COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

Definition of Computerized Maintenance Management System (CMMS) CMMS is a software package that maintains a computer database of information about maintenance operations In HTM, the CMMS is used by clinical engineers to collect, store and analyze data on the inventory, corrective and preventive maintenance in addition to other activities related to medical devices

BENEFIT OF CMMS Detection of impending problems before a failure occurs resulting in fewer failures and customer complaints. Achieving a higher level of planned maintenance activities that enables a more efficient use of staff resources. Affecting inventory control enabling better spare parts forecasting to eliminate shortages and minimize existing inventory . Maintaining optimal equipment performance that reduces downtime and results in longer equipment life.

CMMS IMPLEMENTATION

Phase 1 Evaluation Phase 7 Training

Phase 2 Selection

Phase 3 Data collection Phase 6 Data entry Phase 5 Configuratio n and customizatio n Phase 4 Installation

BENEFIT OF IMPLEMENTING CMMS

Improved Trades person productivity, giving reduced direct labour costs. Increased Equipment Availability, due to better planning. Increased Equipment Reliability through the identification of repetitive faults. Improved Stock control, giving reduced inventory levels and fewer stockouts. Improved long-term reduction in Maintenance costs Improved Safety by providing detailed Standard job procedures.

5.2 APPLY MAINTENANCE MANAGEMENT CONCEPTS IN CMMS

5.2.2 Approach methods toward computerization In a big existing plant/industry, it is not essential to computerize all the departments and areas at one stroke. Rather, we can take up some critical areas, computerize and achieve desired result. We can, then take some others areas, computerize and integrate with previously computerized areas. Thus gradually, we can cover the whole plant/industry. The same computer system should not be used to maintenance as well as for other jobs like finance and sales as maintenance would will get a low priority in that case. Instead, a dedicated machine of appropriate configuration should be used exclusively to give due importance for computerization of maintenance functions. Three option for development of software: I. II. III. Own in-house development Development with the help of outside party Purchase of suitable purchase

Own in-house development Reliable, flexible and easily acceptable by end users as most of them are involved at development stage and his takes care of special conditions of shop, if any. Also this is cheapest: I. II. III. Time consuming Have to acquire required knowledge and skill on the related topics and computer Inexperience, the programmers may occasionally have to be remade or modified

Development with the help of outside party

Development with the help of outside party is also flexible and reliable and is, more or less, accepted by end users as few of them are associated at development stage. This is less time consuming but is more costly. The experience of the members of the team is taken care-off by the experience from the outside party.

Purchase of suitable package Buy and hold system software is already equipped with the necessary data in the industry. But expensive and less acceptable to consumers and also purchased a package that may be modified to suit local conditions, which may be difficult and time consuming. Selection of computer system On hardware front, any of the following three can be selected depending on size and need of the plant and soft-ware system going to be develop:

Personal computer: For bigger plants/industries having many department/sections, with local area network (LAN) facility can be adopted.

Mini computer or main frame computer : For the large industries like integrated steel plant or big automobile manufacturing plant. The terminal can be installed at different locations and connected through telecommunication cables and modems. Report can also be generated at same terminal through printers.

5.2.3 Scope of computerization should be develop

As already mentioned, Computer Managed Maintenance System (CMMS) may cover the total Maintenance Management System. I. II. III. Sub-system Master file Transaction files

Sub-system Inventory control: Store room, and receiving personnel are normally active users of a CMMS. It is through the CMMS that they receive and issue parts, materials, and tools and adjust inventory balances. Additional uses include parts usage history, parts to equipment/asset cross reference, advance notice of parts requirements for planned work, and storage and retrieval of material safety data sheets. Work order management: The backbone of the CMMS. A work order defines the activities to be performed, the equipment/asset that is to be worked on, the procedures to be followed, the skill/crafts required to perform the activities, an estimate of the time required for each skill/craft, and materials and tool requirements. The work order also provides the means of reporting what was actually done, by whom, how long it took, when it was done, whether or not the work was completed, if there is callback work required, production time lost, and comments about the work.

Master file Fixed information about the assets, parts, mechanics, and organization. Look at this system next. The master file structure reflects the designers because more powerfully than any other part of the system : I. II. III. IV. Equipment breakdown history life. Completed work orders (history) file. Maintenance material transaction files. Equipment utilisation file

Work order history: Step:I. II. III. IV. V. VI. Work order or equipment/asset history data is the heart of the CMMS When a work order is closed, it is automatically stored on a history file. Stored work orders can be retrieved by either the work order identification or the Equipment/asset identification for which the work order was written. These data should be shown as month-to-date, year-to-date, and life-to-date. Maintenance personnel can determine actual expenditures versus budget for any period in the physical year. Transaction files For updating and working with transaction files, lot of regular and specific information are needed and system of supply of information by different agencies are to be develop.

5.3

IDENTIFY ELEMENTS NEED TOWARD COMPUTERIZATION

5.3.2 Classification Guide Line A uniform system or method should be adopted classifying components, subassemblies and assemblies of all the departments of a plant or industry to avoid duplication, confusion and wrong actions. Guide line should be used as steps for such classification.. Division of total plant/industry up to each part of its equipment must be done in step-wise, i.e. in the sequence of Department, Equipment, Assembly, Subassembly and part etc. Each level division must follow either a physical justification or a logical justification. Both justifications should not be followed together in one level. Physical justification means dividing into departments which are physical in nature i.e. come one after other. Logical justification means disciplines wise like mechanical and electrical equipments etc. Of course, occasionally different justification may be used at different level. Numbers of steps or levels should be a judicious decision so that uniqueness is brought out easily and also tracing the location and address of the item is simple. This level classification is determined as per the largeness and complexity of industry. Having too many levels to reach a single part level will make the classification very large unnecessarily. Too less level will cause problem in tracing that part. At each level of division, numerical code numbers are allotted. Alphabets can also be used cording in a smaller plants as it make tracing little easier (L for Lathe Group or S for a shaping machining in a workshop) but in has limitation for smaller range. Number codes are more suitable for computers for efficient storing, searching and sorting.

At each level of division, a larger slot of number range should be allotted than actually needed at the time of classification. This would help in maintaining the same logic of classification for additional equipments which may come later as additions, replacements, modernization etc. This, of course, is a judicious judgment. If at a level, there are 90 items at the time of classification, we may give three digit codes.

Classification records The classification of equipments decided as per above mentioned guide lines, must be suitably recorded in computer files and also additionally in open registers or bunch of formats. The record should preferably be separated for each level classification or combination of more than one level as suitability. Different registers/file may be maintained. Files/registers maintaining list of production centre (departments) with disciplines in plant level. Files/registers maintaining list of cost centre in departments or production centre level. Files/registers maintaining list for equipment for each cost centre. Files/registers maintaining list of assemblies/sub-assemblies for each equipment. Files/registers maintaining list of part/components for each assembly or subassembly. Files/registers maintaining list of discipline codes.

Special point may be noted in above classification:

The discipline Code (Group F) should logically come either between groups B & C or between groups C & D as each major equipment may have some mechanical, electrical and instrumentation assemblies/components. But in many cases, the discipline code used first digit in integrated plants for better centralized monitoring.

Occasionally, maintenance activities that are carried out at part level (Group A), are also common at assembly level (Group B) i.e. assemblies are also treated just like parts. Hence, when we mean the item assembly, we identify the two digits at assembly level (Group B) and put three zeroes at part level (Group A) and when we mean the same item as part, we put the same two digit at assembly level (Group B) and put three digit part number at Group A. as example, the last five digits can be 65000 if it referred as assembly or 65132 if it is referred as part.

Level at Group D may be use as group of equipment in a department production centre or may be used as cost centre in that department. If it is not possible or accommodate numbers or cost centre in one department with 0 to 9, we may devise ways to use level group D and E together to describe number of departments and also cost centre within the departments. If it is not possible, we can one more digit i.e. the system would be 12 digit system instead of 11 digit system.

In a big industry, some cost centre is common to or more than one department/production centre. Compressed air lines , and gas lines (which are generated centrally and distributed throughout the industry) are two example of such cost centers. In such case, total cost incurred is calculated at plants/industry level and then apportioned to different departments/ production centre. To accounts for such cost canters, we can reserve (allocate a particular range within the cost centre level (Group D). this would help in calculating the maintenance cost department wise/ production center wise.

5.4

DEVELOP PLANNING MODULE FOR PREVENTIVE MAINTENANCE AND REPAIRING.

5.4.1 Elements of Preventive Maintenance I. II. III. IV. V. VI. Fixing of Maintenance Standards/Types for every equipment. Fixing inspection schedules or pre-determined frequency for all equipment. Checking and recording the defects detected during various inspections. Fixing Standard Time periods for execution of each maintenance jobs. Preparation of job plan Recording of actual jobs done and deviations made for each equipment and updating history of jobs and equipment VII. Analysis and evaluation for performance of the equipment and checking equipment availability.

5.4.2 Job Catalogue Defining each job, as unique. Avoid computer from doing mistake and picks up correct jobs. Job can be defined at three levels:

Equipment level Assembly/sub-assembly level Part level After defined the job properly, each of it must be allotted numerical code. In industry generally three digit job code widely been used (001-999) Basically jobs can be classified into two categories:

Frequency Based (FTM etc.) (001-500)

Condition Based (CBM etc.) (501-999)

Frequency Based (001 to 500) Checking, Adjustment and minor repair-001 to 200 Lubrication-201 to 350 Replacement-351 to 500

Condition Based ( 501 to 999) Advantages of Job Catalogue System Each job is standardized and same description is used by every one. Quick analysis of one type of job. While entering data/description of the job is keyed only one. Replacement -501 to 650 Repair and Reconditioning- 651 to 850 Overhauling- 851 to 999

Example of Job Catalogue

5.4.3 DEVELOP CODIFICATION FOR BREAKDOWNS AND MATERIAL MANAGEMENT, SERVICE AND FACILITIES NEED AND MODULE.

What is a breakdown?

Breakdown codes are used to illustrate why an asset failed or the reason that the asset failed. Breakdown codes can be a number which is cross referenced to a list of actual code descriptions or more conveniently a series of alphanumeric characters that are a logical abbreviation of their descriptions. However, with modern database technology and available disk space, the full descriptions are increasingly being used instead of alphanumeric codes. Where are breakdown Codes used?

They are generally used in maintenance systems or more commonly computerized maintenance management systems. They can be used on a work order for an asset or equipment failure. The codes are normally input by the person reporting the problem at the time of failure or by the technician when closing the work order.

CODIFICATION FOR BREAKDOWNS Two digit code (01 to 99) is adopted for different type of breakdown. An illustrative breakdown data set may have1. Department No. 2. Equipment No. 3. Date and time of breakdown occurrence. 4. Date and time handing over of equipment after repair. 5. Code for breakdown type. 6. Code for cause of failure/breakdown. 7. Code for affecting/not affecting production. 8. Code for materials used.

CODIFICATION FOR MATERIALS/SERVICES/FACILITIES NEEDED. A three digit code (100 to 999) may be used to indicate the materials, services and facilities needed. 1. 100 to 200 2. 201 to 300 3. 301 to 500 4. 501 to 600 5. 601 to 700 Materials. Transport, Cranes. Special tools, fixtures & facilities. Safety and environmental instruction/ precautions. Information to other units.

5.4.4 DEVELOP JOB SEQUENCE RECORD, FREQUENCY AND DETERMINATION MODULE

JOB SEQUENCING FILE/ RECORD Certain job have to be done in a particular sequence as doing otherwise may not be possible or may cause catastrophic damages. The data about such sequence of jobs must be stored in job sequencing file or record, so that a correct execution plan may be taken out. This information is also needed to take out job schedule or Gantt Chart/ Bar Chart.

FREQUENCY DETERMINATION For determining the frequency of doing a job. many factor are considered such as:

1. Type of job Inspection & adjustment jobs. - Repairs jobs. - Lubrication jobs. - Reconditioning & overhauling jobs. 1. If the job would affect production.

2. Condition as per inspection reports. - if the vibration or temperature are within limits. - if the vibration or temperature are in caution zone. - if the vibration or temperature are in danger zone. 1. Availability of resources and facilities. 2. Urgency of production.

5.4.5 PREPARATION OF WORK ORDER AND JOB SCHEDULES MODULE

Work Order System Purpose - A formal work order system provides an information network incorporating inputs and outputs for all the various phases of the maintenance program. Scope - The work order system and its procedures provide a uniform means of information flow for requesting, planning, scheduling, controlling, recording, and analyzing the performance of all the work done by the maintenance department. The work order form serves as the vehicle for communicating information related to specific work requested of maintenance.

More specifically, the work order system provides:

A single common means of transmitting requests for services by the maintenance department that increases the probability that the information needed by the maintenance department to perform the work will be included in the order A means whereby all work requested may be scre ened and analyzed to ensure that it is needed. A means whereby most work can be preplanned and estimated as to time, methods, and materials to further ensure optimum performance. A means of controlling the work going to the various maintenance groups t hrough the scheduling procedure, to assure that the most important work is performed first. A means whereby management can track performance relative to time, cost, and materials used for specific work that was requested.

All too often verbal work orders result in performance of unimportant, unauthorized, unnecessary, and even unwanted work. To reduce the possibility of this happening, it is essential that all requests for maintenance services be submitted in writing on the work order form. Requests for service may be initiated by maintenance or production personnel desiring to have work performed. The work order is the basic authorization for performance of maintenance work and, together with the planning package, will produce an accurate account of individual maintenance jobs. It may be used as a reference for similar jobs in the future.

Scheduling Procedure Defined

Scheduling is a distinct process from planning but is closely tied to planning. Scheduling is when to do the job: Scheduling is the process by which required resources are allocated to specific jobs at a time the internal partners can make the associated equipment or job site accessible. Accordingly, the preferred reference is scheduling and coordination.

It is the marketing arm of a successful maintenance management installation. Planned work orders are scheduled: The work order is pulled from the backlog file and given to the supervisor with the weekly schedule. Work scheduling is the vehicle which facilitates the ability of maintenance to meet the challenge of the plants needs. The goal of scheduling is to ensure that resources are available at a specific time when the equipment is available. The objectives of maintenance are shown in the form of schedules. The schedule should represent.

a. The best utilization of craft persons. b. A statement of priorities acceptable to both maintenance and operations c. A means of communicating those commitments.

Weekly preliminary schedule requirements:

a. Meet with maintenance supervisors to determine labor availability for the coming week. Schedule work for all available labor hours. b. Review all PMs and ready-to-schedule work orders. Ensure all PM/PDM work is on the schedule. c. Determine downtime requirements and review priorities. d. Prepare a preliminary schedule for each supervisor/area listing jobs in descending order of priority for the entire week by day. This preliminary schedule is the maintenance organizations priority list for the week.

To ensure that all departments have input to the schedule and to allow for a statement of priorities that all parties will agree to and take ownership of a final schedule meeting is required. Before the final schedule meeting the preliminary schedule should be distributed to the operations department for review and markup.

Weekly final schedule requirements:

a. Meet with operations representative and maintenance supervision. b. With the operations representative and the maintenance supervision, determine the final schedule of priorities for the week. c. Verify all parts and special tools are on hand. d. Prepare the final schedule for each supervisor in descending order of priority for the entire week by day and distribute to all parties.

5.4.6 Follow up and Documentation

It is always better that before handing over the inspection schedule or work order for execution the issuer checks that for any last minute up date. Also after execution, the observation of inspection schedule, lubrication schedule, repair schedule etc. should be seen and then entered into history, defect lists and ending job lists etc as per need.

5.5

IMPLEMENT

THE

COMPUTER

BASED

MAINTENANCE

INFORMATION

SYSTEM SOFTWARE

5.5.1 ORGANIZE CAPTIVE ENGINEERING SHOP SUCH AS SHOP CAPACITY, WORK CENTER AND JOB SEQUENCING, PROCESS PLANNING, CODIFICATION AND TOTAL SYSTEM ( ONLINE OR OFFLINE )

5.5.1.1 CAPTIVE ENGINEERING SHOP MODULE Most of the Steel Plants and few other big industries have been provided with some manufacturing facilities to make small and big spare parts and repair or reconditioning of damaged components. Such facilities are called Captive Engineering Shop. Captive Shop Complex of a big industry, like Steel Plants, may consist of the followings: Machine Shop ( Light, Medium and Heavy Mechanical Component Shops) Fabrication Shop Assembly and Over-hauling shop Forge Shop and Smithy Foundry Special Welding Shop Heat Treatment Shop

For evaluating the performance of Captive Shops, one has to know the followings : Shop Capacity Work Centres Job sequencing

5.5.1.1.2 Shop Capacity Shop capacity is computed from normal or standard capacity of each machine or facility of the shop. Unit of capacity should be easily measurable. For machine shop, measuring unit may be : No. of hours machine actually ran per day or per month as compared to hours scheduled, or Volume of material removed per shift, or Man-hours actually worked on the mechanical component and so on

For welding shops and fabrication shops, the measuring units may be : Man-hours actually worked on the job, or Volume of metal deposited or welding electrodes used per shift and so on

5.5.1.1.3 Work Centre and Job Sequencing A big captive shop complex is divided into many work centre or group of machines for uniformity and ease in evaluation. Each work centre may consist of a number of similar type and nearly similar capacity of machines. Proper and logical job sequencing is very essential for effective and economic utilization machines and facilities, to reduce wastages and to reduce waiting time.

5.5.1.1.4 Process Planning Process planning is probably the most important step in Captive Shop Utilisation. It involves preparation of followings in addition to other jobs :

Route Card or Job Cars, or Technology Card Machine Load Chart Cost Card/Cost Data

Route Card (also known as Job Card or Technology Card) is carefully designed proforma indicating the total operations and sequences for easy follow up by shop floor operators. One route card is made for each of the element. The route card includes the following:

Work Order Number and Operation Numbers. Work Centre Estimated Operation Time per piece/item Set up (SU) time Move time ( or Additional Set up time ) Narration of execution procedure Number of pieces for the operation

Machine Load Chart is made for each machine from the available and in-process work others so that waiting time (un-utilized time) of each machine is reduced to minimum and priority work-orders are also taken care-off. Cost card or Cost data-sheets are suitably designed for each plant for effective monitoring of performance and profitability of the shops.

5.5.1.2 Codification Codification in Captive Shop utilization is also very important to get unique information, without confusion, to reduce chances of mistakes and redundancy, and for quicker data generation and retrial. Following items are essentially codified. 5.5.1.3 The Total System May Be Online or Offline In Online system, users are given terminals to feed data, update data and take reports in terminal printers. Suitable screen formats are developed for this. This is more effective and rewarding. In Offline system, processing is done in batches. Work Order Route Card or Part Material Machine Operations