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ernentation ancl Cornputerization of Industrial ilreven tive M ain!.en anc e lVn anage merlt System
llv:
Dr.-ing I)emiss Alemu AAIJ, Itaculty of Technology (N.C.) a*Liis.Ababa

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knplementation and Cornputerization of, trndustrial Preventive Maintenance iVlanagernent System

by

Ilemiss Alemu (Dr.-Ing)

Mechanical Engineering Department- Faculty of 'fechnology, Addis Ababa University

AI!S'I'RACT
A preventive maintenunce ,sysletn i,c essutlial fiir cleceasing down time and prolonging ltfe ,rf equipme nt with objective of increasing the rate of return on investment. As planning, execulion and conlrol of ntaintenance in a.factory requires a syslem, lhis paper present a simplified systematic cpproach.fbr inryslementatiotr oJ-preventive maintenance. T'he planningand control of maintenance ure complex and cuntbersome loskr . There.fore , afrantework for computerization of maintenance managemant, v,hich will simplifv planning ond conlrol of maintenance, is also presented.

I.

INTRODUCTION

Maciline components and machincry havc limitccl lilb due to normal failure caused by progressive wear or fatigue. Moreover, errors during design, manufacture and operation reduce the life below the mean life. T'hus, maintainability is an inrportant factor that has to be considered during design of equipment. Maitttenance is a tecrhnical disciplure which tries to maxirnize the performance of machinery and prolong the lilb of capital equiprnent. Thcreby, it enables maxirnum utilization of equipment and high rate of return on investmenl..
Maintenance isrelated to profitabilitythrough equipment output andrunningcosts. Maintenance workraises equipment perlbrmance and availability. Ilut, at the same tirne, it adds running costs. In a simple way, profit is the diflerence between income from the sales of products and costs manufacturing and

To{al

MaintewCol

distribution of products. While preventive maintenance decreases sudden break-down (downtime), it increases the revenue of the plant by increasing production output. But, it also increases the operating cost of the plant. Thus, the otljective of maintenance management is to find out an optimum balance between high

of

maintenance cost and low machinery downtime, in order to maximize production and profit. Devising and launching a proper maintenance management
C)rlimnm

Msfutenscc

Qwtity

system maximizes plant availability e{Iective manner.

in a

cost-

incorporates Fig. I Optirnurn Maintcnance of Machinery inspection and servicing tasks that are preplan-.red to be accomplished at a specific point in time to retain procluctivity of equipmetrt. Prevcntive maintenance call be based on either fixed-time replacement, condition-based replacernent or opportunistic replacement. Incase of the latter, a parameter indicating the

Preventive maintenance

(PM)

Ds.ttti;s-a l e nw: I nryfu n

wear stage of a component is rnonitored during inspection. Condition --

monitoring includes subjective

methods such as noise rnonitoring. visuaI inspection and monitoring with aid ofinstruments, which fall under the category of nondestructive testing. lJsually, lixed time replacement is good for fast wearing parts such as belts, filters, seals and gaskets and condition based replacement for slowly wearing items such as bearings and gears. Correctivc rnaintenarrce is unplanned maintenance, which is done to restore equipment during sudden break-dou,ns.

Maintenance management systenr comprises evaluation and analysis of indicative control variables such as performance, quality, equiprnent history and costs, aud systematic implementation ofprograms like planned prevcntive rnaintenance, reliability inrproverncnt, cost reduction and skill development schemes
$i11cEr pr"cvcntive maintenance planning involves too much clerical work, it needs too much tinre and manpower that results in higher costs, ifit is hanclled manually. lt is believed that computerized maintenance management results in a drastio reduction of time and manpower and allows management to exert more control on PM irnplenrentations and maintenance costs.

General hfanager

Production Manager

Mainlenance Planning

Conlrol Service llead

Teclrnical Clerk Maintenare llivision Ilead

&

Utilities Division Heed

Senior Mechiniet

Assistant

Mrchinist
Weldcr
A-ss.

