Maintaining Training Facilities

1. Intro:

The unit of competency “maintain training facilities” contains knowledge, Skills and attitudes required
for TRAINERS METHODOLOGY (TM) level I.

2. Learning outcomes:
3. Maintenance program- Jaime
4. Maintenance schedule- Jaime
5. Quality management system- Jaime
6. The quality management cycle:
Plan - Design and revised business process components to improve results.
Do- Implement the plan and measure its performance
Check- Assess the measurements and report the results to decisions makers
Act- Decides on changes needed to improve the process
The consolidation phase enables the organization to take stock of what has been taking place
and to ensure made to processes that require documentation (both to allow processes to be
repeatable and to facilitate recognition of the achievement of some form of quality standard).
B. QMC IN THE MAINTENANCE PROGRAM
The philosophy of the Quality Management Cycle can be applied in the Maintenance Program of
an organization. The first step of the Quality Management cycle in maintenance is to Plan by
preparing all the details of the maintenance program. Then DO, wherein the organization
implements the methods and strategies of maintenance based on the maintenance schedule.
Then CHECK , here the organization regular inspects equipment to determine if the required
maintenance procedures are conducted .Finally ACT, here the organization acts on the result of
the inspection conducted
1. Plan. Here in this stage an organization must be able to prepare a good maintenance
program which will define the standards for Best Management Practices. The maintenance
program must clearly answer the question on WHY,WHO,WHAT,WHEN, WHERE and HOW.
- why maintain?
• To KEEP the optimum condition of physical facilities at acceptable levels and minimum
cost to satisfy the expected programs, services, and activities at acceptable and
minimum costs.
• To extend the useful life of physical facilities
• To ensure the operational readiness of installed equipment and the maximum possible
return on investment
-What can we gain from maintaining our facilities?
• Ensured SAFE environment
• Improve MORALE of human resources
• Reduced operational COST
• Increased PRODUCTION
• Prolonged LIFE facilities
• Prompt DELIVERY of services/ product
• Waste/ garbage reduction
 -who are involved?

1. Who will manage the activities?

- Maintenance Manager: The Maintenance Manager plays a critical role in managing maintenance
activities by overseeing maintenance schedules, resources, and priorities to ensure that maintenance
tasks are completed efficiently and effectively.
2. Who will monitor and evaluate the operations?
- Maintenance Supervisor/Coordinator:The Maintenance Supervisor or Coordinator is responsible for
monitoring maintenance operations, tracking performance metrics, identifying maintenance needs, and
evaluating the effectiveness of maintenance processes.
3. Who will prepare the maintenance schedule?
- Maintenance Planner/Scheduler: The Maintenance Planner or Scheduler is tasked with developing
and maintaining the maintenance schedule, coordinating maintenance activities, allocating resources,
and ensuring timely execution of maintenance tasks to prevent downtime.
4. Who will implement the program?
- Maintenance Technician/Engineer: Maintenance Technicians or Engineers are responsible for
implementing maintenance programs, conducting routine maintenance activities, troubleshooting
equipment issues, and carrying out preventive and corrective maintenance tasks.
5. Who will keep the records?
- Maintenance Records Clerk/Administrator: The Maintenance Records Clerk or Administrator is
responsible for maintaining accurate records of maintenance activities, work orders, equipment
histories, maintenance schedules, and other relevant documentation for reference and compliance
purposes.
6. Who will conduct inspection?
- Maintenance Inspectors/Technicians: Maintenance Inspectors or Technicians are tasked with
conducting regular inspections of equipment, facilities, and systems to identify potential issues, assess
maintenance needs, and ensure compliance with safety and quality standards.
7. Who will certify and accept the work?
- Quality Assurance/Control Team: The Quality Assurance/Control Team plays a vital role in certifying
and accepting maintenance work by ensuring that maintenance tasks meet quality standards, regulatory
requirements, and organizational guidelines before being signed off as completed.
8. Who will prepare the report?
- Maintenance Reporting Analyst/Team: The Maintenance Reporting Analyst or Team is responsible for
preparing maintenance reports, analyzing maintenance data, tracking maintenance KPIs, and providing
insights to improve maintenance performance and decision-making processes.

What, Where, When?

 Regularly clean the device and its components to remove dust, dirt, and debris that can affect
performance and cause overheating.
Inspect the device for signs of wear and tear, loose connections, or any visible damage that may
indicate potential issues.
Conduct regular tests and performance checks to ensure all features and functions are working
properly.
 It can be carried out in various locations, depending on the type of device and its usage.
  The timing for performing maintenance activities can vary based on factors such as the device
type, usage frequency, environmental conditions, and manufacturer recommendations

How to maintain?

