A maintenance program's measurements are key. Poor data can lead to the wrong analysis and the wrong work.
Well-written data collection procedures help ensure good data collection. Plants often overlook the importance of well-written procedures for most tasks, especially data collection.
This article discusses good procedures and how to write standard maintenance procedures.
A standard maintenance procedure is a detailed list of steps for performing a maintenance task and a documented standard.
SMPs should cover all repetitive maintenance tasks, whether done by craftspeople, contractors, or operators.
Preventive maintenance (PM) vs. standard maintenance False. PMs are SMP tasks.
An SMP or Standard Maintenance Procedure keeps your equipment in top shape, your employees safe, and your plant productive. An SMP contains maintenance instructions. Writing SMPs in the poultry processing industry requires many considerations. This post summarises The Basics: Standard Maintenance Procedure.
SMPs optimise and standardise maintenance tasks to ensure employees perform them safely, efficiently, and effectively.
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Tips For Helpful Standard Maintenance Procedures
Include Lists of Tools, Parts, Supplies, and Experts
Your SMPs ought to have an exhaustive inventory of all of the components, tools, and supplies that are required for each and every task. It ought to be extremely specific, right down to the numbers and grades of nuts, so that nobody is left without an explanation in the event that something is carried out incorrectly.
Make sure to mention whether or not anyone else besides the person who is performing the maintenance needs to be present as well. Is there a business, a consultant, a factory representative, or another employee that needs to be involved in the task?
Include Routine Tasks
Your SMP should explain how to do all the routine maintenance tasks that are most frequently performed in your plant. Some of these tasks may include:
- Bearing lubrication
- Gearbox lubrication
- Drive belt tensioning
- Alignments, bearing installation
- Drive chain replacement
- Hydraulic hose construction and replacement
When determining how tasks should be finished consistently, it is best to get input from the most seasoned members of your maintenance team. Your standard operating procedure (SMP) needs to go into sufficient detail to allow someone who has never done these tasks before to carry them out without the need for additional explanation.
Include Safety Concerns
Safety concerns are one of the main things that should be included in an SMP. Being properly equipped and fully aware of the task at hand are crucial in deciding the safest way to perform a task. Some things to include are:
Personal protective equipment required to do the job:
- All safety and environmental hazards to be aware of while doing the job
- A detailed list of steps for performing the job or task
- A complete list of tools and materials for doing the job
When you want to protect people from getting hurt, use the word "Warning," and when you want to protect equipment from getting damaged, use the word "Caution." By utilising these words appropriately, the technician can be made aware of particular safety concerns and avoid confusion at the same time.
It is important for a standard maintenance procedure to be well-written and detailed enough so that it can be followed successfully even by qualified technicians who have never completed the task before. The variability of the procedures is reduced when consistent SMPs are used, which in turn helps to ensure that none of the procedures are carried out improperly.
Just a few things to stay consistent on:
- Don't change equipment names from step to step
- Begin each step with a verb if possible
- Have the job performer enter quantitative values (qualitative instructions are left up to interpretation, and can leave the details of a task up to a technician's best guess)
Visuals are an essential component of efficient SMPs, particularly for projects of a larger scale. Items such as pictures, drawings, diagrams, and graphics are wonderful tools that further explain the necessary steps for an SMP. The majority of the time, maintenance responsibilities are involved and difficult to picture. Tasks can be completed more quickly, which can save your company thousands of dollars.
Train Your Staff On SMPs
Everyone is required to go through training and perform tasks while being inspected by a supervisor in order to guarantee that maintenance technicians are carrying out their duties in accordance with the SMP. In order to guarantee that every member of the maintenance staff is performing their duties appropriately, regular training and examinations are required.
Keep Improving On Your SMP
Your team will never stop looking for more efficient ways to carry out tasks. Make sure that you are keeping track of these fresh ideas and enhancements, as well as editing your SMP so that it is always up to date. Should you fail to do so, your SMP will quickly become out of date and be rendered useless.
Details Of Procedure
- Based on conditions of use and experience, periodic maintenance work on machines is planned by maintenance dept. it is identified in relevant preventive maintenance work
- Maintenance is done based on the maintenance schedule.
- Work instruction for daily maintenance like checking, filling of oil/grease of the production machine is given to PROD for execution.
- Scheduled and other maintenance plans are executed by maintenance dept personnel.
- And records are maintained in the respective machine file.
