ERCC Equipment Maintenance Manual April 2012

APPENDIX I- EQUIPMENT MAINTENANCE FORMATS &

DOCUMENTATION

1. Request for Service Form (RFS) - EMM 101

Form Description
This form is used to advise the relevant / control workshop when attention is required.
Procedure
1. A Request for Service Form must be completed when:
a. unit servicing is required - insert the type of PM check indicated on the PM Sticker;
b.a fault or damage is detected by the driver / operator
[Link] completed form must be approved by the Site Supervisor or Equipment Operator's
Supervisor or Equipment Admiration Unit/Team
3. It is then forwarded to the controlling Workshop.

The form can also be initiated by the Equipment Inspector during site visits or by the Workshop
Foreman/Supervisor if they are aware that more serious damage may result from continued usage
of the unit.

Completion of Request for Service Form

- Enter the ERCC No., Make, and Model of the unit;
- Enter the date the Form is submitted;
- Enter the current meter reading (hours / kilometers) or the estimated hours / kilometers;
- Work Type: Tick against relevant type of work needed;
- A tick must be inserted against the main problem(s) listed on the Form;
- Comments should be limited to remarks supporting the request for attention;
- Insert Operator / Driver Name and Badge Number; Supervisor must sign and indicate the users
priority for the unit:

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1. Essential/Emergency unit with dependent units - Breakdown is causing other units to be idle,
i.e. a loader breakdown at a quarry causes 5 or 6 dump trucks to be idle.
2. Urgently required, no alternative available, i.e. the unit is essential and any delay in completing
repairs might incur additional costs through having a short-term rental replacement;
3. Required for ongoing works/Routine, i.e. Unit is required as soon as possible;
4. Scheduled for works in __ weeks - insert weeks available for repair.
5. Name of Site Supervisor must be inserted (with Badge number), signed and dated on the date
the Form is submitted to the Workshop.

Procedure on Receipt of Request for Service Form (RFS)

When the User’s Workshop Supervisor or Foreman receives the R.F.S, he will check if PM or
repairs are requested or if a visit from the Equipment Inspector is warranted as more serious
problems are indicated on the Form and further damage is to be avoided.

If PM is indicated, that it is on the scheduled date - if not he will determine the location and the
date that his work load will allow him to complete the requested PM. The Supervisor or Foreman
must confirm with the user the date and location that the PM will be completed.

Once this has been agreed, the work date and estimated period required must be entered into the
Schedule so that an up-to-date workload and schedule is maintained.

If repairs are requested and, dependent upon the priority indicated by the User, he will decide if
they warrant sending the Equipment Inspector to confirm the problem(s). If the repairs are minor,
he will either send a mechanic to the site or, if workshop facilities are
needed, schedule the work and enter the 'call-in' date, the estimated period required and ensure
workshop space will be available. If major repairs are required, the Equipment Inspector will be
dispatched to undertake a comprehensive inspection. In this case the Inspector must complete a
Detailed Inspection Form and a Cost Estimate.

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ETHIOPIAN ROAD CONSTRUCTION CORPORATION

REQUEST FOR SERVICE Form serial No.

ERA No.  against items Causing Date completed
Make problems Meter Reading Hours/Km
Or require attention
Model Estimated
Location Code: Date received:

Work type: 1. PM Service 2. Minor repair/adjustment 3. Major repair 4. Other

ENGINE COOLING ELECTRICAL BODY/REATED

KNOCKING RADIATOR PLUGS/IGNITION GAUGES
NO POWER HOSES LIGHTS W/S WIPERS
OVERHEATS FANS/BELTS HORN GLASS
SMOKING WATER PUMP BATTERY MIRRORS
LEAKS OIL ALTERNATOR SEATS
OIL PRESSURE STEERING STARTER CONTROLS
OTHER WANDERS WIRING S/WHEEL
CLUTCH SHIMMY RADIO/CASETTE LEVERS
SLIDS SHUDDER HEATER/DEFROST CAB
GRANS HARD AIR CONDITIONER

CJATTER FREE PLAY ATTACHMENTS

FREE TRAVE; FUEL BLADE
GROMDS SUPENSION LEAKS BUCKET
SPRING ASSY PUMP BACKHOE
TRANSMISSION S/ABSORBER INJECTORS WINCH
NOISY LINES RIPPER
DISENGAGES BRAKES CARBURETOR OTHER
LEAKS OIL GRABS TANK
SHIFT CONTROL SQIEA; PTO DRIVE
U/JOINTS FEDAL TRAVEL TRACKED PLANT DRIVE SHAFT
PARKING BRAKE TRACKS CONNECTION
AXLES/WHEELS NOT RELEASE ADJUSTERS
WHEEL RIMS AIR PRESSURE SPROCKETS OTHER
WHEEL STUDS INEFFECTIVE IDLERS RADIO COM.
HUBS/SEALS STEERING R.O.P.S.
BEARINGS EXHAUST
TYRES PIPE/MUFFLER HYDRAULICS
DIFFERENTIAL WHITE SMOKE CONTROLS
FRONT AXLE BLACK SMOKE HOSE LEAKS PM SERVICE
REAR AXLE NOISE/HOLE PRESSURE DATE DUE
RATTLE/LOOSE VALVES TYPE
L/CYLINDERS
COMMENTS:
Driver/operator Name Badge No. Driver/Operator's Signature

Supervisor to indicate ()one of the following priorities:

User Priority 1. Essential unit with dependent units 2. Urgently required; no altemative available
3. Required for ongoing works 4. Scheduled for works in--------- weeks time
Supervisors Name: Badge No Driver/Operator's signature
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EMM 101
 ERCC Equipment Maintenance Manual April 2012

2. Detailed Inspection Form (DIF) - EMM 102

Form Description
This Form is part of the repair planning process. It is used to identify all of the main faults
or problem areas and to determine the level of repair required (minor repair, major repair,
overhaul, reconditioning).

Completion of Detailed Inspection Form

Insert the appropriate unit allocation, i.e. Project or Pool. The other upper block details are entered
as indicated, i.e. ERCC No.; Plate (registration No.; Make; Model etc.

Under this column enter the following code letter against the appropriate item(s) listed:
[S = Serviceable; R = repair required, unusual noise or problem suspected; X = item damaged and needs
replacement; O = item is missing.]

For towed items or attachments etc., the boxes not relevant should be deleted with a diagonal line
across the section. Additional information is entered on the reverse side of the Form as explained
below.

Office / Person responsible

Equipment Inspector

ETHIOPIAN ROAD CONSTRUCTION CORPORATION

DRMC / Pool DETAILED INSPECTION FORM Date:

Tel: Fax: P.O. Box:
ERA No: Plate No.: Make: Model: Serial Number: Engine Number:
Hour Meter / Kms: Location/Customer Name: Operator’s Name:
Item description Item description Item description
Item RUNNING TEST - vehicles Item ELECTRICAL SYSTEM Item TRACKS
1 Ignition warning light 59 Battery security / condition 117 Track idler & rollers
2 Oil pressure gauge 60 Electrolyte level / SG 118 Track tension / adjuster
3 Water temperature gauge 61 Glow / Heater Plugs 119 Track frame
4 Fuel gauge 62 Cables / wiring 120 Drive sprocket
5 Ammeter 63 Starter Motor / Solenoid 121 Grouser condition

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6 Speedo / Rev. counter 64 Alternator / Generator 122 Steering clutch, right

7 Air pressure gauge 65 Drive Belts 123 Steering clutch, lefts
8 Timing belt warning light 66 Regulator / Fuse Box BODY / CHASSIS / FRAME
9 Km. Meter / Hour Meter 67 Radio/Heater/AC etc. 124 Bodywork condition
10 Switches STEERING / SUSPENSION 125 Body mounts
11 Control knobs / Levers 68 Steering box oil condition 126 Chassis condition
12 Horn / Reverse Warning 69 Power steering oil condition 127 Cab ROP fittings
13 Indicators 70 Steering linkage / ball joints 128 Windscreen, rear cab glass
14 Headlights 71 Wheel alignment / angle 129 Door windows / winders
15 Side / Rear Lights 72 Steering cylinders / lines 130 Door / glass seals
16 Headlight Dip switch 73 Front suspension ATTACHMENTS - vehicles
17 Reverse Lights 74 Rear suspension 131 Tipper body
18 Brake Lights 75 Front shock absorbers 132 Tanker body
19 Windscreen wipers / washers 76 Rear Shock absorbers 133 Asphalt distributor heater
20 Transmission brake TRANSMISSION 134 Crane, loading
21 Handbrake 77 Front / Rear / drive shaft 135 Winch cable guides, rope
22 Clutch operation 78 Gear Box / Linkage 136 Carrier / Flatbed body
23 Brake operation 79 Transfer Box / Linkage ATTACHMENTS -equipment
24 Steering control 80 Gear Box & oil condition 137 Blade / adjusters
25 Accelerator operation 81 Transfer Box & oil condition 138 Bucket, lift arms, support pillars
26 Tipper operation 82 Clutch oil level / condition 139 Backhoe bucket teeth
27 Tanker fittings / operation 83 Clutch lines & linkage 140 Backhoe vibratory arm
ENGINE / AIR / EXHAUST 84 Bell housing condition 141 Excavator bucket teeth
28 Engine block / Cylinder heads 85 Power Take-off / Pump 142 Scarifier tynes, teeth, tips
29 Tappets / Rocker box 86 Transmission pump & gauge 143 Ripper tynes, teeth, tips
30 Exhaust manifold 87 Transmission oil condition 144 Roller drum scrapers
31 Exhaust muffler system 88 Transmission filter / screen 145 Roller sprinkler system
32 Timing chain noise/ belt condition 89 Transmission control linkage 146 Lift cylinders, hoses, mounts
33 Air intake system & air cleaner(s) 90 Torque Convertor operation 147 Shift cylinder, hoses, mounts
34 Turbocharger 91 Final / Tandem Drives 148 Swing motor, hoses, mounts
35 Engine mountings 92 Final/ Tandem Drive oil 149 Pivot cylinder, hoses, mounts
LUBRICATION SYSTEM AXLES & WHEELS 150 Lean cylinder, hoses, mounts
36 Oil Pump pressure 93 R / axle diff., bearings / 151 Other cylinder / motor
mounts
37 Oil breathers 94 Rear axle oil condition RUNNING TEST - Equipment
38 Oil lines / Oil Cooler 95 F / axle diff., bearings / 152 Hydraulic system low pressure

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mounts
39 Sump / plug / leakage 96 Front axles oil condition 153 Hydraulic system high pressure

40 Oil level / condition 97 Axle breathers 154 Pivot operation

41 Oil filter(s) 98 Front & rear tyres 155 Lift, tilt, shift operation of
FUEL SYSTEM 99 Wheel rims, nuts & studs 156 Tilt operation
42 Fuel Tank / Strainer BRAKES / PNEUMATICS 157 Shift operation
43 Fuel Filters / Water trap 100 Master cylinder(s) 158 Scarifier lift,
44 Fuel Lift Pump 101 Slave Cylinder 159 Ripper lift
45 Injection Pump / Carburetor 102 Brake oil reservoir 160 Backhoe, lift, swing, digging
46 Fuel lines / security 103 Brakes lines, hoses, cables 161 Compactor vibration
47 Linkage / cable controls 104 Brake shoes / wheel 162 Other test / check
cylinders
COOLING SYSTEM 105 Brake drums / discs OTHER
48 Thermostat 106 Transmission brake 163 Ancillary engine
49 Radiator & cap 107 Handbrake 164 Ancillary pumps
50 Hoses & Clamps 108 Tank / Air Receiver 165 Spray bars,
51 Water Pump 109 Air valves & lines 166 Roof Rack
52 Fan & Belts 110 Chamber / Booster 167 Spare wheel(s)
IGNITION SYSTEM 111 Compressor 168 Tow hitch / trailer connector
53 HT& LT leads, S/Plugs HYDRAULICS 169 Toolkit(s)
54 Distributor cap assy. 112 Hydraulic Pump / Filter 170 Emergency kit
55 Rotor arm, condenser, advance 113 Hydraulic Tank / Strainer 171 First Aid Kit
56 Ignition coil 114 Hydraulic motor 172 Fire Extinguisher
57 Suppressors 115 Spool / Control valve 173 Mirrors
58 Other 116 Hydraulic lines & hoses 174 Radio communication
Insert S = Serviceable; R = Repair required – unusual noise detected; X = Item damaged and needs replacement; O = Item missing
NB. For towed equipment and trailers delete Groups not required. In the Inspectors Remarks section on the back of the sheet, list comments
against the relevant item number shown above or identify with * if check is not listed above.