The question on how do we implement the maintenance program will center on the 5Ms are as
follows:

• Manpower

• Money (Financial Resources)

• Methods and System

• Machines (Facilities)

• Materials and Supplies

7. Functional chart of technical support services

A functional chart of technical support services is a visual representation of the various roles and
responsibilities within a technical support team or department. It outlines the structure of the team,
showing how different positions relate to each other and who reports to whom. This chart helps clarify
the chain of command, communication channels, and areas of expertise within the technical support
organization. It can also include information on specific tasks, skills, and qualifications required for each
role, helping to ensure that the team operates efficiently and effectively.

2.Do Here in this stage the organization through the clearly identified Maintenance Program, must be
able to practice the Methods and System defined in order to meet the standards (measurable
performance levels of maintenance execution) established.

8. SAMPLE EQUIPMENT MAINTENANCE SCHEDULE – Jaime

3. Check To determine if the maintenance program is implemented according to what is planned, an

assessment must be done. The result of the assessment will then be recorded and recorded to the
proper authorities for the immediate action. Regular inspections are conducted to assure that the
maintenance activities are done on the date and time it was planned and that the performance levels
adhered to the defined standard.

SAMPLE EQUIPMENT INSPECTION CHECKLIST

Below is a sample Maintenance Inspection Checklist. You may note that this checklist pertains to the
same equipment with the Maintenance Schedule (see sample). This checklist will confirm if the
maintenance activities have been performed in order to prolong the life of this particular equipment.
The Inspection items are stated in a question form as these serve as the criteria or standards of
maintenance.

4. ACT. The inspection will allow the organization to determine if the standards of maintenance are met.
This will also allow the identification of further improvement in the process and procedures. Hence, the
results of the inspection must be properly documented and reported to the proper authorities for
immediate action or correction needed.
C. PROPER UTILIZATION OF EQUIPMENT AND TOOLS

The proper use of the training tools and equipment is the first and foremost task in the maintenance.
The proper use of tools and equipment is a very important task of the worker in any trade. They must be
able to use them in accordance to the manufacturer’s manuals as this would evidently extend the life of
the equipment and tools.

USER’S MANUAL: For the Safe and Proper Operation of an Equipment or Tools. When using equipment
and simple tools, it is best to read the manufacturer’s and /or user’s manuals. This would indicate the
part of the equipment, the functions of each part and the way to maintain it. We must always refer to it
for reference. The user’s manuals must be kept handy and within the Quality Control Area where the
equipment is kept for immediate reference.

Types of maintenance

Maintenance: work that is done regularly to keep equipment , building and grounds in good condition
and working order.

Planned Maintenance – Work activities are performed as scheduled/ expected. Work is based- on pre-
conceived/ planned activities.

Sample: Changing of oil of car engine, this is controlled by two factors a). mileage, b). time or whichever
comes first.

Preventive Maintenance - Maintenance performed to PREVENT or FIND failures BEFORE they develop
into a breakdown.

• Time- Based Maintenance – based on calendar days or running hours or usage. (Inspection, cleaning,
lubrication, programmed replacement and repairs). Example: Change oil every months or every 5,000
km.

• Conditioned- Based Maintenance – visual monitoring and condition monitoring technique

(temperature, hydraulic fluid wear, surface condition, crack, leaks, vibration, corrosion/erosion, electric
insulation, etc.)

1. Predictive Maintenance – Maintenance performed at a predetermined periods when the

maintenance activity is most cost effective and before the equipment fails.

2. Corrective Maintenance - Maintenance performed to CORRECT or REPAIR a failure.

• Controlled Maintenance – Condition improvement/enhancement of equipment. Example: Engine

overhaul. Also referred to as Proactive Maintenance – maintenance performed to stabilize the reliability
of machines or equipment.

• Breakdown Maintenance – Repair done when the equipment fails while in operation. Also referred to
as Reactive Maintenance – maintenance performed as a reaction to failure.

Unplanned Maintenance – Maintenance performed unexpectedly.

