Document No.

:
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 1 of 10

To provide clear guidance as to the correct processes involved in conducting equipment condition evaluation to optimize equipment's reliability and to
OBJECTIVE
ensure that all heavy equipment, dump trucks and service vehicles are always in good condition.
This procedure covers activities from conducting condition inspection 2 hours before the start of every shift to updating and reporting maintenance
SCOPE
records.
MATERIAL, TOOL, FACILITY Computer, Internet Connection, Office Supplies, Printer, Scanner
FORMS / DOCUMENTS /
MAINTENANCE PLANNER MAINTENANCE SUPERVISOR MAINTENANCE TEAM OPERATIONS WAREHOUSEMAN
INTERFACES
• MNT-FM-02: Equipment
Conduct condition inspection 2 hours before the
start of every shift NOTE 1 Condition Evaluation
Checklist

Defects found?
NO
YES
NOTE 2
Turn-over the equipment to
Operations

Major or Minor?
Major
• Refer to MNT-PR-10:
Minor NOTE 3 Minor Repairs Procedures
Manual
For any minimal problems found,
conduct repairs immediately

For major defects found,

perform Lock Out-Tag Out • Refer to MNT-PR-11:
NOTE 4 Major Repairs Procedures
Manual
A B

Prepared by: Reviewed by: Approved by:

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 2 of 10

FORMS / DOCUMENTS /
MAINTENANCE PLANNER MAINTENANCE SUPERVISOR MAINTENANCE TEAM OPERATIONS WAREHOUSEMAN
INTERFACES

A B

Conduct pre-mobilization • Refer to HSE-PR-01: Pre-

inspection
NOTE 5 mobilization Inspection
Procedures Manual
Coordinate with Maintenance
Team if
the equipment with TAG can
be sustained

Conduct Maintenance Toolbox Talks

Report all findings during

equipment condition evaluation

• Refer to OPS-PR-01:
Report all minor repairs Breakfast Meeting / Toolbox
conducted Talks Procedures Manual
NOTE 6
• Accomplished Equipment
Discuss other defects that is suspected Condition Evaluation
to be major but not Checklist
totally identified

Submit accomplished equipment

condition evaluation checklist to
Maintenance Planner

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 3 of 10

FORMS / DOCUMENTS /
MAINTENANCE PLANNER MAINTENANCE SUPERVISOR MAINTENANCE TEAM OPERATIONS WAREHOUSEMAN
INTERFACES
C

Create internal Job Order and

work order to
determine the root
cause of the fault
NOTE 6

Endorse to Maintenance
Supervisor

Arrange the necessary Team

to conduct trouble shooting

Conduct Trouble Shooting

Raise parts survey evaluation

• Refer to Trouble Shooting
Process Flow
Fill MRS and forward to NOTE 7
Warehouseman • FRM-MNT-FM-01: Parts
Survey Form

Check if parts is available

in the warehouse

E D

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 4 of 10

FORMS / DOCUMENTS /
MAINTENANCE PLANNER MAINTENANCE SUPERVISOR MAINTENANCE TEAM OPERATIONS WAREHOUSEMAN
INTERFACES
E D

Parts is • Refer to CEVI-PUR-PR-02

available? YES NOTE 7 Procurement of Goods and
Services
NO

Raise PR

Repair or Sustain?
SUSTAIN
REPAIR
NOTE 8 • Refer to Shop Manual
Set the equipment in down time
mode and wait for the parts to be
available

Educate the Operations Supervisor

and the Driver/Operator the
imitations of the equipment

Update the repair logbook that the • Refer to MNT-PR-09:

equipment has been sustained
Backlog Management
NOTE 9
• Updated Repair Logbook
Let the operator and maintenance
team sign the logbook

F G

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 5 of 10

FORMS / DOCUMENTS /
MAINTENANCE PLANNER MAINTENANCE SUPERVISOR MAINTENANCE TEAM OPERATIONS WAREHOUSEMAN
INTERFACES
F G

• Refer to MNT-PR-11:
Conduct repairs Major Repairs
NOTE
10
• Refer to MNT-PR-05:
Quality Control
Conduct Evaluation Test Run
Refer to FVC-MNT-005: Quality Control

Create Daily Work Accomplishment Report or

complete the necessary report to
close the work order form • Accomplished Daily Work
NOTE Accomplishment Report
11
Submit to • Closed Work Order Form
Maintenance Planner

Verify if all attachments

and reports are complete
then close the internal job
order form

Update Equipment History

NOTE • Refer to MNT-PR-06:
12 Updating and Reporting
Maintenance Records
File the submitted
documents into the
Equipment Folder

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 6 of 10

FORMS / DOCUMENTS /
MAINTENANCE PLANNER MAINTENANCE SUPERVISOR MAINTENANCE TEAM OPERATIONS WAREHOUSEMAN
INTERFACES

NOTE
Email to Maintenance 12
Head the daily updates of
all maintenance records

NOTE: Maintenance Team is composed of Sr. Mechanic, Lube man, Tire man, Welder, Auto Electrician, Aircon Technician

NOTE 1 1.1. Two (2) hours before the start of every operation, Preventive Maintenance Team shall conduct Equipment Condition Evaluation to each equipment.
1.1.1. The team shall check the overall condition of each equipment to be use for operation, where:
1.1.1.1. Lube man is responsible in checking the level of oil, fuel and cooling system
1.1.1.2. Sr. Mechanic will check the mechanical side of the equipment, He shall ensure that all parts are complete and nothing is missing, he will check if there
are any loose bolts and nuts.
1.1.1.3. Auto Electrician shall check the electrical system of the equipment
1.1.1.4. Welder shall check the whole body of the equipment, the under chassis, check for cracks in the body and each attachments, check the completeness
of all attachments.
1.1.1.5. Tire man shall check the condition of all tires.

NOTE 2 2.1. After conducting Equipment Condition Evaluation and ensuring that the equipment is in good condition, Preventive Maintenance Team shall give feedback to
operations that the equipment is in good condition and suitable for operation.
2.2 Indicate in the Equipment Condition Evaluation Checklist that equipment being inspected is in good condition

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 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
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Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 7 of 10

NOTE 3 3.1. If during the equipment condition evaluation they found defects on the equipment, preventive maintenance team along with the maintenance supervisor shall evaluate if
the defects found is minor or major.
3.2. For any minor defects found, conduct repairs immediately in order to release the equipment before the start of the operation.
Refer to MNT-PR-10: Minor Repairs Procedures Manual

NOTE 4 4.1. If Major/bigger problem is detected, wherein they can't release it during the start-up of the operation, preventive maintenance team will report to their supervisor.
4.2. Preventive maintenance team shall inform operations supervisor and then perform Lock-out / Tag-out "UNIT UNDER REPAIR TAG" in order to give signal to
driver/operator that the equipment is under maintenance.

NOTE 5 5.1. Operations Team together with Safety Officer shall conduct their own pre-mobilization equipment inspection before they operate the equipment. Refer to Equipment
Pre-mobilization Procedures Manual (HSE-PR-01).
5.2. Operations Supervisor shall coordinate with Maintenance Team if the equipment with TAG can be sustained or not

NOTE 6 6.1. After conducting the equipment condition inspection, Maintenance Department shall conduct their own Toolbox Talks.
6.2. Submit accomplished Equipment Condition Evaluation Checklist to Maintenance Planner
6.3. Maintenance team shall report their findings on the equipment condition inspection then discuss the minor repairs conducted.
6.4. They will also discuss the findings suspected to be major, then maintenance planner shall create internal Job Order and Work Order to determine the root cause of the
fault then endorse to Maintenance Supervisor
6.5. Maintenance Supervisor shall arrange the necessary team to conduct the trouble shooting
6.6. They will also discuss the findings suspected to be major and will determine the repair works needed; Identify the requirements in doing repairs, determine the number
of hours needed for the repair and identify the parts needed. - Refer to MNT-PR-11: Major Repairs

NOTE 7 7.1. Maintenance team shall conduct trouble shooting.

Refer to Trouble shooting process flow
7.2. Raise parts survey to identify the defective parts that needs to be replace. Use the parts survey form (MNT-FM-01)
7.3. Once identified the real root cause and its parts needed for the repair, they shall fill the material requisition form to determine if the needed parts in the warehouse

7.4. Warehouseman shall check in his warehouse or other warehouses specially in the central warehouse if the needed parts is available.

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
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Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 8 of 10

NOTE 7 7.5. If the needed parts is available in the other warehouses, warehouseman shall request to transfer the needed parts in his warehouse. Update his system and release
the needed parts to the end user.
7.5.1. He shall ensure that the end-user will sign the Material Issuance Slip before releasing the requested parts.
7.6. If the needed parts is not available in the warehouse or any other warehouses, warehouseman shall raise Purchase Request to purchase the needed parts. Refer to
CEV-PUR-PR-02: Procurement Process.

NOTE 8 8.1. If the needed parts is not available in the warehouse, maintenance supervisor and the team shall decide whether to sustain or set the equipment in down time mode.
When evaluating, they shall consider the below factors:
8.1.1. The safety of the operation and the driver / operator.
8.1.2. The number of hours needed to repair the equipment
8.1.3. If it can make further damage once sustained
8.1.4. How much operational cost is loss once repaired.
8.2. If as per the evaluation of the maintenance team the equipment cannot be sustained, then the operations need to confirm.
8.2.1. Maintenance team will check and recommend if there is an available back-up equipment but if no back-up unit is available, then Operation Supervisor will re-assign
the driver/operator or in some cases, they will juggle the equipment to meet with the requirement.
8.2.2. Maintenance Team shall set the equipment in down time mode and wait for the parts to be available.
8.2.3. Maintenance Planner in coordination with the team shall check the warehouseman every three days the status of their request, warehouseman in return shall follow-
up their request from the head office and will give feedback to the maintenance team.

NOTE 9 9.1. If after the evaluation, maintenance supervisor have decided to sustain the equipment, they will educate the operation supervisor and the driver/operator the limitations
of the equipment.
9.1.1. Maintenance Supervisor will indicate in the repair logbook that the equipment has been sustained and let the driver/operator and mechanic sign the logbook.
9.1.2. Preventive Maintenance Team shall monitor the sustained equipment and check if the driver/operator has followed the instructions regarding the limitations of
the equipment
9.1.3. For any equipment being sustained, Maintenance Supervisor shall indicate it in his report and submit to Maintenance Planner in order to include all the pending
repairs to backlog repairs monitoring log. Refer to MNT-PR-09: Backlog Management

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EQUIPMENT MAINTENANCE DEPARTMENT
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NOTE 10 10.1. Once the needed parts is already available, maintenance team shall conduct the repairs. Refer to MNT-PR-10: Major Repairs
10.2. After conducting repairs. Maintenance shall conduct test run on the equipment to determine if the repairs was conducted successfully and the fault has been
corrected.
10.3. The test run shall be spearheaded by the maintenance team and is participation of the operations. Refer to MNT-PR-05: Quality Control

NOTE 11 11.1. At the end of the every shift, Sr. Mechanic will prepare and submit the daily accomplishment report indicating the repair works done for the day.
11.2. Submit the daily work accomplishment report to Maintenance Supervisor.
11.3. If the repair is covered within the 8hour shift, maintenance supervisor shall accomplish the necessary reports needed to close the work order form
11.4. If the repair is more than an 8hours shift; maintenance supervisor shall create the daily accomplishment report indicating the repair activities covered during the shift,
the percentage completion of the repair, the maintenance personnel conducting the repair and expected time completion of the repair.
Refer to MNT-PR-06: Updating and Reporting Maintenance System.

11.5. After updating the equipment history, planner shall create the daily equipment status report and send to maintenance head for approval, once approved, submit to
SBU head cc: production and central maintenance planner.
CUT-OFF is from 12 midnight to 12 midnight , the report shall be sent every morning of the next day.

NOTE 12 12.1. Maintenance Planner shall verify if all attachments and reports are complete then close the internal job order form
12.2. Update Equipment History
12.3. File the submitted documents into the Equipment Folder
12.4. Email to Maintenance Head the daily updates of all maintenance records

PROPRIETARY NOTICE
 Document No. :
EQUIPMENT MAINTENANCE DEPARTMENT
Revision No. : 01
Effective Date : March 29, 2019
MAINTENANCE AND REPAIR PROCESSES Page No. : 10 of 10

RETAINED DOCUMENTED INFORMATION

REFERENCES

9. Trouble Shooting Process Flow

PROPRIETARY NOTICE