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Maintenance Planning
Introduction

Maintenance Defenitions
Maintenance: the process of preserving the physical plant keeping it in good working
condition.

Maintenance Management: planning, organizing & directing the resources in order to control
the availibility & performance of the industrial plant to a specific level.

Objectives of Maintenance Mangement:

1. Minimizing the loss of productive time due to equipment failure

2. Minimizing repair time and cost

3. Minimizing loss due to production stoppages

4. Efficient use of maintenance personnel & equipment

5. keep all productive assests in good working condition

6. prolong life of capital assets by minimizing the rate of wear & tear

7. maximize efficiency & economy in production through optimum use of facilities

8. Minimize accidents through regular inspection & repair of devices

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 9. minimize total maintenance cost (includes repair, preventive maintenance, inventory carrtying
costs)

10. Improve quality of products & Improve productivity

Maintenance System

Input Planning Organizing Feedback Output

Facilities Philosophy Job design control Operational
Work Machines
Labor Load Standards
control
Forecasting Equipment
Equipment Work
Material
Capacity meaurment
Spares control
Organization Project
Management Cost
Management
Scheduling control

Inventory
control

Managing
Quality

Types of Maintenance
the organization may use any or all types of maintanance:

Break down maintenance (corrective Maintenance):

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 Corrective maintenance that occurs when equipment or machines fail & must be repaired on
an urgent basis

Preventive maintenance:
maintenance activities undertaken before the machines or equipment fail it aims to minimize
the possibility of unanticipated or major break-downs

Predictive maintenance:
a modern approach to preventive maintenance using sensitive instruments to predict
anticipatred failure of machines & equipment

Routine maintenance:
Activities such as periodic inspection (cleaning, lubrication, repairs)

Planned maintenance:
Activities that are carried out according to a pre-determined schedule

Total Productive Maintenance (TPM):

combines total quality management concept with strategic view of maintenance where workers
perform preventive maintenance on the machines they operate. The department moves from
“fire-fighting” mode to preventive mode

Reliability Centered Maintenance (RCM):

Determines what types of failures are likely to occur focuses on preventing failures whos
consequences are likely to be serious. Emphasizes use of predictive maintenance measures.

Comparison of Maintenance Strategies

Reactive maintenance Preventive maintenance Predictive maintenance

1) periodic adjustments &

1) department responds to 1) periodic measurment &
checks 2) periodic
System Description equipment malfunctions & trending of equipment &
replacement of wear parts
breakdowns process parameters
3) periodic overhaul

1) inefficient maintenance
1) predictable
department 2) 1) more predictable
maintenance requirments
Characteristics unpredictable equipment operation 2) more efficient
2) planned & scheduled
operation 3) unplanned maintenance department
maintenance repairs
maintenance work

Examples light bulb replacement changing oils & filters vibration analysis

maintain equipment
steady degration of maintain level of equipment
Results performance with minimal
equipment performance performance
distruption to production

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 Reactive maintenance Preventive maintenance Predictive maintenance

1) keep machines running 1) log equipment

Maintenance 1) responds to
by checking, replacing & parameters 2) trend data
Department emergincies 2) get
overhauling 2) perform 3) predict equipment
Responsibility production back on line
checks during down times repair cycle

Computirized Maintenance Mangement Systemns (CMMS)

the primary purpose is to manage, capture & track inspection manintenance and repair activities of
an organization

Basic CMMS funcitonality:

providing work orders to cover repairs & maintenance of plant & equipment

provide scheduling facility for maintenance for planned preventive work on maintainable assets

generally collect costing details for the labor and material related to the work performed

AdvancedCMMS funcitonality:
analyze maintenance & repair costs

visualize trends

eliminate manual data entry

incorporate alerts, triggers, & escalation procedures

shift focus from administrative task to maintenance activities

assist in planning & predicting future needs, prolong asset life, manage processes

Maintenance Strategies
the maintenace methodology is derived from the maintenance system objectives that are aligned
with the organization`s mission & strategic goals

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 Breakdown Maintenance:
repairs are made after the equipment has already failed.

Quite justified in:

small factories where downtimes are not critical

financial justification for achedulijng is not sensed

non-critical equipment that has not any consequences on safety, environment or prodcution

Types of Breakdown maintenance:

Remedial Maintenance: activities that are performed to eliminate the source of failure
without interrupting production

Delayed Maintenance:not imediately initiated after the occurance of a failure but delayed.
Will not affect production.

