MAINTENANCE ENGINEERING & MANAGEMENT

2.4 Total Productive Maintenance (TPM)

A definition for TPM
i. Its aim to create a corporate system that maximizes the efficiency of production

system (overall efficiency improvement)
ii. Establishes as mechanism for preventing the occurrence of all losses on the front

line and is focused on the end product, include systems for realizing ‘zero
accidents, zero defects and zero failure’ in the entire life cycle of the
production system
iii. Applied in all sectors including the production, development and administration
departments
iv. Is based on the participation of all members, ranging from top management to
frontline employees
v. Achieves zero losses through overlapping small-group activities.

2.4.1 Evolution Towards TPM

Breakdown Preventive Predictive
maintenance maintenance maintenance

(BM) (PM) (PdM)

Corrective Maintenance Reliability
maintenance prevention (MP) centered
maintenance
(CM)
(RCM)
Productive
maintenance Computerized Total productive
maintenance maintenance
(PrM) management (TPM)
systems (CMMS)

2.4.2 Needs of TPM

To become world class, satisfy
global customers and achieve
sustained organizational growth

Need to change and remain
competitive

Need to monitor critically and
regulate work in process (WIP)

Achieving enhanced
manufacturing flexibility

objectives

Autonomous 2.4.3 Basic Elements of TPM
maintenance
TPM
Focused
maintenance

Planned
maintenance

Quality
maintenance

Education &
training

Safety, health &
environment
Office TPM

Development
management

2.4.3 TPM initiatives associated with various pillars

Education &
training

Development Autonomous
management maintenance

Office TPM TPM Individual
initiatives improvement

Safety, health Planned
& environment maintenance

Quality
maintenance

2.4.3 Basic Elements of TPM

TOOLS USED TO ANALYZE AND SOLVE THE EQUIPMENT & PROCESS RELATED PROBLEMS

PARETO POKA-YOKE STATISTICAL AUTONOMOUS PROBLEM
ANALYSIS SYSTEMS PROCESS IMPROVEMENT SOLVING
(MISTAKE TECHNIQUE
CONTROL; (SPC)
PROOFING)

TEAM BASED CONTINOUS 5S SETUP TIME WASTE MINIMIZE,
PROBLEM IMPROVEMENT REDUCTION BENCH
SOLVING
MARKING

BOTTLENECK RMA ANALYSIS RECOGNITION & SYSTEM
ANALYSISI REWARD SIMULATION

PROGRAM

Phase of implementation TPM implementation steps Activities involved
Stage preparation
1. Declaration by top • Declare TPM introduction at in-
management decision to house seminar
introduce TPM
• Carried in organization
2. Launch education and magazine
campaign to introduce TPM
• Managers: trained in seminar/
3. Create organizations to camp at each level
promote TPM
• General employees: seminar
4. Establish basic TPM policies meetings using slides
and goals
• Create organizational
5. Formulate master plan for hierarchy for TPM program
TPM development
• Constitute committees and
sub-committees

• Benchmarks and targets
evolved

• Prediction of effects

• Develop step-by-step TPM
implementation plan

• Framework of strategies to be
adopted over time

Phase of TPM implementation Activities involved
implementation steps
Preliminary • Invite suppliers, related companies, affiliated
Implementation 6. Hold TPM kick-off companies

TPM 7. Establishment of a • Pursuit of improvement of efficiency in
Implementation system for improving the production department
efficiency of production
system • Project team activities and small group
activities (SGA) at production centre
8. Improve effectiveness
of each piece of • Step system, diagnosis, qualification,
equipment certification

9. Develop an • Improvement maintenance, periodic
autonomous (AM) maintenance, predictive maintenance
program

10. Develop a schedule
maintenance program
for the maintenance
department

Phase of TPM implementation steps Activities involved
implementation
11. Conduct training to • Group education of leaders and training
improve operation and members.
maintenance skills
12. Develop initial equipment • Development of easy to manufacture
management program level products and easy to operate
production equipment
TPM 13. Establish quality
Implementation maintenance organization • Setting conditions without defectives,
and its maintenance and control
14. Establish systems to
improve efficiency of • Support for production, improving
administration and other efficiency of related sectors
indirect departments

Stabilization 15. Establish system to control • Creation of systems for zero accidents
safety, health and and zero pollution cases
environment
• Sustaining maintenance improvement
16. Perfect TPM efforts
implementation and raise TPM
performance • Challenging higher targets

MAINTENANCE MANAGEMENT
CHAPTER 3 : SYSTEM APPROACH TO MAINTENANCE

SYSTEM APPROACH
TO MAINTENANCE

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COURSE LEARNING OUTCOME (CLO)

1. Analyze the concepts of maintenance organization
and strategies to solve related problems.

2. Apply the principles of maintenance strategies and
elaborate on the significance of a system approach
to maintenance.

3. Organize maintenance management plan and
schedule that integrates the whole management
processes and procedures by group in actual
workplace.

