Maintenance Management System
Effective tool to progress and reach Total Productive Maintenance & Six sigma Business
Development Strategies.
Mrs. Medha S. Mainkar
Central Maintenance Cell
The Automotive Research Association of India,
Vetal Hill, Off Paud Road, Kothrud,
Pune- 411 038, India.
E-mail: mainkar.ecl@araiindia.com
Abstract This paper presents the review/monitoring history
of all kind of service equipment organization on common
platform with identical format for information entry. The
equipment covers ranges of all sizes, cost, portability and its use
for different applications like emission measurement, safety
measurement, environmental conditioning, on road
measurements, etc. Micro level information data consists of
equipment information (Installation date, cost etc), daily usage,
observation of condition of equipment, maintenance solution,
down time etc. This also provides information on availability of
equipment, its actual use and tracking of maintenance data with
fault processing. Recording of technical and financial information
of ongoing activities including utilization is done on daily basis.
The information is linked to various analysis tools. It has Inbuilt
feature to measure, calculate and compare the equipment
performance, to move towards achievements of TPM (Total
Productive Maintenance) and six sigma business development
strategy. Analysis module consists of age analysis to follow bath
tub curve in its full life cycle (Infant Mortality Rate), uncertainty
in breakdown faults, cause- effect analysis, root cause analysis,
time and condition of component failures, With the help of
analysis tools the module is allowing us to review and draw action
plans to remove all root causes, update preventive maintenance
plans, proper planning step to move towards predictive
maintenance and zero breakdown. It gives effective input to
improve user vigilance for use of equipment. It also gives us
equipment classification based on age, time, periodic utilization
and /cumulative utilization, technological change by Stochastic
dynamic programming solutions. By this module we can correctly
quantify and assess break-down status and thereby reduce
breakdowns significantly. We also can analysis reliability,
availability, failures, machine up time, cost analysis for asset
utilization like fix capital intensity, cost of repairs, equipment
utilization % turn over, etc. This total data of all equipment
(organization) are on one platform so we can go through all
equipment history with analysis in one look. This platform
consists of crew of equipment users, maintenance engineers &
managers, so all are connected with each other with their
responsibility. The module provides operational backbone and
used to provide inputs to management on: 1. Emergency plans to
overcome critical equipment areas. 2. To draw maintenance plans
and various budgetary provisions with the help of factual
data.3.Supplier control of services and spare parts.4.Corporate
planning for new equipment, facilities.
Keywords Total Productive Maintenance, Collection &
Collations of Equipment, availability: ization and availability:
maintenance, Stochastic dynamic programming, periodic utilization
and /cumulative utilization, analysis tools, Maintenance Strategy.
I. INTRODUCTION
Total productive maintenance is a unique Japanese
philosophy which promotes autonomous maintenance by
operators.[1] Six sigma is a disciplined, data driven approach
978-1-5090-6335-2/17/$31.00 2017 IEEE
Rahul K. Rathod
Central Maintenance Cell
The Automotive Research Association of India,
Vetal Hill, Off Paud Road, Kothrud,
Pune- 411 038, India.
E-mail: rathod.cmc@araiindia.com
that strives for near perfection through DMAIC (define,
measure, analyze, improve, control).[2] The maintenance
management system uses both the techniques for perfection,
accurate operation, user vigilance and autonomous deferred
maintenance.
The Maintenance Management System (MMS) is a
computerized database designed to optimize the management
of deferred maintenance. The equipment covers ranges of all
sizes, cost, portability and its use for different applications
like emission measurement, safety measurement,
environmental conditioning, on road measurements, etc.
Trial tool is developed using simple excel work sheets
and after its maturity, proven model is coded on the
ORACLE platform, to ensure accessibility & confidentiality.
It eases out deployment of activities of the service by
using standardized procedures to document and prioritize
field facility and equipment needs. Periodic summary reports
for accomplishments and review are generated easily. The
system application covers small laboratory to various
application equipment on single strategic platform.
Universal module is developed for easy entry of
utilization setups, calculations, and analysis. It is a
management tool for planning and budgeting deferred
maintenance, capital improvement, equipment repair and
replacement.
The MMS documentation begins at the ground level with
identification of deferred maintenance, equipment
replacement, and repair needs by field station managers. The
database allows generation of worksheets that summarize
data in a variety of ways such as maintenance codes,
facilities, equipment categories, cost estimates and priorities.
We should apply these terms in all aspects of maintenance.
II. STATIC SHEET
The Maintenance Management System (MMS) database
consists of two typical sections: Static sheet section &
Dynamic sheet section.
The static sheet consists of equipment data that is
permanent with equipment life. The columns of equipment
master and equipment information gives the full information
of equipment data.
A) Equipment Master
Equipment master consist of various equipment lists of
systems, instruments and equipment. The lists are
categorized as preferred by Institute/company. These
includes Working equipment list, Backup equipment list,
Software list, Measuring equipment list, Scrapped list, To be
scrapped list, Missing equipment list, Computer &
peripherals, Office equipment, etc.
Working equipment list gives overall picture of service
equipment of department/Institute. Service equipment or
equipment of critical to quality is used for customer delivery.
It contains information of equipment like ID code,
Equipment name, Category of equipment, Fall back
arrangement for M1 Category, Barcode, Accessories,
Purpose, Make, Installed on, Reference manual number,
Capacity / Range / Type, Cost of Equipment, AMC /Service
Contract, AMC cost /yr, Call basis/yr., spare cost /yr., User
teams, maintenance team & Life of the Equipment (Industry
Standard). Some of the columns are as shown in fig. 1.
Fig.1. Equipment Master
B) Equipment Information
Each equipment ID code is hyperlinked with equipment
information. It gives one click access to particulars like
operational & service manual, photographs, accessories &
components with associated data sheets. It incorporates
associated utility equipment, special instructions for handling
and operation to comply with EMS (environmental
management system), and OHSAS. The sheet is shown in fig 2.
Note:*indicates hyperlinked to detailed data
Fig. 2. Equipment Information.
III. DYNAMIC SHEET
Dynamic sheet consists of data of individual equipment
for day to day update. MMS contains two types of dynamic
Sheets: Critical to Quality (CTQ) sheet & Monthly summary
sheet.
A) Critical To Quality (CTQ) sheet
The CTQ information validates operator competency and is
helpful to reduce monopoly of equipment operator. In CTQ, the
provision is made for entry of maintenance schedule,
calibration, upgrade, solution fitment of predictive maintenance
etc. It is designed to allow entry of critical response parameters
of equipment for mathematical modeling.
CTQ contains Month, Date, User, Conditions of the
Equipment, No. Of Hours utilization, Test Code /Test
Standard, Fault Reported by/to/time, Initial Diagnosis, short
term measure (if any), Spares & Consumables used with cost as
shown in fig 3. Actions taken report by responsible person with
completion date is attached for review. Time to repair (TTR) is
calculated from the date of fault reported to the action
completed. [3].
Fig. 3. Critical To Quality
Utilization matrix is designed to facilitate easy and accurate
utilization entries of equipment/equipment setups as explained
in IV.
B) Monthly Summary
Monthly summary report is designed with CTQ cell
mapping and formula to arrive at the result immediately. As
shown in fig 4 we get the value of Total no of utilization hrs,
Time To Repair (TTR), Total Cost of Repairs (Rs), Time
Between failure (TBF), Uptime in percentage, Time taken
for preventive maintenance in hrs on monthly basis.
Fig 4 Monthly Summary
IV. UTILIZATION MATRIX
There is a facility to group & ungroup equipment used to
carry out tasks. The utilization can be entered for a group of
equipment or for individual equipment.
For e.g. a) Three equipment (X, Y, Z) work in tandem to
achieve a task. The utilization for there is computed as,
X+Y+Z=100%
b) X, Y, Z are deployed for individual task (ungroup). The
utilization in this case is computed as,
X=50%
Y=25%
Z=35%
We can replicate the action of filling up of one CTQ to fill
multiple CTQs. Matrix development eases out accurate
utilization entries. Daily utilization entry is one minute job
after effective matrix development.

