Standard Operating Procedure (SOP) for Maintenance Department

• Purpose

To ensure the effective and efficient operation of all equipment and facilities by conducting scheduled, preventive, and corrective maintenance to minimize downtime and enhance productivity.

• Scope

This SOP applies to all equipment, machinery, utilities, and facilities within the company premises, covering routine, preventive, predictive, and emergency maintenance activities.

• Responsibilities

• Maintenance Manager: Overall supervision, planning, resource allocation, and reporting.
• Maintenance Supervisors: Daily task assignment, inspection, and team coordination.
• Technicians/Engineers: Execution of maintenance activities as per the schedule and work orders.
• Production/Department Heads: Reporting issues and coordinating machine availability.
• Storekeeper: Ensuring availability of spare parts and consumables.

• Definitions

• Preventive Maintenance: Scheduled maintenance to prevent equipment failure.
• Corrective Maintenance: Repair after a breakdown or fault is detected.
• Predictive Maintenance: Maintenance based on equipment condition monitoring.
• Emergency Maintenance: Immediate response to unplanned breakdowns.

• Procedures

5.1 Maintenance Planning

• Maintain a Master Maintenance Plan for all critical equipment.
• Classify equipment based on criticality and usage.
• Prepare Monthly Preventive Maintenance Schedules.
• Communicate schedules to the concerned departments.

5.2 Work Order Management

• Issue Work Orders (WOs) for preventive, corrective, or emergency tasks.
• All WOs must include:
  • Machine ID
  • Nature of maintenance
  • Priority level (High, Medium, Low)
  • Required materials/tools
  • Estimated time for completion

5.3 Execution of Maintenance

• Follow Lock-Out/Tag-Out (LOTO) procedures before starting work.
• Use proper PPE and safety measures.
• Complete maintenance tasks as per SOPs/manuals.
• Report any deviations, damage, or additional issues found during maintenance.

5.4 Record Keeping

• Maintain detailed maintenance logs:
  • Date and time of maintenance
  • Nature of service
  • Parts replaced
  • Downtime (if any)
• Update equipment history cards regularly.
• Use computerized maintenance management systems (CMMS) if available.

5.5 Emergency Maintenance

• Respond to emergency breakdowns immediately.
• Diagnose the issue, repair, and test equipment.
• Record emergency maintenance details in the logbook.

5.6 Spare Parts and Inventory Management

• Maintain minimum stock levels for critical spare parts.
• Conduct regular audits of spare parts inventory.
• Ensure that only approved spare parts are used.

5.7 Safety Measures

• Comply with all workplace safety standards.
• Conduct regular safety training for maintenance personnel.
• Perform periodic inspections to ensure tools and equipment are in safe working condition.

5.8 Continuous Improvement

• Analyze maintenance data to identify recurring issues.
• Recommend process improvements and upgrades.
• Conduct root cause analysis (RCA) for major breakdowns.

• Documentation and Reporting

• Weekly and Monthly Maintenance Reports to be submitted to management.
• Report includes:
  • Maintenance activities completed
  • Downtime analysis
  • Spare parts consumption
  • Major incidents and corrective actions

Approvals:

Approved By: [Factory Manager]] | Date: [DD/MM/YYYY]
Prepared By: Sajid Ahmad Khan | Date: 06/01/2025