Month: June 2021

When energized equipment needs maintenance, sometimes turning it off is not enough. Lockout/tagout protects maintenance workers against the unexpected release of hazardous energy or asset startup during maintenance activities. This article provides an overview of lockout/tagout and its significance to maintenance.

What is Lockout/Tagout?

Lockout/tagout (LOTO) is a safety procedure related to the control of hazardous energy, as laid out by the Occupational Safety and Health Administration (OSHA) standard Title 29 CFR Part 1910.147. This standard covers “the servicing and maintenance of machines and equipment in which the unexpected energization or start up of the machines or equipment, or release of stored energy could cause injury to employees.” Organizations comply with this regulation by establishing and carrying out procedures that ensure equipment is disconnected from its energy source, and stored energy is released, prior to performing maintenance.

Why Lockout/Tagout is Important

Maintaining and operating energized systems has the potential to expose employees to hazardous energy which, if uncontrolled, can cause serious injury or death. Lockout/tagout procedures were created to protect maintenance technicians, machine operators, and others from such outcomes.

OSHA estimates that 120 fatalities and 50,000 injuries are prevented each year thanks to compliance with the LOTO standard. Despite the importance of lockout/tagout, LOTO compliance is one of the most frequently cited workplace safety standard violations (as of 2021).

What Different Forms can Hazardous Energy Take?

The lockout/tagout standard identifies the following types of hazardous energy:

• Electrical: The primary energy source for most equipment.
• Mechanical: Energy created through motion and moving parts.
• Hydraulic: Energy created through pressurized liquid and especially useful for heavy machinery.
• Pneumatic: Energy created through pressurized air, commonly used in materials handling and packaging applications.
• Chemical: Energy created through chemical reactions.
• Thermal: Energy created through the release of heat from sources including steam, natural gas, oil, nuclear, and biomass.
• Other: Any other types of energy not already covered.

How Lockout/Tagout Works

As its name implies, a lockout/tagout procedure utilizes both locks and tags. Lockout devices, such as padlocks or hasps, physically keep equipment in an “off” or safe state by holding energy-isolating devices in place. Tagout devices provide visible warnings that inform employees of hazards and indicate equipment may not be used.

When Lockout/Tagout Standards Apply

Generally, lockout/tagout applies any time the unexpected release of energy could harm someone. However, OSHA outlines certain exceptions. During normal production operations, LOTO applies only if:

• An employee is required to remove or bypass a guard or other safety device (also refer to the Title 29 CFR Part 1910.212 standard)
• An employee is required to place any part of his or her body into an area on a machine or piece of equipment

The LOTO standard does not apply to:

• Minor tool changes, adjustments, and other minor servicing activities which take place during normal production operations
• “Routine and repetitive” maintenance activities in which employees are not putting their bodies in harm’s way
• Cord and plug-connected electric equipment for which energy is controlled by unplugging the equipment and the plug is in exclusive control of the person performing maintenance
• Hot tap operations involving the transmission and distribution of gas, steam, water, etc, when service is necessary, the system cannot be shutdown, and employees are protected in some other way

In addition, the 1910.147 lockout/tagout standard does not apply to the following industries:

• Construction
• Maritime
• Agriculture
• Oil and gas
• Power and energy

Organizations in each of these industries are required to comply with other industry-specific standards regarding the control of hazardous energy. Refer to the OSHA website for more information.

What are the 6 Steps of Lockout/Tagout?

The OSHA standard provides minimum requirements for controlling hazardous energy, but provides flexibility for organizations to develop their own lockout/tagout procedures. The lockout/tagout steps below are generally applicable regardless of industry. It assumes that the required personnel have been trained in LOTO procedures.

1. Preparation: Have an authorized employee, who has a complete understanding of all types of hazardous energy that must be controlled, identify energy sources and the means to control them. Notify all employees who might be affected by lockout/tagout that the equipment will be shut down for maintenance.
2. Shut Down: Shut down equipment using its normal stopping procedure.
3. Isolation: Isolate equipment from its hazardous energy source.
4. Lockout/Tagout: Have an authorized employee attach locks and tags to each energy-isolating device so that it stays in a “safe” position.
5. Check for Stored Energy: Look for any stored or residual hazardous energy and release, restrain, dissipate, or disconnect it.
6. Verify Isolation: Verify that the equipment is isolated from its energy source, locked and tagged out, and de-energized. The equipment is now ready for servicing or maintenance.

Lockout/Tagout and Maintenance Safety

Lockout/tagout procedures help you meet regulatory requirements and, more importantly, keep maintenance technicians (and others) safe. Maintenance organizations ensure compliance with lockout/tagout standards by tracking LOTO procedures in their computerized maintenance management system (CMMS) software.