3. Cost Estimation Form

Form Description
This Form is printed on the back of the Detailed Inspection Form to ensure that the two forms
are not separated. It is used to assess the costs, ensure that all spare parts required are available,
check availability of funding, check that adequate years remain under its allocated life span or any
factor deemed necessary for justification.
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Completion of Cost Estimate Form

The Inspector completes supporting comments indicating detailed repairs as necessary. These
comments are reproduced in abridged form on the Work Order when work is authorized
to proceed.
- Brief details of Work Required and Labor Tasks are completed or can refer to the Time
- Standard descriptions. Estimated labour costs are entered.
- Details of any external work required are inserted referenced to the number of formal
quotations.
- Spare parts requirements are referenced to either Requisition numbers or Supplier
quotations. The final cost considerations, materials, lubricants etc. are entered. The total
costs estimated are entered.

The Equipment Inspector then completes his personal details and forwards the Form to the
Equipment / Mechanical Engineer in charge.

Inspector-Estimator:

a) If a scheduled inspection, enters on to block 8 the type of SM (PM) under the work code and
under work description column scheduled Maintenance service (depending on entry in block
6) and lists on the following lines the corrective repairs (if any) involved with the
deficiencies reported on the RFS, He then proceeds to follow the inspection routine for the
type of inspection ordered, making such entries for adjustment, repairs, or exchanges as he
determines are required.

b) After completing the inspections and determining work to be performed, estimates the cost of
labor and material required for each operation listed, using manufacturer’s or other flat rate
guides, and enters estimated work time and costs.
c) Inspector-Estimator signs and enters date on line provided in lower left-hand corner and turns
in the SRO and the equipment history jacket to the shop clerk.
d) Shop clerk notes total estimated cost and submits the SRO for approval, in accordance with
jobs total cost of maintenance and current value of the equipment together does not exceed
58% of replacement cost (See the analysis of this percentage on Equipment Administration
Manual), and the inspection-Estimator’s signature serves as authorization.

Office / Person responsible

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The Equipment Inspector completes the form as detailed above

The Equipment / Mechanical Engineer assesses the estimate, ensures that parts are available and then
either approves or rejects the estimate

■ Approval instigates the repair process.

■ Rejection might result in a reduction of estimated work and eventual approval or it will
instigate the disposal and replacement procedures.

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 ETHIOPIAN ROADMaintenance
ERCC Equipment CONSTRUCTION
ManualCORPORATION April 2012
COST ESTIMATION FORM
Inspector's Remarks:-

Work Required
Activity (Code) Labour Task Description Man Hours Rate Total Costs

External work required -Quotation Total Labour Cost

Company Work Required Quotation No.

Spare parts Estimated requirement (include assemblies/reconditioned units Total external cost
Details of supplier/company etc. PAI No. Quotation No

Materials required – Lubricants Consumables etc Total Spare Parts Cost

Description Qty/Unit Unit Cost

Inspector' Name Signature Date Total Material Cost

Total Estimated Cost
APPROVED /REJECTED Remarks regarding Cost Estimate:
Name Title Signature Date

EMM 003

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4. Work Order – EMM 104 (printed in triplicate)

Purpose
The Work Order (SRO), is the main source document for recording maintenance activities and
costs. It is the only Form used for data entry, i.e. Labour, Spare Parts, Materials (lubricants and
other consumables), external repairs, overheads etc.

Office / Person responsible

Workshop Supervisor / Foreman or person in-charge of the workshop

NB. In order to ensure that costs charged for the main service categories are identical in each
Project workshop, standard times can be established. These times are shown in the attachment
'Standard Times'. Actual costs will be recorded in the computer program.

Completion of the Work Order

1. It is essential that all information entered on this Form is accurate and properly checked. It is
the only document used for data entry of repair and preventive maintenance work into the F
C & C program Software. Equipment details are entered in the first section as indicated on
the Form when the W.O. is opened.
2. Status of W.O. is indicated only when the W.O. is forwarded for data entry. Description of
work to be done is entered or transcribed from the Comments on the Cost Estimate Form,
together with details of estimated work time and costs. This section is then signed by the
Inspector.
3. Work Cost Summary is completed with details as indicated against the relevant
Workshop Activity Codes summarized from the rear of the Form on which Artisan
Badge number and name are entered with hours inserted under the relevant day against
the Work Activity Code described in the Standard Times. Work completed is used to detail
any problems or unusual remedial action taken to complete the repairs. It is signed by the
Workshop Supervisor. The Inspector completes a running test and anther inspection
confirming this by signing and entering the Date released. If the Inspector is not satisfied
with the work completed he will return the unit to the workshop.

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Badge Name 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 11 23 23 25 2S 27 28 29 30 31 Code

Total
Hours

Back of Work Order (SRO) Card

[32 rows]

• The Work Order is then forwarded for data entry. On completion of data entry the Clerk signs
and dates the W.O. as confirmation that this task is complete.

