JJ616

MAINTENANCE MANAGEMENT
Instructor: MOHD ZULFADLI BIN AHMAD

SYSTEM APPROACH TO MAINTENANCE

PART II

Upon completion of this chapter, students should

be able to:

Define instruction manual and operating manual.

Apply standard operating practices and work

instruction.

Understand maintenance manual and

department manual.

INSTRUCTION MANUAL AND OPERATING MANUAL

Information required from manuals

technical communication written to assist people with

learning or using a particular program or device
may be the only contact between user and company.

Type of
manual

instruction
manual
operating
manual

INSTRUCTION MANUAL AND OPERATING MANUAL

Instruction manual

is a manual usually accompanying a technical device and

explaining how to install or operate it.

something tangible that records communication or facts

with the help of marks, words, or symbols.

The information required from instruction manual is

technical description about machine, Technical data of the
machine, and maintenance of the system.

INSTRUCTION MANUAL AND OPERATING MANUAL

Operating manual

is a document that describes in detail the processes and

systems that a company uses to produce its goods and
provide its services.

For bigger or special equipment, separate operating

manual are supplied.

only focus the guide on how to operates the machine and

equipment with the right procedure.

INSTRUCTION MANUAL AND OPERATING MANUAL

Operating manual vs Operating Procedure

special preparation the user needs before operation, such

as:i. Hand washing or device warm-up procedures.
ii. Any warnings or safety instructions specifically related
to operation, placed immediately before the
corresponding task or instruction.
iii. Results of incorrect operation.
iv. Operating steps in logical order, with the expected
results.
v. Space for user-specific instructions.
vi. Who to call if there is a problem.

INSTRUCTION MANUAL AND OPERATING MANUAL

Operating manual vs Operating Procedure
Basically included in operating manual
providing information on equipment and system operating
procedures
i. Startup procedures.
ii. Equipment or system break-in.
iii. Routine and normal operating instructions.
iv. Regulation and control procedures.
v. Instructions on stopping.
vi. Shutdown and emergency instructions.
vii. Summer and winter operating instructions.
viii.Required sequences for electric or electronic systems.
ix. Special operating instructions.

SECTIONS OF INSTRUCTION MANUAL

important component of consumer electronics, software

and programs, household items and major appliances

provide a step-by-step approach to the user guide on how

to handle the equipment.
Safety
regulation

Transportation

Machine brief
introduction
(technical data)

components inside
instruction manual
Installation
and
handling

Maintenance
and cleaning

SECTIONS OF INSTRUCTION MANUAL

Safety Regulation

is defined as the condition of being free from or protected

against failure, damage, error, accidents, or harm or any
other event, which could be considered undesirable.

The safety regulation can be in the form of list of safety

tips and hazard alerts.

The purpose of safety regulation is to protect customer,

avoid equipment damage and also avoid lawsuits.

SECTIONS OF INSTRUCTION MANUAL

Safety Regulation

example symbol of safety which is as guided to user.

SECTIONS OF INSTRUCTION MANUAL

Machine Brief Introduction

consist of Technical Descriptions which is give detail

information about machine

provide the detail about part by part explanation, labelled

diagram of products components, list of products
specifications and schematic diagram

SECTIONS OF INSTRUCTION MANUAL

Machine Brief Introduction

Example of label diagram component

SECTIONS OF INSTRUCTION MANUAL

Machine Brief Introduction
Part/ Component
Casing
Heat exchange material
Water tank
Used capsule container capacity
Pump
Weight without packing

Specification
Aluminium
Stainless steel
0.7 litres / 24 oz
7 capsules
19 bar
7.5 kg/265 oz

Voltage

230 V, 50 Hz (EU) ;120 V, 60 Hz (USA)

Power

1250 W (EU-USA)-With Power Save function

Electric cord length

Size (WxDxH)

1.5 m/ 59 inch
240 x 240 x 275 (mm)/ 9.4x9.4x10.8 (inch)

The manufacture reserves the right to make changes or improvements without notice.

Example of technical data

SECTIONS OF INSTRUCTION MANUAL

Transportation and handling

Transport and handling equipment is used to move the

equipment from one location to another within a facility or
at a site

Basically the instruction manual provides the method on

how to transport and handling the equipment with the
right method to ensure the exact method is used

SECTIONS OF INSTRUCTION MANUAL

Transportation and handling

Example of handling equipment with right tool and right procedure.

SECTIONS OF INSTRUCTION MANUAL

Installation

its providing the guide how to set up the equipment. The

example of installation procedure:i.

ii.
iii.
iv.

v.
vi.
vii.

Select a location that is dry and not subject to drafts or

moving air from heating or air conditioning vents, or air
blown by other equipment.
Place the unit on a flat, preferably non-flammable surface.
Allow sufficient room around the unit for access and
cooling.
Six inches minimum on all sides is suggested.
Plug the unit into a properly grounded outlet.
Using the lifter, insert the block(s) into the well.
The unit is now ready for use.

