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CASE STUDY EXAMPLE. Work Process Flow Charts. WORK IDENTIFICATION / WORK ORDER PROCESSING. Identify Work. Operator Performs Maintenance. Investigate Problem. Determine Urgency. Can Operator Perform Work?. Everyone. Operator. Identifier. Shift Supervisor. Shift Supervisor.

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Case study example


Work Process Flow Charts


Identify Work

Operator Performs Maintenance

Investigate Problem

Determine Urgency

Can Operator Perform Work?




Shift Supervisor

Shift Supervisor

  • Everyone is responsible to ID work (early)

  • Early work ID is safer and less costly

  • Operator performs Maintenance if possible

  • If not, go to next step

  • Gather problem information then contact supervisor

  • What is the problem/opportunity?

  • Where is it (asset location/identifier)?

  • When does it occur (related process operation, etc.)?

  • How much is it occurring (minor vibration, large rate of drip, leak, break, etc.)?

  • How often (all the time, sometimes, rarely)?

  • Note: If it is suspected an Emergency condition, go directly to next step

  • Shift supervisor responsible for declaring Emergency/Urgent status

  • Troubleshoot with team

  • Determine if work is required

  • Operator Performs Maintenance

  • If not, record all relevant information for quality notification input

Enter Notification

Review Notification

Determine if it will be worked under blanket MO

Determine How It Will Be Worked

Hang Work ID Tag

Shift Supervisor / Designee

Asset Coordinator

Asset Coordinator

Asset Coordinator

Maintenance Coordinator/Designee

  • SAP

  • EZ-notification

  • Notification complete and accurate?

  • Work request needed?

  • If not, send back to Identifier

  • Reference Blanket Order Policy (EBB)

  • Routine?

  • Capital work?

  • TAR?

  • If not Routine, give feedback to Identifier

  • Hang ID Tag as close to the problem area as possible


Field Scope Job

Job Note Request

Plan The Job

Determine Who Will Perform Job

Notification in SAP

Minimum 2-3 days prior to allow for detailed planning.






  • Planner visits work site to assemble information for plan. Materials, tools, equipment, and craft resources needed

  • Supervisors/Job Reps may also be asked to review job

  • Safety requirements must be observed

  • Planner works with Supervisor to determine job note need

  • The Planner contacts the Unit Maintenance Engineer to create job note if needed.

  • Non-core work is tasked to contractor

  • The Planner and Supervisor determine if contractors will be needed to perform the work

  • Search SAP database to find existing job template if available. Plan as new if not available

  • The Planner copies the template into the new maintenance order

  • The maintenance order can be updated with additional details, job steps, etc.

  • Update status to planner group 1

  • Planner reviews new approved notifications in SAP.

  • Assures job description is adequate.

  • Create M.O. with planner group 0

Craft Assignments Entered

Into SAP

Materials, Tools, Equipment

Into SAP

QA/QC Requirements


Event Based Budget


Detailed Job Package


Permit is Initiated


Supv/Job Rep

Planner/Unit Inspector





  • The Planner enters detailed tasks into SAP with correct work centers

  • Work centers are used in SAP to determine what crafts will work each task

  • Multiple tasks are entered for operators as well as crafts

  • The Planner enters stock and non-stock materials into the plan

  • Procurement Coordinators are asked to help procure materials when needed

  • Planner will use the VAM (Vendor Agreement Management) tool when buying non-stock items

  • Unit inspectors are notified when work will be performed

  • The Planner will include steps for inspection and quality control in the estimate

  • The Planner will determine if the work is budgeted before releasing the order for work.

  • If the work is Not in the budget, a variance will need to be created and approved.

  • Release material requisitions.

  • Minimum Job Plan Requirements

  • - Complete SAP printed M.O.

  • - Primary & secondary crafts

  • - Labor estimates

  • - Description of job steps

  • - Status of materials & locations

  • - QA/QC requirements

  • - Repair specifications

  • - Location of work

  • Maintain ready to schedule file

  • Update status to planner

  • group 2

  • The Planner will initiate permits for all tasks on the order that require one

  • The Planner will contact the correct Maint. Supv. / Job Rep. to begin the risk assessment

  • Appropriate level of risk assessment and permit creation occurs


Update Current

Day’s Schedule

Preparation for Unit

Daily Scheduling Meeting

Conduct Unit Daily

Scheduling Meeting

Permit Creation



Asset Coordinator

Operations / Maint,

Supervisor / Job Rep.



  • Planner reviews current day schedule with completed work and work that will carry over to the next day

  • Updates are made in the current tools

  • Scheduler, Maintenance Supervisor, and Planner provide the Asset Coord. with MO status information in preparation for the Unit Daily Scheduling Meeting

  • Mandatory attendees: Asset Coordinator (Team Leader), Maintenance Supervisor, Planner, Maintenance Coordinator, Operations Supervisor

  • Attendees as appropriate: Unit Engineer, Inspections, Capital Project Reps, Job Rep’s etc.

  • Operations and Maintenance Supv./Job Rep. verify permit readiness by reviewing risk assessment, initiated ATW and associated permits

Address Schedule


Address Resource Issues

Run Final Schedule

And Update Backlog

Notification of Schedule







  • Planner contacts scheduler to make necessary changes. For break-in-work, EBB and financial controls requirements, resource availability (materials, manpower, and rentals), this must be fulfilled prior to adding jobs to the daily schedule

  • Scheduler reruns schedule for deviations (additions / deletions)

  • Planner contacts Maintenance Supervisor to support manpower requirements

  • Scheduler runs final schedule for approved work

  • The Planner updates the backlog per final resource decision

  • Scheduler sends email notice of schedule availability to site teams


Ready to Work Backlog

Weekly Scheduling


Scheduler Creates Schedule

Resource Validation

& Update

Site Wide Scheduling


Planner, Maint. Supv, Main.t Coord,

Shift Supv, Asset Coord.

Scheduler, Planner,

Asset Coordinator

Planning Scheduling Supt.

/Asset Coords, TAR and Routine

Planning & Scheduling

Leads, Shift Director, Schedulers



  • Planner sends a copy of the RTW backlog to the unit team members

  • Scheduler downloads coded Maint. Orders from SAP into P3e draft schedule

  • Scheduler incorporates TAR, Tank TAR, infrastructure, and capital projects schedules into the P3e draft schedule

  • Select jobs for weekly schedule that meet the unit requirements for safe optimal operation

  • Considerations for selection:

  • LOTO

  • Priority

  • Equip. Availability

  • Carry over work

  • Critical trips & alarms

  • PM’s

  • Budget

  • Backlog

  • Updated RIME priorities

  • Planner codes scheduled Maint. Orders in SAP by 2:30 pm

  • Scheduler levels resources

  • noting any conflicts because

  • of resource or CoW issues

  • Scheduler contacts unit planner

    where resource restrictions

    are found

  • Planner contacts asset

    coordinator for review

  • Asset Coordinator prepares

    to discuss issues around

    resource allocation

  • Planning Superintendent facilitates a high level review to gain consensus on what will be worked on at a high level

  • Attendees commit to schedules

Finalize Schedule


  • Scheduler makes changes to schedule resulting from the weekly meeting

  • Scheduler makes schedule available on the website no later than Thursday at 4:00 pm



Received from the Planning

And Scheduling Process

Day before the job starts

Start of the Day

Job Start-up

Job Start-up (con’t)

Operator / Maint. Coord.

Maint. Supv. / Job Rep. / Ops. Supv

Operator / Craftsman / Job Rep

Operator / Craftsman / Job Rep.

  • Job Packages

  • Daily Schedules

  • Hazard Assessment (training in progress)

  • Operator verifies that the area is clean and ready for maintenance

  • Maintenance coordinator communicates with nearby units as needed

  • Maintenance coordinator verifies that critical jobs are ready to be worked

  • Night Operations finalizes equipment preparation for maintenance

  • Maint. Supv. or Job Rep. reviews job package for completeness

  • Maint. Supv. / Job Rep holds maintenance safety meeting/contractor lineup

  • Ops. Shift Supv holds operations pre-shift meeting

  • Ops Shift Supv approves any hot work or confined space entry permits

  • All personnel entering unit must sign in at the control room

  • Operator, craftsmen and Job Rep. walk the job on new jobs, verifying that isolation, LOTO, etc have been completed

  • Verify equipment is energy-free

  • Operator, contractor crew rep and job rep (contractor work) sign the ATW

  • Work Crew Rep or job rep (contractor work) or responsible operator review the Permit Pack and conducts pre-job safety review with everyone in the work crew.

  • Work Crew Declaration signed by all

  • New work crew member needs the pre-job safety review prior to work and needs to sign the ATW

  • Operator and contractor crew representative walk the job on continuation work each shift to revalidate permits

Job Execution

Job Completion

Job Completion (con’t)

Post-Job Completion

Post-Job Completion (con’t)

Craftsman / Operator

Craftsman / Operator

Craftsman / Operator

Craftsman / Maint. Supv. / Job Rep. /

Asset Coordinator

Craftsmen / Maint. Supv. / Job Rep.

  • Work is performed by craftsmen/contractors within bounds of work scope and permits

  • If job scope increases, permit is revoked and JCO process is initiated. New permit process needs to be initiated

  • Maintenance Supervisor/ Job Rep follow up in the field.

  • QA/QC work included as part of the job

  • Job site clean-up by maintenance

  • Test equipment if possible

  • Operator and craftsmen walk the completed job

  • Isolation controls can now be removed.

  • Operator and craftsman sign off on ATW and QA/QC (if applicable)

  • Craftsman and Operator sign off on the MO

  • Equipment is prepared by Operations for return to service

  • If more work is required, a new notification is created

  • Craftsman removes Work ID tag if equipment tests satisfactorily (Future state)

  • Craftsmen update Maint. Supervisor / Job Rep. on job

  • Work history documented on the MO sign off sheet. (To be used for work Documentation and Analysis process)

  • Work package given to Maint. Supv. / Job Rep.

  • Asset Coordinator informs shift operations that equipment has been returned to service