The objective of having a maintenance policy is to ensure consistencies in the standard of maintenance within the company. The company acknowledges that the state of maintenance for any building being visible to the public will always be instrumental in enhancing the image of professionalism in the company.
The purpose of quality maintenance is to ensure that the public, the user and the clients are able to enjoy the pleasures of their premises or assets on a continuous basis at a standard of efficiency they are comfortable with, at a cost they can afford, visually pleasing, environmentally correct and safe.
· To achieve a high standard of maintenance quality, the company must be proactive in managing maintenance. This includes the propensity for honesty and integrity across the board. Maintenance practitioners shall subscribe to high ethical values and transparency to give the clients and the users confidence in their products and services.
· To achieve a consistent level of the standard of quality, the company must have a preference for technology-based solutions and a strong culture of maintenance.
· To ensure a reasonable duty of care to the public, safety considerations, hygienic environment, environmental considerations and compliance to regulations shall never be compromised. All department within the company shall incorporate zero breakdown, zero incident and zero downtime as their key performance indices.
All maintenance work shall comprise of:
· Proactive Maintenance
Implemented based on a planned schedule in anticipation of breakdown or economic life. The estimated life is derived from historical data, condition monitoring parameters or manufacturer’s recommendations.
· Reactive Maintenance
Implemented due to unexpected failures or breakdown which may be the consequence of inaccurate anticipation of plant life, or it could be due to factors unrelated to operation procedures or wear and tear as in the case of a nail in the tyre, or a failure of a printed circuit board due to a lightning incident, or it may even be a deliberate decision by the maintenance planners due to non-criticality of the consequences of failure. The maintenance planners are also charged with the responsibility of reducing wastages and costs and therefore needs to delicately balance the equation by extracting the optimum life cycle value for each plant.
Preventive and predictive methods shall be applied to anticipate the end of the life span of each part. Condition monitoring and operating parameter monitoring either using building automation system or by manual logs shall be used to predict suitable and timely action.
The maintenance engineer shall ensure all operational parameters are used by the operator to trigger maintenance works. In an ownership system maintenance is done by the operators themselves due their better ’feel’ of the equipment.
The maintenance planner should ensure that all support services could capture the maintenance work data as historical data for his planning purposes.
Operational and Maintenance manuals and schematic drawings shall be available for reference at the site or plant room.
The client shall be informed at least 14 days prior to any scheduled maintenance work that has an implication on the availability of any system even at night or outside working hours due to the possible disruptions to the client’s computer data.
In the event a breakdown occurs and it presents a danger to the public, user or the asset itself, the event shall be classified as an EMERGENCY whereby the most senior personnel available at the building shall immediately assume leadership as Manager.
Even in the case the breakdown does not have an immediate repercussion on the user or the public the head of the unit shall ensure the following procedures are followed:
1- ISOLATE
The cause of the incident shall be immediately
isolated so that any harm to the public, the users or to the system is under control and its consequences minimised.
This may involve evacuation of the building. However, approval from the client is required before triggering any evacuation under normal circumstances. This requirement may be waived in cases of emergencies based on the Manager’s assessment of the situation.
The public shall be informed of the true danger/situation.
Checklist and announcement text shall always be available at the control centre.
The authorities shall be immediately summoned.
Even in a non-emergency situation, the plant shall be isolated by removing the power supply connection at the terminal to prevent accidental switching.
The plant shall be marked ‘MAINTENANCE WORK IN PROGRESS’ and a copy of Stop Permit shall be displayed at the location even if the plant itself had been taken out from the site.
Stop Permit shall be obtained from the Head Office for any system or part thereof which becomes unavailable for normal operations. The Stop Permit shall be monitored by the Management. This measure is to ensure that ‘nothing can be swept under the carpet’, and there must be genuine propensity to achieve complete recovery of the system.
The Head Office shall only allow a maximum duration of one month at any one time.
2- INVESTIGATE
Initial conclusion maybe be formed immediately for most intents and purposes so that immediate steps are taken to prevent any cascading failures. This is necessary to avoid delays in taking corrective measure and to eliminate likely dangers with respect to decisions to be taken. However this conclusion maybe inaccurate and misleading. Therefore the final investigation and conclusion must be implemented as soon as possible.
