Maintenance management

All activities of the management that determine the maintenance objectives, strategies, and responsibilities, and implement them by means, such as maintenance planning, maintenance control and supervision, improvement of methods in the organization, including economic, environmental, and safety aspects (UTEK, 13306:1998 E). Administrative, financial, and technical framework for assessing and planning maintenance operations on a scheduled basis. Purpose of Definitions Categories have been designed to assist the districts in the performance of maintenance work and are intended to identify work to be performed with maintenance funds. Maintenance funds should not be used to perform construction work. Definitions of Maintenance Work Maintenance work is categorized into three areas:

routine maintenance preventive maintenance major maintenance. All three maintenance categories may be performed with state forces or by contract; however, most preventive and major maintenance work should be contracted. The following definitions of maintenance activities should be used in determining the type of work activity when addressing planning and budgeting.

Contracted Work The table below defines maintenance categories for contracted work. Contracted Work Routine Maintenance Contracts for this work should be developed as Routine Maintenance Contracts (RMC) through the Construction/ Maintenance Contract System (CMCS) and may be locally let if estimated to cost less than $300,000. Preventive Maintenance Major Maintenance Contracts for this work Contracts for this work should normally be programmed through the Transportation Planning and Programming Division as Contracted Preventive Maintenance (CPM) projects. should be developed according to the Design Division 2-R standards and should normally be programmed through the Transportation Planning and Programming Division as "Major Maintenance Program" (MMP) projects.

Travel Way The table below defines travel way maintenance categories. Travel Way Routine Maintenance Preventive Maintenance Major Maintenance Pavement-related work to strengthen the pavement Pavement-related work performed to prevent major deterioration of the pavement. Work would normally include, but not be limited to: milling or bituminous level-ups to restore rideability, light overlays (overlays not to exceed total average depth of 2), seal coats, crack sealing and microsurfacing. Preparatory work such as milling, repairs or level-ups may also be performed. structure for the current and projected future traffic usage. Work should include: restoration of pavement serviceability of roadway. This would include but not be limited to: recondition and stabilize base and subgrade, add base, level up, light overlays (overlays not to exceed total average depth of 2) and seal coats. Pavement widening (to achieve a maximum travel way width of 26) can be considered maintenance if done to correct a maintenance problem.

Pavement-related work to include restoration of pavement service-ability including: recondition, rebuild, level up, and overlay. This would include, but not be limited to: pavement repair, crack seal, bituminous levelups with light overlays to restore rideability (overlays not to exceed total average depth of 2), additional base to restore rideability, and seal coats.

Shoulder and Side Approaches The following table defines maintenance categories for shoulder and side approaches. Shoulder and Side Approaches Routine Maintenance Preventive Maintenance Major Maintenance All shoulder work to restore to its originally constructed condition and/or to All shoulder work to prevent All shoulder work to restore to its originally constructed condition including: recondition, rebuild, level-up and overlay. This work would also encompass installation and maintenance of public access drives, crossovers, turn lanes and mailbox turnouts. major deterioration of the pavement including: milling or bituminous level-ups to restore cross section, light overlays (overlays not to exceed total average depth of 2), seal coats, crack sealing and microsurfacing. Shoulder repair and widening not to exceed 26 full roadway width. strengthen the pavement structure for the current and projected future traffic usage, including but not limited to: recondition and/or stabilize base and subgrade, add base, level up, light overlays (overlays not to exceed total average depth of 2) and seal coats. Adding shoulders, if done to correct a maintenance problem, (maximum width of 4 total for both sides) can be considered major maintenance.

Roadside The table below defines roadside maintenance categories. Roadside Routine Maintenance All work to maintain the roadside including but not limited to: maintenance and operation of rest areas and picnic areas, litter removal, mowing, placing herbicides, tree and brush trimming and removal, repair and upgrading of guard rails and extruder terminals, repairing slides and side slopes, placing topsoil, sod, shrubs, etc. to reestablish proper grade and vegetative cover and landscaping, removal or treatment of roadside hazards, installation and maintenance of environmental protection devices, and mitigation of spills or hazardous materials. None. None. Preventive Maintenance Major Maintenance

Drainage The table below defines maintenance categories for drainage. Drainage Routine Maintenance Replacement, repair and installation of curb, gutter, riprap and underdrain; cleaning, repairing or replacing culverts, storm sewers, erosion controls; reshaping drainage ditches and channels. Preventive Maintenance Removal of debris and siltation from channels to Major Maintenance Constructing new drainage channels or modification of

prevent damage to structures drainage structures to or flooding of roadways. Repair or replacement of slopes and/or riprap to increase drainage capacity. Performed only to correct a maintenance or safety

prevent damage to structures problem or to protect public or embankments. or private property.