Wcldcr

Electrician
2 Senior f,lectricien 2 Electricien

Ilreftr Mrn

I Junior f,lcctricisn

Itig. 2 Organizational structurc of Mailrtenance Division under Technical Department

2. OI{GANIZATION OP MAINTI'NANCE DIVISION
Organizational structure is necessary to distribute authority and responsibility with little or no overlap. This is usually done alter defining the scope of an organization or a unit of an organization.
Scopes

of of

maintenance unit of a factory can be summarized:

To maintain equiprnent

To upgrade equiprnent and improve performance olequipment

fo crect new tnaclilnery and equipment 'I'o keep historical records of equiplnent "ilo plan order of supplies (spare parts, lubricant, detergent, fuels and chemicals) and tools 'fo order production of spare parts and recondition rnachine components fo ilraft and rcvise policies related to mainternnce
'fhe administrative slructure of thc maintenance riivisi<ln difters liom one plant to another plant. Usually, tltere must be a head oflrtaintenance division and nrechanical and electrical maintenance sections. There may also a building maintettance head or a building up*keeper. In a large plant, it may be necessary to organize maintenance crews which are Iead by foremen in area basis ; i.e., a maintenance crew headed by a foreman can be assigrred to ccrtain area of the plant. In addition, there must be a separate unit responsible for rnaintenance planing and coutrol. With out such a unit implernentation of preventive maintenance can not be completed.

3. MAINTEI{ANCE

PITOGRAMS

AND

tr,t,ANS

3.I Lubrication Programs

Proper lubrication implies the use of the right lubricant, applied in the right way and supplied in the right quantity at the proper schedule. As lubrication aflbcts wear of components, considerable care should be paid in cht'rosing lubricating oils and greases to lubricate machinery and scheduling lubrication.

Lubrication of machinery is carried out as per lubrication chart. A lubrication chart is prepared from infonnation given in the manual ofthe equipment and its accessories considering the mode ofoperation of the plant (1, 2 or 3 shifts) and available lubricants in the market.

Tablc l" Exanrple of

No Parts

well designed lul:rication chart

Method of
Position

Type ofLubricant

Period

Qty
3-5 strokes

Lubrication
I

l{ot air thns

Staburags

Wl2l MI,

Apply

grease with

Top of heating
7.One

3 months

Hish tenio. srease

2

gun on nipples
Spread manually on
rol I ers

ILoller
chains

Shell l{etinax oil

C<-rnveyor

belt drive

I year

0.1 -0.2 lit.

a
-1

Worm gear

Synthetic

oil

D 220 IIP

['-lash arrd replace

Roller chain

2 years

L5- 2

lit

Sliding hub

Shell Omala 320,

Flash and replace

Drive ofconveyor
belt

2 years

t.5-

2lit

Mobil Cear 620 or

Agip Ulasia 320

5

Upper gear box ofturn table

Mobil Gargoyle gear

1200

Wash and
grease

fill

new

Turn table

2 years

lkg

v/
[I

Shell gear grease

3.2 Maintenance Programmes

The common type ofpreventive maintenance program practiced in some lvell organized I thiopian factories which was popularized by Ethiopian Management Institute (EMI) consists of the fullowing lbur stages:

Inspections (Maintenance Class 1):

It is a planned maintenance activity which includes maintenance checking of the wear stage of contponents, tightening loose parts, lubrication, such as cleaning, activities and identifying and recording the defective ones, which are to be replacecl in the next schedule of repair.
Smoll Repoir (Maintenance Class 2): It includes activities of inspection antl disassembly of small number of parts to repair and replace small number of components.

Medium Repair (Maintenance Class 3): It inclucles activities of small repair and clisassembly of more number of units to replace and repair parts Overhaul (Maintenance Class 4): It is carried out relatively after a long period of time. lt includes disassembly ofnearly all components, cleaning, inspecting and replacement and reconditioning ofdefective
parts.

