Doc. No.

: REPL/QAP/MNT/01
Process Mapping Orig. Date : 16.01.2015
Rev. No. / Date : 05 / 31.01.2024
Documented Process For Plant Maintainence Page No. 01 of 04

Purpose :- The purpose of this Documented Process is to establish a system for define the method and criteria for Plant Maintenance.

Scope:- To define the method used to maintain production equipments and utilities to achieve the required
out put.
Process Owner :- The overall responsibility of maintaining the effectiveness and implementation of this Documented Process lies
with Maintinance Head

Reference :- IATF Clause No. - 8.5.1 & VSA Clause No. - 10

Document /
Input Reference Activity Flow Output Resp. Control Point
Formats

BREAKDOWN MAINTENANCE START Breakdown

Intimation:
Machine Owner ;
Breakdown Receipt of Breakdown Immediately on Machine
Breakdown
Machine Breakdown Intimation Slip REPL/F/MNT/01 Intimation Slip:
Intimation from Receipt of Breakdown slip from concerned department Intimation Slip Breakdown
(REPL/F/MNT/01) Maintenace
Concerned Supervisor
Department

Decision for
Machine Breakdown Ask the operator for machine behaviour before break down Maintenance head,
Inhouse or
Breakdown Intimation Slip REPL/F/MNT/01 Supervisor Within 2 hours
Machine Manual (REPL/F/MNT/01) and Investigation of machine Breakdown Outsorced
Maintenance

Yes
Can be solved in-house?

No
Out sourced Out sourced Outsourced
Call 3rd Party for Breakdown Repair Maintenance Maintenance Maintenance head,
Maintenance Maintenance Agency Within 24 hours
List Agency Agreement Supervisor
Agency List

Breakdown Intimation Maintenance head, In-house Maintenance:

Break Down REPL/F/MNT/02
Machine Manual Slip Supervisor Within 24 hours ;
Skilled Technician List of Spare Parts Analysis the problem Analysis Sheet. Outsourced
Machine spares Machine Manual Maintenance: Within 3
days (max)

Corrective Action
Take Corrective Action in Breakdown Maintenance head,
Root Cause & Hand over Machine to Concerned department Intimation Slip Supervisor
REPL/F/MNT/01
Analysis
Machine Spare Machine Manual In-house Maintenance:
Machine Manual Machine Within 24 hours ;
Breakdown REPL/F/MNT/03 Outsourced
Skilled Technician
Update breakdown details in machine breakdown register Register Maintenance: Within 3
days (max)

Breakdown Slip Breakdown Slip Update the machine history Card & Preventive maintenance Updated Machine REPL/F/MNT/04
Preventive History Card / Maintenance head,
Preventive checksheet if required Revised Preventive
Maintenance Maintenance Check Maintenance Check REPL/F/MNT/05, Supervisor
Check Sheet Sheet 05A, 05B….. Etc. Same of Machine
Sheet
Handover

Monitor Machine Breakdown hours, Calculate MTTR & MTBF

Machine as per Target assigned by Top Management. Action plan to be MTBF/MTTR REPL/F/MNT/06 Maintenance Head 1. M/C Breakdown hrs of
Breakdowns, Machine History Card available hours
Breakdown
Machine Breakdown taken if target not achieved. 2. MTBF
Register
Targets 3. MTTR

Line wise pareto

Machine Breakdown Intimation Do Breakdown Analysis (Pareto Analysis) of repeated & Monthly Root Repeatative
Maintenance Head
Breakdowns Slip Monthly for top 3 Breakdowns area wise of month upto 10th cause Analysis & Breakdowns
of next month and major breakdowns defined in Annexure-A corrective &
REPL/F/MNT/02
at same time. Horizontal diployment of action after 3 months preventive actions
effectiveness check.
Breakdown
intimation: Immediately on Machine
Analysis Report Machine Owner ; Breakdown
Corrective Action Receipt of Breakdown
Update Preventive Maintenance Check sheet on basis slip:
Machine Manual Maintenace Head
of past breakdowns in every 3 months and all
breakdowns to be incorporate &
Aware all Supervisor / Machine operators.
Revised Preventive
REPL/F/MNT/05,
Maintenance
05A, 05B….. Etc.
Corrective actions Monthly MRM Review Check Sheet Maintenance Head Every Month
Review in Monthly MIS

BREAKDOWN MAINTENANCE END

Prepared By - Checked By - Approved By -

 Doc. No. : REPL/QAP/MNT/01
Process Mapping Orig. Date : 16.01.2015
Rev. No. / Date : 05 / 31.01.2024
Documented Process For Plant Maintainence Page No. : 02 of 04