1. Emergency – maintenance performed to put the item on hand IMMEDIATELY to avoid serious
consequences, i.e. Loss of production, disrupted schedule, extensive damage to assets, idle
 workers or for safety reasons Example: A hacksaw blade breaks-up during operation, this is an
unplanted situation, what you need to do is buy new blade and replace it.
8. Tag-out bill- Jaime
9. 5s housekeeping system
1. Seiri – Jaime
2. Seiton-- ORDERLINESS. Focuses on the need for orderly work place .Tools, equipment, and
materials must be systematically arranged for the easiest and most efficient access.
• Arrangement/organization of necessary items in good order for use.
• Items in the work place are arranged for ease of access and repeated use.
• Assign a place for everything. The most often used item should be nearest and
ergonomically situated, meaning – there should be little effort required in accessing, using
and returning the equipment , tools and parts, even documents. There must be a place for
everything, and everything must be in place.
3. Seiso – jaime
4. Seiketsu-- • STANDARDS: Maintaining the workplace in high standard housekeeping.
• Allows for control and consistency. Basic housekeeping standard apply everywhere in the
facility. Everyone knows exactly what his or her responsibilities are. Housekeeping duties are
part of regular work routines.
• PREPARE a Housekeeping Standard check list. Checklist should be very detailed and
stringent. Remember that thoroughness is a requirement of EXCELLENCE.
5. Shitsuke – Jaime
10. Housekeeping schedule- A housekeeping schedule is a plan that outlines the tasks and activities
needed to maintain cleanliness, orderliness, and organization in a home or workplace. It
includes a list of cleaning tasks, how often they need to be done, and who is responsible for
each task. A well-defined housekeeping schedule helps ensure that cleaning duties are
distributed evenly, reduces the chances of tasks being overlooked, and promotes a clean and
healthy environment for everyone in the household or workplace. Having a structured
housekeeping schedule can also save time and effort by providing a clear guide on when and
how to complete cleaning tasks efficiently.
11. Housekeeping inspection - a process where an inspector evaluates the cleanliness,
organization, and overall condition of a property, such as a hotel room, rental property or
office space. The purpose of the inspection is to ensure that the space is clean, well-
maintained, and safe for occupants. Inspectors typically look for things like dust, dirt, clutter,
mold, pests, and maintenance issues that may need to be addressed. The results of the
inspection can be used to provide feedback to housekeeping staff, identify areas for
improvement, and ensure compliance with cleanliness standards.
12. Training facilities and equipments- Jaime
13. 9 areas in cbt delivery
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3 Institutional Assessment Area- is a process used to evaluate the performance and

effectiveness of an organization in achieving its goals and objectives. This assessment
involves gathering data, analyzing results, and identifying areas for improvement. It helps
 organizations to monitor their progress, make informed decisions, and ensure they are
meeting their desired outcomes.
4 Contextual Learning Laboratory- is a hands-on educational environment where students learn
by engaging in real-world experiences and applying their knowledge to solve practical problems.
These labs are designed to help students develop critical thinking, problem-solving, and
collaboration skills by giving them opportunities to work on projects and experiments that are
relevant to their field of study. By connecting theory with practice, contextual learning labs help
students gain a deeper understanding of concepts and build practical skills that can be applied in
their future careers.
5 Quality control area- The quality control area is a section of a manufacturing or production
facility where products are inspected and tested to ensure they meet certain standards or
specifications. This area is responsible for identifying any defects or issues with the products
before they are released to the market, ultimately ensuring that customers receive high-quality
and reliable products.

6 Trainers resource area- A trainers’ resource area is a designated space where trainers can
find tools, materials, and resources to support their training efforts. This area may include
training manuals, instructional videos, interactive activities, and other materials that can be
used to enhance the learning experience for trainees. Trainers can use these resources to create
engaging and effective training programs that help participants learn and retain information
more effectively.
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14. Attributes of training facilities: This refers to the characteristics or qualities of a training facility,
such as its size, location, amenities, equipment, and overall suitability for conducting training
programs.
15. Training equipment and supplies: These are the tools, devices, materials, and resources needed
for conducting training sessions, such as computers, projectors, whiteboards, training manuals,
and other supplies necessary for delivering effective training.
The growth of interest in maintenance
16. Increasingly expensive raw materials: This refers to the rising costs of the basic materials used
in manufacturing or production processes, which can impact the overall cost of goods or
services.
17. Increased fixed costs: Fixed costs are expenses that do not change with the level of production
or sales, such as rent, insurance, and salaries. When these costs increase, it can put a strain on a
business's finances and profitability.
18. Environmental concern: This refers to the growing awareness and focus on environmental
issues, such as climate change, pollution, and resource depletion. Businesses are increasingly
expected to consider their environmental impact and take steps to mitigate any negative effect.
A physical property refers to a characteristic of a substance that can be observed or measured,
such as color, size, shape, or texture.