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Seamless Flow of Work Scenarios

Overview
Introduction This document contains scenarios that show how the Operate Plant Work Process
(OPWP) and the Global Maintenance Work Process (GMWP) can be used to resolve
problems efficiently.

Purpose The global processes do not and cannot show the full detail of how various
opportunities and exceptions are to be handled. These scenarios show how the
people in the functions can use the work processes to effectively and efficiently get
tasks done.

The scenarios depict many situations, from routine to non-routine. They show how
the work processes accommodate these situations. The scenarios should not be
viewed as the "standard" or even the "best" way to get things done. They are meant
to help a joint team of Operations and Maintenance people evaluate the work flow in
their plant and find ways to do things better while using and gaining the value of the
global processes.

Global work processes such as the GMWP and Operate Plant Work Process have
made considerable changes to how we do our work. These changes have caused at
times great difficulty and stress in the workplace. Every maintenance and operations
employee is being affected and some of the changes don’t feel as comfortable as our
past practices. Yet, the records show these difficult changes have been well worth it.
In 1991, the global maintenance spending exceeded a billion dollars. Today,
substantially more assets are being maintained for about six hundred million dollars,
and the reliability performance is comparable. These savings have become an
important competitive advantage for the company as a whole.

Now the challenge is to improve on how well the global processes are implemented.
Some plants and functions are doing substantially better than others are. If all plants
can achieve maintenance spending and reliability performance within 10% of the best
comparable plants in their business or technology, the competitive position will be
substantially improved.

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Roles, Jobs, and The global processes describe roles, not jobs. A plant or site can assign one person to
People fill more than one role in doing their job through an appropriate role assignment
process. Some roles work very well if one person fills them both.

A very important clarification is that the Gatekeeping role in GMWP is wholly

contained in the Activity Coordination role in Operate Plant. The global
recommendation is that the Activity Coordinating and the Gatekeeping
responsibilities should be assigned to the same person. It then becomes easier to
effectively coordinate the maintenance activities with all other work in the plant. In
the scenarios, when the person filling the Activity Coordination role is performing
Gatekeeping activities, he/she will be referred to as the Gatekeeper in the text, and as
Activity Coordination (Gatekeeping) in the role column.

In general, for improved readability words like "Gatekeeper" are used to describe the
person filling the Gatekeeping role, "Scheduler" describes the person filling the
Scheduling role, and so on.
Continued on next page

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Overview, Continued
In this document Following is a list of Scenarios in this document:

SEAMLESS FLOW OF WORK SCENARIOS................................................................................................................1

OVERVIEW.........................................................................................................................................................................1

SCENARIO A - INITIATE WORK REQUEST...............................................................................................................4

SCENARIO B - TECHNICAL HELP FROM MAINTENANCE...................................................................................8

SCENARIO C - RESOLVE MYSELF.............................................................................................................................11

SCENARIO D - TROUBLESHOOTING........................................................................................................................13

SCENARIO E - MAINTENANCE HELP FOR 'E' JOB...............................................................................................16

SCENARIO F - PERMITTING........................................................................................................................................19

SCENARIO G - TAKING ADVANTAGE OF A SCHEDULE BREAK.....................................................................21

SCENARIO H - OPERATIONS COMPLETE PPM WORK.......................................................................................23

SCENARIO I - OPERATIONS & MAINTENANCE INVOLVEMENT IN

RCI'S YIELDS BETTER RESULTS...............................................................................................................................25

SCENARIO J - GATEKEEPER MANAGES BACKLOGS & PRIORITIZES WORK............................................27

SCENARIO K - MASTER TASK LIST / OPEN PLAN PROFESSIONAL................................................................30

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Scenario A - Initiate Work Request

Scenario An individual identifies a specific problem with a piece of equipment leading to a value
added work request and subsequent job completion.

Sub-processes, Activities Comments

Roles & Tools
Logbook An individual in the plant identifies noise and vibration  Observations
coming from a 20 H.P. Exhaust fan. should be recorded in
Logbook

Resolve Myself The individual decides that the present operating condition  Understanding
(RM) is not a plant crisis. Based on experience, the noise and Crisis Criteria
vibration coming from the equipment definitely calls for
further investigation.

Individual makes decision to investigate problem at this  Individual has

point and utilizes troubleshooting work process along with trouble shooting skills
his/her own skills and knowledge. and applies GMWP
Trouble Shooting
Activity Process

Logbook Based on the applied trouble shooting techniques, the  Record further
individual determines that shaft radial movement appears to observations and
be abnormal and could be the source of noise and vibration. details at next
convenience

Value Individual determines that the present running condition  The individual
Assessment could change and cause additional damage to the equipment has weighed the pros
along with an unscheduled process interruption. and cons of leaving the
fan alone for someone
Based on this assumption, the individual makes a value else to look at later.
assessment. The decision is to pursue this problem, and try The potential losses
to get the fan back to its normal running state. convince him/her to
pursue it now.

Logbook An additional question is posed whether any improvement  Record decision

to the fan and its system could be accomplished while to proceed with repairs
addressing the present problem. Based on the information at and that it will be on a
hand, improvement is not an option at this point. like-for-like basis.
Continued on next page

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Scenario A - Initiate Work Request, Continued

Sub-processes, Activities Comments

Roles & Tools
Resolve Myself A root cause to the problem is unknown to the individual.  Teammates and
(RM) This prompts dialogue with teammates and expert partners. expert partner
interaction
 RCI Triggers are
applied. The failure of
this equipment will
lead to a full RCI once
more information is
known.

