J-1501000-12 Planned Maintenance Guide.docx

Planned Maintenance Guide (PMG) Camp Blaz, Guam

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MCBCB Planned Maintenance Guide Version 1 June 2023

Foreword

The goal of this initiative is to coordinate, document and implement more consistent maintenance processes and lower the cost of ownership over an asset's life cycle.

The PM Guide is intended to be both a resource and an education tool used in conjunction with Business Performance Management System (BPMS) processes. Accordingly, it is an enabling document for consistent PM practices across the NAVFAC enterprise regardless of the service provider.

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Table of Contents

Contents

Table of Figures

Table of Tables

Overview/Summary Planned Maintenance (PM) is a grouped series of tasks planned to occur at some frequency. The use of the term Planned Maintenance is meant to include historical terms of preventive or periodic maintenance, and it will eventually include events like predictive or condition-based maintenance. This guide will use the term “planned” to communicate the important shift in thinking about maintenance and current practices.

Maintenance activities are either planned or unplanned (corrective), it has been clearly shown that planned maintenance is more cost effective to perform. An effective facility asset/equipment planned maintenance program should result in less overall impact to the users/tenants and their missions. The focus of this guide is to help in the efficient planning, scheduling and execution of planned maintenance.

PM can be for several different purposes to include:

Regular Periodic Maintenance to both Dynamic (pumps, switchgear, chillers, etc.) or non-dynamic (building enclosure, roofs, painting) Life Safety/Code Required Inspections and/or Certification Periodic Condition Assessment Zone inspections Event Driven Maintenance (operating hours, season events, etc.)

The key point of a well-defined PM is the task/scope is defined and the activity is planned/scheduled to occur. The intent is to complete the work in the most cost effective/efficient way while minimizing disruption to the tenant/customer. Efficiency and cost savings will be gained by better planning, material management, and scheduling enabling the mechanic to complete the assigned tasks in less time. The PM program should also provide tactical value by improving the predictability of work scheduling and supporting more efficient work execution. Through continual improvements in the planning, scheduling, and reviewing of the feedback from mechanics, the iterative changes to a PM program will result in improved management of work and lower cost of operations.

The Planned Maintenance goal is to support improved organization and optimized management of maintenance performed on equipment and/or facilities in order to maintain an acceptable operating condition over its life span. PM is performed throughout the life of a piece of equipment or facility asset in order to maintain (or exceed) the expected service life of an asset. PM adheres to a planned schedule and is thus the opposite of unscheduled maintenance (or corrective maintenance), which is provided after a failure or degradation in performance.

Objectives The purpose of this Planned Maintenance Guide (PMG) is to provide a document that serves as a consistent NAVFAC compliant reference for basic information, data definition, and procedural guides for Marine Corps Base Camp Blaz (MCBCB).

Highest prioritization should be given to those assets that, if disabled, would interfere with essential operations, endanger life and/or property, or involve high cost or long lead time for replacement. This guide facilitates this prioritization of our planned maintenance work.

The goal of the PM program is to perform the optimum level of scheduled maintenance on equipment, such that an effective balance between planned and unplanned maintenance is reached in order to maximize the life, reliability, and performance of the asset. This will allow for the lowest Total Ownership Cost, which supports the goal of long-term operation.

The Planned Maintenance Guide (PMG) should be used in conjunction with the Maximo® User Guide (MUG). The focus of the PMG is the planning of maintenance, and when relevant explains how the task/process is managed in Maximo. The PMG will refer the User to the MUG for more detailed information on Maximo. Because of the crossover interest with the MUG, the PMG has included as appendices full sections of the MUG on Assets and PM, for easier reference. By minimization of content repetition between the MUG and PMG, it will allow both documents to be updated efficiently when changes are required.

The Planned Maintenance Guide (PMG) should be used in conjunction with the Maximo® User Guide (MUG). The focus of the PMG is the planning of maintenance, and when relevant explains how the task/process is managed in Maximo. The PMG will refer the User to the MUG for more detailed information on Maximo. Because of the crossover interest with the MUG, the PMG has included as appendices full sections of the MUG on Assets and PM, for easier reference. By minimization of content repetition between the MUG and PMG, it will allow both documents to be updated efficiently when changes are required.

Relationship between PMG and Performance Work Statement (PWS) The PWS requires the contracted Service Provider to provide accurate information on work performed, inventory changes, and other items as specified in the contract (i.e. condition). The information provided by the contractor must be promptly reviewed and loaded into Maximo to ensure an accurate, current, and comprehensive maintenance log is maintained.

The Planned Maintenance Guide (PMG) incorporates Business Process Management System (BPMS) processes and is considered NAVFAC best practice. Accordingly, it serves as a standard for review and approval of the Service Provider’s annual PM Program and PM Job Plan submittals required by the PWS.

The guide supports multiple current BPMSs referred to in the PWS, including:

Reference A – BPMS B-15.2 “Preventive Maintenance” which provides policy for the Planned Maintenance program.

Reference B – BPMS B-15.39 “Optimize PM Scheduling” which provides policy for optimizing PM scheduling using routes.

Asset Inventory and Maintenance Introduction This Chapter addresses the collection and recording of asset information, information consistency and proper asset record maintenance to keep the asset database up to date and accurate. Service Providers shall use the Asset Module of Maximo to track physical assets, define relationships between the assets and their associated facilities or structures, and manage assets throughout their life cycle.

Sections of this Chapter will refer to the Maximo Asset Module, discussed in more detail in the Maximo Users Guide (MUG). Figures in the following sections are included as illustrative examples, showing how a typical PWD manages their inventory; however, standards may change from time to time, consult with the Consult with the Contracting Officer’s Representative (COR) and/or the Performance Assessment Representative (PAR) for MCBCB current standards.

Asset Life Cycle in PM When assets maintained under the PM program are brought into service, they should be identified, assigned an asset number, and recorded in the Maximo Asset Module. Funded Maintenance assets should be maintained under the PM program. Non-funded maintenance assets are still recorded in the inventory and a record is maintained throughout the asset life. When an asset is replaced or demolished, its record should be deactivated. NAVFAC’s asset inventory and maintenance processes should be followed whether the maintenance is provided by an in-house workforce or contract. Contracts that perform PM work should primarily use Maximo data, specifically the asset number, to populate Section J of the contract as appropriate.

Asset On-Boarding Process When an asset is placed into service, they should be identified and assigned an asset number in Maximo. That record number corresponds to a labeled asset in the field when they come into the facility inventory. The labeled asset should receive a permanent plate with a bar code or QR code for recordation. An example of Assets that should be inventoried and included in the PM program is provided in Appendix C, Sample Asset Tag List. For demonstration, a subset of the list is shown in Table 4-1 “Sample Tagging List” with explanation of recommended and optional tagging requirements below:

Assets listed with a “Y” in the “Required to Tag” column are recommended for tagging and made part of the PM program.

Assets that are blank in the “Required to Tag” are recommended for optional tagging and placed in the PM program Occasionally new asset types will be identified that are not on the list (e.g. new technology). The local PWD in conjunction with their FEC Core should make a determination as to whether these assets are part of the facility (not personal property) and should be tagged and added to the PM program.

The local PWD may have requirements to PM items of personal property that are not part of the facility. These items may be tagged and PM’d if required by the PWS.

HVAC EQUIPMENT

ASSET DESCRIPTION

REQUIRED

TO TAG (Y/N)

COMMENTS

EXPANSION TANK

FURNACE, COMBINATION SYSTEM,

GAS‐FIRED

Y

CHILLER, CENTRIFUGAL, WATER

COOLED

Y

CHILLER, RECIPROCATING, WATER

COOLED

Y

SPLIT DUCTLESS SYSTEM, OUTDOOR

UNIT

Y

SPLIT SYSTEM HEAT PUMP, OUTDOOR

UNIT

Y

AIR FILTER

ONLY TAG IF NOT ASSOCIATED WITH AHU OR

OTHER EQUIPMENT

AIR FILTER, ACTIVATED CHARCOAL

ONLY TAG IF NOT ASSOCIATED WITH AHU OR

OTHER EQUIPMENT

AIR FILTER, CHEMICAL MEDIA FILTRATION

ONLY TAG IF NOT ASSOCIATED WITH AHU OR OTHER EQUIPMENT

AIR FILTER, HEPA

ONLY TAG IF NOT ASSOCIATED WITH AHU OR OTHER EQUIPMENT

COIL

Table 41 “Sample Tagging List” Asset Record Information Asset Inventory The Asset Module is discussed in detail in the Maximo User Guide (MUG). The Asset Module section provides field definitions, and a basic guide to create or update asset information. The following highlights PM program considerations and recommendations.

Asset Naming Convention Across the NAVFAC enterprise, one of the areas that has been found to be problematic within the existing asset inventory is the naming of assets. Similar assets often have different names within a PWD. This complicates the ability to search and find asset records. Consult with the COR and/or the PAR for the asset naming convention at MCBCB. Table 4-2 “Sample Naming Convention”, below shows one method of determining an appropriate and consistent name for each item of equipment in the inventory. The asset description field begins with the asset description found in Appendix D, Sample Asset Naming Convention Table. Additional description information may be added as needed.

HVAC EQUIPMENT

SYSTEM

HOT WATER

STEAM

BOILER, HOT WATER, GAS/OIL

FIRED

IRON HT WTR GAS/OIL

IRON, STEAM GAS/OIL

HOT WATER GAS

IRON, STEAM, GAS

IRON, HT WTR, OIL

IRON, STEAM, OIL

FUEL

FEEDWATER TANK

FURNACE, COMBINATION

SYSTEM, OIL FIRED

CHILLER, ABSORPTION, WATER

COOLED

SYSTEMS

D3030145 – CHILLER, GAS

ABSO, WTR COOLED

Table 42 “Sample Naming Convention” Asset Numbering Asset numbering should be consistent across the FEC. Until a NAVFAC-wide standard number convention is established, each FEC develops its own asset numbering standard. Consult with the COR and/or the PAR for the current asset numbering standard. The following example is the standard asset numbering convention for MCBCB.

An example of a standard asset numbering convention for a D3040118-FAN COIL A/C, CAB MNT, TWO PIPE is MARCB-AF18104-DFC-001, where:

MAR = NAVFAC Marianas Region CB = MCB Camp Blaz Installation as the assigned MUIC AF = Installation MUIC site area (see Table 43 for other designated areas) 18104 = Building number DFC = Defined equipment or asset type (See Table 44 for equipment or asset type acronym. See Appendix D for a complete list of acronyms.)

001 = First unit or second or third and so forth unit This system used at NAVFAC Marianas offers an immediate way to identify the asset location and type.

Table 43 “Sample Asset Numbering Schema”

Table 44“Sample Equipment or Asset Acronyms” Spare Parts To aid the technician in preparation for asset maintenance, it is recommended that materials and spare parts such as V-belts and filters be filled out in the spare parts screen. Additional spare parts such as oil, grease, refrigerant, detectors, etc. may be filled out as deemed necessary.

Associating maintenance material information to the Job Plan will aid in the Supply Chain Management. It enables forecasting the need for parts and materials and staging them prior to the maintenance event.

Asset Record Maintenance Initial Inventory When new assets are deployed and placed into service, it is the Service Provider’s responsibility to develop the initial inventory using as-built design drawings (examples: mechanical/fire protection/plumbing equipment layout, floor plans and schedules) and eOMSI inventory in conjunction with a thorough walk-thru inspection of the facility. NAVFAC BPMSs on Red Zone (B-1.6.11) and eOMSI (B-15.33) provide additional guidance.

Inventory Updates Mechanics should verify and update the manufacturer, model number, serial number and install date that is listed on the work order when performing a PM, and during all certification activities. Any updates should be followed with the appropriate updates to Maximo.

Mechanics should verify and update the type, size, and quantity of filters and belts that are listed on the work order when performing a PM. Any updates should be followed with the appropriate updates to Maximo.

The PWS requires the Service Provider to perform these updates in Maximo in order to maintain the database current and accurate.

The Service provider’s PM program shall include adequate procedures for regular and periodic validation and update of the facility asset inventory to maintain the fidelity of the data.

Asset Loss Process Assets should be maintained while funded and until replaced or demolished. The asset record operating status should be changed to deactivated in Maximo when no longer in service.

The Service Provider is responsible for maintaining asset records, including the asset deactivation and PM stoppage from the PM program/Maximo when no longer in service.

UNIFORMAT & Prescriptive UNIFORMAT UNIFORMAT Introduction NAVFAC adopted the UNIFORMAT II ASTM standard to establish a consistent method of asset classification of assets in Maximo, it is also used in the Navy’s Infrastructure Condition Assessment Program (ICAP). NAVFAC documents, including the MUG may use the term UNIFORMAT in some places for brevity, but more accurately refer to the UNIFORMAT II ASTM standard. The NAVFAC use of UNIFORMAT provides a way to classify major components common to most buildings and tailored to account for specific needs of NAVFAC and in Maximo is stored as the Master System, System, Sub-System, and Assembly Values. See the MUG for the current NAVFAC UNIFORMAT values.

Prescriptive UNIFORMAT List NAVFAC is the Navy’s System Command (SYSCOM) for facilities sustainment. As part of this role, Public Works is working to establish and maintain guidance on the minimum frequency of asset maintenance for Navy facilities. The guidance can be used by all Navy units with maintenance responsibilities as a reference point. Because the Navy has facilities in various situations (different climate zone, facility mission, frequency of use, etc.) the frequency of maintenance may need to be increased, but there are no identified reasons to reduce it unless the facility has been approved for demolition, replacement or overhaul.

Note some components, based on their replacement cost or other factors, have been identified as “Repair Only (RO)”. Generally, these assets are not included in planned maintenance processes, as it has been determined that the lowest total cost of ownership for these components is typically to repair or replace these items upon failure, with no planned or periodic maintenance. PWS specifications for recurring maintenance may, however, require periodic planned maintenance activities such as filter changes, and ICAP inspections that supersede the Repair Only determination, and the activities shall be scheduled and managed in Maximo.

Appendix E, Prescriptive UNIFORMAT List is the currently recommended minimum PM Frequency for MCBCB, based on the asset UNIFORMAT classification.

List Overview The goal of the list is to efficiently communicate the minimum frequency of maintenance, or identification or repair of assets based on the assets UNIFORMAT classification.

Figure 41 “Prescriptive UNIFORMAT List (sample rows)” Figure 41 “Prescriptive UNIFORMAT List (sample rows)” provides the format of the list. The columns are described in general as follows:

Outline/Filters: use the MS Excel® Outline feature. By clicking on the number or a +/- button you can expand/collapse rows. The filtering will allow you to show only a specific UNIFORMAT subsystem, system, or the full master system;

UNIFORMAT: The Master System (B20), System (B2030), and Sub-System (B2030410). All assets must have all three (3) attributes.

Maximo, Classification Structure ID (CLASSSTRUCTID): Assets may be assigned a more granular classification than Sub-System. In this example the Overhead doors are distinguished by size, method, operation, or other feature. The use of this field is not required, and is often used to help in the development of more specific maintenance Job Plans. (#6). The CLASSSTRUCTID is not part of the UNIFORMAT; however, the numbering is used for easier identification.

UNIFORMAT or CLASSSTRUCTURID Description.

The Prescriptive (P) or Discretionary (D) Maintenance Frequency: For that UNIFORMAT/CLASSSTRUCTID paring. If the UNIFORMAT was identified as repair only, it would have been noted like in Figure 42 “Repair Only (RO) UNIFORMAT List Example”.

If a NAVFAC Standard Job Plan has been created, the Job Plan Number is indicated.

Figure 42 “Repair Only (RO) UNIFORMAT List Example”

Key Components of Planned Maintenance Introduction This chapter covers the key components for planned maintenance in Maximo including the:

Use of Job Plans and Standard Job Plans.

Use of Routes if deemed more efficient.

Use of Standard Frequencies in PM.

Sequencing of PMs to minimize work order generation thereby reducing complex scheduling and work assignments.

Job Plan The Job Plan application is used to create, view, modify, or delete job plans. A job plan is a template that includes a detailed description of work to be performed on an asset or location. It is a template that can be easily modified for use on multiple planned maintenance and work order records. Job Plans are an efficient way to create tasks and apply them to similar work without having to recreate them every time. A job plan typically includes procedural descriptions and length of time to complete the procedure. It also offers the functionality to list estimated labor, items, materials, services, and tools to be used on the job. Once applied to a work order, its resource estimates and tasks are copied into the work order work plan and can be modified without affecting the original job plan.

There should be an ongoing effort to streamline the use of Job Plans and their frequency of use. As a corporation, standardization is key to running efficient processes that can be supported holistically. A review of which Job Plans are used and how often they should be performed should be completed at a minimum once a year and, where practical, standardized job plans should be implemented.

Standard Job Plan Standardized Job Plans have been created in Maximo and are available but not required for use. The Job Plan numbers for these follow the asset UNIFORMAT standard. Through the duplication functionality, the standard Job Plans can be used as a template for creating the PM Job Plan for each asset. Once duplicated, an intuitive naming convention should be applied in order to create unique Job Plan Numbers. Coordinate with the COR regarding local numbering convention.

Job Plan standards:

The Standard Job Plan name shall begin with the UNIFORMAT code (8 characters). The FEC may want to add information behind this code if it is separated by a hyphen; example: “D3040114-Annual-SE” (Annual D3040114-Air Handling Unit, Rooftop at FEC SE).

The Long Description should automatically repeat the UNIFORMAT code and description. Example: D3040114 Air Handling Unit [and other additional information].

Duration should not be zero.

Status should not be blank; Standard Job Plans will always be DRAFT.

Template Type will be MAINTENANCE.

Organization will be NAVFAC.

Site will be null for standard NAVFAC corporate Job Plans. The Job Plans with no site associated with it will be corporate wide standard jobs plans.

Figure 51 shows how to query for Standard Job Plans.

Figure 51 “Finding Standard Job Plans” Job plans Content and scope A PM Job Plan consists of many different aspects, all of which should be taken into consideration during the creation process. The following are a few functional parameters that should be addressed outside of the required fields:

· Job Plan Duration – This field defines how long the technician is given to perform the PM as part of an overall schedule. This is not the time it takes to complete the tasks, but rather a timeframe for the technician to meet metric standards (An Annual PM production has 2 months duration from the PM Target Start date to complete the Work Order). As part of the Maximo PM Work Order generation process the Target Finish date will be generated and applied to the PM Work Order.

· Classification – The use of classification offers users and administrators the ability to easily find and consolidate Job Plans based upon the types of PMs that are being applied. These values are based upon the Sub System structure used within the Assets Application.

· Occurrence – This has a direct correlation with the frequency of the PMs on which the Job Plan is applied (i.e. Annual, Semi Annual, Quarterly, Monthly, Weekly, Daily). This data point also aids users in finding and consolidating Job Plans and works in conjunction with the Classification field.

Labor Estimates Labor estimates are driven from the Job Plan and are recorded on the Labor sub tab. These are line item entries that should record the Craft Resource, Quantity of those Resources, and how much time each one of those resources needs to complete the Job Plan Tasks. These values are pushed to the Work Order during PM generation, providing labor estimates to each work order.

Applying Routes Routes are Maximo records that allow users to group assets together based upon similar characteristics (i.e. Condensing Unit, Emergency Exit Lights) or general location (all assets requiring an electrician in Building 123). Routes can be applied to PMs to facilitate one of three outcomes on a work order during generation: Work Order Parent/Child Relationships, a single Work Order with Multiple Assets or Work Order Tasks. Although Maximo supports all three options, users should use either the Parent/Child or Multiple Assets options.

The use of Parent/Child generation produces a Parent Work Order that governs all Child Work Orders that were generated from the Route. This offers granularity when it comes to seeing work execution as each asset can be managed independently. Users must be aware of how Route records are constructed, since Maximo’s basic functionality will change the status of all Child Work Orders to the Parent’s status, such as “Complete”. As a good rule of thumb, the requirements generated from the route should not exceed the man hours for one technician’s work week.

Multi Asset Routes offer users the benefit of listing more than one asset on a work order. The benefit of this option is that only one work order is managed for multiple assets. The downside is not being able to record how much time was applied to each asset. The same rule of thumb applies here for now, which is to keep requirements to one week’s worth of work.

Standard Frequencies PMs with a standalone Job Plan (not sequenced) should follow the recommended Frequencies and Frequency Units per Table 51 “Standard Frequencies” below. If sequenced Job Plans are utilized on a PM, the Job Plan with the most occurrences should be the base for frequency. An example would be a PM with both quarterly and annual requirements; the base of frequency (primary interval) will be quarterly, or every 3 months.

Table 51 “Standard Frequencies” Please refer to Appendix E: Prescriptive UNIFORMAT List for the list of recommended PM frequencies.

The Prescriptive UNIFORMAT List published in the 2014 PM Guide by LANT is the predecessor to Appendix E: Prescriptive UNIFORMAT List, with only minor updates. The CPMWG is currently working to revise the guide, and better integrate it with Maximo to allow improved analytic and management tools.

Sequencing Whenever appropriate, the sequencing of PM Job Plans should be employed. This involves associating multiple Job Plans (i.e. Annual and Quarterly) to a single PM.

To create a proper sequence, each Job Plan should be assigned to a specific position in a sequence for PM Work Order Generation. The sequence is based on the frequency of the PM. For the example of having a PM with an Annual and Quarterly requirement, the frequency will be 3 months. This means that each 3-month period is 1 sequence. To insert a new Job Plan into the sequence every 12 months (the Annual PM), a Job Plan must be inserted into every 4th sequence. In other words, sequence 4 is the 4th three-month time period.

In the Job Plan Sequence section of a PM record, it is not required that each number of the PM Work Order generation sequence be entered. It is only necessary to enter the sequential position of the primary interval, and to enter the sequential position of any secondary intervals. For example, if a different Job Plan needs to run on every 4th time that this PM generates Work Orders, then 1 is the primary interval (runs every time the PM Work Order is generated, see Figure 52 “Job Plan Sequence” – Quarterly Job Plan. Thus, 4 is a secondary interval that runs every 4th time the PM Work Order is generated, see Figure 52 “Job Plan Sequence” – Annual Job Plan).

Example

· PM Work Orders will generate on 1/1/2017 - Job Plan "QUARTERLY"

· PM Work Orders will generate on 4/1/2017 - Job Plan "QUARTERLY"

· PM Work Orders will generate on 7/1/2017 - Job Plan "QUARTERLY"

· PM Work Orders will generate on 10/1/2017 - Job Plan "ANNUAL" The configuration of the PM Sequence rows as shown below in Figure 52 will generate PM work orders per the schedule above.

