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MIS ASSIGNMENT

MAINTENANCE MANAGEMENT SYSTEM

Submitted By
Abhisek Mohanty Roll 01 Nikita Agarwal Roll 25 Prerna Jain Roll 28 Prerna Makhijani Roll 29 Sushant Jaggi Roll - 49 Utkarsh Kichlu Roll 53 BByBfdf

Maintenance Management System

Table of Contents
Purpose and Objectives ................................................................................................................. 3

Data Flow Diagram ...................................................................................................................... 4

Managerial And Clerical Processses .............................................................................................. 5

Design Principles of MIS...8

Reports related to transactions10

Profile of the Company21

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Purpose:
To make maintenance management more effective, it is necessary to have a better organization of maintenance data. The purpose ofmaintenance management system is to maintain a computerized database for an organizations maintenance operations and human resources functions. This data is intended to help the effectiveness of maintenance workers, the quality of management decisions and the verification of regulatory compliance. It helps optimize the management of maintenance and capital improvement activities throughout the organization by using standardized procedures. The following functions are usually performed by the maintenance management system: 1. Work Orders and Descriptions: It reports when an inspection, preventive maintenance, meter readings or repair job is to be done. Related recorded data may include reserving materials, assigning personnel, scheduling work, tracking equipment downtimes, future recommendation actions and problem causal factors. 2. Managing Inventory: Data is recorded about current inventory and inventory levels in various categories, reserving inventory for particular jobs and purchasing and tracking inventory. 3. Managing Assets: Typically recorded data is intended to aid management or maintenance workers and includes equipment specifications, purchase dates, anticipated lifetime, required spare parts, service contracts and history and warranty information. 4. Safety: Data is recorded on safety permits and also the mandatory safety requirements that are to be met are recorded and regularly complied with.

Objectives:
The primary objectives of the Maintenance Management System: Improve maintenance efficiency & reduce maintenance costs through the optimal use of available funds, personnel, facilities, and equipment. Reduce downtime by scheduling timely Preventive Maintenance & thus increase life of equipments. Provide accurate data for maintenance and construction program decision making. Systematically identify maintenance needs or deficiencies and capital improvement needs. Determine the backlog of maintenance activities that are to be performed. Establish Station, Regional, and National maintenance and construction project priorities. Enable preparation of maintenance and construction budget requests usingsystematic, standardized procedures. Monitor and document corrective actions, project expenditures, and accomplishments

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Maintenance Management System The CMMS being used by Houston Fuel Oil Terminal Company is designed with six major, functionalityspecific screens:

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Managerial and Clerical Activities:

Transaction processing is information processing that is divided into individual, indivisible operations, called transactions. Each transaction must succeed or fail as a complete unit; it cannot remain in an intermediate state. Management Information System (MIS) provides information for the managerial activities in an organization. MIS provides accurate and timely information necessary to facilitate the decision-making process and enable the organizations planning, control, and operational functions to be carried out effectively. Management Information System (MIS) is basically concerned with processing data into information and is then communicated to the various Departments in an organization for appropriate decision-making. Management Information System (MIS) is basically concerned with the process of collecting, processing, storing and transmitting relevant information to support the management operations in any organizations. Thus, the success of decision-making, which is the heart of administrative process, is highly dependent partly on available information, and partly on the functions that are the components of the process. For example, if managerial objectives are absent or unclear, probably due to inadequate information, there is no basis for a search. Without information obtained through a search, there are no alternatives to compare, and without a comparison of alternatives the choice of a particular course of action is unlikely to yield the desired result.

Pyramid showing the information flow hierarchy

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Clerical Level:
Transaction Processing Systems TPS processes business transaction of the organization. Transaction can be any activity of the organization. Transactions differ from organization to organization. This provides high speed and accurate processing of record keeping of basic operational processes. These include calculation, storage and retrieval. Some of the processes under clerical level for HFOTCO are(a) Job Schedules: It shows list of currently scheduled Jobs. It is a checklist for your current maintenance activities. The Job Schedule includes: Each scheduled job, Associated equipment, To whom job is assigned to Estimated time for the job, Total time for all jobs (b) Work Tickets: They give adescription of each job (preventive maintenance, Work orders and trouble calls) (c) Preventive Maintenance: The PM is a regularly scheduled job. It contains complete scheduling information. PM procedure document Shows: List of tasks (check list format) Parts needed for job Equipment and its location Date job is to be done To whom the work is assigned Estimated time to complete. (d) Work Order: A Work Order is a planned maintenance job often due to an equipment failure, upgrade or plant shutdown. The Work Order shows List of tasks (check list format) Parts needed for job Equipment and its location Who requested job and when Date job is to be done To whom the work is assigned Estimated time to complete. (e) Trouble Call: The Trouble Call is a request for maintenance service typically initiated from another department and may request maintenance not related to specific equipment. The Trouble Call Procedure contains all the information to identify the requested maintenance. It includes: Equipment ID or location of requested service Person who requested service and when it was requested A brief description of the problem or maintenance needed Group No. 6

Maintenance Management System

Managerial level:
(a) Management Information Systems These systems assist lower management in problem solving and making decisions. They use the results of transaction processing and some other information also. It is a set of information processing functions. It should handle queries as quickly as they arrive. An important element of MIS is database. (b) Decision Support Systems These systems assist higher management to make long term decisions. These type of systems handle unstructured or semi structured decisions. A decision is considered unstructured if there are no clear procedures for making the decision and if not all the factors to be considered in the decision can be readily identified in advance. These are not of recurring nature. Some recur infrequently or occur only once. A decision support system must very flexible. The user should be able to produce customized reports by giving particular data and format specific to particular situations. Some of the processesof the Managerial level at HFOTCO are: (b-1) Service Log : This report shows : Single screen for closing all jobs (PMs,Work Orders & Trouble Calls) plus emergencywork.. All entries becomepart of equipmentmaintenance history. Record Cause Code (failure) and affected component. Save 1) labour (name & time), 2) parts used & 3) comments. Save completed inspection forms indocuments window.

(b-2)Spare Parts inventory list: This report covers the following: Identifies all sparepartswhether stored or not. Shows vendors, cost, and quantity on hand &min qty. Flags parts below minimum stocking level. Shows equipment part is installed on. Show picture, parts catalogue, etc. in documents window.

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Design Principles of MIS

The CMMS can be designed keeping the below designing principles into the consideration
1. Selective The system can be used to get specific type of maintenance related data as per the user requirement. The bulk data regarding a specific asset can be broken down to selective information regarding the asset used in the maintenance process. For example: If an OEM company is using a Computerized maintenance management system (CMMS) to keep the track of the equipments on which maintenance is regularly performed. The CMMS can provide specific information about how many specific equipment (sparkplug) is required during a stipulated time period or how much maintenance work is carried out by a specific maintenance worker. 2. Analytic Apart from providing specific information regarding the maintenance process, the system can also be used to cater to multi-dimensional analytical queries which provide information regarding the process readily. It is a part of broader category of business intelligence. The system is able to add value to business process management (BPM) of the company. It is also able to satisfy the work flow management for a particular equipment ID and also measures the improvement in maintenance process for a particular type of equipment. It enables the company to optimize their maintenance processes. The CMMS is also helpful for management reporting, budgeting and forecasting, financial reporting and similar areas. Three basic analytical operations are: Consolidation: The system is able to aggregate the data. This involved simple or complex grouping of interrelated data. Example: Number of Sparkplugs that are under maintenance by a specific maintenance department can be combined with a similar department in any other geography of the same company. Drill-down: The system can support detailed information comprising the consolidated data. Example: Number of Sparkplugs went under maintenance by a specific maintenance department can be used to figure out the number of sparkplugs used by a specific worker. Slicing and Dicing: Slicing and Dicing is often performed along a time axis in order to analyse the trend in the data and find patterns in those data. Example: one slice of the data generated by the CMMS may provide the total maintenance work done by a department. Another slice may provide the data the total maintenance work done on a particular vendor equipment.

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Maintenance Management System 3. Linkage The ability to analyze data across maintenance processes is dependent upon linking data from disparate systems, applications and external sources. The data from other application or systems can be utilized to report with the help of middleware systems .For example: The Store and maintenance worker data can be fetched from PeopleSoft application. List of equipment can be extracted from ITAM application. This ability to effectively link data from disparate sources is dependent upon master data. Master data is the controlling set of data values for reference data. Five primary data categories (each of these categories corresponds to a particular set of data) are part of most information systems environments: Master Data : Master data describe the people in maintenance process i.e. the maintenance workers, stores/ store ID, department/ department ID location that are involved in an organizations maintenance business process. Master data tend to be grouped into master records, which may include associated reference data Meta Data: Metadata literally means data about data. Metadata label, describe, or characterize other data and make it easier to retrieve, interpret, or use information. Examples are field definitions, report names, headings in reports. Transactional Data: Transactional data describes an internal or external event or transaction that takes place in an organization to conduct its maintenance process. Example: Data related to Work Order or Job schedule or preventive maintenance procedure. These data are typically grouped into transactional records, which include associated master and reference data. Reference Data: Reference data are sets of values or classification schemas that are referred to by Systems in maintenance processes. Example : list of valid store ID, vendor ID or type of equipment.

4. Overview The CMMS provides an abstract level view of the data & thereby helps to give a holistic picture of the situation. Example: Cause code report can help the company to identify the reason of repetitive problems and also the cost incurred during the equipment maintenance process.

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REPORTS RELATED TO VARIOUS TRANSACTIONS

Statutory Compliance (up-to-date and are subject to surprise checks by government auditors and inspectors) PREVENTIVE MAINTENANCE Describes and schedules periodic maintenance and inspections for each equipment Most of these inspections are a requirement by the state government for safety measures of automobile service centers. The Preventative Maintenance process is a regularly scheduled job. It contains complete scheduling information. After it is created, it will be printed based on the Scheduled Date. When it is closed, it is automatically rescheduled to be printed based on the new Schedule Date. The data source for this would be the mandate and regulatory guidelines either by the government or the company. We take a particular case for the annual check-up of a compressor:

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This is the report that will be generated by the MIS:

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Knowledge Update (functional information produced regularly at equal intervals) WORK ORDER Describes and schedules planned maintenance activity. It contains tasks and parts list for the job. Tracks & schedules planned jobs. Typically prepared by maintenance department, therefore this department is the data source. It is automatically closed when work completed. Lists parts required needed for job. It can record conversations & commentshandy for longer jobs. We take a particular case of replacing cylinder and piston:

A Work Order is a planned maintenance job often due to an equipment failure, upgrade or plant shutdown. It is usually prepared by the Maintenance Department rather than another department and contains a full description of the work to be done.

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This is the report that will be generated based on the input in the above screen:

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Operations Update (processed on the basis of daily transaction processing and making statistical summaries for quick update) TROUBLE CALL Tracks user and unplanned maintenance requests. It can be created by the user; therefore user is the data source.

The Trouble Call is a request for maintenance service typically initiated from another department and may request maintenance not related to specific equipment. The Trouble Call Procedure contains all the information to identify the requested maintenance. It includes:

iption of the problem or maintenance needed

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This is how a Trouble Call report would look like:

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Maintenance Management System For statistical analysis, the following reports can be generated: (1) Spare Parts List report This report can serve as a handy parts catalog when sorted by part name for easy reference. It can also be sorted by storeroom location for easy inventory or cycle counting. The data source is from the warehouse department and can be generated on a weekly basis.

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Maintenance Management System (2) Cost Summary Report This report show maintenance costs for each equipment. It can also be sorted by building, cost center or account. It is an excellent way to identify maintenance costs for each equipment and to compare these costs for similar equipment. The data source for this would be the finance department and it can also be generated on a weekly/monthly basis.

