30-day PM Optimization
The Problem
A well-known food manufacturer was facing operational challenges due to frequent unplanned downtime across all of their production lines. The manufacturer was aware that they were operating in reactive mode and were ready to change for the better.
After analyzing the current state, they determined that their PMs were not supporting effective and timely maintenance. The equipment PM strategies were not appropriately developed, the PMs that did exist lacked information and clarity to provide effective guidance to technicians.
Although they knew the importance of effective PM strategies, clear jobs, and effective PM execution were key to increasing uptime, they were self-aware to know that they did not have the internal expertise and capacity to produce the quality of PMs they needed, in the time they wanted them.
The Solution
Recognizing these limitations, the client reached out to Marshall Institute (MI) to:
- expedite the development of comprehensive PM documents
- increase their team’s understanding of PM best practices.
- Implement a scalable solution to PM development that could be applied across multiple production lines to improve overall equipment reliability.
The client’s immediate focus was on optimizing PMs for a critical production line (Line 14), with plans to leverage this optimized PM documentation across similar lines in the facility.
Marshall Institute proposed a focused, 30-day PM development project that included the following elements:
- PM Optimization Training: Marshall Institute provided targeted PM Optimization training for key stakeholders, including the Maintenance Manager, Planners, and Supervisors. This training equipped the team with foundational knowledge on PM best practices and introduced them to advanced PM development methodologies.
- Optimized PM Strategy: A Marshall Institute Subject Matter Expert (SME) was assigned to work on-site, focusing exclusively on developing PM strategies and job plans for 16 unique assets within Line 14. Marshall Institute leveraged OEM manuals, existing PM documents, and equipment drawings to optimize the PM program. Where needed, we collaborated directly with OEM representatives for specialized equipment which provided deep insights into failure modes and optimal PM frequencies.
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- Detailed PM Job Plans: Approximately 50 PM task documents were created, covering the 16 pieces of equipment on Line 14. These documents were organized by asset and frequency (e.g., Weekly, Monthly, Annual) to facilitate easy access and planning.
- Structured Documentation: Job Plan documents were created in a standardized Word format, allowing them to be stored on the shared drive and linked to PM strategies in SAP. A formatted long-text version for each PM task was also included, allowing planners to easily insert tasks into the SAP PM work orders for streamlined printing and execution.
- Visual and Technical Guidance: Each step within the task documents was supported by pictures or OEM manual images that illustrated the specific task, enhancing the clarity of instructions for the maintenance team.
- Materials and Tools Specification: The documentation detailed necessary materials (e.g., lubricants) and tools required for each task, reducing ambiguity and preparing mechanics with everything they need for efficient maintenance execution.
- Task-Specific Criteria: For precision, the PM documents included criteria to assist mechanics in performing inspections accurately. For example, industry-standard specifications for chain and belt tensioning were included where applicable.
- Proactive Maintenance Prompts: Statements were integrated within relevant tasks to prompt mechanics to create corrective maintenance notifications in SAP, ensuring any issues discovered during PM tasks could be logged for timely corrective actions.
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- PM Development Tool: We aligned with the client’s objectives through strategic discussions on methodology, format, and deliverables to build a tool which would allow our client to develop effective PMs beyond our initial support.
- Potential breakdown defects identified: During the equipment information gathering walk-down process, actual equipment defects were identified and brought to the attention of the maintenance department for repair–before a breakdown occurred.
At the end of the 30-day project, Marshall Institute delivered a comprehensive PM program tailored to the client’s critical production line.
The Client
Food Manufacturer
The Project
PM Development for critical production line
Services Leveraged
PM Optimization Training
PM Development
Project Management
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The Outcome
In only 30 days, the client now has a robust PM framework that includes far greater detail and specificity than the original PM documents, significantly enhancing the effectiveness of preventive maintenance.
The newly developed PM documentation provides the client with a scalable foundation for proactive maintenance that can be applied to similar production lines. The benefits include:
Increased Maintenance Efficiency
The PM documents, with clear task instructions, visuals, and material/tool lists, have streamlined maintenance operations, reducing ambiguity and enabling faster task completion.
Enhanced Reliability
By following the optimized PM tasks, maintenance teams can proactively identify and address potential failures, which minimizes unplanned downtime and contributes to improved production reliability.
Continuous Improvement
The client is equipped with tools to refine their PM program further and improve PM compliance, enabling a shift from reactive to proactive maintenance strategies across all production lines.
Looking Ahead
With the foundation established by Marshall Institute, the client is on track to complete the development of PM documents for similar production lines by the end of 2024. Marshall Institute’s structured approach and industry expertise have empowered the client to adopt a proactive, reliability-centered maintenance strategy, positioning them for improved production throughput and operational performance.