MTF

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

• Define maintenance program;

• Identify the components of a maintenance program;

• Differentiate the types of maintenance;

• Define waste management; and

• Identify the components of a waste management plan.

Introduction

A maintenance program is a comprehensive list of maintenance activities. This includes all maintenance activities to be undertaken, manpower needed, maintenance methods to be used, all the materials and supplies needed and the cost involved in the maintenance.

This lesson will introduce you to the concept of the maintenance program, the types of maintenance and the common maintenance methods and systems. 

Topic 1: Components of a Maintenance Program

Creating a maintenance program starts with the conduct of an inventory check. This will help you determine the activities necessary for each equipment. These tasks will be laid into a long-term preventive maintenance schedule which will then be divided into short-term schedules for the maintenance team.

A maintenance program usually has the following components:

• Maintenance Schedule

• Housekeeping Schedule

• Inspection Checklist

• Technical Support Services

Maintenance Schedule

To perform the maintenance of specific equipment, a maintenance schedule is drawn. The best source of the list of the maintenance activities of equipment is its manufacturers/user’s manual. In the absence of it, the plan can be derived from the known maintenance methods of the equipment and in accordance with the organization’s policy and procedures.

Housekeeping Schedule

• A housekeeping schedule is a document that serves as a guide for concerned personnel in conducting housekeeping procedures and practices. A housekeeping schedule is usually prepared on a monthly basis. 

• Each area of your training institution should have a separate housekeeping schedule. It should contain the housekeeping activities specific to the identified area, the responsible personnel and when the activity should be conducted.

Inspection Checklists

The checklist will confirm if the maintenance activities have been performed in order to prolong the life of a particular equipment or workshop. The items to be inspected are stated in a question form as these serve as the criteria or standards of maintenance. 

Technical Support Services

Maintenance of facilities involves different personnel of varying skills and duties. As a trainer, you must be familiar with these personnel and their responsibilities in order for you to properly perform your role in the maintenance system.

Topic 2: Types of Maintenance

Generally, there two (2) types of maintenance: a planned and an unplanned maintenance.

• Planned

These are maintenance activities performed as scheduled/expected. Note that the best source of information about scheduled maintenance is the manufacturer. The owner’s portfolio that comes with the product should include a scheduled maintenance booklet. It may be incorporated with the owner’s manual or it may be a separate booklet. If the maintenance schedule booklet cannot be found, most manufacturers will have that information on their websites.

Example: Oiling locks and door hinges

• Unplanned

These are maintenance activities performed unexpectedly. Emergency maintenance repairs should be requested as soon as you become aware of a problem to avoid serious consequences such as loss of production, disrupted schedule and others. The maintenance staff should respond to emergencies as soon as possible to make the necessary repairs with or without an appointment. There are instances where you have to notify the security personnel, the fire department, or other concerned offices if the emergency will cause serious damage to property and safety of personnel.

Example: Replacing the broken selector knob of a washing machine

Topic 3: Maintenance Methods and Systems

Maintenance involves various practices and systems of different functions. Three common maintenance methods and systems are:

• Maintenance Outsourcing;

• Tag-out System; and

• Work-Order System.

Maintenance Outsourcing

Outsourcing is a practice common in many industries. This procedure helps organizations save on the activity cost by hiring external service providers. This is with the guarantee that the work required will be accomplished efficiently. Most organizations consider outsourcing for certain non-core functions such as equipment and facilities maintenance.

Outsourcing maintenance includes having personnel with the technical knowledge to maintain complex equipment and act on highly critical incidents. For this reason, an organization will be able to:

• Reduce uncertainties in conducting maintenance activities;

• Adjust depending on the demand and the flow of the industry;

• Benefit from a custom solution to improve the condition of maintenance and equipment without having higher costs;

• Increase reliability of existing resources and eliminate the need to spend capital on new equipment/ facility; and

• Decrease the possibility of spending capital on unnecessary maintenance.

Tagging-Out

Tagging out is a warning system used to indicate caution on the use of certain equipment. This is a system that makes use of tags to notify concerned personnel if an equipment needs to be operated with extra care or not operated at all. This gives information on the status or abnormal condition of the equipment or special instructions in its operation.

Materials used in tagging-out should/ be:

• Durable so that exposure to weather conditions or extreme environment will not cause the device to deteriorate

• Printed in standard format and size

• Informative enough to prevent accidental removal;

• Have an attachment means that is equally durable;

• Contain legends such as: Do Not Start, Do Not Open, Do Not Close, Do Not Energize, and Do Not Operate

• Contain the information on the personnel authorized to remove the tag, when the tag is expected to be removed.

• Yellow tags are usually used to indicate caution.

• Orange tags identify parts of an equipment that poses a potential danger if used without proper precaution.

• Blue show warning against using or operating equipment under repair.

• Purple indicates hazard related to radiation.

Job Order/ Work Request

There are times when fixing the defect of an equipment is beyond your expertise or jurisdiction as a trainer. In this case, you will be required to submit a work order/ request or job order form.

Except for unusual circumstances such as emergencies, maintenance work should be planned before the week starts. The workload must be controlled so that the work is balanced in relation to manpower and the personnel is kept at minimum levels. Work order control system produces orderly execution of the workload.

It has seven basic functions:

1. A means to request maintenance service

2. Classifies works and plans scope/ extent of work

3. Estimate labor and materials cost of work

4. Authorizes and assigns work priority

5. Schedules the work

6. Generates the work report

7. Measures and reviews the performance of the technician

Topic 4: Maintenance Practices

Maintenance involves different practices for different purposes and equipment. The most common are as follows:

Introduction

This module will go into the details or the hows of maintenance and housekeeping. It will tackle housekeeping procedures and practices, the 5S housekeeping system, ways to manage different kinds of wastes and ways to stay safe while performing maintenance activities. 

