Maintenance Requirements Pyramid

World Class
Maintenance
Integrated
Area Process Risk based
Process/
Work Maintenance Maintenance
Maintenance
Teams Teams (RbM)
System

Shutdown
Computerized
Multi Cycle Time Autonomous Business
Maintenance
Skilling Compression Maintenance Plan
Systems
(CTC)

Predictive
B.O.M. Maintenance Planned MTBF Plant
FMEA/ Routines/
Parts Master Maintenance MTTR Master
RCM Cond. based
List Schedule Routines MTBCF Plan
Monitoring

Spares Standards Asset Weekly Maintenance Resource

Weekly
Policy & and History Maintenance Cost Skills Budget
Plan
Management Specifications System Report Report Matrix

Asset Short
Works Daily Maintenance
Numbering Critical Daily Maintenance Interval Production
Order Maintenance Cost
System Assets Plan KPIs Control Plan
System Report Structure
(HAC/PNS) (SIC)

Fully implemented Process initiated To be addressed later Input Elements

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 Asset Numbering System (HAC)
Description
Unique asset numbering system describing :
- All assets (to the lowest discrete maintainable level)
- Its physical location
The equipment numbering system should be consistent for
a plant and ideally, but not necessarily, across the whole
business
Purpose
Allow tracking of reliability, activity and costs against each
item of maintainable asset
It is a requirement for basic history reporting

Examples
HAC, SAP PM Functional Locations, SAP PM Equipment,
etc.

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 Critical Asset
Description
Definition of 'A'
- Failure of the Functional Location immediately stops the
principal equipment of the production line.
Definition of 'B'
- Failure of the Function Location results in a delayed stop of the
principal equipment of the production line (within 24 hours).
- Failure of the Functional Location results in a reduction in the
production rate of the production line (the rate reduction can be
immediate or delayed within 24 hours).
Definition of 'C'
- Failure of the Functional Location does not effect the principal
equipment of the production line or the effect is delayed by
more than 24 hours.
Purpose
To focus and prioritize maintenance effort for maximum

gain
Examples
Kiln Girth Gear, Mill Drive, Cooler Grates
Note: The codes A, B, C will be defined in SAP PM with the following codes and descriptions.
A - Immediate Impact, B - Delayed Impact and C - No Impact 3
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 Work Order System
Description
Information and control system providing:
- Instruction to perform a task
- Operating time
- The priority of the task
- Task description
- Spare parts
- Feedback of what was done, lost time and parts used
- Costs (e.g. labor, material, contractor)
Purpose
Controls and monitors maintenance activity
Provides an auditable trail for all jobs
Provides feed to other information systems

Examples: modules of:

Mapcon / SAP / Marcam / etc. Works Order System

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 Daily / Weekly Plan
LEVELS OF MAINTENANCE PLANNING

Maintenance Capacity and Resource Planning

Master Medium Term (quarterly, on weekly
Schedule basis)
What-If Modeling

Weekly Weekly Scheduling

Plan Task Prioritization
(maintenance/production)
Planning of skills, resource and
equipment requirements

Daily Allocation of tasks to individuals

Plan Flexing of the plan on a daily basis

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 Maintenance KPIs
Description
The key operational performance measurements which can
be used to manage Maintenance
A KPI should have a base, plan and target
A KPI should have a definition, a clear meaning, and a
description of how to calculate and use it
For a KPI to be useful it should be:
- easy to understand
- easy to measure
- timely adjusted
- capable of being controlled and influenced
Purpose
Allows performance to be measured and reviewed
Enables good fact based business decisions

Examples
Outstanding work, plan attainment
OEE, Availability, Performance, etc. 6
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 Daily Maintenance Report
Description
Timely reporting of plan attainment of maintenance
activities and equipment performance including cause
of variation
Purpose
To allow structured review and to assign corrective
actions to improve towards the agreed target levels
on a daily basis
Examples
SIC Log sheet

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 Maintenance Cost Structure
Description
Definition of the level of detail for cost reporting
Purpose
Systematic cost roll up to enable analysis and
reporting on all required asset levels
Examples
Current Major
Maintenance Maintenance
Cost Company Cost Cost
Roll Plant Labor Expenses
Own &
up Cost Center Subcontracted,
Maintenance
Material, Wear
Group /Area Parts, Third Party
Services

Equipment
Cost Types 8
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 Short Interval Control (SIC)
Description
Regular monitoring and control of a process or activity
The frequency of SIC should reflect the span of
control that an individual has to influence the process
or activity
Purpose
To identify problems early and prevent from becoming
big ones
Examples
Maintenance activities
Operation performance [t/h]
Maintenance costs

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 Production Plan
Description
A Weekly Plan indicating production requirements for the
week should be broken down into Daily Plans indicating
target production levels
The Production Plan should be linked to the Maintenance
Plan to identify the agreed equipment availability for both
maintenance activities and production needs
Purpose
To support the co-ordination of activities and requirements
between Production and Maintenance

Note: The production plan is not a development of MAC. However

the production plan is an important input to the maintenance system
as described above. The maintenance system as developed by
MAC will feed the production plan with more accurate information
and therefore help to improve its content.

