IMS PROCEDURE Doc. no.

IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 1 of 9
Procedure

IMS PROCEDURE
IMS-PRS-21
EQUIPMENT AND AUTOMOBILE MAINTENANCE
PROCEDURE

REVISION HISTORY

1 All IMS documents were revised as per SGS Stage I audit

recommendations. Documents identification section added

0 First Issue

Rev. Revision information Date

Originated by Reviewed by Approved by

Jijo Abraham Suresh Keshawan Khaled Wuhaib

(Manager Projects) (Operation Manager) (Director)
IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 2 of 9
Procedure

1.0 OBJECTIVE

1.1To investigate and handle all Field Service Team complaints with due importance,
control and prevention of such complaints.

1.2 To prevent accidents caused by vehicle deficiencies.

1.3 To ensure that vehicles are in a safe operating condition while driven.

1.4 To reduce accidents associated with insufficient braking ability.

1.5 To prevent loss of control accidents due to tire failure

1.6 To prevent loss of control accidents due to wheel failure

1.7 To prevent loss of control due to steering system deterioration etc.,

1.8 Bringing down breakdown below 3%

2.0 SCOPE

This procedure applies to all the vehicles, equipments and machineries used within
the group.

Complaints received from Field Service Team are reviewed by the concerned Plant
Manager or PMV Engineer, for further genuineness and ensure appropriate actions
are taken to address such issues, including those resulting from the scope of
Equipment section and Automobile section

3.0 REFERENCE

3.1 Awareness about their Responsibilities and Authorities

3.2 Quality System Management Manual
3.3 Specific references/Specification from supplier/Manufacturer
3.4 Manufacturer Recommendation and applicable standard for Maintenance
3.5 Purchase Procedure
3.6 Document control Procedure

4.0 PROCEDURE

4.1 EQUIPMENT SECTION

IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 3 of 9
Procedure

4.1.1 Repair / Breakdown works

Breakdown maintenance is the emergency repair of inoperable equipment performed by
operators or maintenance c r e w s . The Plant Manager and Maintenance engineer are
responsible for emergency repairs. The Utility and Maintenance Shops should develop a
coordinated plan to efficiently handle emergency b r e a k d o w n s .

4.1.1.1 Upon receiving a break down call or service / repair request, it will be recorded in
a Complaint Register by the PMV Engineer / Supervisor. The mode of communication can
either be verbal, telephonic, SMS, fax or by e-mail.

4.1.1.2 Details of customer, Location, contact person and his number, plant ID of the
equipment etc. will be noted in the complaint register along with the nature of complaint.

4.1.1.3 Once it is registered, the PMV Engineer/ Supervisor, based on the nature of work
and its priority, will mobilize or divert a suitable plant field service team to attend the
complaint and thereby start initiating the work.

4.1.1.4The Field Service Team will report back to the Engineer/ Supervisor upon fault
diagnosis regarding the work to be carried out and also the spare parts requirement; if
any; for the corrective repair.

4.1.1.5 If any spare parts are required for the same, PMV Engineer / Supervisor will raise
a store requisition and will submit to the spare parts stores once it is approved by the
Plant Manager and thereby arrange necessary parts required for the completion of
corrective repair.

4.1.1.6 Once the job is completed, the service team will submit a Field Service Report
duly signed / acknowledged by the customer to the PMV Engineer / Supervisor.

4.1.1.7 He will verify the contents of the report and accordingly will update Service History
File / Record of the corresponding equipment. PMV Engineer / Supervisor, based on the
field service report, will prepare a Service Job Card in which the cost of repair will be
summarized.

4.1.1.8 Plant Manager approved job card of chargeable jobs along with the corresponding
field service report will be submitted to accounts Dept. for invoicing purpose.

4.1.2 Periodic Maintenance

IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 4 of 9
Procedure

4.1.2.1 Equipment Operator will be responsible for the daily maintenance and will be
carrying out daily maintenance as per the daily maintenance check sheets based on
manufactures recommendations.

4.1.2.2 Any abnormalities noticed by the operator will be reported immediately to the
Engineer/ Supervisor and he will take action to attend to the same.

4.1.2.3 Monthly maintenance, based on the service meter reading will be planned and
scheduled by the PMV Engineer / Supervisor as per the manufacturer recommendations.

4.1.2.4 Documentations and procedure for monthly maintenance are same as that for the
Repair/ Breakdown works except Complaint Register. Complaint Register is not required
for this as it will be a scheduled preventive maintenance program.

4.2 AUTOMOBILE SECTION

4.2.1 Repair/Breakdown works

4.2.1.1 Every repair / Breakdown works will be recorded in a Complaint Register and will
be maintained in Workshop Supervisor’s office.

4.2.1.2 Upon receiving a complaint from the Transport officer, it will be registered by the
workshop supervisor.

4.2.1.3 Based on the nature of complaint, the Workshop Supervisor will issue a Service/
Repair work order and assign a suitable team of mechanics for corrective repair.

4.2.1.4 If any spare parts are required for the Corrective repair works, the Workshop
Supervisor to raise a store requisition and will submit to the store keeper with the
approval of Plant Manager.

4.2.1.5 Once the job is finished, the Workshop Supervisor will further verify / scrutinize
the spare part and manpower usage and based on the work order, will update the service
history file/Record of the corresponding vehicle and also will prepare a Service Job Card
in which the total cost of servicing will be summarized.

4.2.2 Periodic Maintenance

Above detailed procedure is applicable to periodic maintenance also except the

Complaint Register. Complained register is not required as it will be a scheduled periodic
maintenance program.
 IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 5 of 9
Procedure

4.3 MAINTENANCE SCHEDULE

A copy of the Maintenance Schedule for each vehicle or particular type of equipment
should be kept with the equipment/vehicle. (If equipment is a rig that is truck mounted, a
Maintenance Schedule for the rig and truck should be with the rig). Each
equipment/vehicle operator should become familiar with the maintenance schedule on his
equipment. In addition, a copy of the Maintenance Schedule will be kept in the vehicle file
and the rig maintenance schedule will be kept in a separate rig file or combination vehicle
and rig maintenance file.

S c h e d u l i n g PM is the responsibility of the Plant Manger s for all equipment items

and vehicles. Maintain a record card for each major p i e c e of equipment with entries
of the PM schedule, inspections, and operation against the following...
  Preventive. 
 Routine/Periodic. 
 Extra maintenance 

4.4 REFURBISHMENT WORKS

4.4.1 The Plant Manager will assign jobs to the refurbishment team depending upon the
priority of equipment need to be overhauled.

4.4.2 Work order will be issued to every work. As the work progresses the team leader /
supervisor will raise store requisition and submit to the stores once it is approved by the
Plant Manager.

4.4.3 Team leader / Supervisor will maintain a Plant History file in which every details and
specifications of engine and all other components will be recorded.

4.4.4 Upon completion of the works, team leader will prepare the job card corresponding
to every refurbishment works in which cost involved will be summarized.
4.5 PREVENTIVE MAINTENACE

Preventive maintenance (PM) is a system of routine inspections of equipment

recorded for future reference on inspection records.
Its purpose is to anticipate and p r e v e n t possible equipment failures by making
periodic inspections and minor repairs in advance of major operating difficulties.

4.5.1 The Engineering Technician or designee assures that Preventive

Maintenance work is done according to the Preventive Maintenance Program and is
completed by their due dates. If Preventive Maintenance work is not possible the
IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 6 of 9
Procedure

Engineering Technician or designee must inform the Plant Manger or designee and the
Quality Assurance for supervision.

4.5.2 The Engineering Technician or designee reviews the Preventive Maintenance

documentation for:
.
 Completeness 
 Accuracy 
 Good Documentation Practice 
The Engineering Technician or designee supports the Plant Manager/Maintenance
Engineer by creating periodically maintenance trending reports.

4.5.3 Quality Assurance

4.5.3.1The Quality Assurance (QA) Manager approves the Preventive Maintenance

Program and planned Preventive Maintenance schedule.

4.5.3.2 The Quality Assurance Manager must audit the Preventive Maintenance
Program and work including the corresponding documentation and raw data regularly in
the frame of the self inspection program at least once every 6 months.
This includes but is not limited to:

 Completeness 
 Accuracy 
 Good Documentation Practice 

Quality Assurance always needs to agree in case of skipping a Preventive

Maintenance work altogether (skip the Work Order) and rescheduling the work at a new
date. The decision must be justified and documented cross-referencing the
Work Order number.

4.5.4 Generate Preventive maintenance work order

4.4.4.1Plant Manager/Maintenance Engineer is responsible for issuing the planned

maintenance according to the maintenance schedule. He/she releases the Preventive
Maintenance Work Order from the PM System and schedules the PM in the production
plan.

4.5.4.2 If the Work Order does not require plant/equipment shutdown, or will have no
operational impact, the Plant manger/Maintenance Engineer decide PM according to the
IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 7 of 9
Procedure

availability of engineering technician resources. He/she allocates the engineering

resources to the work orders and generates (prints) work orders out of the PM system.

It is the responsibility of the operator, mechanic, tool pusher or other designee, to execute
the repairs or Preventative Maintenance and complete the reporting required. Assignment
for repair when equipment is in a remote location may be issued verbally (by phone) by
field superintendent or district manager.

Repair order to be issued as determined by authorized personnel.

Keep a supply of Equipment Repair Order forms in the equipment maintenance books.

1. Equipment Repair Order (assigned in writing by the field superintendent):

Transmit the original order form to the assigned individual.

Maintain a copy in the equipment file.
Completed original Equipment Repair Order with invoices attached will be reviewed by
the field superintendent, recorded and placed in the equipment file. Remove and
discard the copy.

2. Equipment Repair Order (assigned to remote locations):

Individual receiving assignment enters Equipment Repair Order number, his name and
other data on the form in the appropriate field.

The original is maintained by the assigned individual until work is completed. Copy is
transmitted to district for placement in the equipment file.

3. Completed original Equipment Repair Order with invoices attached will be transmitted
to the district office for the field superintendent to review, record and place in the
equipment file. Remove and discard the copy.

4. Information on each equipment order must be enter in the computerized maintenance

program.

5. The driver's inspection report must be attached to any equipment repair order that
is completed to correct deficiencies noted during the inspection.

6. Retain completed Equipment Repair Orders in the equipment file for 12 months
then remove from the vehicle file and place in an archive file for future reference and
repair history.
IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 8 of 9
Procedure

5.0 DOCUMENTS & RECORDS

5.1Complaint Register
5.2 Field Service Report.
5.3 Equipment Service Record
5.4 Service Job Card
5.5 Maintenance / Repair Work Order
5.6 Plant History File
5.7 Daily Maintenance check sheets
CALIBRATION OF MEASURING AND MONITORING DEVICES

1.0 OBJECTIVE

1.1 To provide confidence that by inspection/calibration or examination at

programmed intervals, the uncertainty is eliminated at time of use for equipment that
can affect product quality.

2.0 SCOPE:

2.1 Applicable to all measuring and monitoring devices that are intent to be used
either directly of indirectly on works that will affect the quality of work.

3.0 REFERENCE:

3.1 Manufacturers recommendations, applicable standards for calibration and

maintenance.

4.0 PROCEDURE:

4.1 The QC Manager determines measurements to be taken and select equipment

that has the required accuracy and precision.

4.2 The QC Manager refers to the manufacturer’s recommendations for the

acceptance criteria for maintaining the equipment.

4.3 The QC Manager allocates a unique number to the measuring equipment to be

used.

4.4 The QC Manager prepares a Master list of measuring and monitoring devices
and establishes the frequency of calibration jointly with the Project Manager.

4.5 Maintain records of calibration and calibration of conformance in the Master list.
IMS PROCEDURE Doc. no. IMS-PRS-21
Department MAINTENANCE Rev. 1, Date: 20.12.2017
Issue: 1
Title Equipment and Automobile Maintenance Page 9 of 9
Procedure

4.6 Then the instrument issued for use and used in accordance with the
manufacturer’s recommendation and the information contained in the Master
list.

4.7 Incase an instrument is found to be defective and used on works, report the
matter to QC Manager and the results are checked against the tolerances
stipulated in the project specification and contract documents and NCR’s raised
where applicable.

4.8 If the equipment is withdrawn by QC Manager due to defect, it is segregated

and marked to prevent from inadvertent use and records the problem in the
Master list.

4.9 Send the equipment to appropriate specialist for repair.

4.10 If the equipment is acceptable, label the equipment to identify it has been
checked and identify the date for next calibration/inspection and report to QC
Manager.

4.11 The QC Manager records the status of the equipment in the Master list.

5.0 RECORDS:

5.1 Original calibration certificates

5.2 Master list of Measuring and Monitoring devices.