Shutdown Maintenance: Production line is in a total stoppage situation

Disadvantages:
leads to poor hurried maintenance

excessive delay in production reduces output quantity and quality

Faster plant deterioration

less safety for worers and machines

loss of profit

cannot be applied to equipment regulated by legal provisions

Preventive Maintenance:

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 a system of planned scheduled maintenance that is carried out at predetermined intervals or
according to prescribed criteria.

INCLUDES:

1. Identification of all items, their documentation & coding

2. Inspection of plant & equipment at regular intervals

3. Proper cleaning and lubrication of equipment

4. Preserve the machine through minor repairs, major overhauls …etc.

5. Failure analysis & planning for their elimination

Advantages:
1. reduces breakdown & thereby downtime

2. reduces overtime of crews

3. greater safety

4. lower repair costs

5. better product quality

6. increase plant life

7. reduces stand-by equipment

Types of Preventive Maintenance:

Routine Maintenance: repetitive & periodic such as lubrication, cleaning and small
adjustment

Running Maintenance: while the machine is running

Opportunity Maintenence: when an unplanned opportunity exists during the period of

performing planned maintenence on another machine.

Window Maintenance: when the machine is not required for a definte period of time

Shutdown Preventive Maintenance: when the production line is in a total stoppage

Necessities of Preventive Maintenance:

1. Equipment is identified by Serial Number & Product type

2. Accurate equipment History records

3. Failure info. by problem/cause/action

4. Experience data from similar equipment

5. Manufacturer`s interval and procedural reccomendations

6. Service Manuals

7. Consumables & Replaceable parts

8. Skilled personell

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 9. Proper test instruments and tools

10. Clear instructions with a checklist to be signed off

Predictive Maintenance:
Detects changes inthe physical condition of the equipment (signs of failure) in order to carry
out the appropriate maintenance work.

sensors may be installed or periodic reading may be taken to measure vibration or

temperature.

Types of Predictive Maintenance:

Condition-based: continous or periodic condition monitoring equipment to detect sign of
failure

Statistical-based: depends on statistical data, develops models for predicting failures.

Maintenance Load Forecasting:

maintenance load: a random variable

Forecasting: the process by which maintenance load is predicted. It is essential for

capacity planning

factors affecting the load: age, climate, quality of maintenance, skills of maintenance
staff…etc.

Maintenance Capacity Planning:

Determines the resources needed to meet the demand for maintenance work.

resources could be: manpower, material, spare parts, equipment & tools

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 critical aspects of the maintenance capacity are: the number & skills of craftsmen

Maintenance Scheduling:
the process of assigning resources & manpower for the jobs to be accomplished at certain
times

enuring the needed craftsmen, parts and material needed are available

Controlling the Maintenance System:

the organization depends on: maintenance load, plant size, skills needed

could be centralized or decentralized or a combination

Forecasting techniques can be classified into two approaches qualitative and quantitative

Qualitative Forecasting: based on expert or engineering experience and judgment.

Includes historical analogy and surveys

Quantitative techniques: based on mathematical models that are derived from historical
data estimates. Can be time-series based (moving averages & exponential smoothing) or
structural (regression models).

Characteristics of a Forecasting model:

1. Accuracy: difference between forecasted and actual values

2. Simplicity

3. Flexibility: Ability to adjust to changes in conditions

Quantitative Forecasting Techniques:

the models presented depend on the availibility of Historical data and are usually referred to as
time series or structural models

a) Simple Moving Average:

This method generates the next period’s forecast by averaging the actual observations for the
last n periods.

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 b) Weighted Moving Average:
the most recent observations should have more contributions to
future forecasts than to more distant observations, especially when the data are not stable

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 Planning & Scheduling
Effective planning & shceduling contribute to:

Reduced maintenance cost

Improved Utilization of Maintenance Workforce (reducing delays & interruptions)

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 Improved quality of maintenance (assigning the most qualified workers for the job)

Planning & Scheduling Objectives:

1. Minimizing the idle time of workers

2. Maximizing the efficient use of work time, material & equipment

3. Maintaining Equipment at a responsive level to the need of the production

4. Forecast future work

5. aim to have over 90% of the work planned & Scheduled

Planning:
Good planning is a prerequisite for sound scheduling

the preperation of:

Work Order

Bill of Material

Purchase requisition

Necessary drawings

Labor planning sheet including standart times

Data needed for scheduling

Planning Procedures:
1. Determine Job content

2. Develop a work plan

3. Establish Crew size for the job

4. Plan & Order parts & materials

5. Check for special tools if needed

6. Assign workers with appropriate skills

7. Review Safety procedures

8. Prioritize Maintenance work

9. Assign cost acounts

10. Complete the Work order

11. Review Backlog & develop plans for controlling it

12. Forecast maintenance load

Basic levels of Planning Process

1. Long-Range planning: covers 3 to 5 years

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 a. Forecasting techniques to estimate maintenance load

b. Reliable job standards times to estimate staffing requirments

c. Planning tools like linear programming to determine resource requirments

2. Medium-Range planning: covers 1 month to 1 year

a. specify how the worker will operate

b. provide details of major overhauls - construction jobs - preventive maintenance plans -

plant shutdowns

3. Short-Range planning: 1 day to 1 week

a. determination of all the elements required to perform maintenance tasks in advance

Scheduling:
Process by which jobs are matched with resources & sequenced to be executed at a certain
point in time

Deals with specific time & phasing of planned jobs to: perform the work - monitor the work -
control the work - report the progress

Succesful planning needs feedback from scheduling’

Reliable Schedule must take into consideration:

job priority = criticality of the job

Availibility of all materials needed

Production master schedule

Relistic estimates

Flexibility in the schedule

Elements of Soud Scheduling:

Written work orders that are derived from well-conceived planning process

Time Standards

Information about skills availibility for each shift

Stocks of spare parts & info. of restocking

Info. on Availibility of special equipment

Access to the plant production schedule

Priorities for maintenance work

info about Backlog

Maintenance Job Priority System:

developed in coordination with operations staff

should be dynamic

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 must be updated periodically

3 - 10 levels of priority

Basic levels of Scheduling Process:

1. Long-Range Schedule: covers 3 months to 1 year

Based on existing work orders

Balalncing ling-term demand with available resources

Spare parts and materials clould be identified

Subject to revision

Gantt chart techniques can be used

2. Weekly Schedule: covers 1 Week

Generated from the master schedule

takes into account current operations schedules

allow 10% to 15% of the workforce to be available for emergency work

Sequenced based on priority

Critical Path Method CPM is used

3. Daily Schedule: 1 Day

Generated from weekly schedule

Prepared the day before

Interrupted to perform Emergency work

Priorities are used to shcedule jobs

CPM is used

Scheduling Procedures:
1. Sort Backlog

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 2. Arrange orders by Priority

3. List of completed & carry-over jobs

4. consider job Duration - Location - Travel distance - and possibility of combining same are

5. Schedule multi-craft jobs to start at the beggining of every shift

6. Issue daily schecule

7. Authorize a supervisor to make work assignments

Scheduling Techniques:
Constructs a time chart showcasing:

Start & finish of each job

Interdependencies among jobs

Critical jobs that require special attention

Critical Path Method:

used for its simplicity & effectiveness

used for tracking/monitoring & control of a project

can be developed using project management softwares such as: Primavera (P6) - Microsoft
Project - Asta Power Project…etc.

Case Study for Buisiness Centered Maintenance

It is a Preventive maintenence based approach which provides the manager an overview of a
systematic approach for deciding maintenance objectives - life plans - shcedules - designing
maintenance organization - documentation - control

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 Chart it is useful to take the position of maintenance manager andhow he will go to set up a maintenance
department for a new plant.

Plant Identification
the maintenance department of a Food processing plant, the layout and process flow are
shown below

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 Plant Buisiness Obkectives
To achieve the 15-shift operating pattern, product mix and output (cans/week) within the
accepted plant condition for longevity and safety requirements, and at minimum resource cost.

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 Preventive Maintenance Schedule

For example, consider a power station using three 500 MW turbo-generators. Traditionally each
one has a life plan based on 3-yearly major overhauls, each lasting for about 8 weeks and
requiring up to 1000 men. The maintenance schedule would involve one of the three units coming
out in the summer each year. This would generate a major peak of work for 8 weeks, the workload
then dropping back for the remainder of the year to a level appropriate to the base staffing of about
100 men.
The maintenance workload in turn has the largest influence on organizational design.
At the station, the management would be forced to consider contract labor to handle the work
peaks. In addition, they may have to consider shift working to handle the high-priority work
occurring on a 24-hour basis.

Workload
First-line work
made up of emergency jobs that are work needed to be carried out in the shift (corrective or
preventive)

Second-line work
larger preventive jobs (services small overhauls) corrective jobs that

require planning via a priority system

carried out at weekend or window

Third-line work
Major plant overhauls

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 requires plant to be offline

Maintenance Work Planning

Maintenance planning system is designed around the Resource structure

Work Control System

main fucntion is to control the flow of work (preventive & conrrective) via the priority procedure
using info. about future resources.

