Plant Maintenance SOPs

Maintenance Summary SOPsPlant Maintenance Department

1. Breakdown Maintenance 🔧 Detailed Steps:

  • 1. Technician logs the breakdown in the daily report during production.
  • 2. If repair or replacement is needed, a Material Request Form (MR) is prepared.
  • 3. Supervisor reviews the MR to confirm actual requirement.
  • 4. MR is sent to (Maintenance Manager) for approval.
  • 5. Storekeeper verifies item availability and issues the spare, if unavailable storekeeper inform Maintenance Manager.
  • 6. Technician performs the repair or installation and records everything in the Job Record.
  • 7. Supervisor and QC review and verify the work.
  • 8. Maintenance Manager gives final approval after reviewing all documentation.
  • 9. If breakdown exceeds 30 minutes, an RCA report is prepared.
  • 📑 Documents:
  • Daily Breakdown Report, Material Request Form, Maintenance Job Record, RCA Report
  • 👥 Roles:
  • Technician, Supervisor, Storekeeper, Quality Checker, Maintenance Manager
  • 💼 Accounting Impact:
  • Spare issuance is recorded as consumption expense in ERP.
  • 🗂️ Source: Plant Maintenance SOP 210325

2. Preventive Maintenance 🔧 Detailed Steps:

  • 1. Technician and operator perform daily checks using designated checklists.
  • 2. CLTI Form (Cleaning, Lubrication, Tightening, Inspection) is filled.
  • 3. If fault found, process continues as Breakdown or External Repair.
  • 4. Monthly preventive maintenance is scheduled alongside weekly production plan.
  • 5. Detailed Monthly Checklist used for each machine.
  • 6. If same equipment receives repeated service >40 days, escalate to Maintenance Manager and Product Manager to take a decision.
  • 7. After service, supervisor reviews and signs off.
  • 8. QC verifies quality before final closure.
  • 📑 Documents:
  • Daily Checklist, Monthly Preventive Checklist, CLTI Form, Job/Site Report
  • 👥 Roles:
  • Technician & Operator, Supervisor, Maintenance Manager, Quality Checker
  • 💼 Accounting Impact:
  • Spare usage is recorded as expense in ERP upon issuance. Overhauling Details in Point No. 6
  • 🗂️ Source: Plant Maintenance_Final SOP 210325 External Repair in Point No. 7

3. Spares Management 🔧 Detailed Steps:

  • Storekeeper prepares monthly inventory report.
  • Good Receipt Note (GRN) entries, consumption, and adjustments are verified in ERP.
  • Safe stock limits are reviewed.
  • If breached, Purchase Requisition (PR) is raised.
  • If not breached, report shared with Supervisor for review.
  • Supervisor evaluates and escalates to Maintenance Manager.
  • Maintenance Manager approves or suggests revision.
  • Upon approval, initiate either:
  • Regular Purchase
  • Non-PO urgent procurement
  • Safe stock limits updated in ERP as required.
  • 📑 Documents:
  • Inventory Report, GRN Records, Purchase Requisition
  • 👥 Roles:
  • Storekeeper, Supervisor, Maintenance Manager
  • 💼 Accounting Impact:
  • No accounting impact unless spares are issued.
  • 🗂️ Source: Plant Maintenance SOP

4. Vendor Service Management 🔧 Detailed Steps:

  • Supervisor maintains an Annual Maintenance Contract (AMC) Tracker with contract/service schedule data.
  • Start of each month: upcoming services are reviewed and vendor notified.
  • Vendor is reminded 1 week in advance with equipment and service details.
  • On arrival: vendor logs in at security and complies with safety protocols.
  • Service is executed as per AMC terms and monitored by maintenance team.
  • Issues or notes are logged and followed up.
  • After service: Service Report is signed by vendor, Supervisor, and QC (if needed).
  • AMC Tracker updated and shared with Accounts for processing.
  • 📑 Documents:
  • AMC Tracker, Service Confirmation Report
  • 👥 Roles:
  • Supervisor, Vendor, QC (if applicable), Security, Accounts
  • 💼 Accounting Impact:
  • Service expense recorded upon invoice receipt or provision.
  • 🗂️ Source: Plant Maintenance SOP

5. Employee Training Program 🔧 Detailed Steps:

  • Maintenance Manager prepares an annual training plan based on skill gaps, new tech, and safety practices.
  • Trainings scheduled for the year.
  • Topics include CLTI, breakdown handling, spare management, safety.
  • Event-based trainings conducted for new equipment or changes.
  • New technicians are trained before operational deployment.
  • Training includes theory, practice, and workshops.
  • Attendance is logged, performance evaluated, and records maintained.
  • 📑 Documents:
  • Training Agenda, Attendance Log, Feedback Forms
  • 👥 Roles:
  • Maintenance Manager, Supervisor, HR, Maintenance Staff
  • 💼 Accounting Impact:
  • Internal administrative cost; not booked as direct expense.
  • 🗂️ Source: Plant Maintenance SOP

6. Overhauling 🔧 Detailed Steps:

  • Annual overhaul schedule created for off-season.
  • Includes critical equipment needing cleaning, replacement, or alignment.
  • List shared with Plant Manager for review.
  • If cost exceeds budget, requires PM + Accounts approval.
  • Maintenance executed and QC inspected before restart.
  • 📑 Documents:
  • Overhaul Plan, Approval Notes, QC Checklist
  • 👥 Roles:
  • Maintenance Head, Plant Manager, Quality Checker
  • 💼 Accounting Impact:
  • Capitalized if cost >40% of asset value; else expensed.
  • 🗂️ Source: Plant Maintenance SOP

7. External Repairs 🔧 Detailed Steps:

  • If in-house repair is not possible, part is dismantled.
  • Repair Request raised and ERP Gate Pass issued.
  • Security stamps Gate Pass before part leaves.
  • Vendor performs repair externally.
  • On return, part is reinstalled and QC verifies.
  • Invoice is booked as expense.
  • 📑 Documents:
  • Repair Request, Gate Pass, Vendor Invoice, QC Form
  • 👥 Roles:
  • Technician, Supervisor, Storekeeper, QC, Vendor
  • 💼 Accounting Impact:
  • Repair expense recorded upon invoice.
  • 🗂️ Source: Plant Maintenance SOP