MANAGEMENT HANDBOOK

SOP: T01 Preventive Maintenance

Date of Revision:

SOP title SOP No. TD 01

Revision No: 1
T 01 Preventive Maintenance Issue date 07/01/2019
No of pages 6
Date +
SOP process owner Senior Supervisor Water Services Signature
Date +
SOP approval by Manager Water Services Signature

SOP inaugurated Date +

General Manager Signature
by

Purpose
The purpose of conducting preventive maintenance is to ensure functionality, accessibility and status of
operation and to guarantee optimal and efficient operation and management of the network.

Scope
The scope of this SOP includes the organization and implementation of preventive maintenance within the
water supply network.

Overall Responsibility
The Manager Water Services is responsible for the performance of this SOP. (S)he is the connection between all
involved departments and units and, therefore, responsible that the workflow is smooth, and everybody is
supporting the process.

The Senior Supervisor is responsible for implementation of the process, i.e. organizing and managing the
resources and quality delivered.

Crews and staff are responsible for carrying out the tasks in accordance with this SOP.

Activities
The activities in the SOP are described below and schematically presented in the flowchart in figure 1 below.

Step Action Responsible

1 The Network Administrator will on a regular basis identify network Network
operation needs and conditions, assess manufacturers – and other Administrator
specifications of network components/items and based on this develop a
Preventive Maintenance Strategy. (S)he will also develop a Maintenance
Schedule for each DMA, including resource planning and ensure that a
copy of the Maintenance Strategy and Schedules are available to all
concerned.
2 Based on the Preventive Maintenance Strategy and the DMA Maintenance Senior
Schedule, the Senior Technician will prepare the actual maintenance plan Technician
for the crews and issue the Inspection Form. He will integrate any

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SOP: T01 Preventive Maintenance
Date of Revision:

unplanned need for inspection and align the maintenance activities with
other activities in the area.
3 In case of preventive maintenance on the network, the Senior Technician Senior
will issue the Inspection Form to the Leak Detection Unit. Technician
4 The Senior Technician will check the need for communication and Senior
coordinate with the Communication Officer and fill in a PR Request Form. Technician
The communication officer will prepare the PSA and provide for public Communication
notice and internal communication as required. Officer
5 The maintenance crews will carry out the preventive maintenance tasks in Maintenance
accordance with the IF. The Crew will check if all information is available. Crews
They will check if all material and equipment needed is on the truck or
obtain it from the store, using the store requisition form. In case of
operating valves they will inform the control room.
6 The Maintenance Crews will conduct inspection or condition monitoring Maintenance
according the Checklist Preventive Maintenance. Upon completion, they Crews
will fill in the inspection forms and submit these to the senior technician.
In case the crew identifies the need for repairs, they will fill in a Work
Order Form and submit this to the Senior Technician for approval, along
with the Inspection Form.
7 The Leak Detection Unit will conduct leak detection as part of preventive Leak Detection
maintenance according to the maintenance schedule. Results will be Unit
documented on the IF and specific LD documentation and handed over to
Network Administrator
8 The Senior technician will review and approve the inspection forms and Senior
when complete he will submit relevant information to the GIS Technician.
coordinator. In case Inspections Forms are not complete, he will return
them to the crew for completion. He will carry out random checks of the
work done and supervise the work carried out by the crew(s) and provide
technical advice as needed.
9 In case of repairs, the Senior Technician will approve the WOF and issue Senior
the WOF to the Control Room, to be taken up by a Repairs Crew (see TD- Technician
02 Management and Communication on Repairs).
10 The GIS coordinator will receive the Inspection Forms and maintain and GIS Coordinator
regularly analyze the database of network assets including date of
Installation, location in the map, last service date, manufacturer and
specification and condition
11 The Senior Technician will maintain a Logsheet with the key performance Senior
indicators and he will on a regular basis create reports and submit these Technician
to the Network Administrator.
12 The Network Administrator will regularly monitor and evaluate and report Network
on progress on the preventive maintenance work and recommend Administrator
improvements and corrective actions to the manager of water services.