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 Spares Policy & Management
Description
Spares policy and management takes into account:
- Spares criticality
- Lead-Time of critical spares
- Economic Order and Stocking Quantities
- Parts Availability and Quality
- Inter-plant parts sharing agreements
- Systematical planning and control (reporting) of spare
parts in order to maximize availability and minimize cost
Purpose
To maximize critical equipment availability at minimum cost
A stocking policy is a pre-requisite for maintaining a spares
management system
Examples
Decision whether or not to store a kiln tyre

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 Standards & Specifications
Description
Standard short Description of a planned or routine maintenance
activity as:
- What needs to be done
- How it should be performed
- The optimum time to complete it
- How many people are required
- What skill or trade is required
- What materials & tooling are required
- Quality and safety requirements
- Standard short description of failure cause
- Standard short description of lost time causes
Purpose
To enable the identification of lost time and to provide clear and
consistent instruction of the best way to perform a task.
Clear identification of failure causes in order to make statistical
analysis
Examples
Instructions for a routine inspection or tensioning of a belt 12
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 Asset History System
Description
A performance history record for each item of asset
including:
- Downtime and number of failure
- Running time
- Descriptions of major failures
- Causes for those failures
- Maintenance activities performed
- Maintenance costs
Purpose
Allows the simple analysis showing basic history and
performance of all assets
Supports strategic or capital decisions

Examples
Equipment performance log book
Work Order History
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 Weekly Maintenance Report
Description
Timely reporting of maintenance KPIs to allow the
review and analysis of maintenance activity and
equipment performance.
Purpose
To allow structured review and to assign corrective
actions to improve towards the agreed target levels
on weekly basis
Examples (see attachment)
Maintenance KPI Report.
Management Report

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 Maintenance Cost Report
Description
A life-cycle cost analysis system to determine the true
costs of operating and maintaining an item of asset.
Purpose
To enable improved decision making including repair,
replacement or re-engineer decisions.
Examples
Cost Report out of machine history (top ten
spendings)
15A Report (HARP)

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 Resource Skills Matrix
Description
Matrix identifying the skills needed for all people who
perform maintenance activities
Purpose
To identify the skills base, needs /gaps and training
requirements for an individual or group of people in
order to optimize skills flexibility
Examples
Human Resource Training records

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 Budget
Description
The Budget should explicitly identify projected maintenance
costs by cost center and period, based on the HARP
(Holcim Accounting and Reporting Principles) costs
structure, which includes:
- Labor Expenses Maintenance Own
- Labor Expenses Maintenance Subcontracted (Variable & Fixed)
- Thirdy Party Services Maintenance
- Wear Parts
- Maintenance material
The Budget should be linked to the planned KPIs levels

Purpose
To identify and plan maintenance costs and to set operating
targets.
Examples
Annual maintenance budget

Note: The Budget is not a development of MAC. However the budget is an important input to the maintenance system as
described above. The maintenance system as developed by MAC will make a sound base for input to the budgeting and
therefore improve its content.
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 Bill of Materials (BOM)
Description
Detailed list of all of the parts and consumables, to the
level of each purchasable item, required to maintain
an item of asset.
Purpose
To identify the parts required to perform all
maintenance activities.
Maintenance Planning and Stock Management.
Maintainability improvement.
Examples
Asset - Spare Part identification/relation

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 Maintenance Master Schedule
Description
A long term plan (3 month) indicating all maintenance
activities and the resources required to complete them,
considering:
- Labor Availability
- Planned / Predictive Maintenance Routines
- Task Priorities
- Material and Spare Parts Availability
Purpose
To identify maintenance resource requirements and to
optimize maintenance efforts
Examples
Quarterly Master Schedule, on weekly basis

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 Maintenance Master Schedule Overview
Frequency Crew & Duration Labor Availability
Productivity /
Maintenance Maintenance Labor
Reactive -
Routines Standards Schedule
Allowance

Packing & Dispatch Contractor

Finish Mill Process Master
Raw Mill Mechanical Schedule
Quarry Electrical Summary
Kiln
Quarterly on Tradesmen
weekly basis Summary
Maintenance
Schedule
Output Output Output

Preventive Maintenance Routines Earned Standard Labor Hours Re-schedule jobs.

