Turnaround Management, Spare Parts Management, Maintenance Documentation Systems and Computerised Maintenance Management Systems

At the direction of the newly appointed head of maintenance, you have been tasked with development of a detailed report to inform the new manager of the current policies, processes and problems in the organisation in the four areas of Turnaround Management, Spare Parts Management, Maintenance Documentation Systems and Computerised Maintenance Management Systems. The new manager has provided the following as the key aspects that need to be covered by the report:
1. Turnaround management
(a) Analyse and describe what occurs in the organisation for the different phases of a major shutdown activity, with particular emphasis on the following:
i. A detailed description of the shutdown activity – diagrams and flow charts may be used to show the processes followed for the shutdown activity.
ii. The processes followed and software used for network analysis of a shutdown activity.
iii. The way the organisation ‘optimises the shutdown schedule’ – i.e. balances out the constraints of workload, duration, cost, resources, etc
iv. How shutdown learning’s (what the organisation has learnt) are captured and incorporated into future shutdowns.
(b) Discuss three (3) issues associated with shutdown management in the organisation that may be improved and identify the options for improvement.
2. Spare parts management
(a) Analyse the spare parts management policies and processes in the organisation, with specific emphasis on the purchasing, storage and supply of spare parts to support maintenance. Your analysis should include, but not be limited to:
i. An outline of the procurement and stores operations in the organisation.
ii. A detailed description of the inventory policy for both slow and fast moving spares.
iii. Discussion on the decision making processes associated with determining spares holdings in the organisation.
iv. Provision of a flow chart showing the decision points for spares holdings.
v. An analysis of the functionality and effectiveness of the spares holding procedures in the organisation.
vi. Identification of three (3) specific problems associated with the spare parts management in the organisation, with suggestions for improvement.
(b) Analyse the rotating spares/rotables management policies and procedures of the organisation, including:
i. A description of the rotating spares/rotables managed by the organisation?
ii. Identification of who in the organisation is responsible for managing rotating spares/rotables?
iii. Analysis of how management of rotating spares/rotables can be improved?
3. Maintenance Documentation Systems
(a) Using three (3) of the seven elements of a maintenance documentation system, explain how the organisation applies each in relation to:
i. their function
ii. the information required in order to perform each function
iii. the documents, files, reports that are used or that are generated by them.
(b) Figure 8.1 in the Study Guide showed a functional model of a documentation system. For the organisation, provide the following:
i. Describe the documentation management system.
ii. Provide / draw a functional model of the documentation management system.
iii. Explain the overall effectiveness of the system/s and whether it is a manual or electronic system – if electronic, identify the specific systems used.
iv. Analyse how the documentation management system could be improved in the organisation.
4. Computerised maintenance management systems
(a) Analyse and discuss the computer systems and software that are utilised to manage maintenance in the organisation. Your analysis should include, but not be limited to:
i. A description of the CMMS system/s.
ii. Analysis of the strengths and weaknesses of the CMMS system/s.
iii. Identification and discussion of three (3) improvements to the CMMS system/s, with consideration of what needs to be improved, why it needs to be improved and the benefit of the improvement.
Note: If the organisation does not use a CMMS system, then discuss what you see as the potential advantages and disadvantages of introducing a CMMS system into the organisation.

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