MAINTENANCE ACTIVITY PROCESS AND

MANAGEMENT

OGS-ZTP-GT-TRM-0010
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Maintenance Activity Management
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Program Elements
INTRODUCTION
- Equipment Life Cycle
- Maintenance objectives and Types
MAINTENANCE SCOPE MANAGEMENT
- Maintenance Systems
- Run to Failure maintenance
- Preventive Maintenance (PM)
- Corrective Maintenance (CM)
- Improvement Maintenance (IM)
- Predictive Maintenance (PDM)

SCOPE TIME MANAGEMENT

- Planning Definition / Comprises
- Planning Procedures
- Basic Levels of Planning Process
- Scheduling Definition
- Scheduling Levels
- Elements of Sound Schedule
- Scheduling Techniques
- Maintenance Best Practices Strategies

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Program Elements - Continued

MATERIAL & PROCUREMENT MANAGEMENT

- Objectives
- Primary Function of Material Department
- Procurement Process Overview
- Basis for Material Planning
- Comprehensive Material List
- Spares for Rotating Equipment
- Interchangeability
- Consumables
- Materials Coordinator’s Role

RESOURSES MANAGEMENT & LEVELING

- Estimate Activity Resources
- Estimate Activity Duration
- Maintenance Human Resources Management
- Plan Human Resources
- Acquire Maintenance Team
- Develop Maintenance Team

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SCOPE QUALITY MANAGEMENT

- What is Quality
- Quality Expectation and reality
- Cost Associated With Quality Management
- Internal / External Failure Cost
- Role of Inspection
- Inspection - Information Needs
- Inspection - Capabilities Needed
- Inspection Methods
- Control Area

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INTRODUCTION

Why Maintenance
Management?

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Equipment Life Cycle

Apply Proper PM
Failure Rate

Infant Mortality Useful Life Wear out

Decreasing Failure Increasing Failure

Rate Time Rate

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Component Failure Rate
Maintenance Objectives and Types
Equipment Life Cycle (Failure Patterns)
Maintenance Objectives and Types

Maintenance Definition:
Maintenance is a set of organized activities that are carried out
in order to keep an item in its best operational condition with
minimum cost acquired.

Maintenance Activities:
Activities of maintenance function could be either repair or
replacement activities, which are necessary for an item to reach
its acceptable productivity condition and these activities, should
be carried out with a minimum possible cost.

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 Maintenance Objectives:

Maintenance objectives should be consistent with subordinate

to production goals according with company requirements.
• Maximizing production or increasing facilities availability at the
lowest cost and at the highest quality and safety standard.
• Reducing breakdown and emergency shutdowns.
• Optimizing resources utilization.
• Reducing downtime.
• Improving spare stock control.
• Improving equipment efficiency and reducing scrap rate.
• Minimizing energy usage.
• Optimizing the useful life of equipment.
• Providing reliable cost and budgetary control.
• Identifying and implementing cost reductions.

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Maintenance Objectives:

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Maintenance Scope Management
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MAINTENANCE SCOPE MANAGEMENT
Maintenance Systems
Maintenance Corrective Maintenance
Systems for Plants System
& Equipments
Current Functional
Maintenance System

Classical Maintenance Preventive Maintenance

Systems System

Predictive Maintenance
System

Modern Maintenance
Systems

Predictive Systems Projective Systems 13

Corrective Maintenance : The unscheduled maintenance or repair to return
items/equipment to a defined state and carried out because maintenance
persons or users perceived small deficiencies or small failures.

Current Functional Maintenance: Maintenance system applied in all life

time of machinery and equipments based on cleaning, lubrication and
monitoring operations.

Preventive Maintenance: All actions carried out on a planned, periodic and

specific schedule to keep an item/equipment is stated working condition
through the process of checking and reconditioning. These actions are
precautionary steps undertaken to forestall or lower the probability of
failures or unacceptable level of degradation in later service, rather than
correcting them after they occur.

Predictive maintenance: The use of modern measurement of signal

processing methods to accurately diagnose item/equipment condition
during operation.

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Types of Maintenance Strategies

• Run to Failure Maintenance (RTF)

• Preventive Maintenance (PM)
• Corrective Maintenance (CM)
• Improvement Maintenance (IM)
• Predictive Maintenance (PDM)

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 Run to Failure Maintenance (RTF)

• The repair or replacement action performed on the machine after the occurrence of the
failure in order to bring this machine to at least its minimum acceptable condition.
• Its oldest type of maintenance
• It is subdivided into two types
Emergency Maintenance: It is carried out as fast as possible to fix the failed machine
Breakdown Maintenance: It is performed after the occurrence of an advanced
considered failure.