Reason for work definitions:

Scheduled Service: as per the PM scheduled dates;
Scheduled Repair: inserted into the work schedule based on previous Request for Service;
Unscheduled work: inserted into schedule dependent upon the user priority;
Incoming work: refers to job from external source;
On Request: work required following discovery of a fault / damage during daily check;
Modification: originates from either manufacturer notification or in-house improvement;
Fabrication: covers all tasks involving the making of an item or welding repair work;
Warranty: work required within the warranty period, usually by supplier;
Accident: all work resulting from accident damage;
Vandalism: all work required from damage caused by vandalism or during theft etc.

Procedures (follow User Manual for data input procedures)

a) A separate W.O. is opened for each PM service or repair 'call-in' for each piece of equipment
and for other activities involving the use of labour and materials.
b) The W.O. is kept open until the work is completed, unless the job is awaiting non-critical
spare parts that do not prevent the unit working safely. In this case the W.O. can be closed and
forwarded for data entry in the normal manner. A new W.O. is opened when the parts arrive
and the unit is 'called-in'.
c) On completion of the required work, the W.O. is closed. Data is summarized ready for data
entry. This may include transcribing information from the Internal Shop Repair Form and
checking that all relevant issue form, receipts, invoices etc. are attached.

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The sequence is instigated with the Service Request Form. This Form is completed and submitted
to the relevant Workshop by the Operator, Site Supervisor or Equipment Inspector if on site
during a breakdown. It is either completed as a service reminder (a PM service is due) or as
notification of breakdown or fault has occurred. Receipt of this Form results in one of the
following procedures:
a. Unit is called in for its standard PM service:
1. Check PM schedule (on or printed from computer) that date is correct
2. Print out relevant service check list for service mechanic
3. Open Work Order and complete relevant details;
4. Complete Parts Requisition and draw parts from Store;
5. Complete unit service and enter details on Work Order;
6. Replace PM Sticker with next due date;
7. Enter Work Order details in Workshop Register;
8. Close Work Order and send for data entry;
9. File Work Order in Unit History File.

b. Minor repairs / adjustments only are required - a decision is made to complete the work on site
or call-in the unit to the workshop.
1. A Work Order is opened and relevant details completed;
2. If parts are required, a Requisition is completed and parts drawn from the Store;
3. Repairs are completed and details entered on the Work Order;
4. Unit is given a release inspection, the Work Order is completed;
5. Unit is returned to user;
6. Enter Work Order details in Workshop Register;
7. Work Order is closed and sent for data entry.
c. The repairs are assessed as major - the Equipment Inspector is dispatched to complete an
inspection.
1. A Detailed Inspection & Cost Estimate Form is completed;
2. The estimated costs are assessed relative to the age of the unit;
(a) If within ELS then parts availability is checked and Work Order is opened if the repairs are
within the capability of the workshop - if the repairs cannot be completed in the
Project workshop then arrangements are made with the Central Garage;

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(b) If beyond ELS then Equipment Administration& Maintenance Division will decide,
dependent upon on unit condition and need in the fleet, if repairs are undertaken or the
replacement process is instigated;
3. Relevant details are entered on the Work Order;
4. Unit is given a release inspection, the Work Order is completed;
5. Unit is returned to user;
6. Enter Work Order details in Workshop Register;
7. Work Order is closed and sent for data entry.

NB. Any decision to overhaul a unit will be made by the Division based on the need for the unit in
the fleet, i.e. a special purpose unit which normally has a lower utilization requirement but is
otherwise essential.

The procedures are common in the control of the Core Fleet and the Equipment Pool units. The
main difference being the cost allocation of repairs completed on Pool units - these are charged to
Equipment Administration & Maintenance Division if they are carried out at the Project
workshop. The service and repair costs of the Core Fleet units are provided in the Project budget.
Components / assemblies that are overhauled / reconditioned for the exchange / replacement
service by Central Equipment Maintenance Team., i.e. items that are not part of a vehicle or unit of
equipment, are allocated Work Order numbers as follows:
Engines ENOOO - EN999; Differentials DF000 - DF999; Transmissions TROOO - TR999. Any
other work within ERCC undertaken by Central Garage will be allocated numbers INOOO - IN999.

EMM Form N. 004 Form serial No.

ETHIOPRIAN ROAD CONSTRUCTION CORPORATION

WORK ORDR

ERcc Asset No. Repair Location: Meter reading:

Equipment Component No. R.F.S No. * Estimate

Customer Name/identification * insert estimated Km/hours if meter broken

Equipment/component type Equipment/component make/model

Status of Work Order Open Date Finished date Closed date Cancelled date

USER PRIORTY {} 1. Essential unit with dependent units: 2. Urgently required – no alternative available
{4. insert weeks} 3. Required for ongoing works: [Link] for works in ________weeks time

Description of Work to be done:

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Estimate work time (hours) Estimated Total cost Birr Approval to proceed

Bage No. Signed Inspector Date

Work Cost summary:

Internal Shop Repair Form(S) attached  Yes No If yes insert Form No. ‘s

Workshop activity Badge Others

Labor Parts issue Lubricants issue Material issue Comments
Code No. Costs

Hours
Rate Cost Form No Cost Form No Cost Form No Cost

Total Cost of Work completed (Birr)

Total overhead % charged (refer % below)

Total Cost of Work Order

Work Completed:

Work approved by:

Badge No. Signed Inspector Date completed

Badge No. Signed Shop Supervisor: Date released

Badge No. Data Entry Clerk Date entered

WORKSHOP ACTIVITIES

REPARS PM/SERVICE ASSEMBLY REPLACEMETN

10 Engine 30 Service type A 50 New assembly (Engine)
11 Cooling system 31 Service type B 51 New assembly (Other)
12 Fuel system 32 Service type C
13 Clutch, Transmission & PTO 33 Service type D EXTERNAL WORK
14 Drive Line, rear axle & differential 34 Service type E 60 Work on ERA equipment
15 Steering and front axle 35 Service type F 61 Work on ERA component
16 Brakes and air system 62 Specialized welding/fabrication
17 Frame and suspension OTHER TASKS 63 Other
18 Ignition and electrical system 40 Item manufacture
19 Body, cab, wheels, tyres & tubes 41 Machinery/Tool maintenance MISCELLANEOUS
20 Hydraulic system 42 Facilities maintenance 70 Mechanic’s Travel Time
21 Buckets, blades, cutting edges, etc. 43 Cleaning workshop & facilities 71 Inspector’s Travel Time
22 Track gear and steering clutch 44 Unit cleaning/steam clean etc 72 Other (Expenses, Per diem etc.)
23 Ancillary mechanical equipment 45 Pre-delivery inspection % SHOP OVERHEADS (Enter % applied)

