Syngenta uses many types of facilities in a

great variety of places to carry out our work.

These include research and development
locations, office buildings, farms, field sta-
tions, production and manufacturing plants
and distribution hubs. We must maintain all
of these facilities to make sure we can
use them safely, effectively and in line with
relevant laws.
The work we carry out in our facilities and
the risks involved vary greatly; the methods
needed to maintain each facility in good
order will depend upon its type, use and
location. The person responsible for main-
taining each facility must be able to choose
the right methods and use them effectively.
It is important to manage maintenance
effectively in order to avoid major incidents
or accident as well as keeping ourselves
and our neighbours safe. Well managed
maintenance activities can make a real
difference to our productivity by reducing
downtime, improving our working environ-
ment and getting more from our invest-
ments in plant and buildings.
The level of expertise required to maintain a
facility also varies from type to type. Simple
commercial buildings may require no more
than a caretaker but maintenance on sites
with large assets or chemical hazards must
be managed by a professional, experienced
and well trained Syngenta engineer.
This booklet sets out our maintenance
policy and standards to help our site mana-
gers and maintenance people to manage
our facilities safely and effectively. If you
have any questions about the contents, or
about other aspects of maintenance, please
contact your regional head of engineering.
Paul Brown
Head of Engineering
Engineering maintenance policy and standards
Introduction
1
The Syngenta Maintenance Policy
Syngenta policy is to make sure that
we maintain all our facilities in a safe,
legal and commercially efficient way to
fully meet the business requirements
for which they are intended.
Each facility should have a person respon -
sible for maintenance who is trained and
capable.
We will apply this policy using procedures,
tools, techniques and expertise, supported
by our principal maintenance engineers.
Syngenta Maintenance Standards
These maintenance standards support
our maintenance policy and apply
throughout Syngenta. The following
nine standards define what must be
achieved and outline the key steps that
managers need to take to ensure that
the policy is successfully implemented.
Engineering maintenance policy and standards
3
Head of Syngenta Engineering
The Head of Syngenta Engineering is
responsible for introducing and monitoring
the maintenance policy and standards.
Site Managers
Site Managers are accountable for the
application of the maintenance policy and
standards. They must formally appoint a
person who is responsible for maintenance
of their facility.
Sites with large assets or chemical hazards
must have as a minimum a Site Engineering
Manager who is a professional, experienced
and well trained Syngenta engineer working
for the Site Manager and whose appoint-
ment must be supported by the Head of
Engineering.
Site engineering managers
Site Engineering Managers are responsible
for applying the processes and managing
the resources required to meet the policy
and standards.
Regional heads of engineering
The Regional Heads of Engineering are res-
ponsible for promoting maintenance activi-
ties which are needed to make sure we are
working safely, in line with the law and in
the most affordable and efficient way. They
also lead the development of maintenance
capability at facilities across their region.
Head of maintenance professionalism
and principle maintenance engineers
The Head of Maintenance Professionalism
and the Principal Maintenance Engineers
are responsible for giving advice on how to
apply the maintenance policy and standards.
Employees
All employees who use or occupy Syngenta
assets must take personal responsibility
for the care of those assets. Those involved
in maintenance activities must take personal
responsibility for applying the maintenance
policy and standards.
Engineering maintenance policy and standards
2
Accountabilities for Maintenance Syngenta Maintenance
Policy and Standards
Syngenta must manage its mainte-
nance activities to ensure it complies
with all relevant laws and Syngenta
codes.
Tasks that are identified in the strategy as
key to ensure compliance must be sup -
ported by planning, control and reporting
processes to ensure that compliance is
maintained and demonstrated.
Managers who are responsible for
maintenance must:
identify and understand the international
and national laws which apply to the
equipment we use and to our activities,
and how these laws affect us;
identify and understand what mandatory
Syngenta codes of practice are applica-
ble to the facility;
implement local procedures, processes
and maintenance plans to meet these
requirements;
identify and maintain equipment
critical to the achieving the requirements
of process risk assessments; and
record and report compliance.
2
Compliance with Legal Obligations
and Syngenta Requirements
Engineering maintenance policy and standards
5
Engineering maintenance policy and standards
4
Every Syngenta facility must have a
maintenance strategy which defines its
engineering and maintenance needs
based on business requirements.
The maintenance and operations teams
should work together to create the strategy
and the site manager must approve it. The
strategy should be regularly reviewed to
ensure that it remains aligned to business
requirements.
The strategy should be widely communica-
ted to ensure consistent understanding of
the strategy and key objectives and should
be readily accessible so that changes and
projects affecting the assets can be aligned.
A maintenance strategy must include:
the aim of the strategy;
the facilitys main characteristics;
the facilitys objectives;
the performance standards required;
a description of the activities needed
to meet our aims;
the key tasks needed for compliance
with legal obligations and Syngenta
requirements; and
the resources needed.
1
Maintenance
Strategy
7
Engineering maintenance policy and standards
6
Each facility must have a maintenance
capability that is appropriate for the
size of the facility and the nature of the
business undertaking.
The structure, size and capability of a main-
tenance organisation will be dictated by
the complexity and criticality of the facility
(HSE and business activities).
People responsible for the maintenance
of a facility must have sufficient capability to
meet the requirements of their roles. This
must be supported by adequate training and
validation.
The availability and cost of resource, busi-
ness criticality and the level of expertise
required should be evaluated when selecting
internal or external sourcing options.
Where external resources are used these
must be evaluated to ensure they have the
capability to meet Syngenta requirements.
That evaluation should include both the tech-
nical and commercial aspects of their work.
Those responsible for maintenance should
be aware of the help available within
Syngenta, e.g. the Principal Maintenance
Engineers, and also be prepared to share
their own knowledge.
Actions required for an effective main-
tenance organisation:
formally appoint a person responsible
for maintenance;
have a clearly defined organisation
for maintenance;
people have clear roles and responsi -
bi lities;
assess what skills are needed for each
maintenance role;
provide training and development plans
for each person involved in maintenance;
train employees so they fully understand
their responsibilities and the hazards
associated with maintenance activities;
have formal processes for the selection
and management of maintenance
contractors;
have risk assessment systems to help
people identify and manage hazards
associated with their role; and
regularly check that employees are
capable of doing their work, assess their
training needs and update any training
plans if necessary.
3
People and
Organisation
Engineering maintenance policy and standards
9
Engineering maintenance policy and standards
8
Each facility must have engineering
standards and specifications for the
installation, operation and maintenance
of equipment.
The person responsible for maintenance
must ensure that appropriate engineering
standards and specifications are defined
and applied. They will also ensure that mea-
sures are in place to keep these standards
up to date.
Those engineering standards and specifica-
tions must also be applied when new
assets are added or existing assets are
changed. New engineering standards or
specifications required by such a change
are to be validated before use.
Where a facility does not have the capability
to define and update engineering standards
and specification the Regional Head of
Engineering may take this responsibility by
agreement with the Site Manager.
Examples of how to manage and apply
engineering standards and specifica-
tions:
define and document which engineering
standards and specifications to use for
new and installed equipment and sys-
tems and how they will be controlled and
updated;
make engineering standards and spe-
cifications readily accessible and in an
appropriate language.
Consider the types of standards and
specifications which may be appropriate
e.g.
standards recognised around the world,
for example ISO, ASME and ANSI ;
regional standards, for example CEN
(European Committee for Standardi-
zation) ;
national standards, for example British
Standards or DIN;
a manufacturers own specifications;
Syngenta documents, for example an
engineering standard written by an
employee; and
Syngenta Operational Safety Single
Page Summaries (SPS).
4
Engineering Standards
and Specifications
Maintenance activities must fully meet
the business requirements for which
the assets are intended.
Examples of activities which can be
used to deliver effective maintenance
are:
implement basic asset care routines
including visual checks and lubrication;
implement a criticality analysis process,
appropriate to the needs of the facility,
which identifies key assets and systems;
establish availability and reliability targets
for systems and equipment based on
business needs;
apply appropriate styles of maintenance,
e.g. breakdown (curative), predictive,
preventive or planned;
use problem diagnosis and defect
elimination to find the cause of a problem
with activities or equipment and prevent
reoccurrence;
use tools such as reliability centred
maintenance (RCM) and risk-based
inspection (RBI) ;
define the needs for reliability, maintain-
ability and life cycle cost at the design
stage;
identify equipment aging issues and
manage them; and
have maintenance plans to manage out
for service and spare equipment.
5
Business Effective
Maintenance
Engineering maintenance policy and standards
11
Engineering maintenance policy and standards
10
We will manage our maintenance work
to make sure it is safe, effective, and
efficient.
Each facility must have a structured process
for the management of defined mainte-
nance tasks through registration, planning,
execution, record keeping, review and
continuous improvement.
