Integrating Maintenance Activities and Quality Assurance in a Research and Development (R&D) System

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1 Integrating Maintenance Activities and Quality Assurance in a Research and Development (R&D) System Debasish Basak* Central Mining Research Institute, Barwa Road, Dhanbad , India Summary A well-balanced maintenance program furnishes information and instructions to personnel involved in maintaining existing equipment, provides current information on the availability and location of maintenance materials, improves utilization of labor forces and increases equipment reliability. Planned and preventive maintenance procedures where components are serviced and changed when they approach the end of their useful lives can be augmented by suitable means, which continuously check vital machine functions. Quality Assurance can be seen as a management system that brings maintenance activities undertaken by all parties under control with the aim of preventing things from going wrong and costing time, effort and money to put them right. An attempt has been made to highlight the integration of maintenance activities with Quality Assurance as a whole in a research and development (R&D) system. Copyright # 2006 John Wiley & Sons, Ltd. Key Words: maintenance; Quality Assurance (QA); R&D Introduction There is a common concept and belief that good maintenance results require the proper balancing of high equipment availability and reliability coupled with low maintenance costs [1]. These two terms are not mutually exclusive. Frequent equipment failures and breakdowns cause low availability. Breakdowns are expensive to repair, both in terms of labor and material costs. If the number of breakdowns can be reduced, maintenance costs will also go *Correspondence to: D. Basak, Central Mining Research Institute, Barwa Road, Dhanbad , India. deba65@yahoo.com down and availability will go up. Lack of correct spare parts when required for repairs causes low availability. It also leads to excessive expenditures in some cases. The achievement of good maintenance results from the application of certain basic concepts that have been well tested and proven in most cases. The maintenance application parameters along with the application areas are discussed to have an overview of maintenance management as a whole. These concepts are applicable to research and development (R&D) activities performed within the framework of a quality system such as International Standards Organization (ISO) 9000, Good Manufacturing Copyright r 2006 John Wiley & Sons, Ltd. Qual Assur J 2006; 10, Published online in Wiley InterScience (

2 250 D. Basak Practice (GMP) [2] or Good Laboratory Practice (GLP) [3]. Maintenance activities The maintenance department operates a philosophy of accurate planning and forecasting, effective preventive maintenance and performance management. Accurate planning and forecasting starts with the preparation of the annual operating plan. Effects of maintenance application parameters have been discussed below in connection with R&D activities. These are as follows. Preventive Maintenance (PM) Preventive Maintenance (PM) schedules have been developed through experience and are adhered to, except where short-term equipment demands may take precedence. The effectiveness of entire maintenance program is proportional to the quality of the PM program. Faults are identified and corrected before they develop into major equipment and component failures, which are more costly and time-consuming to repair. Wherever possible, a system of scheduling intervals is incorporated for PM. Computers are an essential element in any efficient and economical PM program [4,5]. The effectiveness of a PM system depends on the frequency and intensity of PM services. Also, many components fail in a very predictable manner. Therefore, components should be replaced on a predicted basis as a part of annual maintenance plan. out of inspection, other scheduled checks and replacements of worn components form the major part of jobs to be planned. In addition, rectification, modification and innovative changes are to be executed for improved performance. Job scheduling can be done using Program Evaluation and Review Technique (PERT) for all long duration jobs with number of interrelated activities. Use of GANTT or bar charts is another method where sequence planning of jobs is done for overhauling and shutdown jobs. Condition-Based Maintenance (CBM) The idea of Condition-Based Maintenance (CBM) has been implemented in a phased manner to improve reliability and availability. This is actually PM at need-based intervals [6,7]. By knowing the actual condition of the equipment using suitable sensors, transducers, analyzers, etc. need-based intervals are determined. This provides knowledge regarding the rate of deterioration of the machine and also information regarding lead time before catastrophic failures so that corrective measures can be taken well in advance. Computerized programs may be developed for making condition-based maintenance more comprehensive and effective by monitoring some critical equipment parameters at different stages and levels of operation, providing useful information to be utilized in modifying the existing design of the equipment for higher reliability. Equipment performance and improvements Maintenance job planning and control Maintenance and repair work has to be performed at times that are convenient to operations and when maintenance has the necessary manpower, parts, tools and workshop space available; that is, to effectively use the maintenance labor forces, equipment downtime and maintenance facilities [6]. Defects arising The performance of equipment depends upon four major aspects: (i) material type, composition etc. (ii) accuracy in design, manufacture, assembly etc. (iii) lubrication and method of application, (iv) service condition (like dust, temperature, moisture, fumes etc.).

