Document Status: Final

Initial Issue Date : 01/04/2018 HOW MINE

GENERAL PROCEDURE
Revision Date : 01/06/2021
Planned Maintenance-BEMS-OP-GN-05

Revision No. : 02
1 of 6

1.0 Purpose

To ensure effective maintenance of all mine machinery and equipment to attain the required
levels of safety, availability and productivity at -optimum costs.

2.0 Scope

The procedure applies to all How Mine equipment, machinery and infrastructure.

3.0 References

• Mining (Management and Safety) Regulations SI 109 of 1990 section 186

• Original Equipment Manufacturer Manuals (OEM)
• Relevant Plant and Equipment repairs and maintenance checklists
• Equipment installation and commissioning.
• Equipment History

4.0 Abbreviations, Acronyms and Definitions

• LOTO –Lock Out Tag Out

• Planned Maintenance: - This is the scheduled work carried out on functional
machinery, equipment and infrastructure (asset) in order to ensure that the asset
continues to perform its intended functions efficiently.
• Preventive Maintenance: - This is a maintenance strategy that is based on set
maintenance/usage time frame, which includes restoration and or discarding of worn
out equipment components to prevent failure.
• Predictive/Condition based maintenance: - This is a proactive strategy that trends
and monitors key parameters of equipment performance such as vibration,
temperature and tribology in order to identify deviations which may result in
breakdown and institute appropriate actions
• Breakdown Maintenance: - In this strategy equipment is kept in service until it falls
at which point required maintenance work is carried out. There is no scheduled
maintenance work carried on the equipment.
• Design out Maintenance: - This is a maintenance option mostly applied to plant and

Issuer: Approver: Authorizer

Planned Maintenance Engineering Manager Mine Manager

Officer

DATE PRINTED: 18-Jun-2021

WARNING: Always refer to Network File Sharing to confirm that this print is the latest version before use.
Document Status: Final

Initial Issue Date : 01/04/2018 HOW MINE

GENERAL PROCEDURE
Revision Date : 01/06/2021
Planned Maintenance-BEMS-OP-GN-05

Revision No. : 02
2 of 6

equipment modification and refurbishment. It includes :

- Partial modification
- Changing the specifications of a component
- Replacing an entire component or machine.
• Opportunity Maintenance – a maintenance ‘window’ availed by the failure of utility,
major breakdowns and any other factors

5.0 Responsibilities

• The Engineering Manager ensures that this procedure is effectively implemented and
maintained.
• The Planned Maintenance Officer (PMO) is responsible for the development and
maintenance of an effective planned maintenance program and coordinates the
implementation of maintenance activities with other relevant heads of departments and
sections
• The Engineering Foremen ensure that there is a balanced allocation of resources for
timely repair and maintenance of machinery in their sections and the effective supervision
of maintenance activities.
• Artisans are responsible for the timely and effective maintenance of machinery as
allocated or required.
• The relevant Head of Departments or sections are responsible for timely preparing and
availing machinery for maintenance as agreed or communication of any emergencies that
may cause delay or deferment of scheduled maintenance

6.0 Preparatory Activities

6.1 Preparation and communication of maintenance schedules

6.2 Work permits where required

6.3 Job cards and checklists

6.4 Pre Task Risk Assessment

6.5 LOTO where required

6.6 Spares kitting (Ensuring availability of spares)

Issuer: Approver: Authorizer

Planned Maintenance Engineering Manager Mine Manager

Officer

DATE PRINTED: 18-Jun-2021

WARNING: Always refer to Network File Sharing to confirm that this print is the latest version before use.
Document Status: Final

Initial Issue Date : 01/04/2018 HOW MINE

GENERAL PROCEDURE
Revision Date : 01/06/2021
Planned Maintenance-BEMS-OP-GN-05

Revision No. : 02
3 of 6

7.0 Risks

EMS OHS Quality

Land and water pollution from
possible spillage of oil and
lubricants
Generation of hazardous
waste lubricants, scrap metals
etc.
Poor ergonomics due to lifting of
heavy components, working place
and strained working positions.
Physical injuries from defective or
worn out equipment, lifting
techniques, slippery floors, sharp
edges, protruding components
and others
Damages to equipment
Electrocution and electrical
shocks
Slips and falls from spilled
lubricants, liquids, materials and/
or misplaced components.
Safety risks from failure to
observe precautions required for
high risk jobs
Use of poor quality
spares/components
Financial losses from :
•unnecessary overtime
•lost production time due to
delays in completing tasks as a
result of poor planning and
control of processes
•premature failure due to poor
workmanship or quality of spares
damages to components/parts
•Errors due to lack of attention to
detail, lack of skill, use of wrong
tool
Plant and equipment Information
distortion due to wrong or
inadequate reporting of work
done

8.0 Containment

EMS OHS Quality

Issuer: Approver: Authorizer

Planned Maintenance Engineering Manager Mine Manager

Officer

DATE PRINTED: 18-Jun-2021

WARNING: Always refer to Network File Sharing to confirm that this print is the latest version before use.
Document Status: Final

Initial Issue Date : 01/04/2018 HOW MINE

GENERAL PROCEDURE
Revision Date : 01/06/2021
Planned Maintenance-BEMS-OP-GN-05

Revision No. : 02
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• Use of required PPE • Training

• Training

9.0 Process Description

9.1 An electronic register of all mine machinery, equipment and infrastructure, subject to planned
maintenance, is put in place (Ref Plant Register).