Effective management of maintenance
work requires:
safe systems and methods of work;
an asset register which, as a minimum,
lists all HSE and business critical
equipment ;
a structured list of adequately defined
maintenance work;
processes in place to effectively manage
scheduled and unscheduled work;
a process to record work completion
and manage any additional work
required;
a formal process for recording the
outcome of any mandatory controls and
maintenance; and
a list of all spare parts, and processes
in place for the management of any
stocked items.
Maintenance effectiveness can be
enhanced by:
recording key information and history;
use of a system to make sure the work
is carried out properly;
use of industry and Syngenta best
practices to make sure we carry out
planned engineering work as effectively
as possible e.g.
6
Managing
Maintenance Work
Syngenta outage (shutdown) manage-
ment process;
Networks of Excellence e.g. reliable plant ;
Syngenta maintenance maturity model ;
Implementation of asset care routines
by production staff for first level mainte-
nance activities;
Develop preventive and predictive
techniques such as;
vibration monitoring;
oil analysis;
infrared thermograph for electrical
& mechanical equipment ;
Ultrasonic analysis on leak and steam
purging systems
quality audit of maintenance work;
Pareto analysis of failures to prioritize
reliability activities.
problem diagnosis and defect elimination
to find root cause of any problem
with activities or equipment, and prevent
reoccurrence; and
application of lean philosophy principles
to maintenance activities, including
reducing waste, driving consistency, and
ensuring that all maintenance activities
add value.
The full costs of maintenance are
to be measured and controlled.
Every facility will have processes to plan,
budget, authorise, track and control
maintenance costs.
Maintenance expenditure for a facility
should be compared to internal and exter-
nal benchmarks and have targets agreed
by the Site Manager that are aligned
with the business needs.
Effective management of maintenance
costs requires that the person respon-
sible for maintenance:
prepares yearly maintenance budgets
for both revenue and sustenance capital ;
analyses monthly and yearly spend and
reports performance against plan;
uses strategies that help to get the best
price for goods and services;
sets targets to make sure we control the
money spent on maintenance; and
(if required by management) completes
a formal sustenance and maintenance
review process outlining current asset
condition, future use and planned
revenue and sustenance capital budget
for a rolling 3 year horizon.
7
Managing
Costs
Engineering maintenance policy and standards
13
Engineering maintenance policy and standards
12
We will measure maintenance perfor-
mance because this is a key element
in demonstrating legal and mandatory
compliance and is also critical in
driving maintenance excellence.
Each facility should use key performance
indicators to measure and report mainte-
nance performance.
The person responsible for maintenance
at a facility should agree with the Regional
Head of Engineering the content and
frequency of maintenance reporting.
Advice on measuring and reporting perfor-
mance is available from Principal Mainte-
nance Engineers, the Head of Maintenance
Professionalism or a Regional Head of
Engineering.
Measures and reports on maintenance
performance can include:
reports on compliance with mandatory
maintenance activities;
use of key performance indicators
that are business driven, e.g. Overall
Equipment Effectiveness (OEE) ;
yearly maintenance reviews and reports;
and
maintenance effectiveness peer reviews
(e.g. with a Maintenance Principal
Engineer).
8
Measuring and Reporting
Performance
We will keep the documentation needed
to ensure legal requirements are met
and to show that maintenance work can
be carried out safely and effectively.
Maintenance documents and information
must be stored in a secure place along with
details on how long it must be kept. There
must also be clear processes for accessing
the documents that are stored.
Documentation and information that
must be stored includes:
documents to demonstrate compliance
with legal and Syngenta requirements;
Engineering Standards and
Specifications;
how we manage equipment ;
design information;
records of changes to assets;
records of inspections and repairs;
maintenance history and reports;
asset registers with numbering
standards;
spare parts and materials;
records of goods and services bought ;
and
records of incidents, accidents and
investigations.
9
Engineering Documents
and Information
15 14
Engineering maintenance policy and standards
16
A Facility is any location where Syngenta
uses its own assets to conduct business
activities.
Site Manager is the manager with the
budgetary and legal accountability for a
Facility.
Site Engineering Manager is someone
appointed by a Site Manager, (with the
support of the Head of Engineering
for larger installations) to be responsible
for all aspects of engineering compliance,
professionalism and service.
Engineering Standards are the technical
standards used to describe the technical
details of the design, construction and
installation of an equipment or system.
Specifications are the detailed descrip-
tions of the performance requirements of
an equipment or system.
Glossary