• Disadvantage:
- Very expensive activities in terms of direct and indirect cost.
- The occurrence on the failure in a component can cause failure in other
component
- Its activities are very difficult to plan or scheduled in advance
• Useful:
- If the failure of component is unpredictable
- If the cost of performing repair is less than performing other activities of
other type of maintenance
- If the equipment failure priority is too low in order to include the activities of
preventing it within the planned maintenance budget.

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Preventive Maintenance (PM)

It is a set of activities that are performed on plant equipment and

systems before the occurrence of a failure in order to protect them and to
prevent or eliminate any degradation in their operating conditions.

• Advantages:
- To satisfy most of maintenance activities.
- It is good for those machines and facilities which their failure would
cause
serious production loss.
- Minimize breakdown and repair of machines and facilities
- Reducing repair and replacement cost of machines and facilities.
• Factors That Affect The Efficiency of PM:
- Needs for an adequate number of staff in the maintenance department.
- Qualifications and skills of required staff, which can be gained through
training.
- Support and commitment from executive management to the PM
program.
- Proper planning and scheduling of PM program.
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Preventive Maintenance (PM) – continued

Researches subdivided PM into different kinds according to the nature

of its activities:

• Routine Maintenance Which includes those maintenance activities that are

repetitive and periodic in nature such as lubrication, cleaning and small
adjustment
• Running Maintenance Which includes those maintenance activities that are
carried out while the machine or equipment is running and they present
those activities that are performed before the actual PM activities take
place.
• Opportunity Maintenance Which is a set of maintenance activities that are
performed on a machine or facility when unplanned opportunity exists
during the period of performing PM activities to other machine or facility.
• Window Maintenance Which is a set of activities that are carried out when
a machine or equipment is not required for a definite period of time.
• Shutdown PM Which is a set of PM activities that are carried out when the
production line is in total stoppage situation.

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Corrective Maintenance (CM)

In this type, actions for repair and replacement will be carried out after
occurrence of the failure in order to eliminate the source of this failure or
reduce the frequency of its occurrence.

Types of Corrective Maintenance (CM)

• Remedial Maintenance: Which is a set of activities that are performed to

eliminate the source of failure without interrupting the continuity of the
production process.
• Deferred Maintenance: which is a set of corrective maintenance
activities that are not immediately initiated after the occurrence of a
failure but are delayed in such a way that will not affect the production
process.
• Shutdown Maintenance: Which is a set of corrective maintenance
activities that are performed when the production line is in total stoppage
situation.

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Improvement Maintenance (IM)

• It aims at reducing or eliminating entirely the need of maintenance.

• This can be subdivided into three types as follows:

- Design-out Maintenance: Which is a set of activities that are used to
eliminate the cause of maintenance, simplify maintenance tasks, or raise
machine performance from the maintenance point of view by redesigning
those machines and facilities which are vulnerable to frequent occurrence
of failure and their long term repair or replacement cost is very expensive.

- Engineering Services: which include construction and construction

modification, removal and installation, and rearrangement of facilities.

- Shutdown Improvement Maintenance: Which is a set of

improvement maintenance activities that are performed while the
production line is in a complete stoppage situation.

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Predictive Maintenance (PDM)

• It is a set of activities that detect changes in the physical

conditions of equipment (signs of failure) in order to carry out the
appropriate maintenance for maximizing the service life of
equipment without increasing the risk of failure.

• It is classified into two kinds according to methods of detecting

the signs of failure:
- Condition-based Predictive Maintenance: Depends on
continuous or periodic condition monitoring equipment to detect
the signs of failure.

- Statistical-based predictive maintenance: Depends on

statistical data from the meticulous recording of the stoppages of
the in-plant items and components in order to develop models for
predicting failure.
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 Types of Maintenance

Maintenance

Planned Un-planned
Maintenance Maintenance

Emergency Breakdown

Predictive Preventive Improvement Corrective

Maintenance Maintenance Maintenance Maintenance

Conditioned Statistical- Engineering

Design-out Deferred Remedial
-based based Services

Shutdown Shutdown Shutdown

Window Running Routine Opportunity
Preventive Improvement 22 Corrective
Scope Time Management
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SCOPE TIME MANAGEMENT

Maintenance Planning & Scheduling

• Planning
Is the process by which the elements required to perform a task
are determined in advance of the job start.

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Scope Time Management….. Continued

Effective Planning and Scheduling Contribute Significantly to

the following:

• Reduce maintenance cost.

• Improve utilization of the maintenance workforce by reducing
delays and interruptions.
• Improved quality of maintenance work by adopting the best
methods and procedures and assigning the most qualified workers
for the job.
• Minimizing idle time of maintenance workers.
• Maximizing the efficient use of work time, material and
equipment.
• Maintaining the operating equipment at a responsive level to the
need of production in terms of delivery schedule and quality.

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Scope Time Management….. Continued

Planning Comprises all the Functions Related to the Preparation of:

• Work Order
• Bill of Material
• Purchase Requisition PR
• Necessary Drawings
• Labor Planning Sheet Including Standard Items
• All Data required to scheduling and Releasing the Work order

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Scope Time Management….. Continued

Planning Procedures

• Determine the job required (Scope)

• Develop work plan. This required details of sequence of activities
in the job and establishing the best methods and procedures to
accomplish the job.
• Establish crew size of the job (Manpower)
• Plan and order parts and materials required.
• Check if special tools and equipment are needed and obtain them.
• Assign workers with appropriate skills.
• Review safety Procedures
• Set priorities for all maintenance work.
• Assign cost account.
• Complete the work order.
• Review the backlog and develop plans for controlling it.
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Planning …….. Continued

Basic Levels of Planning Process

• Long Range Planning: It covers a period of 3 – 5 years and set

plans for future activities and long range improvement.

• Medium Range Planning: It covers a period of 1 month to 1 year.

• Short Range Planning: It covers a period of 1 day to 1 week. It

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

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• Scheduling

Is the process by which jobs are matched with resources and

sequenced to be executed at a certain points in time.

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Scope Time Management….. Continued

• Scheduling deals with 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.

• Successful planning needs a feedback from scheduling.

• Reliable Schedule Must Take Into consideration:

- A job priority ranking reflecting the criticality of the job.
- The availability of all materials needs for the work order in the
plant.
- The production master schedule.
- realistic estimates and what is likely to happen.
- Flexibility in the schedule.

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Scope Time Management….. Continued
Maintenance Schedule Can be prepared at Three Levels

• Long -Range (Master) schedule

- It covers a period of 3 months to 1 year.
- Based on existing maintenance work orders (backlog or PM)
- Balancing long-term demand for maintenance work with available
resources.
- Spare parts and materials could be identified and ordered in
advance.

• Monthly Schedule
- It covers a period of 1 month.
- Generated from the master schedule.
- The work orders scheduled in this month are sequenced based on
priority.

• Daily schedule
- covering 1 day.
- generated from weekly schedule.
- Prepared the day before.
- Priorities are used to schedule the jobs. 31
Scope Time Management….. Continued

Elements of Sound Scheduling

Follow of planning process (methods, crafts needed, spare parts

needed and priority)

• Time standard
• Information about craft availability for each shift
• Stocks of spare parts and information on re-stocking.
• Information about availability of special tools
• Information about plant production schedule and releasing date of
equipment.
• Well-define priorities of maintenance work
• Information about jobs already scheduled that are behind the
schedule (backlog)

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Scope Time Management….. Continued
Scheduling Techniques

• The objective of the scheduling techniques is to construct a time

chart showing:
- The start and finish for each job.
- The interdependencies among jobs.
- The critical jobs that require special attention and effective
monitoring.

• Such techniques are:

- Gantt Chart
- CPM
- PERT

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Material & Procurement Management
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 OBJECTIVE

• To ensure that various materials such as spares, consumables,

hardware etc. and equipment such as cranes, welding, hydro
jetting machines etc. required for turnaround jobs are readily
available and no time is lost on this account.

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MATERIALS MANAGEMENT

Primary Function Of Materials Department

• Obtaining the Right article

• At the Right time
• In the Right quantity
• At the Right price
• From the Right source

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MATERIALS MANAGEMENT

of
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BASIS FOR MATERIAL PLANNING

• Inspection recommendation for previous TAM

– Replacements
– Repairs
– Routine overhauling
• Work list for proposed TAM (Turnaround Management)
• Spares for rotating equipment
• Consumables such as gaskets, studs, bolts, nuts etc.
• Data on availability of material in local market and their delivery
periods
• Data on materials required to be imported and their delivery periods
• Long delivery items such as exchanger parts, cyclones and alloy steel
material.
• Material consumption in previous turnaround of unit

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COMPREHENSIVE MATERIAL LIST

• It is prepared based on the consolidated work list

– Inspection recommendations
– Maintenance jobs
– Electrical and instrument jobs
– Operations requirements
– Modifications for yield improvement, loss reduction
– Major project jobs such as debottlenecking of plants

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SPARES FOR ROTATING EQUIPMENT

• Equipment specific
• Needs procurement from manufacturer
• Very small consumption during normal running of plant so can not
be stocked
• Shortage could delay the overhauling of equipment
• Equipment belong to vital category such as RGC, MAB, WGC etc.
• Check the spares consumption in earlier overhaul
• Take advice from vendor for Interchangeability of parts