Topic 1: 5S of Good Housekeeping

5S is a simple method of organizing the workplace safely and efficiently to enhance productivity. It is a systematized approach to organize work areas, keep rules and standard, and maintain the discipline needed to do a productive workplace. 5S leans on the idea that productivity is achieved by organizing the work area because it eliminates wasting of resources, such as time.

It traces its origin to the production techniques observed in some of the world-leading manufacturing companies. This method is divided into five phases: Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. Each phase is named after a Japanese term recognizing the Japanese companies which lead the practice of this method.

Seiri (Sort)

Seiri aims to eliminate hazard by decluttering spaces from unnecessary items that restrict physical movement and interfere with productive work.

Sorting practices may include:

• Placing “red tags” to categorize items and identify the unnecessary;

• Moving the unnecessary items to a central storage area to free up valuable space; and

• Checking equipment and tools for functionality and any abnormalities.

Seiton (Systematize)

This step of 5S involves systematizing how tools, equipment and materials are arranged for easy access.

Performing Seiton may include:

• Placing items into storage areas that are labeled, numbered and zoned for clear identification; and

• Placing items into strategic locations and setting them according to the workflow to minimize unnecessary movement and travel time.

Seiso (Sweep)

Seiso involves having a regular cleaning schedule to prevent workplaces from getting too dirty and difficult to clean. This is about cleaning even if things are not dirty.

Seiso can be done through the following procedures:

• Mopping floors and wiping tables daily;

• Performing maintenance of equipment and tools regularly; and

• Observing proper personal hygiene and waste management.

Seiketsu (Standardize)

Seiketsu involves maintaining the workplace in high standard housekeeping. This aims to make everyone know what his or her responsibilities are in the regular housekeeping routines.

Observing practices of Seiso may include:

• Using visual materials to remind people of standard operating procedures or SOPs;

• Developing mechanisms and templates for regular procedures such as ordering supplies and reporting activities and issues;

• Implementing color-coding for waste segregation;

• Standardizing common symbols.

Shitsuke (Self-discipline)

This step of 5S is concerned about doing things correctly and continuously without having to be told. Shitsuke refers to maintaining standards and keeping the facility in a safe and efficient order day after day and year after year.

 Shitsuke procedures may include:

• Conducting refresher training and progress reporting regularly;

• Recognizing good 5S activities;

• Using bulletin boards or 5s corners to remind others of the 5S practices.

Topic 2: Guidelines for Implementing Good 

Housekeeping

Aside from preventing accidents, good housekeeping also encourages good habits among the staff and trainees. The following are important guidelines when implementing good housekeeping.

• Keep aisles clear

• Improve storage facilities

• Keep floors, walls and the windows clean

• Maintain light fittings

• Get rid of dust and dirt and dispose of scraps

• Keep meal rooms and restrooms in clean and in order

• Keep tools tidy

• Look after your fire-safety and first aid gears

• Attend regularly to maintenance

• Assign responsibility for cleaning

• Prepare a checklist

Waste management is vital in the maintenance of training facilities. Waste management is the collection, transport, processing, recycling or disposal of waste materials in an effort to reduce their effect on human health or local aesthetics or amenity. In recent decades, there have been efforts to reduce the effect of waste materials on the environment and to recover resources.

This lesson will discuss the waste management plan, laws other regulations related to waste management and the proper disposal of hazardous chemicals. 

Topic 1: What is Ecological Waste Management?

Ecological waste management is the proper handling of the thing we throw away in a manner that does not harm anyone or anything, be it human, animal or the environment. 

The waste hierarchy refers to the “3 Rs” Reduce, Reuse and Recycle which classify waste management strategies according to their desirability in terms of waste minimization. The waste hierarchy remains the cornerstone of most waste minimization strategies. The aim of waste hierarchy is to extract the maximum practical benefit from products and to generate the minimum amount of waste.

Concerned Laws and Regulations

Presidential Decree (PD) 1152, “The Philippines Environment Code,” which took effect in 1997, provides a basis for an integrated waste management regulation starting from waste source to methods of disposal. PD 1152 has further mandated specific guidelines to manage municipal wastes (solid and liquid), sanitary landfill and incineration, and disposal sites in the Philippines.

Recent laws and its implementing rules and regulations on environment and waste management include: 

Topic 2: What is a Waste Management Plan?

A waste management plan is a comprehensive record of the established procedures for proper waste management. A waste management plan should answer the following considerations:

• Have all compulsory elements been included?

• Does the plan include full coverage of the institution concerned?

• Which types of waste management facilities are in place?

• Have responsibilities been distributed among concerned personnel?

• Have the cost of implementing the plan been estimated?

• Has a timetable been fixed for implementing new activities in the action plan?

• Does the plan include measures to support?

Introduction

Occupational Health and Safety (OHS) is an area of principle concerned with protecting the safety, health and welfare of people engaged in work or employment. OHS minimizes the hazard and risk faced by the staff and trainees.

OHS Standards should be implemented for the following reasons:

• The staff and the trainees should not have to risk injury at work, nor should others associated with the work environment;

• Policy-makers realize that poor occupational safety and health performance results in a cost to the state. Employers also sustain costs in the event of an incident at work.

• Globally, international labor groups and authorities have been in the watch for possible violation of the international labor standards such as the 1998 ILO Declaration on Fundamental Principles and Rights at Work. In the Philippines, occupational safety and health requirements are imposed by legislation including the Social Security System Act of 1997, the Government Service Insurance Act of 1997 and the National Health Insurance Act of 1995.

Topic 1: Good OHS Practices

Topic 2: Observing Security Measures

Some security procedures that you can apply to your institution are the following: