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.
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Operator Level Documentation Checklist
The ten most important features of
an effective operator level documentation package are listed.
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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.
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Basic process flow descriptions - should provide a
process overview flow diagram that identifies the function of each
component.
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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.
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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.
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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.
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Quality task list - should identify the quality tasks
and reference the documents needed to perform each task.
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Operator maintenance SOPs and job aides
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Critical process control settings SOPs and job aides
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Line cleaning SOPs and job
aides
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Changeover SOPs and job
aides
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Maintenance Level Documentation
Maintenance documentation builds on the operator
documentation.
The ten most important features of an effective
maintenance level documentation package are listed.
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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.
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Clear and concise descriptions of all maintenance
controls - should locate each control panel and describe the
controls.
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Process control information, such as:
- Control program sequence and architecture
- Control device identification and function
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Detailed electrical, pneumatic, and hydraulic
circuits
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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.
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Preventive maintenance activities and intervals
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Recommended lubricants and lubrication frequencies
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Recommended spare parts and quantities
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Changeover instructions and settings
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An OEM documentation library and index
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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 email
dthames@aps-online.net
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