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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,
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| Have a grasp of the entire process and the
function of each component in the process,
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| Understand the purpose and basic use of all the
controls,
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| Perform basic adjustments and troubleshooting
tasks, and
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| Assist in changeovers.
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A maintenance technician needs to:
| Understand the nuts and bolts of how each
machine operates,
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| Understand the control system that ties the
machines together,
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| Know how to effectively troubleshoot the
process,
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| Know how to effectively troubleshoot and repair
the individual machines,
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| Perform routine maintenance, and
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| Perform setups and changeovers. |
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
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| 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 dthames@aps-online.net
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