Introduction to Physical Asset and Maintenance Management by gpydde@solidconcepts.com - HTML preview

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Much of this book is dedicated to defining the

maintenance function as it relates to physical asset

management. This is due to the fact that maintenance is

an ongoing activity that typically has the most significant

impact on a physical asset throughout the physical assets

life. It affects factors such as; appearance, safety, health,

comfort, efficiency, reliability, productivity, longevity,

value and quality.

When properly defined and implemented, a maintenance

program will provide a value added service that ensures

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that the physical asset will always meet the expectations

of the stakeholders. Many organizations have hundreds

and even thousands of physical assets that must be cared

for at regularly scheduled intervals with a multitude of

involved tasks and activities. These activities can be

extremely difficult to track without the use of some type

of automated scheduling system. Maintenance activities

can be classified into different categories. The most

useful maintenance activity consists of regularly

scheduled preventive measures such as cleaning and

inspections. Certain physical assets have components

and devices that will fail at known or approximated

predictive intervals. These activities must be scheduled

as well. To make matters even more complex, physical

assets also experience failures that in many cases need

to be addressed as quickly and efficiently as possible.

This type of work is known as reactive. In many cases,

reactive maintenance is the most costly form of

maintenance due to the fact that it usually affects

physical asset availability. In some cases the failure of

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one component can cause other components to fail as

well causing a domino effect. Reactive maintenance

scenarios are sometimes purposely put into place. This is

due to the fact that in some instances running to failure

does not have negative effects and it would be more

costly to have a preventive or predictive program in place

to counter the failure. The typical maintenance entity

within an organization is also utilized to perform

responsive projects such as expansions, upgrades and

rebuilds to name a few.

We have identified four types of maintenance activities

that typically need to be accommodated as part of an

effective maintenance program. These are Preventive,

Predictive, Reactive and Responsive. A well planned

maintenance program will minimize any unwanted or

unacceptable reactive maintenance by implementing

preventive and predictive maintenance. It is extremely

important that these maintenance activities are tracked

and recorded properly. The typical method for managing

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these activities is through the use of an inventory control

and work order system.

Many maintenance activities also require the use of

supplies and materials. Consumables such as cleaning

products, lubricants, paper products and spare parts for

buildings, machinery and equipment usually require

some type of inventory control system.

Personnel protective equipment and tools are also

needed to perform many maintenance activities. Many

organizations utilize a tool inventory system to monitor,

track and control the use of these.

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Introduction to Physical Asset & Maintenance Management

Environmental Maintenance

Based on the condition that the majority of schools,

parks, stores, casinos, hotels, banks, restaurants,

hospitals, airports and theaters are kept in, it is apparent

that people prefer a clean, organized, manicured and

comfortable environment. In many cases, environments

like these contribute to positive feelings and thoughts.

This type of environment also requires that regularly

scheduled maintenance activities be performed. The

environment in which we live affects the attitude,

productivity and efficiency of people. It leaves us with

positive or negative thoughts, feelings and impressions.

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We enjoy living and working in environments that

promote

positive

thoughts

and

feelings.

The

thoroughness of an organizations maintenance activities

can be easily assessed by the condition and cleanliness of

their restrooms, designated eating areas and work

environment. Activities such as 5S serve to organize and

clean the environment whereas kaizen activities can

optimize efficiency but it requires maintenance activities

to maintain these established environments.

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Introduction to Physical Asset & Maintenance Management

Maintenance Program

The way in which a maintenance program functions can

vary dramatically in different organizations. This is once

again influenced by the size and nature of the

organization. The required functions and activities can

vary considerably based on the types of physical assets

that are being maintained and the functions that they are

utilized for.

So where do we start? The success of a maintenance

program relies on several factors which we will discuss in

detail. Some of these factors include;

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 Resources such as people, tools, materials and

equipment.

 Available and accurate information.

 Work flow structure and process.

 Accountability and traceability.

 Stakeholder support.

Resources are of vital importance. Let’s face it, people

are your number one asset. The skills, experience and

knowledge that they possess should complement the

maintenance group and is a primary influencing factor

towards proper maintenance program implementation

and support. Collectively, and through proper guidance

and support, this group is what keeps the maintenance

engine running smoothly. People can’t do the work

properly or efficiently without the right tools, materials,

parts and supplies. A properly managed, organized and

regularly monitored inventory control system is a must.

Don’t underestimate the amount of work that is required

to setup a detailed and functional inventory control

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system. Keep in mind that the objective should be to

provide true traceability and accountability for the

materials, parts, supplies and tools that will be used.

Accurate physical asset information and documentation

is extremely important. This information is used to

determine a physical assets needs and requirements.

Preventive and predictive maintenance schedules are

typically derived through the use of this information. In

many instances, maintenance activities require service,

repair and support information. This information usually

includes specifications, documents, drawings and

manuals. The information that is collected and recorded

is invaluable. It provides historical data that can be used

to refine the maintenance program thus promoting

continual process improvement.

