IV. Maintenance Procedures

A. INTRODUCTION

One of the key elements needed to consistently perform maintenance in a safe, efficient, and effective manner is the proper use of written procedures. A balanced combination of this written guidance, the worker's skills, and supervision help achieve quality workmanship essential to safe and reliable operation. This chapter describes the important concepts for preparation, verification, validation, approval, control, use, and periodic review and revision of maintenance procedures.

Maintenance procedures provide technical and administrative guidance to workers to help ensure work is accomplished in a correct and systematic manner. This guidance must be technically accurate, complete, and up to date and be presented in a clear, concise, and consistent manner to minimize human error. Industry experience has shown that deficient procedures and failure to follow procedures are often major contributors to significant events. The probability of worker error increases considerably with the use of procedures that are not well written. Maintenance policies or standards should provide guidance for the development and issuance of maintenance procedures that includes development and writing, review, approval, control, periodic review, use, and revision and changes. Administrative procedures, policies or standards should also guide control of reference material, procedure identification, accessibility and storage, and the requirement to maintain accurate procedures.

B. GUIDELINES

12. Procedure Development and Writing

Procedures should be written for and used in all work that could result in a personnel or equipment hazard, transient, degraded reliability, or significant economic risk. Vendor, contractor, or company procedures may be used provided they meet the intent of these guidelines and receive the same approvals as similar maintenance department procedures. The complexity of the work is also a good indicator of the need for a procedure.

Procedures should be written for preventive maintenance actions and written generically for similar preventive maintenance actions. Procedures should also be written for repetitive tasks of a complex nature that require consistent performance. Since these types of procedures are used repeatedly, include information such as resources and skill levels required; time to accomplish the action; special tools, required measurement and test equipment, parts, and materials needed; unit or system conditions required; other industrial safety requirements and precautions; and the actual steps required to perform the preventive maintenance or repetitive task. They then form an excellent planning and scheduling tool.

Maintenance procedures should be developed in accordance with an approved writer's guide. In addition, review procedures related to new equipment, tooling, or maintenance techniques to identify potential impact to initial or continuing training. Sufficient resources should exist to implement an effective procedure development and review program. Maintenance procedures should be written at a level commensurate with the knowledge and skills of those intended to use them. Provide the information clearly and concisely to minimize the need for interpretation. Consider the following in procedure writing guidance:

· procedure identification and status (titling and numbering, page and revision identification, and originator)

· procedure purpose, scope, applicability, impact on other systems, and operational impact of activity

· consistent format (for organization, instructional step format, instructional step designation, caution and note format, and page format)

· clearly understood text, using standard grammar and punctuation; appropriate level of detail; concise instructional steps in logical sequence; proper arrangement of multiple verb objects; specific nomenclature; quantitative and compatible values; referencing and branching methods; coordination of multiple actions; warning and caution location; effective formatting; and clear table, graph, and data sheet layout

· consistent use of illustrations (for example, preparation, compatibility, views, level of detail, legibility when reproduced)

· clear indication of steps that could initiate a unit upset or derate

· certain systems or equipment (for example, boilerfeed, steam, lube oil systems and electrical switchgear) should have specific instructions for foreign material exclusion

· clear indication of holdpoints, independent verification requirements, or data to be recorded

· systematic unit and system prerequisites, precautions, and limitations

· required special tools and materials, and estimated resources

· clear indication of acceptance criteria, follow-on steps, and restoration instructions

· steps that inform control room operators of expected alarms or equipment operations

· guidance to workers to expeditiously notify control room operators of maintenance that cannot be completed as originally planned or will be delayed and extended past the anticipated schedule

· applicable operating experience information

· procedure development and preparation using personal computer desktop publishing and computer-aided writing programs -- This also aids in providing easy-to-read text and clear illustrations.

· other administrative requirements for successful task completion

13. Procedure Verification

Procedure review should verify the proper format and technical accuracy of a new or revised procedure. Ensure human factors principles and other appropriate administrative guidance is appropriate. Review the procedure against the design requirements for that system or component. This may be accomplished by comparing such sources as the vendor manual, design specifications, and design drawings. One or more reviewers who were not involved in writing the procedure, but who are representative of the intended user audience do verification. Other disciplines such as quality control, engineering, chemistry, and operations should be considered for the review process.

14. Procedure Validation

Validation ensures the new or revised procedure is usable. This validates that the procedure provides sufficient and understandable guidance and direction to the worker and that it is compatible with the equipment or system being maintained. Validation may be done in a shop, in a training environment, on a mockup or simulator, or by the worker and manager during the first use of the procedure.

15. Procedure Approval

Approval is consistent with maintenance department's administrative procedures. As a minimum, the maintenance manager or designee approves maintenance procedures.

16. Procedure Use and Adherence

Procedures should be readily available and clearly identified to ensure the user can determine the purpose, applicability, and physical completeness. Use identification markings sufficient for the user to compare a procedure to some centralized controlling record that verifies the procedure is the most current revision. A means should be provided to check procedures before use to ensure the correct revision is being used. The extent of procedure use may vary considerably depending on factors such as task complexity, consequences of improper performance, or extent of management involvement. Address the following levels of procedure use in maintenance policies or standards:

· continuous use of procedures for activities having direct impact on safety and reliability or difficult, complex tasks independent of the frequency performed

· reference use for tasks easily accomplished from memory or for tasks for which improper actions pose no immediate consequences to workers or equipment

· information use for tasks that can be performed without referring to the procedure

The intent and direction provided in procedures should be followed during the course of activities, regardless of the level of use. If flexibility is given within the procedure that allows the individual to alter the steps or segments of an activity, then the procedure is being adhered to so long as the user stays within the flexibility specified. Maintenance standards should not permit variances from the guidance contained within the procedure without an approved procedure change. Maintenance and, if appropriate, operations managers are notified immediately when a procedure cannot be followed as written or when unexpected results occur. In these instances, work should be stopped with the equipment or system restored to a safe condition. Procedures may need to be changed or revised as described below before restarting.

17. Procedure Control, Periodic Review, and Revision

Maintenance policies or standards should clearly define responsibilities for procedure program administration. Control procedures in accordance with administrative requirements. Review all procedures periodically (for example, every two years or before use for infrequently used procedures) for changes affecting content, such as reference material revisions, permanent incorporation of changes, incorporation of industry and in-house experience, format enhancements, and human factors considerations. Use of checklists for the review ensures the scope and depth of the review is consistent and adequate. Organizational review includes necessary inputs such as an engineering review.

Procedure revisions should receive an equivalent review and approval as new procedures. Review significant procedure revisions to determine potential impact to initial and continuing training programs. This review also evaluates qualifications of personnel presently performing these tasks. Also, include procedure revisions that affect task performance in training, as appropriate.

Administrative controls are needed to support procedure changes (temporary alterations of procedures so that work can be safely continued) and revisions (permanent alterations of procedures that incorporate outstanding temporary changes and other needed updates). Changes and revisions are necessary to correct errors and to ensure procedures reflect current maintenance practices and requirements. As a minimum, technically competent managers review and approve all changes, even those that may not become permanent later. For example, a typical procedure change may require a review by an engineer for technical content, by a maintenance manager for good maintenance practice and human factor principles, and by an operations manager for operational impact and approval. Changes that have to remain in effect beyond their original intent receive the same review and approval as a revision as soon as feasible (normally within two weeks). Insert change information neatly in the body of the procedure to preclude the user's missing the changes when the procedure is used.

A procedure revision is initiated when a change, deemed to be a permanent change, is approved. Control copies of each procedure so that only the currently approved revision with any applicable changes is available for use by workers.

Vendor manuals, or the portions of a vendor manual and other reference materials used in support of maintenance, must be technically accurate, up to date, and controlled. Reference material used in lieu of maintenance procedures (for example, an instruction section of a vendor manual, vendor or contractor drawings) should receive the appropriate review and approval. When vendor recommendations conflict with maintenance experience, a documented engineering evaluation may be required