Chapter 5

Planning For Maintenance

By : Waka Amdesilassie

January 8, 2025 maintenance 1

 5.1 Maintenance Planning
Maintenance plan is needed to:
 lay down a rational basis for formulating a program of preventive
maintenance, and
 provide guidelines for corrective maintenance by the adoption of the
proper maintenance policies for the constituent items and components.
Any rational maintenance plan should be related to the production program
of the plant.
Production-maintenance interrelation

PRODUCTION PREVENTIVE CORRECTIVE

PROGRAM MAINTENANCE MAINTENANCE
PLAN GUIDELINES

WORKLOAD WORKLOAD

MAINTENANCE
ORGANIZATION
January 8, 2025 maintenance 2
 Reasons for introducing a maintenance
planning
Proper maintenance planning
 protects investment on machinery, plant and buildings through
adequate maintenance,
 thereby maximizing plant utilization with minimum downtime and
elongating the useful life of equipment.
 minimizes waste of spares and materials;
 ensures proper use of tools; and
 maximizes labor utilization.
Thus, enables good control of maintenance costs.
 ensures right distribution of technical information; and
 can help in establishing proper safety system.
 facilitates plant control; and
 expedites evaluation of plant performance.

January 8, 2025 maintenance 3

 Plant subdivision according to responsibility

PLANT

Higher management
responsibility for
repair/replacement
UNITS

Maintenance
ITEMS management
responsibility for
repair/replacement

COMPONENTS

January 8, 2025 maintenance 4

Fig. 10.2 Subdivisions of a complex plant according to responsibility
Division of responsibility is obligatory because
replacement strategy for units (or the main plant itself)
is influenced by
external factors (obsolescence, sales, capital cost) and
 internal factors, mostly short term such as maintenance cost, operating cost.
 Replacement strategy at this level is considered as a part of the corporate
strategy.

In the lower level, repair/replacement strategy is the

responsibility of maintenance management.

January 8, 2025 maintenance 5

Proper maintenance planning has some benefits, even
in the simpler plants. These benefits are obtained as:
 reduction in downtime,
 efficient and optimal resource utilization,
 prolonged machine life, and
 good maintenance cost control.

January 8, 2025 maintenance 6

 Maintenance Policies

Maintenance policy is a tool for maintenance personnel to plan their appropriate

maintenance strategies. However, before a maintenance program is prepared,
maintenance personnel and top management are required to agree on maintenance
policy because it requires strategic directions, as well as resources.

The major maintenance policies which can be classified as corrective and preventive
are the following:
i) Fixed time maintenance (PM)
ii) Condition-based maintenance (PM)
iii) Operate to failure (CM)
iv) Opportunity maintenance
v) Design-out maintenance
vi) Total Productive Maintenance
vii) Contract maintenance

January 8, 2025 maintenance 7

i) Fixed-time maintenance: (repair prior to failure)
This policy is effective where
the failure of the item is clearly time dependent, and
the total costs of such replacement are substantially less than those of
failure replacement-repair.
The item is expected to wear-out within the life of unit.
Difficulty of collecting statistical data should be seriously considered in
adopting this policy.
ii) Condition-based maintenance
Condition performance monitoring techniques which are costly in time and
instrumentation form the basis for condition-based maintenance.

The proper time for performing preventive maintenance is determined by

monitoring condition/performance provided that some parameters that can be
monitored are isolated.

January 8, 2025 maintenance 8

 iii) Operate-to-failure

In adopting this policy, no predetermined action is taken to

prevent failure.
Corrective maintenance arises not only when an item fails
but also when indicated by condition-based criteria.
The basic task is establishing the most economic way of
restoring a unit to an acceptable condition.
Cost of unavailability, time of repair with that of
replacement (and source of cost) influence the repair-
replace choice.
January 8, 2025 maintenance 9
 iv) Opportunity maintenance

This term opportunity maintenance is used for

maintenance actions directed at items other than those
that are the primary cause of the repair.
This policy is most appropriate for complex-
replaceable or continuously operating items of high
shut-down or unavailability costs.

