Maintenance Management System Guideline For Maintenance Operating Procedures Global Maintenance Service Management

Eni S.p.A. Document Class: Doc. N°. Rev.
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Exploration & Production Division - 22009.MAN.GEN.RWP 01 1 of 43
MAINTENANCE MANAGEMENT SYSTEM

Guideline for Maintenance Operating
Procedures
Global Maintenance Service Management
ABSTRACT
This guideline gives an overall view of the main objectives, interactions and jobs involved in the Global
Maintenance Service management, describing the activities to be followed during GMS tender preparation, GMS
contract award and GSM execution. It contains indications for defining the field of responsibility of
CONTRACTOR and COMPANY in maintenance management and execution, reports issuing and data
management. It indicates the links with the 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.
Eni S.p.A. Document Class: Doc. N°. Rev. Page
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
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 is based on Company organization described in “Guidelines for
organisational charts” [SVI.DMS.GL.0001] and “Guidelines for job description” [SVI.DMS.GL.0002] of
the new Development Projects/Production Fields, and on GMS Contactor organization presented in
section 5, considered as the minimum structure required for assuring the compliance with the
objective of Maintenance Management System.
The Maintenance Management System is part of the Technology Management System (TMS).
TABLE OF CONTENTS
FOREWORD ............................................................................................................................... 2
ACRONYMS ............................................................................................................................... 5
JOB ACRONYMS ....................................................................................................................... 5
GLOSSARY ................................................................................................................................ 7
KEY TO WORKFLOW .............................................................................................................. 12
1. INTRODUCTION .......................................................................................................... 13
2. GUIDELINE OBJECTIVE AND SCOPE...................................................................... 14
2.1 OBJECTIVES ............................................................................................................... 14
2.2 SCOPE ......................................................................................................................... 16
2.3 APPLICABILITY ........................................................................................................... 16
3. REFERENCES ............................................................................................................. 17
4. DEFINITION OF GMS.................................................................................................. 18
4.1 GMS TYPOLOGY DESCRIPTION............................................................................... 18
4.2 GMS FUNCTIONAL SPECIFICATION......................................................................... 19
5. CONTRACTOR ORGANISATION CHART AND COMPANY/CONTRACTOR
INTERFACES............................................................................................................... 20
5.1 GMS CONTRACTOR ORGANISATION CHART......................................................... 21
5.2 GMS COMPANY/CONTRACTOR INTERFACES........................................................ 21
6. WORKFLOW DIAGRAMS........................................................................................... 22
6.1 GMS OVERALL WORKFLOW ..................................................................................... 22
6.2 ANALYSIS OF ACTUAL STATUS OF MAINTENANCE .............................................. 23
6.3 GMS TENDER PREPARATION (TYPE A OR TYPE B) .............................................. 24
6.4 GMS TENDER EXECUTION AND CONTRACT AWARD (TYPE A OR TYPE B) ...... 25
6.5 4 - GMS MOBILISATION PHASE ................................................................................ 26
6.6 GMS MULTIYEAR MAINTENANCE ACTIVITY IN FIELD ........................................... 28
6.7 GMS DEMOBILISATION PHASE ................................................................................ 30
7. WORKFLOW STEPS DESCRIPTION ......................................................................... 31
7.1 ANALYSIS OF ACTUAL STATUS OF MAINTENANCE .............................................. 31
7.2 GMS TENDER PREPARATION (TYPE A OR TYPE B) .............................................. 32
7.3 3 - GMS TENDER EXECUTION AND CONTRACT AWARD (TYPE A OR TYPE B) . 33
7.4 GMS MOBILISATION PHASE ..................................................................................... 34
7.5 5 - GMS MULTIYEAR ACTIVITY IN FIELD ................................................................. 36
7.6 6 - GMS DEMOBILISATION PHASE ........................................................................... 39
8. RESPONSIBILITY MATRIX SUMMARY..................................................................... 41
ACRONYMS
CAPEX Capital expenditure project

CBM Condition Based Maintenance
CMMS Computerized Maintenance Management System
CO Corrective maintenance
DCS Distributed Control System
GMS Global Maintenance Service
KPI Key Performance Indicators
ICSS Integrated Control and Safety System
IMIS Information Management Integrated System
MTTF Mean Time to Failure
NA Not Applicable
OPEX Operating expenditure project
PM Preventive Maintenance
WO Work Order
WR Work Request
JOB ACRONYMS
COMPANY
COMP COMPANY, owner of the Plant subject to GSM Contract.
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
FPCO Field Production Coordinator
GMG General Manager
HDQT Headquarters supporting structures (Contract Department, Procurement
Department, etc.)
HSEQ HSE 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
CONTRACTOR .
CONT Contractor - the independent organisation which supplies Global
Maintenance Services, under contract award
GSDM GMS Contractor’s Discipline Maintenance Supervisor
GSES GMS Contractor’s Maintenance Engineering Superintendent
GSHS GMS Contractor’s HSE Superintendent
GSJL GMS Contractor’s Job Leader
GSLS Logistics Supervisor
GSME GMS Contractor’s Maintenance Engineer Supervisor
GSMO GMS Contractor’s Maintenance Operation Superintendent (each location)
GSMP GMS Contractor’s Maintenance Planning Supervisor
GSPS GMS Contractor’s Procurement Superintendent
GSWH GMS Contractor’s Warehouse Supervisor
GSWS GMS Contractor’s Workshop Superintendent
SUBC Subcontractors
GLOSSARY
Availability: Availability is the ability of an item to perform a required function under given
conditions at a given instant of time or over a given time interval, assuming that the
required external resources are provided.
Availability Factor: The index of Availability of a given equipment (AFi) during a stated period,
calculated as follows, in accordance to ISO 3977-9 ed. 1999:
AFi = [1 - (FOHi + POHi ) / PHi ] x 100 = [AHi / PHi ] x 100
where:
AFi (%) Availability factor of equipment (i)
FOHi (h) Forced Outage hours
POHi (h) Planned Outage hours i. e. time during which the

equipment (i) is not ready to be operated, due to planned
interventions.
PHi (h) Period hours
AHi (h) Available hours of item (i).
Backlog: List of registered outstanding activities (Preventive Maintenance, Corrective