Input Reference Activity Flow Output Document / Resp. Control Point

Formats
PREVENTIVE MAINTENANCE
START
Criteria to Update Master list :
1. New Machine Acquisition
2. Obsolete Machinery
Machine/ Master List of Removal
Maintain a Master List of Machines / Utility /Equipment & will REPL/F/MNT/07 Maintenance Head
Equipment/ Utility Machines 3. Compliance with
be review on Quaterly basis or any change. Regulations

Check all machines as per check points in daily start Daily Maintenance REPL/F/MNT/08 Maintenance Head Daily
Machine List Machine List
check sheet. Check Sheet

Machine List, Preventive Every 3rd week of Dec. for

Machine List, Prepare Annual Preventive Maintenance Plan. REPL/F/MNT/09 Maintenance Head
Previous year
Previous Year Maintenance next year
Breadowns
Breakdown Trend
Frequency and check points to be as per Machine maker
Annual Plan
(Machine wise) maintenance manual

Maintenance Head
Daily machine Every month 3rd week for
Preventive REPL/F/MNT/09A
maintenance: next month
Preventive Preventive Prepare Monthly Preventive Maintenance Schedule & Maintenance Machine operator
Maintenance Plan Maintenance Plan Circulate to concern Dept. Monthly Schedule

Preventive Conduct Preventive Maintenance based upon PM Check REPL/F/MNT/05, Maintenance Head,
Maintenance Preventive PM Check sheet
Sheet (Machine Wise) 05A, 05B….. Etc. Maint. Supervisor
Schedule Maintenance
Spare Parts List Schedule-
Skilled Technician Spare Parts List-
Skilled Technician

Maintenance Head
Record in PM check sheet Daily machine
Updated PM Check REPL/F/MNT/05, maintenance:
PM Check sheet PM Check sheet (Note condition before and after of PM) Sheet 05A, 05B….. Etc. Machine operator

Preventive Preventive No Preventive

Maintenance Maintenance Abnormlity found ? Request for release of
Maintenance Check REPL/F/MNT/05, Maintenance Head,
Schedule Schedule- Machine one day in
Spare Parts List Spare Parts List- sheet (Machine 05A, 05B….. Etc. Technician
advance
Skilled Technician Skilled Technician Wise)

Plan for correction ( Internal/External)

Updated Machine
History Sheet /
Revised Preventive
Correct the Fault Maintenance Check
Sheet & Machine
breakdown summary
report

Updated Monthly &

Annual
Preventive Preventive Update Preventive Maintenance Schedule & Preventive REPL/F/MNT/09
Maintenance Maintenance Plan Maintenance Maintenance Head Same Day of Actual PM
Schedule Schedule REPL/F/MNT/09A
Schedule

Updated Preventive Updated Preventive

Maintenance Maintenance
Schedule Schedule Update Machine History Card REPL/F/MNT/04
Updated Machine Maintenance Head,
Machine History Machine History Supervisor Same Day of Actual PM
Card Card History Card

Updated Monthly &

Annual
In case PM is not carried out as per Schedule, REPL/F/MNT/09 Maintenance Head,
Preventive
record reason, re-plan & carry out PM. REPL/F/MNT/09A
Machine History Maintenance
Machine History
Card
Card Schedule
Breakdown Trend

PREVENTIVE MAINTENANCE
END

Prepared By - Checked By - Approved By -

 Doc. No. : REPL/QAP/MNT/01
Process Mapping Orig. Date : 16.01.2015
Rev. No. / Date : 05 / 31.01.2024
Documented Process For Plant Maintainence Page No. : 03 of 04

Machine List PREDICTIVE MAINTENANCE START

Machine List
Annual Predictive Every 3rd week of Dec.
Previous year REPL/F/MNT/10 Maintenance Head
Previous Year Maintenance Plan for next year
Breakdowns
Breakdown Trend
(Machine wise)
Prepare Annual Predictive Maintenance Plan & Circulate
to all Department Heads

Machine List
Machine List Predictive
Machine Manual
Machine Manual Maintenance Check REPL/F/MNT/11 Maintenance Head, Every 3rd week of Dec.
Previous year
Previous Year sheet (Machine Technician for next year
Breadowns
Breakdown Trend Wise)
(Machine wise)
Prepare or Review Final Predictive Maintenance Check
Sheet (Machine Wise)
Predictive
Predictive
Maintenance Predictive
Maintenance Request for release of
Schedule Maintenance Check REPL/F/MNT/11 Maintenance Head,
Schedule Machine one day in
/ Spare Parts sheet (Machine Supervisor
Spare Parts List advance
List / Skill Wise)
Skilled Technician
Techinican