For each stage, instructions indicating what to clieck and replace have to be prepared based on inforrnation available in the equipment manual and compiled in the maintenance instruclions of the equipment. The intervals between the different maintenance stages t|,2, 3 & 4) are cletermined liom the inlbrrnation from equipment suppliers and are presented in the maintenance progranl A cornplete rnaintenance cycle is the period between two overhauls. In one cycle, there can be more than one small repairs and inspections and there may be one or more medium repair.
For equipment with an inspection period oftlrree months, a small repair period of six months, ntedium repair period of one year and overhaul period of two years, the maintenance cycle looks as lollox,s.

MCr-MC2-MC r-MC3-MC r-MC2-lvtC -MC4

r

3.

Maintenance Planning

A sound maintenance planning is a result of effective maintenance managenlent system. Effective planning system identifies what work is to be done, ho,*, long should it take, what skill, rnaterial and parts are required. It emo-races planning methodology programs, records and their evaluation.

After annual and monthly plans of PM are prepared, weekly and daily schedules can bc prepareri by including corrective maintenance or emergency repair. Priority lor the corrective nraintenance shouid he given depending on maintenance priority number of the equipment.
Emergency maintenance work is usually requested in a written work request try production department. This request is usually addressed to the maintenance head. It4aintenance prograrns are interrupted ancl readjusted to take care of the emergency repairs, since this work is not programmed in advance.

4.

MAINTENANCE WORK FLOW AND CONTROL

In order to carry out maintenance work, ancl to conlrol achievement of nrairrtenance plan and accompanying costs, a workflow system and accompanying forrnats arc neoessary.

DemissAlemrl:ItttplenrcntatiottgttdCottt,tluteriuttitlttofPMManq'M MarNrEt{ANCE Wotr Ononn

Date

'Iype:PM

tr

Breakdownl

Machine Name

WiO No Eq.ID No

l.

Maintenance Instruction

4. Parts Cost 2. Labor Costs

Part No Description
Qtv

ID NO

Msnhr

Cost

Unil Price

Total
Cost

Grand Totnl
4. Lubricant

& Consumables Cost

Unit

ID Na

Wv

Unil
Price

Tolol
Cost

0il
2

Grease
F'uel

J
4

Miscellaneous

Lub & Miscell. Cost

5. Total Costs
TD NO

Cost

I-abor Cost
Parts Cost

Parts Cost

Lub & Miscell.

Total

Complction Date

Maintenance Crew l,eader

Maintenance Head

4.1 Maintenance Work

SYstem Flow system l''low

and a maintenance work orcler syslem usually comprises two formats: a maintenance work order been has that request maintenance work request fornrat. A maintenance work order is used to identify a and who would screened by the head of nraintenance clivision who has decided that the work is necessary perfgrm the job. fhe following points have to be considered in using the work order.

Each work order form

should be numbered and at least two copies are needed connection with the control system

in

Anrutal Programs
Sc'hedule: Maintendnce
Lubrication

. Work orders should be initiated only in the

Maintenance Division.

Supplies:

Spare parts

Ltbricanls
T'ools

()
I

The work request and/or work order form should be

V ()<

the basis to transmit information to all crafts

concemed. The work order is the basis

for reporting tirne,

and material charges.

labor

o
Ll
(J

The workflow

in industrial

maintenance is given in Fig 3. and Fig. 4.

L_--

.B

4.2 In a
o L

Maintenance RePorts

Recording in history

file

Report to T'echnical Monger

bop ta) Bca

modern maintenance management system, several reports and records have to be generated to ease planning and control of maintenance work.

a.

Fig.3

Activities in Industrial Maintenance

These control Parameters contribute to improvement in the plant availabilitY and specific maintenance cost (maintenance costs Per unit of

plant availability and plant output). Managment has to use performance reports like unit maintenance cost, maintenance work' maintenance efficiency, equipment failure reports anrl cost reports to control

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The fullowing reports are utilized for mainterrance planning and control:

. . . . . . . . . . . . . . .

