Maintenance Execution &

Shutdowns best practice

Lindsay Cameron
Planning Superintendent
Fluor Shell Maintenance Alliance
Shell Geelong Refinery
 LINDSAY CAMERON WORK
HISTORY
Lindsay Cameron is a Mechanical Engineer with a
Bachelor of Engineering degree from Queensland
Institute of Technology and a MBA from Melbourne
University
Lindsay Cameron has worked in maintenance
planning and shutdowns for Shell, BlueScope Steel,
Western Mining, QENOS, Anaconda Nickel, & Port
Kembla Copper for over 20 years.
In addition, he has worked on various SAP
implementations while working for Deloitte
Consulting (including AGL, Pasminco, Transfield, &
Telstra).
He specializes in Planning & Scheduling systems such
as SAP & Primavera.
Lindsay currently works for Fluor Operations &
Maintenance as the Planning Superintendent for
the Shell Geelong Refinery.
His interests are family, cycling, motor racing, & the
stock market/real estate investing.
AGENDA

Introduction
The Importance of Maintenance Execution
Maintenance Execution process steps
Maintenance Workflow
Maintenance Events
Shutdowns Process
Worked Example (Risk Analysis)
Questions
THE IMPORTANCE OF
MAINTENANCE EXECUTION
 GOOD MAINTENANCE IS GOOD
SAFETY
New legislative
requirements
Increased stakeholder
scrutiny of safety
performance
Risk Management
strategies
ZERO HARM
Good Safety is Good 1947 Texas City Explosion
Business 145 Shift Workers killed in
Monsanto Plant from
explosion in nearby wharf
MAINTENANCE EXECUTION
What is Maintenance Execution?
Integrated process covering:
Job Screening (including Risk & Priority)
Scoping (what to do)
Planning (how to do it)
Scheduling (when to do it)
Execution (doing it)
Close-out
JOB SCREENING
Identify the work required
CMMS system (SAP Notifications)
Can be raised by anybody
Review the Notifications
Done by somebody who understands business risk
Determine the business risk
Consequence & Probability
People, Assets, Environment, & Reputation
Convert Business Risk to Priority
Determine required End Date for work & drive Maintenance
Execution to achieve this end date
Assign to personnel to Scope & Plan work
SCOPING
What are you going to do?
Replace
Repair
Patch up
Defer work
Do nothing
Identify duplicate jobs (or similar work)
Developed by Subject Matter Experts
Cost considerations must be accounted for
Operational Constraints (production requirements,
statutory requirements, resource availability, etc)
PLANNING
How are you going to do the work?
Basic requirements:
Job Tasks, Steps, Duration, & Sequence
Resources
People
Materials
Tools
Equipment
Cost Estimate
Risk Assessment (PPA)
Safety Requirements (JSA/JHA)
SCHEDULING
When you are going to do the work?
Scheduling involves several key plant stakeholders
Supervisors (own the labour & equipment resources)
Operations (own the plant)
Scheduler (builds the schedule)
Warehouse (owns the materials)
Someone must own the Schedule (senior role)
Cyclic process (usually weekly)
Separate roles for Planning & Scheduling
EXECUTION
Do the work
Do the work you say you are going to do
Do it when you say you are going to do it
Like taking your car in for a service
Measure performance by KPIs
Schedule Attainment
PM Compliance
Orders completed by required end date
Ownership of KPIs is at the appropriate stakeholder
NOT the Planner (or Scheduler)
Schedule Attainment Supervisor
PM Compliance Maintenance Engineer
Orders by End Date Maintenance Engineer
CLOSE-OUT
Often forgotten part of process
Record completion of each step
Collect hours worked
Collect history (damage, cause,
activities)
Determine costs
Continuous learning
WORKFLOW

