The Maintenance Maintenance Excellence Excellence Institute Institute
Maintenance Planner/Coordinator Planner/Coordinator Position Description – Page 1
MAINTENANCE PLANNER/COORD PLANNER/COORDINATOR INATOR POSITION DESCRIPTION
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 2
POSITION QUESTIONAIRE
Position Title: Maintenance Planner/Coordinator
Date: 7/22/2010
Number of Associates with same title in Department: Department: Maintenance Operations Is this a new position?
1)
X
Yes
Reports to: Engineering and Maintenance Manager __ No
Primary purpose and function of position. Please explain in two or three sentences:
Provides overall maintenance planning and scheduling support to include contract maintenance and the planning of repairs and overhauls during scheduled shut-downs. Provides support to storeroom operations and is responsible for the site’s preventive maintenance program. Serves as a primary resource for CMMS implementation and the maintenance of all related databases. 2)
Duties and Responsibilities. List in order of importance the major duties which are performed and normally assigned to the position. Indicate the percentage of time spent on each duty. Please add additional sheets if needed.
% of time 5%
1) Coordinates the Maintenance Work Order (MWO) system, processing of MWOs and provides overall work control to ensure the maximum utilization of internal craft labor and contractor labor.
5%
2) Reviews MWOs to confirm priorities with manufacturing operations and maintenance and to establish craft requirements. Reviews the drawings/prints, equipment and parts manuals as required to determine sequence of crafts, scope of work and job plans for major repairs. Utilizes the site’s priority system to support effective planning/scheduling of critical repairs.
10%
3) Develop the labor estimates for planned work and establishes schedules based on confirmed priorities and craft labor availability. Coordinates with manufacturing operations to establish firm schedules for equipment availability prior to start of repair
5%
4) Develops and maintains a current backlog summary of maintenance repairs and Preventive Maintenance/Predictive Maintenance (PM/PdM) inspections due. Evaluates the level of backlog and provides recommendations on use of overtime for priority repairs and PM scheduling. Monitors the status of ongoing major planned repairs, overhauls or new system installations. Maintains the site’s master plan for major repairs, overhauls, and all maintenance work to be scheduled during scheduled shutdowns or as future capital projects.
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 3
10%
5) Develops and coordinates the modernization of current stores area into an organized storeroom operation with an effective parts inventory management system, access control method, bin location system along with improved storage methods. Provides the support and coordinates the completion of a physical inventory of existing stock items and developing the initial parts database master file on a new Computerized Maintenance Management System (CMMS). Becomes the primary resource for ensuring that the parts database is maintained over the long-term with proper internal stock numbers, vendor part info, min/max stock levels, specifications, etc.
10%
6) Determines the material and spare parts availability prior to scheduling. Works with craft supervisors and crafts work force to determine parts required on major repair. Coordinates with the storeroom to reserve and kit parts prior to major planned repairs. Maintains the status of requested materials/parts to meet the established repair schedule. Provides recommendations to the storeroom on stock levels, additions, an d/or deletions from inventory. Identifies critical spares and updates the equipment history database with the critical spares being carried in storeroom inventory.
10%
7) Develops job plans and standard repair practices during the planning process. Coordinates the entering of job plans to the CMMS and updating these standard job plans as required.
5%
8) Evaluates the requirements for contract maintenance against existing craft capability and current backlog levels.
2%
9) Ensures that information on contract maintenance repairs, overhauls and all repairs is added to the equipment history database and that this database is accurately maintained.
10%
10) Responsible for coordinating the PM/PdM Review Team for review and updating of current PM/PdM procedures and the development of new PM/PdM inspection procedures and frequencies. Develops the planning times for PM inspection procedures and frequencies for revision and improvements and ensures PM/PdM database is accurately maintained. Coordinates development of Predictive Maintenance technology applications based upon results of assessment for predictive technologies application at the plant site. Ensures that the current PM/PdM procedures reflect the actual operating conditions.
2%
11) Supports the scheduling PdM technology application such as oil analysis/infrared etc. and planning of maintenance repairs to correct deficiencies found during both the PM and PdM inspections. Coordinates the introduction of all new PdM technologies to the operation.
5%
12) Develops and provides the data (MTTR/MTBF) and recommendations for improving equipment reliability. Reviews the equipment repair history and PM/PdM results for failure trends and supports maintenance in identifying and correcting root causes of major failures.
