superintendent
OFMG Offshore/Onshore Field Manager
OMG Operation Manager
POSI Plant Operations Superintendent
PPSV Power Plant Supervisor
PSMG Production Support Manager
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GLOSSARY

COMPANY: Owner of the facilities (Production Unit(s) or parts of them).

CONTRACTOR: An independent organization, which supplies services of any kind to Company under
contract award.
Dependability: Collective item used to describe the availability and its influencing factors: reliability,
maintainability and maintenance supportability.
Global Service Contract assigned to a qualified independent organisation (called
Maintenance CONTRACTOR) relevant to maintenance activities executed in any Production Units
Service (GMS): owned and operated by COMPANY.
A Global Maintenance Service implies that CONTRACTOR shall execute the Service
autonomously and under complete responsibility, utilising proper managerial and
operative structures and resources.
COMPANY evaluation shall be based on results achieved, without direct intervention
on maintenance management and execution flow.
Item: Any part, component, device subsystem, functional unit, equipment or system that can
be individually considered.
NOTE: A number of items e.g. a population of items, or a sample, may itself be
considered as an item
Maintenance Item: An item that represents a centre of interest from a maintenance point of view, (e.g. for
tracking costs, faults and/or maintenance history).
NOTE: From a maintenance point of view, a Maintenance Item could be intangible (a
maintenance task).
Maintenance: The combination of all technical and administrative actions, intended to retain an item
in, or restore it to, a state in which it can perform a required function
Maintenance Management methods used in order to achieve the maintenance objectives
strategy:
Maintenance Preventive The maintenance carried out at predetermined intervals, or according
Types Maintenance: to prescribed criteria and intended to reduce the probability of failure or
the degradation of the functioning of an item
Condition The preventive maintenance based on performance
Based and/or parameter monitoring and the subsequent
Maintenance: actions.
NOTE: Performance and parameter monitoring may
be scheduled, on request or continuous.
Predetermined Preventive maintenance carried out in accordance
maintenance: with established intervals of time or number of units
of use but without previous condition investigation.
NOTE: In both cases the meaning of Scheduled
Maintenance has to be intended as: The preventive
maintenance carried out in accordance with an
established time schedule or number of units of use
(strokes, machine hours, cycles, etc) schedule
Corrective Maintenance carried out after fault recognition and intended to put an
Maintenance: item into a state in which it can perform a required function.
Deferred Corrective maintenance which is not immediately
Maintenance: carried out after a fault detection but is delayed in
accordance with given maintenance rules.
It can be associated to both “Urgent” (Unplanned) or
“Normal” (planned) Corrective Maintenance.
Immediate Maintenance which is carried out without delay after
Maintenance: a fault has been detected to avoid unacceptable
consequences. It can be associated to “Emergency”
Corrective Maintenance.
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Minor A special form of (Corrective) Maintenance that is

Maintenance defining an activity that is so limited in scope that it
does not require assembly into a work order.
Because of their nature these activities should not
track costs in CMMS.
Extraordinary Combination of all technical, administrative and managerial actions,
Maintenance: intended to ameliorate the dependability of an item, without changing
its required function that have a considerable economic impact.
Improvement: Combination of all technical, administrative and managerial actions,
intended to ameliorate the dependability of an item, without changing
its required function.
Modification: Combination of all technical, administrative and managerial actions,
intended to change the function of an item.

NOTE 1: Modification does not mean replacement by an equivalent

item.

NOTE 2: Modification is not a maintenance action but has to do with

changing the required function of an item to a new required function.
The changes may have an influence on the dependability or on the
performance of the item, or both.

NOTE 3: Modification may be allocated to the maintenance

organization.
Maintenance Structured set of tasks that include the activities, procedures, resources, and the time
Plan: scale required to carry out maintenance.
Maintenance The system of information distribution by written or electronic documents addressed to
Reporting: the involved structure suitable for giving the necessary level of knowledge for taking
actions, monitoring, implementing required corrective actions. The reporting content is
the feedback from maintenance activities derived from CMMS output, screened and
organized in order to cover the level of information needed by the addressees.
Reporting encompasses managerial, technical, economic, administrative matters.
A reporting document shall contain mainly measurable information more than
descriptive details.
NOTE the operative documents, like maintenance plan, work orders, etc. are not
included in document reporting category. They shall be considered working tools or
maintenance records.
Master data: All data relevant to plants, functional units, and items that allow to perform maintenance
activities.
Production Unit: Profit centre having assigned an autonomous budget and a production target.
The Unit is managed by a nominated Responsible and the structure includes internal
Operation and Maintenance organisation, with assigned targets.
In ENI O&M division, the lower hierarchical level of Production Unit organised as a
profit centre, is the Centrale or Campo (Oil Field), located in offshore or in onshore.
Severity class: Effect on equipment unit function (e.g. critical failure, non-critical failure) [ISO
14224:1999(E)].
Spare Part: Item intended to replace a corresponding item in order to restore the original required
function of the item.