Putting it all together

 MAINTENANCE WORK-FLOW

Types of Work
PMs (Preventive Maintenance)
Corrective Work
Breakdowns
Refurbishment
Each will have a work-flow process
 Verification
INITIATION PLANNING and SCHEDULING EXECUTION HISTORY
Strategy

Job Request

Execute
Request for Accept Estimate Approve Schedule History
W & Verify
work
O
R Verify
K favourable
effect on
L plant
O performance
CMMS
Schedules G

MIMS

Planning Planning
Tools Tools

Unplanned
event affecting
Safety /
Production

Event Reporter

ORIGINATOR AML WORKS CO-ORD WGL

WORKS CO-ORD ASSET MAINT Asset Maint
Clear and concise Accept request UNIT SUPER Assign labour group, Start and Assign labour.
Estimate labour, Update history files Maint
information at the for further (AML) Finish dates. Confirm material Arrange plant
materials and Strategist
lowest recordable level action Approve work and services availability. Confirm access.
resources Reliability
on the nature of the in unit / order - approve plant availability Confirm materials / WORKS CO-ORD
task engineering expenditure services Update schedule, Eng
against budget arrangements. quality check CM
WORKS CO- Generation of JR's history. Specialist
ORD for additional works. Hydraulics
Search for W/ Raise PR's for Spec
O's. Verify all additional materials. WGL Automation
details, work Validate work. Spec
type, priority ASSET MAINT Validate history.
and location. Execute work Receipt materials
Verify Work
Assign to Work Instructions
Order and Commission Plant
allocate cost
code.
 Verification
INITIATION PLANNING and SCHEDULING EXECUTION HISTORY
Strategy
INITIATION
Different Work Types
Job Request
SAP Notification
Request for Accept Estimate Approve
W
PMSchedule Schedule Execute
& Verify
History
work
O
R Injected Work (E&SB) Verify
favourable
SAP
K

L
Notification effect on
plant
CMMS
Schedules
O
G
For a Corrective job performance

Acceptance required
MIMS

Planning
before work proceeds Planning
Tools
Approval by Tools

Unplanned Maintenance Manager,

event affecting
Safety /
Production
etc.
Event Reporter
PM Schedule
Automatically
WGL
ORIGINATOR
Clear and concise
AML
Accept request
WORKS CO-ORD
Estimate labour,
UNIT SUPER generated
WORKS CO-ORD
Assign labour group, Start and Assign labour. ASSET MAINT
Update history files
Asset Maint
Maint
for further (AML) Arrange plant
and services Pre-Approved
information at the materials and Finish dates. Confirm material
lowest recordable level action Approve work access. Strategist
resources availability. Confirm
on the nature of the in unit / order - approve Confirm materials / WORKS CO-ORD Reliability
plant availability
task engineering expenditure
against budget Injected Workarrangements. services Update schedule,
quality check
Eng
CM
Specialist
WORKS CO- Generation of JR's
Emergency
history.
ORD
Search for W/
&
for additional Schedule
works.
Raise PR's for
Hydraulics
Spec
WGL
O's. Verify all
details, work Breakers ASSET MAINT additional materials.
Validate work.
Automation
Spec
type, priority Validate history.
and location. For Breakdowns Execute work
Verify Work
Receipt materials

Assign to Work
Order and Immediate Instructions
approval
Commission Plant
allocate cost
code.
 INITIATION PLANNING and SCHEDULING PLANNING
EXECUTION HISTORY
Verification
Strategy

Planned Job
Planned Jobs will
Job Request
require an Estimate
& Verify Can then go off to be
Execute
Request for Accept Estimate Approve Schedule History
work W
O
R
K
Approved Verify
favourable

L
Before detail effect plant
on

O performance
CMMS
Schedules G planning job, get
MIMS
approval to proceed
Planning (avoidsPlanning spending
Tools Tools
time on job that may
Unplanned
event affecting
not go ahead)
Safety /
Production PM Schedule
Event Reporter Job already planned
Breakdowns
AML WGL
ThisUpdate
ORIGINATOR WORKS CO-ORD
Clear and concise
information at the
Accept request
for further
WORKS CO-ORD
Estimate labour,
UNIT SUPER
(AML)
Assign labour group, Start and
Finish dates. Confirm material
Assign labour.
Arrange plant
process
ASSET MAINT
history files shows
Asset Maint
Maint
materials and Strategist
lowest recordable level
on the nature of the
action
in unit /
resources
Approve work
order - approve
and services availability. Confirm
plant availability
access.
no/ planning
Confirm materials WORKS CO-ORD step for
Reliability
task engineering expenditure services Update schedule, Eng

WORKS CO-
against budget breakdowns
arrangements.
Generation of JR's
quality check
history.
CM
Specialist

Raise PR'sBest practice isHydraulics to

ORD for additional works.
Search for W/ for Spec
O's. Verify all additional materials. WGL Automation
details, work
type, priority ASSET MAINT
have someValidate work. templates
Validate history.
Spec

and location.
available
Execute work
Verify Work for
Receipt materials

Assign to Work Instructions

Order and Commission breakdowns
Plant
allocate cost
code.
SCHEDULING INITIATION PLANNING and SCHEDULING EXECUTION HISTORY
Verification

WORK LOG
Strategy

Planned Jobs &

PM
Job Request Schedules go
intoRequest common for Accept Estimate Approve
W
Schedule
Execute
& Verify
History
work
backlog of work O
R Verify

Jobs that can be K favourable

effect on
L plant
deferred CMMS
Schedules
are O
G
performance

identified
SCHEDULE
MIMS

Planning Planning
Jobs are Tools Tools

scheduledUnplanned
event affecting
according Safety / to
Production
business
Event Reporter

requirements
Schedule
ORIGINATOR
Clear and concise
for AML
all
Accept request
WORKS CO-ORD
Estimate labour,
UNIT SUPER
WORKS CO-ORD
Assign labour group, Start and
WGL
Assign labour. ASSET MAINT
Update history files
Asset Maint
information at the for further (AML) Arrange plant Maint
available
lowest recordable level hours action
in unit /
materials and
resources
Approve work
order - approve
Finish dates. Confirm material
and services availability. Confirm access.
Confirm materials /
Strategist
Reliability
on the nature of the WORKS CO-ORD
BREAKDOWNS
plant availability
task engineering expenditure services Update schedule, Eng
against budget arrangements. quality check CM

Breakdowns
WORKS CO- Generation of JR's Specialist
are
ORD
Search for W/
for additional works.
Raise PR's for
history.
Hydraulics
Spec
not scheduled O's. Verify all
details, work
additional materials. WGL
Validate work.
Automation
Spec

They get and type, priority ASSET MAINT Validate history.

location. Execute work Receipt materials
Verify Work
injected during Assign to Work
Order and
Instructions
Commission Plant
allocate cost
Execution phase code.
 Verification
INITIATION PLANNING and SCHEDULING EXECUTION HISTORY
Strategy
EXECUTION
Daily & Weekly Schedule
Job Request
Jobs are executed
Request foraccording Accept to priority
Estimate Approve
W
Schedule
Execute
& Verify
History
work
and business O
R Verify
K favourable
requirements L
effect on
plant
CMMS Deviations from O performance
Schedules G

schedule managed by
MIMS
Operational Personal Planning Planning

Breakdowns Tools Tools

Unplanned Breakdowns are

Safety / injected into daily

event affecting

Production

Event Reporter
schedule
Pre-identified
ORIGINATOR
Clear and concisebacklog
Accept request jobs
AML
are
WORKS CO-ORD
Estimate labour,
UNIT SUPER
WORKS CO-ORD
Assign labour group, Start and
WGL
Assign labour. ASSET MAINT
Update history files
Asset Maint
Maint
information at the for further (AML) Finish dates. Confirm material Arrange plant
deferred
lowest recordable level
on the nature of the
action
in unit /
materials and
resources
Approve work
order - approve
and services availability. Confirm
plant availability
access.
Confirm materials / WORKS CO-ORD
Strategist
Reliability
task
Breakdown work
engineering expenditure
against budget
services
arrangements.
Update schedule,
quality check
Eng
CM
Specialist
WORKS CO- Generation of JR's history.
orders should have a
ORD
Search for W/
for additional works.
Raise PR's for
Hydraulics
Spec
WGL
sunsetdetails,clause
O's. Verify all
work on them additional materials.

ASSET MAINT
Validate work.
Automation
Spec
type, priority Validate history.
(suggest
and location.48 hours) Execute work
Verify Work
Receipt materials

Assign to Work Instructions

Order and Commission Plant
allocate cost
code.
 Verification
INITIATION PLANNING and SCHEDULING EXECUTION HISTORY
Strategy
HISTORY
All Jobs
Job Request
Failure data added to
Accept CMMS
Execute
Request for Estimate Approve Schedule History
W & Verify
work
Hours recorded O
R Verify
favourable
Update library plans L
K
effect on
plant
CMMS
Schedules
(or create new ones) OG performance

Breakdowns
MIMS
Reliability
Planning
analysis Planning

Is a library plan
Tools Tools

Unplanned required?
Is a PM required?
event affecting
Safety /
Production

Event Reporter
PMs
PM data updated
ORIGINATOR
Clear and concise
AML
Accept request Recommend
WORKS CO-ORD
Estimate labour,
that
UNIT SUPER PMs
WORKS CO-ORD
Assign labour group, Start and
WGL
Assign labour. ASSET MAINT
Update history files
Asset Maint
Maint
information at the for further (AML) Finish dates. Confirm material Arrange plant
action do not
materials and
lowest recordable level
on the nature of the in unit /
get
resources
Approve work
order - approve
and services availability. Confirm
plant availability
access.
Confirm materials / WORKS CO-ORD
Strategist
Reliability
Eng
task engineering
rescheduled based expenditure
against budget on services
arrangements.
Update schedule,
quality check CM
Specialist
WORKS CO- Generation of JR's history.
ORD
Search for W/
Completion Date for additional works.
Raise PR's for
Hydraulics
Spec
O's. Verify all additional materials. WGL Automation
details, work Validate work. Spec
type, priority ASSET MAINT Validate history.
and location. Execute work Receipt materials
Verify Work
Assign to Work Instructions
Order and Commission Plant
allocate cost
code.
 MAINTENANCE EVENTS - PMs
If you do a job, then there is a 80% chance that you
will do it again in the next two years
What jobs can be converted to a schedule?
Store in CMMS System
Two major improvements
Increased reliability
Increased planning efficiency
Identify Resources in advance
Automate & consolidate resource procurement
processes
Less wastage
BREAKDOWNS
If you do a job, then there is a 80% chance
that you will do it again in the next two years
This applies to breakdowns as well
Some initiatives that can be put in place
APLs (Application Parts Lists) Lists of parts that
could be required for a job
BOMS (Bills of Material) Lists of parts that make
up a piece of equipment
Library Plans If a breakdown occurs, then you
already have a template available
CORRECTIVE WORK

ONE LIST Have your list in a CMMS System

Should include the following:
Project Work
Major Maintenance
Re-Engineering
Consolidated list of work to be done
Can have major conflicts between Project
Work & Maintenance Work
FOUR PHASES OF
SHUTDOWN MANAGEMENT

Initiation
SHUTDOWN STEERING
GROUP
Manage upwards as well as downwards
Managing a large Program requires input
from various stakeholders
Shutdown Steering Group to set strategic
direction
Cross-section of senior management
Must have a Charter (avoid micro-
managing)
FOUR PHASES OF
SHUTDOWN MANAGEMENT