CMMS software stores lockout/tagout documentation, making it readily accessible to maintenance employees. LOTO instructions can be included on work orders, reminding technicians of the necessity for lockout/tagout. When maintenance audits  occur, the CMMS provides documentation that LOTO procedures were followed.

Improve Safety with FTMaintenance Select

At times, maintenance technicians are put into potentially dangerous environments. FTMaintenance Select improves workplace safety by storing critical maintenance documentation like lockout/tagout procedures alongside their related asset records and work orders. Request a demo today to learn more about how FTMaintenance Select can help you comply with maintenance safety standards.

Maintenance workers are exposed to safety hazards and harsh workplace conditions on a daily basis. Organizations are legally required to reduce risks to maintenance workers – and other employees – by upholding health and safety standards developed by the Occupational Safety and Health Administration (OSHA). This article explains the impact of OSHA regulations on maintenance operations.

What is OSHA?

The Occupational Safety and Health Administration (OSHA) is a United States government agency created by Congress to ensure safe and healthful work conditions by developing and enforcing standards. This includes setting standards for general industry, as well as industry-specific regulations and other rules. To help organizations meet these standards, OSHA provides training, outreach, and educational opportunities, as well as compliance assistance.

How are OSHA Standards Created?

Developing OSHA standards is a multi-step process that can be initiated by OSHA itself, or in response to petitions from third-parties, state and local governments, nationally-recognized standards organizations, employers, labor relations representatives, or any other interested individuals.

At times, presidential executive orders and subsequent actions prompt the need for new OSHA standards. For example, in January 2021, President Joe Biden issued an executive order directing OSHA to take measures related to protecting workers from the COVID-19 virus.

During the initial rulemaking phase, OSHA collects information through symposiums, public discussions, or surveys. Specific committees or organizations may be called upon to help inform recommendations. Once plans are made to propose, amend, or revoke a standard, OSHA invites the public to submit feedback. After reviewing feedback and other data, OSHA creates the final rule that becomes enforceable.

OSHA’s Impact on Maintenance

The primary source of OSHA maintenance regulations falls under the Code of Federal Regulations (CFR) Title 29, sections 1910 – 1910.1450. Organizations are responsible for putting a system in place that raises awareness of hazards, promotes best practices, and provides a safe and healthful workplace. For maintenance, this can affect what tasks technicians perform; how supplies are stored; and what safety measures must be taken before, during, and after repairs.

While there are many standards that impact maintenance, some of the most frequently cited OSHA safety violations in fiscal year 2021 include: hazard communication, lockout/tagout (LOTO), and machine guarding. Each of these is covered below.

Hazard Communication Regulations

Hazard communication standards (1910.1200) promote chemical safety by requiring that the identities and hazards of chemicals are available and understandable to employees. One form of hazard communication is a material data safety sheet (MSDS).

MSDS documentation tells technicians what to do if chemicals spill, get on their hands, splash in their eyes, or are accidentally ingested. For example, while it may be instinctive to wash an exposed area with water (or drink water if ingested), that’s not always the right thing to do. Safety data sheets also describe the proper way to store and use chemicals.

Lockout/Tagout Regulations

Lockout/tagout (LOTO) regulations (1910.147) cover the service and maintenance of equipment in which unexpected energization, startup, or release of stored energy could harm employees. There are many types of hazardous energy that could be in a machine, including chemical, electrical, hydraulic, mechanical, pneumatic, and thermal.

Therefore, it is vital for employees to complete proper LOTO procedures. These procedures can be documented in a computerized maintenance management system (CMMS) for easy access. Failure to follow LOTO procedures can result in serious injuries such as burns, amputations, crushed limbs, or electrical shock.

Learn about the lockout/tagout process in our blog post What is Lockout/Tagout?

Machine Guarding Standards

Machine guarding standards (1910.212) cover guards that protect operators and other employees from machine hazards. Maintenance teams are responsible for fitting assets with proper safety devices and performing inspections on existing safeguards. Checking machine guards should be a part of standard routine preventive maintenance inspections, if they are not already.

OSHA COVID-19 Guidelines

Unlike the previously mentioned standards, which are mandatory, OSHA’s COVID-19 guidelines are recommendations. This guidance is intended to help organizations identify COVID-19 exposure risks to unvaccinated workers or those that are vaccinated but otherwise at risk, such as those who are immunocompromised.  Guidelines cover screening and monitoring, physical distancing, face coverings and PPE (personal protective equipment), and other measures to keep workers safe.

Visit the OSHA website for more information regarding the latest guidelines for COVID-19.

How OSHA Standards are Enforced

OSHA maintenance standards are enforced through compliance audits. First, compliance officers are required to show their credentials to prove they are legitimate. Then they explain why the organization was chosen for inspection. The officer will go over the process, which includes walking around and visually looking at machines, speaking one on one with an employee who can represent the organization in the process, and interviewing other employees.