Logbook The teammates and expert partner advise the individual that  Record further
the present condition could be tolerated for the next couple observations, details,
of days or so, but waiting any longer to resolve the problem and decisions
would be detrimental. according to Advanced
Troubleshooting
Again this larger group poses questions whether
improvement to the fan and its associated components could
be accomplished by addressing the present problem. Based
on the information at hand, and input from expert partners,
improvement is not an option.

The team decides that given the availability of resources and

time that they are not the most appropriate group to resolve
the problem. A decision is made to schedule the task.

Work Based on the value assessment carried out in order to pursue  Individual
Originator the initial problem the individual generates a value added assumes the role of
work request in GEMTS to inspect the fan. Work Originator and
has screened task
against plant value
assessment criteria
GEMTS and Maintenance partners are needed to complete the inspection  Request
Logbook and subsequent work as per the nature of the repair. generated
electronically from
Logbook or directly in
GEMTS
Activity The Gatekeeper, who determines that maintenance will be
Coordination responsible for the inspection and repair, reviews the work
(Gatekeeping) request. The work request is approved as a work order with
all the needed information for maintenance to do an
effective repair.
Continued on next page

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Scenario A - Initiate Work Request, Continued

Sub-processes, Activities Comments
Roles & Tools
Activity Operations will plan and schedule the equipment preparation
Coordination for maintenance and equipment commissioning. The
Activity Coordinator adds the necessary tasks to the Master
Task List.

Planning The Gatekeeper sends the work order to the Planning  An archived
backlog. The Field Planner has an archived plan available plan expedites
for a full overhaul. He uses a sub work order to progress. The GEMTS
communicate the material requirements to the Material system is an efficient
Coordinator. Once parts and procedures are assembled the communication tool.
work order is moved to the active backlog, ready for
scheduling.  Check for
additional tasks in
back log

Material Once parts and procedures are assembled the Field Planner  The Material
Coordination & moves the work order to the active backlog, ready for Coordinator orders
Marshalling scheduling. parts from the
warehouse system
based on the plan. The
Marshaller is able to
quickly assemble the
parts.

Scheduling The Gatekeeper and Scheduler discuss the job at their daily
meeting. They arrive at a common schedule that meshes the
operational activities with the maintenance repair. They are
able to fit it into the next day’s schedule.

Activity A review of other tasks that can be accomplished while this  Activity
Coordination fan is in a shutdown condition, (either operational and/or Coordinator consults
maintenance related) is carried out. with operations team
members and
Activity Other tasks that can be inserted are planned and scheduled maintenance
Coordination accordingly. It turns out that a safety valve on the system is specialists
(Gatekeeping) due for testing. This is a P4 job that requires the area be
shut down, so it is an excellent opportunity to do it.  Review Master
Task List (MTL) and
maintenance backlog
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Scenario A - Initiate Work Request, Continued

Sub-processes, Activities Comments

Roles & Tools
Shutdown The operational tasks of preparation and commissioning are  Retrieval of
planned within operations with the application of standard Shutdown Plans
operating procedures, EH&S procedures, operating  Plants that are
discipline, permits etc. taking full advantage
The Activity Coordinator ensures operational tasks are on of the tools have the
the Master Task List with procedural attachments as operations tasks
required. integrated into the
archived maintenance
plans. OPP
automatically transfers
these tasks to MTL.
Master Task The tasks are approved on MTL, value assessment
List (MTL) complete, resources assigned and compiled and task timing
finalized.

Operating the Operations execute the preparatory tasks associated with the  Operating
Plant (OTP) fan. Discipline is followed
 Check for
adequacy of
procedures while
filling the OTP
(Operate the Plant)
role and completing
the tasks.
Shutdown Plans The equipment is shut down, using the operational  Operating Discipline
Operating Discipline. is followed

Preparation for maintenance of the equipment using

Operating Discipline occurs, including all needed permits
and documentation.

Maintenance related activities occur as per the plan and pre-

job hazard analysis. This leads to a quality repair.

The job is successfully completed and the work area is

cleaned up. The equipment is monitored during Start Up
until proper running state is achieved.

The history records are captured, including an improvement

to the archived plan, and the work order is closed.

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Scenario B - Technical Help From Maintenance

Scenario An Operator identifies a specific problem with a piece of equipment and requires expert
assistance.

Sub-processes, Activities Comments

Roles & Tools
Logbook An Operator identifies very high noise/vibration coming  Record
from the pallet conveyor system. observations

Resolve Myself The Operator determines that the cause of noise/vibration is  Trouble shooting
(RM) likely a loose or worn drive chain, based on experience/ process applied
qualifications

He/she decides to investigate problem further.  Immediate

action is required
The Operator informs teammates of the situation, ensuring  Teammates
that pursuing this particular task is warranted at this time. involved at this point

This includes dialogue with the On-Shift Activity  Review logbook,

Coordinator. A decision is made to pursue the problem Master Task List &
further. Apart from this problem, the plant is stable and the ensure highest value
individual has the skills and the time to complete the work. activities are
addressed.
Operating the A decision is made that the equipment must be shut down to
Plant (OTP) resolve the problem.

