Maintenance Planning and Scheduling

MAINTENANCE PLANNING & SCHEDULING
 Maintenance Scheduling is planned work that includes

the who, what, when, and where of tasks.
 Maintenance Planning is a process that helps you
identify and solve potential problems before they get out
of hand.
 Scheduledmaintenance helps you schedule the
maximum hours available, based on your resources.
PLANNING = WHAT + HOW

SCHEDULING = WHO + WHEN
PLANNING reduces Delays during Jobs
SCHEDULING reduces Delays between Jobs

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PLANNING AND SCHEDULING
OBJECTIVES
1. Minimizing the idle time of maintenance workers.
2. Maximizing the efficient use of work time, material,

workforce, and equipment.
3. Maintaining the operating equipment at a responsive
level to the needs of production in terms of delivery
schedule and quality.
4. Reduced maintenance costs
5. Enhanced quality of maintenance work

3
MAINTENANCE PLANNING
AND SCHEDULING PROCESS
4
CLASSIFICATION OF MAINTENANCE WORK
ACCORDING TO PLANNING AND SCHEDULING
PURPOSES
 Emergency or breakdown maintenance: interrupt maintenance
schedules to be performed. They are planned and scheduled as they
happen.
 Routine maintenance: maintenance operations of a periodic nature.
They are planned and scheduled in advance. They are covered by
blanket orders. agreement between the maintenance department
and suppliers or service providers.
 Design modifications
Planned
 Scheduled overhaul, shutdowns of the plant and
 General repairs, and replacement scheduled
in advance
 Preventive Maintenance
The maintenance management system should aim to have over 90% of the
maintenance work planned and scheduled.
5
Planning is the process of determining future decisions and actions
necessary to accomplish intended goals, and targets.
Benefits:
 It helps in achieving goals most efficiently and effectively.
 It minimizes costs and reduces risks and missing opportunities.
 It increases the competitive edge of the organization.
It comprises all the functions related to the preparation of:
1. The work order
2. Bill of material
3. Purchase requisition
4. Necessary drawings
5. Labor planning sheet including standard times
6. All data needed before scheduling and releasing the work
order.
Good planning is a prerequisite for sound scheduling. 6
STEPS TO AN EFFECTIVE
PLANNING PROCEDURE
1. Determine the job content.
2. Develop work plan. This entails the sequence of the activities in the
job and establishing the best methods and procedures to accomplish
the job.
3. Establish crew size for the job.
4. Plan and order parts and materials.
5. Check if special tools and equipment are needed and obtain them.
6. Assign workers with appropriate skills.
7. Review safety procedures.
8. Set priorities for all maintenance work.
reporting and analysis of a
9. Assign cost accounts. company's cost structure.
10. Complete the work order.
11. Review the backlog and develop plans for controlling it.
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12. Predict the maintenance load using effective forecasting technique.
BASIC LEVELS OF
PLANNING PROCESS
1. Long-range planning:
5 to 10 years work
1. Medium-range planning:
1 month to 2 years work
1. Short-range planning
(for immediate activity):
1 day to 1 week or whenever
needed.
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Sets plans for future activities and long-range improvement.
 Specify how the maintenance workers will operate.

 Provide details of major overhauls, construction jobs,
preventive maintenance plans, and plant shutdowns.
 Estimates required spare parts and material acquisition.
SHORT-RANGE PLANNING
It focuses on the determination of all the elements required to perform
maintenance tasks whenever needed.
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EXAMPLE OF MAINTENANCE PLANNING SHEET
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Scheduling is the process of putting the tasks determined by the
plan into a time frame.
It takes into consideration:
• The intended goals Scheduling Essentials:
• The interrelations between the 1. The specific time and phasing of
different planned tasks planned jobs
• The availability of resources 2. The orders to perform the work
over time 3. Monitoring the work
• A job priority ranking reflecting 4. Controlling the work
the criticality of the job. 5. Reporting on job progress.
• The master production
schedule.
• Realistic estimates and what is
likely to happen.
Successful planning needs a feedback from scheduling. 12

MASTER PRODUCTION SCHEDULE
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LEVELS OF MAINTENANCE SCHEDULING
1. MEDIUM-RANGE (MASTER) SCHEDULE
 Covering a period of 3 months to 1 year.

