1.

0 Introduction Maintenance Management is an orderly and systematic approach to planning, organizing, monitoring and evaluating maintenance activities and their costs. A good maintenance management system coupled with knowledgeable and capable maintenance staff can prevent health and safety problems and environmental damage; yield longer asset life with fewer breakdowns; and result in lower operating costs and a higher quality of life. This document provides general information and guidance on establishing Maintenance Management Systems for use in First Nations communities. It describes a system framework from the initial step of inventory gathering to preparing a community maintenance budget for asset maintenance planning and monitoring. Depending on the application and design, Maintenance Management Systems may have various formats and procedures, (e.g., various formats of work orders, reports and computer screens, etc.), but the basic principles of all these systems are similar to the one presented in this document. According to Websters Dictionary, Management characterizes the process of leading and directing all or part of an organization, often a business one, through the deployment and manipulation of resources (human, financial, material, intellectual or intangible). One can also think of
DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT PAGE 1

management functionally as the action of measuring a quantity on a regular basis and adjusting an initial planed the actions taken to reach one's intended goal. This applies even in situations where planning does not take place. Situational management may precede and subsume purposive management.. Maintenance management will therefore characterize the process of leading and directing the maintenance organization. Before describing this process, letups make sure that we understand what a maintenance organization, with the resources belonging to it, is pursuing. Maintenance is defined as the combination of all technical, administrative and managerial actions during the life cycle of an item intended to retain it in, or restore it to, a state in which it can perform the required function (function or a combination of functions of an item which are considered necessary to provide a given service). This definition clarifies the objective of maintenance and can help us to understand what part of an organization is, somehow, devoted to maintenance. Now we can define maintenance management as follows [1]: All the activities of the management that determine the maintenance objectives or priorities (defined as targets assigned and accepted by the management and maintenance department), strategies (defined as management method in order to achieve maintenance objectives), and responsibilities and implement them by means such as maintenance planning, maintenance control and supervision, and several improving methods including economical aspects in the organization.
DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT PAGE 2

MAINTENANCE STRATEGIES OR OPTIONS

A maintenance strategy or option means a scheme for maintenance, i.e. an elaborate and systematic plan of maintenance action. Following are the maintenance strategies [1] that are commonly applied in the plants.

Breakdown Maintenance or Operate to Failure or

Unplanned Maintenance Preventive or Scheduled Maintenance Predictive or Condition Based Maintenance Opportunity Maintenance Design out Maintenance

The equipment under breakdown maintenance is allowed to run until it breaks down and then repairing it and putting back to operation. This strategy is suitable for equipments that are not critical and have spare capacity or redundancy available. In preventive or scheduled Maintenance, maintenance actions such as inspection, lubrication, cleaning, adjustment and replacement are undertaken at fixed intervals of numbers of hours or Kilometers. An effective PM program does help in avoidance of accidents. Condition monitoring (CM) detects and diagnoses faults and it helps in planned maintenance based on equipment condition. This condition based maintenance strategy or predictive maintenance is
DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT PAGE 3

preferred for critical systems and for such systems breakdown maintenance is to be avoided. A number of CM techniques such as vibration, temperature, oil analysis, etc. have been developed, which guide the users in planned maintenance [2]. In opportunity maintenance, timing of maintenance is determined by the procedure adopted for some other item in the same unit or plant. In design out maintenance, the aim is to minimize the effect of failures and in fact eliminates the cause of maintenance. Although it is an engineering design problem, yet it is often a responsibility of maintenance department. This is opted for items of high maintenance cost that are due to poor maintenance, poor design or poor design outside design specifications. It may be mentioned that a best maintenance strategy for each item should be selected by considering its maintenance characteristics, cost and safety.

In addition to the above, new strategies concepts such as Proactive Maintenance, Reliability Centred Maintenance (RCM), Total Productive Maintenance (TPM), etc. have recently been evolved to look it from different perspectives and this has helped in developing effective maintenance. In proactive maintenance, the aim is identify what can go wrong, i.e. by monitoring of parameters that can cause failures. In RCM, the type of maintenance is chosen with reliability of the system in consideration, i.e. system functions, failures relating to those functions and
DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT PAGE 4

effects of the dominant functional system failures. This strategy in the beginning was applied to critical systems such as aircrafts, nuclear and space applications. At present, this is being extended to critical systems in the plant. TPM, a Japanese concept, involves total participation of all concerned. The aim is to have overall effectiveness of the equipment with participation of all concerned using productive maintenance system. Area of maintenance; in manufacturing unit there are three kind of area of maintenance mechanical, electrical and civil
(1) Mechanical maintenance ; generally mechanical

maintenance involves the all type of maintenance activities of mechanical machinery both special purpose machine and general purpose machine
(2)

Electrical maintenance; it involves all type of electrical systems available in the plant. Generally bit involves transformer, motor meter, lighting system, fan blower, and other electrical equipments . in some of the plant machine are connected with plant, maintenance of electrical plans is also part of electrical maintenance. Civil maintenance ; maintenance of plant building , gas, compressed air, air conditioners, ventilation, housekeeping activities are part of civil maintenance.

