Maintenance Planning & Management

June 2024

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Contents
• Maintenance
o The need and Benefits of maintenance
o Maintenance types
• Maintenance planning
• Maintenance scheduling
o Steps/ key process elements of maintenance planning and
scheduling
• Establishment of work shop
• Establishment of Maintenance crew
• Preparation of maintenance plan and schedule
 What is Maintenance?
• Is the work of keeping something in a proper
condition
• Is a caring activity carried out on an equipment or
physical plant in order to ensure that an
equipment or physical plant continues to perform
its intended functions safely, or to handle properly,
repair the equipment.
 Why Maintenance?
• maintenance should be taken;
o to maximize performance of production equipment
efficiently and regularly
o to prevent a device or component from failing or
breakdown
o to minimize production loss from failures
o to increase reliability of the operating system
 Maintenance types
1. Corrective or Breakdown maintenance –
implies that repairs are made after the equipment is failed and
cannot perform its normal function any more.
2. Predictive (Condition-based) maintenance –
Machinery conditions are periodically monitored and this enables the
maintenance crews to take timely actions, such as machine
adjustment, repair or overhaul.
It makes use of human sense and other sensing instruments, such as
audio gauge, vibration, pressure, temperature and resistance strain
gauges etc.
 Maintenance types…
3. Preventive maintenance –
- Maintenance activity before failure occurs.
- provides periodic/scheduled inspections, lubrication, repair and
overhaul of equipment’s to reduce the danger of unexpected failures
• Advantage of Preventive maintenance
 Reduces failures and thereby down time
 Greater safety of workers
 Lower maintenance and repair costs
 Better product quality
 Increases machines life.
 It is used to maximize the productivity of the equipment
 Maintenance types…

• Proactive and Reactive maintenance

o Proactive maintenance - is maintenance work done to
prevent an equipment or plant from failure.
o Reactive maintenance - is a maintenance work done
after the equipment or a plant is actually failed to
perform correctly.
 Maintenance types…

• Planned and unplanned maintenance

o Planned maintenance - when maintenance work
(whether it is preventive or corrective) is prepared
ahead of its execution time.
o Unplanned maintenance - when maintenance work is
not prepared ahead of its execution.
 Maintenance planning and scheduling
Maintenance planning
• is the process of determining future decisions and
actions necessary to accomplish intended
maintenance work and targets.
• is the process by which the elements required to
perform a task are determined in advance of the job
start.
• It mainly addresses WHAT maintenance work is
needed to be done and HOW is the maintenance
work to be done.
 Maintenance planning and scheduling…
Maintenance scheduling
o Is the process by which jobs are matched with resources
and sequenced to be executed at a certain point in time.
o It refers to timing and sequences of operations.
o It deals with the specific time and phasing of planned jobs
together with the orders to perform the work, monitoring
the work, controlling it, and reporting on job progress.
o It is mainly addresses WHO is going to execute and WHEN
the maintenance work should be done.
 Maintenance planning and scheduling…

• Maintenance plan reduces delays during jobs

where as maintenance schedule reduces delays
between jobs.
• Good maintenance planning (WHAT + HOW) is a
prerequisite for sound maintenance scheduling
(WHEN + WHO).
 Why maintenance planning and scheduling?

Planning for future actions:

o helps in achieving job in the most efficient and effective
manner.
o It minimizes costs and reduces risks and missing
opportunities.
o It can also increase the competitive edge of the
organization.
• Maintenance Planning procedures

o Determine the job content.

o Develop work plan – the sequence of the activities in the
job and establishing the best methods and procedures to
accomplish the job.
o Establish crew size for the job.
o Plan and order parts & material.
o Check if special tools and equipment are needed and
obtain them.
•Maintenance Planning procedures …..
o Review safety procedures.
o Set priorities for all maintenance work.
o Assign cost accounts.
o Complete the work order.
o Review the backlog and develop plans for
controlling it.
o Predict the maintenance load using effective
forecasting technique
• Maintenance Scheduling procedures
o Sort backlog work orders by crafts.
o Arrange orders by priority.
o Compile a list of completed and carry over jobs.
o Consider job duration, location, travel distance, and the
possibility of combining jobs in the same area.
o Schedule multi-craft jobs to start at the beginning of every shift.
o Issue a daily schedule (not for shutdown maintenance).
o make work assignments (dispatching).
 Documentation
• Operation & Maintenance Manual
• Operation log sheet
• Maintenance log sheet
• Maintenance history
• Inspection sheet
 Documentation…
Maintenance Log sheet

Model :- ____________________ Type of Machine :- _________________

Machine capacity :- __________________ Location :- _________________

Date Problem found Activity done Maintenance Remark
done by

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 Documentation…
Generator operation log sheet
Model:- _______________________ KVA:- ________________________

Location:- ___________________ Tag. No:- __________________

Date Operator Fuel level rpm voltage current frequency Time Run
name start stop start stop hour

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 Documentation…
Pump/control board Operation Log sheet

Model :-____________ Tag. Number :- _____________ Type of switch board :-____________

Date Operator Voltage Time Current Flow Remark

Name rate
start stop Run L1 L2 L3
hour

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Steps/ elements of maintenance planning and
scheduling
1. Identify &
prioritize work

2. Plan prioritized
6. Review & improve work (WHAT +
HOW)

3. Schedule (WHEN
5. Closeout + WHO)

4. Execute the
work
 Steps/ elements ….
• Identify and prioritize work –
Clarifying & prioritizing work;
o based on adequate & accurate information,
o by setting a strong prioritizing criteria/objective,
o by setting organizational quality standard
 Steps/ elements ….
• Planning –
specifically determine;
o all future maintenance works,
o working method & scope,
o define the necessary resources such as materials, tools & instruments,
spare parts & consumable materials, documents, PPEs, skilled human
power …
 Steps/ elements ….
• Scheduling –
o lists of all tasks to be done with specific timing and discipline

• Work execution –
o safely perform the schedule prepared
 Steps/ elements ….
• Close out –

o finalize the work execution with recording all maintenance activity (job
history), prepare work report, performing root cause analysis,…

• Review and Improve –

o review overall maintenance planning & scheduling process

implementation and gather points of improvement for the next P & S
process.
 Establishment of Maintenance Crew

How to lead a maintenance team?

1. Define their roles and responsibilities.
2. Schedule and assign tasks.
3. Track the quality of their work.
4. Support their professional development.
5. Provide clear, actionable feedback.
6. Reward good behavior and discourage bad.
7. Set an example through your own actions.
 Establishment of Maintenance Work Shop

Maintenance Workshop organization

1. Clarifying the purpose of the maintenance workshop.
2. Planning and consultation.
3. Developing efficient maintenance shop layout and
workflows.
4. Solving environmental issues and meeting regulations.
5. Controlling inventory.
• ACTIVITY 1

Preparing their own maintenance plan and schedule

 ????
Thank you