January 8, 2025 maintenance 10

v) Design-out maintenance (DOM)
Design-out Maintenance (DOM) is used to proactively reduce or eliminate the
need for maintenance through better design, engineering solutions, and operational
strategies.

The primary use and benefits of Design-out Maintenance include: Reduction in

Maintenance Costs, Improved Equipment Reliability, Enhanced Operational
Efficiency, Better Safety and Compliance, Longer Equipment Life, Resource
Optimization, Improved Workforce Productivity, Enhanced Customer Satisfaction
etc.
Design-out maintenance aims at minimizing and eliminating the causes of
maintenance. This requires engineering action rather than maintenance action.

This policy is for areas of high maintenance costs which exist because of poor design or
equipment usage outside its design specifications.
January 8, 2025 maintenance 11
vi) Total Productive Maintenance
The concept of total productive maintenance has grown
with automation of manufacturing processes in which
maintenance of the large number of automated facilities
became impossible for maintenance crews.
The basic concept is
 change attitude and improve skill of all personnel;
 train operators in maintenance skills and
knowledge;
 operators maintain the equipment they use.
January 8, 2025 maintenance 12
 Aims of total productive maintenance
The main aim of total productive maintenance is to
maximize the effectiveness of man-machine systems by
eliminating three types of losses.
1. Downtime losses caused by unexpected breakdowns;
2. Speed losses due to idling and minor stoppages which
arise from temporary stoppages;
3. Defect losses arising from rejects, defects and reworks.

January 8, 2025 maintenance 13

 vii) Contract maintenance
Experienced and specialized maintenance personnel
capable of servicing complex plant/equipment are
expensive to retain on full-time basis.
In such cases, contract maintenance can be a good
solution.
Contract maintenance
 can be helpful in reducing downtime
 reduces carrying of trained manpower required
occasionally
 eliminates acquisition of complex and very expensive
equipment.

January 8, 2025 maintenance 14

 Determination of a Maintenance Plan

The maintenance plan set should be the best combination

of the above policies.
Factors that should be considered are:

1) A plant should be classified in to units, items and

components
 Simple replaceable items
 Complex replaceable items
 Non-replaceable items

January 8, 2025 maintenance 15

2) Acquisition of information which might be relevant to
maintenance planning is essential for every unit of plant.
 production pattern: continuous, intermittent, etc.
 nature of the process: chemical, mechanical, etc.
 manufacturer’s maintenance recommendations: actions,
periodicities, etc.
 equipment factors which assist prediction of maintenance work:
failure characteristics, meantime to failure, mode of failure, failure
rate, etc.

January 8, 2025 maintenance 16

 economic factors which assist prediction of main critical units:
consequences of failure, cost of replacement prior to failure,
monitoring cost, etc.
 safety factors which place constraints on the decision: internal,
environmental, etc.

January 8, 2025 maintenance 17

3) The selection of the ‘best’ maintenance policy is
affected by other factors, out of which minimum cost is
the criterion generally adopted for selection of the
appropriate policy given that the safety and
environmental criteria are met;

i.e. the ‘best’ policy for each item is determined from

among identified applicable policies based on
minimum cost criterion, given that the safety and
environmental criteria are satisfied.
January 8, 2025 maintenance 18
 An example is shown in the figure below for the selection of maintenance
policy for complex plant items.
EFFECTIVE
POLICY

Action taken based on COST and SAFETY requirements

Detection of failure All four
Expensive
Age-related
failure pattern
Detection of failure All four
Expensive

Complex
replaceable
items Design-out
Low MTTF Condition-based
Operate-to-failure
Random
failure pattern
High MTTF Operate-to-failure
Condition-based
January 8, 2025 maintenance 19
 Assessment of Potential Effectiveness of Maintenance
Actions
The potential effectiveness of a maintenance action used has to be assessed
if it can meet the requirements.

An example for assessing the effectiveness of a plan adopted is given in the
sketch below.

January 8, 2025 maintenance 20

 Can reduction in failure YES
be detected on line? List actions

NO

Can reduction in failure YES

be detected at List actions
maintenance base?

NO
Identify cause
YES
Does failure affect and
safety? List actions

NO

Does item have a YES

List actions
hidden function?

NO

Is there an adverse YES

relationship between List actions
age and reliability?

NO

No Preventive Maintenance action

will be effective, operate to failure
January 8, 2025 maintenance 21
In maintenance planning, the following guidelines should be considered in
setting a reasonable and appropriate maintenance policy.

1) A fixed-time replacement policy is usually most suitable for low-cost simple-

replaceable items.

2) A condition-based policy is usually most effective for high-cost complex-

replaceable items.

3) All high cost maintenance items, replaceable or non-replaceable, should be

considered for designing out.

4) Where no preventive maintenance or design-out action is effective or desirable,

the item is operated-to-failure

January 8, 2025 maintenance 22

5.2 Organization of Maintenance Resources
Introduction

Maintenance organization can take an infinite number of

forms.
The best form for particular situation is determined by a
systematic consideration of the influencing factors.
Organization of maintenance resources for a multi-trade
maintenance work load is a difficult managerial problem
which involves three areas of organization decision
making.
January 8, 2025 maintenance 23
1) Those concerned with the mix, location, and size of the
maintenance resources

2) Those concerned with the nature and type of

administrative procedures

3) Those concerned with the type of work planning and

scheduling systems necessary to match the level and
supply of resources to the work load.

January 8, 2025 maintenance 24

 Maintenance Resource Structure:
Here, the objective is to set up the mix, location and size of
resources which will best respond to the expected maintenance
workload.

The workload in general falls into two categories:

Deterministic work load: which can be planned and scheduled in the long term.
(preventive maintenance , modifications project)

Probabilistic load: those which can be scheduled only in the short-term.(Corrective

and emergency maintenance)

The fluctuating nature of the latter makes the

organization of maintenance resource a difficult task.
January 8, 2025 maintenance 25
a) Trade force mix:
The work load is usually divided according to trade.
This demarcation according to trade influences the
range of plant equipment that can be effectively dealt
with by an individual tradesman. This demarcation:
determines the number and size of teams

makes more difficult the achievement of high labour utilization

renders work planning more difficult due to the complexity of trade coordination.

January 8, 2025 maintenance 26

b) Trade force location:
The trade force location must reduce the time of plant
unavailability.
If the work load is widely distributed and contains a large proportion of high cost
emergency maintenance, permanent decentralization of the trade force reduces the
cost, both direct and indirect.

For a localized work load, centralization of the maintenance improves utilization of

resources.

For infrequent, but anticipated, highly specialized work, the use of contract labour
must be considered.

January 8, 2025 maintenance 27

 The aim of trade-force location is to balance the advantages of
centralization against the cost associated with traveling.

 The solution is often a partially decentralized system. In this

case, the maintenance gangs carry-out the emergency work as
priority and also as much of the scheduled work as possible,
while the functions of the main workshop are:
 to act as a reserve of labour for the area gangs;
 to undertake the major reconditioning and overhaul work;
 to act as a base for those trades men who are better
centralized;
 to coordinate the externally contracted work .
January 8, 2025 maintenance 28
A partially decentralized maintenance structure is
shown in the figure.
Each area gang is responsible for maintenance activities within the section.

Major overhaul and complex repairs are taken care of by the central workshop.

For a few specialized maintenance workload which is beyond the capability of the
central workshop, contracted labour is utilized.

January 8, 2025 maintenance 29

 - Overhauls,
- Complex repair work
..cont’d Substore
- Major reconditioning
A
Maintenance workload - Area work overload
from production area A
AREA GANG A
(Repair and
Service)
Work completed

Substore CENTRAL
B WORKSHOP
Maintenance workload
from production area B
AREA GANG B - Overhauls
(Repair and - Spare parts
Service) - Reconditioning
Work completed - Area work overload
support
- Cobtracting outside
expertise

Substore
C
Maintenance workload
from production area C
AREA GANG C
(Repair and Completed work
Service)
Work completed
January 8, 2025 maintenance 30
c) Trade force size:
If the workload is deterministic, it is not difficult to determine the
best size of the trade force. However, in most manufacturing
situations the work load usually contains large probabilistic
components which render setting of trade force size a difficult task.

The basic aim should be to achieve a trade force size and structure
which minimizes the total cost of labour and waiting time.

