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Infrastructure management
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INFRASTRUCTURE MANAGEMENT AND

MAINTENANCE PROCEDURE

ELABORATE REVISED APPROVE

NAME: Eng.DDanny E. NAME: Eng. Jose Vasquez NAME: Eng. DCarlos Roncal
Llerena Mucha Lopez Madge
SIGNATURE SIGNATURE SIGNATURE

DATE 10/06/2017 DATE 14/06/2017 DATE 14/06/2017

1. PURPOSE

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The purpose of this document is to establish the guidelines necessary to carry out
maintenance, conservation and/or repair activities on the organization's facilities and
infrastructure in such a way as to guarantee their correct operation, the safety of personnel,
the protection of the environment and contribute to generating the work environment required
for the development of its activities and services.

2. SCOPE

This procedure is applicable to all maintenance activities necessary to keep the infrastructure in a
usable condition, including measuring equipment.

3. DEFINITION

Work Environment.- Set of conditions under which work is performed. These conditions
They include physical, social, psychological and environmental factors (such as temperature,
noise, humidity,
Lighting or weather conditions.

Infrastructure.- Set of mutually related elements such as facilities, equipment and

Services necessary for the proper functioning of an organization.

Preventive maintenance: maintenance activities carried out regularly according to criteria defined
by the company.

Corrective maintenance: maintenance activities carried out on an item when a malfunction is

detected.

Self-maintenance: maintenance activities aimed at leaving the workplace or infrastructure

element in perfect working condition when work has finished.

Intervention on an infrastructure element: maintenance activity, modification, replacement

of parts, or any other action carried out on an infrastructure element that entails an expenditure
of economic resources for the company.

4. DOCUMENTS TO CONSULT

4.1. CONIP Integrated Management System Manual for Contractors

4.2. ISO-9001 Quality Management Systems - Requirements
4.3. ISO 14001 Environmental Management Systems – Requirements with guidance for use
4.4. OHSAS 18001 Standard Occupational Health and Safety Management System - Requirements

5. RESPONSIBILITIES

5.1 Logistics Manager

 Decide which infrastructure elements need to be coded and define their encoding.
 Approve the maintenance definition sheets and ensure that a copy of the current original is in

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the appropriate item's file.

 Develop and maintain updated annual preventive maintenance plan.
 Prepare and deliver weekly preventive maintenance plans to the Infrastructure Manager.

5.2 Infrastructure Manager

 Physically code infrastructure elements and maintain visibility of said codes.

 Propose the most appropriate maintenance activities to the logistics manager.
 Carry out and approve instructions to specify to operators how maintenance activities should
be performed.
 Assign the different operators to carry out maintenance work according to the established
weekly plan and ensure that they carry out and record these activities appropriately.
 Record interventions on infrastructure elements that entail an economic expense (activities
carried out by external organizations) in the Intervention History of each element.
 Carry out the procedures for contracting external maintenance services, verify that the
execution of the contracted maintenance complies with the established requirements, and
validate the invoices issued by said organizations.

5.3 Operators who carry out maintenance activities

 Carry out maintenance activities according to the established plan and manner.
 Record the maintenance activities performed in the weekly plan.

5.4 Administration Department Staff

 Maintain up-to-date infrastructure inventory.

 Keep track of the material delivered to workers using the Mod.012 format.
 Collaborate with the Infrastructure Manager in editing the maintenance instructions that are
decided to be carried out.
 Submit maintenance service invoices to the Infrastructure Manager for validation.

6. procedure

6.1 Control of infrastructure elements

6.1.1 Identification of elements

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The Logistics Manager determines which elements of the infrastructure are to receive code. The
general criterion is to codify those elements that, due to their abundance or need for
individualized control, require a unique code that distinguishes them. This code is indicated in
the “Description” field of the list containing the infrastructure inventory.
The coding method is determined by the Logistics Manager. Coded elements carry the code
physically on the element, either by engraving, a screwed plate, or lettering.
The Infrastructure Manager is responsible for coding the elements indicated by the Logistics
Manager, as well as maintaining the visibility of the codes (cleaning, repair, restitution activities).

6.1.2 Infrastructure inventory

The Department of Administration maintains the Infrastructure Inventory continuously updated.

This inventory is a digital document located on the server. The information provided for each
item is as follows:

 Consecutively numbered (in order of acquisition).

 Brief description (this field indicates the item code, if any).
 Family to which he belongs.
 Supplier that supplied the item.
 Purchase date.
 Purchase price.
 Date of discharge or sale.

6.2 Preventive maintenance of infrastructure

6.2.1 Definition of maintenance and self-maintenance

The Logistics Manager, in collaboration with the Infrastructure Manager, decides which
infrastructure elements must receive periodic maintenance and defines the maintenance and self-
maintenance operations in a Maintenance Sheet indicating:

6.2.2 Maintenance sheet

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According to the criteria of the Infrastructure Manager, instructions are issued for the execution of
the activities indicated in each file. This must determine the content and form of the instructions.
To this end, it has the support of the Administration Department staff for its editing. The original
instructions bear the scanned signature of the Infrastructure Manager and are kept on the
company server.

To ensure the completion of maintenance activities for this type of elements, the Maintenance
Sheet is used to create specific documentary formats indicating:

 Element code or unique designation.

 Item description.
 Maintenance operations to be performed.
 Frequency of each operation, whether temporary, by working hours, by kilometers…
 Date, number of hours, kilometers or other data indicating when the maintenance in question must
be performed again.

Each item that requires this type of discontinuous maintenance, in all or some of the maintenance
activities, has its own specific format that is in the file for that item. The Infrastructure Manager
must control these records to ensure that maintenance is carried out.

6.2.3 Preventive maintenance

To carry out preventive maintenance activities, whether indicated in the weekly plans or in the
specific plans (in the case of operations based on the level of use), the Infrastructure Manager
designates and communicates in advance the need to carry out a maintenance operation to the
operators under his/her charge. To do this, it provides all the information and support that is
necessary.

Preventive maintenance operations carried out are recorded in the weekly plans or in the specific
plans by signing where appropriate and noting the information required by the form.

6.2.4 Corrective maintenance and other interventions

Corrective maintenance activities take place when an infrastructure element has its functionality
affected. In these cases, an external company is hired to repair the element. The Infrastructure
Manager acts as the company's interlocutor and controls the work carried out by recording its
completion in a single register for each element.

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7 RECORDS/ANNEXES
 SSO-PR-04-1 Registration of safety or emergency equipment.
 SSO-PR-04-2 Verification of the status of Personal Protective Equipment
 SSO-PR-04-3- PPE Delivery Record - Intern Staff
 Annex 1 Personal protective equipment booklet.

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