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24 Ancillary electrical equipment 46 Receiving inspection General over head

25 Other repairs, welding, rewinds etc 47 Return inspection

5. Internal Work Order Form (ISR)-EMM 105

Purpose of Form:
This form is used by Central Garage and Road Maintenance Workshops when several separate
repair shops are involved in the repair of one equipment unit.
Office / Person responsible: Shop Forman
Procedures
1. One form is issued to each shop / section when multiple repairs are required.
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2. On completion of the relevant details the form is forwarded to the Workshop office
together with all relevant issue documents {parts, material, lubricants etc.).
3. The details on the form are then inserted into the Work Order to which it is then attached
Form completion:
The first section of the form will be completed by the Inspector who will transfer the
work requirement from the Work Order and / or the Detailed Inspection Form.

The Inspector will:

- Enter Work Order number and date; insert the appropriate priority and the shop name that
will be completing the work, i.e. Engine, Fuel, Transmissions, Paint etc.

The Shop Supervisor/ Forman complete the remaining form sections:

1. Enter the date work starts and, when finished, the date the work is completed and inserts either a
tick or cross to indicate the work status in the all tasks complete box.
2. The Supervisor then completes the Work Cost Summary data and attaches all relevant issues
documentation.
3. The Work Completed section is used to record details of any substitute materials, parts etc. that
have been used or any unusual steps or procedures that have been used to complete the work
or reasons why a specific task could not be completed.
4. The Supervisor then signs and dates the form as responsible for the details on the form and also
for forwarding the form to the Workshop Office for attachment to the Work Order.
[If necessary the Inspector also signs and dates the form prior to its forwarding to the Workshop
Office, i.e. if a specific inspection is required]

ETHIOPIAN ROADS AUTHORITY Form Serial No.

INTERNAL WORK ORDER FORM
Work Order No Date: ERCC No Work priority Date required

Description of Work to be done (completed by Inspector): Shop Name

1

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Inspector: Badge Name Signed Date

Work completed (signed off by shop Supervisor Badge No Name

1 Date work started Date work completed Badge No Signed:
Workshop activity Badge Labour Parts Issue Lubricant Issue Materials Issue Other Comments
Code Numbe Hours Rate Cos Form No Cost Form Cost Form Cost Costs
r t No No

2 Date work started Date work completed Badge No Signed:

Workshop activity Badge Labour Parts Issue Lubricant Issue Material Issue Others Comments
Code Numbe Hours Rate Cos Form No Cost Form Cost Form Cost Costs
r t No No

3 Date work standard Date work completed Badge No Signed:

Workshop activity Badge Labour Parts Issue Lubricant Issue Material Issue Other Comments
Code Numbe Hours Rate Cos Form No Cost Form Cost Form Cost Costs
r t No No

Total cost of work completed(Birr)

NB: Copies of all relevant parts/materials issues must be attached
Shop Comments:
1

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On Completion of the work the Intemal shop Form must be sent for inclusion on the work order to which it is then attached.

Work priority: 1. This job must take precedence over all other work 3. Intemediate job – see workshop foreman
2. Job urgent as other work is dependent on its completion 4. To be completed when time permits

6. PM Sticker
Purpose
The PM Sticker is used to warn drivers / operators when the next service is due.

Procedure
The meter reading at service is recorded on the Sticker and the next service category and date
are entered. The PM Sticker is placed in a prominent position on the dashboard.
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ERCC PM Sticker
This PM date: Next PM date:
This PM type: Next PM type
This Meter reading: Next Meter reading

[Meter reading - insert either hours or kilometers]

Office / Person responsible

The service mechanic, checked by the Foreman or Inspector, will replace the PM Sticker at
each service.

The Driver / Operator is responsible for ensuring that a current PM Sticker is always
displayed. If it is not he must report it immediately to the Workshop Supervisor or Equipment
Engineer.

7. Work Order Register Ledger

The Work Order is an accountable Form. The Register is used to record basic details of all Work
Orders opened. It serves as both a quick reference and ensures that details are available if a
particular W.O. is misplaced. The layout of this Register as follows and all Equipment
maintenance work shops should have to prepare this ledger by their own self & use it seriously.

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Brief description of Total

WO Date work ERCC Maintenance Costs Costs
Opened Closed Labour Parts Lubricants Materials Other
No.

8. Equipment History File

There are usually two sets, one maintained by Head Office which holds all documentation
pertinent to the ownership, specification, warranty, registration, insurance, accident claims etc.
and a summary of operation and maintenance work / costs of the machine reported by the user.

The documents retained in this file are:-

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♦ Purchase Order,
♦ Copy of Supply Contract;
♦ Technical specifications;
♦ Customs duties & taxes,
♦ Bill of Lading, delivery / shipping costs,
♦ Pre-delivery Inspection (PDI), and acceptance inspection report;
♦ Details of any attachments or accessories etc.
♦ Warranty Certificate, claims submitted etc.
♦ Registration & Insurance certificate,
♦ Accident Reports & claims
♦ Summary of service / repair / modification history

The File maintained by the User holds all operational and maintenance records, accident reports,
modification work and records of any major component change etc. It is essential that this
document accompanies the unit on transfer.

The documents retained in this file are:

♦ Request for Service Forms;
♦ Equipment Log sheets;
♦ Work Order (formerly SRO) including all attached documentation stated above;
♦ Detailed Inspection / Cost Estimate Forms;
♦ Modifications completed
♦ Fabrication work completed
♦ Accident / vandalism damage

On disposal of the unit copies of both the Head Office & User History File accompanies the
unit. The original Files are archived for 10 years and then disposed of.

