Learning Objectives

1. To prepare strategic planned maintenance program

2. To prepare an asset register
3. To set up strategic maintenance monitoring and control system

Producing the Strategic Planned Maintenance

Program
 No standard layouts for planned maintenance program
 No standard approach to prepare them
 No standard format of assembling the basic data
 Only some key stages to prepare
7 Stages Involved in Assembling the Planned Maintenance Program

1. Preparation of an Asset Register

2. Inspection of Data
3. Preparation of Program of Priorities
4. Preparation of Plan for Long-term Maintenance
5. Preparation of Budget for Long-term Maintenance
6. Preparation of Plan for Building up reserves (sinking
7. Preparation of Budget Plan
7 stages involved in Assembling the Planned
Maintenance Program
1. Preparation of an Asset Register
• Study the existing asset base thoroughly
• Record all asset properly, including its unique
identity and all details
• Typical info includes
 Make, model and supplier
 Age
 Cost
 Location within building
7 stages involved in Assembling the Planned Maintenance Program

2. Inspection of Data
This stage involves carrying out systematic inspection of all
available data relating to the condition of the stock.
It sets the basis for the Planned Maintenance Program
and Priorities System
3. Preparation of Program of Priorities
Many ways to assess priority
Approach 1 – Consider all items where actual condition does not
meet the expected condition.
Approach 2 – List down all items where condition is expected to
deteriorate below expected levels within a given
time frame.
Approach 3 – Based on company’s tactics and strategic policy
7 stages involved in Assembling the Planned Maintenance Program
3. Preparation of Program of Priorities
Typical Prioritization Criteria
 Degree of exposure
 Age of stock
 Existing material
 Importance of maintaining element
 Health and safety
 Risk of further damage and true cost of no maintaining
 Cost
 Speed of preparation of documents / document on shelf
 Aesthetics (façade cleaning / repainting)
 Difficulty involved in delaying
 7 stages involved in Assembling the Planned Maintenance Program
3. Preparation of Program of Priorities
Typical Priority Rating System
Category 1 Category II Category III
• Essential works • Recommended works • Works is
recommended for
• Real danger of further secondary or aesthetic
• Great danger for
damage if repairs are reasons
further damage if
not done
repairs are not done • Include repair to
• Include repairs to hairline cracks on
• E.g. defects related to leaking roofs wall
wind and water –
tightness • Can defer if you want, • Not too essential, do if
but must address at you want to

• Usually part of some point

statutory reqm’ts
7 stages involved in Assembling the Planned Maintenance
Program
4. Preparation of Plan for Long-term Maintenance
• The plan is a projection. A record of expectation of
future maintenance requirements
• Hence, for any Long-term Maintenance, needs periodic
adaptation and modification.
• The plan will include all items listed in the asset register
• Typical horizon for maintenance consideration will be
10 years
7 stages involved in Assembling the Planned Maintenance
Program
5. Preparation of Budget for the Long-term Maintenance
• The Planned Maintenance Program is just a statement
of work required in technical terms.
• The next stage will include cost info into the equation
• With every new entry into the program, the plan has to be
modified to include the new estimated cost
• This new entry cost will give an indication of the likely
expenditure per year over the next 10 years
7 stages involved in Assembling the Planned Maintenance Program
6. Preparation of Plan for Building Up Reserves
• Planned Maintenance Program must allow for unforeseen events
• It must allow budgets for Cycle Maintenance and Responsive Mtce
• This reserve must be built up over the years and throughout the
course of the Planned Maintenance Program

7. Preparation of Budget Plan

• The Budget Plan can show the spending on each project & year
• Can use specialist project management software or simple
spreadsheet program to perform this part of the function
Strategic maintenance project monitoring and control
1. Establishment of a Monitoring & Control System
 Maintenance Plan must be designed with efficient monitoring and controlling system
to be effective
 A monitoring and control system must be established with every new project
 System may defer between projects

8 Stages - Establishing any Monitoring and Control System

1. Statement of goals and objectives
2. Project structure and work descriptions
3. Networking
4. Scheduling
5. Estimating, costing and budgeting
6. Performance monitoring and evaluation
7. Performance reporting Concern only with
8. Management decision-making monitoring and
control
Strategic maintenance project monitoring and control (cont’d)

1. Statement of Goals and Objectives

 The Objectives must be clearly defined before proceed to plan anything
 The Time limit (in term contractual date for completion) must also be clearly stated.
 The Cost limit must be stated. This can be in terms of overall limit with element or
segment limits, depending on the structure of the Cost Plan
 The Quality limit must also be clearly stated, usually in form of specification

2. Project Structure and Work Descriptions

 The organizational structure is set up after the
project is analyzed.
 The work is then broken down into components
and analyzed systematically
 This is the work breakdown structure (WBS)
process
WBS breaks down the work content into
identifiable units or packages
These units or packages can then be
assigned to individuals within the
organization to complete it.
Strategic maintenance project monitoring and control
(cont’d)

3. Networking
 This is a process of defining the
logical sequence between
operations, and working out start
and finish times of each logic
 Example of approach will be
CPM and PERT
4. Scheduling
This is a process of assigning start
and finish dates to activities, and
working out overall times for the work
packages and contract / project
completion dates
Schedule is produced in this stage