Critical step for The Operator determines if there are any other tasks that can  In conjunction
Value be accomplished while this equipment is in a shutdown with Activity
condition. (Either operational and/or maintenance related). Coordinator and
The maintenance backlog and PPM schedules are checked. Scheduler look for
opportunities to do
outstanding tasks,
repairs and servicing.
Review MTL,
GEMTS.
Operating the The Operator follows operating discipline (OD) and shuts  Operating
Plant (OTP) down the machine drive, completing equipment lockout and Discipline
tag. A pre-job safety task analysis is also completed. Check procedures for
adequacy
 Shutdown plan
retrieval
Resolve Myself The Operator removes the chain drive guard, inspects the  Follows Resolve
(RM) drive and determines drive chains need replacing and Myself
realigning.  Uses
maintenance work
process and has access
to procedures
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Continued on next page

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Scenario B - Technical Help From Maintenance, Continued

Sub-processes, Activities Comments
Roles & Tools
Resolve Myself The Operator accesses maintenance procedures in the  Procedure and
(RM) Document Management System to replace drive chains and archived plan include
complete drive alignment. all required parts
information
The Operator is unable to locate drive chains and contacts  Knowledge
the Material Coordinator to obtain them. obtained from Material
Coordinator or
Maintenance Work
Coordinator
A Marshaller delivers the drive chains to the plant.  Has access to
parts system
The Operator carries out the chain replacement, but  Utilizes
encounters difficulty completing drive alignment within maintenance
specification based on the maintenance procedure. procedures

Activity The Operations team resolve that maintenance expertise is  Repair task
Coordination needed. The Gatekeeper takes a minute to send an E work changes priority
(Gatekeeping) order to the Scheduler. Time is of the essence, so the  Regardless of
Gatekeeper follows up with a page to the Work Coordinator who is contacted first
to initiate rapid response to the request for maintenance the Work Coordinator
resources. and Scheduler
coordinate request into
ongoing workload to
meet need with
minimum impact on
the plant or the area.
A Maintenance Technician meets the Operator within 10  Information
minutes. Together they work out a solution for the problem, transfer: Maintenance
and complete the alignment task. Technician uses
opportunity to help
Operator gain more
insight into the
equipment.
The Operator prepares conveyor system for Start Up.  Operating
Discipline
Follows operating
discipline to prepare
equipment for startup.
Confirms the adequacy
of the operating
discipline at each step.
Continued on next page

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Scenario B - Technical Help From Maintenance, Continued

Sub-processes, Activities Comments

Roles & Tools
Operate Normal Equipment is started; the Operator monitors system during  Monitoring
(ON) start up and sets equipment monitoring in place. The next
shift needs to check for signs of a recurring failure. No one  Requests close
Schedule Activity is certain that the chains were worn out or if there is still an monitoring in MTL
(SA) unknown problem that damaged them prematurely.

Operate Normal Pallet conveyor is running at normal state.  Operating

(ON) Discipline
Check for adequacy
Task is completed.  Check for
adequacy
 Update MTL
Improve The Operator updates operating discipline and maintenance  Data input
Reliability history after the work order is written.

The knowledge and awareness of equipment alignment has  Learning for

been transferred to the Operator. Future
 The plant’s First
Line Maintenance list
should be reviewed
and updated
appropriately.
Logbook The Operator gathers/compiles all relevant details of the  Trigger criteria
Root Cause particular problem in order to make the appropriate decision met to initiate RCI
Investigation regarding RCI. process
(RCI) Follow-up actions are updated, post-repair activities initiated  Operations
Improve such as RCI, improvement, communication and changes to drives the RCI
Reliability operating discipline.  Data input

Schedule Activity Appropriate RCI members are scheduled (both operations  Appropriate
(SA) and maintenance) for RCI with corresponding tasks assigned level of investigation
RCI to the various groups. is done dependent on
trigger criteria.
Schedule Activity Improvements are implemented as a result of the RCI.  Logbook is
(SA) updated with the
Logbook outcome of the RCI
for good
communication.

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Scenario C - Resolve Myself

Scenario How an Operator would "Resolve Myself" in a facility with seamless workflow between
Operate Plant and Maintain Facility.

Sub-processes, Activities Comments

Roles & Tools
Operating the An Operator swings pumps, and notes there is a minor
Plant (OTP) packing leak on the pressure gauge isolation valve.

Resolve Myself There is some time available, so the Operator decides to fix  Minor packing
(RM) the leak and advises his teammates. repairs are established
on the plant’s First
Line Maintenance list,
and the Operator has
been trained to do this
task.
The Operator confirms the brand and style of the valve, and
gets the correct wrench from the Operators’ toolbox.
He/she tightens the packing gland per the training, but no
luck.
The Operator decides to change the packing, and goes back  Revisit the
to the control building to round up what’s needed. decision to proceed. Is
time available?
Obtaining the remaining tools needed, the Operator looks up
the pipe specification to confirm the valve packing details.
Create Value A work order approval is required to get the parts, so the  Document
Added Work Operator opens a work request. This will give the eventual History:
Order work order number once the Gatekeeper arrives and
(CVAWO) approves the request The other advantage in getting a work Work requests can be
order is that the work order text will automatically post to opened in Electronic
history when the work order is closed. Logbook or directly in
GEMTS.
 This is a very
minor repair, and the
value of collecting
history on it is low.
However, if these
valves are a problem, it
will be much easier to
get a change to the
specifications with
good records.
Continued on next page

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Scenario C - Resolve Myself, Continued

Sub-processes, Activities Comments

Roles & Tools
The correct packing is kept in a well-marked storage area.  Operating
The Operator easily matches the description with the Discipline
information on the pipe spec.
The Operator documents the parts withdrawal and takes the
packing.
Resolve Myself Back at the pumps, the Operator puts the original pump back  Operating
(RM) on line and isolates, drains and flushes the system with the Discipline
leak.
He/she uses
established
Operating Discipline
The Operator disassembles the valve and removes the
packing, per the training he/she received. It looks in rough
shape.
An inspection of the packing seat in the valve body shows it  Following training
to be in good condition.
The Operator installs the new packing rings, and
reassembles the valve, confident that it will hold this time.
Logbook The Operator puts the pump back on line and confirms that
the leak is repaired. He/she proceeds back to the control
building to put away tools and make an entry in the logbook.

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Scenario D - Troubleshooting
Scenario How an Operator would apply troubleshooting in a facility with seamless workflow
between Operate Plant and Maintain Facility.

Sub-processes, Activities Comments

Roles & Tools
Operating the The Operator attempts to start a pump, but it will not start.  Operator is the
Plant (OTP) person filling the
Operate The Plant role

Resolve Myself He/she decides to do some troubleshooting, and advises the

(RM) control room.
It’s confirmed that the motor does not turn when the start  Operator applies a
button is pressed. A quick check shows the ground wire and logical approach to
motor conduit is in place, not much to see here. Troubleshooting
The Operator goes to the MCC room, locates the starter box
and opens the door, following unit procedures.
Using a multi-meter as the Operator was trained, he/she  Troubleshooting
quickly confirms that the fuses are working. eliminates one possible
problem
The Operator returns to the pump, and decides to see if it is
physically stuck.
The coupling guard doesn’t allow access to the pump or
motor shaft. The Operator considers removing it to check if
the unit will spin freely. This would include electrical lock
out and red tagging the motor.
The Operator is running out of time. The additive needs to  Teamwork
go into the batch…he/she decides to consult another
Operator on what to do next.
The Operators discuss their options. They could pull the  Apply training skills
coupling guard, but decide that the results may not tell them to check
much. “If we knew the pump was free, what would we do maintenance history.
next?” They resolve to get maintenance involved. They
also decide to check the maintenance history on the pump.
Continued on next page

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Scenario D - Troubleshooting, Continued

Sub-processes, Activities Comments
Roles & Tools
Technical They radio the Technical Advisor for assistance. Working  Advanced
Advising together they decide maintenance expertise is required. Troubleshooting -
Time was saved by
Activity They inform the Gatekeeper of their status and the need for Operators
Coordination maintenance resources. The Gatekeeper sends a GEMTS troubleshooting and
(Gatekeeping) work order to the Scheduler. Because time is of the essence checking history.
the Gatekeeper follows up with a page to the Work
Coordinator and the Scheduler requesting a troubleshooting
maintenance resource. Some discussion confirms that it is
likely an electrical problem, even though the fuses checked
out okay. The decision is influenced by the history report,
which shows the pump has been extremely reliable. About
three years ago, the motor connections were cleaned up to
eliminate a corrosion problem that kept it from running.
Activity Based on other activities that are ongoing, the Activity  Effective
Coordination Coordinator advises the Operators that this pump problem is communication is used
the biggest issue in the unit at this time.
 Activity
Coordination ensures
Operations resources
are being used on the
most important
problems.
One Operator agrees to wait and meet the maintenance
folks, and the other goes to the control room to pick up some
Red Tags and fills out a Red Tag Master.
A Maintenance Technician arrives at the pump, and the  The Work
Operator brings him up to date with what’s been done so far. Coordinator worked
The Operator also advises him of the need to get the pump with the Scheduler to
running in the next couple of hours. make a Maintenance
Technician available
with minimum
disruption to scheduled
maintenance work.
This was done in about
a half an hour.
Continued on next page

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Scenario D - Troubleshooting, Continued

Sub-processes, Activities Comments

Roles & Tools
Operating the The three workers confirm their plan. Based on the  Maintenance
Plant (OTP) troubleshooting done so far, the most probable cause of the resource is provided
problem is a loose or corroded connection at the pump. The for an E priority job.
Maintenance Technician and Operator go to the control
room to intercept the other Operator and review and  Operations and
complete the permitting. They will also complete their "Pre- Maintenance work
Job Hazard Assessment". together to confirm the
best action.
The first Operator is available and agrees to stay with the
Maintenance Technician to help and expedite progress.
With the motor properly red tagged and isolated, they
remove the connection cover and see that the connections do
look fairly corroded.
They clean and renew the motor connections, and give them
a coating of protective grease.
With the cover replaced and de-tagging complete, the  Effective
Maintenance Technician stands by while the Operator Troubleshooting saves
attempts to start the pump. This time the pump starts. No production
production is lost.
Root Cause The Operator goes back to the control building to update the  Operator
Investigation logbook. The Maintenance Technician goes to the shop to reviews the RCI
(RCI) write up the history. As discussed with the Operator, there trigger criteria
are several other pumps in the area that are likely in a
similar condition. He asks the PPM Coordinator to set up  Opportunity to
routine service schedules to check and clean the terminals improve PPM
on the motors in this area. This might prevent an emergency effectiveness is
job in the future. recognized and acted
on.

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Scenario E - Maintenance Help For 'E' Job

Scenario An Operator identifies a specific problem with a piece of equipment and requires
information, knowledge and coaching in order to resolve an E job.

Sub-processes, Activities Comments

Roles & Tools
Logbook An Operator identifies noise/vibration coming from the  Record field
vacuum pump on the plant’s vent collection system. observations

Resolve Myself The Operator is not sure what is causing noise/vibration.

(RM)
He/she makes the decision to investigate the problem.  Immediate
action is required
Failure of this equipment could lead to a significant  Immediate
environmental risk. This problem requires immediate access to maintenance
attention; it’s an E job. help is needed
The Gatekeeper is unavailable. The Operator goes directly  The person
to the Work Coordinator to get help with the E job that has filling the OTP role
significant environmental risk. The Work Coordinator assumes the
makes a quick call to the Scheduler to advise the situation. Gatekeeper role, as
They decide which resources to make immediately available that individual is not
and the Work Coordinator advises the Maintenance immediately available.
Technician of the need for his help. It is expected that the
Gatekeeper will follow up with a GEMTS work order later.
The Work Coordinator also calls a vibration specialist in to
help out.
The Operator and Work Coordinator work together to  Advanced
review current situation. They check the equipment history Troubleshooting:
and do not find any clues to help them. The vibration
specialist takes some readings and suspects a coupling history is used
problem but cannot verify it.
The decision is made that the equipment requires a shut  Advanced
down for further determination of problem. Troubleshooting:
Operations and
Maintenance work as a
team
The Operator gathers required information from the  Input is required
operating team to determine if equipment shutdown can from Operating team
occur. He/she brings teammates up to date with current
activities. The Logbook is updated based on team  Maintenance
information. The Maintenance Technician arrives and Technician provides
provides an estimate to make a coupling change if that turns input
out to be the problem.
Continued on next page

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Scenario E - Maintenance Help For 'E' Job, Continued

Sub-processes, Activities Comments

Roles & Tools
The Operator and Work Coordinator determine task timing,  Activity
with on shift Activity Coordination involvement Coordination
involvement keeps
maintenance and
operations activities in
synch.
Master Task The Operator and Work Coordinator determine if there are  Activity
List (MTL) any other tasks that can be accomplished while this Coordination
equipment is in a shutdown condition. (Either operational involvement
and/or maintenance related)  Review MTL
and maintenance
backlog
Activity Task timing is now – no other task or activities are required.  Activity
Coordination Coordination is
involved in the
assessment; helps
ensure all other
activities and issues
are considered.
Operating the The Operator shuts down the equipment using Operating  Operating
Plant (OTP) Discipline. Discipline
The Operator, with help from the Maintenance Technician, Check procedures
prepares equipment for further problem investigation, for adequacy
following operating discipline.
The Maintenance Technician and Operator conduct a pre-
job hazard analysis.
Troubleshooting They work together to determine the problem. (Problem is
found to be a faulty coupling.)
Planning The Work Coordinator, Operator, and Maintenance  Operating
Technician work together to determine activities required Discipline
along with additional resources, parts etc to bring equipment
back to normal state. Check procedures for
adequacy
They apply operating discipline to resolve the problem. The
Maintenance Technician and Operator work together to
replace the coupling element using the Maintenance Repair
Procedure.
The Maintenance Technician transfers specific knowledge  Leverage trade
and skills to the Operator while the repair is being skills
performed.

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Scenario E - Maintenance Help For 'E' Job, Continued

Sub-processes, Activities Comments

Roles & Tools
Task is completed.
The Operator prepares vacuum system for Start Up.  Operating
Discipline
Check procedures for
adequacy
Expert Partner The system is started. The Operator and Maintenance
Technician monitor the vacuum pump during start up. The
expert partner’s vibration readings confirm the problem is
definitely resolved.
The vacuum system is running at normal state.
Create Value The Operator returns to the control room and enters the Logbook can be used to
Added Work GEMTS work request. The Gatekeeper has returned and enter work requests
Order (CVAWO) approves the request as a work order. instead of logging onto
GEMTS if preferred.
The Maintenance Technician updates maintenance history  Reliability data
once the work order is written. is saved.
Logbook , RCI The Operator updates Operational procedures as needed,  Follow-up
and reviews the RCI trigger criteria to see if this incident actions updated, RCI
warrants an investigation. initiated

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Scenario F - Permitting
Scenario A maintenance task has been planned and scheduled. This task involves activities to be
completed by operations. This scenario has the appropriate, required documentation
ready when the Maintenance Technicians arrive at the plant to carry out the work.

Sub-processes, Activities Comments

Roles & Tools
Schedule Activity Maintenance Technician(s) are scheduled to carry out a  Operations’
(SA) repair on an agitator. The task involves replacement of the preparatory work has
agitator shaft blades. This work entails vessel entry. been planned and
Open Plan archived in the past.
Professional The tasks and timing
(OPP) are shown on the Open
Master Task Plan Professional
List (MTL) (OPP) schedule,
available to download
to MTL.
OPP All preparatory work on the vessel and associated  Down load to
equipment has been completed on shift prior to the MTL with preparation
established start time of maintenance activities. activities to be
completed by
All preparatory work on the maintenance side has also been Operators
completed per the plan, including: scaffolding, special job
instructions for contractors, etc.
All roles involved with the job have been notified in
advance when to attend the pre-job meeting, be available for
final issues of permits etc.
Approval Roles The appropriate documentation of permits, tag lists, and job  Follow assigned
hazard analysis are completed and ready for final inspection roles within a plant for
and approval. permit approval
Schedule Activity Maintenance Technicians arrive at a predetermined plant
(SA) location at the established time. They have all the correct
gear, including appropriate personal protective equipment.
Pre job meeting takes place as required by Site procedures.  Operating
Discipline
Hold meeting
Continued on next page

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Scenario F - Permitting, Continued

Sub-processes, Activities Comments

Roles & Tools
Schedule Activity Through job analysis, a job site visit is conducted by  Involves
(SA) involved roles only, as required by Site procedures. Operators
MTL
Based on all pre-established procedures the permit is  Operating
approved by the plant assigned permit approval role(s). Discipline
Application of
Operating Discipline
 Good planning
and execution by
Operations avoids
losing maintenance
resource time.

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Scenario G - Taking Advantage of a Schedule Break

Scenario Due to business considerations a scheduled maintenance activity is delayed. This
creates an unforeseen window of opportunity to do other maintenance work.