9.2 At the beginning of the financial year, an annual maintenance master plan is prepared by the
PMO in conjunction with the –Engineering Manager and relevant heads of departments or
sections. The Master Plan shows:
▪ Equipment standard maintenance time – determined from the historical average
execution times
▪ Maintenance cycle – determined from the OEM guidelines, regulatory and statutory
requirement sage of equipment, breakdown history or frequencies, maintenance
costs, mean-time between failures
▪ Maintenance scheduling – initially based on usage/utilization times determined by
available time and production requirements and adjusted from time to time to cater for
results from predictive maintenance and monitoring and opportunity maintenance

9.3 The maintenance master plan is supplemented and supported by the predictive maintenance
strategy, which involves the monitoring of equipment for which potential failure can be
detected from a known variable such as vibration, tribology or temperature and heat.

9.4 Spares management to support the planned maintenance system is based on the following:
• Insurance stock - determined from consumption trends and criticality of the machinery or
equipment
• Engineering critical spares – consumption driven and monitored weekly
• Bill of materials for projects or shut down – determined from the particular project or shut
down requirements
This information is communicated to the relevant parties (purchasing, stores and accounts) as
an input to their plans

9.5 The availability of engineering critical spares is monitored regularly and appropriate actions

Issuer: Approver: Authorizer

Planned Maintenance Engineering Manager Mine Manager

Officer

DATE PRINTED: 18-Jun-2021

WARNING: Always refer to Network File Sharing to confirm that this print is the latest version before use.
Document Status: Final

Initial Issue Date : 01/04/2018 HOW MINE

GENERAL PROCEDURE
Revision Date : 01/06/2021
Planned Maintenance-BEMS-OP-GN-05

Revision No. : 02
5 of 6

taken, to minimize disruption of maintenance schedules

9.6 From the Master Plan;

• monthly shutdowns are prepared and circulated to the customers and executors two
weeks in advance
• weekly maintenance schedules are prepared and circulated to the customers and
executors within a week in advance
• maintenance works related to rescheduled or deferred jobs from previous shutdowns,
breakdowns and results of Preventive maintenance checks are added onto either the
monthly shut or weekly maintenance

9.7 The Sectional Planned Maintenance Clerks raises the job-cards for the equipment due for
maintenance as per Weekly Schedule

9.8 For a plant shutdown, the PMO convenes a shutdown meeting three days in advance to
review preparedness for the shut, work to be done, timeframes, spares and other resources
availability. Any other works that can be done are discussed and added on the shutdown plan

9.9 A shut down plan for all approved shutdown jobs detailing the sequence, duration and
allocation of each task to Artisans is prepared in liaison with the relevant Engineering
Foreman.

9.10 The maintenance crews carry out allocated works in accordance with the relevant
maintenance procedures, work instructions and checklists and complete the job card as
required at the end.

9.11 The Foremen, in liaison with Plant Maintenance Officer shall be responsible for ensuring that
allocated jobs are being carried out at the required workmanship, safely as planned and any
appropriate actions taken.

9.12 At the end of the Planned Shutdown, the PMO and relevant Foreman carry out a formal
handover – takeover with the user department.
9.13 The Artisan shall return the completed Job card to the Foreman who shall check then forward
the Planned Shutdown Job cards to the planned maintenance office.
9.14 The Planned Maintenance Officer prepares and distributes a Post Planned Shutdown report

Issuer: Approver: Authorizer

Planned Maintenance Engineering Manager Mine Manager

Officer

DATE PRINTED: 18-Jun-2021

WARNING: Always refer to Network File Sharing to confirm that this print is the latest version before use.
Document Status: Final

Initial Issue Date : 01/04/2018 HOW MINE

GENERAL PROCEDURE
Revision Date : 01/06/2021
Planned Maintenance-BEMS-OP-GN-05

Revision No. : 02
6 of 6

to the Engineering Manager, Sectional Foreman, and the customer.

9.15 The Maintenance Clerk is responsible for updating of the Equipment History Card using
information from the job cards. The job cards are kept in the Maintenance office for two
months before archiving.

10 Records

The following records are required as evidence of compliance with this procedure:

Record Title Storage Location Minimum Retention Disposal Method

10.1 Completed Job cards and SHEQ Department 3years Shredding
check lists

10.2 Maintenance schedules SHEQ Department 3years Deletion

(master and weekly)

10.3 Post shut report SHEQ Department 3years Deletion

10.4 Work Permits SHEQ Department 5years Shredding

Issuer: Approver: Authorizer

Planned Maintenance Engineering Manager Mine Manager

Officer

DATE PRINTED: 18-Jun-2021

WARNING: Always refer to Network File Sharing to confirm that this print is the latest version before use.