Figure 52 “Job Plan Sequence” You can also view the projected PM work order sequence, (see Figure 53 “View Sequence”), that shows the names of the Job Plans that will get used for the Work Orders by running “Select Action | View Sequence” from Maximo; this will provide a validation of the schedule that will result from the Job Plan Sequence:

Figure 53 “View Sequence” Nested Job Plan The ANNUAL Job Plan can either be a different or an additional set of tasks. If the ANNUAL Job Plan is to be run in addition to the QUARTERLY Job Plan, you can add the QUARTERLY Job Plan onto the ANNUAL Job Plan as a task, using the Nested Job Plan field. The Sequence value in the Job Plan Sequence section of the PM will not be different. Figure 54 “Nested Job Plan” shows an example of the ANNUAL Job Plan:

Figure 54 “Nested Job Plan” PM Auto Generation To generate PM work orders, Maximo provides a manual process where the user would need to manually select an option to generate work orders, enter the number of days in advance to generate work orders and specify whether to use frequency criteria. Maximo alternatively allows the generation of work orders to be automated through a background process, eliminating or greatly reducing the need to perform the manual process. This automatic process is called PM Auto Generation.

The FEC/PWD should implement PM Auto Generation. The auto-generation of PM Work Orders is available upon a formal request through the NAVFAC Portal via an STS ticket. This procedure allows Work Orders to be generated in the background every day and the procedure will include any PM work with Estimated Next Due Dates that fall in the window of time that the FEC has requested. For example, if the FEC requests that the auto-generation procedure generates work for today plus 14 days, all PM work orders with Next Due Dates within 14 days will be created. Also, Work Orders will be generated every day. The execution agent will always have 14 days to schedule work based on the Target Start Date.

Once the FEC has the procedure enabled it can be turned on and off by enabling or disabling the Work Center assigned to the PM in the Person Group Application (“Can Gen PM?” checkbox).

The Preventive Maintenance Technician should contact the FEC Maximo lead to determine if auto-generation is active for their FEC.

Job Plans A job plan is a detailed description of work to be performed on an asset. When associated with a PM, a job plan becomes a work plan on any work order generated from that PM. It is suggested that Public Works Departments and their contractors use the NAVFAC recommended job plans, as the template for PM Job Plans in their PM programs. Standard Job Plans are utilized by and available through the Facility Engineering Commands (FECs). When an alternate job plan is needed to address maintenance requirements stemming from local and/or regional conditions, such as maintenance recommendations to mitigate premature facility failures due to a harsh marine climate, verify that all the salient work elements of the NAVFAC recommended job plan are incorporated, to ensure consistency across the NAVFAC enterprise. Please refer to Section 5.2 of this guide for more information regarding PM Job Plans.

Frequencies Next, identify and select the appropriate frequency for the associated job plan(s) (see section 5.4 Standard Frequencies). As noted earlier, the PM frequency can be time based; meter based, or both.

Time Based For time based PM work, the due date for the next generated work order can be calculated from either the target start date of the last work order generated, or calculated from the actual completion date. Determine how much time should be allowed to elapse between work orders in order to determine frequency.

Meter Based For meter based PM frequencies, the next work order can be triggered by a meter reading or meter frequency. For meter reading, the next work order is generated when the defined meter reading has been reached. This is accomplished by checking the “Generate WO Based on Meter Reading (Do Not Estimate)?” check box. If unchecked, the next work order due date is based on the average meter reading.

Seasonality and Sequences Seasonal PMs can be used to limit the period of time a work order is generated for an asset record. A record may have multiple active seasons. Also, specific days of the week that work order will be generated on can be assigned, for example – weekends can be omitted. The active dates of the season are defined by listing the starting month and day, and the ending month and day.

Sequencing of Job Plans within a PM record allows different levels of maintenance work to be conducted at different intervals from a single PM record, thereby minimizing the number of PM work order records that need to be updated and maintained (see section 5.5). Once the Job Plans are identified, determine how often each plan is used (reoccurring time interval of each Job Plan). For example, given a monthly, quarterly and annual PM, the shortest interval time is monthly, so one month is the primary interval. The monthly PM is assigned a sequence of one, for reoccurrence ever month, the quarterly is assigned a sequence of three for every three months, and the annual is assigned a sequence of 12 for every 12 months. Note: Sequenced PM strategy cannot be used when a Route with Child Work Order option is selected, however it can be used with a Multi-Asset Route.

A seasonal PM can be set up to emulate sequencing where a Route with Child Work Order option is selected. Active seasons may be created for each type and interval of job plan, to issue work orders when required, and not active when the next interval job plan activates. For example, a seasonal PM record could have monthly Job Plans for January through May, another PM record for July through November, another PM record for a semi-annual Job Plan for June, and another PM record for an annual Job Plan for December, thereby creating four distinct active seasons.

Applying Routes to PMs for a Collection of Assets A route is a group of related assets, locations or both (see section 5.3). The assets and locations are considered stops along the route. Parent/Child Routes simplify constructing hierarchies of work orders for inspections and maintenance. It is advantageous to understand the asset inventory in an area prior to creating a route for the area. Knowing the inventory details makes it easier to create a route. It is recommended to identify the types of assets, their location within the area, trades required, and funding sources before planning to use Routes.

A Parent/Child route associated with a PM record will generate work orders for that PM for the assets or locations on the route. There are a few constraints that must be considered: 1) The work order frequency MUST be identical for each asset, 2) the Craft / Work Center required should be identical for each asset, and 3) the Job Order or financial responsibility should be identical for each asset, 4) the location field on the PM Tab MUST be populated to prevent errors when generating work orders. Please refer to Section 5.3 of this guide for Route Planning.

Similar Assets on a Route – Multi-Asset, Location and CI Table Option Where route stops will consist of identical asset types, the Multi Asset choice might be preferred. One work order will be generated for all route stops, and a single job plan will be applied from the PM record when generating this work order. For a multi-asset route stop, the job plan field for each stop is not editable. This approach can be used to minimize work orders.

Additional time for subsequent route stops and travel time should be accounted for in the additional time field on the PM record. While there are multiple assets on the Route, the base amount of time recorded from the job plan to the PM record is for ONE asset only. The inclusion of extra time to the additional hour field on the route stop should not be used.

Diverse Assets on a Route – Child Work Order Option Where route stops are related by trade but will consist of different asset types, the child work order option is recommended, due to the fact that different job plans will be applied to each route stop. If the route stop job plan is left blank, the job plan from the PM record is applied to the work order for that route stop.

Each route stop may require additional time; this is placed in the additional hour’s field for the route stop. The route stop work order will reflect the calculated hours by adding the job plan labor hours and the additional hour amount multiplied by the job plan labor quantity.

Create PM Record To initiate a PM Record in Maximo, navigate to the PM Application within Maximo from the Start Center, on the pull down list from the ‘Go To’ option. The PM application consists of eight (8) tabs, each with various data fields that may need to be populated. Some of the data fields are required to save the record, others are recommended to make work orders generated from the PM executable. A listing of the eight tabs and a brief description is provided below.

List - Used to query the database using any combination of available fields.

PM - Create PM records and associate them with Assets, Locations, or Routes. Use the PM tab to create and view PM records. PM records are templates that contain job Plan, Work Order, and scheduling information for your work.

Frequency - Use the Frequency tab to specify a frequency schedule for a PM record. A PM's frequency schedule determines how often you generate Work Orders from the PM. You can create a PM schedule to generate Work Orders based on elapsed time between Work Orders, changes to asset meter readings over time, or both. You can also enter an extension date that can override an already established ‘next due date’ without interrupting the PM's established frequency schedule.

Seasonal Dates - Use the Seasonal Dates tab to specify the active days, months, or seasons of a PM. You can have multiple active seasons for a single PM. You can also specify on which days of the week you want to generate work orders for a PM. For example, you want PMs for a particular asset to generate work orders only during the summer and winter months. Enter each active season you want to define in the Active Dates table window. Also, if you do not want work orders generated on specific days, clear the check boxes for those days, and work orders that become due on those days are scheduled for next checked day instead.

Job Plan Sequence - The Job Plan Sequence tab is used to assign multiple job plans to PM records. You can set up a standard sequence for maintenance procedures (e.g., weekly, monthly, or quarterly job plans). By assigning a sequence number to each job plan, you specify which job plan MAXIMO selects when you generate a Work Order from the PM record based on the PM Counter.

PM Hierarchy-The PM Hierarchy tab is used to build PM hierarchies. A PM hierarchy is a group of PM records with parent-child" relationships. PM hierarchies generate hierarchies of scheduled Work Orders. It is useful to group Work Orders this way when you are performing inspections or working on large projects.

PM–History - The PM History tab is used to track changes to the PM Record for certain fields. The data from these fields is recorded any time the PM record is changed.

Forecast – The Forecast tab displays any current forecast for the PM record. The user can change the forecasted date for a given event on this tab.

To start a new PM Record, from the PM Application starting page, at the top of the page adjacent to the “Select Action” drop down window is a document icon with a “#” on it, this is the new PM record button. Alternatively, pressing CTRL + ALT + I on the keyboard will also generate a new PM Record. When a new record is created, its default status is ‘Draft’, and cannot be used to generate work orders until activated.

PM Tab and Data Fields Please refer to the PM – Section of the Maximo User Guide (MUG) for detailed screens shots and field definition.

Frequency Tab and Data Fields Shown below in Figure 61and Figure 62 are screenshots of the Frequency Tab with the sub- tabs of Time Based Frequency and Meter Based Frequency.

Figure 61 “Maximo Frequency / Time Tab Screen Shot”

Figure 62 “Maximo Frequency / Meter Tab Screen Shot” While not all fields are highlighted in red, the required data fields for this tab are: Frequency Frequency Units - for the Time Based sub-tab;

OR,

Meter Frequency - for the Meter Based sub-tab.

A complete listing of the Frequency Tab data fields can be found in the MUG.

Time Based Ensure the “Use Last Work Order’s Start Date to Calculate Next Due Date?” check box is checked/unchecked in Maximo, on the Frequency Tab, and enter the elapsed time in the frequency field and units of time in the frequency unit’s field. Enter a value in the estimated next due date field. This date is the first date the PM is scheduled to generate new work orders.

Meter Based For meter reading triggered work orders, ensure the “Generate Work Order Based on Meter Readings (Do Not Estimate)” check box is checked on the Frequency Tab; see Figure 62 “Maximo Frequency / Meter Tab Screen Shot”. If unchecked, the next work order due date is based on the average meter reading. Select the meter by clicking on the detail menu button (right of the meter field), and then select ‘go to meters’. Next select the appropriate meter and click the ‘return with value’ hyperlink at the top right of the screen. Then enter the appropriate frequency for the selected meter in the frequency field. For meter based frequencies, do not estimate the meter. The actual meter must be entered.

Combined Time / Meter Based For combined time / meter triggered work orders, enter a value in the frequency field. (A value may also be entered into the first start reading field). To enter multiple meter frequency criteria, select new row and repeat the process. Also, work orders can be automatically generated when the meter frequency has been entered, the defined meter interval has been reached and the two check boxes: “Generate Work Order Based on Meter Readings (Do Not Estimate)” and “Generate Work Order When Meter Frequency is Reached?” are both checked. The “Generate Work Order When Meter Frequency is Reached?” check box can only be checked if the “Generate Work Order Based on Meter Readings (Do Not Estimate)?” check box is also checked.

Seasonal Dates Tab On the Seasonal Dates tab, in the ‘Active Days’ section, select the check boxes for each day that the PM will generate work orders. Unchecked boxes will prevent work orders from being generated on those days. To assign seasonality to a Job Plan of a PM record, define the active dates of the season. Start a new row at the bottom of the ‘Active Dates’ section, enter the start month / start day and end month / end day. To enter multiple active seasons, repeat this process.

Job Plan Sequence Tab To apply sequencing to multiple Job Plans in a PM record, while on the Job Plan Sequence tab, start a new row at the bottom of the Job Plan Sequence table window (see section 5.5 Sequencing for more information). Decide on the sequence and intervals for each Job Plan. In the Job Plan field, enter a value or click on Detail Menu and select an option. Next, enter a value in the sequence field for the desired interval of that job plan. Repeat this process for each job plan in the PM record.

PM Hierarchies Tab PM records can be grouped into logical collections or Hierarchies. A PM Hierarchy is a group of PMs with ‘parent-child’ relationships. It can be used to schedule a group of work orders for equipment or location hierarchy. If any PM in the Hierarchy is due, it triggers work orders for the entire Hierarchy.

PMs within the Hierarchy can be sequenced. The sequence number is copied to the work order to indicate the order in which the PMs should be performed (similar to sequencing of stops on a route).

Additional information about PM Hierarchies: When a PM Record is duplicated that is part of a hierarchy, it duplicates the current PM record only, and the hierarchy is not duplicated. A PM Record that is part of a hierarchy cannot be deleted; records must be removed from the hierarchy before they can be deleted.

Saving and Activating a PM Record To save a PM Record, from within PM Application, at the top of the page adjacent to the “New PM” record button (document icon with a “#” on it) is a computer disc icon, this is the Save PM button. Alternatively, pressing CTRL + ALT + S on the keyboard will also save a PM Record.

To activate a PM Record, from within the PM Application, at the top of the page adjacent to the “Next PM” button (icon with a green arrow point right on it) is an icon with red, yellow and green circles, this is the “Change Status” button. Alternatively, activate from the ‘Select Action’ drop down menu at the top of the page and select “Change Status”, or by pressing CTRL + ALT + A on the keyboard.

PM WO Execution Process The Mechanic must perform the work described on the PM Work Order as the Job Plan Tasks dictate. The PM Work Order clearly describes the work required, asset information, and location.