The following described work flow process or something

that resembles this description very closely is utilized in

many organizations. The maintenance work flow process

typically begins with either a regularly scheduled

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maintenance activity that has already been defined or a

work request that has been submitted by an individual

that has a need for a task or project to be performed. In

either case, a work order is created. The work order is

either assigned to or accepted by an individual that will

complete the work order. The work order is the heart of

the maintenance program and can be quite involved. It

provides the traceability for maintenance activities and

typically includes a considerable amount of information

such as;

 Assigned work order number.

 Original work request number.

 Work requestor name.

 Date that the work request was submitted.

 Date the work request is due.

 Type of work request

 Physical asset information.

 Type of work such as preventive, predictive,

reactive and responsive.

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 A detailed description of the work that is

required.

 Work and physical asset location information.

 Inspection and checklists.

 Safety and work related instructions.

 Actual work that was performed including

details such required skills, date that the work

was performed and task durations.

 Services that were utilized.

 Material, supplies and parts that were used.

 Attachments such as photos and documents.

 Reactive work orders usually require additional

information such as failure type, investigative

observations, problems, symptoms and findings,

root cause and recommended corrective

measures.

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Introduction to Physical Asset & Maintenance Management

MAINTENANCE WORK FLOW

Automatically

Manually Entered By

Generated

The Requestor

By the CMMS or

(Work Request)

Scheduled

Preventive Predictive

Reactive

Responsive

Work Request

Work Order

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The work order is the tool that provides accountability

and traceability of maintenance activities. The

importance of detailed work order information cannot be

overemphasized and in many cases is underestimated.

This information provides an invaluable resource to

monitor and track physical asset information and

performance and aids in the performance management

of maintenance personnel as individuals and as a group.

As previously stated in this book, stakeholder support is

an absolute must and the success of a maintenance

program depends on it. Owners, investors, managers,

users and maintenance personnel must understand the

basic concepts of physical asset management and the

importance of the related factors. A good understanding

of these concepts helps to foster a partnership and sense

of universal ownership of the physical assets. Concepts

such as Total Productive Maintenance (autonomous

maintenance) rely on the success of these relationships.

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Introduction to Physical Asset & Maintenance Management

Maintenance Schedules

The majority of physical assets require that some type of

regularly

scheduled

preventive

or

predictive

maintenance activity is performed. These activities

should be carefully evaluated and determined. There is

such a thing as too much and also not enough

maintenance.

Too

much

maintenance

causes

unnecessary excessive costs. On the other hand, too little

maintenance can cause excessive reactive maintenance

or physical asset deterioration which will also lead to

excessive costs. In some cases, the balance between too

much and not enough may take some time to figure out

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Introduction to Physical Asset & Maintenance Management

based on physical asset performance history. The nature

and type of physical asset including any supporting

information will usually aid in determining some or all of

the maintenance requirements.

Reactive Maintenance

In many cases, reactive maintenance, also known as “Fire

Fighting”, which is typically caused by a “run to failure”

scenario is the most costly form of maintenance. Many

physical assets are utilized in processes or for purposes

where they cannot be easily replaced due to significant

cost factors and play an important part in the image,

success and reputation of the organization. It is usually in

the organizations better interest to minimize or even

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eliminate reactive maintenance in these types of

situations. As mentioned elsewhere in this book, in some

physical asset applications, reactive maintenance cannot

be tolerated at all due to the associated failure costs

which can actually destroy the image and reputation of

an organization and may even force them out of

existence. However, there are situations where the cost

of regular maintenance may be greater than the cost of

physical asset replacement and the unavailability of the

asset can be easily accommodated.

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Introduction to Physical Asset & Maintenance Management

Computerized Maintenance Management

As you can probably imagine, if an organization has

hundreds or even thousands of physical assets, the

required maintenance activities can be extremely

difficult to manage without the use of some type of

computerized system. Computerized maintenance

management has become an essential tool for many

organizations. In most cases and when properly

implemented, the majority of organizations find these

systems indispensable and couldn’t imagine functioning

properly without them.

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A Computerized Maintenance Management System

(CMMS) is typically based on some form of a database.

Databases collect information that is typically entered by

users. The database itself is usually comprised of a

frontend and a backend. The frontend is what is referred

to as the user interface. This is what the user sees and

utilizes to enter, view and extract information to and

from the backend. The backend usually consists of tables

or files that the information is stored in. Some form of

network connections are usually utilized to connect the

frontend (user computers and tablets) to the backend

(server).

CMMS Selection

The type of CMMS that is utilized is extremely important

towards the continued success and efficiency of a

maintenance group. A considerable amount of time and

money goes into the implementation of a successful

CMMS. Careful evaluation should go into physical asset

maintenance requirements and the maintenance

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program itself. It is best to take some time and make a

list of the type of data that the organization wants to

track. The various available systems are different and

internal organizational structures and requirements

differ as well. Sometimes the ideally suited CMMS

requires customization to meet the organizations

requirements. Some forms of CMMS are quite complex

and be intimidating at first. The organization and

structure of the system needs to be carefully evaluated

and should be user friendly due to the fact that this

system will most likely be used daily by many people with

many different skill levels.

CMMS Implementation

The most tim