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MAINTENANCE CONTROL SYSTEM

Maintenance management control system is meant to
increase productivity, efficiency and improve
profitability with reduced losses/wastages.

The objective of maintenance is to achieve the correct level
of operational reliability and the best possible personal safety
at minimum cost.

It can be facilitated through:-
(i) design changes, improved lubricants, improved

suspension system, calibration, alignment, etc.
(ii) all of which that can reduce the need for

maintenance.

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MAINTENANCE CONTROL SYSTEM

The following items must have clear methods and procedures
of handling in any effective maintenance control system :

1. Maintenance Demand ( What work to be done and when)
2. Maintenance resources ( who will do the work and what material

and tools needed)
3. Procedures means for coordinating, scheduling and executing

the work.
4. Performance and quality standards (how long it takes to do a

job and acceptable specification)
5. Feedback monitoring and control

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MAINTENANCE CONTROL SYSTEM

6 phases of GOOD maintenance management

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MAINTENANCE CONTROL SYSTEM

Provides an enterprise database that enables to capture and
analysis data about current and historical maintenance work

Help keep track
❑ Cost of maintenance
❑ Work order
❑ Labor time
❑ Key performance indicators (KPIs)
❑ Bench marks throughout the maintenance operation

Few software available for such approach
❑ CMMS (computerized maintenance management systems)

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MAINTENANCE CONTROL SYSTEM

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SYSTEM APPROACH TO MAINTENANCE :
MAINTENANCE WORK ORDER

The work order system :
❑ A format used for the detailed information →The vehicle for

planning and controlling maintenance work.
❑ It also provides the needed information for monitoring and

reporting maintenance work → All of maintenance jobs are
initiated through written work order (in form a card or computer
printout).
❑ A clear goal and effective procedures are essential for the
implementation of the work order system and control of
maintenance activities.
❑ Monitored till completion and finally documented into history
system.

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SYSTEM APPROACH TO MAINTENANCE :

MAINTENANCE WORK ORDER

❑ Work orders can include maintenance, repair and new work.
❑ A work order system should cover all the maintenance jobs

requested and accomplished, whether repetitive or one-time

jobs.

❑ Although the type and size of the work order can vary from one

maintenance organization to another, a work order should at

least contain information such as:
→ requested and planned completion dates
→ work description and its reasons
→ planned start date
→ labor and material costs
→ item or items to be affected
→ work category (preventive maintenance, repair, installations)
→ appropriate approval signatures.

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SYSTEM APPROACH TO MAINTENANCE :
MAINTENANCE WORK ORDER

Purpose Of Maintenance Work Order System :
1. Requesting in writing the work to be performed.
2. Assigning the best method and safety to perform work in an

estimated amount of time.
3. Reducing cost through man-hours and material control.
4. Performing predictive and preventive maintenance.
5. Improving planning & scheduling of maintenance work.
6. A source of data collection for reporting time standard

development and control.

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SYSTEM APPROACH TO MAINTENANCE :
MAINTENANCE WORK ORDER

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SYSTEM APPROACH TO MAINTENANCE :
MAINTENANCE WORK ORDER

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SYSTEM APPROACH TO MAINTENANCE :
MAINTENANCE WORK ORDER

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SYSTEM APPROACH TO MAINTENANCE :
MAINTENANCE WORK PERMITS

◼ The components of work order
◼ The maintenance department issues to different executing

agencies (mostly outside agencies)
◼ Work permits are any form of authorization/notification that all

precautions/limitations have been addressed and the work
area/condition/safety concern has been secured from a safety
standpoint.
◼ Work permits take into account the scope of the Work
Package/Task activity and the affected area/component and
address specific areas of safety (i.e., fire protection, air quality,
scaffold erection, system/component isolation, etc.).
◼ Work permits are first and foremost for the protection of
personnel. In addition, work permits ensure the protection of
company assets.