After compliance officers inspect the workplace for hazards and talk to the employer about their findings, the inspection ends in one of two ways. If no violations are found, the inspection is now complete. If violations are found, the officer may issue citations or fines. Citations provide organizations with the opportunity to fix any violations by a stated deadline. Fines are high and range in the tens of thousands to hundreds of thousands of dollars depending on the severity of the violation.

Read More: Why You Shouldn’t Fear Maintenance Audits

How Maintenance Departments Contribute to OSHA Compliance

Maintenance teams contribute to OSHA compliance by establishing work practices and policies that keep themselves and others safe. For example, completing preventive maintenance activities on time creates a safer work environment by keeping facilities, equipment, and personal protective equipment (PPE) in good condition.

Organizations use a computerized maintenance management system (CMMS) as part of a larger quality management system (QMS) to document OSHA-compliant procedures and store health and safety information. Maintenance managers may also provide ongoing training when new chemicals are inventoried, regulations are updated, or new assets are installed. When a compliance audit takes place, the CMMS provides proof that you said what you did, did what you said, and can prove it.

Using CMMS Software for OSHA Compliance

Using computerized maintenance management system (CMMS) software to document and manage safety information makes it significantly easier to adhere to the OSHA standards that apply to your industry.

CMMS software gives you the tools to implement a safety program based on compliant maintenance operating procedures. Assigning safety-related tasks to work orders provides technicians with step-by-step instructions for completing maintenance jobs in accordance with OSHA standards. Digital maintenance documentation, such as MSDS sheets, images, and videos, can also be attached to maintenance records to provide additional information.

CMMS software preventive maintenance functionality can be used to schedule recurring safety-related tasks such as inspections and calibrations. These activities are especially important for critical fire safety equipment and other emergency systems.

As a maintenance documentation system, a CMMS is a useful tool when preparing for OSHA audits. For example, organizations can store critical health, safety, and certification information with employee records. CMMS software also tracks the completion of tasks such as locktout/tagout procedures, ensuring that you can provide auditors with proof that specific steps were followed and completed.

Finally, CMMS reports provide further evidence that preventive maintenance and critical repairs were completed on time, in a safe manner, and were of high quality.

Prepare for OSHA Inspections with FTMaintenance Select

FTMaintenance Select allows you to easily document, track, and manage maintenance operations. Consistent use of the system automatically generates the documentation required to satisfy compliance officers from OSHA or other regulatory agencies. Request a demo of FTMaintenance Select today to learn more.

Managing maintenance, repair, and operations (MRO) inventory is a balancing act between part availability and inventory costs. Organizations must have parts available for planned maintenance and in case of a breakdown, but not so much stock that it ties up significant money in inventory.

Organizations use various methods of inventory control to optimize the dollar value of their held MRO inventory. This article introduces you to common inventory optimization techniques that can help lower your maintenance inventory management costs.

Methods for MRO Inventory Control

Inventory optimization techniques vary from organization to organization. Methods that work best in one industry or for one type of item might not work well for others. There is no “one size fits all” approach. That being said, organizations often use multiple inventory control techniques at once. In the following sections, we provide an overview of different methods for inventory control.

Just-in-Time (JIT) Inventory Management

Just-in-Time (JIT) inventory management is an inventory control technique typically applied to production inventory in industries that employ lean manufacturing, such as the automotive manufacturing industry. The main goal of JIT is to allow organizations to operate at the minimum amount of inventory possible without disrupting production. Depending on the production schedule, parts are ordered to arrive “just in time” to meet a need.

When used for maintenance purposes, JIT inventory management involves identifying local vendors that carry parts the organization can obtain quickly when needed. This eliminates the need for the organization to keep a large supply of parts in stock themselves, thereby reducing overstock and the amount of resources needed to manage inventory.

JIT applies best to preventive maintenance (PM) tasks because they are scheduled and demand is easier to forecast. For example, an organization might decide that there is little need to order air filters far in advance, because they will sit on a shelf for weeks, take up valuable space, and tie up funds. Instead, the filters can be ordered from a vendor shortly before they are needed. Depending on their proximity, the vendor can ship the filters at a more reasonable rate or maintenance personnel can pick the filters up themselves in a pinch.

Reorder Points, Economic Order Quantities, and Other Factors Impacting JIT

MRO buyers often determine inventory order quantities without any formal analysis, leading to a whole host of issues. Over-ordering items ties up money that could be used elsewhere, in addition to cluttering up the stockroom. Under-ordering runs the risk of stockouts, which results in unnecessary downtime and emergency shipping fees.

To optimize stock levels, organizations must know when to reorder and what quantity to purchase. Organizations consider a number of factors, such as reorder points and order quantities to make appropriate inventory purchases.

Reorder point is the minimum quantity an item reaches that triggers an action to replenish stock. This calculation must take into consideration order lead time, current usage, and safety stock. For example, imagine that an organization is trying to come up with an appropriate reorder point for a bearing. The organization must consider:

• How long will it take to receive a shipment?
• Based on current usage, will the quantity on hand last until a new order arrives?
• How much safety stock is kept on hand to protect against unexpected demand?

Once the reorder point is estimated, there still remains the question of how much to order. To do so, organizations determine the economic order quantity (EOQ), which is the ideal order quantity to minimize inventory costs. EOQ considers a part’s purchase cost, quantity discounts, shipping and handling fees, current usage, and holding costs. Decision-makers must consider questions like:

• Is it worth buying more units than needed now to secure a discount?
• Are units used at a rate where purchasing in bulk makes sense?
• Will ordering in bulk cause units to sit on stockroom shelves for long periods of time?

These are the tough decisions organizations face. Fortunately, some of this decision-making can be handled by vendors through a vendor managed inventory (VMI) strategy, described later.

Risks of JIT

While many organizations use JIT successfully, they also assume some level of risk with this inventory control technique. For example, suppliers may run out of parts just when they are needed for maintenance. Parts may become obsolete between orders. Rising prices may make parts too costly to purchase when needed.

Scenarios like these leave the organization in a bind. Overcoming these events creates costs as a result of sourcing alternative parts, identifying alternative vendors, accepting higher prices, and paying for expedited freight.

Vendor Managed Inventory (VMI) Management

Vendor managed inventory (VMI) management is an inventory control technique that shifts some of the responsibility of managing stocking levels from the user (organization) to the supplier. With this method, the vendor supplies and replenishes MRO items on the organization’s behalf. The stocked items, called consignment inventory, are then paid for only when used. Alternatively, the organization may pre-pay for stock that is replenished by the vendor.

VMI is typically used for low-value, high-volume consumable items such as fasteners, tools, and personal protective equipment (PPE). Stock is made available through industrial vending machines that automatically record usage or cabinets where employees are responsible for logging usage on a pull sheet. Vendors periodically check stock levels to determine whether or not parts need to be restocked.

Maintenance organizations use VMI because it eliminates common inventory management problems. Assuming that the vendor is reliable, organizations no longer have to worry about overstock or out-of-stock occurrences caused by improper inventory adjustments, ineffective ordering, and poor forecasting. A reduction in stockouts also leads to a reduction in unplanned downtime because required parts are always on hand.

Though VMI can be effective in any industry, manufacturers that require many part suppliers and face significant losses during maintenance downtime stand to benefit most. This includes organizations in the automotive, oil and gas, food and beverage, and pharmaceuticals industry.

Risks of VMI

Giving inventory management responsibilities to a vendor comes with some risks. A major risk is reliance on a third party. Organizations that use VMI are at the mercy of the supplier and may be forced to live with higher prices, reduced quality, or other issues.

On the other hand, problems may arise if the vendor cannot handle your orders. Orders that are late or inaccurate puts stress on maintenance operations.

Because of these factors, it is important to find a trustworthy vendor, and trust takes time to build. If the relationship with the vendor goes sour, transitioning to another VMI distributor may be difficult due to their importance to your operations, contract terms, or resources dedicated to vendor management.

MRO Inventory Optimization Strategies and the COVID-19 Pandemic

The goal of the methods for inventory control discussed in this article is to optimize on-hand inventory and minimize its associated costs. However, a downside of operating on minimal inventory has been exposed by the COVID-19 pandemic.

Supply chain interruptions have caused organizations to rethink their “lean” inventory strategy. Due to supply disruptions, part availability and lead times are less reliable, leading to stockouts if preventive actions aren’t taken. Many organizations have increased their stock of critical spares and high-volume parts to combat the uncertainty. Even as day-to-day life appears to be slowly moving back to “normal,” organizations should be careful about operating with too low of an MRO inventory.

Regardless of how organizations manage their inventory, inventory management software can be an effective tool for inventory optimization.

MRO Inventory Management Software

Effective inventory control relies on accurate part tracking. Computerized maintenance management system (CMMS) software is designed to help maintenance teams gain control over their MRO inventory management practices.

CMMS software allows organizations to track important inventory data including a part’s specifications, location, criticality, and quantities. Many solutions also integrate vendor management and purchasing capabilities. Additionally, CMMS software provides maintenance reports that track key performance indicators (KPIs) to help you make smarter decisions about your inventory.

Further Reading: 4 Inventory KPIs to Improve MRO Inventory Management

A CMMS can be used to implement JIT by allowing organizations to track part usage, view parts assigned to upcoming planned maintenance work orders, and identify local vendors. Usage data helps determine appropriate reorder points. Visibility of upcoming maintenance makes it easier to forecast demand. Vendor tracking capability allows organizations to make decisions about where and when to place orders.

