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Maintenance Policy

A written statement, developed by the organization's leadership team, articulating the target maintenance standard and formal commitment by the owners to that standard.  

Purpose of the Policy
The purpose of the maintenance policy is:
  • Commitment - To articulate senior management’s commitment and intentions with regard to maintenanc.
  • Guidance - To provide guidance to staff in carrying out the organization’s maintenance strategies, plans and activities.
  • Vision/Direction - To provide a clear direction for maintenance activities.

Scope of the Policy 
The maintenance policy should typically include the following:

  • To set a target for backlog levels of deferred maintenance
  • To set a target standard for  asset performance and levels of service
  • To articulate the organization’s tolerance for risk arising from failed assets
  • To determine how to prioritize repairs and DM
  • To select the key performance indicators (KPIs) that will be used to measure the quality of the maintenance program
  • To align the three different types of maintenance strategies to the different assets based on risk profiles and expected levels of service
  • To set the framework for the development of maintenance strategy

Listed below are some of the key steps in developing a maintenance policy:

     A.  Before
  • Establish the age of the assets, types of assets in the asset register, risk profiles of the assets, and other such information.
  • Evaluate the requirements of the different stakeholders (both internal and external)
  • Establish the organization's standard of care and risk tolerance.
       B.  During
  • Determine the appropriate maintenance for the assets to achieve the desired risk profile.
  • Write the policy statement.
      C.  After
  • Communicate the policy to pertinent stakeholders
  • Arrange for formal adoption of the policy by the necessary stakeholders.
  • Periodically review and update the policy, as required.

Management Principles
Included below are some of the asset management principles to consider in regards to the maintenance policy:
  • Ensure that the maintenance policy is periodically disclosed to the owners, other stakeholders and the maintenance team.
  • Set up a process for monitoring performance of the maintenance program relative to the policy.
  • Establish procedures for periodic review and refinement of the maintenance policy.
  • Ensure that the maintenance budget is adequate to support the maintenance standard being targeted by the policy.
The hierarchy of organizational purpose with policy represented as one of the layers
Fig. The Aspirational-Transactional Hierarchy with policy represented as one of the aspirational layers.

Comparing the Maintenance-Repair-Renewal (MRR) trade-offs at different organizations.
Fig. Comparing the Maintenance-Repair-Renewal (MRR) trade-offs at different organizations. As maintenance quality and effort increases so too does the frequency and scope of repairs decrease - however, there is a point of diminishing returns. Do you know where your balance is? 

Alignment between Maintenance, Repairs and Renewals will help the organization find the optimal MRR ratio
Fig. Alignment between Maintenance, Repairs and Renewals will help the organization find the optimal MRR ratio.

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Fig. Floor polishing (left) and garage powersweeping (right) are examples of maintenance tasks to achieve the standard set by the maintenance policy.

The maintenance plan organized by task prioritization.
Fig. The maintenance policy must translate the nuances of the maintenance strategy into a narrative statement.

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