Amual maintenance plan

Annual manpower requirenrent for maintenance Annual spare parts requirement for maintenance Annual maintenance cost plan Monthly maintenance plan Weekly maintenance and lubrication plan Monthly machine down time report Daily manpower allocation lirrm Weekly rnaintenance status report Weekly lubrication lbllow up Monthly maintenance report Monthly machine down time report Quarterly/ annual maintermnce and frequency report Annualmaintenance frequency and cost report Equ;pment life cycle costs

4.3 Machinery llistory Cards

Equipment history card is useful to follow-up failures and running costs ofequipment. In order to identify machinery and to record and retrieve maintenance activities ancl related expenses in an orclerly manner, preparation of history record cards is essential. Keeping history car<ls results in the following merits:

Enables to improve preventive nraintenance and to implernent and control periodic inspections Enables to plan maintenance budget and facilitate timely availability of spare parts F'acilitates identification of last-moving parts. Facilitates replacement of equipment

Facilities identification of liecluent failures

The machinery history card contains such inforrnation as iclentification number, manufacturer, capacity, characteristic etc. . It is the starting point to carry out repair, replacement or other related activities. It describes when, why and by whom was a maintenance activity carried on the history card usually contains ffirmation on maintenance performed and spares and material expenditure list.

5. IMPLEMBNTATION

STEPS

. ' . . ' . ' . . . . .

Managementcommitrnent Assignment study and implementation team or hiring of a consultant Restructuring of technical department Issue of equipment identification number Preparation of lubrioation chafls, maintenance instruction and programmes of equipment Design workflow system and accompanying formats Preparation of arurual maintenance plan, lubricant and spare part requirement Order and receive of maintenance supplies I'raining of maintenance staff Pilot implementation lbr a cluarter System rectification Final Implementation

Demiss Alemu : Imolementation and ComDuterization of P M Management Svstem

Table

Front side of Equipment History Card

Type

Description

Eq.Jd No.

SerialNo MODEI,

Locatiott

MANUFACTUREDATE/ /

Purchasing

Datell!__

MANUFACTUREI{S NAME AND ADDRESS

Passenger Capacity

WEIGTIT

HEIGHTxWIDTHxLENGTII

Freight Capacity
Earthmoving Capacity
POWIIR
Speed.
Gearbox Oil Capacity

Hydraulic Oil Capacity

PT]RCHASE PRICE

SUPPLIER'S NAME

ADDRESS
MAJOR UNI'TS / COMPONENI'S MANI ]FAC'TI JRER/ ST]PPLIER
ADDRESS

I
2
.,
a

MAJOR UNITS REPLACED

DAT'E

COST

SERI,ALNO

Ps6g,r:"1 i;:ii',ir, :lrili'l

ri:r,iit;llir'll

,.sps*Paril-tr

if,,ryl,J,,iffi

6.

Demiss Alemu : Inrylementation and Computerization of P M Management

COMPUTER APPLICATION

IN MAINTENANCE MANAGEMENT

Slstem

l0

6.1 The Need for Computerization

In maintenance environment where there are large number of machinery and equipment, the retrieval and processing of maintenance data to prepare PM plans are a complex tasks. Besides, the PM schedule is seriously disrupted by emergency repairs. As a result implementation of PM is often not successful. Computerizing planning and control of maintenance will enable high degree of PM implementation by allowing the technical staffto concentrate on making things done.

6.2 Scope of Computerization

The scope of computerization of maintenance management should include the following activities:

Equipment History

maintenance history that shows frequency of maintenance and parts replacement shall be stored in database and continuously updated. These data will be retrieved for plaming and control purposes as required.

: Equipment

technical data

and

Annual and Monthly PM Plans: Based on average monttrly operating hours of a equipment, tentative
schedules for the different maintenance classes fullirrg in the planning year shall be determined. Provisions for modif,ring plan shall also be provided.

Recording of Job Opening and Closing: It includes recording of work-order no, equipment license plate no, date of opening of WO in the active work orders database during job opening and transfer of information to maintenance history and parts replacement history databases upon completion ofthe work.