Maintenance) previously scheduled for execution and not fulfilled for any reason in
the past, and thus, still pending at the moment of verification.
Benchmark: Reference value for a significant parameter, consolidated by statistic elaboration of
data coming from a wide range of sources available from technical literature,
internal data base or other reliable sources.
CMMS: The whole structured electronic system, including software programs and
Computerised subprograms, hardware architecture conceived to allow the implementation of
Maintenance maintenance plan, the management of resources and material, the collection of data
Management on maintenance execution relevant to any Maintenance item.
System
COMPANY: Owner of the facilities (Production Unit(s) or parts of them).
CONTRACTOR: An independent organisation, 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.
Failure: Termination of the ability of an item to perform a required function.
NOTE 1: After failure the item has a fault, which may be complete or partial.
NOTE 2: “Failure” is an event, as distinguished from “fault”, which is a state.
Failure cause: The circumstances during design manufacture or use which have led to a failure.
Failure descriptor: Apparent, observed cause of a failure. [ISO 14224:1999(E)]
NOTE: As normally reported into the maintenance management system.
Fault mode: One of the possible states of a faulty item, for a given required function.
Global Maintenance Service Contract assigned to a qualified independent organisation (called
Service (GMS): CONTRACTOR) relevant to maintenance activities executed in any Production
Units 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.
GMS Functional The contractual document containing the scope of work, the functional obligations,
Specification: the procedures to be adhered and the minimum quality requirement to be followed
by CONTRACTOR in Global Maintenance Service execution.
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.
Key Any Maintenance Indicator considered highly significant to evaluate the
Performance maintenance activities quality, the target achievement and the future trend.
Indicator:
Logistic Delay: Accumulated time during which maintenance cannot be carried out due to the
necessity to acquire maintenance resources, excluding any administrative delay.
NOTE: Logistic Delays can be, for example, due to travelling to unattended
installations, pending arrival of spare parts, specialists, test equipment and
information and suitable environmental conditions.
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 Description of maintenance activity. [ISO 14224:1999(E)].
activity:
Maintenance Information in written or electronic form required to fulfil maintenance
documentation: NOTE This information may consist of technical, managerial, administrative and
other documents.
Maintenance Any measurable parameter offering to maintenance activities significant to evaluate
indicator: some aspects of the maintenance organisation performances, in particular the level
of achievement of maintenance targets assigned and accepted.
The calculated parameter can be compared with:
Expected figures based on statistical data or benchmark derived from
technical literature.
Guaranteed figures, in case the maintenance activities are assigned to an
external organisation through a Global Maintenance Service (GMS)
contract.
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 All activities of the management that determine the maintenance objectives,
Management: strategies, and responsibilities and implement them by means such as maintenance
planning, maintenance control and supervision, improvement of methods in the
organisation including economical aspects.
Maintenance Targets assigned and accepted for the maintenance activities.
objectives: NOTE These targets may include for example availability, cost reduction, product
quality, environment preservation, and safety.
Maintenance Plan: Structured set of tasks that include the activities, procedures, resources, and the
time scale required to carry out maintenance.
Maintenance Part of maintenance documentation, which contains all failures, faults and
Record: maintenance information relating to an Item. This record may also include
maintenance costs, item availability, up time and any other data where relevant.
NOTE: These records are part of the CMMS input data and could be utilised for
maintenance reporting.
Maintenance The system of information distribution by written or electronic documents addressed
Reporting: to 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 organised 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, such as maintenance plan, work orders, etc. are
not included in document reporting category. They shall be considered working tools
or maintenance records.
Maintenance A documented plan for a type of Preventive Maintenance job that can be used
Specification (or repetitively. Typically, it includes:
Model Work Order):
District, Facility, Cost Centre
Equipment type (i.e. Horizontal single stage process centrifugal pump, Low
voltage AC electrical motor, etc.)
Maintenance specification title
Maintenance activity (i.e. Overhaul, inspection, monitoring, compliance test,
etc.)
Maintenance job instructions (i.e. tasks to be performed)
Priority
Frequency (i.e. quarterly, yearly, 20,000 operating hours, 1,000,000
strokes, etc.)
Resources required (i.e. man-hours, persons, materials, tools, craft,
contractors, etc.)
Permits required (i.e. work permit, hazardous, vessel entry, isolation
certificate, other)
Miscellanea requirements (i.e. manuals, drawings, comments, etc)
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.
Minor A special form of (Corrective) Maintenance that is defining an activity

Maintenance: 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.
Master data: All data relevant to plants, functional units, and items that allow to perform
maintenance activities.
Mean Time to Failure Average time between failures which cause an inability to perform a required
(MTTF): function (of an equipment).
MTTF= PH /N (hours)
where:
PH Period Hours, i.e. period of time during which the statistic are carried out
N Number of failures occurred during the same stated period of time.
Method of How the failure was detected [ISO 14224:1999(E)].
observation (of a
failure):
Modification: Combination of all technical, administrative and managerial actions, intended to
change the function of an item.
NOTE1: Modification does not mean replacement by an equivalent item.
NOTE2: 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.
NOTE3: Modification may be allocated to the maintenance organization.
Project: Any work to be executed by the Maintenance function under separate cost centre
(CAPEX or OPEX), separately managed by a nominated Project Responsible.
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.
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.
SUBCONTRACTOR: Any organisation which supplies services of any kind to CONTRACTOR
Work Order: The prime document used by the maintenance function to manage maintenance
tasks. It may include information as required to describe work:

Task priority
Job procedure to be followed
Parts, materials, tools and equipment required to complete the job
Labour hours
Costs and materials consumed in completing the task, as well as key
information of failure causes, kind of work performed etc.
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
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.
2. GUIDELINE OBJECTIVE AND SCOPE
2.1 OBJECTIVES
The main objectives of this guideline are as follows:

• To describe the workflow of decision process for adopting a GMS.
• To describe the workflow for GMS tender issue and GMS CONTRACTOR selection
• To define COMPANY and CONTRACTOR responsibilities, interfaces and operative
procedures.
• To define the frame of procedures, instructions, methodologies to which CONTRACTOR
shall adhere in activities execution, in line with COMPANY strategy of getting Reliability
Centered Maintenance.
• To define a correct coordination between COMPANY and CONTRACTOR management for
GSM activities carried out inside the plants and areas owned and managed by COMPANY
The frame of procedures to which CONTRACTOR shall adhere is the overall Maintenance
Management System, taking in consideration however that CONTRACTOR can have a
different organisational structure.
Therefore CONTRACTOR will develop its own job procedures guaranteeing:
• the quality level illustrated in Maintenance Management System;
• the compliance with COMPANY strategy oriented at Reliability Centered Maintenance;
• the compliance with specific requirements contained in Contractual documents, in
particular in GMS Functional Specification.
• the type of reporting and data to be supplied to COMPANY to allow the activity
monitoring and Master Data Management.
On the overall maintenance workflow map, depicted on the next page, this guideline is
represented by the box with a bold outline.
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

2.2 SCOPE
The scope of Global Maintenance Service Procedure is to define the general contents of a
Global Maintenance Service contract and to identify the flow of actions that must be performed
to award and to implement the GMS.
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 the Maintenance activities managed and executed
by an external organization in charge of a GMS contract 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 Company organization chart, the job titles and the responsibilities and duties
described for these Production Units in ENI documents: “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 GMS Contactor organization presented in section 5, which is considered as the
minimum structure required for assuring the compliance with the objective of
Maintenance Management System.
3. REFERENCES
Document Code Document Description

