What is Preventive Maintenance?

Preventive maintenance is defined as the process of conducting regular, routine maintenance on assets to increase productivity by decreasing the chances of unscheduled downtime. The first step toward maintenance management is when a business finally decides to implement CMMS software.

An effective preventive maintenance program requires careful planning and scheduling of maintenance on assets before failures and breakdowns. Also, keeping track of data of past inspections and maintenance reports.

  • Reduced probability of failure
  • Increased productivity
  • Reduced costs

The goal of preventive maintenance is to ensure no unplanned downtime by performing maintenance while the equipment is still in working condition.

According to wikipedia, "Preventive maintenance (PM) is a routine for periodically inspecting with the goal of noticing small problems and fixing them before major ones develop. Ideally, nothing breaks down."

How Can I Get Started with Preventive Maintenance?

While the decision to finally implement a preventive maintenance  is the first step towards managing maintenance better, the next and most crucial step is implementing PM most effectively.

A survey involving 5,000 companies showed that majority of them were not satisfied with the effectiveness of their preventive maintenance program in 2004. It is crucial to remember that effectiveness most optimally occurs when 80% or more maintenance activities can be planned and scheduled at least a week in advance.

A Computerized Maintenance Management System (CMMS) has made this easier by allowing for preventive maintenance to be scheduled by the click on mouse.

Some important steps to do while ensuring the effectiveness of a PM program are:

  • Assemble existing information
  • Compile equipment history
  • Determine PM requirements such as inspections, routine check-ups and such
  • Prioritize critical equipment
  • Create a task description sheet
  • Set up a frequency to perform a PM

The above steps were previously recorded on paper or spreadsheets that made it hard to keep track of them and therefore even an attempt at a preventive maintenance program lead to failure.

With the increase in use of CMMS Software and new technology all of the above information and steps can be stored in one location and accessed anytime, anywhere.

Now, providers design systems that are user-friendly and configurable to meet the needs of their widening customer base, some of which can be explored on directories like CapterraSoftware AdviceTechradar  and  Predictive analytics.

preventive maintenance savings over reactive maintenance

What are the Signs of an Effective Preventive Maintenance Program?

It is essential to ensure that all plant and facility equipment is covered by a cost-effective overall preventive maintenance program.

“An effective preventive maintenance program will reduce the amount of unplanned work to less than 80% of the total man-power expanded for all equipment maintenance activities.”

The effectiveness of a maintenance  program depends not only the planning but also the execution of the plan. Subsequent sections will cover the roadblocks in an effective preventive maintenance program.

From equipment and inventory management to work order management, setting up a preventive maintenance can be tough. Learn preventive maintenance best practices to follow to optimally utilize PM.

Preventive Maintenance Pie Chart : Types of maintenance programs used in top facilities

What are the Key Performance Indicators for Preventive Maintenance?

  • Productivity
    More specifically, this refers to emergency man-hours. An effective Preventive Maintenance Schedule should see a significant drop (almost negligible) in emergency hours put and therefore an increase in overall productivity.
  • Equipment downtime
    The total breakdown downtime for an equipment, a plant or even an entire facility indicates the level of effectiveness of a PM program.
  • Equipment costs
    The cost of repairs includes the cost of labor, materials, extra labor hours as well as any direct or indirect maintenance cost. This plays a major role in indicating improvements after implementing a PM program.
  • Preventive maintenance efficiency
    This would go over the amount of work orders generated from a preventive maintenance program. These should see a rise when a preventive maintenance program is installed since it would highlight whether the developing equipment problems are being identified more proactively.

What are the Roadblocks to an Effective Preventive Maintenance Program?