A CMMS is also useful when a VMI strategy is employed. Even though managed by a vendor, organizations find value in tracking consumable parts used for asset maintenance history purposes. For example, parts are tracked by work orders so that the organization can tell when a component was last repaired or replaced, what parts were used, and how much was spent on the repair. Other organization-managed inventory is still tracked in the CMMS.

Optimize Your MRO Inventory with FTMaintenance

FTMaintenance supports inventory optimization techniques like JIT and VMI. FTMaintenance is a CMMS solution that allows you to easily manage and track maintenance activities and resources, such as spare parts inventory. Combining robust inventory tracking with vendor management, purchasing, and receiving capability, FTMaintenance is an all-in-one MRO inventory management solution. Request a demo of FTMaintenance today.

Companies conduct regular maintenance management as part of their daily workflow, regardless of the industries they are in. Companies in industries from manufacturing to food and beverage and everything in between face unique challenges based on the machinery and assets they use, as well as the products they produce.

Here we are going to focus on the construction industry. Read on to learn more about the unique aspects of construction site workflows and asset maintenance challenges construction companies face, as well as how computerized maintenance management system (CMMS) software, can make maintenance management in the construction industry more efficient.

The Role of Maintenance in Construction

Construction projects have many moving parts. It takes multiple pieces of specialized, heavy machinery and heavy duty tools in order to complete one job. Maintenance’s role is to ensure equipment such as excavators, dump trucks, and cranes are available for service so that construction companies can meet their project goals. Equipment breakdowns can bring projects to a halt and inflate the budget. This equipment may be used at multiple job sites, so the need isn’t isolated to a single location.

Maintenance management for construction is a subset of fleet maintenance. Workers need to be confident that the equipment they use is reliable and safe. If heavy machinery fails at a jobsite, the impact could be very detrimental. If a large piece of equipment fails, the entire project could come to a complete stop. The financial impact could be devastating, especially if a machine is being used at multiple worksites. There is also the possibility that a machine failure may cause accidents and injuries.

Construction Industry Maintenance Challenges

There are a number of maintenance challenges the construction industry faces. The work environment is unique, so it presents scenarios not found in many other industries.

Operations vs. Maintenance Technology

Construction companies may use advanced operations technology. This includes drones, virtual reality training, stay-safe mobile applications, vital sign monitors, noise level sensors and hardhats that detect carbon monoxide. However construction companies are often less advanced in the technology they use for maintenance management. Just because a construction company has the latest and greatest for their worksites doesn’t mean they use CMMS software. The role of construction asset maintenance may not be seen as importantly as it should be.

Managing Mobile Assets

One of the biggest construction asset maintenance challenges is asset mobility. Construction assets such as large machinery and tools are frequently moving since there is no production floor, only multiple work sites. It’s important for dispatch to be aware of which machines are being used and which ones are available so they can direct workers to various locations.

Maintenance managers also want to know which machines are being used where and for how long. This is important to be aware of because there are only limited windows in which assets are available for maintenance. Maintenance activities need to be precise and deliberate. Without using software, this can be time consuming and overwhelming to manage.

Ensuring Asset Safety

Another thing to keep in mind is that moving equipment which is failing can damage buildings and surrounding property. It can also cause serious injury to workers or bystanders in the area. Operators of heavy equipment must have confidence that assets will perform well. There are serious, sometimes life-changing consequences to injuries from malfunctioning equipment. Building damage can be difficult to deal with as it results in fines, project downtime, and a ding to the company’s reputation.

Performing Maintenance on Time

A significant challenge in the construction industry is ensuring runtime-based maintenance work gets completed on schedule. This includes knowing when to change tires, flush fluids, perform an oil change, and other similar tasks. Weather and jobsite conditions change how often equipment maintenance should be scheduled.

Of course, each vehicle or machine will have a different schedule for when this work needs to be done based on how often it gets used, how much wear and tear the machine is subjected to, and how many miles are put on it. When you have hundreds of machines, balancing all of this without software can be nearly impossible.

Accounting for Environmental Factors

Since the construction industry uses heavy equipment, there are strict emissions requirements the machines must adhere to. This ensures that the impact on the environment is minimized. There are specific regulations for on road and off-road vehicles, as well as greenhouse gas regulations. Other regulations relating to air quality also apply for some machines. Covering all of them in detail would be another article in and of itself, but if you’d like to brush up on them, you can do so by visiting the Environmental Protection Agency website.

Acidic soil or road salt can corrode equipment as well. While there’s not much that can be done to prevent that, keeping equipment from rusting, washing vehicles regularly, and touching up paint with products that contain a protective coating will help minimize this deterioration.

Managing Inventory

Managing inventory is a maintenance challenge in the construction industry. Maintaining equipment and managing maintenance part supply levels is important. If the right tools and parts are unavailable for even a short time, that can set infrastructure projects way behind.

