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MAINTENANCE MANAGER'S
STANDARD MANUAL
FIFTH EDITION

THOMAS A. WESTERKAMP
Editor-in-Chief
William D. Mahoney, PE

Technical Services
Ana Varela
Brett Crouse

Cover Design
Robert O. Wright

BNi PUBLICATIONS, INC.
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Copyright © 2013 by BNi Publications, Inc. All rights reserved. Printed in the United States of America. Except as
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ISBN 978-155-701-8106

ii Maintenance Manager’s Standard Manual — Fifth Edition
Dedicated to

Joyce
Maintenance Manager’s Standard Manual — Fifth Edition
iii
TABLE OF CONTENTS

Acknowledgments.................................................................................................................................................................iv
What This Manual Will Do For You..................................................................................................................................v
About the Author..................................................................................................................................................................viii
Preface...................................................................................................................................................................................xix

PART I MAINTENANCE MANAGEMENT.....................................................................................................................1
Chapter 1 Maintenance Management Strategy for Optimum Physical Plant Life Cycle................................................1
Leadership.......................................................................................................................................................................2
Six Critical Maintenance Management Principles..........................................................................................................2
How to Prepare a Written Maintenance Management Policy..........................................................................................3
Chapter 2 How to Organize and Staff the Maintenance Department...............................................................................13
How to Choose the Best Form for Your Department......................................................................................................13
How to Choose the Best Structure for Your Maintenance Organization by Using Job Evaluation................................16
How to Manage Contract Maintenance Work.................................................................................................................17
How to Optimize Staffing By Skill with Staffing Modeling...........................................................................................20
How to Prepare Your Own Organization Chart..............................................................................................................20
Chapter 3 Guidelines for Training Maintenance Personnel..............................................................................................23
Selecting Maintenance Personnel....................................................................................................................................23
Developing a Master Training Plan.................................................................................................................................25
Orienting New Employees..............................................................................................................................................26
Safety Training................................................................................................................................................................28
How to Train Managers to Be More Effective................................................................................................................28
Training Maintenance Planners.......................................................................................................................................30
Training Employees in Maintenance Trades...................................................................................................................30
How to Train Maintenance Trade Workers to Service Specific Equipment....................................................................32
Training Maintenance Apprentices.................................................................................................................................32
Multimedia Training.......................................................................................................................................................32
Computer-Based Training...............................................................................................................................................37
Chapter 4 How to Prepare a Workable Maintenance Budget...........................................................................................39
Types of Maintenance Budgets.......................................................................................................................................39
Two Effective Budget Preparation Methods...................................................................................................................40
Organizing for Budget Preparation.................................................................................................................................41
How to Prepare and Use Your Own Budget....................................................................................................................41
How to Bring Your Actual Costs in Line With the Budget.............................................................................................42
How to Use Cost Indexes to Project Future Costs...........................................................................................................44
Using Your CMMS to Track Actual Versus Budget.......................................................................................................45
Life Cycle Costing..........................................................................................................................................................46
Life Cycle Management..................................................................................................................................................46
Chapter 5 How to Set Up and Use Shop Floor Labor Controls.........................................................................................47
How to Obtain Information for Better Control of Maintenance Labor...........................................................................47
Developing a Weekly Maintenance Control Report........................................................................................................48
Preparing Trend Charts to Facilitate Maintenance Staffing............................................................................................48
Preparing a Staffing Model From Trends Data...............................................................................................................53
Chapter 6 How to Calculate Productivity Improvement Costs Versus Savings...............................................................55
How to Calculate Maintenance Labor Costs...................................................................................................................55
How to Use Cost Per Standard Hour to Calculate Savings.............................................................................................57
How to Determine the Base Cost Per Standard Hour......................................................................................................57
Comparing the Base Period to the Current Period to Calculate Savings.........................................................................59
How to Increase the Rate of Savings Generated.............................................................................................................59

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PART II PLANNING AND SCHEDULING MAINTENANCE WORK..........................................................................63
Chapter 7 Planning Your Routine Repairs..........................................................................................................................63
Unplanned: Don’t Fix It If It Isn’t Broken.......................................................................................................................63
Planned: Don’t Wait Till It Breaks to Fix It....................................................................................................................63
Scoping the Job: How the Planned Maintenance Approach Works.................................................................................64
Typical Planner Job Descriptions....................................................................................................................................67
Job-Planning Audits Ensure Consistency and Accuracy.................................................................................................67
Chapter 8 How to Develop an Effective Work Order System............................................................................................69
How to Use the Work Order Form...................................................................................................................................69
A Six-Step Time Reporting Procedure to Complement the Work Order System............................................................76
When and How to Use a Weekly Work Order.................................................................................................................77
How to Successfully Control In-Process Work Orders....................................................................................................79
How to Use the Job Assignment Board...........................................................................................................................84
How to Use the Daily Maintenance Schedule..................................................................................................................86
Handling the Backlog of Maintenance Requests.............................................................................................................91
Responsibility for Backlog..............................................................................................................................................91
How to Measure and Classify Backlog............................................................................................................................91
Handling Unscheduled Work...........................................................................................................................................91
Handling Scheduled Work...............................................................................................................................................91
How to Use the Backlog to Calculate Workforce Requirements.....................................................................................92
How to Determine Weeks of Backlog for a Given Workforce Size................................................................................93
How to Use the Backlog File...........................................................................................................................................93
Work Order Location Control Using the Backlog File....................................................................................................94
How to Start a Backlog File.............................................................................................................................................94
Chapter 9 Planning for Emergency Maintenance Work....................................................................................................97
Guidelines for Effective Requests for Emergency Service..............................................................................................97
Responding to Emergencies.............................................................................................................................................97
How to Plan for Emergencies..........................................................................................................................................98
Effect of Emergencies on Staffing...................................................................................................................................99
Scheduling Versus Emergencies......................................................................................................................................100
Stocking Material for Emergencies..................................................................................................................................100
Handling Job Interruptions..............................................................................................................................................100
Operation Interruptions and Cost of Emergencies...........................................................................................................101
How to Get Emergencies Under Control.........................................................................................................................101
Using a Computerized Maintenance Management System to Control and Reduce Emergency Maintenance................101
Chapter 10 Planning and Controlling Major Equipment Reengineering and Overhaul Projects..................................103
Preliminary Planning.......................................................................................................................................................103
Three Essential Classes of Information for Preparing Engineering Specifications..........................................................104
12-Step Process for Preparing and Executing Major Overhauls......................................................................................106
Conducting a Prejob Conference to Determine the Scope of the Overhaul Project.........................................................108
Tracking and Controlling Reengineering Projects Using the Computer..........................................................................109

PART III FACILITY SPACE PLANNING, JUSTIFICATION AND CONSTRUCTION.............................................111
Chapter 11 Effective Space Planning for Your Facility......................................................................................................111
Three Main Types of Space Requirements......................................................................................................................111
How to Estimate Space Needs: Modular Space Planning................................................................................................112
Four Ways to Find More Space.......................................................................................................................................112
Chapter 12 How to Justify a New or Expanded Facility Plan............................................................................................115
Why Expand?...................................................................................................................................................................115
An Eight-Step Method to Improve Your Facility Space Use...........................................................................................115
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Chapter 13 Construction Project Planning and Scheduling..............................................................................................121
The Questioning Attitude................................................................................................................................................121
Estimating Project Costs.................................................................................................................................................121
How to Prepare Detailed Specifications..........................................................................................................................123
Seven Key Ingredients of a Successful Project Schedule................................................................................................123
Chapter 14 How to Maintain a Safe and Secure Workplace..............................................................................................127
Safety Considerations in Maintenance Work..................................................................................................................127
How to Evaluate Your Safety Program...........................................................................................................................129
Tips on Maintaining Equipment for Safety.....................................................................................................................129
The Importance of Security Systems...............................................................................................................................129
Security System Preventive Maintenance.......................................................................................................................164
Disaster Planning.............................................................................................................................................................168

PART IV MATERIAL PLANNING...................................................................................................................................177
Chapter 15 How to Control Material Inventory.................................................................................................................177
Eight Basic Inventory Decisions.....................................................................................................................................177
Using the ABC Inventory Control Method.....................................................................................................................178
Cost Control....................................................................................................................................................................178
Three Methods Used to Calculate the Most Economic Order Quantity (EOQ)..............................................................180
How to Reduce Inventory................................................................................................................................................183
Chapter 16 How to Maintain an Effective Stores Control System....................................................................................185
Assigning Responsibility for Stores Control...................................................................................................................185
Establishing Procedures for Stores Control.....................................................................................................................186
Computerized Stores Control..........................................................................................................................................190
Implementation Plan for Bar-Coding Material................................................................................................................190
Radio Frequency Identification in Maintenance Stores...................................................................................................193
Chapter 17 How to Control the Use of Maintenance Tools and Equipment....................................................................197
The Role of the Tool Room Supervisor...........................................................................................................................197
Arranging Storage in the Tool Room..............................................................................................................................198
Four Control Procedures Used for Tool Issue and Return..............................................................................................200
How to Set Up an Effective Tool Control System..........................................................................................................202
Bar-Coding for Tool Control...........................................................................................................................................203
Seven Steps to Implementing Bar-Coding......................................................................................................................204

PART V EQUIPMENT RECORDS AND PREVENTIVE MAINTENANCE................................................................205
Chapter 18 How to Set Up and Maintain Equipment Records..........................................................................................205
How to Set Up an Equipment History System Using Equipment Identification and Specifications...............................205
How to Maintain an Equipment Repair History..............................................................................................................207
How to Use Equipment History to Optimize Repair.......................................................................................................207
Three Indicators That Can Improve Effectiveness in Repairs.........................................................................................208
How to Use Repair Statistics...........................................................................................................................................210
Staffing Prediction Models..............................................................................................................................................210
Chapter 19 How to Establish a Six Step Preventive Maintenance Program....................................................................211
Six Steps to Preventive Maintenance..............................................................................................................................211
How to Apply the Six Step PM Program to a Typical Installation..................................................................................216
Guidelines for Schedule Compliance Using Reports and Trend Charts..........................................................................218
Revising the Assignments and Schedule Calendar..........................................................................................................219
Staffing a PM Program....................................................................................................................................................219
Chapter 20 How to Implement a Predictive Maintenance System....................................................................................223
How Predictive Maintenance Compares to Other Types of Maintenance.......................................................................223
10 Advantages of Predictive Maintenance......................................................................................................................224
Eight Types of Predictive Maintenance and How They Work........................................................................................225
Infrared Thermography in Predictive Maintenance.........................................................................................................226
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How Vibration Analysis Is Used in Predictive Maintenance...........................................................................................228
Common Causes for Excessive Vibration in Rotating Machines....................................................................................229
Problem-Solving Applications Using Vibration Analysis...............................................................................................233
Predictive Maintenance Using a Gas Analyzer................................................................................................................234
Using Leak Detection for Predictive Maintenance..........................................................................................................234
Using an Electric Generator for Predictive Maintenance.................................................................................................234
Using the Ammeter as a Predictive Maintenance Tool....................................................................................................234
Digital Multimeters..........................................................................................................................................................235
Fiber optic Cameras.........................................................................................................................................................235
Oil Analysis.....................................................................................................................................................................235
How to Select the Best PdM Technology for the Job......................................................................................................235
10 Steps to Setting Up Your Own Predictive Maintenance Program..............................................................................235

