CASE STUDY EXAMPLE

Work Process Flow Charts

WORK IDENTIFICATION / WORK ORDER PROCESSING

Review Notification

Asset Coordinator

• Notification complete and accurate?

• Work request needed?

If not, send back to Identifier

• SAP• EZ-notification

Enter Notification

Shift Supervisor / Designee

Hang Work ID Tag

Maintenance Coordinator/Designee

• Routine?• Capital work?• TAR?

If not Routine, give feedback to Identifier

Determine How It Will Be Worked

Asset Coordinator

Determine if it will be worked under blanket MO

Asset Coordinator

• Reference Blanket Order Policy (EBB)

• Operator Performs Maintenance

• If not, record all relevant information for quality notification input

Can Operator Perform Work?

Shift Supervisor

• Shift supervisor responsible for declaring Emergency/Urgent status

• Troubleshoot with team

• Determine if work is required

Determine Urgency

Shift Supervisor

Operator Performs Maintenance

• Operator performs Maintenance if possible

• If not, go to next step

Operator

Investigate Problem

• Gather problem information then contact supervisor

• What is the problem/opportunity?

• Where is it (asset location/identifier)?

• When does it occur (related process operation, etc.)?

• How much is it occurring (minor vibration, large rate of drip, leak, break, etc.)?

• How often (all the time, sometimes, rarely)?

Note: If it is suspected an Emergency condition, go directly to next step

Identifier

Identify Work

• Everyone is responsible to ID work (early)

• Early work ID is safer and less costly

Everyone

• Hang ID Tag as close to the problem area as possible

Notification in SAP

• Planner reviews new approved notifications in SAP.

• Assures job description is adequate.

• Create M.O. with planner group 0

Minimum 2-3 days prior to allow for detailed planning.

Planner

ROUTINE MAINTENANCE WORK PLANNING PROCESS

Field Scope Job

• Planner visits work site to assemble information for plan. Materials, tools, equipment, and craft resources needed

• Supervisors/Job Reps may also be asked to review job

• Safety requirements must be observed

Planner/Supervisor

• Planner works with Supervisor to determine job note need

• The Planner contacts the Unit Maintenance Engineer to create job note if needed.

Job Note Request

Planner/Supervisor/UME

• Search SAP database to find existing job template if available. Plan as new if not available

• The Planner copies the template into the new maintenance order

• The maintenance order can be updated with additional details, job steps, etc.

• Update status to planner group 1

Plan The Job

Planner

• The Planner enters detailed tasks into SAP with correct work centers

• Work centers are used in SAP to determine what crafts will work each task

• Multiple tasks are entered for operators as well as crafts

Craft Assignments Entered Into SAP

Planner

Determine Who Will Perform Job

Planner/Supervisor

• Non-core work is tasked to contractor

• The Planner and Supervisor determine if contractors will be needed to perform the work

• The Planner enters stock and non-stock materials into the plan

• Procurement Coordinators are asked to help procure materials when needed

• Planner will use the VAM (Vendor Agreement Management) tool when buying non-stock items

Materials, Tools, Equipment Into SAP

Planner Planner

• The Planner will determine if the work is budgeted before releasing the order for work.

• If the work is Not in the budget, a variance will need to be created and approved.

• Release material requisitions.

Event Based Budget Review

QA/QC Requirements Identified

• Unit inspectors are notified when work will be performed

• The Planner will include steps for inspection and quality control in the estimate

Planner/Unit Inspector

• The Planner will initiate permits for all tasks on the order that require one

• The Planner will contact the correct Maint. Supv. / Job Rep. to begin the risk assessment

• Appropriate level of risk assessment and permit creation occurs

Detailed Job PackageAssembled

Planner

• Minimum Job Plan Requirements

- Complete SAP printed M.O. - Primary & secondary crafts - Labor estimates - Description of job steps - Status of materials & locations - QA/QC requirements - Repair specifications - Location of work• Maintain ready to schedule file• Update status to planner group 2

Permit is Initiated

Planner/Maint.Supv/Job Rep

ROUTINE MAINTENANCE WORK - DAILY SCHEDULING PROCESS

Update CurrentDay’s Schedule

• Planner reviews current day schedule with completed work and work that will carry over to the next day

• Updates are made in the current tools

Planner

Preparation for UnitDaily Scheduling Meeting

• Scheduler, Maintenance Supervisor, and Planner provide the Asset Coord. with MO status information in preparation for the Unit Daily Scheduling Meeting

Scheduler

• Mandatory attendees: Asset Coordinator (Team Leader), Maintenance Supervisor, Planner, Maintenance Coordinator, Operations Supervisor

• Attendees as appropriate: Unit Engineer, Inspections, Capital Project Reps, Job Rep’s etc.

