SYSTEM APPROACH

TO MAINTENANCE
3.0
SYSTEM APPROACH
TO MAINTENANCE

3.1 MAINTENANCE CONTROL SYSTEM

MAINTENANCE CONTROL SYSTEM

Maintenance management control system

is meant to increase productivity,
efficiency and improve profitability
with reduced losses/wastages.

The objective of maintenance is to achieve

the correct level of operational reliability
and the best possible personal safety at
minimum cost.
Methods and procedures of handling in any effective maintenance control system :

1. Maintenance Demand ( What work to be done and when)

2. Maintenance resources ( who will do the work and what material
and tools needed)
3. Procedures means for coordinating, scheduling and executing
the work.
4. Performance and quality standards (how long it takes to do a
job and acceptable specification)
5. Feedback monitoring and control
SYSTEM APPROACH
TO MAINTENANCE

3.2 CODIFICATION & CATALOGUING

3.2
CODIFICATION & CATALOGUING
Codification
SYSTEM APPROACH
TO MAINTENANCE

3.3 INSTRUCTION MANUAL & OPERATING MANUAL

INSTRUCTION MANUAL
usually a technical device and explaining how to install or operate it.
that records communication or facts with the help of marks, words, or symbols.
The information technical description about machine, technical data of the machine,
and maintenance of the system.
 Some information about maintenance, upkeep, dismantling, and commissioning are
given in instruction manual.
 Has to be supplied with all equipment or system.
 May not be only on form of book. It including the forms of :
Drawings
Blown up views
Work cards
Video cassette
A micro film
Or any combination of these forms
There are several components inside instruction manual such as:-

(i) Safety regulation

(ii) Machine brief introduction (technical data)
(iii) Transportation and handling
(iv) Installation
(v) Maintenance and cleaning
EXAMPLES : (i)Safety regulation
EXAMPLES : (ii) Technical Data
EXAMPLES : (ii) Technical Data
Part/ Component Specification

Casing Aluminium

Heat exchange material Stainless steel

Water tank 0.7 litres / 24 oz

Used capsule container capacity 7 capsules

Pump 19 bar

Weight without packing 7.5 kg/265 oz

Voltage 230 V, 50 Hz (EU) ;120 V, 60 Hz (USA)

Power 1250 W (EU-USA)-With “ Power Save ” function

Electric cord length 1.5 m/ 59 inch

Size (WxDxH) 240 x 240 x 275 (mm)/ 9.4x9.4x10.8 (inch)

The manufacture reserves the right to make changes or improvements without notice.
EXAMPLES : (iii)Transportation and handling
EXAMPLES : (iv) Installation
EXAMPLES : (v) Maintenance and cleaning
OPERATING MANUAL

1.Operating manual is a document that describes in detail

the processes and systems that a company uses to
produce its goods and provide its services.
2.For bigger/ special equipment/ system separate, operating
manual are supplied.
3.Instruction details will be sufficient for other equipment/
system.
4.Operating manual only focus the guide on how to
operates the machine and equipment with the right
procedure.
Operating manual is special preparation the user needs before
operation, such as:-

(i) Device warm-up procedures.

(ii) Any warnings or safety instructions specifically related to
operation, placed immediately before the corresponding task or
instruction.
(iii) Results of incorrect operation.
(iv) Operating steps in logical order, with the expected results.
(v) Space for user-specific instructions.
(vi) Who to call if there is a problem.
Basically the operating procedure is included in operating manual. The
operating procedure is providing information on equipment and system
operating procedures, including the following:-

(i) Startup procedures.

(ii) Equipment or system break-in.
(iii) Routine and normal operating instructions.
(iv) Regulation and control procedures.
(v) Instructions on stopping.
(vi) Shutdown and emergency instructions.
(vii) Summer and winter operating instructions.
(viii) Required sequences for electric or electronic systems.
(ix) Special operating instructions.
SYSTEM APPROACH
TO MAINTENANCE

3.4 Maintenance Policies

POLICY

“Principle of action adopted or

proposed by an organization or
individual”.
SYSTEM APPROACH TO MAINTENANCE :
OPERATING POLICIES OF EFFECTIVE MAINTENANCE

Maintenance policies may be grouped in four general categories:-

A. Policies with respect to work allocation

B. Policies with respect to work force

C. Policies with respect to interplant relations

D. Policies with respect to control

 “ALLOCATION-the action or process of
allocating or sharing out something”.
A. POLICIES WITH RESPECT TO WORK ALLOCATION

In any maintenance department where there are more than 10 workers and
more than two or three crafts, some planning, by supervisor or leadsperson,
can result in improved efficiency.