SVI.DMS.GL.0001 Guideline for Organizational charts
SVI.DMS.GL.0002 Guideline for Job Descriptions
SVI.TMS.MA.0001.000 TMS Handbook
22000.MAN.GEN.SDS Rev.00 Guideline for Maintenance Operating Procedures - General
Maintenance Processes
22001.MAN.GEN.RWP Rev.00 Guideline for Maintenance Operating Procedures - Master
Data Management
22002.MAN.GEN.RWP Rev.00 Guideline for Maintenance Operating Procedures - Preventive
Maintenance
22003.MAN.GEN.RWP Rev.00 Guideline for Maintenance Operating Procedures - Corrective
Maintenance
22004.MAN.GEN.RWP Rev.00 Guideline for Maintenance Operating Procedures -
Modifications and Improvement
Extraordinary Maintenance
Maintenance Work Management
Maintenance Reporting
Maintenance Budget Management
22009.MAN.GEN.RWP Rev.00 Guideline for Maintenance Operating Procedures - Global
Maintenance Service Management
22010.MAN.GEN.SDS Rev.00 Operations & Maintenance Engineering - Guideline for RCM
Implementation
22011.MAN.GEN.RWP Rev.00 Operations & Maintenance Engineering - RCM Handbook
20666.MAN.GEN.SDS Rev.00 Maintenance Management System – Maintenance Entities
Description.
ISO 14224:1999(E) Petroleum and natural gas industries - Collection and
exchange of reliability and maintenance data of equipment
BS EN 13306:2001 Maintenance Terminology
BS 4778:Section 3.2:1991 / Quality Vocabulary Part 3 Availability, reliability and
IEC 50(191): 1990 maintainability terms
4. DEFINITION OF GMS
4.1 GMS TYPOLOGY DESCRIPTION

Conceptually a Global Maintenance Service Contract differs from a normal Contract, as it
delegates to an external organisation (CONTRACTOR) the full responsibility of organisation,
management, tools to be used, spare parts procurement, work execution, work planning etc.
concerning maintenance activities.
CONTRACTOR operates autonomously within the field of the assigned duties and targets,
assuming full responsibility on the results to be achieved.
COMPANY performs the control of the work executed downstream, on the basis of fulfilment of
contractually stated targets. The evaluation of level of results achievement is based on
contractually stated KPIs (see 22007.MAN.GEN.RWP - Maintenance Reporting).
The compensation form is Lump Sum. An incentive mechanism linked to service quality is
often adopted.
Usually, a GMS covers a significant number of years (4-6 y), as it requires the mobilisation of
organisation structure and operative resources.
The decision of delegating the maintenance activities to an external organisation through a
GMS shall not be based on the objective of reducing maintenance expenditures; and shall be
motivated in a view of getting advantages both operative and economic, thanks to the adoption
of a Contract and of a Contractor capable to attain the goals and strategies of an RCM based
maintenance.
Depending on the scope of work, two types of GMS contract are defined:
• Type “A” GMS Contract

It encompasses a whole Production Unit and includes the execution of all maintenance
types (Corrective Maintenance, Preventive Maintenance, Improvements and
Extraordinary Maintenance).
• Type “B” GMS Contract

It is relevant to the maintenance of specific and sophisticated equipment (like radio-link,
DCS, gas turbines etc.) as the maintenance of this equipment should be carried out by
specialised personnel, belonging to Manufacturer’s service organisation or to
specialised companies approved and authorised by the Manufacturer. The scope of
work can vary, case by case, but still the service is rendered autonomously and with full
responsibility.
The main differences of the two types of contracts can be summarised as follows:
• In case of Type “A” GSM Contract, thanks to tasks delegation to GMS CONTRACTOR,
COMPANY will not have any maintenance structure in field (MOSI, DMSV) but only a
reduced Maintenance engineering structure.
• In case of Type “B” GMS Contract, COMPANY maintenance duties will remain
unchanged both in terms of Maintenance execution and Maintenance Engineering, with
exclusion of the activities relevant to the Items assigned to GMS CONTRACTOR.
In both cases COMPANY shall maintain a supervisory structure to monitor the CONTRACTOR
performance and to define corrective actions according to arising requirements.
CONTRACTORs duties and obligations include the following:

• Management of the entire process of maintenance, from need definition to activity
execution and close out/registration. The management tool to be utilised shall be CMMS
agreed with COMPANY.
• Execution of all maintenance interventions (Corrective Maintenance, Preventive
Maintenance, Improvements and Extraordinary Maintenance) necessary for achieving
durable and optimum plant efficiency conditions with Personnel and Materials supplied
by CONTRACTOR.
• Maintenance engineering activities
• Planning and scheduling of works
• Materials management, procurement and handling
• Reporting on the performed activities
The above duties and obligations are:

• Fully applicable to Type “A” GMS Contract
• Partially applicable to Type “B” GMS Contract
In both cases the CONTRACTOR shall execute the service autonomously and under his
complete responsibility.
4.2 GMS FUNCTIONAL SPECIFICATION

The GMS Functional Specification is the contractual document that contains the scope of
work, the functional obligations, the procedures to be adhered and the minimum quality
requirement to be followed by CONTRACTOR in Service execution.
The Functional Specification shall contain requirements on the following fields:

• Technical scope of work.
• Maintenance Management: planning, scheduling and execution criteria.
• Maintenance Engineering commitments.
• Characteristics of CMMS to be utilised.
• Materials Management: Spare Parts and Consumables procurement, handling, storage.
• Equipment subject to the service (MEL).
• Process units and utilities subject to the Service.
• Battery limits and exclusions.
• Minimum technical and functional requirements to be complied with by CONTRACTOR
during the service execution, in particular:
¾ Technical staff composition and professional level.
¾ Technical documents, management tools and any software to be made available.
¾ Logistics and service organisation requirements.
• HSE requisites that CONTRACTOR shall comply with.

• Information needed by COMPANY to monitor the CONTRACTOR performances,
throughout the contractual period.
• COMPANY guidelines and/or procedures to be adhered for the accomplishment of
Contractual Maintenance strategy
• Guidelines or formats for Maintenance Data collection.
• Content and terminology of the contractual Reporting
• KPI used for contract monitoring and Incentive mechanism application.
The Functional Specification which is designed for the execution of GMS Tender, represents
the main Technical Annex both to Tender Documents and to subsequent Contractual
Documents.
5. CONTRACTOR ORGANISATION CHART AND COMPANY/CONTRACTOR INTERFACES
CONTRACTOR shall operate autonomously and with full responsibility for the activities carried
out. Therefore he shall create the job organisation in the manner he consider best to fit with
the objective and the contractual commitments.
However COMPANY shall specify in the contract document the minimum structure necessary
to assure the compliance with demanded quality level.
In clause 5.1, a typical organisation chart is illustrated.
The organisation chart depicts the functional position foreseen for Type “A” GMS Contract.
The number of involved people is left to responsibility of CONTRACTOR, that can decide to
delegate to the same individual more than one function.
Type “B” GMS Contract could not require many of the described functional positions. As a
minimum GSJL, GSMO, and GSDM shall be nominated. Other functions could be not
necessary or could be executed within the CONTRACTOR headquarters organisation
(procurement, laboratory or workshop, etc.).
5.1 GMS CONTRACTOR ORGANISATION CHART
CONTRACTOR
HEADQUARTERS
ORGANIZATION
JOB LEADER
(GSJL)
HSE SUPERINTENDENT LOGISTICS SUPERVISOR

(GSHS ) (GSLS)
SUBCONTRACTORS MAINTENANCE
MAINTENANCE
PROCUREMENT AND WORKSHOP OPERATION
ENGINEERING
SUPERINTENDENT EXTERNAL SUPERINTENDENT SUPERINTENDENT
SUPERINTENDENT
(GSPS) WORKSHOPS (GSWS) (EACH LOCATION)
(GSES)
(SUBC) (GSMO)
MAINTENANCE DISCIPLINE
WAREHOUSE
PLANNING MAINTENANCE
SUPERVISOR
SUPERVISOR SUPERVISOR(S)
(GSWH)
(GSMP) (GSDM)
MAINTENANCE
ENGINEER
SUPERVISOR
(GSME)
5.2 GMS COMPANY/CONTRACTOR INTERFACES
CONTRACTOR JOB COMPANY POSITION Field of coordination

