These include research and development locations, office buildings, farms, field sta- tions, production and manufacturing plants and distribution hubs. We must maintain all of these facilities to make sure we can use them safely, effectively and in line with relevant laws. The work we carry out in our facilities and the risks involved vary greatly; the methods needed to maintain each facility in good order will depend upon its type, use and location. The person responsible for main- taining each facility must be able to choose the right methods and use them effectively. It is important to manage maintenance effectively in order to avoid major incidents or accident as well as keeping ourselves and our neighbours safe. Well managed maintenance activities can make a real difference to our productivity by reducing downtime, improving our working environ- ment and getting more from our invest- ments in plant and buildings. The level of expertise required to maintain a facility also varies from type to type. Simple commercial buildings may require no more than a caretaker but maintenance on sites with large assets or chemical hazards must be managed by a professional, experienced and well trained Syngenta engineer. This booklet sets out our maintenance policy and standards to help our site mana- gers and maintenance people to manage our facilities safely and effectively. If you have any questions about the contents, or about other aspects of maintenance, please contact your regional head of engineering. Paul Brown Head of Engineering Engineering maintenance policy and standards Introduction 1 The Syngenta Maintenance Policy Syngenta policy is to make sure that we maintain all our facilities in a safe, legal and commercially efficient way to fully meet the business requirements for which they are intended. Each facility should have a person respon - sible for maintenance who is trained and capable. We will apply this policy using procedures, tools, techniques and expertise, supported by our principal maintenance engineers. Syngenta Maintenance Standards These maintenance standards support our maintenance policy and apply throughout Syngenta. The following nine standards define what must be achieved and outline the key steps that managers need to take to ensure that the policy is successfully implemented. Engineering maintenance policy and standards 3 Head of Syngenta Engineering The Head of Syngenta Engineering is responsible for introducing and monitoring the maintenance policy and standards. Site Managers Site Managers are accountable for the application of the maintenance policy and standards. They must formally appoint a person who is responsible for maintenance of their facility. Sites with large assets or chemical hazards must have as a minimum a Site Engineering Manager who is a professional, experienced and well trained Syngenta engineer working for the Site Manager and whose appoint- ment must be supported by the Head of Engineering. Site engineering managers Site Engineering Managers are responsible for applying the processes and managing the resources required to meet the policy and standards. Regional heads of engineering The Regional Heads of Engineering are res- ponsible for promoting maintenance activi- ties which are needed to make sure we are working safely, in line with the law and in the most affordable and efficient way. They also lead the development of maintenance capability at facilities across their region. Head of maintenance professionalism and principle maintenance engineers The Head of Maintenance Professionalism and the Principal Maintenance Engineers are responsible for giving advice on how to apply the maintenance policy and standards. Employees All employees who use or occupy Syngenta assets must take personal responsibility for the care of those assets. Those involved in maintenance activities must take personal responsibility for applying the maintenance policy and standards. Engineering maintenance policy and standards 2 Accountabilities for Maintenance Syngenta Maintenance Policy and Standards Syngenta must manage its mainte- nance activities to ensure it complies with all relevant laws and Syngenta codes. Tasks that are identified in the strategy as key to ensure compliance must be sup - ported by planning, control and reporting processes to ensure that compliance is maintained and demonstrated. Managers who are responsible for maintenance must: identify and understand the international and national laws which apply to the equipment we use and to our activities, and how these laws affect us; identify and understand what mandatory Syngenta codes of practice are applica- ble to the facility; implement local procedures, processes and maintenance plans to meet these requirements; identify and maintain equipment critical to the achieving the requirements of process risk assessments; and record and report compliance. 2 Compliance with Legal Obligations and Syngenta Requirements Engineering maintenance policy and standards 5 Engineering maintenance policy and standards 4 Every Syngenta facility must have a maintenance strategy which defines its engineering and maintenance needs based on business requirements. The maintenance and operations teams should work together to create the strategy and the site manager must approve it. The strategy should be regularly reviewed to ensure that it remains aligned to business requirements. The strategy should be widely communica- ted to ensure consistent understanding of the strategy and key objectives and should be readily accessible so that changes and projects affecting the assets can be aligned. A maintenance strategy must include: the aim of the strategy; the facilitys main characteristics; the facilitys objectives; the performance standards required; a description of the activities needed to meet our aims; the key tasks needed for compliance with legal obligations and Syngenta requirements; and the resources needed. 