MTF

At the end of this unit, you should be able to:

• Explain the importance of maintenance;

• Identify documents and forms relevant to maintaining facilities;

• Explain the importance of documenting maintenance activities;

• Identify the different training equipment, tools and materials; and 

• Identify the activities involved in implementing inventory controls.

• Technological development

More advanced equipment are being invented and bought to increase productivity. The upkeep of the equipment can be more complicated and expensive, thus the need for more extensive maintenance.

• Increasingly expensive raw materials

It is sometimes more profitable to maintain existing equipment than purchase new ones due to the steady rise in the cost of raw materials or even their by-products.

• Greater complication

A facility has many components, any or all of which can be possible sources of trouble. Although the operational reliability of each individual component may be very high, it is necessary to multiply reliability factor of all components that are dependent on each other in a system in order to arrive at the total system reliability.

• Increased fixed costs

Fixed costs are expenses that do not change with the level of the output of goods or services. Examples of these are the rent payment for facilities or loans for equipment.  If training stops because of inadequate maintenance, the fixed costs must still be paid.

• To reduce delayed activities and to eradicate uncompleted work

Many work processes depend on an uninterrupted flow of activities to produce the desired result. If all the facilities and equipment are reliably working, work delay can be reduced.

• Environmental  concern

The growing quantity of electronic wastes (monitors, cellular phones, other electronic gadgets and its substances), the increasing use of chemicals such as cleaning agents, paints, fuel and its derivatives, the by-products created from its use, and its disposal, pose danger to the environment and all living things. Mass awareness of waste management brings the relevance of conserving the natural resources and the products (machines, tools) thru proper maintenance.

Benefits of Maintenance 

Through maintenance, you and your institution can gain the following benefits:

• Tools and equipment are always ready for future use;

• The maximum possible return on investment is ensured;

• Hazardous wastes are properly discarded;

• Safety of staff and trainees is ensured;

• Morale of personnel/ staff is improved; and

• Increased level of production and improved service delivery.

Topic 2: Maintenance Documents and Forms

Complete, accurate and current documentation is essential to an effective maintenance program. Documenting maintenance activities can help explain how your system works, how to use and maintain facilities and equipment and how to dispose of them if their useful life has ended. The following are important forms and documents relevant to maintenance that you, as a trainer should keep in a file:

• Equipment Records

• Maintenance Records

• Organizational Policies

Organizational Policies

These are relevant operational procedures established by the institution which may be influenced by existing regulations and standards. As a trainer, you must be familiar with the policies of your institution in order to implement the maintenance program appropriately.

Above is a simple functional chart of how maintenance components are related to each other. A way of understanding a maintenance flowchart is by starting with the equipment and facilities inventory. Together with the maintenance records which includes the inspection report and breakdown report, the inventory provides information such as the maintenance procedures from the user’s manual that is useful for the long-term and short-term maintenance planning. Meanwhile, the maintenance plan and the unplanned maintenance will be the basis for implementing the work order system.

A work order system is a process that usually includes three (3) steps – allocation, execution and reporting: 

• Allocation is the step where assigning manpower and other resources for a certain job requirement is done;

• The assigned personnel, using the allocated resources will perform or execute the required activity; and

• The completed work will be recorded by means of a filed report. This will provide valuable feedback for the improvement of the maintenance plan either directly or through the maintenance records.

Introduction

Part of maintaining training facilities is knowing what resources are under your care as a trainer. This lesson will discuss the facilities, equipment and materials used in training and the processes involved in inventory control and requisition of training materials.

Topic 1: Training Facilities

Training facilities are structures provided for learning purposes such as classrooms and workshops or laboratories. Part of maintaining training facilities is making sure that these facilities contain the necessary components/parts and are organized based on the guidelines for safety and effectiveness.

A competency-based training (CBT) facility consists of nine (9) areas. However, there are instances where some of these areas are placed in one space for convenience and practicality.

• Practical Work Area, Institutional Assessment Area and Quality Control Area

This area is where trainees acquire practical skills and get assessed for recognition of prior learning and the completion of their competencies. This area is also where metrology, calibration and other in-process quality control activities are being done.

• Learning Resource Area and Contextual Learning Laboratory

This is an area where learning materials are made available for the self-paced learning of the trainees. This can also be an area for lecture-discussions. 

• Computer Laboratory and Distance Learning Area

This area is intended for the development of the ICT competence of trainees. This area may also contain online modules for distant learning.

• Trainers Resource Center and Support Service Area

This is an area where learning resources can be kept and generated. This can also be where value-adding competencies can be offered to address required skills.

Organizing a CBT Facility

In organizing or planning the layout of your training facilities, the following consideration may be observed:

• What kind of facilities do your trainees need?

• How much space will an equipment take up?

• How much space will the trainees need when operating the equipment?

• What possible problems may occur from the equipment/ facility?

• What kind of arrangement will make custodial care and maintenance easy?

• Is my maintenance schedule compatible with my training program?

A competency-based training facility should:

• ensure efficient work-flow and mobility

• be flexible or versatile enough in case improvisation is needed in the work area

• guarantee the safety and well-being of anyone inside the facility

• meet the training needs of students

• allow technological connectivity

• be pleasant enough to be conducive to learning

Topic 2: Training Equipment, Tools and Materials

As a trainer, you must ensure that facilities, equipment and tools are adequate, available and in operating condition. A complete and worry-free working environment promotes good performance, morale and well-being of personnel and trainees. 

Training equipment and tools are usually placed in the practical work area or the trainee resource area. Though the sizes and uses of tools and equipment vary per qualification, these can be generally classified into four (4):

Training Materials

Learning materials in a competency-based training refer to the printed and non-printed instructional media. These are self-instruction materials that help the trainees learn workplace skills.