SECTIONS OF INSTRUCTION MANUAL

Maintenance

includes tasks such as lubricating, adjusting, and replacing

parts
Maintenance manual maintenance instruction & procedure
Maintenance covers two aspects of systems which is
operation and performance
diagnosis is used to tell what's wrong with a system, or what
needs maintenance
restore or prolong a previous state of operation

SECTIONS OF INSTRUCTION MANUAL

Maintenance

Item

Check List/ Date

1
2

If the pressure setting is suitable

If the air filter regulator works
normally
If the machine part make noise
If operation switch and indicator
light are normal
If there is oil leakage
If the hydraulic oil tank level is
normal
If the lubrication oil tank level is
normal
If the coolant tank level is normal
If the chuck is greased
If the chuck proximity switches are
clean without any chip
Clean the dust on air filter
Clean the chips on chuck cylinder
drain outlet
Clean the chips on machine base
Inspectors signature
Supervisor

3
4

5
6
7
8
9
10
11
12
13

Example of daily maintenance

SECTIONS OF INSTRUCTION MANUAL

Maintenance description

Maintenance

Example of
periodic
maintenance

Period

Method

Note

Vibration & Noise of Ball Screw

1,000 hours

To feel

Noise of spindle Motor and Transmission

Unit
Hydraulic Oil

1,000 hours

To feel

1,500 hours

Replace

Hydraulic Oil Tank Cleaning

3,000 hours

To clean

Chuck Cleaning

1,000 hours

To clean

Lubrication Oil Tank

1,000 hours

To clean

Lubrication Oil Filter

2,000 hours

Replace

Lubrication Oil Tube

1,000 hours

To lock

Hydraulic Oil Tube

1,000 hours

To lock

Heat exchanger Filter Net

50

hours

To clean

Machine Level

1,000 hours

Measure

Chip Conveyor Gear Reduce Grease

1,000 hours

Grease

Option

Coolant Tank Cleaning

1,000 hours

To clean

Air Filter Regulator

500 hours

To clean

Option

Note : 1. Period counting is based on time period from machine power on to

machine power off.
2. S indicates the end user need to contact with agent while executing
this maintenance item.

SECTIONS OF INSTRUCTION MANUAL

Maintenance

Example of part
maintenance to
cleaning air filter

OPERATING POLICIES OF EFFECTIVE MAINTENANCE

Maintenance
policies

Policies with
respect to
work
allocation

Policies with
respect to
control

Policies with
respect to
work force

Policies with
respect to
interplant
relations

A) Policies with respect to work allocation

i) Policies with respect to work allocation

more than 10 workers and more than two or three crafts,

some planning, other than day-to-day allocation of work by
supervisor or leadsperson, can result in improved efficiency
Some aspects to be considered in arriving at a sound workscheduling procedure are:

Work unit
Size of jobs scheduled
Percent of total work load scheduled
Lead time for scheduling

A) Policies with respect to work allocation

ii) Selection and Implementation of a scheduling system:

Flow-of-Work Requests
Determination of Priority
Coordinating and Dispatching
Preventive versus Breakdown Maintenance
Reliability Engineering

B) Policies with respect to work force

i) In-house work force or outside contractors

The primary factor in deciding whether to use an outside

contractor is cost. Is it cheaper to staff internally for the
performance of: The type of work involved
The amount of work involved
The expediency with which this work must be
accomplished

B) Policies with respect to work force

ii) Coverage

In the process industries, where plants frequently operate

continuouslythree shifts, 7 days a weeksome of the
maintenance load can be separated and handled simply
Maintenance of buildings and grounds, for instance, is the
same for three-shift operations as with one shift.
For the rest, however, special consideration is required to
provide the service necessary for optimum production.

B) Policies with respect to work force

iii) Centralization versus Decentralization

Advantages of a centralized maintenance shop are: Easier dispatching from a more diversified craft group
The justification of more and higher-quality equipment
Better interlocking of craft effort
More specialized supervision
Improved training facilities

The advantages of decentralized maintenance are: Reduced travel time to and from job
More intimate equipment knowledge through repeated
experience
Improved application to job due to closer alliance with the
objectives of a smaller unit-production-mindedness
Better preventive maintenance due to greater interest
Improved maintenance-production relationship

B) Policies with respect to work force

iv) Recruitment

Unfortunately policies for recruitment of personnel for the

maintenance department are controlled a great deal more by
local conditions and expediency than by the ideal approach
This in itself is a major argument for maintaining as stable a
work force as is economically practical.
Age, attitude, past experience, educational background, and
general level of intelligence are frequently considered in
some mutually acceptable screening technique

B) Policies with respect to work force

v) Training

There are several methods for training personnel in a

maintenance department. The simplest and most effective is
an established and recognized apprentice-training program.
many plants have no formalized training for their craftsmen
and depend entirely upon exposure, supervisory job
coaching, and association with experienced workmen for
their training.

C) Policies with respect to interplant relations

i) Participation by maintenance personnel in selection of
production equipment

In some plants one engineering department handles all

phases of engineering activity from design through
construction and maintenance.
In the majority of plants, however, the construction of major
facilities or addition of major equipment is engineered by a
separate organization, reporting at a higher level, or by
outside engineering contractors.

C) Policies with respect to interplant relations

ii) Authority to shut down equipment for maintenance

The authority of a maintenance department to dictate

shutdown of production equipment for needed repairs is
controversial and has contributed a good deal to the friction
that sometimes exists between maintenance and production
departments.
In some plants the maintenance department does have this
authority and it is generally recognized.

C) Policies with respect to interplant relations

iii) Responsibility for safety

The maintenance department should play a large part in

making its plant a safe one in which to work. Although
general administration of the safety effort is usually delegated
to a specialist group, the maintenance department is often
the key to success of the program.
Not only is it responsible for the safety of its own personnel,
but by definition it also is responsible for providing
mechanical safeguards and for maintaining equipment and
services in safe operating condition.
Because of this collateral responsibility, the safety function is
often combined with maintenance in a small plant.

C) Policies with respect to interplant relations

iv) Instrumentation

Instrument installation and maintenance theoretically should

be considered in the same light as the addition of any other
equipment.
several factors which make some other arrangement
expedient, such as a separate department or assignment of
this responsibility to the production department.

D) Policies with respect to control

i) Communications

A starting point in analyzing the problem of communications

and the types to be used is a study of the sort of information
to be transmitted and the amount of detail involved through
these three major channels:(i)
Up through the supervisory organization
(ii)
Down through the supervisory organization
(iii)
Laterally across the same level of organization

D) Policies with respect to control

ii) Use of standard-practice sheets and manuals

There are many forms of standard-practice sheets, or

standard job-instruction sheets, and instruction manuals
used in maintenance departments.
They are excellent devices for planning work, ordering
materials, improving estimating accuracy, and training crafts
personnel.
Justification of cost of preparation and their ultimate
effectiveness depend entirely on the particular problems of
an individual plant.

D) Policies with respect to control

iii) Maintenance Control System

Maintenance records are written notes that provide

documentation about the upkeep of a certain piece of
equipment.
This documentation can prove useful to a variety of different
businesses- from a large industrial plant to a small lawn
mowing company.
These records are particularly useful in maintenance
management because they help businesses ensure their
equipment is kept in good condition.

MAINTENANCE MANUAL AND DEPARTMENT MANUAL

i) Department manual based on areas and documents need

Maintenance manual /Workshop manual

Detailed instruction for repairing maintaining and overhauling

of specified equipment's.
More detail information, with necessary drawing and blow up
views, about minor and major repair and overhauling of
specified equipment e.g pumps, compressors, engine etc
Normally supplied by the manufacturer of thus
equipment's/components.

MAINTENANCE MANUAL AND DEPARTMENT MANUAL

ii) Techniques of maintenance time standard

Maintenance Time Standard (i.e. standard times for various

maintenance jobs) is an effective means for planning, scheduling and
controlling in order to cut down costs, not only in terms of money but
also in terms of mental stress, strain and frustration that a chaotic
control causes.
In maintenance, the variety of jobs are too many and many job are
none repetitive, unlike the case in production/operation and so the
setting of time standards is very difficult.
The work conditions are not fixed and vary from time to time. As an
example, in one case, a bolt may be opened in one minute using
simple tool while, in another case the similar bolt may not get
opened by common tool due to jamming and may have to be
chopped off, as such, how an uniform maintenance time standard
can be establish even for repetitive jobs?
Procedure for shut-off of the equipment for long period and for
restarting after long outage. Boilers, Steel Marking Furnaces, Blast
Furnaces, Coke Ovens etc.
Detail about operating tools, tackles, jigs, guides, dies, rolls etc.
Regular safety measures like blow down in boilers.
Jobs, cares tests relating to quality output, etc.

MAINTENANCE MANUAL AND DEPARTMENT MANUAL

iii) Level of maintenance operation liaison

Effective communication between operation and maintenance

softens the strain operation/maintenance workmen relationship
and improves the efficiency of the shop. Some of the other
benefits are:a)
b)

c)
d)
e)
f)
g)

Reduction in number of calls for maintenance men as operator develops

a habit of fault diagnosis to some extent.
Improved operator appreciation for technical feature of equipment and
need for save operation of equipment.
Improved economy and energy conservation.
Co-operation/help in fault finding and repair which is one step in the
direction of total productive maintenance.
Identification of variations in the input materials or environmental
status which may adversely affect the equipment or men.
Improved handling and availability of maintenance and operation
record.
A higher standard of cleanliness for the equipment and surroundings.