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Decision Analysis (helps in the selection of the alternative) Cause Code Report The Cause Code report is an excellent way to quickly identify your repetitive problems and what they are costing you. A pareto analysis can be done on this to figure out which equipment is responsible for most no. of failures and based on that an alternative can be chosen. This helps the manager take a decision.

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Maintenance Management System Action Update Low Stock Report The Low Stock Report lists all parts which are below minimum stocking quantity. This information, after approval, can be sent to Purchasing. Therefore this reminds the manager of an action that needs to be taken. The low stock report data source could be the inventory or warehousing department. The frequency could be weekly to make sure everything is in stock.

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Houston Fuel Oil Terminal Company

Profile of the Company Houston Fuel Oil Terminal Company (HFOTCO) is a leading marine terminal for storage of residual fuel oil and crude oil. The Company owns and operates a world-class, 13.8 million barrels storage terminal, and is the largest provider of residual fuel oil storage in the U.S. Gulf Coast. HFOTCOs assets are strategically located on a 312-acre footprint at the widest point of the Houston Ship Channel, one of the largest trading centers for residual fuel oil and crude oil in the world. The Company stores, blends, and transports residual and crude oil via pipeline, barge, rail, truck and ship for major oil companies, refiners, carbon black manufacturers, international trading firms and bunker suppliers since 1979. HFOTCOs size, strategic location, diverse customer base, and extensive transportation infrastructure create the most attractive and liquid trading platform for residual fuel oil in North America. State-of-the-Art Technology Proactive Approach Since their start-up in 1979, they combined the experience of industry veterans (minimal personnel turnover) with a "can-do" attitude to serve customer needs. They are constantly upgrading their equipment and the knowledge base of their people. Their advanced equipment is sized to move the highest volumes of black oil in the shortest amount of time. New technologies, implemented by well-trained people, allow them to be the best in the business at blending, storing, and moving all types of residual fuel and crude oil quickly, safely and efficiently. HFOTCO's breakthrough terminal automation technology allows customers Web-based access for dock, rail, and truck scheduling and online tank inventory status through a user-friendly interface. Commitment to Quality Service HFOTCO is committed to efficiently providing superior terminal services to improve the bottom line for its customers. Ideally situated on the eastern edge of the Houston Ship Channel, the Companys docks and tanks are strategically located to minimize transportation time from the Gulf of Mexico, facilitating its ability to deliver superior quality services to its customers. HFOTCOs ongoing expansion projects will increase convenience, safety, and efficiency while minimizing any delays. The Companys recent receipt of $120 million in Hurricane Ike bonds from the State of Texas further ensures its ability to continue to expand and advance its infrastructure, storage, and blending capabilities. Group No. 6

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Maximum equipment uptime is essential for efficient operation, and HFOTCO needed an easy-to-use, powerful CMMS that provided accountability, history tracking and could grow with their business. In 2003, the company purchased Benchmates CMMS program after researching several other CMMS programs. It was by far the easiest program to use, and that was the biggest factor in their purchase decision. The company has several highly skilled maintenance guys who arent real computer savvy. Benchmate is used by four full-time maintenance guys, and anywhere from 10-20 employees submit trouble calls to it.

Benefits to the company

Benchmates CMMS provides a macro-to-micro, real-time status on every piece of equipment and their associated components including: Tanks, pumps, motors, all office building equipment, tools, plant vehicles, pipes, valves, air compressors, etc. HFOTCO utilizes multiple software programs throughout its facility and understands the necessity for superior technical support. Benchmate provides an outstanding support by resolving the problems of the workers/clerks or the managers and hence has made maintenance management easier for the people working in the company. The work order tool encourages better planning and work force management by suggesting better work schedules. Allocation of resources becomes much simpler, which directly results in the assignment of more jobs. Employee productivity receives a huge boost as well with the more intuitive job scheduling and assigning of personnel. An inventory tool takes over the management of spare parts and inventory, and will notify when new purchases need to be made.

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