MAINTENANCE PLANNING

AND STRATEGY
Center of Studies for Construction
Faculty of Architecture, Planning & Surveying
Universiti Teknologi MARA

Prepared by:
Ani Maslina Saleh
Azizan Abdul Aziz
1
 INTRODUCTION

 Serious problems can

develop when maintenance is
neglected.

 Spending small amounts of

time and money on
inspections and repairs at
regular intervals is more
effective than undertaking
extensive repair work and
replacing items that have
deteriorated due to neglect.

2
 MAINTENANCE PLANNING

Definition;

“Deciding in advance the jobs, methods,

materials, tools, machines, labour, time
required and timing of maintenance
actions.”
(BS 3811 : 1984)

3
Mission of Maintenance

 Optimum Availability for the organisation to

operate the core business
 Optimum operating condition (machineries for
maintenance operation)
 Maximum utilisation of maintenance resources
 Optimum equipment life
 Minimum spares (equipment or parts)
inventory
 Ability to react quickly

4
Components in Maintenance Management

Policies

Monitor Programmes

Maintenance
Management

Control : Get the work

Progress & done
budget (Implementation)

5
Maintenance Planning

 Planning embraces the whole process of

maintenance management as in the 5
categories below
 Maintenance Policy
 Maintenance Programmes (preparing and obtain
funds)
 Getting the work done (Implementation)
 Controlling progress of work and budget
expenditure
 Monitoring the effectiveness of the programmes

6
 MAINTENANCE PLANNING

• The process of
determining the
resources, methods,
and processes needed
to perform maintenance
work efficiently and
effectively.

• Is to decide what, how

and time estimate for a
job.

• The planning should include regular inspections, prompt

attention to repairs and a cleaning program.

7
Maintenance Strategy

Table 1 below summarize the four different strategy of maintenance which being 
commonly practiced in the industry.

Maintenance  Maintenance Approach  Signification 

Strategy 

Breakdown  Fix‐it when broke  Large maintenance budget 

Maintenance 

Preventive  Scheduled Maintenance  Periodic component replacement 

Maintenance 

Predictive  Condition‐based  Maintenance decision based on 

Maintenance  Monitoring  equipment condition 

Proactive  Detection of Sources of  Monitoring and correcting failing root 

Maintenance  Failures  causes 
Maintenance Strategy

Maintenance
Structure

Improvement Preventive Corrective

Predictive
Equipment Driven Event Driven
Statistical Analysis
Time Driven Self Scheduled Fixed Intervals
Breakdown
Reliability Driven Periodic Emergency
Machine Cued Hard time limits
Modification Fixed Interval Remedial
Retrofit Control Limit Vibration Monitoring
Redesign Hard time limit When Deficient Tribology Repairs
Change order Specific Time Rebuild
As Required Thermography
Ultrasonic
Other NDT

Source : Keith Mobley (2002) : Introduction to Preventive Maintenance

9
Maintenance - Programmes

Decision in
selection of type
of maintenance,
important to plan
the maintenance
work (as refer to
the figure)

10
Maintenance planning

• Involves inspection
• Anticipates failures of components

11
 Continue…

 Involves inspection
 Anticipates failures of components

12
Continue…

 It is a planned course
of action

 Aims to maximize life

and utility of the asset
and obtain value from
limited resources.

 Considers action in
good time

13
Continue…

 Otherwise ..

14
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16
Maintenance Plan

 It is not a prediction
 It only represents a preferred strategy
 Total elimination of ad-hoc maintenance is unlikely

17
Maintenance Planning - Objectives

 To ensure major defects are rectified and up to

the defined acceptable standard
 To sustain the building condition at acceptable
level and prevent undue deterioration
 To preserve the asset and maintain the value
 To maintain the engineering and services in
optimum condition – environmental condition
and its productive capacity

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Continued …Maintenance Planning - Objectives

 By effective planning- to ensure that maintenance is

conducted as in schedule
 By proper planning, to ensure that maintenance
operations are carried out in the most effective way to
ensure the best value for money and resources
 To provide a tool for financial management : budgetary
control
 To assist management to relate programmed repairs
and maintenance to other demand alternatives (i.e
refurbishment, redevelopment or changes in leasing
policy)

19
 Continue…

 There is a risk of over-maintenance

 extra cautious and changed to frequent.

 over-maintenance has a real financial and time cost when
it doesn’t reduce risk by any appreciable amount.

20
 Continue…

How can you avoid such over-maintenance costs?

21
Continue…

How can you avoid such over-maintenance costs?

 get unbiased maintenance schedules for the equipment

you have. (Do not trust the word of people who will profit
from more frequent maintenance)

 perform maintenance that has the lowest money and time

costs per year, even if it costs more right now. (long-life
furnace filters are often better choices, even though they
cost significantly more, simply because you’re not replacing
them as often)

 understand how the equipment actually works. (going

beyond just following step-by-step maintenance tasks.
more you know, the less you have to spend)

22
 Continue…

 The plan needs regular review

23
 Continue…

• Getting the balance correct

between planned and responsive
maintenance is a primary skill of
the maintenance manager.

20/30
responsive
80/70
planned

24
 Continue…
• There is generally a relationship between planned and 
responsive maintenance costs. The more planned maintenance 
work, the lower the requirement for responsive backup.

Forster, Kayan, (2009) 25

 THE MAINTENANCE PLAN

 The maintenance plan must answer:

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MAINTENANCE PLANNING STAGES

Corporate
Plan

Workload Priority Budget

Organisational
Needs

Maintenance Maintenance
Policy set standards Plan
and needs

Execute Plan

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Advantages of a maintenance planning

Some advantages of a maintenance planning are:

 The property is organised and maintained in a systematic rather than

haphazard way.
 The standard and presentation of the property can be maintained.
 Emergency repairs are minimised.
 Increased productivity of tradespeople
 Reduced equipment downtime
 Lower spare parts holdings
 Less Maintenance rework

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Top 10 reasons maintenance planning is not effective!
1: Lack of knowledge about what true Maintenance Planning is.
2: Not knowing the true wrench time of your maintenance staff.
3: The true definition of Maintenance Planning has never been written down and
followed based on known Best Practices.

4: Maintenance Planning is thought to be the same function as Maintenance

Scheduling.
5: Maintenance Planners or Planner/Schedulers are not trained by a true
Maintenance Planning and Scheduling Professional.
6: Maintenance Management and Supervision are either fully or partially reactive.
7: Materials Management is operated in a highly reactive, non-focused state.
8: Preventive Maintenance is conducted and yet failures continue.
9: No focus, or little focus, on prevention or identification of failure modes.
10: No one has the right Key Performance Indicators for Maintenance Planning
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