Maintenance Management System 2005

Acknowledgement

First and foremost, I would like to acknowledge God who helps me and being with
throughout my endeavour.

Then, I would like to express my deepest gratitude to the BGI company managers Mr. Gebru
Kebede and Mr. Chala Haile for their assistant and consistent help throughout my project.

Finally, I would also like to thank my advisor Mr. Desta Ashebr and Mr.Rezene Kahsay for
their guidance, constructive comments and suggestions for better preparation of my project.

List of abbreviations

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u PM = Preventive maintenance

u Pf = Break down probability

u BBT = Bright beer tank

u BGI = Brothers group international

u IBR = Individual break down replacement

u IPR = Individual preventive replacement

Abstract

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BGI is one of the most popular and famous company in Ethiopia consisting three operating
units (plants) which are located in Hawassa, kombolica, and the head office as well as
production centre in Addis. Even though the company seems to be profitable and productive,
there are some problems or bottlenecks that decrease the profitability and also maintenance
plan as well as preventive maintenance is not properly or consistently given within the
company. Therefore, the main objective of this study to increase the productivity as well as
profitability of the company by maintaining consistent maintenance plan and proper
preventive maintenance in the bottling section unit. The maintenance plan contributes to
scheduling, maintaining and controlling maintenance activities within the company.

Data was collected using direct observation, formal and informal interview with concerned
bodies, referring to some books, hand outs and some written materials in the organization,
and using some internet sources. After that the collected data was analyzed using some
methods to maintain proper maintenance plan (including work schedule and preventive
maintenance).

Finally the study result is concluded and recommended in proper means or in appropriate way
to achieve the benefit of using consistent maintenance plan and increase its profitability
rather than wasting money as well as wasting time.

Table of content

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Contents Page

Acknowledgment.......................................................................................................................1

List of abbreviation....................................................................................................................2

Abstract......................................................................................................................................3

Part-I: Internship Report6

1.1 Background of the company6

1.1.1Objectives of the company8
1.1.2 Overall organization of the company8
1.1.3 Main raw materials used in BGI-Brewery9
1.1.4 Major process in beer production11
1.1.5 Flow diagram of beer making process12
1.1.6 Section of the company that I have working ......................................................13

1.2 Work flow of bottling section14

1.2.1 social activities14
1.2.2 The management work process of the company 15
1.3 Internship experience 17
Part-II: Internship Project
Chapter-1: Introduction
1.1 Background of the Study18
1.2 Statement of the problem 18
1.3 Objectives of the study18
1.4 Significance of the Study19
1.5 Limitation of the Study19
1.6 Scope of the study19
Chapter 2: Literature Review20

2.1 Management of maintenance 20

2.1.1 Elements of effective maintenance management system 21
2.2 Maintenance departement functions and organization24
2.2.1 Maintenance prevention24
2.3 Maintenance planning26

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2.3.1 Criteria for the classification27

2.3.2 Preparing a maintenance plan29
2.4 Preventive Maintenance29
2.5 Work Schedule 30
2.5.1 General scheduling notes31
2.6 Standardization of maintenance activities 32
2.6.1 Maintenance Standards 32
Chapter-3: Methodology ……................................................................................................33

3.1Data collection33
3.1.1 Primary data collection33
3.1.2Secondary data collection33
3.2 Data analysis34
Chapter-4: Result and Discussion …………………...............................................................34

4.1Existing system34
4.2 Proposed method36
Chapter-5: Conclusion and Recommendation ………………….............................................42

5.1 Conclusion42
5.2 Recommendation43
References44

PART I: INTERNSHIP REPORT

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1.1 Background Of The Company

The St. George Brewery is the most popular company situated near the Mexico
square, Addis Abeba, and occupies an area of 20,000 sq. Meters of land. The founder of St.
George Brewery, according to some sources, is Mussie Dawit Hale who is a Belgian, other
sources say that the Brewery was owned and operated by a Germen company. In fact, the
Brewery was set up by Mussie dawit hale who lately sold it to a Germen company. The
Brewery stands right on the same site it was 80 years ago. During the time of last Emperor it
was known as marshal Smut Street. It was a fine and a fairly big building and it started off as
one of the pioneers in Ethiopia’s industrial development.

The factory started with machineries that were operated by hand and foot and work was
done by direct human labour.

Transporting of raw material to the silo, fermenting of the malt, boiling the barely, filtering
the beer, filling the bottle’s, etc. were all done manually. Basic raw materials like barely and
hops were imported from Europe. The management staff of the factory and the leading
technicians who controlled the brewery’s activities were all foreigners. During its first years
about 200 bottles (half litter size) were produced daily. Some sources say that the brewery
was closed during the five years of Italian occupation.

The company continue their work after the occupation and according to some reports there
arose problems related to ownership. Eventually, however, an Ethiopian company takeover
the brewery in 1952/3. This Company was said to have been organized as a shareholding
entity, the larger share of which was owned by Emperor Haile Sellassie.

Towards the end of the 1950s the annual production of the brewery had reached 50,000
hectolitres. According to the review made on ‘The Ethiopian trade Journal’ the brewery had
53 silos, which had the capacity of 100-hectoliters each. There were about 300 employees
who worked in two shifts for 24 hours. Trucks were also introduced that transported beer
through the empire. Slowly, but steadily, St.George Brewery continued to grow in the early
years of the 1970’s the brewery was in good shape in terms of its machineries, physical
buildings, vehicles, marketing network, etc.

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On the other hand, the brewery was lacking the finance it needed to introduce new
technologies they come in the 1970s. The name of the brewery was also changed as ‘’Pilsner
Brewery’’ and later as ‘’Addis Ababa Brewery’’

Most of all, the workers showed a great commitment and dedication to keep the brewery
and its product popular.

The role played by the brewery was significant in supporting and promoting other social
activities include St. George sport club.

St. George Breweries once again privatized. The factory is now owned by BGI, an
internationally acclaimed Brewing Company that operates in many countries. Nowadays,
St.George Brewery has excellent reputation in producing quality beer and standardized beer
over the other three branches such as, kombolica, Hawassa and the one most famous within
the country as well as outside the country which is found in Addis(Mexico branch).

1.1.1 Objectives of the company

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Some of the them are as follows:

 To improve the type, quality and quantity of product

 To advertise the product by erecting artistic notice boards in towns, at main public
station, using internet, and soon.
 To provide practical education for students, research institutes, technical personnel,
etc.
 To allocates a large amount of budget every year for providing refrigerators, modern
washing machines, donating professional
 To produce beer and draft with quality within country as well as export in Europe

1.1.2 Overall Organization Of The Company

General Manager

Legal
Public
Finance Controller

Human resource Finance Department Technique Sells Department

Maintenance Production
Department Department

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1.1.3 Main Raw Materials used in BGI-Brewery

The raw materials used by BGI-Ethiopia St. George Brewery company are:-

Barley

It is the major source for brewing malts, which constitute the single most important raw
material for beer production.

Its use depends on the fact that the barely has high starch content and able to form the wort
filtration layer required in filtration stage.

Before use in the brewery the barely must first be converted into malt. This malt came from
Asella Bekele factory and the imported one which is from France, U.K, and Germany.

Water

It is quantitavely the most important raw material around 90% of the beer. Water affects the
beer reaction and quality at several processing stages. In addition water is used for many
other processes in brewery and in malting. The largest part is needed for cleaning, rinsing and
cooling of the equipment while small amount uses in the beer. Water used for brewing should
correspond in quality to drinking water; it should be clear, colourless, and neutral in taste and
smell.

BGI-Brewery obtains water from municipal and ground water from 3 holes with depth of
150m-160m.

Hops

The hop is the perennial dioceious plant contains bitter substances resins (8.5%), Hop oils
(0.5%), polyphones (3.5%), protein (20%), and inorganic substances (0.8%). Hence, Hop
resins give beer bitter taste; improve foam stability and acts as antiseptics for microorganism.
Hop oils give aroma component to beer. Hop polyphenols play in the establishment of the
intrinsic colloidal stability of beer.

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BGI-brewery uses three types of hop products

Hop extracts: - They are produced extraction, means of a suitable solvent

(liquid CO2 ethanol).
Reduced isomerized hop product: - They are produced by heating at
elevated temperature and isomerization in alkaline condition.
Isomerized kettle extracts (IKE):- These are hop products that are
produced by perisomerization of the a-acids.
Adjuncts

They are any carbohydrate sources other than malted barley which contribute sugar to the
wort. Its uses include:

 To give less expensive extract than malt

 To impart desirable quality to product
 To increase wort density
 To stimulate second fermentation

BGI-Brewery uses methehara sugar syrup as an Adjunct (650 kg for one brew) by adding it in
the work kittle.

Additives

Any substances added to impart desirable characteristics to the product that are:-

 To supply nutrients (znso2-for yeast growth)

 To impart colour, flavour (caramel)
 To enhance texture (caso4)
 To prevent or delay spoilage (cacl2, caso4)
 To adjust PH (H2SO4, Hcl)
 To inactivate microorganisms (H2SO4, Hcl)

In the BGI- Brewery the above additives are added to impart these desirable characteristics to
the produced beer.

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1.1.4 Major process in beer production

The following processes are proceed during beer production:-

1. Malt cleaning machine

The malt taken from the store is systematically cleaned and sorted of all waste before Milling.
Hence; in this case the main wastes are dust and stones.

2. Malt mill

The malt is ground in the mill

3. Mash tuns

The milled malt is mashed with warm water in a mash tun.That mixture called MASH is
brought to temperature which favours the enzymatic transformation of starch into sugar.

4. Lauter tuns

The mash is pumped into a lauter tun which separates the clear sugared juice called Beer wort
from spent grains.

After that, the beer wort is poured into the wort kettle and the spent grains are discharged
and can be used as cattle food or fertilizer in farms.

5. Wort kettles

Hops are added to the beer wort and the mixture is brought to the boil at 100℃ in worth
kettle.The hops give the beer its bitterness and its peculiar aroma.

6. Wort cooling

The wort bittered by hopping is then cooled at about 8℃ , aerated seeded with yeast and
pumped into a high capacity fermentation tank.

7. Fermentation tanks

The fermentation happens in presence of brewer’s yeast. It takes place in tanks at 12℃ , and
last 8 days after which the sugar of the wort tuns into alcohol and carbon dioxide. A foamy
liquid called Green beer is obtained.

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8. Storage tanks

That green beer is kept in storage tanks where the temperature is maintained at -1℃ for few
days.it goes through a secondary fermentation called maturation; which makes the beer richer
in carbon dioxide, improves it, and gives a round harmonious favour.

9. Beer filter

After maturation, the beer is filtered through a KIELSEL GUHR BED.

The substances in suspension (yeast, cloud…) are retained and the beer then gets its
brightness and limpidity. It is then stored cold in Bright beer tank waiting bottling.

10. Bright beer tank (BBT)

Final processed beer stored in the BBT until the beer is required by KEG or bottling
department.BBT serves as temporary storage for finished beer.

1.1.5 Flow Diagram of Beer Making Process

Silo Malt Mash Laute Ferment

Wort
(MALT milling tun r tun ation
kette
CLEANI tank
eeeee

Storage
Beer filter
tank
BBT

KEGS

BOTTLE

PACKAGING

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1.1.6 Section of the company that I have been working

 Bottling section system layout

Our program during internship period in BGI Company is bottling section and the work
flow in bottling is composed of eleven machines which execute the main tasked in the
section, before that the adjustment of conveyor, sensors in this room has its own effect in the
production process. The operating efficiency of the production line is related to the allocation
of the conveying line. For the allocation of the conveying line, we must consider the
influence to the operating of front equipment’s, when the back equipment stopped (for
instance: change label), meanwhile, only make front equipment nice connect to back
equipment, the complete production line could reach the high operating efficiency. The
production line in our company fully considers the correlations between customer investment
and the use of production line, at the basis of foreign technology, the equipment could reach
the above requests. This system adopts the foreign advanced technology, the equipment
structure is brand new, has advantage of good rigidity, small weight and the good interchange
ability.

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1.2 The work flow of bottling section

Depalletizer Bottle washerFiller Pasteurizer

Decamaticic
Store

Crate Washer Labeller

Incamatic

Palletizer

1.2.1 Social activities

Beyond marketing as well as production, St.George brewery has great participation in social
activities.

Some of them are:

Sport

Whenever sport is mentioned in the country, St.George sport club comes in every body’s
mind.

Both St.George Brewery and the sport club have stayed together. The employesses of the
brewery have their own regular monthly contribution and the brewery has been covering the
majority of the expenses of the club.

On the other hand, the brewery is giving its support for the youth Kombolcha.

To satisfy the sport needs of the society, the brewery has been sponsoring some of African
and international games.

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HIV/AIDS

This is the chronic problem of all countries at this very juncture. The graveness of the
situation is extending its support to governmental and nongovernmental organizations
involved in combating HIV/AIDS in the country.

Urban sanitation, road construction and supporting war victims.

The company is actively participating in the following activities:-

 Repair and construction of subsidiary roads

 Participation in changing the life of street dwellers
 Assistance to displaced members of the previous army and enabling them to leas their
livelihood by constructing and issuing them small shops.
 Participation in constructing traffic police shelter stands as well as bus station
shelters.
 Participation in school maintenance work, and issuance of school facilities.

Art

The company is actively participating in the development of art in the country. Besides
assisting some artists facing financial problems, St.George Brewery had:

 Participated in the maintenance and renovation of theatre halls.

 Assisted exhibitions.
 Assisted organizations engaged in the field of arts.

1.2.2 The Management work process of the company

Hence, the management of the company getting the work done through people, with
satisfaction for employer, employees and the public.

The management or the company does not frame polices; it only implements polices lay
down by the administration which mainly concerned with decision making, policy making
and making necessary adjustments. It also coordinates finance, production and distribution of
the company.

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The main goal of the company getting the work done through the efforts of other people,
it also guide, direct, coordinate and control human efforts towards the achievement of the
company.

The management of St. George Brewery has also worked on the marketing. Some of them
are:

Improvement of the type, quality and quality of product

~ Locates defects in raw materials and flow in process which otherwise cause problems
at the final stage. In this case raw materials are inspected in order to:
 To eliminate those materials which don’t meet specifications and are likely to cause
trouble during processing,
 To evaluate vendor’s quality and ability to supply acceptable standards. Generally,
inspection of raw material prevents further work being done on semi-finished
products already detected as spoiled.
 The brewery uses the same bottle used by all modern breweries and those do not
get broke, bored or eroded easily; the bottles are distributed in strong and handy
crates.
 The brewery has diversified the nation’s beer market by supplying three kinds of
quality beer and it offers the customer more choices.
Market Management
 Advertising the product by erecting artistic notice boards in towns, at main public
squares, sight-catching places, major outlets and inlets, public service stations and on
vehicles, etc.
 Using modern distribution network to sufficiently supply its products to all parts of
the country at an affordable price.
Training
 Providing training in the country and abroad, to production, technical and marketing
personal and thus improving their capability and capacity.
 Giving practical education for students, research institutes, technical personal, etc.
 Providing professional consultancy services on matters of brewing and distribution.
Assistances being extended to customers
 Beer and cooling go hand-in-hand. But most refrigerators found in beer selling houses
are very old. So, the brewery allocates a large amount of budget every for purchase of

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refrigerators that are distributed to customers. It also gives refrigerators maintenance

service without charge.
 Carbon dioxide gas is paramount to service draught beer. Other cheap means can
damage the quality therefore; the factory covers of carbon dioxide gas for those
customers who cannot afford it.

1.3 Internship experience

I have gained a lot of experience during the four month internship program. Some of them
includes:-

 I have gained how to co-operate with worker for the benefit of the company as well as
knowledge acquire for my own sake.
 I have improved theoretical aspect that I have learnt with practical one.
 I have acquired knowledge of organizational structure and how to act in a company.
 I have learnt major process for beer production
 I have sometimes exercised individual responsibility and develop strong team work
skills with workers

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Part II: Internship project

Chapter- 1: Introduction

1.1 Background of the study

Maintenance management is an orderly and systematic approach to planning, organizing,

monitoring and evaluating maintenance activities and their costs. This study focus on
establishing maintenance management on various formats of work schedule and how
preventive maintenance proceed in the company as well as the way to improve that
preventive maintenance.

This study needed because the company didn’t have proper way of preventive maintenance
technique and no consistent method of work schedule.

So, if this maintenance management system is applied, the maintenance plan will be
improved in the company.

1.2 Statement of the problem

These problems are observed on the existing system

No proper way of preventive maintenance

No consistent method of work schedule and maintenance plan

1.3 Objective of the study

1.3.1 General objective

The main objective of this study is to maintain proper maintenance plan of the
company by identifying work schedule as well as improving preventive maintenance
within the company.

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1.3.2 Specific objectives

It is to maintain the expert on maintenance, consistent maintenance activity on the

machines and control the activities using maintenance plan
The study is used for finding problems in the production process and recommends the
solution

1.4 Significance of the study

The main concern of this study is to maintain maintenance plan; which can be used to
know the maintenance activities and finding problems in the maintenance management
system with final goal of increasing profitability as well as productivity of the company.
Maintenance management contributes to plan, procedures, schedules, cost control, periodic
evaluation and it also include feedback for the effective performance as well as control of
maintenance.

1.5 Limitation of the study

Some of the limitation and problems:

Absence of research and development department in the company to assist the study.
Since the scope of the study is limited, maintenance plans of all operations in beer
making process could not be covered.
Lack of internet access for easy references.

1.6 Scope of the study

This study mainly focuses on using the data collected during the internship period to maintain
maintenance plan and increasing the productivity of the company by using proper
maintenance management system only in one unit (Bottling section unit)

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Chapter- 2: Literature review

2.1 Management of maintenance

Maintenance management is an orderly and systematic approach to planning,

organizing, monitoring and evaluating maintenance activities and their costs. A good
maintenance management system coupled with knowledge and capable maintenance
staff can prevent health and safety problems and environmental damage; yield longer
asset life with fewer breakdowns; and result in lower operating costs and higher
quality of life.

There is a lot of work required to set up a successful maintenance management system.

However, once it is in place, most of the data and calculations remain the same from year to
year. Changes are required only when there is addition or deletion to the inventory or when
cost increases and estimates needed to be corrected. In these cases, the appropriate work
orders and schedule must be revised and labour, equipment, material and contract costs
updated for the New Year. There are numerous computerized maintenance management
systems available in the commercial market to assist in effectively managing the maintenance
of on-reserve assets.

The maintenance supervisor or manager must also monitor the work progress daily, weekly
or monthly depending on the nature of the situation and the potential impact of a service
break down to the community. Any significant variance in labour hours, work order costs or
total maintenance cost for a particular asset should be identified through exception reporting.
The supervisor should determine the cause of variance and, where possible, develop
alternative solutions or actions to reduce time and costs. Taking these steps will help to
improve the efficiency and effectiveness of the maintenance program.

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2.1.1 Elements of effective maintenance management system

There are many elements of effective maintenance management whose effectiveness is the
key to the overall success of the maintenance activity. Many of these elements are described
below:

Maintenance policy

Policy can be defined as a definite course or method of action selected from among
alternatives and in light of given conditions to aid managers to guide and determine present
and future decision about recurring situations or functions.

A maintenance policy is one of the most important elements of effective management. It is

essential for continuity of operations and met due data clear understanding of the
maintenance management program, regardless of the size of maintenance organizations.

Material control

Efficient utilization of personnel depends largely on effectiveness in material coordination.

Material problems can lead to false starts, excess travel time, delays, unmet due dates, etc.
steps such as job planning, coordinating with purchasing, coordinating with stores,
coordination of issuance of materials, and reviewing the completed job can help to reduce
material related problems. Deciding whether to keep spares in storage is one of the most
important problems of material control.

Work order system

A work order authorizes and directs an individual or a group to perform a given task.

A well-defined work order system should cover all the maintenance jobs requested and
accomplished, whether repetitive or one-time jobs.

The work order system is useful for management in controlling costs and evaluating job
performance.

A work order should at least contain information such as requested and planned completion
dates, work description and its reasons, planned start date, labour and material costs, item or
items to be affected, work category(preventive maintenance, repair, installation, etc.),and
appropriate approval signatures.

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Equipment records

Equipment records are grouped under four classifications:

1. The maintenance work performed

It contains chronological documentation of all repairs and preventive maintenance (PM)

performed during the item’s service life to date.

2. The maintenance cost category

It contains historical profiles and accumulations of labour and material costs by item.
Usually, information on inventory is provided by the stores or accounting department.

3. The inventory category

It contains information such as property number, size and type, procurement cost; date
manufactured or acquired manufacturer, and location of the equipment/item.

4. The files category

It includes operating and service manuals, warranties, drawing and soon.

Progress report

Several types of reports help the manager monitor the effectiveness of maintenance
programs. Some of them are:

 Up time report

It is the percentage of time that the equipment is operating or ready to operate.

 Compliance report

It is the percentage of scheduled maintenance plan work that was accomplished each week or
month reveals the current performance of work by craft, shop, geographic area, and critical
equipment and tasks into account other desired standards of compliance.

 Work – Generated report

It is to determine the ratio of repair work orders generated as a result of maintenance plan
related inspections.

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It also can be a great aid to manager in fine – tuning inspection activities in three ways:-

Adjusting frequency and timing of the inspections

Changing the content of work included in the inspections
Reviewing the work order process to ensure the remedial orders are properly handled.
 Graphical data

It is helpful to display the data contained in maintenance reports in a series of graphs or

curves.

Preventive and Corrective Maintenance

The basic purpose of performing preventive maintenance is to keep facility/equipment in

satisfactory condition through inspection and correcting of early – stage deficiencies.

Corrective maintenance is an important factor in the effectiveness of maintenance

organization.

Job planning and scheduling

Job planning is an important element of the effective maintenance management.

Maintenance scheduling is also as important as job planning. Schedule effectiveness is based

on the reliability of the planning function.

Backlog control and priority system

The amount of backlog within a maintenance organization is one of the determing factors of
maintenance management effectiveness. Identification of backlog is important to balance
manpower and workload requirements. Maintenance managed by managing the backlog.

Performance measurement

Performance analysis contribute to maintenance department efficiency and are essential to

revealing the downtime of equipment, peculiarities in operational behaviour of the concerned
organization, developing plans for future maintenance ,and soon.

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2.2 Maintenance department functions and organization

A maintenance department is expected to perform a wide range of functions including:

~ Planning and repairing equipment/facilities to acceptable standards.

~ Performing preventive maintenance.
~ Preparing realistic budgets that detail maintenance personal and material needs.
~ Managing inventory to ensure that parts/materials necessary to conduct maintenance
tasks are readily available.
~ Keeping records on equipment, services, etc.
~ Developing effective approaches to monitor the activities of maintenance staff.
~ Developing effective techniques for keeping operations personnel, upper-level
management, and other concerned groups aware of maintenance activities.
~ Training maintenance staff and other concerned groups individuals to improve their
skills and perform effectively.
~ Reviewing plans for new facilities, installation of new equipment, etc.
 There are four guidelines useful in planning a maintenance organization are:-
 Establish reasonably clear division of authority with minimal over lap
 Optimize number of persons reporting to an individual
 Fit the organization to the personalities involved
 Keep vertical line of authority and responsibility as short as possible

2.2.1 Maintenance prevention

 What is maintenance prevention?

Maintenance prevention is a significant aspect of project engineering that serves as the

interface between project and maintenance engineering. The goal of maintenance prevention
activities is to reduce maintenance costs and deterioration losses in new technology when
designing for higher reliability, maintainability, operability, safety and other requirements.

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 Aims of maintenance prevention

Maintenance prevention activities are conducted during equipment design, fabrication,

installation and test run, and commission (establishing normal operation with commercial
production).

These activities are intended to reduce the period between design and stable operation and to
assure efficient progress through this period with minimum labour and without imbalance in
the workload.

To achieve the aims of maintenance prevention, the engineering and design engineers
responsible for equipment development must be highly skilled.

They must also make full use of available technical data, combining the application of this
data with technology based on in-house research and development

This technical data includes:-

~ Operating and maintenance records

~ Records of improvements to existing equipment
~ Equipment development and modification records
~ Outside technical data
~ Records of past maintenance activities
~ Design standards and checklists based on these data

Analyzing and applying this should lead to new equipment that requires less maintenance and
produces higher quality products.

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2.3 Maintenance planning

Routine and periodic maintenance must well planned and reasonable. In other words, it must
be based on accurate assessments of equipment conditions and systematically mapped out,
taking into consideration current and future priorities and resources and building in steps to
ensure that the appropriate resources are available when needed. So, in order to full fill this,
the company must classify maintenance plans by period or project.

Annual maintenance plans

It should guarantee the reliability of equipment over its predicted lifetime, from installation to
scrapping. Their preparation requires the coordination of production plans, subcontracting,
and procurement of cost – effective spare parts. For this reason, inspection and maintenance
plans should be drawn up from long – range perspective.

Monthly maintenance plans

It should apply based on the annual maintenance plans and include improvement activity as
well as specific actions to prevent breakdowns. Their purpose is to evenly allocate the
required work among the available maintenance workers and firmly guide assignments and
progress.

Weekly maintenance plans

It helps to manage the work of individual maintenance personnel as well as the activity
done by maintenance personnel.

Major maintenance project plans

It is individual plans for turn – around, large scale revamping, or overhaul of specific
equipment or plant areas. This type of plan includes procurement plans for maintenance spare
parts, equipment, and other materials, as well as prudent arrangements for subcontracting,
acquiring cost – effective spare parts or foreign – made equipment.

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2.3.1 Criteria for the classification

Preparing annual maintenance plans

To prepare annual maintenance plans:-

Determining what work is required

The most important task in preparing maintenance plans is identifying all the work that must
be done over the year.

This list must be revised annually. Required work may include:-

~ Statutory regulations: - work required for safety, population control, and soon.
~ Equipment maintenance standards: - work determined by precision control
requirements and the results of determination measurement.
~ Breakdown records: - maintenance work to prevent recurrence of breakdowns.
~ Previous year’s annual plan: - outstanding work due to schedule changes.
~ Work orders received from shop floor: - work deemed necessary based on
abnormalities records.1
Select work to be done

Rank work in the order of its importance and establish priorities. Focus on the most important
items.

Tentatively estimate maintenance intervals

Make trial estimates of the life spans of all equipment, component by component and part by
part, and decide the maintenance intervals (TBO, time between over hauls), preferably using
breakdown records (MTBF analysis charts, etc.).

Estimate work schedules and maintenance times and costs

Use the annual production plans and equipment performance targets to estimate the number
of shut down days and the time required for maintenance work, and confirm these figures
against the budget.

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Check procurement and work arrangements

Confirm the arrangements for materials and hard – to – get spare parts and for work to be
done by outside manufactures and contractors. Determine whether specially qualified
personnel are needed.

Preparing monthly maintenance plans

Monthly maintenance plans are action plans carrying out the work required by the annual
maintenance plans.

Prioritize work: - For the best results, rank the work in the following order of
priority:
 Monthly work indicated by the annual maintenance plan
 Work indicated by analysis of breakdown and inspection records
 Work indicated by daily inspection and improvement requests from the production
department.
 Layout changes and inspection plans for jigs and tools
 Plans for improving product quality and safety.
Estimate labour and costs: - once the details of the work have been determined,
estimate the man hours and costs.
Balance workloads and prepare schedules:- To level out the workload over the
month, split the work into weekly units, starting with the work to be done on
designated days or during planed shut downs.
Preparing Weekly maintenance plans

It should spell out the work assignments for individual maintenance staff. To simplify
progress control, they should be designed so that work can be checked off as it is completed.

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2.3.2 Preparing a maintenance plan

Depending on the application and design of a maintenance system, format, and steps of
preparing a maintenance plan within bottling section can vary. The key steps in preparing a
typical maintenance plan are:

Prepare an asset inventory:- identifying the physical features (e.g., area, material, etc.)
of all assets which require maintenance;
Identify maintenance activity and tasks:- defining the type of maintenance task to be
performed on each asset and what work should be done under each activity
Identify the frequency of the task: - determining how often the activities should be
performed (frequency of service); this is important particularly in preventive type of
maintenance.
Estimate the time required to complete the task:- indicating how long each task to
complete;
Develop an annual work schedule:- planning what time the maintenance work for the
entire year should take place;
Prepare and issue a work order:- identifying what, when, where and by whom
maintenance work is to be done; and
Determine a budget: - determining the costs for all maintenance activities by
calculating labour hours, material, equipment and contracting costs.

2.4 Preventive Maintenance

Preventive maintenance is periodic inspection to detect conditions that might cause

breakdowns, production stoppages or detrimental loss of function combined with
maintenance to eliminate, control, or reverse such conditions in their early stages. In other
words, preventive maintenance is the rapid detection and treatment of equipment
abnormalities before they cause defects or losses. It is preventive medicine equipment.

Preventive maintenance consists of two basic activities:

 Periodic inspection
 Planned restoration of deterioration based on the results of inspections. Daily routine
maintenance to prevent deterioration is usually considered a part of preventive as
well.

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 Objectives of PM are to:

 Enhance capital equipment productive life
 Reduce critical equipment breakdowns
 Allows better planning and scheduling of needed maintenance work
 Minimize production losses due to equipment failures
 Promote health and safety of maintenance personnel

Preventive maintenance important to:-

 Increase in equipment availability

 Performed as convenient
 Balanced workload
 Reduction in overtime
 Standardized procedures

2.5 Work schedule

The work schedule lists all maintenance work to be done for the whole year for each asset. It
can be used to identify work load peaks and valleys, i.e. where load balancing, overtime
and/or part – time is needed. It also serves as a basis for preparing and issuing scheduled
work orders and for preparing the maintenance budget.

When all work orders have been listed and the hours distributed, the sub – totals of each
period for each worker are calculated. This process is repeated for work orders to be carried
out by other workers, and extended to all capital assets to obtain the annual work load profile
for each worker.

Effective schedules for the company benefit

Assist management in controlling and directing maintenance activities and:

 Enhance the ability to assess progress.

 Reflect the long – range plan and
 Day – to – Day activities.
 Enhance the efficient use of resources
 Decrease duplication of support work.
 Decreasing maintenance personnel idle time

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 Ensure completion of planned tasks.

 The schedule should be the road map for reaching company maintenance goals.

Schedule: Is a tool

Used to assist in

 Managing maintenance activities.

 Prevention of performance deterioration
 Identification and sequencing maintenance tasks.
 Coordinate activities and track progress.
 Grouping individual work items and integrating major tasks,

In doing this more efficient use of support resources will be achieved.

2.5.1 General scheduling notes

Production and maintenance plans should be coordinated to provide a single asset

based schedule of activities.
Work should be planned at least one week in advance (it takes time to plan)
The daily schedules are driven by the weekly plan, but are subject to amendments
caused by changes in the production schedule.
Last minute revisions must be minimal, agreed by maintenance and production and
the impact to the plan understood.
Pay particular attention to jobs that require plant downtime, ensure as much work as
possible is performed off line – preparation of permits, collection of spares, support
tasks(isolation, lagging)
At weekly planning meet report on equipment caused performance. Report all tasks
that caused the plan to be amended
Not all break downs are emergencies.
Do not schedule a task unless all resources are available
On maintenance days schedule jobs with highest priority first.

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2.6 Standardization of maintenance activities

Maintenance activities ought to be standardized for several reasons:

 The diverse maintenance activities – from routine maintenance and inspection to

repair and maintainability improvement cannot be performed effectively if individuals
are left to carry them out in any way they like.
 Maintenance techniques and skills take a long time to master. On the other hand,
when only experienced workers are able to apply them, demands on the maintenance
department exceed its capacity and maintenance goals cannot be achieved.
 Maintenance work is generally less efficient than production because it is essentially
non repetitive and requires lengthy preparation and large margins for error. It relies
heavily upon individual skills and is performed under difficult conditions.
Standardization addresses each of these problems and is necessary for the consistent,
efficient performance of maintenance activities.

2.6.1 Maintenance standards

Equipment maintenance standards indicate methods for measuring equipment

deterioration (inspection and test), arresting the progress of deterioration (daily
routine maintenance), and restoring equipment (repair).

There are separate standards for maintenance function, including equipment inspection
standards (inspection), servicing standards (daily routine maintenance), and repair standards
(repair work)

Maintenance work procedures are the work procedures, methods, and times for
inspection, servicing, repairs, and other types of maintenance work. Hence,
equipment maintenance standards and maintenance work procedures are referred to
collectively as maintenance standards.

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Chapter- 3: Methodology

3.1 Data collection

3.1.1 Primary data collection

Direct observation
Formal interview or meetings with managers at different level of the company and
employers with in my section that work during internship program

3.1.2 Secondary data collection

Written material in the organization like reports, manuals, plans and soon.
Referring to some books and hand outs related to the study.
Using internet.

3.2 Data analysis

The method used for data analysis is maintenance plan technique that used during
maintenance activity operation as well as preparation of maintenance operation.

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Chapter- 4: Result and Discussion

4.1 Existing System

As described above, the company has some problems on preparation of maintenance plan
which seen during my internship program. Some of the problems are:-

Not proper way of preventive maintenance

No consistent method of maintenance plan and work schedule

 Problem under preventive maintenance

As described above the company didn’t have proper way of preventive maintenance for every
one, two, or three month. However, to find the existing system the actual data was collected
during the internship period.

Table: The existing system break down probability of a machine component on the
production department (bottling section) of the company is listed as under:

Month Probability
 Month 1(March) 0.02
 Month 2(April) 0.25
 Month 3(May) 0.35
 Month 4(June) 0.38

There are 20 such components in the machine. The cost of individual preventive replacement
is Rs.10, 000 per component and the cost of individual break down replacement is Rs.20, 000
per component.

Hence, the source is get from production manager of botlling section departement and the
componet of the machine is not mention because it depend on each month as per their need.

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 Problem under maintenance plan and work schedule

For production machinery

As we mention earlier the company didn’t have consistent way maintenance plan and work
schedule for production machinery. However, to find the existing system the actual data was
collected during the internship period.

Table: The existing system maintenance plan and work schedule for production machinery
expressed as:

DEPT’T – BOTTLING SECTION

Maintenance plan and work schedule for machinery
C – clean, O – occasional change wearied machine , F – functional check
Machine Machine S O N D JA F M A M J JU AU
Num Description 1 2 3 4 5 6 7 8 9 1 11 12
0
1201 Filler C O C F C F
machine
1621 Pasteurizer C O F C O F
machine
9885 Bottle C O F C F
washer
machine
6504 Incamatic C F O F
machine
4732 Decamatic C F O F
machine
 As we can see from the above existing system table on maintenance plan and work
schedule for the machinery, there is no consistent way of schedule as well as plan for
the machinery in each month.

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4.2 Proposed method

 The proposed method for each machine under preventive maintenance is according to
the following steps:
Identify and choose the areas. Identify and selection of important areas to
concentrate the initial PM effort. The main analysis of this step is to obtain immediate
results in highly visible areas, as well as to win concerned management support.
Identify PM needs. Define the PM requirements. Then, establish a schedule of two
types of tasks: daily PM inspections and periodic PM assignments. The daily PM
inspections could be conducted by either maintenance or production personnel.
Periodic PM assignments usually are performed by the maintenance workers.
Establish assignment frequency. Establish the frequency of the assignments. This
aainvolves reviewing the equipment condition and records within production area of
the machine.
Prepare the PM assignments. Daily and periodic assignments are identified and
described in detail, then submitted for approval in the production department.
Expand the PM program as necessary. After the implementation of all PM daily
inspections and periodic assignments in the initially selected areas, the PM can be
expanded to other department as per their operation of the machine.

Individual Break down Replacement Policy

The average number of individual break down replacements per month is

Number of component in the machine

Average life of equipment

Hence, Average (Mean) life of an equipment, i.e. the mean operating time before failure

= 1* 0.02 + (2 * 0.25) + (3 * 0.35) + (4 * 0.38)

= 3.09 Months

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The average number of individual break down replacement per month:

Number of components

Mean life of an equipment

20/3.09 = 6.47

Hence, per month cost of individual break down maintenance

= (6.47) * 20, 000

= Rs. 129,449.84

Case I: Individual break down replacement policy (IBR)

It may be observed here that the description of a preventive replacement policy will be taken
as complete when it also take into account the periodicity of the replacement.

Let us consider various periodicities such as replacement every one, two or three months.

Each of these constitutes a different case of the individual prevention replacement.

Case I: Replacement period = 1 Month

 The total cost per unit replacement consists of two parts

(a) The possibility that the component may fail before its replacement age, needing a
break down replacement
(b) The possibility that the equipment may fail till its replacement age.
 Cost part (a) = (Pf1) * IBR component

= (0.02) * (20,000)

= Rs.400

 Cost part (b) = (1 - Pf1) * IPR components

= (0.98) * (Rs.10, 000)

= Rs.9800 + 400

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= Rs.10, 200

IPRC/Month = Total cost of replacement per

Components * No. Of components of machine

Expected life of an equipment

The expected life of equipment, under preventive replacement period of one month is one
month only, as the first break down coincides with the preventive replacement:

Thus, cost per Month = (Rs.10, 200)* (20)

1
= Rs.204,000

Case II: Preventive replacement period = 2 Months

 Cost part (a) = (Pf1 + Pf2) * IBR components

= (0.02 + 0.25) * 20,000

= Rs. 5400

 Cost part (b) = [1 – (Pf1 + Pf2)] * IPR components

= (0.73 * 10, 000)

= Rs.7300 + 5400

= 12,700

Total cost of replacement per component = Rs.12, 700

Expected life of an equipment

= (1 * 0.02) + 2 * 0.98

= 1.98 Months

Thus, cost per Month

= (Rs.12, 700) * (20)

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1.98

= Rs.128,282.83

Case III: Preventive Replacement Period = 3 Months

 Cost part (a) = (Pf1 + Pf2 + Pf3) * IBR components

= (0.02 + 0.25 + 0.35) * Rs.20, 000

= 12,400

 Cost part (b) = [1 – (Pf1 + Pf2 + Pf3)] * IPR components

= (0.38) * Rs. 10,000

= Rs.3800 + 12,400

Total cost of replacement per component = Rs.16,200

Expected life of an equipment

= (1 * Pf1) + (2 * Pf2) + 3[1 – (Pf1 + Pf2)]

= (1 * 0.02) + (2 * 0.25) + (3 * 0.73)

= 2.71 Months

Therefore, cost per Month

= (Rs.16, 200) * (20)

2.71

= Rs.119,557.20

Case IV: Preventive Replacement Period = 4 Months

 Cost part (a) = (Pf1 + Pf2 + Pf3 +Pf4) * IBR components

= (0.02 + 0.25 + 0.35 + 0.38) * (Rs.20, 000)

= 20, 000

 Cost part (b) = [1 – (Pf1 + Pf2 + Pf3 + Pf4)] *IPR components

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= (0) * (Rs.10, 000)

= Rs.(0+ 20, 000)

Total cost of replacement per component = Rs.20, 000

Expected life of an equipment, in this case

= (1 * 0.02) + (2 * 0.25) + (3 * 0.35) + (4 * 0.38)

= 3.09 Months

Total cost per Months

= (Rs.20, 000) * (20)

3.09

= Rs.129,449.84

The results of all the above four cases in the table given below:

Policy (Rs.) Cost Per Month

Individual Breakdown Maintenance 129,449.84

I Every 1 Month 204,000

II Every 2 Month 128,282.83
III Every 3 Month 119,557.20
IV Every 4 Month 129,449.84
 Therefore, we see from the above table that preventive maintenance every third month
is the best option. Thus, as we see can see from the above result that the amount of
cost improved rather than losing cost in the other month. So, the amount of cost
improved(save from loss) by my contribution is expressed as follows:
 If it is individual breakdown maintenance, 39570.56 amount of cost is lost
 If it is applied every one month, 253328.4 amount of cost is lost
 If it is applied every two month, 17451.26 amount of cost is lost

Generally, if the company applied preventive maintenance every thrid month, save that
amount of money rather than lossing which we have seen like listed in the above.

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 The proposed method for maintenance plan and schedule for each production
machinery is expressed as per their holding or capability of the machine. I just
identify the function of the machines and put maintenance schedule as per their
replacement age before or after(when preventive maintenance maintain or preserve)
and also as per their life time capability of the machine rather they just putting the
schedule on monthly or above which we have seen in the existing system.
 The other proposed method is based on what machines need in the maintenance or
when machines on the progress of repair must identify the type of inspection they
need rather applying same type of inspection which we have seen in the existing
system.
Here is the improvement of the existing system:

DEPT’T – BOTTLING SECTION

Maintenance plan and Work Schedule for
Production Machinery
X – Servicing , Y – Adjustments , Z – Particular replacement work

Machines Ref S O N D JA F M A MA J JU AU
Filler XYZ X Y Z X Y Z X Z
 fill bottle
Pasteurizer XY X Y X Y X Y
 pasteurize beer

Bottle washer XY X Y X Y X Y X
 wash and
remove label
from bottle
Incamatic XYZ X Y Z X Y Z
 take 96 bottle
from filler and
send to
palletizer

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Decamatic XYZ X Y Z X Y Z
 take 96 bottle
from
depalletizer and
send to washer
 Therefore, As we see from the above table on maintenance plan and work
schedule for production machinery, the machine schedule as per their function in
order to protect them from life time damage or long time damage. The main
difference between the existing system and the improvement one is that in the
existing system they just put the plan and the schedule in the assumption rather in
their function of the machines.

Chapter- 5: Conclusion and Recommendation

5.1 Conclusion
Maintenance planning and scheduling contributes to the organization’s vision and
operational objectives, there by adding value. Planning and scheduling must be
dynamic such that it continually improves.

This project sets the maintenance plan for production processes of Beers in the
bottling section of the company. This helps to evaluate maintenance activity
within that operation as well as decreases unnecessary operation done by
maintenance pesonnel’s

Preventive maintenance every third month is crucial for the benefit of the
company because of the fact that cost minimized while compare with the other
month and also improve the maintainability of the machine.

The maintenance plan and schedule for production machinery must be put as per
there capability, efficiency, function, and life time of the machine.

5.2 Recommendation

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While doing preventive maintenance it is crucial to establish task schedule and

preparing check list for storage, usage and handling of task/equipment.

It is recommended that the company add maintenance worker and maintenance

expert on the bottling section to increase the production activity of the company.

I also recommended that the company focus on the maintenance plan as per their
time schedule.

There is wastage of a lot of water for cleaning and other purpose so in order to
save water from loss, the company must use water based on maintenance plan and
schedule.

References
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u Engineering Management, A.S. Chauhan and R.S. Vaishwanar

u Industrial Engineering and Management, O.P. KHANNA
u R. TROTT AND T. WELCH, Third edition, Maintenance Plan and Schedule For
Engineering Analysis

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