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SYSTEM APPROACH TO MAINTENANCE :
JOB CARDS & JOB CARD PROCEDURES

Job card
→ concentrates for necessary details performing each individual

job
→ in the form of card, sheet or printed out
→ prepared manually or through computers
→ is a schedule of job and filled up in every job

Job card procedure
→ The filled up job card are initiated by concerned maintenance

personnel and sent to computer section or planning/
documentation section for processing
→ The complied information from job cards will give feedback to
maintenance engineer/ plant engineer

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SYSTEM APPROACH TO MAINTENANCE :
JOB CARDS & JOB CARD PROCEDURES

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SYSTEM APPROACH TO MAINTENANCE :
JOB EXECUTION, MONITORING, FEEDBACK & CONTROL

Job Execution
After jobs are planned and schedule, the schedule/ charts/ job
cards are distributed to different agencies/ men and the execution
of job starts continued as per revised schedule if any from time to
time, till the job are completed.

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SYSTEM APPROACH TO MAINTENANCE :
JOB EXECUTION, MONITORING, FEEDBACK & CONTROL

Monitoring
Constant follow up and monitoring is very essential during the
whole period of execution of repair and maintenance

Role:
◼ Gather information about any deviation, delay in time schedule
◼ Communicate to follow up agencies
◼ Provide information about constraint
◼ Provide lead to implement technical advancement

Methods:
◼ Daily (once or twice) brief meeting
◼ Repair coordinator to check and update/mark PERT/CPM/bar

chart daily twice and intimate the deviations and corrective
actions to all agencies

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SYSTEM APPROACH TO MAINTENANCE :
JOB EXECUTION, MONITORING, FEEDBACK & CONTROL

Feedback
Feedback information and corrective action is concerned with the
collection of data about the status of the work execution, system
availability, work backlog, quality of work performed. Then this
information is analyzed and an appropriate course of action is
formulated.
- Inter-departmental or intra-departmental (within different

sections/areas of department)
- Communication on related topics/matters.
- Immediate and frequent feedback about the status of repair job,

on going work, suspended/stopped work report with reasons,
work completion report, manpower engagement report, cost
report.
- Very essentials for corrections.

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SYSTEM APPROACH TO MAINTENANCE :
JOB EXECUTION, MONITORING, FEEDBACK & CONTROL

Control
Based on monitoring and feedback system, the total control of
repair and maintenance job can be done effectively to optimize time
and cost.
This could be done by :
◼ Continuous or periodical checking
◼ Inspection of the condition/status
◼ Comparing the condition/status
◼ Budgetary control

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SYSTEM APPROACH TO MAINTENANCE :
JOB EXECUTION, MONITORING, FEEDBACK & CONTROL

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

Definition of Codification.
Codification implies evolution and employment of a code or a
system that uses a uniform pattern of numbering the items and
denoting each item by a well defined scientific nomenclature which
will uniquely identify a store when so referred to.

Codification Process.
Codification process involves:-
(a) Item Identification. Identifying items on the basis of their
characteristics, usage and manufacture and assigning an approved
item name and description.

(b) Classification. Classifying items into appropriate

classes in accordance with the system.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

(c) Allotment of a Number. Assigning to items a unique item
identification number. Cataloguing is the resultant activity of the
codification and involves arranging the items in a certain sequence
to form a catalogue. The catalogue is essentially a list of items that
are in use.

(d) Recording of Identification Data. Keeping a record of
the identification data of all items codified and allotted for compiling
a catalogue and for checking whether a similar item has not already
been codified.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

Definition of Cataloguing.
◼ Cataloguing is the procedure whereby a designer manufacturer,

inspector, stockist or supplier prepares an inventory of his
wares.
◼ The system and the organization for doing so depends upon the
size and the magnitude of the task (numbers of item involved);
the larger the number of items the more elaborate is the
machinery needed for the preparation and maintenance of
catalogues and allied publications.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

◼ Essentially a catalogue is a list of items arranged in alphabetic
sequence of their nomenclature (i.e., item name and
description). To prevent confusion, there must be no ambiguity,
vagueness or variation in the exact nomenclature.

◼ It must be arranged in groups and classes based on
technical, functional, user or technical-cum-user affinity basis.
As nomenclature of the items, consisting of an item name and
description are usually rather long, each item must have a short
reference or code from which an identifiable description can be
decoded. This is provided by allotting a catalogue number to the
item as each catalogue number is associated with an
appropriate description.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

◼ A catalogue, therefore, consists of a number of logical groups
and classes. This is the standard system of cataloguing of
universal usage.

◼ Additional information like specification, titles and reference,
drawing authority and reference, supplier’s/manufacturer’s
identity and reference may be shown in a Catalogue.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

Benefits of Codification.
A proper and uniform codification will facilitate inventory control and
management in the following manner:-
(a) A systematic discipline helps the users to identify the required
item correctly, stock controllers to issue, purchase authority to buy the
correct item and organizations to select the correct item from the
existing inventory.
(b) An identification number achieves economy in transactions and
makes automatic data processing possible.
(c) Codification reduces variety, prevents overstocking and reduces
purchase cost by revealing duplicate and interchangeable items.
(d) Codification helps in rationalization, standardization and
propagates the use of standard items.
(e) Reveals interchangeability of items within and between the
Services.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

Codification of equipment and components

Following to cares are to be taken while using such codification of
equipment and components.
◼ All concerned persons should be made aware of codes and

codification system.
◼ For standard bought out components/items confirming to

national, international or reputed manufacturers own codes and
catalogues, a fresh number confirming to user plant as existing
centralized system may be given but some suitable
character/digits should be introduced and a cross linking as to
be documented.

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SYSTEM APPROACH TO MAINTENANCE :
CODIFICATION AND CATALOGUING

Such codification is not only used for maintenance but also by
material management department, by finance department, by
project department and also by other departments. For
maintenance functions, following categories of codification are
extensively used:-
◼ Drawing codification
◼ Equipment codification
◼ Parts/spares codification
◼ Maintenance defects and maintenance jobs codification, etc.

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SYSTEM APPROACH TO MAINTENANCE :
“HISTORY CARD” OR “HISTORY SHEET”

• Preparation of “ History Card” or “History Sheet” including for

each system, equipment and major assemblies

• These give a few essential information about acquisition of the

asset and material which are permanent records

• Few to be update regularly are manual records like cards,

sheets or registers or in computer

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SYSTEM APPROACH TO MAINTENANCE :
“HISTORY CARD” OR “HISTORY SHEET”

It is necessary to record the following:
1. Equipment specifications and location.
2. Inspections, repairs, servicing and adjustments carried out, and

break downs and failures and their causes and the corrective
action undertaken.
3. Work done on the equipment, component repaired or replaced,
condition of wear and tear, erosion, corrosion, etc.
4. Measurements or readings taken, clearance, results of tests and
inspections.
5. Failure time and the time lost to carry out repairs.

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

❖ Instruction manual is a manual usually accompanying a
technical device and explaining how to install or operate it.

❖ Instruction Manual is 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.

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

◼ Some information about maintenance, upkeep, dismantling,
and commissioning are given in instruction manual.

◼ Has to be supplied with all equipment or system.
◼ May not be only on form of book.
◼ It including the forms of :

➢ Drawings
➢ Blown up views
➢ Work cards
➢ Video cassette
➢ A micro film
➢ Or any combination of these forms

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

❑ Instruction manuals are an important component of consumer
electronics, software and programs, household items and major
appliances.

❑ Instruction manuals provide a step-by-step approach to the user
guide on how to handle the equipment.

❑ There are several components inside instruction manual such
as:-

(i) Safety regulation
(ii) Machine brief introduction (technical data)
(iii) Transportation and handling
(iv) Installation
(v) Maintenance and cleaning

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

Safety regulation

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

Machine brief introduction (technical data)

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

Machine brief introduction (technical data)

Part/ Component Specification
Casing Aluminium
Heat exchange material
Water tank Stainless steel
Used capsule container capacity 0.7 litres / 24 oz
Pump
Weight without packing 7 capsules
Voltage 19 bar
Power
7.5 kg/265 oz
230 V, 50 Hz (EU) ;120 V, 60 Hz (USA)
1250 W (EU-USA)-With “ Power Save ” function

Electric cord length 1.5 m/ 59 inch
Size (WxDxH) 240 x 240 x 275 (mm)/ 9.4x9.4x10.8 (inch)

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

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

Transportation and handling

Example of handling equipment

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

Installation
Installation is important in instruction manual because it’s providing
the guide how to set up the equipment. The example of installation
procedure:-
(i) 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.
(ii) Place the unit on a flat, preferably non-flammable surface.
(iii) Allow sufficient room around the unit for access and
cooling.
(iv) Six inches minimum on all sides is suggested.
(v) Plug the unit into a properly grounded outlet.
(vi) Using the lifter, insert the block(s) into the well.
(vii) The unit is now ready for use.

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SYSTEM APPROACH TO MAINTENANCE :
INSTRUCTION MANUAL

Maintenance

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SYSTEM APPROACH TO MAINTENANCE :
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/ special equipment/ system separate, operating
manual are supplied.

◼ Instruction details will be sufficient for other equipment/ system.
◼ Operating manual only focus the guide on how to operates the

machine and equipment with the right procedure.

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