1. PREVENTIVE MAINTENANCE
The purpose of the PM (Preventive Maintenance) program is to establish a formal, well documented, preventive maintenance system for Physical Plant. Proper utilization of this program will result in monetary savings, improved time management, improved operational organization and less equipment loss due to failure in operation. This program includes: - Proper scheduling of maintenance requirements. - Documentation for completion or inability to complete the maintenance requirement. - A quality control process that ensures the proper procedure is followed and maintenance inspections are being completed properly. - Material and parts support to ensure that maintenance requirements can be completed in the frequency assigned. - Compiles a material and equipment history. - Provides valuable information for budget planning.

2. PREVENTIVE MAINTENANCE
Benefits & Features For PM Program
Preventive maintenance, work orders, inventory, predictive maintenance, maintenance requests, tool crib management all in one package for one price!
Minimize equipment and repair costs
Maximize equipment reliability
Increase equipment efficiency, life cycles, and capacity utilization
Increase labor productivity
Lower cost of ownership
Reduce equipment downtime
Improve deployment of assets and personnel
Optimize overall maintenance efficiency

3. PREVENTIVE MAINTENANCE
Benefits & Features For PM Program
Schedule unlimited preventive maintenance tasks
and procedures with automatic reminders
Create, manage and analyze work orders
Track and analyze equipment information and history
Make maintenance requests from anywhere in
your company
Manage and track asset and parts inventory
Analyze historical maintenance issues and help
predict future events
Powerful automated system to assist in
notifying of maintenance events
Locate maintenance "hotspots" in your facility
PDA or "handheld" technology: Smart Maintenance
On-the-Go
Flexible reporting and analysis

4. PREVENTIVE MAINTENANCE
Computer Services Responsibilities:
Assist the PM coordinator as required to set up a
maintainable preventive maintenance system as part of
the “Sprocket System that will provide the base for the
PM program.  
Continued support to maintain an established database.

5. PREVENTIVE MAINTENANCE
II. PM Coordinator Responsibilities:
Work with the Physical Plant Computer Services to set up a maintainable data- base as part of the PM Program that will provide the basis for the PM program.  
Maintains a database of all preventive maintenance inspections.  
Maintains a computer based master file for all work center maintenance requirement cards.  
Make changes to the PM database as required to maintain an up to date maintenance system.  
Reschedules preventive maintenance inspections not completed whenever possible or closes them with an explanation of why they were not completed.  
Make changes to the existing or issue a new MRC after receiving adequate information on the “Request for MRC Change” form from the appropriate section head.

6. PREVENTIVE MAINTENANCE
II. PM Coordinator Responsibilities:
Issue a corrected or new maintenance requirement cards with a new issue date to section leaders only with the turn in of the existing maintenance requirement card.  
When changes to the maintenance requirement card are made, the new card will not be issued until the existing card is turned in.  
Provide each section head with a monthly report of preventive maintenance that was not completed.  
Provide a monthly schedule for assignment on inter-work center preventive maintenance verification inspections.  
Maintain a record of all maintenance requirement verifications completed by section heads and distribute a monthly report listing all unsatisfactory reports for the month. Distribute the report to PM Coordinator and section heads.

7. PREVENTIVE MAINTENANCE
III. Section Leaders Responsibilities:
Ensure that work center supervisors receive and assign preventive maintenance inspections.  
Review and approve/disapprove requests for changes or issue of new maintenance requirement cards.  
Weekly select a preventive maintenance inspection from a work center under their cognizance and personally verify with the employee who completed the inspection that it is being done properly. Document the results of the inspection on the appropriate “PM verification form” and submit it to the PM coordinator.  
Note unsatisfactory findings and take immediate action to correct any problems noted. The action taken may be finding proper materials, parts or tools, reviewing the maintenance requirement card and recommending changes or disciplinary action due to failure of the employee to complete the inspection as required. Sign the form and forward it to the PM coordinator with a recommendation for resolving the problem.

8. PREVENTIVE MAINTENANCE
III. Section Leaders Responsibilities:
Each section head will cause a list of all equipment under their cognizance to be compiled and all necessary information gathered for a maintenance requirement card to be produced for each piece of equipment.  
Incorporate the use of all available information such as the manufacturers guide, O&M manual or other technical manual to ensure the information is correct.  
In the case of new preventive maintenance requirements and maintenance requirement cards, the immediate supervisor will be assigned to do the inspection with the employee to ensure that it is a viable inspection and the information on the card is correct.  
All maintenance requirement cards will be in the same format as provided by the PM coordinator and will contain the following information in the designated section of the card. (Refer to the Sample “MRC “card ).

9. PREVENTIVE MAINTENANCE
SECTION IV: Equipment identification/required PM inspection:
System the equipment belongs to such as “Laboratory Air Service.” b. Subsystem is the actual equipment. (Air Compressor). c. Trade responsible for completing the preventive maintenance inspection and number
of personnel required. d. Equipment I.D., This consists of the building number and a tag number. e. The required cycle for the preventive maintenance inspection. Such as A=Annual,
SA=Semiannual, Q=Quarterly, M=Monthly, w=Weekly. f. Name of the preventive maintenance inspection required. “Change Air Filter.” g. Average time to complete the inspection. h. Equipment manufacturer.

10. PREVENTIVE MAINTENANCE
SECTION V: Tools Required: a. List all tools that the person doing the PM will need to    accomplish the inspection. SECTION VI: Material/parts required: a. List all material and parts required to do the preventive maintenance inspection.

11. PREVENTIVE MAINTENANCE
SECTION Vll: Procedures for accomplishing the PM inspection:
a. This provides a chronological and detailed list of the steps required and observations necessary to successfully complete the      inspection.

12. PREVENTIVE MAINTENANCE
Vlll. Work Center Supervisors’ responsibilities:
Trains work center employees to do preventive maintenance inspections as required by the PM program.  
Receives preventive maintenance work orders from the PM Program and assigns them to work center personnel to be completed during the required cycle.  
Inventories the work center maintenance requirement card file each month to ensure that the card file is complete and the cards are in good condition.  
Initiates the request for establishing a new maintenance requirement and gathers all information for the maintenance requirement card.  

13. PREVENTIVE MAINTENANCE
Vlll. Work Center Supervisors’ responsibilities:
Selects a completed preventive maintenance inspection from the work center and verifies the inspection is being done properly. This requires accompanying the employee to do the inspection from the time the preventive maintenance work order is received until the inspection is complete. Documents the results of the verification on the “PM verification form” and submits it to the section head with recommendations.  
Completes the monthly preventive maintenance requirement as assigned by the PM coordinator.

14. PREVENTIVE MAINTENANCE
lX. Employee Responsibilities:
The employee is assigned by the work center supervisor to do a preventive maintenance inspection and receive the preventive maintenance work order from the work center supervisor.  
Goes to the maintenance requirement card file in the work center and gets the maintenance requirement card and matches the card to the preventive maintenance work order.  
Gathers all tools listed in the tools section of the maintenance requirement card.  
Gathers all materials and parts required.  
Reads over the procedures listed on the card to ensure they are understood.  
Goes to the location of the equipment and completes the preventive maintenance inspection by following the steps exactly as listed on the maintenance requirement card.  

15. PREVENTIVE MAINTENANCE
lX. Employee Responsibilities:
Notifies the supervisor if the inspection cannot be completed as required and if the supervisor verifies the inspection cannot be completed as required submit an “MRC change request”. The work order is submitted as not completed to the PM coordinator for rescheduling and the maintenance requirement card is held by the supervisor until the problem is resolved and if necessary a new card issued.  
If the inspection is completed as required, complete the information on the work order and return the maintenance requirement card to the work center file.  
Maintenance requirement cards are not to be changed, written on or defaced.  

16. PREVENTIVE MAINTENANCE
Sample
REQUEST FOR MRC CHANGE
Current date __________________
Card Serial No._________________
System __________________ Subsystem _________________
Equipment I.D. __________________
Requirement _________________
Cycle __________________ Date on Card _________________
Section Requiring Change:___________________________________________.
Reason for Change Request:
Signatures:
Work Center Supervisor: ________________________
Section Head: ________________________
PM Coordinator
Approval/Disapproval: ________________________
New Card Issued/Date: ________________________
Reason for disapproval: