MAINTENANCE

ENGINEERING AND
MANAGEMENT
Chapter 3: System Approach To Maintenance
COURSE LEARNING OUTCOMES (CLO):

 Upon completion of this course, students should be able to:

 CLO1 : apply the concepts of maintenance organization and strategies to solve related problems. (C3,
PLO1)
 CLO2 : analyze the principles of maintenance strategies and elaborate on the significance of a system
approach to maintenance. (C4, PLO7)
 CLO3 : organize project management and finance by group in actual workplace related to maintenance
management. (A3, PLO11)
SYSTEM APPROACH TO MAINTENANCE

3.1 DETERMINE THE MAINTENANCE CONTROL SYSTEM

Maintenance Control System (MCS):

 Maintenance Control System (MCS) is a computer-based system for managing maintenance

activities in an organization.
 MCS uses software and hardware to control, monitor, analyze, plan, and schedule maintenance
tasks.
 The three main components of an MCS are data collection, data processing, and data analysis.
 Data collection involves collecting maintenance data through manual or automated systems.
 Data processing involves organizing and analyzing the collected data and generating reports
on maintenance activities.
 Data analysis uses statistical tools to identify trends and patterns in maintenance activities for
informed decision making.
 Key benefits of MCS include improved equipment availability, increased efficiency, reduced
maintenance costs, and improved safety.
 MCS enables real-time monitoring of equipment performance, timely maintenance
interventions, and compliance with regulatory requirements and industry standards.
Determine the maintenance control system:

 Maintenance Control System (MCS) helps organizations manage maintenance activities effectively.
 Steps to determine an MCS include identifying maintenance requirements, determining
maintenance policies, developing maintenance procedures, establishing a work order system,
developing a scheduling system, and implementing a data management system.
 Identify maintenance requirements by identifying equipment types, criticality, and required
maintenance activities.
 Determine maintenance policies by establishing maintenance frequency, type, and level.
 Develop maintenance procedures by creating step-by-step instructions for each maintenance
activity.
 Establish a work order system to prioritize work orders based on equipment criticality and
maintenance urgency.
 Develop a scheduling system based on maintenance frequency and type.
 Implement a data management system for recording maintenance activities, tracking costs, and
generating reports to monitor maintenance program effectiveness.
3.1.1 LIST ACTIVITIES INCLUDED IN
MAINTENANCE CONTROL SYSTEM.
List activities included in maintenance control system:

 Maintenance control system involves several activities that are crucial in managing
and controlling maintenance operations effectively. Here are some of the activities
included in a maintenance control system:
1. Work Order Management involves creating and managing work orders for efficient maintenance
activities.
2. Preventive Maintenance Scheduling involves scheduling maintenance activities based on operational
history, manufacturer recommendations, and other factors.
3. Asset Management involves tracking and managing equipment assets, including location,
maintenance history, and requirements.
4. Inventory Management involves managing spare parts and supplies needed for maintenance
activities.
5. Equipment Inspection involves inspecting equipment regularly to prevent failure.
6. Maintenance Reporting involves generating reports on maintenance activities, including work orders,
preventive maintenance schedules, asset management, and inventory management.
7. Performance Analysis involves analyzing maintenance activity performance for improvement and
optimization.
8. Maintenance Planning involves planning maintenance activities, assigning tasks, coordinating
resources, and scheduling downtime.
9. Contractor Management involves managing contractors hired for maintenance activities, ensuring
compliance with safety regulations and maintenance standards.
3.2 DIFFERENTIATE BETWEEN CODIFICATION
AND CATALOGUING
Differentiate between codification and cataloguing:

 Codification assigns unique codes or numbers to each spare part for easy tracking and standardization
of identification.
 The codification system includes the part description, manufacturer, supplier, unit of measure, and other
relevant information.
 Cataloguing involves organizing spare parts in a logical manner to enable easy identification, storage,
and retrieval.
 Cataloguing groups similar parts together based on their characteristics, function, or usage.
 Codification and cataloguing improve the efficiency of the inventory management system and ensure
the right parts are available when needed.
 They reduce the risk of stockouts, minimize inventory costs, and improve the overall reliability and
performance of maintenance operations.
 Computerized inventory management systems have made codification and cataloguing more efficient,
accurate, and reliable.
Advantages of codification:

 Codification in maintenance management involves assigning a unique code to each

maintenance item or spare part.
 Advantages of codification include:
1. Inventory control and optimization
2. Standardization of parts and components across multiple sites
3. Reduction of costs associated with inventory holding and procurement
4. Faster maintenance due to quicker identification of the right parts and spares
5. Simplification of the maintenance process, reducing paperwork and errors
6. Improved record keeping and analysis of equipment reliability to optimize
maintenance schedules.
3.2.2 ANALYZE THE TYPES OF CODIFICATIONS
SUCH AS DRAWING, EQUIPMENT, PART AND
MAINTENANCE DEFECTS, MAINTENANCE JOB, ETC
Drawing Codification:

 Drawing codification is used to identify technical drawings, engineering documents,

or schematics related to the equipment or parts.
 The code is typically composed of a series of letters and numbers that represent the
document type, drawing number, and revision level.
 Real-world examples: A manufacturing company might use a drawing codification
system to label their product blueprints with a unique code that identifies the type of
product, its features, and specifications.
Equipment Codification:

 Equipment codification is used to identify physical equipment or machinery.

 The code is typically composed of a series of letters and numbers that represent the
equipment type, model, and location.
 Real-world examples: A transportation company might use an equipment
codification system to assign unique codes to each of its vehicles, such as a unique
code for each truck in their fleet, which can be used to track maintenance history,
mileage, and other important data.
Part and Maintenance Defect Codification:

 Part and maintenance defect codification is used to identify parts and components
that are prone to failure or have a history of maintenance problems.
 The code is typically composed of a series of letters and numbers that represent the
part type, location, and failure mode.
 Real-world examples: A maintenance department might use a part and maintenance
defects codification system to identify and track parts that have been identified as
defective, such as a unique code for a faulty pump that has been removed and
replaced with a new one.
Maintenance Job Codification:

 Maintenance job codification is used to identify specific maintenance tasks or jobs.

 The code is typically composed of a series of letters and numbers that represent the
job type, location, and priority level.
 Real-world examples: A facilities management company might use a maintenance
job codification system to assign unique codes to each maintenance job they
perform, such as a unique code for a repair job on a HVAC system or a unique code
for a preventative maintenance inspection.
Work Order Codification:

 Work order codification is used to identify and track maintenance work orders.
 The code is typically composed of a series of letters and numbers that represent the
work order type, location, and priority level.
 Real-world examples: Work Order Codification could be in the context of an airline
maintenance operation. Each type of aircraft, engine, and other equipment may
have its unique set of maintenance requirements, including specific parts and tools
needed for maintenance activities. The maintenance team would use a work order
system to create work orders for each maintenance activity and assign a unique
code to each work order based on the type of equipment, maintenance requirement,
and other relevant factors.
3.2.3 DEVELOP A CODIFICATION SYSTEM
BASED ON CATEGORIES AND FUNCTIONS.
Develop a codification system based on categories and functions:

 Developing a codification system based on categories and functions involves

breaking down the maintenance items into categories and subcategories, and then
assigning a code to each category and subcategory.
 This approach helps to create a systematic and organized way to manage
maintenance items and facilitates easy retrieval of information.
 The following steps can be followed to develop a codification system based on
categories and functions:
1. Identify the categories of maintenance items.
2. Define subcategories within each category.
3. Assign unique alphanumeric codes to each category and subcategory.
4. Define functions for each item.
5. Assign additional codes for each function based on required detail.
6. Develop a catalog with all information about maintenance items.
 Example of a codification system based on categories and functions:

 Categories:  Functions:

 Electrical equipment  Installation

 Mechanical equipment  Inspection
 Instrumentation equipment  Repair
 Building and civil work  Replacement
 Miscellaneous items  Calibration

Example codification: E1R3 (Electrical equipment, Repair)

Using this system, each item in the maintenance inventory would be assigned a unique
codification based on its category and function. For example, if a repair is required on an
electrical motor, it would be assigned the codification E1R3. This codification would help
maintenance personnel easily identify the type of equipment and the required maintenance
function, streamlining the maintenance process and improving efficiency.
3.3 STRUCTURE INSTRUCTION MANUAL AND
OPERATING MANUAL
Instruction Manual vs Operating Manual:

 An instruction manual is a document that  An operating manual, on the other hand, is a

provides guidance on how to use and document that provides specific instructions on
operate a piece of equipment or system. how to operate a particular piece of equipment or
system.
 It typically includes information on how to
 It typically includes information on how to start,
set up, install, and maintain the equipment, stop, and adjust the equipment, as well as
as well as troubleshooting tips and safety information on how to troubleshoot common
information. issues.
 Instruction manuals provide comprehensive  Operating manuals focus specifically on how to
guidance on equipment installation, setup, operate the equipment, with less emphasis on
maintenance, and troubleshooting. maintenance and upkeep.

 Instruction manuals are aimed at  Operating manuals are geared towards operators
who need to know how to use the equipment
maintenance technicians or professionals effectively.
responsible for repairing equipment.
 Example: The operating manual provides
 Example: The instruction manual for a information on how to use the machine, including
commercial dishwasher covers installation, loading dishes, selecting wash cycles, and safety
maintenance, and troubleshooting. instructions.
3.3.1 IDENTIFY INFORMATION REQUIRED
FROM MANUALS.
Identify information required from manuals:

 Types of information that can be found in instruction and operating manuals are:

1. Installation instructions: It provides guidelines and procedures for the installation of equipment.
2. Operating procedures: It provides detailed instructions on how to operate the equipment.
3. Maintenance instructions: It provides detailed instructions on how to maintain the equipment.
4. Safety instructions: It provides information on how to safely operate and maintain the equipment.
5. Technical specifications: It provides detailed technical specifications of the equipment.
6. Troubleshooting instructions: It provides a step-by-step guide to diagnose and rectify problems
associated with the equipment.
7. Spare parts list: It provides a list of all the spare parts required to maintain the equipment.
8. Drawings and diagrams: It includes a set of technical drawings, diagrams, and schematics of the
equipment.
Information required from a section of the instruction manual:

 Instruction manuals provide vital information for maintenance engineers and

technicians to operate, maintain, and troubleshoot equipment. Here are some of the
critical pieces of information that can be found in a section of the instruction
manual:
1. Introduction: This section provides a brief overview of the equipment and its intended use.

2. Installation: This section describes the installation procedures and requirements, including electrical and plumbing
connections, ventilation, and any special tools or equipment needed.

3. Operation: This section provides information on how to start, operate, and stop the equipment safely and efficiently. It
also includes information on normal operating conditions, operating limitations, and any warnings or cautions.

4. Maintenance: This section provides information on routine maintenance tasks, such as cleaning, lubrication, and
inspection, as well as more complex maintenance procedures such as part replacement, calibration, and
troubleshooting.

5. Troubleshooting: This section provides a list of potential problems, their causes, and suggested remedies. It may also
include diagnostic tests and procedures for identifying and resolving issues.

6. Safety: This section provides information on safety hazards associated with the equipment and how to mitigate them.
It may include warnings, cautions, and instructions for handling hazardous materials or operating equipment in
hazardous conditions.

7. Specifications: This section provides information on the equipment's technical specifications, such as its dimensions,
3.4 ANALYZE THE STANDARD OPERATING
PRACTICES AND WORK INSTRUCTION.
Analyze the standard operating practices and work instruction:

 Analyzing standard operating practices and work instructions is crucial for maintenance
engineering and management. The analysis helps identify potential issues and develop
effective maintenance procedures.
 The following are some steps involved in analyzing standard operating practices and work
instructions:
1. Collecting information: Gather existing procedures, work instructions, manuals, and other documents
related to maintenance activities.
2. Reviewing the information: Review all aspects of the maintenance process, including safety procedures,
equipment handling, and maintenance procedures to identify gaps, inconsistencies, and areas that need
improvement.
3. Identifying areas for improvement: Determine areas that need improvement, including revising existing
procedures, developing new procedures, or incorporating new technologies into the maintenance
process.
4. Developing new procedures: Develop clear, concise, and easy-to-understand procedures with the input of
maintenance personnel to address the identified issues.
5. Implementing new procedures: Train maintenance personnel on the new procedures and ensure they
understand and can follow them correctly.
6. Monitoring and evaluating: Monitor and evaluate the new procedures to ensure their effectiveness,
address issues that arise, and revise procedures if necessary.
3.4.1 LIST FOUR CATEGORIES BASIC
OPERATING.
List four categories basic operating:

 In maintenance management, there are four categories of basic operating practices

that should be taken into consideration. These categories are:

1. Safety: This category focuses on ensuring that all maintenance work is carried
out safely and securely.
2. Quality: This category focuses on ensuring that all maintenance work is carried
out to the highest quality standards.
3. Efficiency: This category focuses on ensuring that maintenance work is carried
out in the most efficient manner possible.
4. Cost-effectiveness: This category focuses on ensuring that maintenance work is
carried out in a cost-effective manner.
3.4.2 DEVELOP OPERATING POLICIES OR
PROCEDURE OF EFFECTIVE MAINTENANCE.
Develop operating policies or procedure of effective maintenance:

 Developing operating policies or procedures of effective maintenance involves

creating a set of guidelines, rules, or instructions for performing maintenance
activities in an organized, efficient, and safe manner.
 The aim is to ensure that maintenance tasks are completed consistently and
correctly, while minimizing the risk of accidents and errors.
 The policies or procedures should cover various aspects of maintenance, such as
scheduling, planning, execution, monitoring, and reporting.
 They should also take into account the specific requirements of the equipment,
facility, or system being maintained, as well as any regulatory or environmental
considerations.
 Ultimately, the goal is to improve the overall reliability, availability, and performance
of the assets, while controlling costs and minimizing downtime.
Develop operating policies or procedure of effective maintenance:

 Developing effective operating policies or procedures for maintenance involves the following
steps:

1. Identify the maintenance requirements: Before developing any maintenance policies or procedures, it
is necessary to identify the maintenance requirements for the equipment or system.
2. Establish maintenance goals: Once the maintenance requirements have been identified, the
maintenance goals need to be established.
3. Develop maintenance policies and procedures: Based on the maintenance requirements and goals,
the maintenance policies and procedures can be developed.
4. Establish a maintenance schedule: Once the maintenance policies and procedures have been
developed, a maintenance schedule should be established.
5. Implement the policies and procedures: The maintenance policies and procedures should be
implemented by training maintenance personnel on the procedures and providing them with the
necessary tools and resources to perform the maintenance tasks effectively.
6. Monitor and evaluate the maintenance program: The maintenance program should be monitored and
evaluated regularly to ensure that it is meeting the desired goals and objectives.
3.5 MANAGE MAINTENANCE MANUAL AND
DEPARTMENT MANUAL
Manage maintenance manual and department manual:

 In maintenance engineering, two important documents are maintenance manual and

department manual.
 The maintenance manual provides comprehensive guidance on how to maintain and repair
equipment or systems.
 The manual should also indicate the specific maintenance responsibilities of each person
or department involved in the maintenance process.
 On the other hand, the department manual outlines the policies, procedures, and guidelines
for the maintenance department.
 The department manual should also reflect the overall maintenance strategy and objectives
of the organization.
 Both manuals play a critical role in the effective management of maintenance activities.
 By following the guidance and procedures outlined in these manuals, organizations can
ensure that maintenance activities are conducted in a safe and effective manner and that
maintenance goals and objectives are achieved.
Manage maintenance manual and department manual:

 To effectively manage maintenance manuals and department manuals, the following points
should be taken into consideration:

1. Regular updates: reviewed and updated regularly to ensure that they reflect current
practices and technologies.
2. Accessibility: easily accessible to all personnel who need them.
3. Clarity and conciseness: To avoid ambiguity and ensure that all personnel can understand
the information.
4. Standardization: to ensure consistency and ease of use. This will also make it easier to
train new personnel on the use of the manuals.
5. Version control: put in place to keep track of different versions of the manuals to avoid
confusion and ensure that everyone is using the most current version.
6. User feedback: Feedback from users should be actively sought to identify areas where the
manuals can be improved and to ensure that they are meeting the needs of the users.
7. Integration with other systems: integrated with other maintenance management systems
to ensure that they are used effectively in the overall maintenance process.
3.5.1 DEVELOP A DEPARTMENT MANUAL
BASED ON AREAS AND DOCUMENT NEED.
Develop a department manual based on areas and document need:

 Developing a department manual is an important aspect of maintenance management,

as it provides a clear and concise set of guidelines for the entire department to follow.
 The following steps can be followed to develop a department manual based on areas
and document needs:

1. Identify the areas of maintenance that need to be covered in the department

manual.
2. Determine the specific documents that need to be included in each area.
3. Organize the department manual by areas and sub-areas.
4. Write clear and concise policies and procedures for each area, using simple
language that is easy to understand.
5. Include any relevant forms, checklists, and other documents in the department
manual.
6. Review and revise the department manual on a regular basis to ensure that it
remains up-to-date and relevant to the needs of the department.
3.5.2 APPLY TECHNIQUES TO DEVELOP
MAINTENANCE TIME STANDARD.
Apply techniques to develop maintenance time standard:

 Developing maintenance time standards is crucial for effective maintenance

management.
 It helps in setting realistic targets for maintenance work, tracking the progress of
maintenance activities, identifying areas of improvement, and improving overall
productivity.
 There are various techniques that can be used to develop maintenance time
standards, including:

 time study,
 predetermined time systems,
 work sampling, and
 standard data.
Apply techniques to develop maintenance time standard:

1. Time study:

 Time study is a technique that is used to determine the time required to perform a specific task or
activity.
 The technique involves measuring the time required to complete a task, under a set of standard
conditions, using a stopwatch or other timing device.
 Time study can be conducted by observing and recording the activities of the workers and the
time required to perform each activity.
 This information can then be analyzed to determine the time required for each activity, and the
total time required for the task or project.
 The data obtained from time studies can be used to develop maintenance time standards, which
can be used to plan and schedule maintenance activities.
 Example: A maintenance team wants to determine the time required to perform a preventive
maintenance task for a hydraulic system. The team conducts a time study by observing and
recording the activities of the workers as they perform the task.
Apply techniques to develop maintenance time standard:

2. Predetermined time systems:

 Predetermined time systems are a set of predetermined times for basic elements of work.
 The technique involves breaking down a task into its basic elements, and assigning a
predetermined time to each element, based on the type of work being performed, and the
level of skill and effort required.
 Predetermined time systems can be used to develop maintenance time standards, which
can be used to plan and schedule maintenance activities.
 Example: A maintenance team wants to determine the time required to perform a
corrective maintenance task for a conveyor belt. The team uses a predetermined time
system, which assigns a predetermined time to each basic element of the task, such as
removing the damaged belt, installing a new belt, and adjusting the tension. The team
adds up the predetermined times for each element to determine the total time required
for the task.
Apply techniques to develop maintenance time standard:

3. Work sampling:

 Work sampling is a statistical technique used to estimate the proportion of time workers
spend on different activities.
 The technique involves taking random samples of workers' activities at regular intervals,
and recording the activity being performed at the time of the sample.
 The data obtained from work sampling can be used to develop maintenance time
standards, which can be used to plan and schedule maintenance activities.

 Example: A maintenance team wants to determine the time required to perform a

preventive maintenance task for a cooling system. The team uses work sampling to
estimate the proportion of time workers spend on different activities, such as checking
the coolant level, checking the coolant temperature, and cleaning the cooling fins.
Apply techniques to develop maintenance time standard:

4. Standard data:

 Standard data is a set of pre-determined times for basic elements of work that are based on past
experience and historical data.
 The technique involves using data from past tasks to determine the time required for each basic
element of a new task, and then adding up the times for each element to determine the total time
required for the task.
 Standard data can be used to develop maintenance time standards, which can be used to plan
and schedule maintenance activities.

 Example: Suppose a maintenance team is tasked with replacing a specific component in a

machine, and the team leader wants to estimate the time it will take to complete the task. The
team can refer to a standard data table that lists the estimated time required for each step of the
process, including preparing the tools and equipment, accessing the component, removing the old
component, installing the new component, testing the machine, and cleaning up the work area.
3.5.3 IDENTIFY LEVEL OF MAINTENANCE
OPERATION LIAISON.
Identify level of maintenance operation liaison:

 refers to the level of coordination and communication between the maintenance

department and other departments within an organization.
 Maintenance operations require communication and cooperation between different
levels of personnel within an organization.
 The level of liaison needed can depend on the complexity of the maintenance
operation and the organizational structure.
 To identify the level of maintenance operation liaison, the following factors can be
considered:
1. Communication channels: The effectiveness of communication channels between the maintenance
department and other departments.
2. Level of collaboration: The degree of collaboration between the maintenance department and other
departments.
3. Coordination of schedules: The coordination of maintenance schedules with other departments to
minimize disruption to operations.
4. Awareness of priorities: The degree of awareness of maintenance priorities among other
departments, including the impact of maintenance on overall organizational goals.
Identify level of maintenance operation liaison:

 By assessing these factors, maintenance managers can identify the level of maintenance
operation liaison and work to improve communication, collaboration, and coordination
across departments.
 One way to identify the level of maintenance operation liaison needed is to assess the roles
and responsibilities of different personnel involved in the maintenance operation.
 Another factor to consider is the type of maintenance operation being performed. For
routine or preventive maintenance, a lower level of liaison may be required, as the tasks are
generally straightforward and do not require a high degree of coordination. On the other
hand, for corrective maintenance or major equipment overhauls, a higher level of liaison may
be needed, as the tasks may be more complex and require input from multiple personnel or
departments.
 To facilitate effective communication and coordination, it may be useful to establish formal
communication channels between different levels of personnel involved in the maintenance
operation.
 Additionally, it may be necessary to establish clear lines of authority and decision-making to
ensure that the maintenance operation is carried out efficiently and effectively.
3.5.4 PREPARE A JOB MANUAL.
Prepare a job manual:

 Preparing a job manual is an essential task in maintenance management that

involves documenting the procedures for carrying out specific maintenance tasks.
 The purpose of the job manual is to ensure that the maintenance tasks are
performed consistently and correctly each time.
 The job manual provides detailed information about the task, including the tools and
equipment required, the steps to be followed, and any safety precautions that need
to be taken.
 The job manual should be clear and concise, using simple language and illustrations
where necessary.
 It should also be reviewed regularly and updated as required to reflect changes in
equipment, procedures, or safety requirements.
Prepare a job manual:

 To prepare a job manual, the following steps may be followed:

1. Determine the scope of the job: This involves identifying the specific
maintenance task to be performed and the equipment involved.
2. Conduct a task analysis: This involves breaking down the task into its
component steps and documenting each step in detail.
3. Identify the tools and equipment required: This involves documenting the tools
and equipment required for the job and ensuring they are available.
4. Document the steps to be followed: This involves documenting each step in the
job and ensuring the steps are in a logical sequence.
5. Incorporate safety procedures: This involves identifying any safety precautions
that need to be taken and documenting them in the job manual.
6. Test the job manual: This involves testing the job manual by performing the task
according to the documented steps and making any necessary adjustments.
3.6 STRUCTURE MAINTENANCE CONTROL
SYSTEM
Structure maintenance control system:

 The structure of a maintenance control system includes several elements, which are
discussed below:
1. Work Order Management System: responsible for receiving, scheduling, and tracking work orders.
to ensure that all maintenance tasks are scheduled and completed on time.
2. Preventive Maintenance System: responsible for managing the preventive maintenance program. It
includes a schedule of preventive maintenance tasks.
3. Inventory Control System: responsible for managing spare parts inventory. right parts are available
when needed, and inventory levels are maintained at optimal levels to minimize downtime.
4. Maintenance Performance Measurement System: responsible for tracking and measuring
maintenance performance. key performance indicators (KPIs), such as equipment uptime, mean
time between failures (MTBF), and mean time to repair (MTTR).
5. Maintenance Information System: responsible for managing maintenance-related data. historical
maintenance data, equipment specifications, and maintenance manuals.
6. Maintenance Planning and Scheduling System: responsible for creating maintenance schedules,
assigning resources, and tracking progress. maintenance activities are scheduled and completed
on time.
7. Maintenance Reporting System: responsible for generating maintenance reports. It includes reports
on maintenance performance, work order status, inventory levels, and other maintenance-related
data.
3.6.1 DEVELOP A WORK ORDER AND A WORK
PERMIT SYSTEM.
Develop a work order and a work permit system:

 A work order system and a work permit system are important components of a well-structured
maintenance control system.
 A work order is a document used to communicate the necessary information for a
maintenance task to be completed.
 The work order system involves the creation of work orders, the assignment of tasks to
appropriate personnel, and the tracking of the progress of work orders.
 On the other hand, a work permit system is used to ensure that hazardous maintenance tasks
are performed safely.
 A work permit is a document that outlines the precautions and procedures that need to be
followed for a particular job to be carried out safely.
 The work permit system involves obtaining the necessary permits, performing the job safely
and in compliance with the permit, and closing the permit when the job is complete.
 Together, provide a framework for the effective planning and execution of maintenance tasks
while ensuring the safety of maintenance personnel and equipment. avoiding accidents and
injuries in the workplace.
Develop a work order and a work permit system:

 To develop a work order and work permit system, the following steps can be taken:

1. Identify the types of maintenance work that require a work order and work permit system. This could
include routine maintenance, corrective maintenance, and preventive maintenance.