Planning & Preparation

SHUTDOWN CRITERIA
Must Justify why a job is being done in
Shutdown
CRIT Shutdown criteria

DUR Duration
Can only be done while equipment is
DIS disassembled for other shutdown work
Synergies with doing work in conjunction
SYN with other shutdown work

Utility equipment that is only available during

UTIL shutdown period

Work of a hazardous nature that must be

HAZ done while plant is isolated

OTH Other (please advise)

 JOB LIST REVIEW
LIKELIHOOD
5 Extreme

Jobs to be Almost Certain

(Over 30%)
High

reviewed for
$0 $0 $0 $0 $0
9 18 27 36
4 Moderate 34

their
12 26
Likely

(10% to 30%) $105 $96 $512 $0 $0

operational 3 33
21

29
13

30
2

32
22 4
5
1

6
3

7
24

20
31 28 25

impact if not
10 14 15
Possible 35 37 39
(3% to 10%) 79

$0 $271 $443 $539 $0

done
23 38 17

2
Unlikely

Risk Matrix (1% to 3%) $0 $28 $97 $0 $0

Likelihood 1
Rare Low
Moderate High

& (up to 1%)

Probability of
$0
1
$0
2
$0
3
$0
4
$0
5

Consequence
Event Occuring in Low Minor Moderate Major Critical
2005/06 Financial <$25k $25k - $250k $250k - $2.5m $2.5m - $25m >$25m
Year
CONSEQUENCE (BUSINESS IMPACT)
Safety Impact Environmental Impact Operational Impact $000's
 GANTT CHART DEVELOPMENT
A Gantt Chart is required
Develop a Critical path
Duration to be prime-to-prime
Have ONE schedule
Duration of each step to be such as to be easily
tracked
Less than reporting period (target for <12 hours)
Larger jobs to have milestones or other metric to track
progress
Create a Baseline & track progress against the
baseline
 RISK ANALYSIS
Use a Risk Management Process
Kepner Tregoe PPA (Potential Problem Analysis)
PPA Criteria
Quality Critical Work
Reliability Critical Work
Safety
Critical Path
Tasks with prior problems
New &/or Unusual Tasks
Work Group Involvements
Review job again if criteria changes
FOUR PHASES OF
SHUTDOWN MANAGEMENT

Execution
 MEETING STRUCTURE
Consistent meeting Schedule Updates
times 7:00 AM Update for
10:00 AM Morning Area Morning Meeting
Meeting 3:00 PM Update for Night
3:00 PM Managers Shift
Meeting
 EARNED VALUE
Tool for tracking
progress against
schedule
Quickly shows if
you are falling
behind schedule
Forecast costs
to complete
work
SHUTDOWN
COMMUNICATIONS
Email is a problem
Reply All
Mass Distribution lists
Not everyone has email access
Noticeboards not very effective
Tool-Box talks are very effective
Meetings work well
Large mass meetings do not work well
Signs work well for operators
Flashing signs work extremely well
Jury is still out on Intranet
Your audience is not homogenous
People will generally not spread rumours that they believe are
not true
FOUR PHASES OF
SHUTDOWN MANAGEMENT

Close-out
 POST SHUTDOWN REVIEW
Carry out SWOT Analysis
Consolidate issues
Feed-Back into Management Plan for future shutdowns
Some issues that came out of manufacturing site
shutdown
Need two night shift managers
Need to update schedule twice per day
Supply Department was very happy
No IT issues
Site Security not up to scratch
Steering Group worked well
Site Wide Coordination worked well (forum of
regular Meeting)
Communication needs a lot of work
Fix the phones
PREVIOUSLY WORKED EXAMPLE

SHUTDOWN PPA
WATER SUPPLY TURNED OFF
DURING SHUTDOWN
 PPA PROFORMA
Potential Problems P S Likely Causes Preventive Actions Contingent Actions Triggers
QUESTIONS