Implementing a preventive maintenance plan can involve several roadblocks, ranging from having an overly inclusive inventory list to not having the right CMMS software features. Some of the roadblocks include but are not limited to:

  • Not setting goals
    It is essential to go beyond the basic ROI goals and set specific goals for a PM program depending on the company size and structure. Maintenance goals allow for a business to work towards a more specific target that ultimately helps achieve the broader goal of ROI.
  • Inadequate Training
    On-boarding plays a huge role in ensuring the most optimal use of a Preventive Maintenance program. Failure to consistently and appropriately utilize the PM program will render it fruitless and therefore can be barrier in maintenance management.
  • Not documenting equipment and assets
    One of the most important steps to a preventive maintenance program is to inventory all existing equipment and assets. This should also include details on the kind of PM required for each equipment/asset.

What Does an Average Preventive Maintenance Work Order Workflow Look Like?

Preventive Maintenance helps in preventing any asset failure before they occur and help in:

  • Reducing unplanned downtime due to asset failure.
  • Better margins and profits due to less downtime
  • Prolonged life of the assets and less unnecessary maintenance and inspections
  • Less injury risk and increased safety
  • Fewer interruptions to vital operations as timely, routine repairs ensures fewer large-scale repair

Increased safety also ensures that organizations are in compliance with the rigorous OSHA  standards.

An effective preventive maintenance program, if implemented properly, will help with a boost in profit margins as assets last longer, use less time and energy for repairs, and fewer interruption to your processes.

 Preventive management can be quite complicated, especially for companies with a lot of assets. For this reason, many companies rely on preventive maintenance software to help organize and carry out all their preventive maintenance needs.

An Average Preventive Maintenance Work Order Workflow

In a lot of ways, Preventive Maintenance work order are set up the same way as on-demand work orders. You can associate multiple predictive maintenance schedules for individual pieces of equipment, create work order templates and share them across facilities, set a clear task checklist, include standardized procedures, job hazard lists, and lock-out procedures. Once you the Preventive Maintenance work order is set up, you can easily view, manage and schedule everything from the Calendar Dashboard.

You have easy Use Hippo's CMMS  to associate multiple predictive maintenance schedules for individual pieces of equipment, create work order templates that can be shared across facilities, set a clear task checklist, standardized procedures, job hazard lists, and lock out procedures on work orders as needed. Once it's all set up, you can easily view, manage and schedule everything directly from the Hippo Calendar Dashboard.

Preventive Maintenance work order are triggered either by date or meter. So, you can have a PMs on a pump that come up every month or after a specific number of cycles. You're in control. Once the Preventive Maintenance work order is triggered, email notifications are automatically send out to the assigned technicians. Nothing gets missed and everyone is prepared.

Your Preventive Maintenance  program isn't set in stone; it evolves as your assets age and the software collects and leverages more data. Updating your Preventive Maintenance work order and adjusting your schedule is simple and straightforward.

What are the Types of Preventive Maintenance Tasks?

PM tasks vary upon the need of the users. Below are the three major types of PM tasks:

  • Mandatory or Non-Mandatory
  • Pyramiding or Non-Pyramiding
  • Inspections or Task Oriented:

Mandatory PMs are ones that must be performed at all costs when they are due. They may involve OSHA, safety, EPA, and license inspections, among others.

Non-mandatory PMs are inspections or service PMs that can be postponed for a short time period or even eliminated for the present cycle without resulting in immediate failure or performance penalty. Each PM task should be designated in one of these categories.

Pyramiding PMs are generated each time they come due. When there is already a PM due and the next one comes due, the first one should be canceled, with a note written in the equipment history that the PM was skipped. The new PM should have a due date from the canceled PM written in, so that it is understood how overdue the task is.

Some companies, however, choose to make their PMs floating or non-pyramiding. They follow the same scenario as described above, except there is no notification that the PM was missed. The previously uncompleted PM is thrown away and the new one (without any carry over information) is issued and placed on the schedule.

Inspections will involve only filling out a check sheet and then writing work orders to cover any problems discovered during the inspection.

Task-oriented PMs allow the individual performing the PM to take time to make minor repairs or adjustments, eliminating the need to write some of the work orders when turning in the inspection sheet.


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