NOTE 1: The original item may be subsequently repaired.

NOTE 2: An item that is dedicated and/or exchangeable for a specific item is often
referred to as a replacement item.
Work instruction: List of detailed maintenance activities to be carried out in order to perform the work.
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KEY TO WORKFLOW

Shape Shape Description

start Stands for the starting point of a workflow

finish Stands for the ending point of a workflow

Stands for a node in which more than one flow converge/diverge

step code job acronym Stands for intellectual or manual process. In the upper-left
corner, the step code is placed, while in the upper right corner
Intellectual or manual
process the job acronym is placed. The box colour of step code and job
acronym depends on the main job involved (see table below).

step code job acronym Stands for a process that could be performed by CMMS means
or by CMMS itself (i.e. WO automatic generation). The box
CMMS process colour of step code and job acronym depends on the main job
involved (see table below).

step code job acronym

Stands for a process that could be performed by means of a
Generic computerized computerized tool (CMMS excluded). The box colour job
process
acronym depends on the main job involved (see table below).

step code
Stands for a macro-process. In the upper-left corner, the subject
macro-process
detailed procedure code is placed, while the upper right corner
is blanketed.

decision Stands for a decision-making process, generally yes/no

linked
procedure Stands for a reference link to the mentioned procedure

linked
step
Stands for a reference mark made for the step mentioned within
the on-going procedure

Colours meaning table

Managerial Position Field Position Support Position

PSMG
GMG OFMG
MRSI
OMG FPCO
HSEQ

Production Maintenance Maintenance Engineering

POSI MOSI MESI

CRSV DMSV MPSV
PPSV EXEC MESV
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1. INTRODUCTION

This document supports a specific element of the Maintenance Management System. The
Maintenance Management System has been developed to provide a comprehensive and
structured set of knowledge and an integrated framework to manage maintenance activities,
thus ensuring effective and efficient use of the Company’s resources.
The set of procedures of Maintenance Management System describes in detail the steps to be
executed in order to perform relevant activities with the eventual support of CMMS.

This document is written as a guideline and therefore represents recommended format and
content rather than a mandatory, prescriptive procedure. Individual projects may deviate from,
or modify the typical contents described here, wherever such deviations are appropriate to fit
in the organizational structure.

This document is managed by O&M Project Team, all the changes of and contributions to this
document will be shared with and validated by O&M Project Team and a new release of this
document will be issued by O&M Project Team.
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2. GUIDELINE OBJECTIVE AND SCOPE

2.1 OBJECTIVES

The main objectives of this guideline are:

• To describe the main activities to be followed in order to prepare the master data to
be managed by maintenance system.
• To define responsibility, interfaces and methods to be followed for the data base
updating.

On the overall maintenance workflow map, depicted on the next page, this guideline is
represented by the box with a bold outline.
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start

Extraordinary
Maintenance
start

Corrective Work Request

Maintenance
no start

Modifications &
Improvements
Emergency?

no start

Minor Work Order Preventive

Urgent? no maintenance? creation Maintenance

yes

Work request for Preventive

Work Order Maintenance Work
Minor (corrective) planning Order auto
Maintenance
generation

yes finish

Work scheduling

yes
Maintenance
strategy review

Urgent Work
Request & Work Work execution
Order creation

“A posteriori” Work Work Order

Work execution Request & Work completion &
Order creation closure

Maintenance Continuous
Reporting improvement

start start

Data base
Maintenance Master data
Budget updating
management
Management

finish

start start

Global Maintenance
Maintenance Processes
Services

finish finish

Fig. 2.1.1: Workflow Map

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2.2 SCOPE
The master data management procedure is oriented towards updating of the data bank against
the variations which took place in the plant (for example, installation/dismantlement of
equipment/components; purchase of an item belonging to new manufacturer or models,
updating of lists of materials, compilation of specification sheets etc.) that might be induced by
actions of improvement, modifications, extraordinary or corrective maintenances.
P&ID, suppliers’ material lists, data books, Company specifications etc. are to be considered
as inputs for master data management. The data to be entered into and the information have
been checked and validated before the system updating.
The output of master data management is an updated database containing all the plants,
facility functional units, maintenance items and proper information, that serve common basis
on which maintenance activities are performed as described in maintenance management
procedures.
This procedure does not take into account the insertions of considerable data amount,
originating from the implementation of new CMMS; the handling of such implementation or
updating activities is managed outside of the normal flows of maintenance management and
generally, it involves data configuration and migration.
The definition of master data must be performed according to Company guidelines and
specifications.

