Planning and Scheduling in Equipment Maintenance

Planing

Planning and Scheduling in Equipment Maintenance

20 Nov. 2023
7 min read

Planning and scheduling in equipment maintenance is the process of determining what needs to be done, when, how and by whom to keep the equipment in optimal condition. Planning and scheduling can help reduce downtime, improve efficiency, increase safety and save costs. However, planning and scheduling poses many challenges in maintenance, such as

Lack of time: Maintenance staff are often busy with day-to-day work and emergencies, leaving little time for planning and scheduling.

Lack of skills: Planning and scheduling require specific skills and knowledge, such as estimating, prioritizing, coordinating, communicating and problem-solving. Not all maintenance staff have these skills or receive adequate training. Prioritizing is the ability to decide which tasks are more important or urgent than others, based on factors such as risk, impact, deadline and resource availability. Prioritizing can help maintenance staff focus on the most critical issues and avoid wasting time or resources on less relevant ones.

Lack of resources: Planning and scheduling require adequate resources, such as tools, materials, spare parts, information and personnel. These resources may not be available or accessible when needed. The resources may include components or consumables that need to be replaced or replenished during maintenance, such as filters, lubricants, batteries, etc. The resources may also include special tools that are needed for specific maintenance tasks, such as wrenches, testers, calibrators, etc. The resources may also include other items that are necessary for maintenance, such as safety equipment, permits, instructions, etc

Lack of support: Planning and scheduling require support from management and other departments, such as engineering, procurement, operations and quality. This support may not be consistent or sufficient to ensure effective planning and scheduling.

To start the planning process in maintenance, a possible approach is:

Define the scope of work: Identify the equipment that needs maintenance, the type of maintenance (preventive, corrective, predictive), the frequency of maintenance, the expected outcomes and the performance indicators.

Gather the necessary information: Collect the data and documents related to the equipment, such as manuals, drawings, specifications, history, condition, warranty, etc

Estimate the resources: Estimate the time, cost, materials, tools, spare parts and personnel required for each maintenance task. Consider the availability and suitability of the resources.

Schedule the tasks: Assign a start date and a completion date for each maintenance task. Consider the dependencies, constraints and priorities of the tasks. Use a tool such as a Gantt chart or a calendar to visualize the schedule.

Communicate the plan: Share the plan with the relevant stakeholders, such as management, maintenance staff, other departments and external contractors. Seek feedback and approval. Adjust the plan if necessary.

Planning and scheduling can be done at different levels of detail and time horizons depending on the purpose and scope of the plan. Some common levels are:

Strategic planning: This is the long-term planning that defines the vision, mission, goals and objectives of the maintenance function. It aligns with the organizational strategy and considers external factors such as market trends, customer needs and competitors. Strategic planning usually covers a period of several years.

Tactical planning: This is the medium-term planning that translates the strategic plan into specific actions and projects. It defines the policies, procedures and standards for maintenance operations. It allocates resources and assigns responsibilities for achieving the strategic goals. Tactical planning usually covers a period of several months to a year.

Operational planning: This is the short-term planning that details the day-to-day activities and tasks for maintaining the equipment. It schedules the work orders based on priority and availability of resources. It monitors and controls the execution of maintenance work. Operational planning usually covers a period of days to weeks.