In most cases clear understanding of the maintenance situation

coupled with efficient costing will enable a sound resource structure
to be developed and subsequently adjusted as necessary.

January 8, 2025 maintenance 31

 Administrative Structure:
Two important facts
1) There is no ideal administrative structure for maintenance,
in general.
2) The administrative structure should be designed in
conjunction with and to suit the resource structure.

 In general maintenance administrative structure is based on

division of the work into specialization including centralized
planning functions.

An example of an administrative structure is shown in the figure

below.
January 8, 2025 maintenance 32
Con’d

Maintenance
Manager

Building Maintenance Mechanical Maintenance Electrical Maintenance

Head Head Head

Building Area 1 Area 2 Area 3 Workshop Electrical

Foreman Foreman Foreman Foreman Foreman Foreman

January 8, 2025 maintenance 33

Cont’d
Technical Division
(Maintenance Department)

Mechanical Electrical Radio Civil Work

Section Section Electronics Section
Section

Drainage Building &

Inventory Experts Workshop System road Repair
(Engineers) Control

Foreman Machinist Welder Mechanic

Technicians

January 8, 2025 maintenance 34

 Area foremen are responsible for maintenance workload within the
specified area and are accountable to the mechanical engineer.

 Maintenance engineers, i.e. mechanical, electrical and building, are

responsible for

overseeing and supervising all maintenance workload

undertakings directly under them;
overall maintenance works and are accountable to the
maintenance manager.

January 8, 2025 maintenance 35

Main function of the maintenance manager and
engineers may include:
1. Set maintenance objectives and determine maintenance
policy.
2. Assist with technical advice and decision making.
3. Assist with medium term work planning and scheduling.
4. Look after day-to day personnel problems.

January 8, 2025 maintenance 36

 Work Planning and Scheduling
The objective of work planning and scheduling is to get the right resources to the
right place, to do the right job in the right way and at the right time in order to
carry out the maintenance function at minimum overall cost.

a) Work planning
Some basic rules to be observed in designing a maintenance work
planning
1. The work planner must have the authority to make the
necessary decisions (allocation of priorities) which affect the
work load and the resources.
2. The work planner must have the right information at the right
time about both the work load and the resources. It is essential
to have different levels of work planning.
3. The areas of responsibility and lines of communication between
the planning levels must be clearly defined.
January 8, 2025 maintenance 37
 In setting a workable maintenance plan, the
maintenance workload should be categorized based on
the nature of the workload as
 random, and

 deterministic

a) Random or probabilistic workload:

 This category consists of the emergency and corrective
maintenance workload which is random in nature.
 This workload fluctuates with time.
 The repair situation can be represented by queuing mode.

January 8, 2025 maintenance 38

The function of a maintenance department as regards
the probabilistic workload is to:
 locate the malfunction;
 diagnose the fault;
 prescribe the action to correct the malfunction;
 decide on the work priority;
 plan the resources necessary to undertake the work;
 schedule the work;
 issue job instructions;
 check that the work is satisfactory.

Such a work can only be scheduled, with any degree of

certainty, a short time ahead

January 8, 2025 maintenance 39

b) Deterministic workload:
This consists of the preventive maintenance work and the
necessary plant modifications.

It can be planned in detail and scheduled some time ahead.

The functions of a maintenance department as regards the

deterministic workload is to:
 schedule all preventive maintenance and fixed-time maintenance;

 perform all performance monitoring and set schedules based on the condition of the plant;

 determine all reconditioning activities;

 recommend appropriate long tem solution to recurring problems to enhance plant maintenance
and maintainability.

January 8, 2025 maintenance 40

Equipment record

Proper work planning is facilitated by appropriate

equipment records. Two important equipment records
are:
I. Equipment record card which contains useful data regarding the
acquisition and installation of the equipment, and

II. Equipment history record card in which all faults, corrections,

replacements, repairs, etc. are recorded during its operation
time.

January 8, 2025 maintenance 41

Equipment Code Equipment Card no.

Equipment Location Date Entered

Equipment Serial no.