Sub-processes, Activities Comments

Roles & Tools
Schedule Activity The cylinders on a large reciprocating compressor are  Open Plan
(SA) changed based on hours of service. The removed cylinder is (OPP) interface is used
then refurbished for future use. Such a cylinder change has to communicate with
Open Plan been scheduled to begin in the morning. Master Task List
Professional (MTL)
(OPP)
Master Task
List (MTL)
The afternoon before the scheduled cylinder change, the  Value
plant receives an urgent request to extend the product run
another week. Based on the business implications,  The plant
Production Coordinator in consultation with Activity responds to key
Coordinator elects to postpone the cylinder change. customer’s needs

Schedule Activity By the time the decision is made it is after hours and too late  Adjustment
(SA) to contact the Scheduler to revise the maintenance schedule. made in MTL
MTL  Evening shift
workload is re-
optimized
The Work Coordinator and Maintenance Technicians learn
the job is postponed in the morning. They were scheduled
to spend all day on the cylinder change. They are now
available to do other jobs.
Activity The Gatekeeper advises the Scheduler of the decision to  OPP can re-
Coordination postpone. The maintenance scheduling software (OPP) will optimize the schedule
(Gatekeeping) re-optimize the schedule across several plants, but not in for best use of
time for today’s opportunity. A few telephone calls confirm resources. A backlog
the workers are not needed today at the other plants. of planned jobs can
reduce the impact of
The Gatekeeper has some options to consider. There are the schedule change.
several planned jobs available to be assigned from the active
backlog. There also could be some high priority unplanned  Gatekeeper can
work to assign. choose from several
options
Continued on next page

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Scenario G - Taking Advantage of a Schedule Break, Continued

Sub-processes, Activities Comments
Roles & Tools
MTL A review of the backlog leads the Gatekeeper to select a  Adjustment is
metering pump overhaul. Although the pump is still made to MTL for good
working, the rate adjustment does not respond. The communication.
Operators have been managing the quantities by manually
batch operating the pump. The Operators support this
option when consulted by the Gatekeeper.
The parts are marked as "available" and everything needed  A planned job
per the plan is at hand. The job was being saved for later in has parts & tools
the month when the associated additive drum was coming available. Having a
due for an internal inspection, so it looks like a practical backlog of planned
choice. work minimizes lost
time.
Activity The Gatekeeper advises the Scheduler and/or Work
Coordination Coordinator of the decision. Operators will need three hours
(Gatekeeping) to isolate the metering pump, but there will still be time to
complete the overhaul the same day.
The Gatekeeper, Scheduler and/or Work Coordinator
discuss giving the Maintenance Technicians another small
overhaul job in the meantime.
The Maintenance Technicians have another suggestion.  Team Approach
They propose to work on the steam trap list/small job list. brings value
This way, they can be ready to go on the metering pump if
the Operators complete the preparation work earlier than
expected. And, they won’t have one piece of equipment all
torn apart when it’s time to go on to the more important job.
The Technicians replace several failed steam traps,
document how far they got, and then move on to overhaul
the metering pump once it is ready. They have taken
advantage of a break in the schedule.

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Scenario H - Operations Complete PPM Work

Scenario Operations complete PPM and enter data and findings…. The reliability process
defines PPM activities that need to be completed by scheduling for operations people
through Schedule Activity

Sub-processes, Activities Comments

Roles & Tools
Improve The PPM tasks exist in GEMTS. The jobs are set up as  GEMTS is the
Reliability Scheduled Service work orders, and are generated repository for PPM
automatically when they are due for completion. jobs at most sites
A process must be developed to determine which PPM tasks  Critical step
that Operators can carry out.
 As per First Line
Ideally, tasks are chosen that are not time-critical and that Maintenance list
can be interrupted. Operational issues always take priority.

To successfully merge PPM tasks with Operate Plant (OTP)  A decision

activities a number of conditions or criteria have to be met. process is established
-Operators must have the time, skills, and knowledge to
perform the tasks.
-The tasks can be easily interrupted and then picked up and
completed at a later time.
-It is not important that the same person always does the
tasks.
-Effective training is provided for any tasks selected to be
done by Operators.

Schedule Activity Once a standing list of candidate PPM jobs is established,  Scheduling
(SA) the Activity Coordinator reviews the list of available PPM
work when it looks like Operators with the necessary  PPM Activities
training and skills will have some time. This list shows in Operate Plant Work
what PPM work is coming due. Operators and maintenance Process
workers determine if there are any other tasks that can be
accomplished while the related equipment is in a condition
when PPM is being carried out. (Either operational and/or
maintenance related)

When the opportunity is right, the Activity Coordinator  Chosen tasks

identifies which tasks Operators can do in the next time must be added to MTL
period. The list of available PPM work is reviewed, and
appropriate jobs are selected. The Scheduler is advised
which jobs operations will do.
Continued on next page

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Scenario H - Operations Complete PPM Work, Continued

Sub-processes, Activities Comments

Roles & Tools
OPP The planning process includes the preparation and  When the PPM
commissioning activities required by Operations. This work orders are
MTL revised to show
information is routinely downloaded to MTL.
operations as the
assigned group the
download to MTL will
work automatically.
Schedule Activity The Operator completes PPM activity as part of the whole  PPM Activities
(SA) job plan, in line with the training he/she received. (No hand in Operate Plant Work
off) Process

When the tasks are complete the Activity Coordinator  There may be some
communicates to the Scheduler that the work is done. Any PPM jobs that are
required document forms and notes of irregularities or always done by the
problems are passed to Maintenance. Operators.
The Scheduler is careful to advise the Documentor so that  When Operators do
the PPM work orders will be closed promptly. This reduces a PPM job
any chance the work will get reassigned to others ‘sometimes’, it is
very important to
communicate the
completion to
Maintenance.
Documentor Maintenance (Documentor role) is then notified that the
tasks are complete, and the work orders are closed.
Historical documentation of the work is automatically done
when the work orders are closed.
Logbook Follow-up actions are updated; post activities such as RCI  Updated or
are initiated, if the trigger criteria have been met. observation recorded

If an RCI is indicated, the Operator gathers/compiles all  Trigger criteria

RCI met to initiate process
relevant details.
 Reliability Data
Appropriate RCI members are scheduled (both operations input
and maintenance) for RCI with corresponding tasks assigned
to the various groups.

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Scenario I - Operations & Maintenance Involvement in RCI's

Yields Better Results
Scenario The root cause of a failure is missed by Maintenance until they get Operations involved
in the investigation.

Sub-processes, Activities Comments

Roles & Tools
A mechanical seal has failed for the seventh time this year.  Customer
The seal is in a pump used to load finished product into Impact Potential for
trucks. There is no spare pump installed, so each of these Serious Negative
failures has led to a shipment delay.
Root Cause The Reliability Engineer is frustrated, but begins organizing
Investigation yet another RCI meeting. There have been two RCI done.
(RCI) On both occasions an improved seal was specified and
installed.
The usual participants for the RCI are invited. This includes  Maintenance
the PPM Coordinator and the two Maintenance Technicians involves the right
who have been making the repairs. They’ve already spent a people
lot of time ensuring the installation and final alignments
were getting done properly. The Reliability Engineer  Expert Partner is
decides to also invite a site Mechanical Seal expert. asked to help

The Production Engineer drops into the Reliability

Engineer’s office. “I heard the bad news about the loading
pump. How come this one’s such a struggle for you guys?”
he said. The RE replied, “I really don’t know. It looks like
it’s overheating, but the recirculation line should rule that
out.”
“Well, I hope you can figure it out soon. If this ever happens  Process
when the customer’s tank is low and they run out, I’m afraid Knowledgeable Person
we’ll lose them.” said the Production Engineer. After some is asked to help. In
further discussion he offered to sit in on the RCI this time. this case, it is a very
He also arranged for an experienced Operator to attend. experienced Operator.
RCI The RCI meeting began. The Reliability Engineer explained
the history of the repeat failures and the technical details of
the two physical upgrades that had been done to the seal so
far.
Continued on next page

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Scenario I - Operations & Maintenance Involvement in RCI's Yields Better Results,

Continued
Sub-processes, Activities Comments
Roles & Tools
RCI The Maintenance Technicians displayed the remains of the
(continued) mechanical seal. They expressed their opinion that the seal
had definitely overheated. The expert looked at the
evidence and agreed. The Technicians gave a further
opinion that the pump had been running blocked in. The
pump-housing gasket showed signs of bulging and leakage.
Process The Production Engineer stated that this couldn’t happen
Knowledgeable because of the recirculation line back to the product tank.
Person The experienced Process Knowledgeable Person suggested
they all take a walk out to the Loading area to review the
details of the piping and the automated valves.
They walked out past the Loader building to the pump itself.
It was obvious that it was possible to have the pump
completely blocked in by the automated valves on the
suction and discharge lines. A Programmable Logic
Controller (PLC) in the Loaders’ building controlled the
valves and the pump.
The Process Knowledgeable Person remembered that one of
the Loaders was on shift, and invited him to join the
investigation.
The Production Engineer explained everything they had
seen so far. The Loader was adamant that the pump was not
being left running. “I always make absolutely sure I’ve got
a red light on the pump status when the load is completed
and the valves are closed” he said.
The Process Knowledgeable Person replied, “I think that’s a
running light! It looks like our new PLC is making more
problems than it’s solving.”
The group confirmed that this was the case. The corrective  Operations
actions included a simplification of the PLC logic and Involvement
improved training and documentation of the loading
procedure. The Seal Expert reviewed the original An integrated team
mechanical seal that was specified. All agreed to return to was effective in
using it, as it was considerably less money. solving the problem.

The Reliability Engineer completed the RCI documentation

and resolved never to hesitate to get Operations involved in
future investigations.

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Scenario J - Gatekeeper Manages Backlogs & Prioritizes Work

Scenario The Gatekeeping role is performed very effectively, leading to an improved use of
resources. Usually, the person performing the Activity Coordinator role is also filling
the Gatekeeping role, since the GMWP Gatekeeping role is contained wholly within the
Activity Coordinator role in the Operate Plant Work Process. The person is referred to
as the Gatekeeper for simplicity as the Gatekeeping element is emphasized in this
document.

Sub-processes, Activities Comments

Roles & Tools
The first thing each morning the Gatekeeper logs onto the
system and checks for new Maintenance work requests. On
this day, several new requests have arrived. He reviews
them in order of priority.
Create a Value The first request is a duplicate of an existing work order in  This is a
Added Work the backlog. The Gatekeeper rejects the work request with valuable help for
Order an appropriate message for the originator. Maintenance
(CVAWO)
A request to insulate
pipe on the T7 Feed
pump might not be
caught as a duplicate
of a request to insulate
pipe on the T6
Bottoms pump.
The second request is a new problem. There was a seal leak  Equipment
on a critical pump last night. The Gatekeeper knows the Needs
night shift brought maintenance help in and already made
the repair, as documented in the logbook. The work request The Gatekeeper and
is confirmed to have the basic requirements and is approved the unit predefined a
as a work order. Maintenance will ensure the work order is list of equipment that
closed once their time and history is logged. needs immediate
attention, to assist the
Operators’ decision
process on the off
shifts.
Continued on next page