(3)

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 5

Scope of maintenance
Every manufacturing org needs maintenance because machines break down, Parts wear out and buildings deteriorate over period of time of use. All segment Of a factory buildings, machinery, equipments, tools, cranes, jigs and fixtures, heating and generating equipment, waste disposal systems, air- conditioning Equipments, wash rooms, dispensaries and so on need attention, Maintenance covers two broad categories of fun as outlines below

o o

Primary function Secondary function

PRIMARY FUNCTIONS
o o o o o

Maintenance of existing plant and equipment Equipment inspection and lubrication Utilities generation and distribution Alerations to existing equipment and buildings. New installations

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 6

Secondary functions
o o o o o o

Storekeeping Waste disposal Salvage Insurance admin Property acc Pollu and noise control

FUNTIONS OF A MAINTENANCE DEPARTMENT Following are the major functions of a maintenance department [3-4]:

Maintenance of installed equipment and facilities Installations of new equipment and facilities PM tasks Inspection and lubrication of existing

equipment CM tasks monitoring of faults and failures using appropriate techniques Modifications of already installed equipment and facilities Management of inventory Supervision of manpower Keeping records

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 7

MAINTENANCE ORGANIZATION It concerns in achieving an optimum balance between plant availability and maintenance resource utilization. The two organization structures that are common are: Centralized and Decentralized. A decentralized structure would probably experience a lower utilization than centralized one but would be able to respond quickly to breakdowns and would achieve higher plant availability. In practice, one may have a mix of these two. A maintenance organization can be considered as being made up three necessary and interdependent components.
1. Resources: men, spares and tools 2. Administration:

a hierarchy of authority and responsibility for deciding what, when and how work should be carried out. 3. Work Planning and Control System: a mechanism for planning and scheduling the work and feeding back the information that is needed for correctly directing the maintenance effort towards defined objective. It may be mentioned that maintenance / production system is a continuously evolving organism in which the maintenance organization will need continuous modifications in response to changing requirements. Moreover, it is required to match the resources to workload. Maintenance activities be it preventive or condition monitoring, involve use of resources- men and
DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT PAGE 8

materials including documents. This requires coordination amongst the involved personnel so that these are timely undertaken. Work planning and control system under maintenance management in the plant ensures this and provides planning and control of activities associated with maintenance. This means application of general management principles of planning, organizing, directing and controlling to the maintenance functions, e.g. to the establishment of procedures for development of maintenance strategy and to models for describing the flow of work through maintenance work planning department. Control system controls the maintenance cost and plant condition.

ELEMENTS OF MANAGEMENT

EFFECTIVE

MAINTENANCE

An effective maintenance system includes the following elements [3-4]:

Maintenance Policy Control of materials Preventive Maintenance Condition Monitoring Work Order Job planning Priority and backlog control Data recording system Performance measurement measures or indices
PAGE 9

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

Maintenance performance for a plant or an organization can be assessed through analysis of Reliability, Availability and Maintainability (RAM) plant data. Relevant parameters, measures or indices for specific plants can be identified [5]. The performance over a period of time will show if it is improving, going down or being sustained. This will also help in knowing how well the objectives are being met. In addition, it will guide the areas which are strong and which need to be strengthened. Use of computers and dedicated software will certainly help in implementing this and the maintenance management system in general.

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 10

Importance of statistics of failure

Most situations in the area of maintenance involve probabilities. An understanding of the statistics of failures may provide useful info for making maintenance decision on or prior to the failure of equipment and for planning general org wide maintenance polices

SE Maintenance is an easy and affordable tool that allows you to manage maintenance tasks. SE Maintenance has proven to be an effective solution for companies of all types, adaptable to work in construction, building maintenance, transportation, and other situations. SE Maintenance manages all maintenance tasks, helping you reduce unplanned downtime and emergency maintenance. It allows you to quickly transition from crisis mode into planning mode. SE Maintenance uses tools such as failure analysis and prevention to perform a variety of tasks. It allows you to minimize time spent on maintenance tasks, rack equipment history and trends, and schedule resources for maintenance
DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT PAGE 11

activities, including employees, parts, supplies, suppliers, and tools. So, you can make better use your financial resources and promote productivity, while reducing spare parts and material consumption and optimizing your human resources workload. SE Maintenance ensures compliance with international quality standards such as ISO 9000, ISO 14000, and ISO/TS 16949.

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 12

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 13

 Identifies Identifies

maintenance activities, and spare parts.

equipment,

maintenance

economical and functional classification categories, such as equipment type, location, status, cost center, and more. including manuals, catalogs, pictures, contracts, work instructions, assembly drawings, projects, and layouts.

Links maintenance activities to any documentation,

Controls maintenance activities based on conditions

defined by equipment inspection points.

Schedules all preventive maintenance by date range

and/or production/utilization readings.

Provides an equipment failure prediction mechanism

based on statistical measurements.

Schedules

analysis

of

collected

maintenance activities according to availability of human, material, and financial resources. financial resource consumption based on work orders.

Schedules, records, and tracks human, material, and Tracks

internal maintenance. charts.

maintenance

and/or

third

party

Generates work scheduling into spreadsheets and Gantt Records

equipment downtime and time spent on maintenance.

DEPARTMENT OF BUSINESS AND INDUSTRIAL MANAGEMENT

PAGE 14