5. Estimating, Costing and Budgeting

Estimate is produced from the schedule
Estimate is further broken down into Cost Plan
Cost Plan will sets budget for each individual sections or package of it
The Budget for each package represents the planned cost involved in achieving a
particular package objective
6. Performance Monitoring
and Evaluation <Unit 4>
۩ A process of establishing
some form of standard or
scalar quality
۩ Then measure actual or
observed performance Vs
standard
۩ This is to produce a
measure of how well the
project is performing
۩ Can be done in many
ways, in terms of time, cost
and quality
7. Performance Reporting
 Performance of the contract,
in term of time, cost and quality
is communicated in form of
>> Performance Report
 Show Projected Vs Actual
performance, and analyze the
variance
 A form of feedback
 8. Management Decision Making

Decision can be made, according to Performance Report,

1. to improve the project performance or
2. to make adjustment to time, cost or quality that differs from the
program
In maintenance term, this is known as Maintenance and Repairs
System (MARS)
Performance Monitoring and evaluation is done through Variance
Analysis
This isolate time and cost variance, as whole or for individual sub-
elements of the overall project
Important >> Monitoring and controlling must be done at several
different levels within the
Maintenance Management System
Strategic maintenance project monitoring and control (cont’d)

2. Time Planning (Scheduling)

 Scheduling will be done once the basic sequence of the works has
been agreed upon
 Scheduling >> a process of calculating individual activity times in
order to allow an estimate for the completion date to be calculated
Maintenance Schedule >>
a. a complete network analysis or program for the project
b. show the start and finish times for each activity
c. can also calculate the start and finish times for groups of
activities, sections of the project and for the project as a whole
Strategic maintenance project monitoring and control
(cont’d)

Possible use of a Schedule

1. Forecasting resources requirements
2. Providing basis for bids for resources
3. Providing dates for placing advance orders / deliveries
4. Allowing sub-contractor planning
5. Generating progress targets
6. Providing progress monitoring
7. Providing data for resource levelling
8. Provide data on risk / consequences of delay
9. Allowing risk control
10. Generation of “What if” scenarios
11. Identification of errors or impossibilities
12. Identification of missing information
The level of detail is important in planning and control of any maintenance project
Essential to calculate the activity window for each sub-contractor before the
commencement of the maintenance contract
Such details usually will be written into the sub-contracts before the main contract is
even awarded (for NSC)
Any activity with no spare or float in their activity windows are critical (Critical Path).
Any delay in these activities will delay the following activities, and some combinations
of delays could delay the overall completion of project.

What does Scheduling involve ?

a) Assign durations to each activity
b) Identify the start and finish window for each activity
c) Identify those activities with no window (Critical Path)
d) Re-plan as necessary
e) Rationalize resources
f) Form draft maintenance schedule
g) Form formal maintenance schedule
Strategic maintenance project monitoring and control (cont’d)

There are 2 primary alternatives of assigning activity durations: -

1. Critical Path Method (CPM) and
2. Program Evaluation and Review Technique (PERT)
Both methods uses similar approach, but calculations used and applications is quite different.

Applications
Critical Path Method Program Evaluation and Review Technique
(CPM) (PERT)
Used when time taken for each Used when time taken for activities cannot be
activities can be calculated with accurately calculated or not known
reasonable accuracy
Both being use for evaluating the individual and overall project durations
Used for re-planning process which is an important feature for project planning
& control
Strategic maintenance project monitoring and control (cont’d)

Importance of Re-planning
Re-planning is a normal feature as most initial maintenance schedule is often used as
draft for discussion and subject to refinement
The draft maintenance schedule may or may not be approved when submitted to
client
Reason of not approving draft maintenance schedule : -
 Project too long and need to cut down on duration of works or
 Project too heavily resourced and need to cut down in cost
Re-planning is required due to other form of changes: -
 Client requirements changes
 Changes due to planning regulation changes
 Variation orders etc
Strategic Maintenance Project Monitoring and Control
Program Evaluation and Review Technique
(PERT)
Adopts the probabilistic approach, which is
important in maintenance mgt
Useful in terms of evaluating the probability of
failure.
It will anticipant the failure dates of the
components. This will allows better planning for
maintenance project
Event oriented, works on calculating the probability
of events being completed within a give time
Maintenance Project

Network Analysis
Maintenance Project Planning

Resources and Cost

 Maintenance Project
Planning
Steps in Time Management Process

1 Definition of activities;

2 Sequencing of activities;

3 Estimating duration of activities;

4 Schedule development;

5 Monitor and control of schedule;

 Maintenance Project Planning
WBS - Work Breakdown Structure:
• WBS is primary tool for activity definition;
• it breaks project into manageable lots based on
goals & objectives;
• has been termed as “Decomposition”;
• involves subdivision of elements into smaller
more manageable lots for better control;
Maintenance Project Planning
1.00
1.01
Start
Contract Award
SAMPLE WBS
2.00 Siteworks
2.01 Site Preparation
2.02 Excavate Footings
3.00 Purchasing
3.01 Order Bricks
3.02 Order Concrete
4.00 Construction
4.01 Pour footings
4.02 Concrete curing
4.03 Erect walls
4.04 Hang Gate
5.00 Close Out
5.01 Practical Completion