1 Maintenance Strategy 7 Engineering maintenance policy and standards 6 Each facility must have a maintenance capability that is appropriate for the size of the facility and the nature of the business undertaking. The structure, size and capability of a main- tenance organisation will be dictated by the complexity and criticality of the facility (HSE and business activities). People responsible for the maintenance of a facility must have sufficient capability to meet the requirements of their roles. This must be supported by adequate training and validation. The availability and cost of resource, busi- ness criticality and the level of expertise required should be evaluated when selecting internal or external sourcing options. Where external resources are used these must be evaluated to ensure they have the capability to meet Syngenta requirements. That evaluation should include both the tech- nical and commercial aspects of their work. Those responsible for maintenance should be aware of the help available within Syngenta, e.g. the Principal Maintenance Engineers, and also be prepared to share their own knowledge. Actions required for an effective main- tenance organisation: formally appoint a person responsible for maintenance; have a clearly defined organisation for maintenance; people have clear roles and responsi - bi lities; assess what skills are needed for each maintenance role; provide training and development plans for each person involved in maintenance; train employees so they fully understand their responsibilities and the hazards associated with maintenance activities; have formal processes for the selection and management of maintenance contractors; have risk assessment systems to help people identify and manage hazards associated with their role; and regularly check that employees are capable of doing their work, assess their training needs and update any training plans if necessary. 3 People and Organisation Engineering maintenance policy and standards 9 Engineering maintenance policy and standards 8 Each facility must have engineering standards and specifications for the installation, operation and maintenance of equipment. The person responsible for maintenance must ensure that appropriate engineering standards and specifications are defined and applied. They will also ensure that mea- sures are in place to keep these standards up to date. Those engineering standards and specifica- tions must also be applied when new assets are added or existing assets are changed. New engineering standards or specifications required by such a change are to be validated before use. Where a facility does not have the capability to define and update engineering standards and specification the Regional Head of Engineering may take this responsibility by agreement with the Site Manager. Examples of how to manage and apply engineering standards and specifica- tions: define and document which engineering standards and specifications to use for new and installed equipment and sys- tems and how they will be controlled and updated; make engineering standards and spe- cifications readily accessible and in an appropriate language. Consider the types of standards and specifications which may be appropriate e.g. standards recognised around the world, for example ISO, ASME and ANSI ; regional standards, for example CEN (European Committee for Standardi- zation) ; national standards, for example British Standards or DIN; a manufacturers own specifications; Syngenta documents, for example an engineering standard written by an employee; and Syngenta Operational Safety Single Page Summaries (SPS). 4 Engineering Standards and Specifications Maintenance activities must fully meet the business requirements for which the assets are intended. Examples of activities which can be used to deliver effective maintenance are: implement basic asset care routines including visual checks and lubrication; implement a criticality analysis process, appropriate to the needs of the facility, which identifies key assets and systems; establish availability and reliability targets for systems and equipment based on business needs; apply appropriate styles of maintenance, e.g. breakdown (curative), predictive, preventive or planned; use problem diagnosis and defect elimination to find the cause of a problem with activities or equipment and prevent reoccurrence; use tools such as reliability centred maintenance (RCM) and risk-based inspection (RBI) ; define the needs for reliability, maintain- ability and life cycle cost at the design stage; identify equipment aging issues and manage them; and have maintenance plans to manage out for service and spare equipment. 