There should be only as much planning as necessary for maximum overall

efficiency so long as the system costs less than the cost of operating without it.
Some aspects to be considered in arriving at work-scheduling procedure are:-
(i) Work unit
(ii) Size of jobs scheduled
(iii) Percent of total work load scheduled
(iv) Lead time for scheduling
B. POLICIES WITH RESPECT TO WORK FORCE

The primary factor in deciding whether to use an outside contractor

is cost. Is it cheaper to staff internally for the performance of:-

(i) The type of work involved

(ii) The amount of work involved

(iii) The expediency with which this work must be accomplished

C. POLICIES WITH RESPECT TO INTERPLANT RELATIONS

1. Participation by maintenance personnel in selection of production

equipment

2. Authority to shut down equipment for maintenance

3. Responsibility for safety

4. Instrumentation
D. POLICIES WITH RESPECT TO CONTROL
Communications
•Generally, all communications should be reduced to a minimum
consistent with effective operation.
•It is also accepted that information should flow upward only as far as is
necessary for effective action.
•Slower response frequently nullifies the value of higher-level judgment
that might result from a flow of the information upward beyond this
point.
•In addition, communication upward should be so handled that each
level passes on only that information which is of value to the next level.
D. POLICIES WITH RESPECT TO CONTROL

Use of standard-practice sheets and manuals

They are excellent devices for planning work, ordering materials, improving estimating
accuracy, and training crafts personnel.

Justification of cost of preparation and their ultimate effectiveness depend entirely on the
particular problems of an individual plant.

A plant having a large number of identical machines or of machines having identical

components which require a repetitive type of repair can justify more detailed standard-
practice sheets than a plant with very little duplication of equipment or maintenance jobs.

The need for standard-practice sheets also varies with the complexity of the repair and with the
degree of skill and the experience of the men performing the work.
SYSTEM APPROACH
TO MAINTENANCE

3.5 MAINTENANCE CONTROL SYSTEM

Six (6) phases of GOOD maintenance
management.

Work idenfication - What work to be done and when? (Maintenance Demand )

Work planning - Maintenance resources ( who will do the work and what material and tools needed)

Work scheduling – Coordinating and scheduling the work.

Work execution – Process of job maintenance as planning & scheduling.

History Recording - Performance and quality standards (how long it takes to do a job and acceptable specification)

Analysis - Feedback monitoring and control.

MAINTENANCE CONTROL SYSTEM DIAGRAM

Six (6) phases of GOOD maintenance management.

THE WORK ORDER SYSTEM :

“A work order is usually a task or a job, that

can be scheduled or assigned to someone.
Such an order may be from a request or
created internally within the organization.
Work orders may also be created as follow
ups to Inspections or Audits. A work
order may be for products or services.”
.
SAMPLE OF WORK ORDER FORM :

 A clear goal and effective

procedures are essential for
the implementation of the work
order system and control of
maintenance activities.
 Monitored till completion and
finally documented into history
system
 THE WORK PERMIT SYSTEM :
 Work permits are any form of authorization/notification that all
precautions/limitations have been addressed and the work
area/condition/safety concern has been secured from a safety
standpoint.
 Work permits take into account the scope of the Work Package/Task
activity and the affected area/component and address specific areas
of safety (i.e., fire protection, air quality, scaffold erection,
system/component isolation, etc.).
 Work permits are first and foremost for the protection of personnel.
In addition, work permits ensure the protection of company assets.
CONTROL SYSTEM- WORK ORDER & WORK PERMITS SYSTEM

1.0 Job card

2.0 Job card procedure
3.0 Job Execution
4.0 Monitoring
5.0 Feedback
1.0 Job card

A job card is a detailed description of work that is performed

for a work order.
You use the Job Cards application to create and
manage job cards.
When you create a job card, you specify planning and
scheduling information that can be used by the Task Cards and
Work Order Tracking applications.
2.0 Job card procedure

“The complied information

from job cards will give
feedback to maintenance
engineer/ plant engineer “.
3.0 Job Execution

“After jobs are planned and schedule, the

schedule/ charts/ job cards are distributed to
different agencies/ men and the execution of
job starts continued as per revised schedule
if any from time to time, till the job are
completed“.
4.0 Monitoring

Constant follow up and monitoring is very essential during the whole period of
execution of repair and maintenance

Role:
Gather information about any deviation, delay in time schedule
Communicate to follow up agencies
Provide information about constraint
Provide lead to implement technical advancement

Methods:
Daily (once or twice) brief meeting
Repair coordinator to check and update/mark PERT/CPM/bar chart daily twice and
intimate the deviations and corrective actions to all agencies
5.0 Feedback

Feedback information and corrective action is concerned with the collection of

data about the status of the work execution, system availability, work backlog,
quality of work performed. Then this information is analyzed and an appropriate
course of action is formulated.
- Inter-departmental or intra-departmental (within different
sections/areas of department)
- Communication on related topics/matters.
- Immediate and frequent feedback about the status of repair job,
on going work, suspended/stopped work report with reasons,
work completion report, manpower engagement report, cost
report.
- Very essentials for corrections.