9. Daily Equipment Maintenance Downtime Status Record Form (EMM 106)

 Purpose
o To collect down time contribution of each of maintenance downtime causes in a
shop or project. This will be used for determination of maintenance efficiencies. Report
generated from this record pinpoints the main cause of repair downtimes.

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 Process initiator
o Maintenance clerk/Forman
 Preparation frequency
o Daily
 Data source
o From the job
o Foreman
o Senior Mechanic
o Operator
 Approval requirement
o The maintenance Foreman should approve the data filled is correct.
 Distribution
o One copy to the maintenance control office

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Daily Equipment Maintenance Down Time Status Record

Project: ____________________
Date: ____________________ Form EMM 106
MAINTENANCE DOWN TIME (IN HOUR)
Item Equipment Waiting Waiting Total
Equipment Plate No. Under Waiting Waiting for Waiting for Outside Warranty
No. Code for for Time
repair for parts manpower decision repair claim
space transport
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18

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Monthly Maintenance Down Time Status Summary Report By Equipment Code

Project: ____________________
Date: ____________________ Form EMM 107
Maintenance down time (In hour) Down time
Item Equipment Equipment Waiting Available
Under Waiting Waiting Waiting for Waiting for Outside Warranty
No. Plate No. code for equipment Hour Percent
repair for parts for space manpower decision repair claim
transport hour

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Prepared by: ________________________________ Checked by: ________________________________

Signature: ________________________________ Signature: ________________________________
Date: ___________________________________ Date: ___________________________________

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Maintenance Down Time Status Summary Report By Type

Project: ____________________
Quarter:____________________
Month: _____________________ Form EMM 108
Line Available Down time Availabili
Equipment type Qty
item Equipment hour Hour Percent ty in %
1 Bull dozer
2 Motor grader
3 Wheel loader
4 Back hoe loader
5 Roller
6 Excavator
7 Crusher
8 Dump truck
9 Water truck
10 Fuel truck
11 Truck tractor
12 Courier truck
13 Vehicle
14 Generator
15 Dumper
16 Mixer
17 Wagon drill
18 Air compressor
19 Spreader
20 Asphalt distributor

Total

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Down Time Distribution

In
Code Reason for down time Hour
%
01 Under repair
02 Waiting for spare
03 Waiting for space
04 Waiting for tools
05 Lack of man power
06 Road call
07 Accident
08 Waiting for decision
09 Warranty claim
10 External repair
11 Total

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10. Weekly Work Schedule and Manpower Distribution (WWS & MD) Form

This general instruction outlines procedures for the use of the weekly work schedule and
Manpower Distribution (WWS & MD Form).

Overview:
Weekly plan of WWS section
 The left half of the form is used for scheduling SROs against resources available and the time
in the given week. The SROs with the estimated repair type and time are worked upon by
maintenance craftsmen (Inspector) assigned by the Maintenance senior supervisor (Shop
foreman for projects).
 The WWS weekly planning is prepared by Maintenance senior supervisor/Forman in
consulting with shop Head (Shop Head with project equipment head for projects). It must
account for 100% of the craft manpower allocated to the area.
 SROs entered on the WWS are selected from a monthly maintenance schedule of especially of
the schedule Maintenance, or entered directly in priority/ ranking sequence. SROs from the
perpetual backlog report should be incorporated in accordance to the priority procedure.
 It is recommended that Maintenance obtain approval of operations on this schedule before
start of work. However, this is at the discretion of local operations and Maintenance and
management.
 The schedule column is used for recording craft man-hours expected to be expended for each
SROs. This is done by entering the estimated hours to be worked by craft type.
 The comments block permits entry of feedback information for internal use. Coding of
comments is recommended and a list of (optional) standard comment codes is provided.

Details on Use of WWS & MD Operations

At the discretion of Administration and Maintenance management, Administration approves the
weekly work schedule. A signature block is provided for the appropriate Operations approval
signature.

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Planning/ scheduling
 The schedule will be prepared by Maintenance supervisor and/ or shop head, and will list the
SROs to be worked on.
 100% of maintenance division’s craft manpower should be accounted for on the schedule.
 Manpower should not be scheduled as an “emergency reserve”. “A” priority work is for
emergencies only and will normally be added to the schedule as the day progresses.
 Planning/ scheduling (maintenance supervisor and/ or shop head) forwards the WWS & MD
to maintenance foreman.
 A copy of each SRO will be attached to the WWS & MD when sent to the Maintenance
Foreman.

Week Ending: The week Ending is the ending data of the week when the works are going to be
performed
Shop/ project: Enter shop or the project where the maintenance is going to be executed.
Work order Number (SRO): Enter the SRO number in priority/ ranking sequence.
Priority: Enter the priority of the work order according to the priority assignment procedure.
Scheduled hour: Enter the actual hour elapsed to accomplish the described work at the schedule
described.
Elapsed hour: Enter the actual hour elapsed to accomplish the described work at the end of the
week.
Earned hour: Enter the actual productive hour earned during the performance of this particular
task.
Over time: Enter the total over time used for this particular work if any.
Work description: Enter description of work to be done.
Crew size: Enter craft crew size, e.g. 3,1.
Scheduled by: Signature of the person (senior Maintenance Supervisor/Forman) preparing the
schedule
Page___ of ___ (Item 16): If schedule consists of one page only, enter 1 of 1, if more than one
page is used, enter number in sequence (e.g., 1 of 4, 2 of 4, 3 of 4, 4 of 4, etc.).
The maintenance supervisor: distributes the weekly plan along with the work order attached to
the WWS & MD to the shop heads who carry out the daily plan.