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 Maintenance Control System
isneeded to ensure that the organization is acheiving its objectives where a maintenance cost
system is used

Maintenance Work Measurments

An essential prerequisite for evaluating prodcutivity & performance is the availibility of Job
standards:

Job Standards:
specifies expected output of qualified worker

Evaluates the performance of the worker & facilities

Used for: predicting - planning - scheduling - controlling work - controlling costs - controlling
operations.

Work Measutment Techniques:

1. Direct Measurment technique

2. In-direct Measurment technique

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 Time Study:
performed by:

timing the worker as the job is performed

summing the times of the relevant elements of the job

standardizing the observed times

adding allowances for variable conditions

Time Study Procedures:

1. Select The Job

2. Break the Job into elements:

machine elements should be seperate from manual elements

easy to identify & time

3. Observing the job:

number of times a job is observed increases with the desired accuracy for the job standard

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 4. Compute Basic Time:
time taken for a qualified worker to perform the elements of the job while working at a standart
pace

5. Determine Allowances:
Allowance is a percentage of the BT allowed for delays and Fatigue
Constant Allowance: for personal needs and Fatigue
Variable Allowance: relaited to the job charecteristics
worker may wait for instructions, tool crib or for a crane to arrive

6. Establish Job standard:

a basis for developing standard data for maintenance tasks

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 Work Sampling
a techinque for finding the percentage occurance of a certain activity using statistical sampling

Planning a Work Sampling Study:

1. Define Objective of the Study

2. Determine population of the study workers, machines and equipment

3. Activity Definition

4. Observation form design

5. Observation route planning (route observer has to follow to collect data)

6. Fix the study Schedule (required accuracy and confidence level)

7. Observation Time schedule

8. Sample population preperation (inform workforce about the stude)

9. Observer training

Standard Data
one of the desired activities of a maintenance department

Advantages:

eliminates repetitive work of time study analyst

saves times in setting job standard

greater consistency between similar jobs

Estimating

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 using past experience to predict future events

Advantages:

lower cost

ability to estimate the job b4 it started

Disadvantages:

estimated job standards are inconsistent

method changes may be not considered

Comparitive Estimating
measures the work content of low repetitive maintenance work.

depends on a series of benchmarks

Work measurment Technniques

time for a process comes from experience and or historical data

we take a sample from the population with a specific confidence level

Cost of Item at it`s Time of Issue:

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 to reduce cost: hWe msut decrease the number of periods (n or P variables in equation) an
item is stayed in inventory. These are the only variables that can be altered

Total Cost of all Quantity:

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 S ordering cost → ‫ﻫﻴﻜﻠﻔﻨﻲ ﻓﻮق ﺗﻜﻠﻔﺔ اﻟﻤﻨﺘﺞ ﻧﻔﺴﻪ‬ ex: transportation, insurance on the supplies

and transportation,

Maintenance Work Order System

Work Order: written instructions are for work to be carried out

Purpose of The Work Order System:

1. Requesting in writing the work to be performed by maintenance

2. Screening work requested by operation

3. Assigning best method and most qualified crafts for the job

4. Reducing Cost

5. Maintaining & Controlling maintenance work

6. Improving overall maintenance through data collected from the work order

Types of Work Order

Two main types Blanket work order & Special Work order

Blanket Work Order:

small routine repetitive jobs

preplanned

janitor`s job

safety & training meeting

tool checks

minor maintenance tasks

Special Work Order:

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 for all other indicidual jobs

reporting all facts about the job is necessary

Work Order Lifecycle

three main phases Creation - Completion - Recording

1. Task Identification

2. Requesting work order

3. Scheduling work order

4. Assining

5. Completing

6. Documenting

7. Analysing

Design of Work Order

Info. needed for planning and
scheduling:
unit description & site

person or department requesting the order

Work description

JOb specification & code number

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 priority & date required

special tools

safety procedures

Technical info (drawings & manuals)

Info. neededed for Control:

Actual time taked

cost codes for crafts

downtime

cause & consequence

Flow of the Work Order

1. recieved & screened with 4 copies

2. registered in register list

3. Copy 1 → maintenance control department

4. Copy 2 → Accounting

5. Copy 3 →Crafts man or engineer

6. Copy 4 → originator od the work

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 Record Keeping
a document that keeps track of assets failures and repairs/

Job Card:
a statement recording the work done and condtion of the facility
it reports:

repair time

costs

downtime

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 Record Keeping:
a document which information about all work done on a particular facility/equipment is
recorded

it is necessary to record the following:

1. equipment specifications & location

2. inspections , repairs

3. work done on the equipment - component repaired or replaced

4. measurments or readings taken

5. Failure time & time lost to carry out repairs

Sample of records

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