V. HYPER LINKING
For quick access to related information, we insert a
hyperlink in a worksheet cell. Major time loss in searching
the documents while reaching to solutions is eliminated by
a hyperlinking method.
Fig 5. Hyper linking in MMS
As shown in fig 5. Equipment master list is linked with
Equipment information, CTQ & monthly summary. Equipment
has one folder with subfolders for Correspondence, Quotations,
Photograph, Preventive maintenance Procedure, Schedule, PO
WO, and Service Reports.
The journey to Maintenance success needs a sound, safe
and encouraging method to change the way people work. There
needs to be a safe way for the people to gain understanding of
maintenance - the work quality requirements, the skills needed,
and the procedural method that make Precision Maintenance.
Fig7. Total age of equipment in department
B) Utilization and Breakdown time of Equipment
Equipment uptime, equipment downtime, and equipment
available time are the most important analysis points for
calculating equipment / plant capacity and various maintenance
activities. We can calculate the same for different setups or
individual equipment from the data available in CTQ. In
production, an increase of utilization will require more
preventative maintenance and more wear and tear on the
machine. Sometimes it is more economical to buy new
equipment, but increasing the utilization of the current
equipment is usually the most practical.[4] Also we can trace
how much hours are spent in maintenance purpose.
It is also important to take data on no utilization in last 3
months, 6 months & 9 months, to define operational check
points and maintenance action plan. As shown in fig 8, for non-
utilized machine, minimum time of working and maintenance
need to be spent for assurance of good working conditions.

VI. ANALYSIS
We can get number of analysis as much as we have data,
like total cost spent on maintenance of all or individual
equipment, AMC period mapping, supplier wise equipment
list, common spare parts list, common fault list etc. Few are
explained as below.
A) AGE
Age is very critical parameter in case of equipment, which
are costly to operate. As equipment faces some of maintenance
problem in the beginning & after that it goes in regular
operation. In old age equipment goes in frequent breakdowns, it
follows the bathtub curve, fig 6 in life cycle. [3] Department
equipment age for example is given in fig 7
Fig 6. Bath tub curve
Fig 8. Utilization and breakdown of Equipment
C) Setting of best maintenance plans & reviews
The Maintenance Summary Report gives the data for M1
(Non standby) & in M2 (standby) category equipment in the
department, Maintenance crew remarks, Cost of maintenance
service, Spare parts, Logistics spent by dept., utilization of each
equipment also in terms of per test or procedure, adherence of
maintenance plans with service points performed at specified
intervals. This report also provides utilization, maintenance
time information of bunch equipment and the micro level data
for individual equipment for scrutiny. It gives pending action
points of earlier summary report & improvement points for
planning of better maintenance. Strict control on M1 category
equipment is a need [7]. We analyze DMAIC results on
quarterly basis.
Equipment maintenance plans are reworked to suit the
condition of the equipment after specified periods [6]. Mapping
of age, utilization, breakdown data and technology of
 equipment set-up [5] is very much essential to plan and carry
out predictive maintenance. Studies show that equipment
serviced on-time have a longer life and lesser breakdown with
higher profitability.
Training to the user for best use of equipment with general
maintenance taken care by him warranties best resource
planning and available equipment time for customer services.
Planned maintenance with the combination of preventive
and predictive maintenance, thus created ensures the
performance of equipment to the finest specification. The
variations in the customer services which cause defects and
failures are eliminated to near zero. Planned maintenance Fig 9. Graph plot of Pareto Analysis
rebuilds machines and equipment to the highest standards so
that fewer problems occur during operation. ACKNOWLEDGMENT

We are very much grateful to:

VII. RESULT
Pareto Analysis is a statistical technique in decision-
making used for the selection of a limited number of tasks that
produce significant overall effect. It uses the Pareto Principle
(also known as the 80/20 rule) the idea that by doing 20% of
the work you can generate 80% of the benefit of doing the
entire job. [2]
We have real time example, as in our one of department of
Institute, in Jan-Mar13 we have divided number of
maintenance issue, identified root causes and sorted out forever
taking care of the causes like cable broken/puncture/loose
connection, component broken/failure, cleaning issue,
malfunctioning, over heating of component, operation
temperature issue, equipment handling issue, mechanism
problem, and equipment setting.
We worked on each one of the causes and sorted out the
problems forever providing best fit solutions. For some
problems we offered technology upgrades, rescheduled
preventive maintenance plans, and improved environmental
conditioning. We also trained operator for increase in user
vigilance.
As a result, for 75 equipment we had almost 0-1
breakdown problems by end of the year as shown in table 1 &
fig no 9
1. Shri. Subrata Rath, Indian Statistical Institute, Pune,
2. Shri Shrikant R. Marathe, Ex-Director, ARAI, Pune.
3. Mrs. Rashmi H. Urdhwareshe, Director, ARAI, Pune,
for guidance, encouragement, and contribution in this project.
REFERENCES
[1] B. N. Maggard; C. L. Bailey; D. Moss, Total productive maintenance;
TPM that works ,Electronic Manufacturing Technology Symposium, 1989,
Proceedings. Seventh IEEE/CHMT International.
[2] Wikipedia
[3] Donald W. Benbow and Hugh W. Broome, The Certified Reliability Engineer
Handbook, New Age International Publishers 2010.
[4] R. K.Mobley, Introduction to Predictive Maintenance in, New York, NY:
Van Nostrand Reinhold, 1990.
[5] G. Cliteur, Maintenance management as part of asset management, Power
Engineering Society General Meeting, 2005, IEEE.
[6] Ali Rastegari, Mohammadsadegh Mobin, Maintenance decision making,
supported by computerized maintenance management system, Reliability and
Maintainability Symposium (RAMS), 2016 Annual.
[7] S. M. Hess, W.J. Biter, S. D. Hollingsworth, An evaluation method for
application of condition-based maintenance technologies, Reliability and
Maintainability Symposium, 2001, Proceedings. Annual.

Root Cause Jan- Apr- Jul- Oct- Jan-

Mar1 Jun1 Sep1 Dec1 Mar1
3 3 3 3 4
Cable broken 20 1 1 1 0
/puncture
/loose
connection
Component 8 2 0 2 0
broken/failure
Cleaning issue 5 1 1 0 0
Malfunctionin 3 0 0 0 0
g
Overheating of 3 0 0 0 0
component
Operation 5 0 0 0 0
Temperature
issue
Equipment 2 0 0 1 0
handling issue
Mechanism 1 0 0 0 0
problem
Equipment 1 0 0 0 0
Setting
Table no 1