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Weekly Maintenance Plan Form EMM 109

Week Ending ________________________________ Assigned Craft Type: Total Available Hour:
Weekly Plan Shop/Location ______________________ Page
____of _____

Monday Tuesday Wednesday Thursday Friday Saturday

A B C D A B C D A B C D A B C D A B C D A B C D

Work Order Scheduled Hour Work Comm

Scheduled Hour

Scheduled Hour

Scheduled Hour

Scheduled Hour

Scheduled Hour
(SRO) No. Description ent
Crew Size

Overtime

Overtime

Overtime

Overtime

Overtime

Overtime
Elapsed

Elapsed

Elapsed

Elapsed

Elapsed

Elapsed
Priority

Earned

Earned

Earned

Earned

Earned

Earned
1 Total

2 Priority ‘A’ Column ‘B’

3 Over time column ‘D’

4 Fixed Station Column ‘B’

5 Payroll (add 1,2,3, & 4)

INDICES Goal Act Goal Act Goal Act Goal Act Goal Act Goal Act

1 Performance

2 Coverage

3 Affectivity

Scheduled By:____________________ Sign._________ Equip. Administrator: ____________________ Sign._________

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Weekly Maintenance Man Power Status Summery Report

Form EMM 110
Weekly Available
Time Under Repair (01) (02) (03) (04) (05) (06) (07) (08) (09) Total
Item
No. Name ID No. Title Regular OT 1 2 3 4

1 SRO No.

2 Hour

3 SRO No.

4 Hour

5 SRO No.

6 Hour

7 SRO No.

8 Hour

9 SRO No.

10 Hour

11 SRO No.

12 Hour

13 SRO No.

14 Hour

15 SRO No.

16 Hour

17 SRO No.

18 Hour

Total

Prepared by: ________________________________ Checked by: ________________________________

Signature: ________________________________ Signature: ________________________________
Date: ___________________________________ Date: ___________________________________
Code
Under Repair 01 Idle lack of spare 03 Sick leave 07 Maintaining & Training 09
Not Assigned 02 Annual leave 06 Meeting & training 08

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11. Daily Maintenance schedule & Man Power Distribution

Overview
The DWS & MD is a form, printed on A4 paper. The form is used manually to schedule
Maintenance Work Order (SROs) and to record ACTUAL hours used by employees to
accomplish the work. It is, along with the daily Maintenance man power status, an input
document for the computer time-reporting feature of F C & C.

Daily work schedule (DWS) section

 This left half of the form is used for scheduling SROs against the daily resources available.
 The DWS is prepared by shop Head in consulting with Maintenance supervisor and Foreman
(with project equipment head for projects). It must account for 100% of the craft manpower
allocated to the Workshop.
 SROs on the DWS are selected from a weekly schedule, or entered directly in priority/
ranking sequence.

Manpower Distribution Section

 The Manpower Distribution section (right half of the form) is used for recording craft man-
hours expended on SROs. This is done by entering the actual hours worked on each work
order by an employee against his ID (Name) number.
 The Comments block permits enter of feedback information for internal use.

Details on use of DWS & MD:

Planning/ scheduling
 The schedule will be prepared by shop head/ shop Foreman and will list the SROs to be
worked on.
 Shop head/ shop prepares the DWS & MD as a Daily Schedule.
 100% of maintenance division’s craft manpower should be accounted for on the schedule.
 “A” priority work is for emergencies only and will normally be added to the schedule as the
day progresses. Any manpower required for ‘A’ priority work should be diverted from lower

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priority scheduled work as the need arises. When the ‘A’ priority work is complete, the
manpower should be reassigned to the scheduled work.

Date: the date work is performed and should be in DD (day) MM (month) YY (year) format.
Week: The week the work is being performed and should be in 01-52 formats
Day: The day of the week and should be numbered 1-7, with Monday as day 1.
Shop/project: Enter Workshop or project, where the work is being executed.
Work order Number: Enter the five characters SUR SRO number in priority/ranking sequence.
Work Description: Enter description of work to be done
Scheduled: Enter the estimated time from the weekly schedule for the job completion.
Scheduled by: Signature of the person preparing scheduled
Page-of- : If schedule consists of one page only, enter 1 of 1, if more than one page is used, enter
number in sequence (e.g, 1 of 4, w of 4, 3 of 4, 4 of 4, etc).

Maintenance Foreman
- The maintenance Foreman assigns crafts men to SROs which have been scheduled on the
DWS. He distributes the SROs attached to the DWS & MD to the craftsmen who will be
carrying out the tasks.
- SROs are assigned in priority/rank sequence from Top to Bottom of DWS to comply with
operation needs.
- The Maintenance Foreman adds “A” Priority jobs to the schedule as the requirement arises
during the working day.

NOTE: “A” Priority SROS must comply with priority definition stated on this manual.
The Maintenance Foreman records all daily hours used by the craftsmen in the daily maintenance
manpower status.
The Maintenance Foreman completes and forwards the DWS & MD to shop head/Maintenance
supervisor at the end of the day’s work. Following is the information to be entered by the
Maintenance Foreman (refer Form EMM 07):
Employee (Name) Number: the badge number(s) of the employee(s) working in the
maintenance division area’s on that day.

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Actual Hours: enter regular and overtime hours used. Enter as follows: REG. Time & OT
…..8/3 (8hr. Reg. +3 hrs. OT)
Comments: Enter comments/codes as it is suggested that each group establishes any additional
standard comment codes they require in order simplifying review and applicable analysis.
Maintenance Foreman (supervisor): The signature of the maintenance Foreman (supervisor)
accountable for the Maintenance Manpower within the maintenance division.

Time keeper
- The Timekeeper uses the DWS & MD along with the daily manpower status (Form No.) as
the ERCC’s Maintenance Management system (SMMS) input document for the used craft
hours. All Craft hours are entered through the relevant SMMS screen.
- All original WWS & MD Forms are to be filed and retained for 24 Months (2 years), for
future reference by Auditing, if required.