Structures The table below defines maintenance categories for structures. Structures Routine Maintenance Repair of substructures, superstructures, decks, joints, approach slabs and railing; spot painting; repair and operation of movable bridges; installation of temporary bridges; repair and installation of fender systems. Steel structure cleaning and repainting or the installation of other coatings; installation of bridge deck protection; joint cleaning and sealing or replacement. Bridge rehabilitation, reconstruction, or replacement. Replacement of structures only as a result of major disaster when no other funds or programs are available. Preventive Maintenance Major Maintenance

Traffic Operations The following table describes maintenance categories for traffic operations. Traffic Operations Routine Maintenance Installation, repair and replacement of signs, delineators, illumination, signals and related appurtenances; installation and replacement of striping, pavement graphics, raised pavement markings and rumble strips; maintenance of traffic control cabinets and the corresponding attachments (including but not limited to loop detectors, video cameras, changeable message signs, etc.). Replacement of striping, pavement graphics, raised pavement markings, and rumble strips may be performed in conjunction with a resurfacing operation. Installation of new signal systems to upgrade outdated designs. Preventive Maintenance Major Maintenance

Emergency Operations The table below defines maintenance categories for emergency operations. Emergency Operations Routine Maintenance Assistance to traffic during accidents including traffic control, removal of debris and spilled cargo, and snow and ice control. Assistance to traffic during other natural disasters such as floods, tornadoes, hurricanes and fires; removal of debris from the roadway after natural disasters. The District Engineer determines that immediate action is needed to respond to imminent threat to life or property or to prevent disruption of the orderly flow of traffic and commerce. Work off of the right of way, such as assistance to cities, counties and individuals, can be performed only when directed by the local Disaster District Chairman (usually the local Department of Public Safety Captain), Director of the Division of Emergency Management or the Governor. None. None. Preventive Maintenance Major Maintenance

Types of maintenance management Routine on-going maintenance activities such as cleaning, grading roads and mowing lawn, which are required because of continuing use of the facilities Preventive periodic adjustment, lubricant and inspection of mechanical or other equipment to ensure continuing working conditions Major prospects such as floor replacement, re-roofing or complete re-painting which are performed once every years Emergency unexpected breakdown of assets or equipment. These are unpredictable or reactive type of maintenance and are more difficult to schedule than the above 3 categories. Repair is restoring an asset by a part which is broken or damaged, or reconditioning that part to its original or acceptable working conditions. The needs for repairs can result from normal wear, vandalism, misuse or improper maintenance.

8 types of maintenance: a comparison Published on November 28, 2009 in Local Government. Condition / Inspection 1. Run to Failure Only done in or Reactive: often response to an where budgets are event, i.e. a far outweighed by the available resources, both staff and money. Citizen Enquiry Often the only way the Sometimes Citizen Common where the reports initiate jobs, Custodian makes a other times it initiates a judgement in the environment of Job/Maintenance Comments

report from other Custodian staff or citizen will get to know of an asset failure or suspected failure

technical inspection limited funds e.g. Tree Maintenance. In such cases, Insurance cover represents a hidden cost

2. Event driven

Can be

Often

The likelihood of the Here, the asset may not have intrinsically provide a service, e.g. the service of

maintenance: where performed by an event drives the generic staff need for action. using a predefined list of

categorised job going ahead by the Asset Custodian Service request

sometimes depends failed but the job will on budget and sometimes on

observations or as a a locally generated framework.

Legislation or local providing clean service levels streets

3. Calendar based, Not required in Pre-planned or Routine maintenance relation to the regular

Usually comments on the

Pre-planned pattern of jobs based on the

Examples are Grounds Maintenance, Street

maintenance. May condition of domain science Sweeping and Refuse be performed on the asset or and studies made by collection. Sometimes dependent on local budgets and political considerations.

an ad-hoc basis in an event response to an unusual event.

requiring an experts in ad-hoc relevant

maintenance circumstances. action 4. Statistical based: a preventative maintenance Not required in relation to the regular Reports an Similar to no 3 Often used for unusual the pre-planned vehicles, plant and production machinery

event as the pattern of maintenance is

maintenance. May principle is

technique common be performed on with machine and possibly vehicle maintenance.

to maintain based on previous

an ad-hoc basis in 100% response to an unusual event.

availability. studies by domain or asset experts.

5. Condition based: Is the basis for this Where often where a human inspection results in maintenance received

Jobs collected from Inspections cannot always be executed, due to budget limitations, building up a Work-bank or backlog

Roads, Bridges, Play Equipment are all examples of where this is used in the Municipal context

type. Sometimes usually the inspection will initiate a technical inspection.

maintenance actions be prescribed by being collated and Code of Practice

then issued as funds or Legislation. allow.

6. Predictive

An inspection or

No usually relevant

Jobs aim to prevent failure and minimise asset downtime

Common where maintenance is costly (e.g. Street Lights) and for some types of machinery.

Maintenance based sensor will take on science or condition readings: visual or sensorbased condition readings and, based on readings, jobs are proposed

7. Reliability Centred

Inspections may be made on the of Rotable Assets or done

Not usually Carrying out involved, on the bench

RCM starts with 7

jobs on assets questions: or closed down What is the item results in better supposed to do and its associated high capital cost performance standards? items. In what ways can it fail to provide the required functions? What are the events that cause each failure? What happens when each failure occurs? In what way does each failure matter? What systematic task can be performed proactively to prevent, or to diminish to a satisfactory degree, the consequences of the failure? What must be done if a suitable preventive task cannot be found?

Maintenance. It is bench in the case although generally used to achieve improvements in fields such as the establishment of staff operating

when machinery is these assets reliability with taken out of use on a production will report unusual

safe minimum levels line (line switched performance of maintenance, changes to operating procedures and strategies and the establishment of capital maintenance regimes and plans. Successful implementation of RCM will lead to increase in cost effectiveness, machine uptime, and a greater understanding of the level of risk that the organization is presently managing. Common for very high cost assets where reliability has a high consequence, e.g. production line machines, airline engines and so on. off or rotable assets within the production line) and will usually be trained to act as nonexpert eyes

8. Financially Optimised

Can be any mix of Citizens machine based, report in non-expert mode so expert

Jobs depend on Pavement budgets as other options are available: e.g. close a Management is typical and Bridge Maintenance in the UK is heading in that direction with the Bridge Condition Index (BCI).

Maintenance: Carry visual or sensor. out Maintenance to fit the available funds. In Public life in the UK and other countries, we might notice PMS and Bridges moving in this direction.

inspections road, restrict usually ensue bridge width available to vehicles.

MAINTENANCE MANAGEMENT & MAINTENANCE MANAGEMENT SYSTEM (MMS)

At the end of this assignment, student will get an overview of Maintenance Management as: a guide to setting up a Maintenance Management System (MMS) a step-by-step explanation of Maintenance Management a guide for field operations a guide for management an indicator of computer requirements a procedures manual for MMS operation and update As a training guide As a view of the organizational attributes of Maintenance Management

Maintenance Management Concept

Maintenance management is a method of utilizing resources to accomplish a predetermined level of service for assets. Formal maintenance management includes the primary management functions of planning, organizing, directing and controlling. (CRAB, 2007) In another way of describing maintenance management, it is a systematic work management process that applies good common sense to help people work together to improve maintenance operations.

Maintenance management provides a framework for structuring the maintenance plans, tracking work accomplishment and preparing reports that compare planned and actual performance. With a basic framework for management which includes planning, organizing, directing and controlling, an overview of maintenance management flow is present as below.

In interpreting the step above, the details of each are step as below,

1. PLANNING Planning maintenance activities are depending based upon the features to be maintained, the resources needed (labour, equipment & materials) in order to provide maintenance and the level of service to be provided by the maintenance. This includes preparing budgets based upon maintenance performance standards to define the specific types and amounts of maintenance work. 2. ORGANIZING Organizing the labour, equipment and material resources to ensure that planned maintenance activities can be accomplished with the budget available.

3. DIRECTING Directing maintenance operations by authorizing, scheduling and supervising maintenance activities and preparing the annual, seasonal and short-term schedules needed for guidance.

4. CONTROLLING Controlling maintenance operations by monitoring work accomplishment and expenditures to ensure that planned work programs are actually achieved within available resource levels.

The breakdown of each of flow can be presented as follows:

(Source: http://www.crab.wa.gov)

Maintenance System
According to County Road Administration Board (CRAB), a maintenance management system (MMS) can be described as a systematic process to manage a maintenance program. Maintenance management systems are commonly used by public works directors and field managers to plan, organize, schedule, control and evaluate maintenance programs. In handling the role and responsibilities, many employees and often millions of dollars, the management requirements are complex and require consistent procedures to ensure the success of a maintenance program. Essentially, maintenance management systems are orderly processes for: recording, analyzing displaying in terms of information about the system, the work performed in maintaining the system and the resulting costs and condition of the system. For small operations, manual recording and analysis may be a suitable means of operating the system, though with availability of microcomputers, almost all agencies can benefit from the use of electronic data processing for management systems. (CRAB, 2007)

There are many ways in which the data is processed but the concepts of a maintenance management system remain the same. The basic components of maintenance management systems developed and generally accepted by maintenance organizations include:

The development of performance standards for principal maintenance activities describing o o o o the procedures to be followed, the labour equipment and materials to be used rate of production to be achieved.

The determination of workloads through the measurement of quantities and the evaluation of external influences (such as weather and traffic) acting upon these elements which create a need for maintenance.

