MTF

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

• Identify the means of monitoring, recording and reporting maintenance activities;

• Discuss the procedures for storing documents;

• Identify the basic filing methods; and

• Discuss the standards for keeping records and documents.

Introduction

Monitoring should go hand in hand with maintenance. Monitoring maintenance activities will help keep track of the state of the facilities and equipment as well as the performance of the responsible maintenance personnel. Regular inspection of training facilities and equipment is vital in monitoring the effectiveness of the maintenance and housekeeping programs. This is also an important part of formulating a better maintenance plan.

This lesson will present the tools for monitoring maintenance and housekeeping inspections and the procedures for recording and reporting maintenance activities. Documenting maintenance measures will be discussed as well.

Topic 1: Inspection Checklists

This is one of the most common monitoring tools in maintenance. An inspection checklist should be made according to the prepared schedule (maintenance or housekeeping). Using an inspection checklist will confirm if the maintenance activities have been performed accordingly. 

An inspection checklist commonly includes the following information:

• The qualification the equipment is being used for

• Equipment location

• Person-in-charge of the area/equipment being inspected

• Inspection items  or the activities to be done with respect to the maintenance of the area/ equipment

• Status of the inspection item (done/ not)

• Remarks

• Name and signature of the person who inspected the area/ equipment

• Date when the inspection was conducted

Topic 2: Reporting Incidents/ Breakdowns

Reporting Incidents/Breakdowns

1. Identify the equipment. Depending on established policies, you may be asked to include its ID code/ number, property name and location.

2. Identify the incident.

3. Analyze the incident to come up with a recommendation.

4. Submit the report to the appropriate personnel.

Topic 3: Reporting Maintenance Inspections

1. Study the inspection checklist.

2. Check the condition of facilities/ equipment based on the inspection checklist.

3. Prepare the inspection report putting into paper all the observations gathered in the inspection. Include your findings and recommendations.

4. Consider the report for the continuous maintenance of the facilities and file the inspection report properly.

Introduction

Documentation is seen by many to be as tedious as maintenance itself. As a trainer, you must realize that proper documentation of maintenance activities is crucial to the daily use of equipment and facilities. It also brings convenience especially in informing the users of the current state of a facility or equipment.

Topic 1: Types of Documents in Maintenance

Complete, accurate and up-to-date documentation of maintenance is essential to an effective maintenance program. The following are the types of documents to be included in the maintenance documentation system:

• Equipment and Facilities Inventory

Sometimes called construction or engineering documents, documents of this type show a complete list of all the equipment with the corresponding number, description and location. Equipment and facilities inventory should also show the functional relation of equipment and the areas where they are located.

• Technical Records

This type of documents includes the following:

1. Mechanical, electrical, architectural, plumbing and equipment plans

2. List of components and spare parts of each equipment

3. Parts and functions of areas inside the building

4. User’s manual of each equipment

5. Work and repair manuals or any document detailing how an equipment can be repaired

6. Maintenance manuals

Historical Records

This is a complete compilation of all maintenance and repair activities of an equipment item including preventive maintenance record, breakdown and repair records.

Topic 2: Basic Filing Methods

Different institutions may implement different filing systems. The following are some of the most common filing methods you can use in the keeping your maintenance records and documents:

• Alphabetical – files are arranged either through the alphabetical order of the names of authors or title of the files

• Numerical – files are assigned with codes and arranged according to their number

• Subject – files are arranged according to the subject matter they discuss

• Geographic – files are arranged according to where they come from or what location they are related to

• Chronological – files are arranged according to dates

Topic 3: Guidelines for Keeping Records

• Keep a complete record of the inventory as well as the technical information operation and maintenance manual for each equipment and facility.

• Maintain and file inspection records, breakdown records and repair and maintenance records in a complete set.

• Arrange records according to the number of breakdowns, maintenance cost, repair and maintenance details and material consumption.

• Record all other information concerning equipment and facilities effectiveness intervention.

• Record the necessary information (i.e. maintenance listing, manpower utilization, work backlog, material cost and cost analysis) regarding the documentation of work.

• Keep available documents up-to-date.

• Give titles to every document and assign an internal control number for each.