2. Define the process flow for work order and work permit system, starting from the identification of
maintenance work to be performed, through to the completion of the work.

3. Create a standard work order form and work permit form that includes all the necessary information,
such as equipment details, maintenance procedures, safety precautions, and materials required.

4. Develop a process for issuing, approving, and tracking work orders and work permits, including any
necessary approvals or authorizations.

5. Implement the work order and work permit system and train personnel on the use of the forms and
the procedures for issuing, approving, and tracking the work.

6. Continuously evaluate and improve the work order and work permit system based on feedback from
maintenance personnel, safety officers, and other stakeholders.
3.6.2 IMPLEMENT JOB CARDS AND JOB CARD
PROCEDURE, JOB EXECUTION, MONITORING,
FEEDBACK AND CONTROL SYSTEM.
Implement job cards and job card procedure, job execution, monitoring,
feedback and control system:

 Job cards: A document that contains detailed information about a maintenance task or job, including
the scope of work, materials required, tools needed, labor hours estimated, and any safety
precautions.
 Job card procedure: A set of steps or instructions that outline how to create, assign, complete, and
close out a job card. It includes the roles and responsibilities of everyone involved in the process, as
well as any required approvals or authorizations.
 Job execution: The actual carrying out of the maintenance task or job as described in the job card.
This includes all activities related to preparing for the work, performing the work, and verifying that the
work was done correctly.
 Monitoring: The process of tracking the progress of a maintenance task or job to ensure that it is on
schedule and on budget, and to identify any potential issues that may require corrective action.
 Feedback: The communication of information about the status of a maintenance task or job between
different stakeholders, such as maintenance technicians, supervisors, and managers. Feedback can be
used to adjust the job plan, allocate resources more effectively, and improve future work orders.
 Control system: The overall process for managing maintenance work orders, including the creation and
assignment of job cards, tracking of progress, monitoring of costs, and reporting of results. The control
system may include software tools, reporting mechanisms, and workflows that automate and
streamline the process.
3.6.3 DEVELOP A MAINTENANCE RECORD
AND DOCUMENT.
Develop a maintenance record and document:

 A maintenance record is a document that tracks the maintenance history of

equipment and systems, including details of maintenance tasks performed, dates,
and costs.
 It is used to identify trends, monitor performance, and make decisions about future
maintenance needs.
 Maintenance documents are the procedures, guidelines, and other documents that
support the maintenance activities.
 Developing a comprehensive maintenance record and document is an essential
component of any maintenance management system.
 The record and document system is used to track all maintenance activities,
including preventive maintenance, corrective maintenance, and predictive
maintenance.
 It provides essential information for analysis, decision making, and future planning.
Develop a maintenance record and document:

 The following steps can be taken to develop a maintenance record and document:

1. Define the objectives and scope of the maintenance record and document system: The objectives
should align with the overall goals and objectives of the maintenance management system. The
scope should cover all equipment and facilities that require maintenance.
2. Establish maintenance record and document formats: The formats should be standardized and user-
friendly. They should capture all the necessary information required for analysis and decision making.
3. Establish data collection and recording procedures: Data collection and recording procedures should
be established to ensure accurate and consistent data. Procedures should include the frequency of
data collection and the personnel responsible for data collection.
4. Establish data storage and retrieval procedures: Data storage and retrieval procedures should be
established to ensure that records are easily accessible and can be retrieved quickly. Procedures
should include backup and recovery procedures to ensure data is not lost.
5. Establish data analysis and reporting procedures: Data analysis and reporting procedures should be
established to provide meaningful information for decision making. Reports should be prepared and
distributed to all relevant personnel in a timely manner.
6. Implement and monitor the maintenance record and document system: The system should be
implemented and monitored regularly to ensure that it is functioning correctly. Any issues should be
addressed promptly.