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INTERCHANGEABILITY

of
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CONSUMABLES

• Take reference of consumption in last turnaround

• Assess the requirement for the jobs listed in work list
• Check available quantity in warehouse and probable consumption
till turnaround
• Initiate timely procurement action for required quantity.
• Reserve such items in ware house for turnaround

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MATERIALS COORDINATOR’S ROLE

• Proper communication between maintenance & materials

• Understanding the urgency of requirement
• Understanding the priority for turnaround procurement
• Attending the turnaround review meetings
• Coordination with various sections of maintenance and all
procurement units
• Single point responsibility

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Resources Management & Leveling

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Estimate Activity Resources

Estimating activity resources involves determining what resources

(persons, equipment, or materiel) and what quantities of each
resource will be used, and when each resource will be available to
perform project activities

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Estimate Activity Durations

The estimate activity durations is basically trying to answer the

question “How long will it take?” The process utilizes information
from:

Activity scope of work

Required resource types
Estimated resource quantities
Resource calendars
Project team members

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Maintenance Human Resources Management Processes

- The maintenance management team is a subset of the team and is

responsible for the project management and leadership activities such as
initiating, planning, executing, monitoring and controlling, and closing
the various project phases. This group can also be known or referred to
as the core, executive, or leadership team.

- For smaller projects, the project management responsibilities can be

shared by the entire team or administered solely by the project manager

- Project sponsor works with the project management team, typically

assisting with matters such as funding, clarifying scope, monitoring
progress, and influencing others in order to benefit the project

- There are four discrete process:

- Plan Human Resources
- Acquire Project Team
- Develop Project team
- Manage Project Team
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- Influencing the project team -Being aware of, and influencing when
possible, those human resource factors that may impact the project.
This includes:

- Team environment
- Geographical locations of team members
- Communications among stakeholders
- Internal and external politics
- Cultural issues
- Organizational uniqueness
- Other people factors that may alter the project performance

- Professional and ethical behavior –the project management team

should be aware of, subscribe to, and ensure that all team members
follow ethical behavior

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Plan Human Resources

- Planning human resource process identifies roles, responsibilities,

and reporting relationships for the project as well as creating the
staffing management plan

- Describes when and how team members will be added to and

released from the project

- Describes how you will develop team members

- Recognition and Reward Systems:

- This is how you get improved performance from people who do
not report to you directly
- Done for each team member as an individual
- Deals with both the professional and personal level
- Needs to be planed in advance and performed systematically

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Acquire Maintenance Team

- Acquire project team is the process of confirming human resources

availability and obtaining the team necessary to complete project
assignments

- The project management team may or may not have direct control
over team member selection because of collective bargaining
agreements, use of subcontractor personnel, matrix project
environment, internal or external reporting relationships, or other
various reasons

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The following factors need to be considered during acquiring the project
team:

- Project Manager or project management team should effectively

negotiate and influence others who are in a position to provide the
required human resources for the project

- Failure to acquire the necessary human resources for the project may
affect project schedules, budgets, customer satisfaction, quality, and
risks. It could decrease the probability of success and ultimately
result in project cancellation

- If the human resources are not available due to constraints,

economic factors, or previous assignments to other projects, the
Project Manager or project management team may be required to
assign alternative resources, perhaps with lower competencies,
provided there is no violation of legal, regulatory, mandatory, or
other specific criteria
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 Develop Maintenance Team

- Develop project team is the process of improving the competencies,

team interaction, and the overall team environment to enhance
project performance

- Project Managers should acquire skills to identify, build, maintain,

motivate, lead, and inspire project teams to achieve high level
performance and to meet the project’s objectives

- Teamwork is a critical factor for project success, and developing

effective project teams is one of primary responsibilities of the
project manage

- Project Managers should continually motivate their team by providing

challenges and opportunities, by providing timely feedback and
support as needed, and by recognizing and rewarding good
performance
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Scope Quality Management
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 QUALITY

Bad Actions Produce Bad Results

QUALITY

What Is Quality?

• “The degree of excellence of a thing”

• “Ability of the product to consistently meet or exceed customer

expectations.”

• “Concept which is related with creation & measurement of Quality”

• “Fitness for use”

Quality is not a fashion, it is a passion

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QUALITY

• Quality management is essential

• Quality services evolve from quality work environment

• You must know the cost of poor quality

QUALITY

satisfaction

If you get what you expected

expectation
reality

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QUALITY

If you get less than you

expected

expectation reality

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QUALITY

If you get more than you

expected...

expectation reality

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QUALITY

Statistics Show That

When A Customer Is Satisfied
With A Product
He Might Tell 8 Other People,
But
A Dissatisfied Customer Will Tell 22 People

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Thank You
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