5 Business Effective Maintenance Engineering maintenance policy and standards 11 Engineering maintenance policy and standards 10 We will manage our maintenance work to make sure it is safe, effective, and efficient. Each facility must have a structured process for the management of defined mainte- nance tasks through registration, planning, execution, record keeping, review and continuous improvement. Effective management of maintenance work requires: safe systems and methods of work; an asset register which, as a minimum, lists all HSE and business critical equipment ; a structured list of adequately defined maintenance work; processes in place to effectively manage scheduled and unscheduled work; a process to record work completion and manage any additional work required; a formal process for recording the outcome of any mandatory controls and maintenance; and a list of all spare parts, and processes in place for the management of any stocked items. Maintenance effectiveness can be enhanced by: recording key information and history; use of a system to make sure the work is carried out properly; use of industry and Syngenta best practices to make sure we carry out planned engineering work as effectively as possible e.g. 6 Managing Maintenance Work Syngenta outage (shutdown) manage- ment process; Networks of Excellence e.g. reliable plant ; Syngenta maintenance maturity model ; Implementation of asset care routines by production staff for first level mainte- nance activities; Develop preventive and predictive techniques such as; vibration monitoring; oil analysis; infrared thermograph for electrical & mechanical equipment ; Ultrasonic analysis on leak and steam purging systems quality audit of maintenance work; Pareto analysis of failures to prioritize reliability activities. problem diagnosis and defect elimination to find root cause of any problem with activities or equipment, and prevent reoccurrence; and application of lean philosophy principles to maintenance activities, including reducing waste, driving consistency, and ensuring that all maintenance activities add value. The full costs of maintenance are to be measured and controlled. Every facility will have processes to plan, budget, authorise, track and control maintenance costs. Maintenance expenditure for a facility should be compared to internal and exter- nal benchmarks and have targets agreed by the Site Manager that are aligned with the business needs. Effective management of maintenance costs requires that the person respon- sible for maintenance: prepares yearly maintenance budgets for both revenue and sustenance capital ; analyses monthly and yearly spend and reports performance against plan; uses strategies that help to get the best price for goods and services; sets targets to make sure we control the money spent on maintenance; and (if required by management) completes a formal sustenance and maintenance review process outlining current asset condition, future use and planned revenue and sustenance capital budget for a rolling 3 year horizon. 7 Managing Costs Engineering maintenance policy and standards 13 Engineering maintenance policy and standards 12 We will measure maintenance perfor- mance because this is a key element in demonstrating legal and mandatory compliance and is also critical in driving maintenance excellence. Each facility should use key performance indicators to measure and report mainte- nance performance. The person responsible for maintenance at a facility should agree with the Regional Head of Engineering the content and frequency of maintenance reporting. Advice on measuring and reporting perfor- mance is available from Principal Mainte- nance Engineers, the Head of Maintenance Professionalism or a Regional Head of Engineering. Measures and reports on maintenance performance can include: reports on compliance with mandatory maintenance activities; use of key performance indicators that are business driven, e.g. Overall Equipment Effectiveness (OEE) ; yearly maintenance reviews and reports; and maintenance effectiveness peer reviews (e.g. with a Maintenance Principal Engineer). 8 Measuring and Reporting Performance We will keep the documentation needed to ensure legal requirements are met and to show that maintenance work can be carried out safely and effectively. Maintenance documents and information must be stored in a secure place along with details on how long it must be kept. There must also be clear processes for accessing the documents that are stored. Documentation and information that must be stored includes: documents to demonstrate compliance with legal and Syngenta requirements; Engineering Standards and Specifications; how we manage equipment ; design information; records of changes to assets; records of inspections and repairs; maintenance history and reports; asset registers with numbering standards; spare parts and materials; records of goods and services bought ; and records of incidents, accidents and investigations. 9 Engineering Documents and Information 15 14 Engineering maintenance policy and standards 16 A Facility is any location where Syngenta uses its own assets to conduct business activities. Site Manager is the manager with the budgetary and legal accountability for a Facility. Site Engineering Manager is someone appointed by a Site Manager, (with the support of the Head of Engineering for larger installations) to be responsible for all aspects of engineering compliance, professionalism and service. Engineering Standards are the technical standards used to describe the technical details of the design, construction and installation of an equipment or system. Specifications are the detailed descrip- tions of the performance requirements of an equipment or system. Glossary