POSITION
GSJL Job leader OFMG Management Coordination
Administrative matters
GSMP OFMG Planning and scheduling
POSI Work Order Approval
GSHS HSEQ Work Permit (if Safety matter
is concerned)
GSES MESI Modification& Improvement
proposals
CMMS data exchange
GSMO POSI Work Permit (always), work
completion release and ISM
handover to Production
GSMO CRSV Work Permit (if remote
control of operation is
involved).
GSES MRSI KPI analysis
6. WORKFLOW DIAGRAMS
6.1 GMS OVERALL WORKFLOW
start
9.01
Analysis of actual status

of maintenance activities
9.01.01
9.01.06 9.01.05
9.02
GMS Tender preparation

(Type A or B)
9.02.01
9.02.12
9.03
GMS Tender execution

and Contract award
(Type A or B)
9.03.01
9.03.09
9.04
GMS Mbilisation Phase
9.04.01
9.04.17
9.05
GMS Mltiyear Activities in

field
9.05.01
9.05.26
9.06
GMS Demobilisation
phase
9.06.01
finish
6.2 ANALYSIS OF ACTUAL STATUS OF MAINTENANCE
9.01
9.01.01 COMP
Assessment of
maintenance
organization, activities
results, costs
Do
organization &
Yes results meet the No
targets?
finish 9.01.02 COMP
Analyze reasons:
Efficiency, effectiveness,
costs
Is it opportune
Yes to improve the No
organization?
9.01.03 COMP 9.01.04 COMP

Make decision to
Implement the necessary delegate the
corrective actions maintenance execution to
GMS contractor
finish
Does
GMS scope embrace
Yes the whole Production No
Unit?
9.01.05 COMP 9.01.06 COMP
Tender preparation for Tender preparation for

Type A Type B
GMS contract GMS contract
9.02 9.02
6.3 GMS TENDER PREPARATION (TYPE A OR TYPE B)
9.02
9.02.01 COMP
Evaluate the cost of the

GMS
9.02.02 COMP
Approve the budget
9.02.03 COMP 9.02.08 COMP

Collect or prepare MEL,
ISM list. Collect applicable
Prepare preliminary General Conditions
Maintenance Plan
9.02.04 COMP 9.02.09 COMP
State battery limits, Prepare Special

inclusion/exclusion Conditions. Prepare
instructions for Tenderers
9.02.05 COMP 9.02.10 COMP
Collect drawings and Prepare Scoring Model

other technical for Tenderers’ pre-
documents qualification
9.02.06 COMP 9.02.11 COMP

Collect COMP
Procedures and Prepare Scoring Model
Specifications to be for technical proposal
applied evaluation
9.02.07 COMP
Prepare Functional
Specification
9.02.12 COMP
Assemble the Tender

package
9.03
6.4 GMS TENDER EXECUTION AND CONTRACT AWARD (TYPE A OR TYPE B)
9.03
9.03.01 COMP
Announce the Tender
and invite potential
Tenderers for their
qualification
9.03.02 COMP
Select qualified
Tenderers, utilizing pre-
qualification Scoring
Model
9.03.03 COMP
Send the Tender

package to the pre-
qualified Tenderers
9.03.04 COMP
Check received technical

proposals in order to
verify their completeness
9.03.05 COMP
Ask Tenderers to
complete missing parts of
the technical proposal
9.03.06 COMP
Evaluate the technical
proposal using the
technical proposal
Scoring Model
9.03.07 COMP
Prepare the list of
acceptable technical
proposals together with
recommendation
9.03.08 COMP
Execute the evaluation of

commercial quotation on
the acceptable proposals
9.03.09 COMP
Award GMS contract to

the selected Tenderer
9.04
6.5 4 - GMS MOBILISATION PHASE
9.04
9.04.01 CONT
Nominate Job Leader

(GSTL)
9.04.02 CONT
Assign resources to the

job
9.04.03 CONT
Make the necessary tools

and transport means
available
9.04.04 CONT
Has CONT
access to CMMS of No Procure the license for
COMP? CMMS software and the
necessary hardware
Yes
9.04.05 CONT
Configure CMMS and

populate database, as
necessary
9.04.06 COMP
Monitor CONT’s activities
for CMMS configuration
and database
downloading
9.04.07 COMP
Hand over to CONT the
available historical
database and technical
documents
9.04.08 CONT
Collect and update the
technical documentation
relevant to the GMS
scope of work
9.04.09
9.04.08
9.04.09 CONT
Prepare Coordination
Procedure and operating
Procedures
9.04.10 COMP
Approve the procedures

issued by CONT
9.04.11 CONT
Prepare detailed
Maintenance Plan
9.04.12 COMP
Approve detailed
Maintenance Plan
9.04.13 CONT
Identify and procure

spare parts and
consumables
9.04.14 CONT
Send the technical staff in
field to acquire familiarity
with the plant
configuration
9.04.15 COMP 9.04.16 CONT

Verify the completion by Complete the pending
CONT of the Mobilization activities and amend any
Phase duties non-conformity
Are
CONT’s duties No
accomplished?
Yes
9.04.17 CONP
Authorize the start of

Multiyear Activity in Field
9.05
6.6 GMS MULTIYEAR MAINTENANCE ACTIVITY IN FIELD

Page 1 of 2 9.05.12 CONT
Preventive Maintenance
strategy application
9.05.01 CONT 9.05.02 CONT
Extraordinary
Improvement works Maintenance works 9.05.13 CONT 9.05.14 CONT 9.05.15 CONT
if contractually required
Preventive Maintenance Preventive Maintenance
schedule Condition based
schedule (running hours based Maintenance schedule
(time based criterion) criterion)
9.05.16 CONT
Verification of WO got
from CMMS and
optimization of WO
specification
9.05.03 CONT 9.05.04 COMP 9.05.05 CONT
Are the works

Proposal issue Approval and release approved by Yes Work Request
COMP? 9.05.17 CONT
Work Order generation,

based on CMMS output
No
finish 9.05.06 CONT
Work Order Creation
9.05.07 CONT
Corrective Maintenance
intervention required EMERGENCY? No PLANNED? Yes 9.09.18 CONT
Work Order planning
No
9.05.19
Yes
9.05.08 COMP 9.05.09 CONT 9.05.10 COMP 9.05.11 CONT
Work completion release Work Request and Work

Work Permit issue Work execution and acceptance Order issuing 9.05.25
9.05.18
9.05.19 CONT
Work scheduling
9.05.20 CONT 9.05.28 CONT
Submit Work Permit Master Data

start Management finish
request to COMP
Is the work consistent

with production No
programs?
9.05.21 COMP
Issue of Work Permit
9.05.22 CONT
Work execution
9.05.23 COMP
Work completion release

and ISM accepted by
operation
9.05.11
9.05.24 CONT 9.05.25 CONT 9.05.26 CONT 9.05.27 COMP
Has POSI accepted Work order closure after Reporting preparation Data analysis and KPI
No ISM? Yes registration of executed Data load on CMMS
and issue evaluation finish
activities
6.7 GMS DEMOBILISATION PHASE

