it is about organization of maintenance resources

1. 1
CHAPTER 8
Organization of
Maintenance Resources

2. 2
Introduction
-Maintenance organization can take an infinite no. of forms
-The best form for particular situation is determined by a
systematic consideration of the influencing factors
-Organization of maintenance resources for a multi-trade
maintenance work load is a difficult managerial problem
which involves three areas of organization decision making
-the mix, location, and size of the maintenance resources
- the nature and type of administrative procedure
- the type of work planning and scheduling systems

3. 3
- Here, the objective is to set up the mix, location and
size of resources which will best respond to the
expected maintenance workload
- The workload in general falls into two categories:
(a) Deterministic work load
(b) Probabilistic load:
- The fluctuating nature of the latter makes the
organization of maintenance resource a difficult
task.
Maintenance Resource Structure

4. 4
The work load is usually divided according to trade..
This demarcation:
- determines the number and size of gangs;
- makes more difficult the achievement of high
labour utilization;
- renders work planning more difficult due to the
complexity of trade coordination.
a) Trade force mix

5. 5
The trade force location must reduce the time of plant
unavailability.
- If the work load is widely distributed and contains a
large proportion of high cost emergency
maintenance, permanent decentralization of the
trade force reduces the cost, both direct and
indirect.
- For a localized work load centralization of the
maintenance improves utilization of resources.
- For infrequent, but anticipated, highly specialized
work, the use of contract labour must be
considered.
b) Trade force location

6. 6
The aim of trade-force location is to balance the
advantages of centralization against the cost
associated with traveling.
The solution is often a partially decentralized system.
In this case, the maintenance gangs carry-out the
emergency work as priority and also as much of
the scheduled work as possible, while the
functions of the main workshop are:
- to act as a reserve of labour for the area gangs;
- to undertake the major reconditioning and
overhaul work;
- to act as a base for those trades men who are
better centralized;
- to coordinate the externally contracted work .
b) Trade force location:

7. 7
Substore
C
AREA GANG C
(Repair and
Service)
Work completed
Maintenance workload
from production area C
Completed work
AREA GANG A
(Repair and
Service)
Maintenance workload
from production area B
Work completed
AREA GANG B
(Repair and
Service)
Substore
B
Work completed
CENTRAL
WORKSHOP
- Overhauls
- Spare parts
- Reconditioning
- Area work overload
support
- Cobtracting outside
expertise
Substore
A
Maintenance workload
from production area A
- Overhauls,
- Complex repair work
- Major reconditioning
- Area work overload

8. 8
- If the workload is deterministic, it is not difficult to
determine the best size of the trade force.
- However, in most manufacturing situations the work
load usually contains large probabilistic components
which render setting of trade force size a difficult
task.
- The basic aim should be to achieve a trade force
size and structure which minimizes the total cost of
labour and waiting time.
c) Trade force size:

9. 9
Administrative Structure:
Two important facts
1. There is no ideal administrative structure for
maintenance, in general.
2. The administrative structure should be
designed in conjunction with and to suit the
resource structure.
In general maintenance administrative structure is
based on division of the work into specialization
including centralized planning functions.
An example of an administrative structure is shown in
the figure below.

10. 10
Building Maintenance
Head
Mechanical Maintenance
Head
Building
Foreman
Area 1
Foreman
Area 2
Foreman
Area 3
Foreman
Maintenance
Manager
Electrical Maintenance
Head
Electrical
Foreman
Workshop
Foreman

11. 11
EAE (GM)
AABIA Regional airports
Engineering
Department
Finance
Department
Technique
Division
Operation
Division
Finance
Division
Airport
Security Management Facilitation
Electric
Section
Radio
Electronics
Section
Civil work
Section

12. 12
Technical Division
(Maintenance Department)
Mechanical
Section
Electrical
Section
Radio
Electronics
Section
Civil Work
Section
Inventory Experts
(Engineers)
Workshop
Foreman Machinist
Technicians
Welder Mechanic
Drainage
System
Control
Building &
road Repair

13. 13
Area foremen are responsible for maintenance
workload within the specified area and are
accountable to the mechanical engineer.
Maintenance engineers, i.e. mechanical,
electrical and building, are responsible for
- overseeing and supervising all
maintenance workload undertakings
directly under them;
- overall maintenance works and are
accountable to the maintenance
manager.

14. 14
1) Set maintenance objectives and determine
maintenance policy.
2) Assist with technical advice and decision
making.
3) Assist with medium term work planning and
scheduling.
4) Look after day-to day personnel problems.
Main function of the maintenance manager
and engineers may include

15. 15
The objective of work planning and scheduling is
to get the right resources to the right place,
to do the right job in the right way and at the
right time in order to carry out the maintenance
function at minimum overall cost.
Work Planning and Scheduling

16. 16
Some basic rules to be observed in designing a
maintenance work planning
1. The work planner must have the authority to
make the necessary decisions
2. The work planner must have the right information
at the right time
3. The areas of responsibility of, and lines of
communication between, the planning levels
must be clearly defined.
In setting a workable maintenance plan, the
maintenance workload should be categorized
- random, and
- deterministic
a) Work planning