PM Control - Reports that indicate PM implementation shall be prepared for

a given interval.

Maintenance Cost Control: Reports that indicate trends of material and shall be processed.
6.3 System Requirement Computerized maintenance numagement system is developed as a database miuragement system. A database management system consists of several databases, which are searched, update and processed by application programs for viewing, planning and reporting purposes.
database consists of a record of an entity. Database records are attributes of an entity. Records are inserted in the database during creation. In a single application, there can be several databases. These databases can be merged and relevant information can be sought using an index or primary key. An index is a field or attribute that is used for searching related databases. In equipment maintenance, equipment ID No no and work order no are used as primary keys.

6.4 Computerized Maintenance Planning

The maintenance program in one maintenance cycle or up to complete overhaul has about four maintenance classes. During preparation of annual plans, the schedules or dates on which the different maintenance classes ofequipment fall are automatically determined. From these tentative annual plans, monthly schedules shall be prepared. The planner should be free to modify the date ofthe week in order to distribute the work load evenly. Finally, the system shallbe able to print tentative annual plan and monthly schedules.

Demiss For generating the plan, attributes like equipment last maintenance date, last maintenance type are stored in the records of equipment database and the maintenance programme ofthe equipment which specifies the correspondence between maintenance class type and operating hours is stored in maintenance class database which is given according to the type ofequipment. These clata contain all required ffirmation for generating a maintenance plan.
The maintenance plan ofan equipment is displayed on a report called monthly maintenance-plan. This report is the output ofthe maintenance planning program that acts on equipment and equipment model databases.

6.5 Recording of Work Order

lprogremme ,*r"-r,"-a I iEquipment i I g;;c'ffin,i _ _ .. .. lglio;',;.,; rrr"computersystemiscapableof computer system is capable of . Databases J".,;."." lI ,rr" l_'_ _ ---' {--y Plenncr
I

t' I

Opening and Closing

Tenintivc lenintivc Annual rnnualPlan PIan

-1 ir
-l I i t I I
I I

I
I

Mninlennncc Ptenning

, Y Y J. I
I

I f f.

Maintcnrnccptenner

I lt - YYVtt,roerrtt. | I il Y Y ''t I

; ,

Emcrgency

Repair

I ,l

i 1 | used for reporting the maintenance >j ) | status of machinery.At the end of r - _-; I i the work, the work order will be

and The L r _r I lrnapr"ulntivemaintenance. active activeworkorderdatabaseshallbe work order database shall be rvr"irr.n-"n.. i I rrr"irr.n-"n..1 Hisrory I

I
.l-

l;.,::lt"ffitffi;'::iffi: l:",::*1?"ffi1ffi;'::iffi: preventive maintenance.

Acrivcwork

_'

i I closed and all relevant ffirmation I i m"framn "oor will be transferred

jintomaintenanceandpartshistory
i

; Monthlr [ >1 ona dosing of w/o I jMnintenrncc*chedutesr I I | |

>i I

-l
I

H
i

tPartsHistorY

i L

--ll Reports lu"iot"o"o.cRcporrs ll j Meinleance report I pn"orio, rme | pnt impremenrrrions I i Several reports are generated for i i i I Arnual Meirltenance cort ,I ;;;;;iilffi;;#;"r i i maintenance control from active Equipment Reporr I i I work orders, maintenance history
|
I

) I e.e Maintenance Control

l' - |

'

and parts history databases. Some ofthese reports are given in Figure

Fig. 5 Data flow in computerized maintenance planning and control REFERENCES

l.Higgins and Morrow: Maintenance Engineering Handbook,McGraw Hill,US A,1997
2. Demiss Alemu: Training Manual on Industrial Maintenance Management (unpublished), 1999. 3.Goplakishnan, P. and Banerji,K.A.: Mainlenance and spare parts Management,Prentice-Hall oflndia, New Delhi,.1997.