2%
13) Coordinates with plant operations staff to establish PM/PdM, lubrication, and parts requirements for any new equipment or systems. Updates the equipment history database with information on vendor, equipment specifications, warranty, information, parts lists etc.
5%
14) Responsible for supporting, implementation and administration of a future computerized maintenance management system (CMMS) as a prime internal technical resource.
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 4
Coordinates the development and maintenance of databases for equipment history, work orders, and PM. Supervises clerical support for major data entry tasks. 2%
15) Provides support to updating engineering drawings and coordinates cross-referencing of engineering drawing numbers to equipment history database. Supports craft areas (and contract maintenance) by providing drawings/prints as required with MWO for major planned repairs and overhauls.
2%
16) Works closely with the maintenance manager, all craft supervisors and manufacturing operations staff to support effective planning for shutdowns and special projects. Develops the overall master plan for maintenance-related activities and coordinates development of materials/parts requirements and requisitioning, estimates of craft labor, and plan for co ntract maintenance support as required.
5%
17) Serves as the primary support the maintenance manager in developing performance information for the company’s Maintenance Excellence Index, life cycle costing and other maintenance cost information.
5%
18) Performs other related duties and special projects as assigned. a) Provides training and support for a maintenance planner/coordinator back up in case the incumbent is absent. b) Provides support to the maintenance manager for other maintenance initiatives such as craft skill development, operator-based maintenance or vendor partnership for MRO parts and materials..
3) Briefly describe any special functions performed in addition to normal responsibilities and include the percent of time?
Serves as a key internal resource for effective CMMS implementation, supports the utilization of all CMMS system modules and supports training of internal users on a new CMMS system Are the special functions above performed:
Weekly
Monthly
Quarterly
Other ___________________________
4) Office machines and clerical skills needed to perform in the position: Please check one: Daily
typing
dictation 10-key
personal computer
Weekly
Occasionally
Special Training Required
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 5
Windows 2000
MS project & Access DB
Other CRT’s
Energy system
Graphics packages
Programming/CMMS
management
Future CMMS
Language
In detail, list any special computer packages, programming knowledge, etc., used:
5) What level of education is required to perform in this position?
less than high school
high school diploma/equivalent
college degree
advanced degree
certification (planning/scheduling)
Technical/trade school plus multi-skilled crafts background
Why do you feel this level of education is required for the position?
a)
Needs a good craft background (preferably multi-craft experience) for technical knowledge to support the planning of maintenance work. b) Needs formal maintenance planning & scheduling training and on the job training as well. c) Must have good computer skills d) Must be able to develop skills in MRO materials management 6) In detail, give an example of an independent decision made in this position?
a) Work backlog level high –this position recommends scheduling of overtime b) Contract maintenance work is of poor quality – this position reschedules contractor, recommends new contractor or recommends withholding payment to the current contractor c) This position may recommend a new vendor/supplier for spare parts 7) Does this position make recommendations to: policies & procedures vendors
8) Is this position supervised?
yes
no
course of action
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 6
What amount of supervision?
Supervisor is available on the floor/department at all times
Supervisor is available only when needed
9) Does this position have supervisory responsibilities?
X
yes
no
If so, which of the following:
instructing
Assigning work (to craft work groups, First-line supervisors
actually assigns work to individual craft person) review work
Work schedules
performance reviews __recommends __approves/handles handles disciplinary problems __recommends __approves/handles List position titles supervised:
Storeroom Attendant if available CMMS Data Entry/admin
10) How does this position use resourcefulness, originality and/or initiative? •
This position allows the maintenance department to operate in a planned and controlled environment instead of a high stressed reactive environment. It provides direction to storeroom operations and ensures availability of parts and materials at right time and best price.
11) What kinds of errors could happen in this position? •
Lost capacity on plant operations equipment, low productivity of maintenance man hours and obsolete or excess spares parts in stock
How would such errors ordinarily be checked or discovered? •
Maintenance metrics via Accuride Maintenance Excellence Index, excessive downtime of critical equipment
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 7 •
Feedback from associates, maintenance manager, first-line maintenance supervisors and plant operations staff
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 8
What would happen if an error is not caught? • •
Nothing catastrophic, but this position allows a progression toward continuous improvement for the maintenance of valuable plant assets (both human capital & plant equipment)
12) What “people” contact does this position have? Continually (at least 2x daily)
other departments
stores (maint)
Frequently (4-5x week)
Occasionally (1-2x week)
Never
Method (phone, letter, in person)
All
In person, via a PC
vendors
All
general public
gov’t/state agencies
What level of contact (clerical, administrative, managers, Vice Presidents, etc.)? • •
High level of contact with first-line maintenance supervisors and maintenance manager. Regular contact with the plant operations manager and other plant operations personnel needing maintenance service.
Give an example of such contacts: •
•
Coordinates scheduling of repairs or PM tasks where asset must be scheduled out of service for repair or PM Has major input on deciding the level of repairs made.
ADDITIONAL INFORMATION: Please describe any other aspects of the position that are important and have not been covered above. •
•
This person can provide valuable information such as which vendors/contractors are performing to the company’s standards based on actual performance and reliability data. This person can have major economic impact affecting such things as craft utilization, the cost of
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 9
maintenance repairs and parts, timely repair service and status of work being requested by operations.
TASK LIST:
Please check the appropriate section for each task on the following checklist . Indicate whether or not the task is required for the position and the degree to which it is required: NOT REQUIRED, OCCASIONALLY REQUIRED, FREQUENTLY REQUIRED. (Occasionally is defined as irregular or infrequent intervals.) •
If a task statement does not exactly fit the position, change the statement by crossing out or adding additional words.
Not Required
Design and determine performance report, layout, format and retrieve data for finished report
Proofread and correct errors
Have experience to operate power equipment, power tools or perform general maintenance
Conduct specialized training sessions related to CMMS to educate department or company
Occasionally Required
Frequently Required
associates
Operate computer peripheral equipment
Set up and type financial reports or statistical tabulations
Compose department memos without supervisor approval
Set up appointments independently, schedule meetings, conferences and/or make travel
arrangements and reservations
Maintain confidential records and files and handle confidential correspondence
Open, sort and distribute incoming mail. Date stamp papers and documents
Answer telephone , screen and place calls, and refer callers to appropriate parties
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 10
Gather and analyze data to prepare complex reports
Audit records for accuracy and make appropriate corrections
Investigate accidents/injuries to determine cause
Receive and welcome visitors and refer them to appropriate parties
Write and test complex computer programs
Prepare and process expense accounts
Maintain an inventory of maintenance parts & supplies and requisition new parts & supplies
Monitor department overtime, sick leave, vacations and holidays
Maintain, sort and update mailing lists and labels
Handle work requests, complaints, or inquiries from callers/customers
Prepare, process and verify invoices, bills and/or receipts
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 11
TASK LIST (continued)
Coordinate work to complete, process and trace purchase orders
Gather and tabulate data; compile routine reports as directed by supervisor
Record and verify entries in CMMS data base
Balance ledger accounts and reconcile accounting statements
Arrange for equipment repairs via planning process
Maintain records of cash receipts and disbursements
x
Prepare complex legal documents
Photocopy, collate, punch and/or bind documents
Compile routine reports for federal, state and local agencies
Extract, tabulate, and summarize information for periodic or special reports
Interpret and enforce Company policies and procedures
Manually key in and verify data and correct errors
x
Negotiate prices with vendors
Troubleshoot equipment for problems or repairs
Support maintenance manager in researching, analyzing and prepare budget for department or
x
Company
Unload/load materials, unpack cartons
Compose department memos to be reviewed by supervisor
Manipulate computer control switches on console panels, storage devices, readers, printers and punches according to detailed instructions
Type and proofread legal documents
Research errors by reconstructing past events as related to maintenance reports
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 12
Council associates or managers on performance related issues
Assist others in the company with computer, and CMMS questions
Write basic computer programs as directed by supervisor
File, retrieve, assemble and distribute records, papers documents and reports
Make non-routine decisions without a supervisor
Make decisions that impact bottom line of company
Please draw your organizational chart:
x
The Maintenance Excellence Institute
Maintenance Planner/Coordinator Position Description – Page 13
Immediate supervisor’s position
This position
Any direct reports to this position
Associate’s printed name
Phone Extension
Associate Signature
Date Completed SUPERVISOR SECTION
I have reviewed the contents of this questionnaire and feel it is an accurate and complete representation of the position
______________________________________________
____________________