17. 17
- This category consists of the emergency and corrective
maintenance workload which is random in nature.
- This workload fluctuates with time.
- The repair situation can be represented by queuing
mode.
- The function of a maintenance department as regards
the probabilistic workload is to: locate the malfunction;
diagnose the fault; prescribe the action to correct the
malfunction; decide on the work priority; plan the
resources necessary to undertake the work; schedule
the work; issue job instructions; check that the work is
satisfactory.
Such a work can only be scheduled, with any degree of
certainty, a short time ahead
a) Random or probabilistic workload:

18. 18
- This consists of the preventive maintenance work
and the necessary plant modifications.
- It can be planned in detail and scheduled some
time ahead.
- The functions of a maintenance department as
regards the deterministic workload is to:
- schedule all preventive maintenance and
fixed-time maintenance;
- perform all performance monitoring and set
schedules based on the condition of the
plant;
- determine all reconditioning activities;
- recommend appropriate long tem solution to
recurring problems to enhance plant
maintenance and maintainability.
b) Deterministic workload:

19. 19
Equipment record
Proper work planning is facilitated by appropriate
equipment records. Two important equipment
records are:
i) Equipment record card which contains useful data
regarding the acquisition and installation of the
equipment, and
ii) Equipment history record card in which all faults,
corrections, replacements, repairs, etc. are
recorded during its operation time.

20. 20
Equipment
Machine
Card
Weight
Design, Operation and Maintenance Specifications Installation Manual
Operation Manual
Maintenance Manual
Subsequent Acquisitions
Lub Method
Location
Lub type
Lubrication
Originally Supplied
Spares Requiremnets
Services Needed
Agent
Manufacturer
Input: Voltage, current,...
Frequency
Equipment History Card no.
Costs
Installation Cost
Cost of Services
Price
Date of Purchase
Equipment Location
Equipment
Equipment Code
Dimensions
Equipment Accessories
Equipment Details
Card no.
Purchase Order no
Type
Equipment Serial no.
Date Entered

21. 21
Equipment/Machine history record card
History Card no.
Equipment Code Equipment
Equipment Location
Work Details
Performed
on Equipment
Serial
no.
Work Details Performed
on Equipment
Recorded
by
Signature
Downtime
Equipment Record Card no.
Date Opened
Man-hour
Required
Parts
Replaced
Name of
Personnel

22. 22
Maintenance scheduling is a sequential arrangement
of maintenance jobs showing priorities.
A maintenance schedule shows
- the maintenance work to be done,
- frequency of the work,
- by whom the work has to be done, and
- estimated time required to complete the work.
The queuing of workload to be accomplished depends
on
- priority set, and
- availability of spares, skilled labour and
equipment.
Maintenance Scheduling

23. 23
The maintenance schedule has to be prepared in
collaboration with production department.
In setting up a maintenance schedule, guidelines
must be provided by the manufacturer.
An example of a maintenance schedule is shown
below.
Maintenance Scheduling

24. 24
Maintenance scheduling card
Detail of Maintenance Work
Frequency
Trade
Equipment Code Equipment
Equipment Location
Estimated Time
Date

25. 25
Maintenance work description card
Total
Cost
Material
Cost
Labour
Cost
Total Time
Taken
Tradesman Materials/
Spares
Services Needed
Name
Trade
Required
Equipment Code
Materials/
Spares
Estimated Time
Maintenance Work Details
Job Description Special Requirements Safety Needs
Equipment Description Specification no.

26. 26
A maintenance job order is a detailed and complete
work order by means of which a technician, a
mechanic, an electrician or any other skilled
person is given the authority to attend to a specific
maintenance workload.
In addition to the workload, the job order card lists
the equipment, spares, estimated time, skill
required, etc.
A typical job order card is shown in the figure below.
Maintenance Job Order

27. 27
Type of Job
CM______
PM______
OH______
Description of Workload
Signature
Originator/
Planner
Department
Details of Defect / Planned Work
Priority
Manpower Required
Ready for Operation
Date Time
Actual Duration
Start of Maintenance
Date Time
Completion of Maintenance
Date Time
Estimated Duration
Breakdown Impact
a) Shutdown _________
b) Standby Reduction _________
c) Reduced Efficiency _________
Time
Date
Name of Equipment
Equipment Code
Job Order no.
Location Date
Maintenance job order card

28. 28
Maintenance
job order
card
Special Tools Required/Used
Spares/Materials Required/Used
CM - Corrective Maintenance, PM - Preventive Maintenance, OH - Overhaul
Remarks by Area Maintenance Engineer
Special Services Required/Used
Date Time
Signature
Job Assignment
Name
Name of Equipment
Type of Job
CM______
PM______
OH______
Department
Description of Workload
Originator/
Planner
Signature
Details of Defect / Planned Work
Priority
Completion of Maintenance
Date Time
Ready for Operation
Date Time
Actual Duration
Manpower Required
Estimated Duration
Start of Maintenance
Date Time
Breakdown Impact
a) Shutdown _________
b) Standby Reduction _________
c) Reduced Efficiency _________
Date Time
Location Date
Equipment Code
Job Order no.

29. 29
Upon completion of a maintenance task, defects
analysis should be done in order to assist further
diagnostics on an equipment.
Information on
- nature of the defect
- causes
- action taken
are filled on defects analysis card.
Defects analysis record card

30. 30
Action
Taken
Cause
Identified
Defect
Noticed
Component
Date Maintenance
Manager
Signature
Total
Downtime
Maintenance
Time
Equipment Code Equipment Description Card no.
Location
Defects analysis record card