2.3 APPLICABILITY

The procedure described in this document is referred to the production phase of the facilities.

The present procedure shall be applied to any organization (external entity or internal
department) in charge of managing and executing Maintenance activities in any Production
Unit, onshore or offshore, fully owned by ENI E&P division or managed in joint venture with
other partners.

Therefore, this procedure utilizes the organization chart, the job titles and the responsibilities
and duties described for these Production Units in ENI documents: SVI.DMS.GL.0001
“Guideline for Organizational charts” and SVI.DMS.GL.0002 “Guideline for Job Descriptions”.
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3. REFERENCES

Document Code Document Description

SVI.DMS.GL.0001
SVI.DMS.GL.0002
SVI.TMS.MA.0001.000
22000.MAN.GEN.SDS
22001.MAN.GEN.RWP
22002.MAN.GEN.RWP
22003.MAN.GEN.RWP
22004.MAN.GEN.RWP
22005.MAN.GEN.RWP
22006.MAN.GEN.RWP
22007.MAN.GEN.RWP
22008.MAN.GEN.RWP
22009.MAN.GEN.RWP
22010.MAN.GEN.SDS
22011.MAN.GEN.RWP
20666.MAN.GEN.SDS
ISO 14224:1999(E)
BS EN 13306:2001
BS 4778:Section 3.2:1991 / Quality Vocabulary
IEC 50(191): 1990 maintainability terms
Guideline for Organizational charts
Guideline for Job Descriptions
TMS Handbook
Guideline for Maintenance Operating Procedures – General
Maintenance Processes
Guideline for Maintenance Operating Procedures – Master
Data Management
Guideline for Maintenance Operating Procedures – Preventive
Maintenance
Guideline for Maintenance Operating Procedures – Corrective
Maintenance
Guideline for Maintenance Operating Procedures –
Modifications and Improvement
Guideline for Maintenance Operating Procedures –
Extraordinary Maintenance
Guideline for Maintenance Operating Procedures –
Maintenance Work Management
Guideline for Maintenance Operating Procedures –
Maintenance Reporting
Guideline for Maintenance Operating Procedures –
Maintenance Budget Management
Guideline for Maintenance Operating Procedures – Global
Maintenance Service Management
Operations & Maintenance Engineering –Guideline for RCM
Implementation
Operations & Maintenance Engineering –RCM Handbook
Maintenance Management System – Maintenance Entities
Description.
Petroleum and natural gas industries - Collection and
exchange of reliability and maintenance data of equipment
Maintenance Terminology
Part 3 Availability, reliability and
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4. WORKFLOW DIAGRAM

4.1 MASTER DATA MANAGEMENT WORKFLOW

start

Procedure 4
Modifications &
Improvement 1.01 MESV

Identifies the need to

update an existing data
base
Procedure 5
Extraordinary
Maintenance
1.02

Plant
set-up

1.02.01

1.03

Maintenance Items
set-up

1.03.01

1.04

B.O.M. set-up

1.04.01

1.05 MESV

Evaluates the
opportunity to aggregate
items in functional groups

Should the items

be grouped ?

Yes

1.06 MESV

No Creates/Updates groups
of equipment

finish
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4.2 PLANT SET-UP

1.02

Should the
Plant be recorded
or updated?

Yes

1.02.01 MESV
Identifies Plant
information on the basis
of documentation and
Company Specifications

1.02.02 MESV

Creates plant detailed

No records

1.02.03 MESV

Creates plant functional

units detailed records

1.03
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4.3 MAINTENANCE ITEMS SET-UP

1.03

Has the item

to be recorded ?

Yes

1.03.01 MESV

Identifies the items on the

basis of project
documentation

1.03.02 MESV
Identifies the items
hierarchy on the basis of
Company specifications
and standards

1.03.03 MESV

Creates item detailed

records

1.03.04 MESV

Creates item components

No detailed records

Has the
data sheet template
been set?

No

1.03.05 MESV

Creates the specification

sheet template for Yes
equipment typology

1.03.06 MESV
Links the specification
sheet to the item. Enters
information on the basis of
documentation.

1.04
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4.4 BILL OF MATERIAL (B.O.M.) SET-UP

1.04

Should the
B.O.M. be
created ?

Yes

1.04.01 MESV

Identifies the spare parts

on the basis of supplier/
customer documentation

No
1.04.02 MESV
Creates the B.O.M.
according to Company
specifications and
standards

1.04.03 MESV

Assigns the B.O.M to the

item

1.05
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5. WORKFLOW STEPS DESCRIPTION

Workflow
Job title Step description
step code
1.01 MESV MESV identifies the need to update master data in order to
upgrade the occurred modification. The need to upgrade can arise
from improvements/modifications or extraordinary maintenance or
from installation/removal of items.
The updating can affect items, B.O.M. or specification sheet.

1.02 - Plant set-up consists of the creation of new records or upgrading

of existing records on the basis of design documentation,
Company specifications for new plant and functional units.

1.02.01 MESV MESV identifies the plant modifications and identifies the plant
information and functional units to be added, modified or removed.

1.02.02 MESV MESV updates the plant database according to documentation

and Company specifications and standards.

1.02.03 MESV MESV updates the functional units database according to the
documentation and Company specifications and standards.

1.03 - Maintenance items set-up consists in the creation of new records

or upgrading of existing records basing on new P&ID, design
documentation, Company specifications.

1.03.01 MESV MESV identifies the plant modifications in P&ID or project

documentation and identifies the maintenance items to be added,
modified or removed.

1.03.02 MESV MESV updates the items database according to items hierarchy
and system breakdown specification and Company specifications
and standards.

1.03.03 MESV Records the new items detailed information such as:

ƒ TAG
ƒ Equipment type;
ƒ Equipment description;

and any other information/attribute according to Company

specifications.
1.03.04 MESV Records all the components detailed information pertaining to new
main item on the basis of hierarchy specification.

1.03.05 MESV The data sheet is a set of data, which contains technical
information, and data for the item.
The data sheet template is set for each item typology. (e.g. power
design, fluid handled, utilization of capacity, etc.)
The required data will referred to each relevant Item. If the data
sheet isn’t set, MESV will create a new template on the basis of
Company specifications.

1.03.06 MESV MESV links the specification sheet to the relevant item and
records all the data pertaining to the item on the basis of available
information (e.g. manufacturers/suppliers data), the engineering
documentation and according to all reference documents.
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Workflow
Job title Step description
step code
1.04 - All B.O.M. relevant to new items shall be specified in data base.
1.04.01 MESV MESV identifies all spare parts related to new items on the basis
of relevant documentation (e.g. supplier/manufacturer, etc.).
B.O.M. is created in relevance to all the maintenance equipment
with which the maintenance strategy calls for the replacement of
its parts only, and not of the whole of the item.
1.04.02 MESV Creates new B.O.M. by recording all the spare parts, the number
of installed parts, the material records. Generally, the B.O.M. is
interfaced with material management system that gives detailed
information about the material.
Each B.O.M might be characterized by:
ƒ B.O.M. Code;
ƒ B.O.M description;
ƒ any other relevant information.

Each part might be characterized by:

ƒ Part Code;
ƒ Part description;
ƒ Part Manufacturer;
ƒ Part Model;
ƒ Part Number;
ƒ Part Number position in the model assembly drawing.
ƒ Drawing;
ƒ Quantity installed.
1.04.03 MESV MESV links a new B.O.M. or an existing one to the new item.
1.05 MESV MESV evaluates the opportunity of creating a group of items in
order to manage some of the maintenance activities on the whole
group and not on single items. Generally this aggregation is useful
to assign preventive maintenance specification to a group of
items.

1.06 MESV Creates a group of items in CMMS or updates existing ones with
the new created items.
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6. RESPONSIBILITY MATRIX SUMMARY

Workflow

EVERY

OFMG
PSMG
DMSV
MPSV
MESV

CRSV

FPCO
EXEC

PPSV
MOSI

MRSI
MESI

POSI

OMG
GMG
code
step

Step description

1.01 Identifies the need to update an existing data base x

1.02 Plant set-up
Identifies Plant information on the basis of documentation
1.02.01 x
and Company Specifications
1.02.02 Creates plant detailed records x
1.02.03 Creates plant functional units detailed records x
1.03 Maintenance Items set-up
1.03.01 Identifies the items on the basis of project documentation x
Identifies the items hierarchy on the basis of Company
1.03.02 x
specifications and standards
1.03.03 Creates item detailed records x
1.03.04 Creates item components detailed records x
Creates the specification sheet template for equipment
1.03.05 x
typology
Links the specification sheet to the item. Enters information
1.03.06 x
on the basis of documentation.
1.04 B.O.M. set-up
Identifies the spare parts on the basis of supplier/customer
1.04.01 x
documentation
Creates the B.O.M according to Company specifications
1.04.02 x
and standards
1.04.03 Assigns the B.O.M to the item x
Evaluates the opportunity to aggregate items in functional
1.05 x
groups
1.06 Creates/Updates groups of equipment x