PART VI COMMON MAINTENANCE OPERATIONS AND TOOLS..........................................................................239
Chapter 21 Motion Economy: How to Work Smarter........................................................................................................239
Four Key Components of a Maintenance Job..................................................................................................................239
Job Preparation................................................................................................................................................................240
Key Management Benefit-Individual Ingenuity Versus Productivity..............................................................................241
How Common Maintenance Operations Indicate the Level of Effectiveness..................................................................241
How to Use Ladders and Scaffolds More Productively...................................................................................................241
How to Choose the Right Ladder.....................................................................................................................................242
Improved Material Handling With Manual and Electric Hoists......................................................................................243
Two Case Studies Involving Material Handling Equipment............................................................................................244
Chapter 22 How to Implement Motion Economy in Using Tools.......................................................................................245
14 Ways to Upgrade Tool Selection and Use..................................................................................................................249
Using Power Tools for Greater Productivity...................................................................................................................249
10 High-Productivity Ways to Get Tools and Workers to the Job...................................................................................250
Chapter 23 Cleaning, Inspecting and Lubricating Equipment..........................................................................................251
Cleaning...........................................................................................................................................................................251
Inspecting.........................................................................................................................................................................255
Lubricating.......................................................................................................................................................................257
Determining Type, Amount, and Frequency of Lubrication............................................................................................266

PART VII STRUCTURAL MAINTENANCE....................................................................................................................273
Chapter 24 Exterior Maintenance of Building Structures..................................................................................................273
Maintaining Building Foundations..................................................................................................................................273
Maintaining Building Walls.............................................................................................................................................277
How to Maintain Exterior Insulation and Finishing Systems (EIFS)...............................................................................280
Proper Maintenance of Windows and Doors...................................................................................................................284
Roof Maintenance............................................................................................................................................................285
Single-Ply Roofing Systems............................................................................................................................................288
Solutions to 36 Common Rooftop Problems...................................................................................................................289
Chapter 25 Interior Building Maintenance..........................................................................................................................297
Below-Grade Interior Building Maintenance...................................................................................................................297
Above-Grade Interior Building Maintenance..................................................................................................................297
Most Frequently Required Door Repairs.........................................................................................................................302
Care of Walls and Ceilings..............................................................................................................................................306
Five-Step Mold Correction..............................................................................................................................................308

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PART VIII MECHANICAL MAINTENANCE.................................................................................................................311
Chapter 26 Mechanical Repair: Guidelines for Troubleshooting and Repair of Mechanical Problems.......................311
Typical Duties of a Machine Repair Worker...................................................................................................................311
Common Machine Components and How to Keep Them Working Smoothly...............................................................312
How to Maintain and Repair Pumps...............................................................................................................................317
Pump Life Cycle Costing................................................................................................................................................320
How to Calculate Pump Life Cycle Cost.........................................................................................................................323
Pipefitting: Proper Tools and Training Yield Major Saving Opportunities....................................................................324
New Plumbing Technology for a Better and Lower Life Cycle Cost..............................................................................328
Management Responsibility for an Effective Program...................................................................................................331
Machine Alignment Methods..........................................................................................................................................332
Hydraulic Power System Troubleshooting......................................................................................................................332
How to Optimize Precision Machine Tool Life Cycle....................................................................................................338
Chapter 27 Air Compressors................................................................................................................................................339
Repairing Compressors...................................................................................................................................................340
Air Compressor Inspection Checklist..............................................................................................................................341
Compressed Air Services................................................................................................................................................343
Compressed Air System Maintenance.............................................................................................................................344
Chapter 28 Air Conditioning................................................................................................................................................347
Air Conditioning Applications and Sizing......................................................................................................................347
How to Repair Wall and Window Units..........................................................................................................................347
Five Main Types of Central Air Conditioning Systems..................................................................................................348
A Typical Air Conditioning System Maintenance Program............................................................................................349
How to Realize Energy Cost Savings with Ice Storage...................................................................................................350
How to Improve Data Center Equipment Life Cycle with a Well Designed Cooling System........................................353
Chapter 29 Heating and Ventilation Systems......................................................................................................................355
How Heat Is Transferred.................................................................................................................................................355
Sizing Heating Systems...................................................................................................................................................356
Unit Heater Preventive Maintenance...............................................................................................................................356
Central Heater Preventive Maintenance..........................................................................................................................357
Radiator Maintenance for High-Efficiency Operation....................................................................................................358
Preventive Maintenance for Electric Resistance Heaters................................................................................................359
Types of Ventilating Systems..........................................................................................................................................359
How to Get the Best Operation from Your Fans.............................................................................................................362
How to Select the Right Fan for Your Application.........................................................................................................362
Costs................................................................................................................................................................................364
Equipment Specifications................................................................................................................................................364
How to Save Energy with Variable Speed Drives...........................................................................................................365
Fan Inspection Checklist.................................................................................................................................................365

PART IX ELECTRICAL/ELECTRONICS MAINTENANCE AND INSTRUMENT REPAIR..................................369
Chapter 30 Metrology and Instrumentation.......................................................................................................................369
What Is Metrology? ........................................................................................................................................................369
International Standards....................................................................................................................................................370
Gage Blocks....................................................................................................................................................................371
Instruments and Their Relative Precision........................................................................................................................371
How to Ensure Highly Accurate Measurement Application...........................................................................................372
Other Physical Variables and Instruments Used to Measure Them................................................................................373
Instrument Repair and Calibration Techniques...............................................................................................................375
Chapter 31 Electricians and Their Tools: How to Ensure High Productivity.................................................................381
Typical Electrician and Instrument Repair Job Classifications and Requirements.........................................................381
Electrical and Instrument Repair Tool Inventory: How to Be Sure You Have the Right Tools for the Job....................382
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Chapter 32 Lighting...............................................................................................................................................................387
Eight Benefits of Good Lighting in a Work Environment...............................................................................................387
How Proper Lighting Affects Work Productivity............................................................................................................388
Six Main Types of Lighting Fixtures and How They Work............................................................................................388
How to Determine Lighting Quality................................................................................................................................389
How to Design an Effective Lighting System in Three Steps..........................................................................................390
Group Relamping.............................................................................................................................................................392
Typical Relamping Duties...............................................................................................................................................397
Chapter 33 Motors and Generators......................................................................................................................................401
Motor Circuit Design.......................................................................................................................................................401
Generators........................................................................................................................................................................401
Motors..............................................................................................................................................................................404
Relationship Between Motor Controllers and Disconnect Devices.................................................................................408
How to Repair Electric Motors and Generators...............................................................................................................409
Troubleshooting Inspection and Testing Motors and Generators....................................................................................411
Five Tests to Use in Checking Motor Insulation.............................................................................................................411
How to Detect Electrically Caused Bearing Failure........................................................................................................412
Chapter 34 Emergency Power Systems................................................................................................................................413
Five Major Components of an Emergency Power System...............................................................................................413
Chapter 35 Distribution System Controls............................................................................................................................421
Building and Feeder Transformers..................................................................................................................................421
Power Distribution System Protection.............................................................................................................................424
Protective Device Preventive Maintenance Inspection and Testing................................................................................433
Chapter 36 Power Distribution System Planning and Sizing.............................................................................................435
Four Key Types of Loads and How to Size System Components for Them....................................................................435
How to Reduce Voltage Drop..........................................................................................................................................438
Seven Rules for Selecting Circuit Breakers.....................................................................................................................439
How to Plan Your Own Electrical Distribution System: A 14-Step Process...................................................................439
How to Determine the Capacitor Size Required to Optimize Power Factor....................................................................457
Nine Indications That It’s Time to Modernize Your Power Distribution System............................................................459
Chapter 37 Wiring Conduit and Junction Boxes.................................................................................................................461
Wiring..............................................................................................................................................................................461
Six Main Wiring Methods and the Advantages and Disadvantages of Each...................................................................462
A Typical Branch Circuit Wiring Conduit and Junction Box Installation.......................................................................464
Chapter 38 Batteries...............................................................................................................................................................467
Dry Cell Batteries............................................................................................................................................................467
Wet Cell or Storage Battery.............................................................................................................................................468
Wet Cell Battery..............................................................................................................................................................468
How to Care for Batteries................................................................................................................................................468
Four Factors to Consider When Selecting a Battery for Your Application......................................................................469
Other Design Considerations...........................................................................................................................................470
How to Maintain Battery Charging Equipment...............................................................................................................471
Chapter 39 High Voltage Power Supplies............................................................................................................................473
Lightning Arresters..........................................................................................................................................................474
High Voltage Maintenance Requirements.......................................................................................................................474
Types of Circuit Arrangements........................................................................................................................................475

PART X ROAD, FLEET, AND GROUND MAINTENANCE..........................................................................................477
Chapter 40 Road and Fleet Maintenance.............................................................................................................................477
Road Maintenance...........................................................................................................................................................477
A 10-Step Process for Road Repair Planning..................................................................................................................477
Planning Various Types of Road Maintenance................................................................................................................486
Machine Sweeping and Flushing.....................................................................................................................................490
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Intensive Policing: The “Hands-On” Approach to Road Cleanup...................................................................................490
Drainage Inlet Cleanout...................................................................................................................................................490
Dust Prevention...............................................................................................................................................................490
Ditching...........................................................................................................................................................................490
Flushing Culverts............................................................................................................................................................490
Leaf Pickup.....................................................................................................................................................................490
Mowing and Weed Cutting.............................................................................................................................................491
Snow and Ice Control......................................................................................................................................................491
Road Work Site Protection: Barricade Versus Channel..................................................................................................491
Fleet Maintenance...........................................................................................................................................................492
Setting Up a Fleet Maintenance Function.......................................................................................................................493
Management Control of Fleet Maintenance Work..........................................................................................................498
Fleet Equipment Replacement Planning and Control......................................................................................................498
Chapter 41 Grounds Maintenance.......................................................................................................................................503
Grounds Maintenance Planning and Organization: Two Key Planning Tools................................................................504
Guidelines for Providing Trouble-Free Lawn Care.........................................................................................................507
Five Steps to a Healthy Lawn..........................................................................................................................................507
Shrubs, Foundation and Border Plantings.......................................................................................................................509
Tree Care: How Pruning Can Promote Healthy Growth.................................................................................................510
Mining Gardeners’ Gold: How to Divide and Multiply Perennials.................................................................................511
Pest Control.....................................................................................................................................................................511

PART XI POWER PLANT MAINTENANCE...................................................................................................................515
Chapter 42 Energy Sources and Their Applications...........................................................................................................515
Energy Generation from Coal.........................................................................................................................................516
Fuel Oil............................................................................................................................................................................518
Natural Gas......................................................................................................................................................................518
Wood Waste and Bagasse...............................................................................................................................................518
Energy Sources and Total Cost of Operation..................................................................................................................519
Nuclear Energy................................................................................................................................................................519
Chapter 43 Boiler Maintenance............................................................................................................................................523
Typical Duties of a Boiler Operator................................................................................................................................523
Guidelines for Achieving Optimum Boiler Efficiency....................................................................................................523
Measuring Boiler Efficiency to Determine Maintenance Needs.....................................................................................524
Tips on Selecting the Right Boiler Equipment................................................................................................................528
Guidelines for Selecting Steam Generating Equipment..................................................................................................531
Main Boiler Failure Cause and Prevention......................................................................................................................532
Chapter 44 Turbine and Generator Maintenance..............................................................................................................535
How Cogeneration Can Provide Energy Savings for Your Plant....................................................................................535
Cogeneration: Partnership With Your Utility Company.................................................................................................535
How a Turbine-Generator Works....................................................................................................................................536
Seven Key Classifications of Steam Turbines.................................................................................................................536
Advantages of Steam Turbines Compared to Steam Engines.........................................................................................537
Tips on Maintaining Turbine Equipment........................................................................................................................537
Guidelines for Generator Maintenance............................................................................................................................539
Chapter 45 Power Plant Support Equipment......................................................................................................................541
Feedwater Pumps............................................................................................................................................................541
Air Heaters and Economizers..........................................................................................................................................542
Deaerators.......................................................................................................................................................................542
Superheaters....................................................................................................................................................................542
Condensers......................................................................................................................................................................542
Water Treatment..............................................................................................................................................................543
Piping Valves and Steam Traps.......................................................................................................................................543
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