9.06
9.06.01 CONT
Close up any Work Order

still being open
9.06.02 CONT
Correct any “non-

conformity” detected
Yes
9.06.03 COMP
Verify that the pending
activities are completed
and “non-conformities”
are corrected
Work Orders
or “non-conformity”
still pending?
No
9.06.04 CONT
Update the technical

documentation
9.06.05 CONT
Update the CMMS

database
9.06.06 COMP 9.06.08 CONT
Introduce the new Hand over technical

incoming Maintenance documentation, CMMS
Organization database to COMP
9.06.07 CONT 9.06.09 CONT

Decommission the
Keep in field the technical maintenance facilities,
staff to assist the new
installed inside the plant
incoming organization and working areas
9.06.10 CONT
Withdraw tools,
equipment and
belongings from COMP
plant
9.06.11 CONT
Hand over the spare
parts in store to COMP
according to the contract
conditions
9.06.12 CONT
Prepare the Plant Status

Report
9.06.13 CONT
Withdraw the technical

staff from field and close
up the job
finish
7. WORKFLOW STEPS DESCRIPTION
7.1 ANALYSIS OF ACTUAL STATUS OF MAINTENANCE
Workflow
Job title Step description
step code
9.01 - Assessment of actual Maintenance status, in order to verify the
target achievement, decide any improvement possible or assign to
an external organisation the Maintenance execution through a
GMS, after cost/benefit evaluation.
9.01.01 COMP Assess of Maintenance status in one or more Production Units.

Verification of compliance of Maintenance Organisation with
COMPANY strategies, evaluation of activity results in term of
target achievements (technical and economic).
9.01.02 COMP Analyse the causes of unsatisfactory results:

• Organisation not corresponding to COMPANY strategies
• Resources inadequate in quantity or in quality
• Costs not justified
Verification on opportunity of solving the weak points by improving
the internal organisation.
9.01.03 COMP Implement the necessary intervention on the Maintenance

organisation structure to increase the resources in number or in
quality.
9.01.04 COMP Take decision to delegate the maintenance execution to an

external organisation, selected among the Companies
specialised in industrial services or having know how in specific
high technology Items or Equipments. Define the type of GMS
contract to be assigned: Type A GMS Contract or Type B GMS
Contract.
9.01.05 COMP Preparation of Tender for Type A GMS contract. The GMS scope
of work encompasses the management and the execution of all
maintenance interventions on all ISM of one or more Production
Units,
COMPANY will relocate the internal maintenance resources as
the involved Production Units will not have any maintenance
structure in field (MOSI, DMSV) and a reduced Maintenance
engineering structure
9.01.06 COMP Preparation of Tender for Type B GMS contract. The GMS
contracts dedicated to specific, sophisticated equipment requiring
the intervention of high-level specialists.
The contractually stated duties can vary, but still the service is
rendered autonomously and with full responsibility; the evaluation
of works is based on results achievement.
In Type B GMS Contract COMPANY’s Maintenance engineering
and Planning will remain in force as well as Maintenance staff in
field that will operate on the ISM excluded from GMs scope of
work.
7.2 GMS TENDER PREPARATION (TYPE A OR TYPE B)
Workflow
step code
9.02 - Preparation of the tender for GMS:
• Evaluation of contract cost/benefit expected
• Preparation of technical documents,
• Preparation of commercial documents
9.02.01 COMP Calculate the yearly cost forecast of GMS, in order to have
approved the sum appropriation and to prepare the budget.
9.02.02 COMP COMPANY Management approves the GMS forecast cost and
confirm the decision of GMS tender issue.
9.02.03 COMP Update or prepare the MEL, ISM list and the preliminary
Maintenance Plan, to be utilised for GMS cost evaluation.
9.02.04 COMP Define Battery Limits, inclusion and exclusion to/from Scope of
work
9.02.05 COMP Collect drawings and other technical documents associated with
the scope of work.
9.02.06 COMP Collect COMPANY Procedures and Specifications that

Contractor shall comply with.
9.02.07 COMP Prepare Functional Specification: the document shall specify any
technical or functional contractual obligation, to which Contractor
shall adhere.
9.02.08 COMP Collect the commercial General Conditions applicable to this type
of contract.
9.02.09 COMP Prepare the commercial Special Conditions, tailored to the specific
Contract.
Prepare the Instruction to Tenderers to which Bidders shall adhere
in Bid preparation and Bid submission.
9.02.10 COMP Prepare the Scoring Model for Tenderers pre-qualification, in line
with Company quality policy.
9.02.11 COMP Prepare the Scoring Model for technical proposal evaluation.
9.02.12 COMP Assemble the Tender package.

7.3 3 - GMS TENDER EXECUTION AND CONTRACT AWARD (TYPE A OR TYPE B)
Workflow
step code
9.03 - Perform the activities necessary to award the GMS to the
organisation that have submitted the best quotation, from technical
and economic point of view.
9.03.01 COMP Announce the Tender and invite any interested external company
for their qualification, by submitting documents suitable to
demonstrate their capability to execute the GMS.
9.03.02 COMP Screen the companies on the basis of experience, organisation,

available resources, financial reliability utilising the Pre
qualification Scoring Model.
Prepare the Tenderers short list.
9.03.03 COMP Send the Tender package to the pre-qualified Tenderers.
9.03.04 COMP Check the technical quotations received to verify that:

• The quotation covers all scope of work
• The technical requirements are fully accepted.
• The documentation required is enclosed.
• The qualifications presented are acceptable or are to be
rejected.
9.03.05 COMP Ask Tenderers to complete the technical quotations by adding

any missing part, by clarifiyng or amending any not clear points
and by withdrawing any qualification issued and not accepted.
9.03.06 COMP Evaluate the technical proposals completed or amended using

the technical proposal Scoring Model.
9.03.07 COMP Prepare the list of proposal resulted technically acceptable on the
basis of the Scoring Model.
9.03.08 COMP Execute the economic evaluation of the proposals resulted

technically acceptable.
Issue the final technical and economic recommendation.
9.03.09 COMP Award the GMS contract to the Tenderer having presented the
best quotation.
7.4 GMS MOBILISATION PHASE
Workflow
step code
9.04 - Execution of the preparatory activities to be performed in order
to have foully operative the managerial and operational
organisation requested to comply with GMS contractual
requirements.
9.04.01 CONT Appoint a qualified Job Leader (GSJL), responsible for

management of GMS contract. The name shall be
communicated to COMPANY management.
9.04.02 CONT Make operative the technical and managerial organization, and
mobilise the manpower to be located in CONTRACTOR
Headquarters and in COMPANY site where the service is
rendered.
The quality and the quantity of assigned personnel shall be
sufficient to guarantee the accomplishment of contractual duties
and obligations.
9.04.03 CONT Organise the logistics: arrange for accommodation for

Personnel, transport means and communication network.
Organise the Workshop and the Warehouse fit with all
necessary tools and furniture.
Make available portable tools and diagnostic instruments.
9.04.04 CONT CONTRACTOR shall manage all contractual activities by the

utilization of CMMS, in line with the required quality level and
with the operation procedure prepared and approved by
COMPANY.
In case CONTRACTOR has not access to the CMMS software
licensed to COMPANY, CONTRACTOR shall make available
the CMMS software of proven capability and the hardware
supports. The details of the minimum requirement to be
satisfied are those specified in contractual documents.
9.04.05 CONT CONTRACTOR shall configure the CMMS and shall load the
necessary information, database and historical data collected in
field or downloaded from existing documents.
9.04.06 COMP COMPANY monitor the regular progress and the quality level of
the preparatory activities for having the CMMS management tool
ready at the moment of maintenance activity start-up and
suitable for giving to COMPANY as output the information
required for monitoring the activities.
9.04.07 COMP COMPANY support the engagement of CONTRACTOR; in
particular will hand over the available historical database and
technical documents related to GMS scope of work.
9.04.08 CONT Collect the available documentation, update it or complete the

missing parts.
Workflow
step code
9.04.09 CONT Prepare the operating procedures, in particular:
• Coordination Procedure
• Maintenance Management Procedures
• Materials Management Procedures.
The operating procedures shall reflect the CONTRACTOR
management needing; in the meantime they shall guarantee the
quality level of operation activities specified in the contractual
documents and shall indicate the steps in which COMPANY
approval or intervention is requested.
9.04.10 COMP COMPANY verifies that the Procedures prepared by
CONTRACTOR comply with contractual requirements and allow
that COMPANY management monitor the GMS activities results.
COMPANY approval is requested.
9.04.11 CONT Prepare the detailed Maintenance Plan, by updating the
Maintenance Plan presented with the Quotation and extending it
to the whole contractual period. The Maintenance Plan detailed
content shall be obtained by means of CMMS.
9.04.12 COMP Approve the detailed Maintenance Plan. COMPANY verification
shall focus on:
• Compliance of Preventive Maintenance with
recommendation of equipment manufacturers.
• Correct links with historical records.
• Compliance with the activities described in Preliminary
Maintenance Plan presented by CONTRACTOR with
the quotation.
9.04.13 CONT CONTRACTOR will manage Procurement autonomously and
will be fully responsible for the results, within the limits and
conditions stated in contractual agreement.
During the Mobilisation Phase, CONTRACTOR will identify and
procure timely in advance the materials necessary for carrying
out the Maintenance activities in field.
9.04.14 CONT The technical staff of CONTRACTOR can be sent in field to get
the necessary knowledge of the Plants for performing
autonomously the requested service during the subsequent
Phase of GMS.
In addition, CONTRACTOR staff shall become acquainted with
COMPANY organisation and with the safety rules enforced.
9.04.15 COMP At the end of the Mobilization Phase, COMPANY will verify that
CONTRACTOR organization is completed and has reached the
quality level required for meeting the contractual obligations.
9.04.16 CONT CONTRACTOR shall take the necessary recovery actions if
“non conformities” in respect to contractual requirements are
identified.
9.04.17 COMP After having verified that the accomplishment of contractual
duties has been completed, COMPANY will authorise
CONTRACTOR to start the Multiyear Activity in Field.
7.5 5 - GMS MULTIYEAR ACTIVITY IN FIELD
Workflow
step code
9.05 - Execution of Maintenance activities in accordance with the
stipulated contract (Type A or Type B GSM contract).
The relevant activities will be in accordance in compliance with
the objectives of the Maintenance Management System. See
NOTE (1).
The contract shall indicate:
• Time period (usually 4 - 6 years).
• Scope of work and battery limits
• Functional requirements.
CONTRACTOR shall carry out, fully autonomously and under
direct responsibility, all types of maintenance activities in
compliance with contractual requirements and objectives, as per
approved work program. Contractor shall manage all activities
through CMMS.
CONTRACTOR activities shall comply with contract obligations
in the field of Quality, Safety and Environment preservation.
COMPANY remain responsible of plant management.
COMPANY shall monitor and check the maintenance activities
through:
• Maintenance Reporting
• CMMS data-base output
• KPIs analysis
• Audits
As a minimum, in respect to CONTRACTOR, COMPANY shall:
• Approve the work orders
• Evaluate CONTRACTOR effectiveness
• Check CONTRACTOR compliance with contract
obligations, in particular for programs and schedules.
9.05.01 CONT CONTRACTOR shall participate to the continuous improvement

program detecting any intervention or measure aimed at
improving the plant reliability and availability, the plant safety
level and the maintenance activities optimisation.
The implementation of Improvements works shall be done in
accordance with: “Modifications and Improvement Procedure”.
See NOTE (1).
9.05.02 CONT CONTRACTOR shall implement the execution of Extraordinary

Maintenance, if stated in the Contract.
The relevant activities will be in accordance with: “Extraordinary
Maintenance Procedure”. See NOTE (1).
9.05.03 CONT CONTRACTOR shall propose to COMPANY the execution of

Extraordinary Maintenance or the implementation of
Improvements, giving justification, description and cost and time
evaluation.
9.05.04 COMP COMPANY approve the proposed Extraordinary Maintenance

and Improvements works, releasing their implementation.
Workflow
step code
9.05.05 CONT Contractor’s GSMP prepares the Work Request relevant to:
• Approved Extraordinary Maintenance works
• Approved Improvements works
• Corrective Maintenance works when the fault detected
can be corrected following the normal activity path.
9.05.06 CONT Contractor’s GSMP creates the Work Order.

The work plan for activities not part of Preventive Maintenance
does not exist in CMMS database. Contractor GSMP prepares
the detailed list of actions, resources and materials necessary.
9.05.07 CONT Corrective Maintenance is included in GMS scope of work.

GSMO initiates the process for Corrective Maintenance
execution.
In case of fault occurrence, CONTRACTOR’s GSMO evaluates
if the situation requires repair intervention immediate (with
emergency procedure) or delayed (scheduled) intervention.
The relevant activities will be in accordance with document:
“Corrective Maintenance Procedure”. See NOTE (1).
9.05.08 COMP COMPANY POSI and /or HSEQ, CRSV release the ISMs
damaged to CONTRACTOR maintenance staff by issuing the
Work Permit, after the segregation of ISMs from operation and
the implementation of safety provisions.
In case that the occurred fault requires the enforcement of the
Emergency Procedure, the activity path follows the steps
9.05.09, 9.05.10, 9.05.11, 9.05.25, 9.05.26, and 9.05.27.
9.05.09 CONT CONTRACTOR maintenance staff executes immediately the

emergency intervention upon reception of Work Permit.
9.05.10 COMP COMPANY POSI and CRSV ascertain that the maintained ISMs
are ready to operate and validate the Work completion.
COMPANY Operation takes upon the ISMs.
9.05.11 CONT CONTRACTOR prepares Work Request and Work Order

afterward, to update CMMS database, afterward the work
completion (Procedure adopted for emergency interventions).
9.05.12 CONT The Maintenance Plan establishes the Preventive Maintenance

intervention on the basis of the strategy predefined.
CONTRACTOR initiates the process for Preventive Maintenance
execution utilising CMMS output.
The relevant activities path will be in accordance with:
“Preventive Maintenance Procedure”. See NOTE (1)
9.05.13 CONT Preventive Maintenance can be planned after a predetermined

running cycle. (For example rotating machines).
9.05.14 CONT Preventive Maintenance can be planned at fixed time intervals.

(For example: Static Equipment)
9.05.15 CONT Preventive Maintenance can be planned after that significant

parameters monitored by the control system overpass a critical
threshold (Condition based Maintenance).
Workflow
step code
9.05.16 CONT Contractor’s GSME checks that the Work Order existing in
CMMS database fits with ISM actual needs and optimise them
as necessary.
9.05.17 CONT Contractor’s GSME generates Work Order as CMMS output.
9.05.18 CONT Work Order planning: Contractor’s GSMP associates to the

Work Order the technicians, materials and spare parts, after
having checked the availability.
9.05.19 CONT Contractor’s GSMP schedules the work execution for the proper
date, on the basis of workload and material availability.
9.05.20 CONT Contractor’s GSMO applies to COMP for work permit, submitting
work permit request.
9.05.21 COMP COMPANY POSI and /or HSEQ, CRSV release the ISMs to be
maintained to CONTRACTOR maintenance staff by issuing the
Work Permit, after the exclusion of ISMs from operation and the
implementation of safety provisions. HSEQ adds the mandatory
safety prescriptions.
9.05.22 CONT Contractor’s GSMO provides for the work execution, following
the Work Order prescriptions.
9.05.23 COMP COMPANY POSI and CRSV ascertain that the maintained ISMs
are ready to operate and validate the Work completion.
COMPANY Operation takes upon the ISMs.
9.05.24 CONT Contractor’s GSMO draws up the Work Order with the activities
results and certifies the Work closure. (i.e. the ability of ISM to
operate)
9.05.25 CONT Contractor’s GSES loads in CMMS database the data relevant
to the Work Order executed.
9.05.26 CONT Contractor’s GSME utilises the CMMS data base feed back for
preparation of Maintenance Management reports and Technical
Reports.
The relevant activities path will be in accordance with
“Maintenance Reporting Procedure”. See NOTE (1).
9.05.27 COMP COMPANY MESI executes the feed back analysis from CMMS
database and from contractual reporting to ascertain the
CONTRACTOR activity progress and to calculate the KPI,
having contractual importance, to calculate incentives or
penalties.
9.05.28 CONT Contractor’s GSME continuously update the Master Data,

monitoring any modification to ISMs or addition of new ISM.
Technical documentation as well is kept updated.
The relevant activities path will be in accordance with: “Master
Data Management Procedure”. See NOTE (1).
NOTE (1): The recalled procedures, parts of Maintenance Management System, gives a
guideline on the action path to be followed. However the responsible of the various steps is
CONTRACTOR, in accordance with the organisation chart of Clause 5 of this procedure.
The milestones requiring approval by COMPANY are indicated in present work flow
diagram.
7.6 6 - GMS DEMOBILISATION PHASE
Workflow
step code
9.01 - GMS Mobilisation Phase.
The Demobilization Phase starts at the expiring of Multi year
Activity in Field or at its termination due to any other reason.
CONTRACTOR, will assure the fulfilment of the contractual
obligations and the close out of any contractual activity still
pending, in particular of any Work Order previously planned and
scheduled.
Contractor shall assure smooth activity transfer to the incoming
Maintenance Organisation keeps his technical staff in field,
without being directly involved in maintenance execution.
COMPANY shall verify CONTRACTORs obligations fulfilment.
COMPANY will take over the Maintenance Management and
Execution.
9.06.01 CONT CONTRACTOR shall close out any Work Order still open or
scheduled and not executed.
9.06.02 CONT CONTRACTOR shall carry out any action necessary to correct
any detected decay and “non conformity” detected or notified by
COMPANY.
9.06.03 COMP During the Demobilisation Phase, COMPANY shall verify

CONTRACTORs fulfilment of his obligations and the status of
the Plant. COMPANY shall notify any detected fault or plant
decay.
9.06.04 CONT CONTRACTOR shall update the technical documents received

or prepared during the service period.
9.06.05 CONT CONTRACTOR shall update CMMS database and shall verify
that database reflects the effective activities carried out up to
the field service period expiring date.
CONTRACTOR shall agree with COMPANY the procedures
for handing over CMMS.
9.06.06 COMP COMPANY shall install the new incoming Maintenance

Organisation that will hold responsibility of Maintenance
Management and Execution. CONTRACTOR technical staff will
remain in overlap, acting as advisor.
9.06.07 CONTR CONTRACTOR keeps his technical staff overlapping with the
incoming Maintenance Organisation and will give assistance in
the maintenance execution, without being directly involved,
assure smooth activity transfer.
9.06.08 CONT CONTRACTOR shall:

• hand over to COMPANY the CMMS data base.
• hand over to COMPANY the technical documents and
any data collected or prepared during the service.
9.06.09 CONT CONTRACTOR, shall decommission and remove any facility
installed and utilised inside COMPANY Plants.
CONTRACTOR shall also clean the areas utilized during the
Contract and eliminate any produced waste.
Workflow
step code
9.06.10 CONT CONTRACTOR, shall withdraw and remove any tool and
belonging from the COMPANY premises and shall return to
COMPANY any goods of COMPANY property stored for any
reason in CONTRACTOR facilities.
9.06.11 CONTR CONTRACTOR, shall hand over to COMPANY the spares
stored in warehouse, according to the economic conditions
stated in contractual documents economic condition.
9.06.12 CONT CONTRACTOR prepares the Final Plant Status Report.
At the multi year activity in field Phase expiring, the plant status
will be jointly checked, by CONTRACTOR and COMPANY, in
order to verify that the preserving conditions are the same as the
initial ones; or as expected by a correct maintenance activity.
This report is in addition to routine Maintenance reporting.
9.06.13 CONT The effective expiring of the Contract will correspond to the end
of the Demobilization Phase.
After having solved any pending matters, CONTRACTOR
withdraw the technical staff and the management staff and close
out the job.
8. RESPONSIBILITY MATRIX SUMMARY

Workflow
OFMG
COMP
code
PSMG
step
MPSV
MESV
HDQT
CRSV
FPCO
PPSV
MOSI
MRSI
MESI
POSI
OMG
GMG
Step description
9.01 Analysis of actual status of maintenance

9.01.01 Assessment of Maintenance Organisation, activity results,
x
costs
9.01.02 Analysis of causes of unsatisfactory results x
9.01.03 Implement the necessary intervention on the Maintenance
x x
organisation structure
9.01.04 Take decision to delegate the maintenance execution to an
x
external organisation
9.01.05 Preparation of Tender for Type A GMS contract x
9.01.06 Preparation of Tender for Type B GMS contract x
9.02 GMS Tender preparation (Type A or Type B)
9.02.01 Calculate the yearly cost forecast of GMS x
9.02.02 Approves the GMS forecast cost and confirm the decision
x
of GMS tender issue
9.02.03 Prepare: MEL, ISM list and preliminary Maintenance Plan. x
9.02.04 Define Scope of Work, Battery Limits, inclusion and
x
exclusion.
9.02.05 Collect drawings and technical documents. x
9.02.06 Collect COMPANY Procedures and Specification that
x
Contractor shall comply with
9.02.07 Prepare Functional Specification x
9.02.08 Collect the commercial General Conditions x
9.02.09 Prepare the commercial Special Conditions x
9.02.10 Prepare the Scoring Model for Tenderers pre qualification x
9.02.11 Prepare the Scoring Model for technical proposal
x
evaluation
9.02.12 Assemble the Tender package x
9.03 GMS tender execution and contract award (Type A or B)
9.03.01 Announce the Tender and invite interested external
x
company for their qualification
9.03.02 Screen the companies utilising the Pre qualification
x
Scoring Model
9.03.03 Send the Tender package to the pre qualified tenderers x
9.03.04 Check the technical quotations received to verify their
x
completeness.
9.03.05 Ask Tenderers to complete the technical quotations x
9.03.06 Evaluate the technical proposals utilsing the technical
x
proposal Scoring Model
9.03.07 Prepare the list of proposal resulted technically acceptable x
9.03.08 Execute the evaluation of thecommercial quotation on the
x
technical acceptable proposals.
9.03.09 Award the GMS contract to the selected tenderer x
Workflow
step
code
GSMO
OFMG
COMP
GSMP
GSME
HSEQ
CONT
CRSV
GSES
GSPS
FPCO
PPSV
GSJL
MRSI
POSI
OMG
GMG
Step description
9.04 GMS mobilisation phase