All data and parts shall be preserved and photographs taken ‘as is where is’ basis before interim remedial action is taken.
Police report and insurance reports may be relevant in cases of emergencies and in cases involving possible insurance claims. This is to be done together with the Client’s representative to avoid duplication or conflicting information.
Check to ensure whether report is required for DOSH.
The investigation report shall be submitted by the head of the unit to the General Manager within 12 hours after the incident.
Subsequently the General Manager shall submit an incident report to the client within 24 hours after the incident.
The Client shall appoint the only spokesperson authorised to issue press statements to the media or answer any query from the media.
The investigation shall identify the primary and secondary factors which lead to the breakdown, and shall recommend:
a. training needs
b. new technical instructions
c. design review
d. system modifications
3- NORMALISING
Immediate recovery shall be undertaken to normalise all affected and unaffected systems. It should not be assumed that only the affected systems require normalising. Some eqipments controlled by BAS may have been triggered automatically to shutdown in emergencies. They need to be checked at the site first before they are manually reset and made operational. Making them operational does not amount to making them functional, therefore the operating parameters must be checked.
Normal ambience temperatures must be achieved and other operating parameters shall be continuously monitored for at least 1 hour after normalisation.
The clients shall be formally informed upon completion of normalisation.
4- REMEDY
This may comprise of the following steps:
· IMMEDIATE
Repair, replacement, adjustments necessary to recover the safety and partial functionality of the equipment prior to investigation of the cause of the failure.
· INTERIM
Repair, replacement, adjustment undertaken of a more permanent nature after having concluded the outcome of the investigation and alienating the cause of the failure whenever possible.
· FINAL
Repair, replacement, modification or upgrading undertaken to eliminate the possibility of future failures due to a change in the environment or the usage or simply due to a change in technology.
Any maintenance work shall be subjected to the following:
· Quality Inspection which will assess the quality of the work and the performance of the worker/Master Operator/ KMO/ subcontractor
· Completion Certificate to be obtained from Head Office which signify the lifting of the Stop Permit.
One of the failures in maintenance is the slackness in response time.
Correct priority must be given and understood by all staff and agent to ensure fast response.
A firefighting system though dormant or passive in nature must be given the top priority.
In order to ensure action is given appropriate attention, the following uniform rating shall be applied to express urgency:
|
CODE |
CATEGORY |
MAX. COMPLETION TIME |
|
PRIORITY 1 |
Emergency |
1 hour |
|
PRIORITY 2 |
High Disruption |
24 hours |
|
PRIORITY 3 |
Medium Disruption |
48 hours |
|
PRIORITY 4 |
Low Disruption |
7 days |
|
PRIORITY 5 |
Routine Repair |
30 days |
1- Quality audits shall be regularly undertaken to ensure compliance to the specification by results and related key performance indicators.
2- Auditors shall be from another building or from another department to ensure firm and transparent assessment.
3- Maintenance work shall be subjected to quality inspection before it can be handed over to the client or the user department. A completion certificate shall be issued by the quality inspector upon satisfactory completion. All test results obtained during commissioning from other contractors shall be handed to the quality inspector.
Adequate training shall be given to all maintenance staff.
There must be a transparent system of handling complaints with respect to maintenance. Complaints are differentiated from reports of defects as follows:
· Reports of Defects are normal feedbacks receive fro the user, the client or staff
· Complaints are formal report from clients pertaining to failure in the delivery system
Any system that is not 100% functional due to obsolescence or superfluous nature shall be allowed to remain so only with a written approval for deviation by the General Manager of the company. The client shall be formally informed.
Any modification to the original system must be approved by the General Manager after considering that it does not give less performance than the original system and all the alteration must be recorded in the as-built drawings.
Each unit must have a dedicated safety officer who shall ensure all work involving installation of scaffoldings, skyjacks or mobile gondolas are safe to be used by the maintenance personnel including contractor’s personnel. Any incident occurring in the premises managed by any agent of the company may make the company liable for litigation.
The KPI must be established and maintenance works must be implemented to achieve a realistic KPI. The KPI can be reviewed but it must be endorsed by the management.
To measure the KPI, every action related to maintenance must be logged in with date and time records.
Ir Hj Wan Mohd Yusoff bin Wan Othman
(GM from 1982 ~ 2006)