Maintenance Supervisor

Definition: The principal activities of the Front Line Maintenance Supervisor (FLMS) is the direct supervision of the maintenance crews and the successful completion of assigned tasks. The title Front Line Maintenance Supervisor shall define either a mechanical or electrical supervisor.

Responsibility: The FLMS is responsible for carrying out the daily routines of conducting, applying and supervising maintenance functions. Routine items such as equipment PM’s, unscheduled work events, emergency repairs, planned and scheduled tasks all are to be carried out on their own initiative. Additionally, the FLMS is responsible to actively manage labor and materials costs, and the control of all maintenance resources in an efficient manner in their area. The FLMS is the primary quality control manager of their crew’s.

The FLMS has administrative, documentation and training responsibilities. Items such as time keeping, first level individual disciplinary actions, safety meetings, JSA review and development, approving and coordinating overtime are all examples of routine administrative actions. The validation of PM and service worksheets, creation of work orders and reporting data into the MIS system, maintaining safety records, and ordering parts are all routine examples of documentation actions. Safety training, new equipment orientation, new tool application, and selected skill education are examples of routine FLMS training responsibilities.
The FLMS is directly responsible for the timely and effective reaction to equipment emergencies and unplanned work in their areas.

Standard: The FLMS will conduct their responsibilities in a safe, functional, efficient, and cost effective manner. To be effective, the FLMS must devote full effort to accomplishing assigned tasks accomplishment and the management of the crew.
The successful FLMS must have the following characteristics and skills:

 A strong sense of cost awareness and safety management
 Possess a firm understanding of the equipment and plant processes utilized within their area of responsibilities
 Have automated maintenance management systems skills
 A high degree of mechanical and/or electrical systems understanding
 Highly developed crew and individual leadership skills
 The ability to understand directions and accomplish assigned tasks
 The ability to react in a timely manner and be flexible to priority changes

Procedures: FLMS have a wide spectrum of policies and procedures that they are required to follow and administer. Primary duties of a FLMS are as follows:

 Enforces safety procedures, participate in routine and special crew safety meetings
 Supervision of assigned work force
 Actively ensure assigned work area is safe
 Review and develop JSA’s
 Quick reaction to unplanned equipment outage
 Ensure accurate, complete and timely completion of scheduled PM’s
 Actively monitor the daily work schedules
 Address equipment deficiencies
 Field check and quality control of active works
 Ensure functional and effective use of resources
 Open and input accurate and complete data on work orders
 Active notification of completed work
 Verification and reporting of craft labour
 First level personnel actions (disciplinary,etc)
 Actively and routinely interface with the maintenance planner
 Participate in workforce training
 Keep the work force current on administrative items
 Actively transmit useful information up and down the chain
 Management of crew consumable items
 Ensure maintenance area housekeeping is up to standards

Documentation: Most routine documentation will be conducted on the company’s MIS system and established standard forms.

Maintenance Planner

Definition: The primary activities of the Maintenance Planner are to plan and organize maintenance jobs in advance to maximize the use of resources and minimize equipment downtime. The planning function is not designed to be involved with today’s activity. The Planner’s work is directed towards achieving successful future jobs and operation. The Planner reviews work on a monthly scale, proposes a tentative schedule two weeks in advance, and develops a detailed schedule the week prior to the planned work.

Responsibility: The employee/s in this position are responsible for planning/scheduling, significant maintenance actions such as shutdowns,overhauls, rebuilding of units or construction work prior to execution by maintenance. Planning actions include job organization, labor estimating, identifying and obtaining materials, and coordinating work with operations, other Maintenance Planners, and/or Maintenance Foremen. When jobs are scheduled, the Planner allocates labor according to priority and reconfirms all required materials and special equipment will be available.
In addition, the Planner monitors the results of the preventive maintenance program, and focuses on planned/scheduled maintenance work, the Planner also is responsible to ensure all work orders have accurate completion data, Unscheduled and emergency work is controlled by the Section Maintenance Foremen.

Standard: To be effective, the Area Maintenance Planner devotes the majority of his/her efforts to planning and scheduling. Generally, the Planner shall not be involved in unscheduled or emergency work.

The successful planner must have the following characteristics and skills:

 Possesses a firm understanding of the equipment and plant processes within the area of responsibilities
 Advanced automated management systems skills
 Advanced organizational and prioritization skills
 Advanced planning and project management skills
 Advanced communication skills, both written and verbal
 Advanced interpersonal skills

Key performance measures of a Planner’s accomplishments are the percentage of jobs planned that require little or no adjustment or additional resources to complete, actual man-hours required to complete a job versus planned man-hours, and the reduction of priority jobs from the backlog.

Procedure: The Maintenance Planner uses the work order to identify specific planned jobs. The scope of each job is analyzed and a job plan is made. The job is reviewed in the field, procedures checked, materials identified, manpower required and work time estimated. As the Maintenance and Operations supervision agree on what jobs are to be scheduled for the next week, these jobs are sequenced with other planned works pending scheduling. The actual taking of scheduled equipment down will not take place until all material and fabrication needs are met. Actual. scheduling is accomplished according to priority and agreed equipment availability dates and time.

The Planner prepares a fully coordinated work schedule made up of all planned work orders due the following week. Each job must have labour, material resource and equipment actually available. The Planner coordinates equipment shutdown with the Operations Supervision. Once the plan and schedule for a job has been approved, it is given to the Maintenance Front Line Supervisor responsible to execute the maintenance work.. As the week’s work is carried out, the Supervisor/s performs scheduled jobs, while adjusting daily to unscheduled and emergency work. Emergency work disrupts both PM and scheduled jobs. At the end of each week compliance with the schedule should be measured to determine what scheduled job were not completed and why.

The Planner will monitor work progress on each work order and influence schedule changes based on the progress of priority jobs. The Planner will analyze the backlog against available resources and job priorities to make recommendations affecting the size and composition of the work force.

Documentation: Documentation will be stored in the The CMMS system . Other planning forms and systems often used by the Planner would include: the backlog system, material procurement, project control systems, standard jobs system, daily work schedule planner worksheets and repetitive job files.

Maintenance Management KPI’s
Maintenance Management Systems & Procedures
Maintenance Management Responsibilities