Conduct Unit DailyScheduling Meeting

Planner,Supervisor,Asset Coordinator

Address Resource Issues

Planner

• Planner contacts Maintenance Supervisor to support manpower requirements

• Planner contacts scheduler to make necessary changes. For break-in-work, EBB and financial controls requirements, resource availability (materials, manpower, and rentals), this must be fulfilled prior to adding jobs to the daily schedule

• Scheduler reruns schedule for deviations (additions / deletions)

Address ScheduleDeviations

Scheduler

• Scheduler runs final schedule for approved work

• The Planner updates the backlog per final resource decision

Run Final ScheduleAnd Update Backlog

Scheduler,Planner

• Scheduler sends email notice of schedule availability to site teams

Notification of ScheduleAvailability

Scheduler

• Operations and Maintenance Supv./Job Rep. verify permit readiness by reviewing risk assessment, initiated ATW and associated permits

Permit Creation

Operations / Maint,Supervisor / Job Rep.

Ready to Work Backlog

• Planner sends a copy of the RTW backlog to the unit team members

Planner

WEEKLY WORK SCHEDULING PROCESS

Finalize Schedule

• Scheduler makes changes to schedule resulting from the weekly meeting

• Scheduler makes schedule available on the website no later than Thursday at 4:00 pm

Weekly Scheduling Meeting

• Select jobs for weekly schedule that meet the unit requirements for safe optimal operation

• Considerations for selection: LOTO Priority

Equip. Availability Carry over work Critical trips & alarms PM’s Budget Backlog Updated RIME priorities

• Planner codes scheduled Maint. Orders in SAP by 2:30 pm

Planner, Maint. Supv, Main.t Coord,Shift Supv, Asset Coord.

• Scheduler downloads coded Maint. Orders from SAP into P3e draft schedule

• Scheduler incorporates TAR, Tank TAR, infrastructure, and capital projects schedules into the P3e draft schedule

Scheduler Creates Schedule

Scheduler

Site Wide SchedulingMeeting

Planning Scheduling Supt./Asset Coords, TAR and Routine Planning & Scheduling Leads, Shift Director, Schedulers

• Planning Superintendent facilitates a high level review to gain consensus on what will be worked on at a high level

• Attendees commit to schedules

Scheduler

Resource Validation& Update

• Scheduler levels resources noting any conflicts because of resource or CoW issues• Scheduler contacts unit planner where resource restrictions are found• Planner contacts asset coordinator for review• Asset Coordinator prepares to discuss issues around resource allocation

Scheduler, Planner,Asset Coordinator

ROUTINE MAINTENANCE WORK EXECUTION AND ACCEPTANCE PROCESS

• Operator, contractor crew rep and job rep (contractor work) sign the ATW

• Work Crew Rep or job rep (contractor work) or responsible operator review the Permit Pack and conducts pre-job safety review with everyone in the work crew.

• Work Crew Declaration signed by all• New work crew member needs the pre-

job safety review prior to work and needs to sign the ATW

• Operator and contractor crew representative walk the job on continuation work each shift to revalidate permits

Job Start-up (con’t)

Operator / Craftsman / Job Rep.

Job Completion

Craftsman / Operator

• Job site clean-up by maintenance

• Test equipment if possible

• Operator and craftsmen walk the completed job

• All personnel entering unit must sign in at the control room

• Operator, craftsmen and Job Rep. walk the job on new jobs, verifying that isolation, LOTO, etc have been completed

• Verify equipment is energy-free

Job Start-up

Operator / Craftsman / Job Rep

• Work is performed by craftsmen/contractors within bounds of work scope and permits

• If job scope increases, permit is revoked and JCO process is initiated. New permit process needs to be initiated

• Maintenance Supervisor/ Job Rep follow up in the field.

• QA/QC work included as part of the job

Job Execution

Craftsmen / Maint. Supv. / Job Rep.

• Isolation controls can now be removed.

• Operator and craftsman sign off on ATW and QA/QC (if applicable)

• Craftsman and Operator sign off on the MO

Job Completion (con’t)

Craftsman / Operator

• Equipment is prepared by Operations for return to service

• If more work is required, a new notification is created

• Craftsman removes Work ID tag if equipment tests satisfactorily (Future state)

Post-Job Completion

Craftsman / Operator

• Craftsmen update Maint. Supervisor / Job Rep. on job

• Work history documented on the MO sign off sheet. (To be used for work Documentation and Analysis process)

• Work package given to Maint. Supv. / Job Rep.

• Asset Coordinator informs shift operations that equipment has been returned to service

Post-Job Completion (con’t)

Craftsman / Maint. Supv. / Job Rep. /Asset Coordinator

Day before the job starts

Operator / Maint. Coord.

• Operator verifies that the area is clean and ready for maintenance

• Maintenance coordinator communicates with nearby units as needed

• Maintenance coordinator verifies that critical jobs are ready to be worked

• Night Operations finalizes equipment preparation for maintenance

Start of the Day

• Maint. Supv. or Job Rep. reviews job package for completeness

• Maint. Supv. / Job Rep holds maintenance safety meeting/contractor lineup

• Ops. Shift Supv holds operations pre-shift meeting

• Ops Shift Supv approves any hot work or confined space entry permits

Maint. Supv. / Job Rep. / Ops. Supv

Received from the PlanningAnd Scheduling Process

• Job Packages• Daily Schedules• Hazard Assessment

(training in progress)