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Figure 1: Flowchart of Activities

Review IF and Carry out Leak Detection Unit

Leak Detection Unit prepare for Repair
Preventive
implementation need?
Maintenance

Maintenance Crew Review IF and Carry out Maintenance Crew/LDU

Repair
prepare for Preventive
implementation need?
Maintenance

Inspection Filled WOF + copy

Forms (IF) Inspection IF
Forms (IF)

Senior Technician/Planning Technician Senior Technician/Planning Technician

Prepare Send WOF to
maintenance Review and Prepare report
Supervisor Repair
approval on Indicators
planning team (TD-02)

Approved
Inspection
Forms (IF)

Network Administrator Network Administrator

Prepare/review Monitor and Responsible / Accountable
Maintenance Evaluate
strategy and Indicators
schedules

Documentation in GIS Documentation in GIS

Condition review
Inspectio results, WOF and
O+M
n Need date drawing
Schedule

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Responsibilities within the process

Network Administrator:

▪ Identify Network operation needs / conditions

▪ Assess Manufacturers and specification of network components/items
▪ Develop and review Maintenance Strategy
▪ Develop a Maintenance Schedule for each DMA, including resource planning
▪ Consult with stakeholders (internal and external: e.g. Support services, LDU, PR, ...)
▪ Provide technical advice to Senior Technician
▪ Monitor and evaluate if preventive maintenance takes place as planned

Senior Technician
▪ Review and implement annual Service Schedule/maintenance plan
▪ Integrate unplanned need for inspections
▪ Collect Information needed
▪ Proof alignment with other ongoing activities in that area
▪ Issue the Inspection Form to the crews and LDU
▪ Communication with Communication Officer in case of condition monitoring (PR request Memo)
▪ Supervise the crew: site visit, oversee inspection checklist followed (casual visits, or checks)
▪ Provide technical advice to the crew
▪ Collect and approve INSPECTION FORM (IF); if incomplete return to crew supervisor
▪ Review and analyze crew Log Sheet and update Maintenance Schedule

GIS Coordinator
▪ Maintain database of network assets (list of attributes)
o Date of Installation
o Location in the map
o Last service date
o Manufacturer and specs
o Condition
▪ Analyze information to generate assessment needs
▪ Receive results of inspections and condition monitoring through IF
▪ Enter into GIS

Crew:
▪ Receive IF and check if all information is available
▪ Check if all material and equipment needed is on the truck
▪ In case of operating valves inform control room
▪ Document results of inspection in IF and hand over to Senior Technician
▪ Conduct inspection or condition monitoring according the Checklist Preventive Maintenance

Leak Detection Unit:

▪ Conduct leak detection as part of preventive maintenance according to the maintenance schedule
▪ Document results in IF and specific LD documentation and hand over to Network Administrator

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Communication officer
▪ Prepare PSA
▪ Give Notice: public and internal

Store
▪ Receive Store Requisition Form (in future CIS)
▪ receive feedback on material and quality
▪ purchase spare parts and fittings in case of repair needed
▪ review specifications for purchase, taking into account experience in the field

Indicators
The Manager of Water Services will set and regularly update targets for the indicators mentioned below,
and report and communicate these to all concerned.

➢ To measure if the process “preventive maintenance” is working well

o Quota of No. of Inspections done compared to No. of Inspections planned
➢ To measure quality of information:
o No. of assets which are documented in GIS
o Time until update of assets attributes in GIS is finalized
➢ To measure quality of network
o No. of WOFs which result from Inspection
o No. of repairs that have been carried out based on the WOFs (idea of preventive activity
before a customer can complain)

Accompanying FORMS and GUIDELINES

F01 WOF (Work Order Form)
F02 IF (Inspection Form)
F03 Leak detection request Memo
F04 PR request Memo
F05 Store Request Form
F06 Equipment Request Form
F07 Log sheet

G01 Repair of Pipes

G02 Repair of Valves
G03 Checklist Preventive Maintenance
CHxx Checklist for Receiving Complaints
Checklist for operation of valves (open/close)
Guidelines Database
Maintenance Strategy for Water Supply Network
Maintenance Schedule for Water Supply Network

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SOP: T01 Preventive Maintenance
Date of Revision:

Revision of the SOP:

Revision Date Signature
What was changed?

Links to other SOPs

▪ SOP for GIS (for entering data into the GIS)
▪ SOP for Management and Communication of Water Disturbances (for carrying out repairs)

Abbreviations
WOF Work Order Form
IF Inspection Form
LDU Leak Detection Unit
LD Leak Detection
SOP Standard Operating Procedure
DMA District Metered Area
PSA Public Service Announcement
GIS Geographical Information System
CIS Customer Information System

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