9.04.01 Nominate a Job Leader (GSJL) x
9.04.02 Assign resources to the job x
9.04.03 Make available necessary tools and transportation x
means
9.04.04 Procure CMMS software licence and necessary x
hardwarw
9.04.05 Configurate CMMS and load the necessary x
information and database
9.04.06 Monitor the regular progress of Contractor activities
for CMMS software configuration and data base x
populating
9.04.07 Hand over the available historical database and
x
technical documents to ONTRACTOR
9.04.08 Collect the available documentation, update or x
complete it.
9.04.09 Prepare the Coordination Procedure and the x
Operating Procedures
9.04.10 Check and approve the Procedures prepared by
x
CONTRACTOR
9.04.11 Prepare the detailed Maintenance Plan x
9.04.12 Check and approve the detailed Maintenance Plan
x
prepared by CONTRACTOR
9.04.13 Identify and procure Spare Parts and Consumables x
9.04.14 Send technical staff in field, to acquire familiarity with x
the plant configuration.
9.04.15 Verify the completion by CONTRACTOR of the
x
Mobilisation Phase duties
9.04.16 Complete the pending activities and amend any “non x
compliance”
9.04.17 Authorise CONTRACTOR to start the Multi-year

x
Activity in Field
9.05 GMS multi-year activity in field
9.05.01 Implementation of Improvements works x
9.05.02 Implementation of Extraordinary Maintenance works if
x
required by contract.
9.05.03 Issue Proposals for the execution of Extraordinary
x
Maintenance
9.05.04 Approval and release of the proposed Extraordinary
x
Maintenance and Improvement works.
9.05.05 Preparation of the Work Request for Extraordinary
x
Maintenance and Improvements
9.05.06 Work Order creation for Extraordinary Maintenance
x
and Improvements.
9.05.07 Implementation of Corrective Maintenance works.
Immediate (emergency procedure) or delayed x
(scheduled) intervention.
9.05.08 Issue of the Work Permit (immediate intervention) x x
9.05.09 Execution of immediate intervention upon reception of
x
Work Permit.
9.05.10 Work completion release, after verification that the
x x
maintained ISMs are ready to operate.
9.05.11 Preparation of Work Request and Work Order
x
(afterward the immediate execution)
9.05.12 Implementation of Preventive Maintenance work . x
9.05.13 Implementation of Preventive Maintenance (time
x
based) works as per schedule.
Workflow
step
code
GSMO
OFMG
COMP
GSMP
GSME
HSEQ
CONT
CRSV
GSES
GSPS
FPCO
PPSV
GSJL
MRSI
POSI
OMG
GMG
Step description
9.05.14 Implementation of Preventive Maintenance (running

x
hours based) works as per schedule.
9.05.15 Implementation of Condition based Maintenance
x
works as per schedule
9.05.16 Verification of of Preventive Maintenance WO got
x
from CMMS and optimisation of WO specification..
9.05.17 Generation of Work Order based on CMMS output. x
9.05.18 Work Order planning x
9.05.19 Work scheduling x
9.05.20 submission of Work Permit Request to COMP x
9.05.21 Issue of the Work Permit x x
9.05.22 CONTRACTOR maintenance staff executes the
x
scheduled intervention upon reception of Work Permit
9.05.23 Release of Work Completion after verification that the
x x
maintained ISMs are ready to operate.
9.05.24 Work Order close out, after registration of the
x
activities results..
9.05.25 Loading in CMMS data base the data relevant to the
x
Work executed.
9.05.26 Preparation of Maintenance Management reports
x
utilising feed back data from CMMS
9.05.27 Evaluation of Maintenance activity progress and KPI
x
calculation.
9.05.28 Master Data Management. x
9.06 GMS Demobilisation Phase
9.06.01 Close out of any Work Order still open or scheduled
x
and not executed
9.06.02 Correction of any Decays and “non conformances” x
9.06.03 Monitoring of CONTRACTORs obligations fulfilment . x
9.06.04 Update the technical documentation. x
9.06.05 update CMMS database. x x
9.06.06 Install the new Organisation resposible of
x
Maintenance Management and Execution
9.06.07 CONTRACTORs technical staff kept in field,
x
overlapping with the new Maintenance Organisation
9.06.08 Hand over CMMS data base and technical
x
documents
9.06.09 Decommission and remove any facility installed and
x
clean areas
9.06.10 Withdraw any tool and belonging from COMPANY
x
facilities
9.06.11 Hand over to COMPANY the spares stored in
x
warehouse.
9.06.12 Prepare the Plant Status Report x
9.06.13 withdraw the management staff and the technical
x
staff and close out the job.

Maintenance Management System Guideline For Maintenance Operating Procedures Global Maintenance Service Management

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Eni S.p.A. Document Class: Doc. N°. Rev.

Exploration & Production Division - 22009.MAN.GEN.RWP 01 1 of 43

MAINTENANCE MANAGEMENT SYSTEM

Global Maintenance Service Management

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

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

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CAPEX Capital expenditure project

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FOHi (h) Forced Outage hours

POHi (h) Planned Outage hours i. e. time during which the

PHi (h) Period hours

AHi (h) Available hours of item (i).

Backlog: List of registered outstanding activities (Preventive Maintenance, Corrective

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Reporting encompasses managerial, technical, economic, administrative matters.

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Minor A special form of (Corrective) Maintenance that is defining an activity

NOTE 1: Modification does not mean replacement by an equivalent

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

NOTE 3: Modification may be allocated to the maintenance

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tasks. It may include information as required to describe work:

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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

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

Colours meaning table

Production Maintenance Maintenance Engineering

POSI MOSI MESI

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2. GUIDELINE OBJECTIVE AND SCOPE

The main objectives of this guideline are as follows:

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Corrective Work Request

Minor Work Order Preventive

Work request for Preventive

“A posteriori” Work Work Order

Fig. 2.1.1: Workflow Map

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Therefore, this procedure utilizes:

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Document Code Document Description

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4.1 GMS TYPOLOGY DESCRIPTION

• Type “A” GMS Contract

• Type “B” GMS Contract

CONTRACTORs duties and obligations include the following:

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The above duties and obligations are:

4.2 GMS FUNCTIONAL SPECIFICATION

The Functional Specification shall contain requirements on the following fields:

• HSE requisites that CONTRACTOR shall comply with.

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