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12. Equipment Preventive Maintenance Status Record Form

Daily Maintenance Plan
Form EMM 111
Daily Plan Date _________________ Week_________ Shop/Project__________________________________________________ Total Assigned Hour:_____________________ Page ____of _____

Day:____________________ 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Work Order A B C D
Work description
(SRO) No.
Priority

Sched

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name
Earne

Overt
Elaps
uled

ime
Comment
ed

1 Total

2 Priority ‘A’

3 Over time column ‘B’

4 Fixed Station Column

‘B’

5 Payroll (add 1,2,3, & 4)

INDICES Goal Act

1 Performance

2 Coverage

3 Affectivity

Maintenance Foreman (Supervisor)::_____________ Sign._________ Equip. Administrator: ______________ Sign.______

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Daily Maintenance Man Power Status Record Form EMM 112

Available Time Under Repair (01) (02) (03) (04) (05) (06) (07) (08) (09) Total
Item
Prepared
No. by: ________________________________
Name ID No. Title Regular OT 1 2 3 4

1 SRO No.

2 Hour

3 SRO No.

4 Hour

5 SRO No.
Checked by: ________________________________
6 Hour

7 SRO No.
Signature: ________________________________
8 Hour

9 SRO No.

10 Hour

11 SRO No.

12 Hour

13
Signature: ________________________________ SRO No.

14 Hour

15 SRO No.
Date: ___________________________________
16 Hour

17 SRO No.

18 Hour

Total

Date: ___________________________________
Code
Under Repair 01 Idle lack of spare 03 Sick leave 07 Maintaining & Training 09
Not Assigned 02 Annual leave 06 Meeting & training 08

DAILY EQUIPMENT PREVENTIVE MAINTENANCE RECORD

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Project: ____________________ Form EMM 113

Lubricant Total down Remark
Item Equipment Work order Service Spare cost Next service time
Type PM cost time
No. code No.
Date Km or Hr Type Km/Hr

EQUIPMEFNT PREVENTIVE MAINTENANCE REPORT BY EQUIPMENT TYPE

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Project: ____________________ Form EMM 114

Actual
Planned Availabil Lubricant Total down
Line Available serviced Spare cost Labor cost Total cost Remark
Qty ity in % cost time
item Equipment type Qty Qty
1 Bull dozer
2 Motor grader
3 Wheel loader
4 Back hoe loader
5 Roller
6 Excavator
7 Crusher
8 Dump truck
9 Water truck
10 Fuel truck
11 Truck tractor
12 Courier truck
13 Vehicle
14 Generator
15 Dumper
16 Mixer
17 Wagon drill
18 Air compressor
19 Spreader
20 Asphalt distributor
Prepared by: ________________________________ Checked by: ________________________________
Signature: ________________________________ Signature: ________________________________
Date: ___________________________________ Date: __________________________________

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13. PM Check List

85
 Small Vehicle Earth mover Time for each
activity
PM1 PM2 PM3 PM1 PM2 PM3 (minute)
It. No Description
ERCC Equipment Maintenance Manual April 2012 3 6 12 3 6 12
months months months months months months Small Earth
500 1000 12,000 24,000 48,000 Vehicle mover
250 hours
hours hours hours hours hours

I Lubrication check

1 Complete lubrication (as per the specifications)

X X X X X X 20 30
II Engine section (main and auxiliary engines) check

1 Wash / steam clean as required

X X X X X X 20 30
2 Check coolant inhibitor strength
--- X X --- X X 10 15
3 Change coolant filter (as required)
--- --- X --- --- X 10 15
Check radiator mountings, thermostat, water pump circulation and
4 all hoses/ fittings X X X X X X 30 45
5 Check operation temperature
--- X X --- X X 15 25
6 Pressure test coolant system, flush system (as required)
--- --- X --- --- X 40 60
7 Check shutter operation
X X X X X X 5 ---
8 Inspect all drive belts and brackets (adjust as required)
X X X X X X 5 10
Inspect for all leaks, coolant leaks, fuel leaks and exhaust system
9 leaks X X X X X X 10 15
Inspect for looseness deterioration of linkages (hoses/ clamps), drive
10 pulleys X X X X X X 5 10
11 Inspect and service air intake system
X X X X X X 10 15
12 Check Air cleaner/pre cleaner (as required)
X X X X X X 5 10
13 Service/change fuel filters (as required)
- X X X X X 10 15
14 Check operation of governor, throttle, choke (as applicable)
X X X X X X 5 10
15 Inspect lift pump, injection pump and injectors
X X X X X X 30 45
16 Clean and calibrate fuel injectors (pump every third time)
--- --- X --- --- X 60 90 86
17 Change engine oil
X X X X X X 55 80
18 Change engine oil filter
 ERCC Equipment Maintenance Manual April 2012

Asphalt Plant Inspection Check List

15 30 60 90 6
I/No. Description Daily Weekly Days Days Days Days month 1 Year Time
APC1Check oil level (air compressor) X 5
APC 2Drain air tank X 5
APC 3Cleaning suction filter X X X 30
APC 4Adjust V-belt tension X 20
APC 5Oil Change X X X 30
APC 6Carbon removal from suction & discharge valve X X 30
APC 7Pressure switch and solenoid value check X 10
APC 8Check fly wheel and motor pulley X 5
APC 9Belt feeder to belt adjustment X 20
APC 10Adjustment of aggregate discharge unit X 20
APC 11Tightness of geared motor seat belts X 20
APC 12Cleaning of Asphalt Plant pump gate (single) X 35
Check attaching bolts, nuts, chain, belts, pins, Slant
X
APC 13 liners for wear X 20

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Crusher Plant Inspection Check List

Summer
I/No. Description 8 hours 40 hours 300 hours 2000 hours Winter Time
CPC1 Check condition of cables and components X 60
CPC 2 Retighten cylinder head bolts X 30
CPC 3 Check thrust bearing condition X 20
CPC 4 Check back lash of counter shaft X 20
CPC 5 Change oil of counter shaft X 20
CPC 6 Check condition of top bearing seal X 10
CPC 7 Check and lubricate dust seal X 10
CPC 8 Check crusher setting X 60
CPC 9 Check tightness of hydraulic hoses and connection X 20
CPC 10 Check V-belts for wear and tension X 10
CPC 11 Observe wear of liners X 15
CPC 12 Check condition of chutes, guards, and protective cap X 20

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