 Based on existing maintenance work orders (blanket work
order, backlog, Preventive Maintenance).
 Balancing long-term demand for maintenance work with
available resources.
 Spare parts and materials could be identified and ordered in
advance.
 Subjected to revision and updating to reflect changes in the
plans and maintenance work.
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LEVELS OF MAINTENANCE SCHEDULING
 Covers 1 week and generated from the medium-range schedule.

 Considers current operations schedules and economic considerations.
 Allow 10% to 15% of the workforce to be available for emergency work.
 Provides the schedule prepared for the current week and the following one
to consider the available backlog.
 The work orders scheduled this week are sequenced based on priority.
 Covering work to be completed each day.

 Generated from weekly schedule.
 Prepared the day before.
 Can be interrupted to perform Emergency Maintenance.
 Established priorities are used to schedule the jobs. 16
ELEMENTS OF SOUND SCHEDULING
1. Written work orders that are derived from a well-conceived
planning process. (Work to be done, methods to be followed,
crafts needed, spare parts needed, and priority).
2. Time standards
3. Information about craft availability for each shift.
4. Stocks of spare parts and information on restocking.
5. Information on the availability of special equipment and tools
necessary for maintenance work.
6. Access to the plant production schedule and knowledge about
when the facilities will be available for service without
interrupting the production schedule.
7. Well-define priorities for maintenance work.
8. Information about jobs already scheduled that are behind the
schedule (backlog).
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SCHEDULING PROCEDURE (STEPS)
1. Sort backlog work orders.
2. Arrange orders by priority.
3. Compile a list of completed and carry over jobs.
4. Consider job duration, location, travel distance, and the

possibility of combining jobs in the same area.
5. Schedule jobs to start at the beginning of every shift.
6. Issue a daily schedule
7. Authorize a supervisor to make work assignments.

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MAINTENANCE JOB PRIORITY
SYSTEM
 Priorities are established to ensure that the most

critical work is scheduled first.
 It is developed under coordination with operations
staff.
 It must be updated periodically to reflect changes in
operation and maintenance strategies.
 It typically includes three to ten levels of priority.
Reference: Chapter 11:“Maintenance Planning and Scheduling”

Handbook of Maintenance Management and Engineering by Mohamed Ben-Daya,
Salih O. Duffuaa Abdul Raouf, Jezdimir Knezevic, Daoud Ait-Kadi, Springer, 2009 19
MAINTENANCE JOB PRIORITY SYSTEM
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SCHEDULING TECHNIQUES
Some of the Scheduling Techniques are:
1. Gantt Charts and Scheduling Theory
2. Project Scheduling:
1. Critical Path Method (CPM)
2. Program Evaluation and Review Technique (PERT)
3. Scheduling using Computers (CMMS)
OBJECTIVE OF THE SCHEDULING TECHNIQUES
The objective of the scheduling techniques is to construct a time

chart showing:
 The start and finish of each job.
 The interdependencies among jobs.
 The critical jobs that require special attention and effective
monitoring.
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GANTT CHARTS
A Gantt chart representing a schedule of 14 activities 22

PROJECT SCHEDULING
Normal and crash data for overhauling a

bearing in a train cargo carriage. 23
Network Diagram for bearing
overhaul data
Possible Paths for completing bearing overhaul
24

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MAINTENANCE PLANNING & SCHEDULING

 Maintenance Scheduling is planned work that includes

PLANNING = WHAT + HOW

PLANNING reduces Delays during Jobs

SCHEDULING reduces Delays between Jobs

1. Minimizing the idle time of maintenance workers.

2. Maximizing the efficient use of work time, material,

5. Enhanced quality of maintenance work

 Specify how the maintenance workers will operate.

Successful planning needs a feedback from scheduling. 12

1. MEDIUM-RANGE (MASTER) SCHEDULE

 Covering a period of 3 months to 1 year.

 Covers 1 week and generated from the medium-range schedule.

 Covering work to be completed each day.

2. Arrange orders by priority.

3. Compile a list of completed and carry over jobs.

4. Consider job duration, location, travel distance, and the

5. Schedule jobs to start at the beginning of every shift.

6. Issue a daily schedule

7. Authorize a supervisor to make work assignments.

 Priorities are established to ensure that the most

Reference: Chapter 11:“Maintenance Planning and Scheduling”

OBJECTIVE OF THE SCHEDULING TECHNIQUES

The objective of the scheduling techniques is to construct a time

A Gantt chart representing a schedule of 14 activities 22

Normal and crash data for overhauling a

Possible Paths for completing bearing overhaul

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