The budgeting of resources (labour, equipment, materials) to meet the predicted workload in terms of specific programs (activities, quantities, locations) to be achieved.

 The scheduling of activities within the budgeted program to utilize resources in the most efficient manner, to reduce fluctuations in manpower and equipment requirements, and to keep the roadway system operating in a safe, convenient manner.

The establishment of a management information system which provides the basic knowledge required by operating managers for routine decisions and the special reports required by management for control and improvement of the program.

Basically, the element of a maintenance management system is timely reporting and accurate data. This allows the performance evaluations and management decisions to the based upon documented facts. The facts include information as to:

how effectively and economically the available resources were utilized by the field forces how much work was done in comparison with the amount originally planned.

Problem areas can then be identified and corrective action can be taken to ensure effective accomplishment of the work program.

Advantages of Maintenance Management System (MMS)

Improved Resource Utilization Equitable Resource Allocation The maintenance management system helps county engineers use their labour, equipment, and materials more efficiently. For example, workload peaking can be reduced considerably, improving labour/productivity. In the maintenance management system, expenditures in each property are based on the building requirement. Thus, expenditures in each building have an objective basis and all parts of the building have comparable levels of service In the maintenance management system, a proposed budget is derived from a work program that specifies exactly how the money will be used. If available funds are less than the amount needed, someone in the authority must decide which maintenance services are to be reduced or eliminated. If the elected officials direct that additional services or higher levels of maintenance service be carried out, the cost can readily be determined. After a budget has been approved and the money spent, elected officials can compare the actual results with those in the approved work program Field supervisors and their crews like to know what is expected of them. The maintenance management system provides them with clear performance standards and timely information about their actual performance. Experience has shown that improved morale is particularly evident when supervisors participate in the development of performance standards and system procedures and in the actual reporting of daily work accomplishment.

Budget Evaluation

Employee Morale

Disadvantages of Maintenance Management System (MMS)

Insufficient Management Support Normally, the engineer and his staff will be responsible for developing the details of the system. Elected officials, however, should be kept informed of the system operation and of the consequences associated with managing within the system approach. They must have a sincere commitment to the system objectives and procedures. Inadequate orientation and training of field personnel can cause problems and confusion during the initial periods of implementation. Do not expect operations and procedures to change automatically because a memo is issued or a manual of instructions is distributed. Special efforts are essential to bring about understanding and acceptance of new methods and procedures, such as a series of carefully planned workshops for supervisors. Advanced orientation and training will pay off with quicker and more effective results. Without such training, implementation will be painful at best, and perhaps even unsuccessful. A few special considerations can arise when maintenance forces are unionized. To alleviate the concern and scepticism of union workers regarding new techniques and procedures affecting their jobs, management must discuss the new system early in order to establish a mutual understanding and alleviate apprehension. Union support and endorsement of new systems and procedures generally occur when labour union representatives participate in discussions with management regarding the impacts of system implementation on union employees spent, elected officials can compare the actual results with those in the approved work program Some managers seek unrealistic precision in the system. Excessive numbers of defined work activities, application of sophisticated time and motion studies as a prerequisite for adopting work performance standards, and unduly complicated procedures for reporting and summarizing work performance all delay implementation and acceptance of the system. The fact that many maintenance agencies employ performance standards suggests that there is no need to reinvent the wheel. Nor is there any need for time-and-motion studies. Instead, there is need only to adapt and refine existing standards. A county can adopt standards that work for another county, revising them as experience is gained

Lack of Adequate Orientation and Training

Labour Union Opposition

Over-refinement

What kinds of information are needed to set up a maintenance management system? Management unit data Maintenance feature inventory data Labour, equipment and materials cost and inventory data Maintenance activity information Location information

What are the specific procedures and questions addressed by maintenance management?

How is the maintenance operation organized? (management unitsdistricts, areas) What is maintained and what condition is it in? (feature inventory and condition assessment) What type of maintenance work is done? (activity list) How often or how much maintenance work should be done? (quantity standard and service level) What people, equipment and materials are needed? (resources and costs) When is work done? (work calendar) When, where, why, and how is the maintenance activity performed? (activity guideline) Where is work done? (location) What is the optimum level of maintenance? (desired work program and budget) What level of maintenance is funded? (planned work program) What is the difference between the desired and planned programs? (deferred maintenance) How much work is actually accomplished or requested? (work reporting) How does the planned work program compare to actual work accomplished? (evaluation reports)

REFERENCE 1. County Road Administration Board(CRAB) (2007), Maintenance Management Manual, CRAB Summary MM Manual.docx. www.crab.wa.gov/maintenance

2. http://www.struktonrail.com/maintenance/maintenance-concept/ 3. http://rksinha59.150m.com/articles/Maintenance.htm 4. http://sports-pramod-pramod.blogspot.com/2011/07/concept-of-maintenancemanagement.html