Maintenance Definition Management: Tasks (Level 3)

Managing documents such as maintenance instructions, vendor documentation, CAD drawings, database records, and analysis tools
- In what format are the documents available (paper, electronic, etc.)?
- Are all documents complete and up-to-date? How is this ensured?
- Who should have access to which documents and when?
- For which equipment/devices documents/tools exist
- What information from (third-party) databases is required?
- How should the information be made available to the maintenance staff (handheld, etc.)?
- Which analysis tools are used? Which ones should be managed/connected?
- Which interfaces to the analysis tools exist?
- How should the version management of the documents be realized?

Deriving and managing a set of maintenance definitions
- What activities exist and who defines them?
- How are these communicated to the maintenance staff?
- Which ones exist and which ones have who to do and for which equipment?
- How should administration be managed in future?
- How are the activities visualized to the maintenance staff?
- How is the maintenance staff informed about upcoming activities?
- How is the status/progress of the activities monitored?

Managing changes to maintenance definitions
- When do changes become necessary and who decides on them?
- How are these communicated to the maintenance staff?
- Is there a system-based change Management process?
- Are the changes to be documented and archived (e.g. for regulatory purposes)?
- Are release / approval processes required?

Providing maintenance definitions to other applications, equipment, personnel, or activities
- Should external departments / external companies be involved?
- How and when is whom/which system informed?
- To what extent is the information provided?
- Is the exchange bidirectional?
- Is a Management of Change required?

Managing the exchange of maintenance definition information
- What information requirements exist for the roles and information systems involved?
- What dependencies exist between the maintenance activities?
- Should the exchange be conducted electronically?
- Are release / approval processes required?

Optimizing maintenance definitions based on process and maintenance analysis
- Are there standardized CIP activities?
- Who is responsible for this?
- Who can make proposals and who decides on their implementation?
- How are the proposed changes integrated into the maintenance process?
- Are test cycles and test scope analyzed/optimized, e.g. based on disturbance data?

Generating and maintaining maintenance definitions not related to production equipment
- Are there activities that cannot be directly assigned to production, but which are nevertheless carried out by the in-house maintenance department (e.g. DGUV-A3 inspections)?
- How is this work planned and coordinated?
- How are the results of the tests recorded?
- How is equipment handled that did not pass the test, how are corrective actions taken and how are they tracked?

Managing the KPI definitions associated with maintenance
- What KPIs are there?
- Which data sources are possible and which are already available?
- Should the management of maintenance relevant KPIs be supported by IT systems?
- Who defines the KPIs?
- Is there an already existing performance measurement system that should be used?
- Does the definition of KPIs change over time?
- Are there different KPIs for different equipments / maintenance scenarios / maintenance departments?
- Dependencies on equipment, production rules, input materials, etc.
- What types of definition variables exist? (qualitative, quantitative etc.)

Managing maintenance definitions related to safety and environmental procedures
- Are there recurring inspections of the safety devices of the plants?
- How are these inspections planned and who is responsible for them?
- How are the results of the tests recorded?
- Who decides what is tested and when?
- How are the tests performed and by whom? Are there documented processes for this?
- How is compliance with deadlines monitored?
- Are there external monitoring systems (e.g. by TÜV, ZÜS, authorities) for storing test plans?