Less experienced construction company owners may become overwhelmed by increased demand for more inventory parts and struggle to manage costs because the maintenance budget is limited. Specialized equipment not used in other industries may only be available from the original equipment manufacturer. Construction companies may have additional stock for critical parts for safety reasons.

It can be challenging knowing which spares to keep in stock, as well as the best method for optimizing parts ordering and evaluating risk should stock run out. Some parts may even be custom made, which results in long lead times for reordering. While handling consumables such as weld rod, fasteners, tape, and glue can be tedious, it is important for workflow efficiency.

Learn More: 4 Inventory KPIs to Improve MRO Inventory Management

Tracking Maintenance Costs

Maintenance cost tracking is also challenging in the construction industry when it comes to managing assets. There are many factors that attribute to maintenance costs, including:

• Mileage or wear and tear on vehicles and machines
• Ever increasing environmental regulations
• Maintenance downtime
• Replacement parts from manufacturer
• Labor associated with performing maintenance
• Cost of inventory used, including consumables
• Depreciation

Fuel and mileage costs, exact labor costs and incidental charges can be hard to keep track of on paper. Without CMMS digital records, this information can get lost in the shuffle, forgotten about, or jotted down incorrectly.

Distributing Paperwork

Getting paperwork to the maintenance department or other office locations when there are multiple worksite locations can be challenging. Despite having several locations where work is being completed at once, organizations need to achieve a comprehensive workflow, managing work requests, work orders, and dispatch communication. This can be especially challenging without the right construction industry software in which to digitally store work order, purchasing, and asset information.

Balancing Wear and Tear of Machines

Most heavy machinery in construction is run into the ground. Because assets are so expensive to buy new and a lot of the company’s money is tied up in assets, organizations want to make sure they get maximum value out of those assets before replacing them. Many are using equipment that is older than they would like due to cost constraints. This problem is compounded by safety concerns.

Benefits of CMMS in the Construction Industry

There are many benefits of having CMMS in the construction industry. These benefits often directly address challenges that arise from conducting maintenance without this type of software.

Asset Tracking

CMMS software allows construction companies to keep track of where their assets are at all times, no matter how many there are and how many job locations are active at once. CMMS software’s mobile accessibility allows workers to enter data from any location. Mobile accessibility ensures asset information can be viewed in the field. Service history is readily available to aid in troubleshooting and making decisions about determining assets’ total cost of ownership

Keep Track of Runtime-based Maintenance Tasks

Records of when runtime-based maintenance was last performed can be created when CMMS software is implemented. Run-time based preventive maintenance can be automated by setting triggers that automatically generate work orders and notify technicians. Asset history will show what needs to be done when, and what adjustments to the schedule are needed.

Inventory Management

CMMS software’s inventory management feature helps keep track of maintenance part inventory. It also allows regular audits of inventory items to be conducted to ensure an accurate count of available replacement parts. Inventory levels will be known at all times. All of this is done easily through automatic inventory count updates, reorder notifications, and up-to-date vendor directories provided by CMMS software.

Supplier information can be easily stored in CMMS software. This will help to manage part delivery lead times. Low-cost vendors, who stock the part or local vendors who carry a part in an emergency, can be identified.

Streamlines Communication

Using CMMS software streamlines communication, which is important when traveling to different construction sites. Users can record notes about maintenance work, important asset information, inventory stock levels, and any instructions regarding specific work orders. User manuals, troubleshooting guides, warranty information, and more can be stored in the CMMS system. This ensures that less back and forth is needed to solve problems and minimizes phone conversations on the job. CMMS software also features work order closure prompts to ensure no information is left out.

Reduces Paperwork

Finally, having a CMMS reduces paperwork. Instead of having to manually type up and print out work orders, store binders full of vendor contact information, and print out reports and budget materials, all of this information is stored digitally in the software. Having one central location to access this information is helpful when maintenance is being done at multiple locations. As mentioned earlier, the mobile accessibility of CMMS software is very important for recording work order information as the job is completed, keeping details accurate.

Optimize Maintenance of Construction Project Assets with FTMaintenance

FTMaintenance is the CMMS software you need to optimize maintenance on construction project assets. It’s important for all assets to operate at maximum efficiency and to maintain a long, useful lifespan. FTMaintenance makes it easy to organize maintenance activities and ensure maximum asset uptime so projects get completed on time. You can reduce your maintenance costs by switching from a run-to-failure method to a preventive maintenance program. Performing maintenance per manufacturer guidelines will increase equipment ROI and extend asset life.

FTMaintenance will also help avoid government fines and liability through proper documentation of every job. FTMaintenance can help document OSHA-compliant maintenance procedures. Finally, you can monitor asset health and equipment key performance indicators (KPIs) through extensive maintenance reports. Ready to learn more? Request a demo of FTMaintenance today.