Planned Corrective Jobs (E.S.L.H.) by process area. Cancel Jobs.
Capital Improvement Projects Actual Labor Hours inclusive of Re-allocate jobs.
breakdown & productivity factor. Increase / Reduce Overtime.
Adjust Holiday / Training plans.
Increase / Reduce Crewing.
Modify Shift Patterns.
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 Planned Maintenance Routines (PMRs)
Description
Routine activities designed to minimize the risk of
unplanned failures, including:
- Routine overhauls
- Fixed frequency replacement of parts or equipment
Purpose
To minimize unnecessary downtime and increase
predictability by reducing the level of unplanned
maintenance
Examples
Replacement of Cement Mill liners every 20000 hrs.
of production

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 FMEA / RCM
Description
Failure Mode Effect Analysis (FMEA) is an analytical tool to
systematically establish the failure mode and effect of a
failure.
Reliability Centered Maintenance (RCM) is a process,
utilizing FMEA, for determining what maintenance, if any,
should be performed in order to respond to the demands
for:
- Safe Operation
- Environmental Protection
- Production Quality
- Plant Availability
Purpose
To proactively identify the optimum maintenance activity

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 RCM Approach
CRITICAL EQUIPMENT
MONITORING & REVIEW FUNCTION
Select by greatest need /
Monitor performance of KPIs most benefit. Define function and
against targets. performance level

IMPLEMENTATION FUNCTIONAL FAILURES

- Maintenance Tasks How the function may fail to
- Areas of re-design perform to the desired or
- Operating procedures. specified level of performance.

A continuous process for

FINAL ACTIONS FAILURE MODES
determining the optimum
- Modifications to equipment
- Changing operating procedures preventive maintenance How and reason-root cause.
- Other.
plan for each item of plant
in its operating context.
TASK FREQUENCIES FAILURE EFFECTS
Effects of failure, what needs to
Dependent upon failure be done, time required and total
characteristics of the equipment. lost-time.

PREVENTIVE ACTIONS CONSEQUENCES

Check action that can and should OF FAILURE
be taken to prevent failure :
PROBABILITY OF
- Cleaning & lubrication FAILURE Safety, Environmental,
- On condition tasks Operational.
- Fixed interval overhauls Likelihood of failure occurring.
- Fixed interval replacements (Pareto of causes)
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 MTBF / MTTR / MTBCF
Description
Indicators to measure maintenance effectiveness
- Mean Time Between Failure (MTBF). Indication of the average
time between failure for an item of asset
- Mean Time To Repair (MTTR). Indication of the average
downtime duration for an item of asset (Optional Indicator)
- Mean Time Between Cause & Failure (MTBCF). Indication of
the MTBF by specific cause. (Optional Indicator)
Purpose
To measure and focus on the correct alignment of
maintenance activity
Examples
Focus Maintenance activities in the Bottle Neck area

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 Predictive Routines / Condition Based
Monitoring
Description
Predictive inspection routines, condition based
monitoring and condition based maintenance to
assess the condition of equipment to predict failure
and perform planned maintenance activities
Purpose
To minimize the level of intrusive maintenance
To optimize the use of asset lifetime
Examples
Oil analysis to determine change
Vibration measurement to determine the optimal time
to replace a rolling bearing

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 Plant Master Plan
Description
the Plant Master Plan covers:
- the analysis of the plants current status with respect to the
business requirements;
- the identification of deficiencies and the outline of remedial
measures, resulting in action and investment plans for all
relevant aspects of the plant (materials, energies, production
process and plant organization);
- the same time period as the Company Business Plan, i.e.
typically 5 years;
- an update frequency that allows to keep up to date with the
development of business issues, i.e. typically yearly, latest after
two years;
Purpose
To translate Business Plan objectives into operational and
organizational measures as well as CAPEX projects on
plant level
Note:The Plant Master Plan is not a development of MAC. However the Plant Master Plan is an important input to the
maintenance system as described above. The maintenance system as developed by MAC will make a sound base for
updating the Plant Master Plan.
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 Multi-skilling
Description
Training of all operational employees in the core
maintenance skills either between Process Operators
and Maintenance Technicians or between different
trades
Note: Multi-Skilling does not mean that everyone
should be expected to do everything
Purpose
To maximize labor utilization
Basic requirement for Autonomous Maintenance
Examples
Quarry truck drivers doing their own oil changes
Production doing daily inspection