Equipment Details

Type

Equipment Accessories Purchase Order no

Dimensions
Weight
Date of Purchase
Input: Voltage, current,...
Manufacturer Agent Price

Installation Cost
Equipment/
Machine
Services Needed Cost of Services
record
Card
Spares Requiremnets
Originally Supplied Subsequent Acquisitions Costs

Lubrication Equipment History Card no.

Lub type Location Lub Method Frequency

Design, Operation and Maintenance Specifications Installation Manual

Operation Manual
January 8, 2025 maintenance Maintenance Manual 42
 Equipment Code Equipment History Card no.

Equipment Location Date Opened

Equipment Record Card no.

Work Details Performed Parts Man-hour Downtime Name of Recorded

Serial
on Equipment Replaced Required Personnel by
no.
Signature

Work Details
Performed
on Equipment

Equipment/Machine history record card

January 8, 2025 maintenance 43

Maintenance Scheduling
Maintenance scheduling is a sequential arrangement of
maintenance jobs showing priorities.
A maintenance schedule shows
the maintenance work to be done,
frequency of the work,
by whom the work has to be done, and
estimated time required to complete the work.
The queuing of workload to be accomplished depends on
priority set, and
availability of spares, skilled labour and equipment.

January 8, 2025 maintenance 44

The maintenance schedule has to be prepared in
collaboration with production department.

In setting up a maintenance schedule, guidelines must

be provided by the manufacturer.

An example of a maintenance schedule is shown below.

January 8, 2025 maintenance 45

Equipment Code Equipment Date
Equipment Location

Trade Frequency Detail of Maintenance Work Estimated Time

Maintenance scheduling card

January 8, 2025 maintenance 46

 Equipment Description Specification no.
Equipment Code
Job Description Special Requirements Safety Needs

Maintenance Work Details Estimated Time Materials/ Trade

Spares Required

Services Needed
Tradesman Name Total Time Materials/ Labour Material Total
Taken Spares Cost Cost Cost

January 8, 2025 maintenance 47

Maintenance work description card
 Maintenance Job Order

 A maintenance job order is a detailed and complete work

order by means of which a technician, a mechanic, an electrician
or any other skilled person is given the authority to attend to a
specific maintenance workload.

 In addition to the workload, the job order card lists the

equipment, spares, estimated time, skill required, etc.

 A typical job order card is shown in the figure below.

January 8, 2025 maintenance 48

 Job Order no.
Equipment Code
Type of Job Name of Equipment Location Date
CM______
PM______
OH______
Priority

Details of Defect / Planned Work Breakdown Impact

a) Shutdown _________
b) Standby Reduction _________
c) Reduced Efficiency _________

Originator/ Signature Department Date Time

Planner

Description of Workload Manpower Required

Estimated Duration
Start of Maintenance
Date Time
Completion of Maintenance
Date Time
Ready for Operation
Date Time
Actual Duration

January 8, 2025 maintenance 49

Maintenance job order card
 Job Order no.
Equipment Code
Type of Job Name of Equipment Location Date
CM______
PM______
OH______
Priority

Details of Defect / Planned Work Breakdown Impact

a) Shutdown _________
b) Standby Reduction _________
c) Reduced Efficiency _________

Originator/ Signature Department Date Time

Planner

Description of Workload Manpower Required

Estimated Duration
Start of Maintenance
Date Time Maintenance job order card
Completion of Maintenance
Date Time
Ready for Operation
Date Time

Actual Duration

Spares/Materials Required/Used Special Tools Required/Used

Special Services Required/Used Job Assignment

Name

Remarks by Area Maintenance Engineer Signature

Date Time

CM - Corrective Maintenance, PM - Preventive Maintenance, OH - Overhaul

maintenance 50
January 8, 2025
 Defects analysis record card

Upon completion of a maintenance task, defects

analysis should be done in order to assist further
diagnostics on an equipment.

Information on
nature of the defect

causes

action taken are filled on defects analysis card.

January 8, 2025 maintenance 51

 Equipment Description Location Card no.
Equipment Code

Component Defect Cause Action Maintenance Total Maintenance

Date
Noticed Identified Taken Time Downtime Manager
Signature

Defects analysis record card

January 8, 2025 maintenance 52

 Thank you
For
Your attention

January 8, 2025 maintenance 53