Updated Monthly &

Predictive Predictive
Request for realeasing Machine one day in advance & Annual
Maintenance Maintenance Carry Out Predictive Maintenance Predictive
REPL/F/MNT/10 Maintenance Head Same Day of Actual PM
REPL/F/MNT/10A
Schedule Schedule Maintenance
Schedule

Updated Monthly Updated Monthly

& Annual & Annual Update Monthly & Annual
Predictive Predictive Predictive Maintenance Schedule
Updated Machine REPL/F/MNT/04 Maintenance Head, Same Day of Actual PM
Maintenance Maintenance
History Card Supervisor
Schedule Schedule
Machine History Machine History
Card Card

Machine History
Machine History Predictive REPL/F/MNT/10A Maintenance Head,
Card
Card maintenance plan Supervisor
Breakdown Trend Update Machine History Card

Minutes of
As per MRM review
MRM Agenda MRM Management REPL/F/QMS/07 Maintenance Head
frequency
Review Meeting
Incase PM is not carried out as per Schedule, record
reason, re-plan & carry out PM.

Review in Monthly MIS/MRM

PREDICTIVE MAINTENANCE END

SPARE MANAGEMENT

Machine History List of Key Criteria to define

Machine History
Card
Card Identify Critical Machine Available ? Equipment & REPL/F/MNT/12 Maintenance Head minimum Critical
Breakdown Trend spares Requirement and Critical Spare. Spares :
define min. and max. level. 1. Machine Criticality
2. Failure Frequency
3. Lead time for spare
Procurement
4. Impact of Downtime
5. Supplier REliability
Prepare Indent & send
Issue From Store to purchase

Update in Spare List & Receive Spares & verify Qty

Maintain Min Stock of Sapre & size as per Invoice

Prepared By - Checked By - Approved By -

 Doc. No. : REPL/QAP/MNT/01
Process Mapping Orig. Date : 16.01.2015
Rev. No. / Date : 05 / 31.01.2024
Documented Process For Plant Maintainence Page No. : 04 of 04

ANNEXURE-A

CRITERIA FOR 5 WHY ANALYSIS OF BREAKDOWNS:

MTTR / Breakdown MTBF/

S.NO Machine description RESP.
Time Repeated.
1 Liebherr Hobbing & Gear Grinding Machine 7 Hours 30 Days Head Maint.

2 ID / OD Grinding machine 5 Hours 30 Days Head Maint.

3 All Shapping,Shaving,Turring Machine 4 Hours 30 Days Head Maint.

4 All Machine Shop 2 Hours 30 Days Head Maint.

5 Utility 3 Hours 30 Days Head Maint.

Documents :-
Sr. No. Document No. Document Name Prepared By Approved By
1 REPL/F/MNT/07 Master List of Machines Machine Maint. (Engineer) HOD Machine Maint.

2 REPL/F/MNT/09 Preventive Maint. Plan for Machine Maint. (Engineer) HOD Machine Maint.
Machines
3 REPL/F/MNT/10A Predictive Maint. Plan Machine Maint. (Engineer) HOD Machine Maint.

Records :-
Sr. No. Record No. Record Name Retention Period
1 REPL/F/MNT/01 Machine Breakdown Slip 2 years

2 REPL/F/MNT/08 Daily Machine Check Sheet 2 years

3 REPL/F/MNT/03 Machine Breakdown Register 2 years

4 REPL/F/MNT/04 Machine History Card Till machine exist plus one calender year

REPL/F/MNT/05,
6 05A,05B,05C,05D,05E,05F,05 Preventive Maint. Check sheet 2 years
G,05H,05I,05J & 05K .. Etc.

7 REPL/F/MNT/06 MTTR & MTBF Sheet 2 years

8 REPL/F/MNT/13
List of Key Equipment & Critical Updated Machine History Sheet / Revised Preventive Maintenance Check Sheet & Machine breakdown
Spare summary report

6 REPL/F/MNT/11 Predictive Maint. Check sheet 2 years

9 REPL/F/MNT/02
Breakdown Analysis Sheet For 2 years
Machines

Rev. No. Revision details Section Rev. Date

0 Initial release - 16.01.2015

1 Updated to incorporate IATF16949:2016 requirement - 26.12.2017

2 Specification & method of checking with responsibility 5.1 07.01.2023

3 Lesson learnt by the personnel during breakdown analysis is added in the preventive
5.1 10.03.2023
maintenance check sheet.

4 Improve Effectiveness of Maintenace & Document Control No. Change - 12.12.2023

5 Criteria to be Master List of Machine and Critical Spare list defined - 31.01.2024

Prepared By - Checked By - Approved By -