Example of Procedure for maintenance


This procedure defines the actions and responsibilities of the maintenance manager in maintaining the Machinery & equipment in good working condition. This covers activities from receiving maintenance request up to a turnover of machine & equipment to the concerned unit


To ensure sustenance of machine and equipment capability by periodic preventive maintenance.


3.1 XXX Quality Manual,
3.2 Procedure for Manufacturing.
3.3 Work instructions for Preventive Maintenance
3.4 Procedure for Equipment Calibration and Maintenance

4.1 Preventive Maintenance –Preventive maintenance is maintenance that is regularly performed on a piece of Machinery or equipment to lessen the likelihood of it failing. It is performed while the equipment is still working so that it does not break down unexpectedly.

4.2 Breakdown Maintenace–Breakdown maintenance is maintenance performed on a piece of machinery or equipment that has broken down and is unusable. It is based on a breakdown maintenance trigger. It may be either planned or unplanned.


The maintenance manager is responsible to plan and carry out periodic preventive maintenance and ensure continued process capability. Also responsible for oil spillage, vibration, emission, and noise level.


6.1 Based on conditions of use and experience, periodic maintenance work on machines is planned by maintenance dept. it is identified in relevant preventive maintenance work
6.2 Maintenance is done based on the maintenance schedule.
6.3 Work instruction for daily maintenance like checking, filling of oil/grease of production machine is given to PROD for execution.
6.4 Scheduled and other maintenance plans are executed by maintenance dept personnel
and records are maintained in the respective machine file.
6.5 When breakdown occurs necessary repair/rectification work is carried out and records are maintained. Maintenance manager reviews the record and classifies the machine break down as either ‘Minor’ or ‘Major’ and maintains records of downtime hours, spares consumed and the approximate cost of spares/repair. Root cause analysis and corrective/preventive action records shall be maintained for all the major machine breakdowns, The records shall include details of breakdown experienced/attended, the effectiveness of action taken and preventive action if any.
6.6 If the root cause of machine break-down is due to normal wear and tear of the repaired/rectified parts then same shall be considered as ‘Minor’, but in case ‘Minor’ is repeated then it shall be considered as ‘Major’.
6.7 Machine Details like make, capacity, location and spares parts of the machine shall be maintained in the respective machine file.
6.8 Maintenance Manager plans to procure and stock essential spare parts to ensure maintenance with minimal downtime. List of critical spares and existing stock is maintained.
6.9 All the spares/accessories with shelf life shall be identified with the label containing details like Name, the location of use/application and date of receipt etc.
6.10 Breakdown hours reported in the machine breakdown report shall be analyzed for all production machines on a regular basis.
6.11 Maintenance of production draw dies, rolls & edge rollers are verified to ensure proper working condition. Records are maintained in respectively.
6.12 Maintenance department should check and maintain the record for Oil spillage, vibration, emission and noise in work area


7.1 Preventive Maintenance Schedule – (MAINT/F/01)
7.2 Maintenance History Card – (MAINT/F/02)
7.3 Corrective/Preventive action-for Major Breakdown – (MAINT/F/03)
7.4 Critical Spare Parts – (MAINT/F/04)
7.5 Maintenance Work Order – (MAINT/F/05)
7.6  Breakdown Analysis – (MAINT/F/05)
7.7 Oil spillage/Vibration/emission/Noise level – (MAINT/F/05)
7.8 Non-conformance Report (QC / QF/01)

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