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Effective Operation and Maintenance Documentation

A Checklist

Overview

Operation and maintenance documentation is a small, but very important, part of the total capital equipment procurement effort.  In order to avoid the problems caused by inadequate documentation, it is important to understand the end user needs and what information is contained in an effective documentation package.

This article provides an overview of the needs of the operators and maintenance technicians, and a checklist of specific information that should be covered in an effective documentation package.

What Does an Operator or Maintenance Technician Need?

An operator needs to:

Understand how to operate the equipment safely,
Have a grasp of the entire process and the function of each component in the process,
Understand the purpose and basic use of all the controls,
Perform basic adjustments and troubleshooting tasks, and
Assist in changeovers.

A maintenance technician needs to:

Understand the nuts and bolts of how each machine operates,
Understand the control system that ties the machines together,
Know how to effectively troubleshoot the process,
Know how to effectively troubleshoot and repair the individual machines,
Perform routine maintenance, and
Perform setups and changeovers.

Operator Level Documentation Checklist

The ten most important features of an effective operator level documentation package are listed.   

Accurate safety information - should provide a list of all the hazards associated with the process, identify e-stop locations and zones, identify electrical disconnects, and identify air shutoffs.
Basic process flow descriptions - should provide a process overview flow diagram that identifies the function of each component.
Plant specific component operation descriptions - should provide descriptions of each component at the level that supports the understanding of task specific information provided in the SOPs (Standard Operating Procedures) and changeover instructions.
Clear and concise descriptions of all operator controls - should locate each control panel and describe the controls.  Where touch screens panels are used, it is useful to have screen hierarchy diagrams and a description of the functions that are performed at each screen.
Symptom-based troubleshooting and tips - should locate and describe the process alarm annunciators.  It should also provide tables listing possible alarm messages with guidance for responding to each alarm.
Quality task list - should identify the quality tasks and reference the documents needed to perform each task.
Operator maintenance SOPs and job aides
Critical process control settings SOPs and job aides
Line cleaning SOPs and job aides
Changeover SOPs and job aides

 Maintenance Level Documentation

Maintenance documentation builds on the operator documentation. 

The ten most important features of an effective maintenance level documentation package are listed.   

Detailed component operation descriptions - should identify the major components for each machine, and describe the function and operation of each component at a level that supports troubleshooting.
Clear and concise descriptions of all maintenance controls - should locate each control panel and describe the controls.
Process control information, such as:
Control program sequence and architecture
Control device identification and function
Detailed electrical, pneumatic, and hydraulic circuits
Process level symptom-based troubleshooting and tips - should include basic troubleshooting approaches, information on what triggers annunciated faults, and guidance for responding to each alarm.
Preventive maintenance activities and intervals
Recommended lubricants and lubrication frequencies
Recommended spare parts and quantities
Changeover instructions and settings
An OEM documentation library and index

Applied Performance Strategies supports OEMs and customers in the design and development of user documentation and training courses.  We can assist you with OEM documentation specifications, job task analysis, plant specific training manuals, SOP and job aide development, training course design and presentation.

For more information, contact David Thames at 410.715.0800 or dthames@aps-online.net

 

 

Copyright 2006, Applied Performance Strategies, Inc.

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