- When a breakdown occurs necessary to repair/rectification work is carried out, and records are maintained. Maintenance manager reviews the record and classifies the machine break down as either 'Minor' or 'Major' and maintains records of downtime hours, spares consumed and the approximate cost of spares/repair. Root cause analysis and corrective/preventive action records shall be maintained for all the major machine breakdowns, and The records shall include details of breakdown experienced/attended, the effectiveness of action taken and preventive action if any.
- If the root cause of machine breakdown is due to normal wear and tear of the repaired/rectified parts, then same shall be considered as 'Minor', but in case 'Minor' is repeated then it shall be considered as 'Major'.
- Machine Details like make, capacity, location, and spares parts of the machine shall be maintained in the respective machine file.
- Maintenance Manager plans to procure and stock essential spare parts to ensure maintenance with minimal downtime. List of critical spares and existing stock is maintained.
- All the spares/accessories with shelf life shall be identified with the label containing details like Name, the location of use/application and date of receipt etc.
- 6.10 BreakdownBreakdown hours reported in the machine breakdown report shall be analyzed for all production machines regularly.
- 6.11 Maintenance of production draw dies, rolls & edge rollers are verified to ensure proper working condition. Records are maintained in respectively.
- 6.12 Maintenance department should check and maintain the record for Oil spillage, vibration, emission and noise in the work area
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Why You Should Be Using Procedure-based Maintenance
Imagine an operation with no lost-time accidents, increasing OEE, and a skills shortage plan. These sites exist and use procedure-based maintenance.
This type of maintenance involves documenting all activities. Breakdown, corrective, and preventive maintenance follow steps.
This level of operational excellence comes with process and variation discipline, not just people doing what they should (or not doing).
Procedure-based maintenance eliminates variation in data collection, repairs, calibration, and commissioning. Procedure-based maintenance aims to reduce staff errors.
By ensuring that all activities are performed the same way, organizations can accomplish three key deliverables:
- Build a knowledge library to survive the skills gap.
- Identify key areas of variability and reduce that variability to achieve consistent outcomes from activities.
- Minimize the odds of a mistake during maintenance activities.
The application of processes needs to be planned out in great detail in advance. The adoption of the procedures will not be successful in the absence of this well-thought-out approach. It is necessary to organise the procedures in order to facilitate their easy discovery.
They have to be written in such a way that the meaning of the task cannot be misunderstood and that even individuals whose first language is not English can comprehend them. Last but not least, they need to be put to use by the staff, with their feedback being recorded and incorporated into future iterations.
Importance of Procedures
Procedure-based maintenance addresses two maintenance issues. It reduces variation when many craftspeople do the same work. Consider the many pump rebuilding options.
Disassembly: Disassembly with torch and hammer or proper tools? Rebuilding in a cleanroom or a dirty shop can contribute to contamination. Parts inspection: standard or rebuilder's experience?
Is there a standard list of replacement parts, or is it left to inspection? Reassembly uses thread-locking parts? Experience or technical specifications determine clearances? Torque wrench or rebuilder's strength? How is the pump tested before use?
If you asked a group of craftspeople these questions, you'd get a variety of answers; no two people have the same process for rebuilding and commissioning a pump. This variation makes it difficult to determine the cause of a rebuilt pump's early failure or poor performance. A procedure based on staff experience can capture collective knowledge and create a repeatable, consistent method, eliminating variation.
Writing Standard Maintenance Procedures
In the process of writing an SMP, there will always be a choice to be made between providing insufficient or an excessive amount of detail. An excessive amount of detail will waste resources in the process of writing the SMP and may slow down the job because it will waste the time of the person performing the job.
Always keep in mind that there is no such thing as a flawless SMP, regardless of how much information is included. If there is insufficient attention paid to detail, the task at hand may be carried out in an unsatisfactory or even dangerous manner.
So, what exactly constitutes an appropriate level of specificity for the SMP to contain? With the right amount of detail, a skilled craftsperson (or an operator trained in maintenance skills relevant to the job) will be able to perform the job, even if that individual has never done the job before.
Who should write standard maintenance procedures?
- A person who has some training in writing SMPs and who knows his or her company's SMP writing procedure. (Yes, there should be a procedure for writing procedures.)
- A person is knowledgeable about the safety and environmental hazards involved.
- The writer should seek input from the trained job performer or subject matter experts who will be using the SMPs. It is a good idea to get the job performer to write the rough draft because you will get buy-in from the SMP users. A person is much more likely to use something that they helped to develop as opposed to something that was developed without his or her input.
