In the realm of factory operations, the importance of Standard Operating Procedures (SOPs) cannot be overstated. These guidelines are instrumental in aiding operators to perform tasks efficiently, correctly, and consistently, thereby establishing a standard or ‘centerline’ for everyone to follow. This approach has been proven to enhance productivity and overall operational efficiency. However, one area that often lacks this systematic approach is engineering maintenance.
The Case for SOPs in Engineering Maintenance
When a new engineer or contractor steps into a factory for the first time, there’s a steep learning curve involved in understanding the machinery. This process often involves shadowing experienced engineers, which can be time-consuming. This learning period could be significantly reduced if comprehensive SOPs were in place for the tasks the new engineer is likely to encounter.
Similarly, Planned Preventive Maintenance (PPM) procedures often exist as mere checklists, lacking detailed instructions on how to perform tasks and, crucially, why they are necessary. The introduction of SOPs in these areas could streamline the process, making it more efficient and effective.
Implementing SOPs in Engineering Maintenance
In my experience, instilling this logic in a factory’s engineering maintenance team can yield significant benefits. However, it’s not enough to merely write SOPs or Standard Engineering Procedures (SEPs). It’s crucial to train engineers in their use, where to find them, and why they are used.
When I had the opportunity to work with a brand new factory, assisting them to get off the ground as quickly and effectively as possible using the vertical start-up model, I was able to implement these ideas in a structured way. Being tasked with establishing the engineering function gave me the freedom to put these principles into practice, setting the engineering maintenance team up for long-term success.
Organising Documents and Files
One common challenge in engineering teams is organising documents. To overcome this, we utilised Microsoft SharePoint’s organisational capabilities. We created an engineering homepage and linked everything the engineers would need on a day-to-day basis from this page. This became their single point of reference for all necessary documents and resources.
This included links to files for each machine, including PMs, OEM manuals, spare parts manuals, certificates, etc. Each asset had its own unique location following a logical organisational pattern based on its location in the factory.
For instance, we created separate sections for maintenance assets, leading to the production machinery library, and facilities assets, encompassing the facilities maintenance team’s assets such as waste water treatment, air handling units, refrigeration, etc. These sections were further broken down into specific areas like Packing lines east or west, with each asset listed individually.
Engineering Stores Management
The engineering stores is another critical area that requires careful planning. A poorly organised store can cause problems for the engineers on shift. For instance, should parts be listed by manufacturer or type? We adopted a balanced approach, but always encouraged the stores team to optimise and move spares when relevant. Communication was key here – any changes needed to be communicated to the entire team.
Asset Naming Procedure
To ensure consistency, we created a naming convention for assets. Each asset was named based on its location, type, and function.
Communication and Support
To facilitate communication, we created a WhatsApp group. This allowed any engineer on shift to quickly communicate with the rest of the team, get fast answers to problems, or locate a tool. It also enabled the management team to stay informed about what was happening, evenwhen they were off-site, and intervene if necessary. An escalation procedure was also put in place to handle more complex issues.
We also ensured easy access to service providers with whom we had support agreements. These were linked from the engineering homepage, ensuring that help was always just a click away.
Optimising the Maintenance Workshop
To further enhance efficiency, we equipped a workbench in the strip-down area with all necessary tools, which were displayed on shadow boards for easy access. This meant that every tool an engineer could need to perform their tasks was within arm’s reach, speeding up tasks such as stripping down process valves and eliminating the need to search for tools.
In addition, we equipped shift toolboxes with enough tools for the engineer to perform most jobs around the factory, whether it’s planned maintenance or reactive tasks.
Conclusion
In conclusion, applying the principles of SOPs to engineering maintenance can significantly improve efficiency and effectiveness. By providing clear procedures, organising documents and assets logically, facilitating communication, and ensuring easy access to tools and support, we can set up our engineering maintenance teams for long-term success.
Remember, the key to successful engineering maintenance is not just about fixing what’s broken, but preventing issues before they occur. This is where reliability-centered maintenance (RCM) comes into play, a topic we will explore in a future post.
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