all working together safely

to deliver our promise

Maximo Work Flow

Implementation
John Duffy Maintenance Supt

John Duffy MNT SUPT.

Current Situation ( Go see and assess)

all working together safely

to deliver our promise

Morning meeting (07h00 for 15 mins)

Quick look at new work orders (no prioritisation)
Agreed Schedule is reviewed and changes made ( reasons
unclear)

PTW Issuing 07h30 (after morning meeting and supv tool box talk)
All Permits are signed. Corrective permits are written on the spot.
Isolation completed then and there
Work onsite commences after 08h00
Techs / Supv visit warehouse to get materials

Afternoon meeting (17h15 for 30mins)

Permits for PM are delivered for approval, mostly the first time ops
and HSE see them. If OK they are kept until the morning meeting
for issuing
Some work not on schedule. Some work on the schedule not
applied for

John Duffy MNT SUPT.

The safety case for change

all working together safely

to deliver our promise

The current process is not compliant with the COW standard.

Corrective work is executed immediately without proper prioritisation, without

adequate time to consider risks or SIMOPS.
A large emphasis is placed on the competence of the PA and AA to know what the
problem without actually seeing it in order to write the correct permit.

The majority of permits are signed without site visits, gas tests or energy isolations
being in place

Many permits are signed but work does not start immediately no clear picture of
who is on site doing what for OPS

A large proportion of work executed is unscheduled i.e. this of work at ISG is risk
assessed that morning!

Not enough notice is given to ops or PTW co-ordinator of proposed work. More
time to review work means more time to reduce the risks and consider interactions.

John Duffy MNT SUPT.

Planning Process

Identify
Operator inspections
System generated
maintenance
inspections
System generated
PMs service
System generated
CM - predictive
methodologies
Component life
monitoring
Engaged workforce

Validate
Eliminates
duplication
Ensures quality work
orders with all required
fields populated
Ensures accurate
prioritisation
Validation of the
workforce
engagement

Plan
Ensures accurate
parts are ordered &
staged prior to work
execution
Ensures estimate
time to perform the
work are realistic
Ensures
documentation
required to perform
the work are available
Ensures special tools
or equipment are
available to perform
the work

Schedule
Coordination with
Ops / production for
scheduled equipment
downtime
Coordination of
multiple work order
execution
Coordination of labor
resources
Coordination of
special tools or
equipment

Execute
Accountability Oversight to ensure
quality repairs
(scheduled and
emergency work)
Validation of the
workforce efficiency
and effectiveness
Provide feedback to
person planning and
scheduling the work

all working together safely

to deliver our promise

Close
Accountability Recording findings of
work done
Recording actual
timing of tasks
Accountability
Returning unused
parts to the warehouse

John Duffy MNT SUPT.

4

WO Prioritisation Meeting

all working together safely

to deliver our promise

Attendees: - (Maint Supt T/L, Planner, Supvs, OPS Eng)

Work Order Prioritisation
Verify all non-PM work orders raised in last 24 hours are
genuine
Define priorities of these work orders (average of 4 per day)
Any Emergency work orders are carried out that day
Non-Emergency work orders are planned and scheduled as
per target completion date
Review Schedule for the day
OPS Confirm all equipment is prepared for todays schedule
Gas tests are carried out from 6am (6.30 in winter) and are
already signed before meeting
Electrical Isolations carried out from 6am (6.30 winter) and are
already signed before PA arrives

John Duffy MNT SUPT.

Prioritisation Criteria

Priority

5
4
3

all working together safely

to deliver our promise

Target Start

Target Completion

Conditions

Immediate

48 hours

Immediate Risk to HSE or actual production losses

7 days

HSE incident or production loss likely to occur within 1

month

30 days

HSE incident or production loss likely to occur within 1

year

2 days
7 days

1 month

3 months

Minor incident or insignificant production loss likely to

occur in 1 year

3 months

12 months

work not related to risk reduction or production.

John Duffy MNT SUPT.

Maintenance Work Order Scheduling

ENCRS

WO bucket: list of all

work order schedulable and scheduled to
be discuss during the weekly meeting.
(WOs with material in stock and/or material,
services, tools known to be available for the
future schedule date

6.1

OPEN
WO
PRETTRAV

3.3

Planning
available?

SCHEDULED
WORK ORDERS

PRETTRAV
+
SCHEDULE
DATE

PUBLISH
FROZEN
SCHEDULE

WMEX1

Work Order

Operations Spv Maintenance Spv

Planner /
Scheduler

4.1

WEEKLY SCHEDULING
MEETING
AGREEMENT BASED ON
RESOURCES AVAILABILITY AND
ON-GOING ACTIVITIES
OF THE WORK TO BE SCHEDULED
FOR THE NEXT x WEEKS

Weekly scheduling
Pre meeting
schedulable work
orders list

Forms

Maintenance
Type / Start
Point

Process

External Touch Points

Decision

Off page reference

Macro Process: MAINTENANCE

Process: WMSC1 - Work Order Scheduling and approval
Work Managment BBP - Mx 6 - ISG - v3.vsd

Parallel Flow
Connector
Prepared by:Maximo Engineer
Reviewed by:Maintenance Spt / Systems TL
Approved by:Field Manager

Review date: 12 J an 2013

Approval date:

Maintenance
Business Process
Mapping

Rev. 3

Maintenance
Tech /
Contractor

Maintenance Work Order Execution

5.2
START WORK

COLLECT
MATERIAL /
EXECUTION

COLLECT
WORK PERMIT

WMEX2

WORK ORDER

Warehouse

5.1
Next Day
RESERVATION
PREPARATION
INVENTORY

4.1

PRETTRAV
+
SCHEDULE
DATE

Maintenance
Spv

Planner/
Scheduler

ENCRS

PUBLISH
Next Day
WO List

PRINT
Next day
WORK
PACKS

Issue APPROVED
Next Day Pick list
to warehouse

7.3

ASSIGN WORK
TO
TECHNICIAN

REQUEST
WORK PERMIT

3.3

Forms

Maintenance
Type / Start
Point

Process

External Touch Points

Decision

Off page reference

Macro Process: MAINTENANCE

Process: WMEX1 - Work Execution 1 and approval
Work Managment BBP - Mx 6 - ISG - v3.vsd

Parallel Flow
Connector
Prepared by:Maximo Engineer
Reviewed by:Maintenance Spt / Systems TL
Approved by:Field Manager

Review date: 12 J an 2013

Approval date:

Maintenance
Business Process
Mapping

Rev. 3

New Afternoon Meeting Agenda

all working together safely

to deliver our promise

HSE
Ops update on plant status
Work Review (supervisors)
Update on progress of todays schedule
Define which work will continue next day and re-validate the
permit

Review Schedule for the next day (planning)

Verify permits prepared for tomorrows work in line with
agreed schedule
Supervisors request permit
List of equipment to be prepared for tomorrows schedule

John Duffy MNT SUPT.

ENCRS

WC.1

7.1

7.2

FINAL ACTUAL
HOURS
REPORTING

FAILURE
REPORTING

QUICK REPORTING

QUICK REPORTING

7.3
Review work
orders reporting
for completion
and exactitude

Rework
required?

WORK ORDER

Reporitng
Ok?

TERMI

Investigation
Required?

Maintenance
Engineer

Maintenance
Spv

Maintenance
Technician / Contractor

Maintenance Work Order Work Order Completion & Closure

CALL FOR
INVESTIGATION
REQUEST

CLOSE WO
WMEX1

Forms

Maintenance
Type / Start
Point

Process

External Touch Points

Decision

Off page reference

Macro Process: MAINTENANCE

Process: WMCL1 - Work Order Closure and approval
Work Managment BBP - Mx 6 - ISG - v3.vsd

Parallel Flow
Connector
Prepared by:Maximo Engineer
Reviewed by:Maintenance Spt / Systems TL
Approved by:Field Manager

Review date: 12 J an 2013

Approval date:

Maintenance
Business Process
Mapping

Rev. 3

What SUPTs will do

Monitor the process for effectiveness
No work order = no work
No approval = no work
Unplanned = unscheduled
Scheduled = executed
Executed = reported
Remove roadblocks
Resolve conflicts of priority
Promote one team
John Duffy MNT SUPT.

all working together safely

to deliver our promise

What OPS will do

all working together safely

to deliver our promise

Raise quality work order requests for all jobs

No work order no work
No approval no work

Genuinely Prioritise Work Requests

Stick to the Schedule and Execute the plan SAFELY
Conduct site visits with PAs
Prepare isolation the night before work

John Duffy MNT SUPT.

What the planning team will do

all working together safely

to deliver our promise

Validate work requests and own data quality in Maximo

Plan and Schedule maintenance work with everyones input
Everyone will agree the schedule at least 1 week before it is
executed at the weekly planning meeting
Review feedback comments and prepare change forms to
improve PM program
Complete SPIRs and PRs with the details (vendor name, model
number, serial number, product model number, vendor quotation,
ROP, EOQ and QA clauses)

John Duffy MNT SUPT.

What the Maint Supvs will do

Stick to the Schedule and Execute the plan SAFELY
No work order no work
No approval no work
All equipment materials on reservation
Execute job plans as described once on the schedule no
changes, no refusals and feedback comments
Assist planning with discipline capability
Prepare materials the day before work
Start work on site as early as possible
Monitor the quality of the job and the failure reporting
Return permits as soon as work is finished

John Duffy MNT SUPT.

all working together safely

to deliver our promise

Back Up

John Duffy MNT SUPT.

all working together safely

to deliver our promise

Permit Issuing

all working together safely

to deliver our promise

PAs (not supervisors) will be able to sign pre-approved permits

from 07h00 onward once job is ready to start
Isolations already in place
Process isolations during nightshift
Electrical Isolations at start of day
Instrument isolation as job starts
Gas tests carried out between 06h00 and 06h30
PA arrives for specific job and visits site with area technician if
required, both confirm work can commence, then the Permit is
signed and issued
Any Emergency work orders identified are carried out that day. A
discussion will take place immediately after the prioritisation
meeting to discuss risks and controls for the emergency work

John Duffy MNT SUPT.

Weekly Meeting

all working together safely

to deliver our promise

Planning team create schedule for all CO and PM for the next
week based on available resources.
Schedule is discussed by HSE, exploitation and maintenance
week prior to work.
Any problems are highlighted (TRA requirements or issues with
scheduling for example) and in place prior to presenting the permit
for approval.
Schedule is agreed and finalised no surprises for anyone.

John Duffy MNT SUPT.