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 Shutdown Cycle Time Compression (CTC)
Description
Approach for planning, controlling and reviewing activities
during a shutdown period in order to minimize downtime:
- Critical path planning to identify and manage parallel or critical
activities
- Value Added (VA) / Non-Value Added (NVA) analysis to identify
and remove non-essential activities
Purpose
To minimize equipment downtime by identifying activities
which can be performed outside of a shutdown or in parallel
To minimize equipment downtime by improving
maintainability
Examples
Kiln shutdown
Mill shutdown

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 Computerized Maintenance Systems
Description
Integrated, comprehensive maintenance management
system linked to all of the other relevant business
systems including purchasing, stock control,
engineering & finance
Purpose
To automate the development and management of
maintenance information
Note: It is only appropriate to fully automate the
maintenance system once it has been developed,
tested and utilized in a live application
Examples
SAP / RAMCO / Mapcon etc

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 Autonomous Maintenance
Description
Small high frequency maintenance tasks which can
be performed routinely by the immediate operator,
outside the control of the planning system. Often
utilizing check sheets or where the operator does not
need to be told to do a task
Dependent upon behavioral change and true
ownership of the process
Purpose
To devolve and simplify maintenance tasks.
Examples
Simple lubrication, cleaning to identify contamination,
gauge marking

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 Business Plan
Description
The business plan consists of a long-term (5-10 years)

strategic plan covering the strategic roadmap of a Group
Company and the functional plans, which break down the
overall strategy into a detailed functional planning for the
next 5 years. The functional plans contain clear objectives
and actions for each function as to fulfill. It covers a
resource planning - people and finance - and builds the
base line for the FINPLAN (Financial Planning).
Purpose
Long term planning
Alignment of management about strategy and its
consequences
Planning instrument for strategic, functional, resource,
investment, personnel and financial planning
Note: Link with MAC - Interaction of target setting in Manufacturing Functional plan*, definition of actions in the framework of MAC,
implementation controlling along Performance Indicators as defined in functional plans.
The Business Plan is not a development of MAC. However the Business Plan is an important input to the maintenance
system as described above. The maintenance system as developed by MAC will make a sound base for updating the
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 Area Work Teams
Description
Individuals from the Maintenance and Process
functions aligned to an area responsible for the
operation, maintenance and improvement of all assets
in that area, supported by specialists (assessor) when
required
Purpose
To create ownership of the process and to ensure
continuous improvements

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 Process Maintenance Teams
Description
A Multi-Functional Team replacing discrete or Cross-
Functional Maintenance and Process Operator teams.
Everyone is a Maintainer Operator
Purpose
To minimize maintenance cost whilst maximizing
flexibility
Examples

Process
Maintenance Process Maintenance
Team

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 Risk based Maintenance (RbM)
Description
Extension of the RCM process to determine the
optimum maintenance approach based upon cost and
reliability requirements within a changing environment
Purpose
To achieve the optimum operational cost for a
business
Examples
When there are no sales and the silo is full, why incur
the cost of fixing an item of asset?
Examples
Risk Profile

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 Integrated Process / Maintenance System
Description
Systems developed and utilized for process control
used to take maintenance decisions. These would
include expert systems, rate loss and downtime
accounting systems
Purpose
To return rate to optimum or to predict the
deterioration of plant condition in order to identify
maintenance requirements
Examples
Computerized maintenance system linked with a fully
developed TIS (Technical Information System)

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 Glossary of Terms

MAC MAintenance Cement

KPI Key Performance Indicator
ESLH Earned Standard Labor Hours
W/Os Works Orders
BOM Bill of Materials
CTC Cycle Time Compression
SIC Short Interval Control
PM Preventive Maintenance
PDM Predictive Maintenance
CBM Condition Based Monitoring
FMEA Failure Mode Effect Analysis

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 Glossary of Terms

RCM Reliability Centered Maintenance

OEE Overall Equipment Efficiency
MTBF Mean Time Between Failure
MTTR Mean Time To Repair
MTBCF Mean Time Between Causal Failure
RbM Risk based Maintenance
HAC Holderbank Asset Code
TIS Technical Information System
DWOR Daily / Weekly Operating Report
PMR Planned Maintenance Routines

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