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Scenario J - Gatekeeper Manages Backlogs & Prioritizes Work, Continued

Sub-processes, Activities Comments

Roles & Tools
The next request refers to a "lights out" report. There is  Backlog
already a sizable backlog of electrical work in the plant.
Due to an illness they have been short of electrical help for A long backlog
several weeks. There may be safety implications with areas impairs the
not properly lit. The Gatekeeper resolves to discuss the responsiveness of the
electrical backlog at today’s scheduling meeting. There is a Maintenance
need to get some help and reduce the backlog down to two organization, while a
weeks or so. very short backlog is
inefficient.
 The Gatekeeper
manages this with
support from the
Scheduler.
There are a few more requests to deal with, but the
Gatekeeper is interrupted by the pager system. The control
room wants to talk to him.
The reactor agitator has quit turning. The Operators are  An emergency
beginning their procedure to take the plant to a safe situation develops
condition, and some immediate help from Maintenance will
be needed.
The Operators’ troubleshooting efforts show that although a  An emergency
'no turn' alarm from the monitoring system is evident, the job normally means a
motor is definitely running. The Gatekeeper contacts and break in schedule. The
advises the Maintenance Work Coordinator of the problem. Maintenance Work
He/she in turn contacts the Scheduler. Meanwhile Coordinator contacts
operations have confirmed that the motor is drawing the the Scheduler. If the
normal amperage. It appears there may be an error in the Scheduler were
monitoring system. contacted first, he/she
would then contact the
Maintenance Work
Coordinator.
The Gatekeeper makes a request to get the monitoring
system checked out on an immediate basis. The Work
Coordinator and Scheduler work together to identify whom
can most easily interrupt their work to meet this request.
Continued on next page

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Scenario J - Gatekeeper Manages Backlogs & Prioritizes Work, Continued

Sub-processes, Activities Comments

Roles & Tools
The Maintenance Technician discovers a problem with the
field probe. This information and other indicators show that
the agitator is still turning. The Operators can bring the
plant back on line while the repair is completed.
The Gatekeeper has returned to reviewing work requests.
There is a request to repair a valve in one of the loading
racks. Knowing that truck loading will be light for the next
several weeks; the Gatekeeper sets the priority to 3.
The Gatekeeper reviews the various backlogs. In addition to
the electrical backlog, there are enough insulation jobs
identified to warrant releasing an insulation package to the
Managed Service group. Both opportunities will be given to
the Scheduler at today’s meeting.
Activity The quarter end has just gone by. The Gatekeeper reviews  The Gatekeeper
Coordination the plant’s maintenance spending. As expected, the plant is can have considerable
(Gatekeeping) under budget. The Gatekeeper played a role in establishing impact on maintenance
this budget for the year, and is helping to control costs by spending by
ensuring only value added work is being done. There have delivering, value-
also been fewer E jobs than in the past, and this is saving assessed requests,
money. good scopes and
consistent priorities.

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Scenario K - Master Task List / Open Plan Professional

Scenario This scenario describes the flow of activities enabled by the relevant technology tools
associated with the Operate Plant Work Process and GMWP. An equipment problem
has been used to describe the scenario.

Sub-processes, Activities Comments

Roles & Tools
Record in An Operator discovers a leaking seal flush line on a process
Logbook pump during the on-shift process area field check.

Resolve Myself The Operator uses Resolve Myself sub-process and arrives
(RM) at a conclusion that a repair is required, and Maintenance
help will be needed.
Create Value An observation is entered into the Logbook. Follow up  Schedule
Added Work actions as a result of the observation result in a GEMTS Activity is utilized
Order work request being opened/created through the Logbook
(CVAWO) application.
Schedule Activity The Gatekeeper reviews the pending GEMTS request and
(SA) authorizes the work request, routing the entire job to the
expert partner, Maintenance.
Plan & Schedule The entire job is planned in the Maintenance Work Process.
Maintenance
The Maintenance Field Planner itemizes the tasks in
GEMTS and opens a sub work order for the Material
Coordinator to gather the parts.
Open Plan Open Plan schedules the Material Coordinator to ensure that
Professional all required parts and material are available.
(OPP)
Once the Material Coordinator has confirmed this task  At some sites, this is
he/she would sign the task off as complete in the Open Plan done by setting the
schedule. Materials Indicator
flag on the GEMTS
work order
Scheduler The Scheduler advances the Open Plan Schedule to the next
task, which is for Operations to prepare/tag out the seal flush
Master Task line on a process pump. This task would be sent from Open
List (MTL) Plan directly into the Master Task List, MTL.
When the task is completed the Operator updates the task
status in MTL as complete, which signals Open Plan and
advances it to the next task.
Open Plan would then down load the next task for
Operations to issue permits to repair leak, onto the MTL.
Continued on next page
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Scenario K - Master Task List / Open Plan Professional, Continued

Sub-processes, Activities Comments

Roles & Tools
Once the permits are issued the Operator updates the task
status in MTL as complete the Maintenance Technicians can
begin to repair the leak.
When the Maintenance Technician complete this task they
update Open Plan and move onto the next task which is for
them to complete the history in Logbook and sign off
permits. When complete, this signals Open Plan to
download the Operational tasks into MTL for de-tagging
and commissioning procedures to put the seal flush line
back in service.
When the Operator signs this task off in MTL the Open Plan
is updated, thus completing the job.
Task completion update in MTL updates the Logbook
follow up action as completed

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