Maintenance work management is the core of maintenance management. It is where all the plans and strategies become reality; it is where Maintenance and Operations meet face to face.
It is where the effectiveness of the material management function and the information management systems are tested; it is where the competence of supervisors, planners and craftsmen are demonstrated, and where the success and cost-effectiveness of a maintenance management system are determined. This is where it all comes together – where the rubber hits the road!
An effective work planning and control (WPC) processor system identifies and validates all the maintenance work to be done (both tactical and non-tactical), match it with the required resources through proper planning, schedules when it will be done, allocates the tasks to competent individuals and ensures that it is done correctly and timeously. Finally, the work details and costs are captured for reporting and analysis purposes.
When should you seek help with work planning and control?
The lack of a proper WPC process and system can cause several systemic issues such as:
No record-keeping and therefore no history of maintenance work that was done
No information about which assets incurred the most maintenance costs
Uncontrolled and escalating backlog
Duplicate tasks or work orders
Uncertainty about the status of preventive and statutory maintenance
Work being prioritised based on gut feel
No planning of work, resulting in delays while resources are mobilised and information prepared
No scheduling of work, resulting in conflicts with Operations
Overloaded or underutilised resources
Inability to forecast labour, materials and spare parts requirements.
The advantages of work planning and control
With WPC in place, unpleasant surprises are eliminated and the scene is set for a stable and predictable environment that works according to predefined rules.
Basic WPC in place gives you:
Peace of mind that preventive and statutory tasks are being done.
Accurate maintenance costing, including labour, contractors and spare parts.
A realistic account of backlog and an effective system to reduce the initial backlog, moving from reactive maintenance to proactive maintenance.
Easy identification and safe removal of duplicate tasks and work orders.
A simplified and semi-automated planning and scheduling cycle.
Advanced WPC in place gives you:
Better utilisation of the maintenance staff’s time.
Improved coordination between Operations, Maintenance and stores.
Accurate budgeting based on forecasted tactical maintenance, labour and spare parts.
Availability of spare parts and other resources when needed.
Optimal utilisation of equipment stoppages for opportunistic maintenance.
Elimination of wasteful waiting time.
Proper prioritisation of maintenance work according to predefined rules.
Pragma’s approach to work planning and control
To get a basic WPC process in place, we do a thorough analysis of your current process. As this will form the basis of an advanced WPC process, we focus on your basic work order requirements and workflow.
Reviewing the work order layout, work order types and work order statuses
Developing and implementing standard work management processes
Setting up all existing preventive maintenance tasks in the CMMS/EAMS
Running the weekly list of preventive maintenance to be done
Creating work orders for all requested work
Monitoring and controlling the execution of all work orders through backlog management and scheduled compliance reports
Accurate capturing of completed work orders into the CMMS/EAMS
Provision of a variety of reports on asset costs and performance, based on a growing database
Improved equipment uptime results from preventive maintenance.
Advanced WPC with full planning and scheduling
Work is prioritised according to importance, best practice and an industry standard algorithm
Formal planning of all non-urgent work to ensure optimal utilisation of the maintenance staff and the availability of material, tools and permits as required
Scheduling of maintenance work in conjunction with Operations for a rolling three-week window
Daily allocation of work to the most appropriate resources
Managing urgent “break-in work” on a daily basis
Three-day training workshop on the details of advanced planning and scheduling.
Maintenance management made easy with On Key
A best of breed maintenance management system is critical for the success of your WPC process.
Although we work with a multitude of reputable maintenance management systems, we find that On Key’s work management module perfectly support the smooth running of WPC processes. Here is why:
Variety of work order types
Work order progress can be monitored via user-defined work order statuses
Resources, maintenance cost and labour can be attached to work orders
Work can be allocated to trades, workshops or contractors
Work can be scheduled to weeks or events
View work orders that have been created for a specific asset over a predefined period
Tactical work can be triggered based on calendar time, meter readings or condition monitoring
Failure codes are used to support root cause analysis and focused improvement
Response times and work completion can be managed against SLAs, with associated notifications
The Work Manager app allows tradespeople to receive work orders on their personal tablets or laptops and capture work order feedback directly
A variety of SSRS reports are available to manage the work
On Key Insights allows for in-depth analysis and optimisation of the work management
Projects and success stories
Case Study | Manufacturing Glass | Nampak Glass | FI on IS Machine Maintenance Strategy
This project forms an integral part of the bigger asset management process by highlighting specific focus areas for immediate improvement.
Case Study | Local Government | Metropolitan Municipality | Work Planning and Control on SAP Mobile App
Work Planning and Control managed by the Asset Care Centre (ACC) at a local municipality plays an integral part in the execution of maintenance work orders. A mobile SAP solution was recently rolled out at the client.
Pragma website enquiry | Generator Asset Health Management
On Key Training Registration
Pragma website enquiry
Accredited training is an outcomes-based learning programme aligned to the NQF registered unit standards and qualifications and approved by the relevant SETA or QCTO.
NQF registered unit standards are in place to ensure that learning and assessments result in nationally recognised credits, and ultimately can result in the achievement of a formal qualification.
Pragma is an Accredited Training Service Provider through the merSETA and the Quality Council for Trades and Occupations (QCTO). It is also the first training organisation in South Africa to be accredited by the QCTO as a Skills Development Partner (SDP) for the Maintenance Planner Qualification. Our training materials are endorsed through SAAMA and learners can earn CPD points.
The National Qualifications Framework
National Qualifications Framework is a comprehensive system approved by the Minister for the classification, registration, publication and articulation of quality assured national qualifications.
Sub-framework means one of three coordinated qualifications sub-frameworks which make up the NQF as a single integrated system:
The Higher Education Qualifications Sub-Framework: a qualification accredited by the Council of Higher education (CHE) and offered by a provider that is registered with the Department of Higher Education and Training (DHET)
The General and Further Education and Training Sub-Framework: a qualification accredited by Umalusi and offered by a provider that is registered with the DHET or by the Head of the Provincial Department of Education.
The Occupational Qualifications Sub-Framework: a qualification accredited by the Quality Council on Trades and Occupations (QCTO) and offered by institutions that accredited by the appropriate authority and registered with DHET (as required).
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