Competency-Based Learning Materials (CBLMs) help make concepts clearer and practicable. This makes the media and materials a genuine tool in making the independent learning process possible. Learning materials include:

• Worksheets and workbooks

• Prepared case studies and task sheets

• Topic/unit/subject information sheets

• Prepared role-plays and presentations, scenarios, projects and assignments

• Materials sourced from the workplace such as workplace documentation, operating procedures, specifications and prepared research tasks.

Storing Training Equipment, Materials and Supplies

As a trainer, you must provide convenient, safe and appropriate storage for instructional materials and supplies, school records, tools and training equipment.

Considerations for Storing Training Materials

• List & types of items that have to be stored

• The storage requirements of each  type of item

• Storage facilities available and adequacy of facilities

• If your institution can provide for required resources

• Considerations on the storage systems such as if it:

1. Allows convenient handling and controlling of materials

2. Secures materials from damage and hazardous substances

3. Secures materials from unauthorized use

4. Is located in an accessible area but does not obstruct work-flow in your training area

5. Allows easy location and inventory of materials

6. Meets the special requirement of the materials (i.e. food should be stored in low temperature, chemicals should be stored in a dark place)

7. Ensures that no one will be accidentally harmed from stored hazardous substances (chemicals, metals)

Storing Perishable Materials

The following are some of the measures you must observe when storing perishable materials:

• Inspect items upon receipt

Inspect the items upon receipt and continuously monitor and record storage temperature to make sure that high quality is maintained.

• Give high attention to product condition and shelf life

Observe the general rule in spoilage that is the lower the average storage temperature and the larger the storage space, the more slowly spoilage is likely to develop. Give high attention to product condition and shelf life during the storage period. Shelf life is the period an item can be stored without becoming unsuitable for use. Check the label. Most manufacturers provide the dates when an item is still safe for use.

•  Monitor storage conditions

Monitoring provides a continuous record of space temperatures which can be used as a tool to help avoid product liability disputes by providing proof that proper storage temperatures were maintained. If possible, use temperature alarms to provide an instant warning when space conditions go below the ideal.

• Implement inventory controls

Use records and forms or a computerized inventory system to track items, their quantity, location and other important information.

Storing Hazardous Materials

Hazardous materials must be stored properly to minimize the risk of causing workplace accidents. Hazardous Materials are substances that can cause danger to you and the environment. 

Hazardous materials can be classified as toxic, flammable, oxidizing, explosive, corrosive and radioactive. The following are important reminders when storing hazardous materials:

• Keep only a small amount possible in your work area

• If possible, substitute toxic substances with less hazardous materials

• Wear appropriate personal protective equipment (PPE) when handling hazardous substances

• Be aware of symptoms of poisoning and first aid procedures

• Keep flammable materials away from incompatible materials

• Store flammable materials in cool and dry areas

• Do not smoke within one (1) meter of any flammable or explosive substance

• Ensure that there is adequate fire fighting equipment in the facility (smoke detectors, fire extinguisher, etc.)

• Keep containers tightly closed to avoid spillage

• Contain substances in containers recommended by the suppliers

• If possible, avoid storing explosive materials

• Store liquid chemicals below eye level

• Regularly check the radiation level of your equipment

• Use appropriate radiation shield if necessary.

Topic 3: Inventory of Equipment, Supplies and Materials

Inventory is the record of items or resources in an organization. It is an important part of maintaining training facilities as it checks if the items are present, available for use, operational, and adequate for the training activities.

The following are some of the measures involved in inventory:

• Tracking resources

One of the basic procedures in inventory is having a record of all the available resources an organization has and the location of each item. For that reason, it is important that all items, as well as the locations of each item, are identified and included in the established inventory system.

• Placing security measures

This involves counting the items upon receipt and periodically while the items are in the storage. Security measures also involve making sure that items are in their designated locations and placing locks to ensure that only the authorized personnel can access the inventory.

• Reviewing inventory records

 Inventories should be updated on a regular basis to make sure that items, their quantity, locations and other important information are properly recorded. 

Important Inventory Information

Different institutions may have manual or automated inventory systems. Some of those with manual inventory systems use different forms to document the inventory of equipment, supplies and learning materials. Nevertheless, the following are the important information when documenting the inventory:

Topic 4: Requisitioning Training Materials

As a trainer, you should be familiar with the procedures for requesting new materials for instances of lost or damaged items, or simply the acquisition of new items for the use of trainees, you should know the procedure for requesting new materials.

When requesting training materials, it is essential to indicate the complete specifications of the items in order to secure the needed items and ensure delivery of quality items. This is important to prevent accidents, damage or injury caused by the usage or presence of low- quality materials in the workshop area.

In writing your request, you may have to justify the items you’ve listed, the amount you are going to buy and why you chose that specific brand or make. Department Heads usually require this to make sure that trainers have properly researched which equipment and materials will serve best for the training. Another purpose for the justification is that it ensures that the limited budget and resources are being allocated properly and with good reason.

Procedures for Requisitioning

In TESDA, the following is the procedure for requisition:

1. The trainer will accomplish the requisition form

2. Department head will check the request and decide whether to allow the purchase.

3. The purchasing officer or the trainer will deal with vendors or suppliers.

Filling Out a Requisition Form

When requesting supplies, you may be asked to fill out a requisition form. A requisition form is an internal stock ordering form that must be filled out and given to the person-in-charge of purchasing. The form requires the following details:

• The person requesting the item

• Type of items needed

• Quantity

• Dates the items are requested and expected

• The justification for the request