Key Takeaways

• A documented preventive maintenance program helps optimize maintenance resources, lower maintenance costs, and avoid costly repairs
• It is not necessary to create an entire “master plan” before implementing preventive maintenance practices
• Adapt the process in this article to fit your organization’s requirements
• Preventive maintenance software, like FTMaintenance, allows you to document your preventive maintenance program and communicate to others

Most organizations recognize the importance and benefits of preventive maintenance, but many are stuck in a corrective maintenance rut. Though maintenance managers may like the idea of preventive maintenance, frequent emergency repairs often leave little-to-no time, money, or labor resources available for preventive maintenance activities.

Even when such resources are available, maintenance managers often become frustrated because they do not know where to start with preventive maintenance. In this article, we discuss the basic steps in developing a preventive maintenance program for organizations just getting their feet wet with preventive maintenance.

What is a Preventive Maintenance Program?

Preventive maintenance (PM) is maintenance that is proactively performed on assets in working condition with the goal of lessening the likelihood of failure, reducing unexpected downtime, and prolonging its useful life. A preventive maintenance program or preventive maintenance plan outlines the processes, procedures, tools, and resources required to carry out preventive maintenance.

Why Create a Preventive Maintenance Plan?

Poor preventive maintenance practices negatively impact the organization. Small PM tasks that are missed, skipped, or ignored often result in unexpected downtime and larger, more costly repairs. Performing low-quality preventive maintenance is just as harmful. On the other hand, over-maintaining equipment that doesn’t need it also leads to unnecessary planned downtime, labor costs, and replacement part usage.

A documented preventive maintenance program solves many of these issues. Mainly, the PM plan holds the maintenance team accountable for performing preventive maintenance activities. It ensures that everyone understands how preventive maintenance will be conducted by outlining the work to be done, how it is to be done, who will do it, and when. As the plan is optimized to use maintenance resources more effectively, it frees up money and personnel for other cost-saving improvements.

Read more about the benefits of preventive maintenance

What Does Preventive Maintenance Look Like?

Preventive maintenance takes many forms. Examples of preventive maintenance activities include:

• Inspections that use an employee’s basic senses (i.e., sight, sound, touch), sometimes with the aid of special instruments, to detect problems.
• Adjustments and Calibrations that optimize or correct asset performance.
• Testing that verifies whether assets are running to specification.
• Replacements of disposable components.

How to Create a Preventive Maintenance Plan

The thought of creating a preventive maintenance plan can be daunting. Many maintenance managers believe that they must develop an entire “master plan” before implementing preventive maintenance at all. However, this is not the case. In a moment, you will see just how easy creating a preventive maintenance plan can be.

The following steps outline the general process for creating a preventive maintenance plan. We recognize that each organization has unique goals for their PM program. The process described here serves as a starting point for developing a preventive maintenance plan, and can be adapted to fit an organization’s requirements. In addition, we invite you to download our infographic that simplifies this process in an easy-to-understand, visually appealing format.

Step 1: Refer to or Create an Asset List

An effective preventive maintenance plan starts with a good idea of what needs to be maintained. As a first step, create a list of all assets for which you are responsible if one doesn’t already exist. Capture key details about each asset such as:

• Manufacturer
• Name
• Internal asset code
• Description
• Location
• Make and/or model
• Serial number
• Acquisition date
• Current usage or age
• Current condition
• Original cost
• Criticality
• Last maintenance event
• Next maintenance event
• Other details as necessary

The asset list creates a point of reference for any preventive maintenance work completed on the asset, and should be updated throughout the asset’s life. Some organizations use spreadsheets to build the asset database, while others use specialized asset management software, like a computerized maintenance management system (CMMS).

Step 2: Identify Which Assets to Include in the Preventive Maintenance Program

With a full list of assets available, you must decide which ones are the best candidates for preventive maintenance. Not every asset benefits from preventive maintenance though – sometimes PM costs outweigh the cost to replace the asset. The PM program typically includes an organization’s critical assets, which can be identified in a few ways.

In most organizations, critical assets are well-known. Larger organizations with rigorous asset management practices identify critical assets through formal cost-benefit analyses, criticality analyses, or return-on-investment (ROI) calculations. Others use asset data stored in a CMMS or other system to identify assets with high downtime, high maintenance costs, or frequent repairs that would benefit most from preventive maintenance.

A less formal way of determining which assets to include in the PM program is to consider each asset and ask questions like:

• How important is this asset to production or to the success of the organization?
• How often is maintenance performed on this asset?
• Is this asset performing to specification?
• How much does it cost to repair this asset versus replace it?

The answers to these questions should make it clear whether preventive maintenance is required.

If you are starting to worry that you won’t have time to create a PM plan for each critical asset, relax. You don’t have to create a PM plan for every asset right from the get-go. Start with a subset of assets, like the one or two most critical assets from the list. Easing into a preventive maintenance program in this way gives you and your team time to adjust to a proactive mindset. You can always expand the program later.

Step 3: Identify Preventive Maintenance Tasks

Once you select the initial assets, you must define what preventive maintenance needs to be done to them. Knowing the scope of work to be done helps with scheduling and resource allocation. There are multiple sources of information from which to draw preventive maintenance information:

• Manufacturer recommendations, included in operation and maintenance manuals
• Maintenance history
• Operators, maintenance technicians, and regular asset users
• Previous preventive maintenance schedules, if available
• Recommendations of professional organizations such as:
  • Institute of Electrical and Electronics Engineers (IEEE)
  • Instrument Society of America (ISA)
  • American Society of Mechanical Engineers (ASME)
• Preventive maintenance activities to meet compliance and regulatory requirements
• General familiarity with the assets or other cues, such as autumnal seasonal maintenance for facility maintenance

Be sure to determine the parts and materials, tools, skill level required, and best practices associated with each task. Safety considerations, such as lockout/tagout procedures, should also be included. A clear idea of the required resources helps you determine time estimates for each task.

Step 4: Determine Maintenance Frequency

With preventive maintenance, each asset needs to be serviced regularly. PM tasks follow time-based or usage-based intervals. Time-based PM tasks may occur daily, weekly, monthly, quarterly, semi-annually, or annually. Usage-based frequencies can be based on runtime hours, mileage, units produced, or other runtime measurements. Refer to the resources mentioned in the previous step for information regarding a task’s frequency.

Step 5: Create the Preventive Maintenance Schedule

Now that you know what assets need to be maintained, how to maintain them, and how often they should be maintained, you can create a schedule. While you can use any system you like, it’s best to enter PM program data into a maintenance planning tool like a CMMS.

A CMMS makes it easy to enter task information, including frequencies and time estimates. Then, you can create PM work orders that include details such as the assets and parts, appropriate labor resources, priority, and due date. One major benefit of using a CMMS is the ability for the system to automatically alert the maintenance team when preventive maintenance is needed on a machine, reducing the chances of work being missed, lost, or ignored.

Step 6: Train Your Maintenance Team

A well-designed plan and maintenance management system alone cannot make your preventive maintenance program a success. The “real” work is done by frontline technicians, who must know how to execute the plan. Train technicians on how to perform tasks, as well as how to use the tools, instruments, and technology needed to capture and document information.

In addition, create policies around what to do when a PM task reveals an issue. For example, should technicians contact a supervisor, submit a service request, or create a corrective maintenance work order? Do workers have the freedom to resolve small issues as part of an inspection? Also consider a policy for what to do if a PM task isn’t completed.

Step 7: Monitor and Adjust

Your preventive maintenance plan will not be perfect the first time. That is why it is crucial that your team logs their maintenance activities and asset performance in a CMMS. Use this data to track preventive maintenance key performance indicators (KPIs) and generate maintenance reports that will help you optimize your plan.

An effective preventive maintenance program brings visibility to assets that require more attention and leads to scheduling changes. Don’t panic if, at first, maintenance costs go up. Preventive maintenance activities are likely to reveal hidden issues, especially on assets that have been neglected. Also, you may pay more now to avoid larger, more costly unplanned maintenance events in the future.

Also Read: 12 Tips for Improving Your Preventive Maintenance Plan

Step 8: Expand the Preventive Maintenance Program to Include More Assets

After preventive maintenance is off and running with your first set of assets, expand the program. Repeat the steps provided for each new asset until you cover all assets that will benefit from preventive maintenance.

Final Thoughts about Preventive Maintenance Programs

Creating a preventive maintenance program doesn’t happen overnight. It takes time, money, effort, and in some cases, a change in maintenance culture to transition from a reactive to a proactive mindset. However, once in place, the advantages of a CMMS-supported preventive maintenance program are well worth it.

CMMS software provides many benefits for preventive maintenance activities. The system allows you to create and maintain a list of your assets and related information, making it easy to identify critical assets. PM task functionality allows you to define the steps that make up a preventive maintenance procedure, including how often the task should be completed, how long the task takes, and who should perform it. Automatic work order generation and notification ensures that employees are aware of upcoming preventive maintenance work.

Read also: How to Implement a Proactive Maintenance Strategy

Create Your Preventive Maintenance Program with FTMaintenance

FTMaintenance is preventive maintenance software that provides all the functionality needed to build a robust, automated preventive maintenance program. It provides a single platform for tracking asset and MRO inventory data, generating PM task lists, and creating preventive maintenance work orders. FasTrak also offers consulting services that help organizations identify the best way to get a preventive maintenance program up and running. Request a demo today.