What are the rules for writing standard maintenance procedures?
- The burden of written communication is on the writer, not the reader. The goal is to serve the user.
- The first writing is a rough draft and will need to be reviewed and tried before being published.
- Use numbered line items and avoided paragraphs (one item per step).
- Keep wording short and precise.
- List steps in the proper sequence. The job should flow in the natural order.
- Use step check-offs where useful.
- Have the job performer enter quantitative values; it is even better than check-offs.
- Target elementary-grade reading level (fourth or fifth grade) if possible, given the nature of the procedure, is written. A reading skill commensurate to the minimum qualifications for performing the job itself is assumed.
- Use graphics were needed to clarify meanings. A picture is worth a thousand words.
- Keep verbiage consistent. Don't change equipment names from step to step.
- Begin each step with a verb if possible. For example, Step 13 - Remove coupling guard.
- If jobs involve too many steps, break the job into sections such as Motor Removal Section and Gear Unit Removal Section.
Remember to write for safety:
- Even though safety hazards are listed at the beginning of an SMP, the warnings should be repeated for each hazardous step.
- Use the word "Warning" to protect against personnel harm and the word "Caution" to protect against equipment harm. For example, Step 23 - Warning! Remove the hot slurry line.
How Procedures Impact Reliability
Once procedure-based maintenance is implemented, safety, reliability, start-up failures, mean time to repair, and knowledge management will improve.
Tasks with identified risks will improve safety. This enables risk-reduction activities. In case of a failure, the procedures can be used to reduce unplanned work risks.
As tasks are consistently completed to technical specs, reliability increases. This reduces failures. Since procedures and activities are consistent, failures can be analysed to determine the root cause.
Start-up failures will decrease as procedures ensure all bolts are properly tightened, the area is inspected, and foreign objects are removed.
As a procedure and all required information are available, the mean time to repair will be reduced.
Procedure-based maintenance benefits knowledge management. This approach captures veteran craftsmen's experience and knowledge in procedures for junior craftsmen.
Having Staff Use Procedures
Changing an organisation to implement procedure-based maintenance is difficult. All levels of the maintenance department's work will change. Craftsmen must follow procedures and specifications and rely less on intuition.
Maintenance supervisors focus on using and updating procedures. Planners are more determined to update procedures.
Each step in the framework includes specific actions, such as recognising the need for change, wanting to participate and support it, knowing how to change, implementing required skills and behaviours, and reinforcing the change.
Using a frameworks helps identify any concerns associated with the change, address those concerns, explain how the change will benefit the staff, and provide knowledge and training. More time spent planning and managing change increases its adoption and sustainability.
Procedure-based maintenance improves safety, reliability, and operations. Before implementing procedure-based maintenance, an organisation must plan how it will be implemented, who will write the procedures, to what standard they will be written, and how the staff will be trained.
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Using Standard Maintenance Procedures
Creating good SMPs is one thing; getting people to use them is another. Many companies spend a lot of money developing SMPs, but the job performer never sees them.
SMPs are only useful in these cases to show auditors that they exist. SMPs can add real value to the company with a little effort and training. Make SMPs mandatory and easy to access if you want people to use them. Attach to work orders, machine, or operator station.
This article can help develop good SOPs (SOPs). Good procedures are essential to a successful reliability process.
FAQs About Property Maintenance
Property maintenance is best defined as any preventive or reactive maintenance action taken to keep a property fully functional, and operating in its best condition. Property maintenance includes a wide range of responsibilities and requests.
Generally, the tenant and landlord/property manager have very specific responsibilities when it comes to property repair and maintenance. The property manager/landlord is responsible for ensuring the property is in a fit condition for the tenant to live in.
In most states, a landlord is required to make sure a rental property is in a habitable condition when the tenant first moves in. Also, once the tenant moves in, a landlord is required to make repairs and conduct maintenance to keep the rental property in a habitable condition.
Simply put, the property maintenance company handles routine work like cleaning, landscaping, and seasonal repairs, along with one-off repairs like replacing doors, fixing locks, and addressing roof leaks. Property maintenance companies usually have an agreement with the Property Manager to be on-premise certain days.
Building maintenance includes cleaning common areas, removing trash regularly, and repairing items that are broken. It can involve inspecting, repairing, and maintaining electrical systems, heating and air conditioning systems, and other utility services.