Areas such as:

  • Equipment profiling (Plant Index information)
  • Parts listings (APL's)
  • Equipment strategy philosophies, investigation of proactive methods
  • Analysis of system data 
  • Spares criticality assessments, ANSI management
  • Advanced shutdown systems
  • Equipment overhaul / replacement / repair procedures

All are key to progressing the maintenance delivery systems towards world-class status. Organizations may use various positions to analyze this function.

Roles such as Plant Engineers, Stores analysts, shutdown planning specialists as well as outside consultants can provide these functions. Functional decision of this nature determine the effectiveness of the maintenance effort as a whole and need to be considered early in the development / review process.

Often overlooked, or not clearly identified, are the basic systems that require attention for execution of everyday works.

Coupled with this has been the proliferation of advanced ERP/EAM systems, designed to manage the processes of an entire enterprise' requirements. However very little time is spent integrating the new system with established and functioning processes.

Claims by vendors that their software will be able to replace 40 other systems or so are only valid if there is a focus on integration also.

Resulting from this combination of new technologies and system management focus is a requirement for a definite scheduling function for short-term maintenance works.

This function revolves around the following areas of responsibility:

  • Backlog Management
  • Weekly Scheduling
  • Execution systems

The effective implementation and execution of the number of processes required to sustain the above systems can have a dramatic effect immediately.

  • Introduction of work order vetting or a work requesting system can more accurately focus backlog lists to corporate rules.
  • Agreed priorities and work order classifications.
  • 24 hourly review systems and reports provide the trigger for future backlog control with valuable information also being available for daily review. Requires attention to work order-raising rules.
  • Weekly capacity scheduling for maintenance purposes to be introduced. This will drive the worker availability to higher levels. Initial results generally are a surprise.
  • Introduction of weekly Key Performance Indicators (KPI) style reports highlighting areas of low compliance.
  • Stores interfaces on holding, reserving, ordering and repairing equipment.
  • Review reports for RCFA and further analysis.

Although directly effecting maintenance the customers of the maintenance department need to have this information clearly explained to them. As well they need to be informed of any changes to business rules that require their participation. e.g. Work Requesting, Scheduling etc.

Agreed work order KPI's

Although there are a range of work order KPI's to choose from the following I have found to be key in controlling necessary scheduling / backlog functions:

· Backlog

  • % Planned Work Orders (Minimum 1 Crew week)
  • % Unresourced
  • % Unestimated
  • % Waiting for parts
  • Age of work orders by priority
  • Backlog forward resources (Crew weeks equivalent 4 - 5 weeks)
  • Average work order life

· Scheduling

  • Planned / Scheduled Ratios (Inclusive of standing work orders)
  • Maintenance type ratios
  • Overtime as a percentage of total man hours
  • %Contractor hrs
  • Report of Unplanned / Unscheduled work orders per week

This provides an insight into the effectiveness of backlog control measures as well as the effectiveness of work control systems. From this point effective decisions can be made on:

  • Work order criteria
  • Planning criteria
  • Work package development
  • Execution methods
  • Inclusion of repairs
  • Worker flexibility
  • Areas of investigation
  • Either RCFA / or other optimisation technique
  • Crew sizes

By developing the tools, training, work flows and measures for implementing the above systems a strong degree of control over the maintenance strategy can be developed. This will start the continuous improvement cycle by giving a baseline to improve upon.

The controls and benefits gained by effective scheduling and planning procedures are well documented and are not in question here.

Integrating them with the array of EAM systems in use as well as organizing them in such a manner that they produce data that is focused on improvement of the maintenance effort is the issue that has been overlooked. As has the effect of current technologies on the make up and focus of a maintenance planning department.

Future Articles in this series include:

  • Backlog Management
  • Capacity Planning
  • Prioritization
  • Work order classifications

Daryl Mather is a freelance maintenance consultant working from Australia. He has a vast array of experience in maintenance business processes and current best practices.

Upcoming Events

August 9 - August 11 2022

MaximoWorld 2022

View all Events
80% of newsletter subscribers report finding something used to improve their jobs on a regular basis.
Subscribers get exclusive content. Just released...MRO Best Practices Special Report - a $399 value!
“Steel-ing” Reliability in Alabama

A joint venture between two of the world’s largest steel companies inspired innovative approaches to maintenance reliability that incorporate the tools, technology and techniques of today. This article takes you on their journey.

Three Things You Need to Know About Capital Project Prioritization

“Why do you think these two projects rank so much higher in this method than the first method?” the facilitator asked the director of reliability.

What Is Industrial Maintenance as a Service?

Industrial maintenance as a service (#imaas) transfers the digital and/or manual management of maintenance and industrial operations from machine users to machine manufacturers (OEMs), while improving it considerably.

Three Things You Need to Know About Criticality Analysis

When it comes to criticality analysis, there are three key factors must be emphasized.

Turning the Oil Tanker

This article highlights the hidden trap of performance management systems.

Optimizing Value From Physical Assets

There are ever-increasing opportunities to create new and sustainable value in asset-intensive organizations through enhanced use of technology.

Conducting Asset Criticality Assessment for Better Maintenance Strategy and Techniques

Conducting an asset criticality assessment (ACA) is the first step in maintaining the assets properly. This article addresses the best maintenance strategy for assets by using ACA techniques.

Harmonizing PMs

Maintenance reliability is, of course, an essential part of any successful business that wants to remain successful. It includes the three PMs: predictive, preventive and proactive maintenance.

How an Edge IoT Platform Increases Efficiency, Availability and Productivity

Within four years, more than 30 per cent of businesses and organizations will include edge computing in their cloud deployments to address bandwidth bottlenecks, reduce latency, and process data for decision support in real-time.

MaximoWorld 2022

The world's largest conference for IBM Maximo users, IBM Executives, IBM Maximo Partners and Services with Uptime Elements Reliability Framework and Asset Management System is being held Aug 8-11, 2022