3 Maintenance Activities and QA in a R&D System 251 Performance, cost, time, reliability and maintainability are some of the most commonly accepted criteria to judge the efficiency of a general engineering system. Some studies emphasize performance as a major criterion and treat cost as less important. Factors such as efficiency, size of machines or equipment, rate of production are some examples of performance criteria. All the aspects of equipment performance are required to be monitored at regular intervals to obtain improvements in performance, and this can be readily achieved using computerized systems. Computers in maintenance Computers can store information, make calculations, retrieve information and present information in formats useful to the end user [9]. Maintenance work involves recording and manipulating data, which are amenable to computerization. Personal computers (PC)}standalone for a very small operation or a network for a larger operation}can be effectively programmed using commercial database software to allow any maintenance department to have access to an on-line, computer-based maintenance system. Inventory control Maintenance of higher-than-required inventory level ties up capital. Low balance increases the risk of prolonged equipment downtime and production delays. Important equipment in the production line has to be kept by category and, in case of emergency, an alternative solution plan should be available. Present condition of equipment has to be inspected and assessed. It is essential to have records of Economical Order Quantity (EOQ) and annual consumption. All the above points have to be kept in mind for a good inventory control of spares. Equipment maintenance facilities and training Lifecycle costing techniques are used for selecting new equipment, plant and machinery. The reliability and maintainability aspects are primarily looked into at the time of selecting new or replacement equipment [8]. The demands for improvement of reliability and availability focus the need for quality in maintenance work as well. Specialized training in some cases is executed at a job-oriented training center with modern facilities to impart specific training to the maintenance personnel. On-the-job training provides employment with the opportunity to work on tasks that require the specific skills being learned and demonstrates whether an employee has actually mastered the new skill. Maintenance operation and operator Individual equipment units must be checked to ensure that they operate properly. Once this has been achieved and any noted defects have been repaired, plant systems must then be run in to ensure that they also operate properly. Failure to properly organize this aspect at start-up usually results in problems being compounded so that the identification of root causes becomes nearly impossible. Operators have to be trained: good operators are made, not born. Expected Contribution of Quality Assurance in Maintenance ISO 9000 guidelines, as issued by the International Standards Organization, form the basis for certifying the quality management system of an organization [10]. The intent of ISO 9000 is that a company must be self-accountable for its stated quality goals and procedures. The different aspects of ISO 9000 are described below: Concept of Total Quality Management (TQM) ISO 9000 standards are Quality Management and Quality Assurance standards, which are the bases for implementation, assessment and verification of the quality system in the production as well as service organizations [11 15]. This is

4 252 D. Basak closely linked to Total Quality Management (TQM). TQM is a combination of quality and management tools aimed at increasing business and reducing losses due to wasteful practices. There is a need for people who can effectively implement TQM within a company [16]. TQM is a corporate business management philosophy, which recognizes that customer needs and business goals are inseparable. It ensures maximum effectiveness and efficiency within a business and secures commercial leadership by putting in place processes and systems which would promote excellence, prevent errors and ensure that every aspect of the business is aligned to customer needs and the advancement of business goals, without duplication or waste of effort. Companies implementing TQM are committed to move beyond PM and adhere to TQM concepts. Thus, the concept of Total Productive Maintenance (TPM) evolved. TPM thrives on the spirit of teamwork. This is a productive maintenance program, which focuses on: * maximizing equipment effectiveness, * establishing a thorough system of PM for the equipment s entire life span, * involving every single employee from top management to shop floor workers, * empowering employees to initiate corrective activities. Research and development (R&D) system R&D work, the first stage of the product lifecycle, has a major effect on the product s quality, cost and success in the market. Despite its importance, it is a very difficult task to implement TQM in R&D work. According to Crosby, there are four absolutes to TQM [17,18]: (a) The definition of quality is conformance to requirements, not goodness, etc. (b) The system for causing quality is prevention, not appraisal. (c) The performance standard is Zero Defects, not that s close enough (this is known as Right First Time ). (d) The measurement of quality is the price of non-conformance, not arbitrary indices, etc. Limitations Many of the TQM concepts do not work well in the maintenance environment. PM programs with maintenance schedules are usually designed to keep machines operational. These schedules are followed strictly without considering the machine s realistic requirements. There is hardly any involvement of the machine operators in the PM programs. As there is no real commitment existing in many organizations to provide accurate and timely information on the maintenance system at each level of management, feedback on results, good or bad, is not clearly provided. Hence, the vacuum that exists usually gets filled with rumours, false information and half-truths in most of the cases. Moreover, the maintenance workforce is usually accustomed to normal routine jobs and scheduling, so successful changes in methods, equipment, schedules and priorities are difficult to achieve. All of these problems normally exist in one degree or another when new management determines the first priority as improving productivity up to acceptable levels. Conclusions It is recommended to correct faults found during PM service on the spot only if they can be corrected during the scheduled service duration. Corrective maintenance can be performed more efficiently if the work has been previously planned and scheduled. While TQM has proven to be an effective process for improving organizational functioning, its value can only be assured through a comprehensive and well-thought-out implementation process [13,14,19]. Today s emphasis on improved productivity, coupled with the high cost of equipment and components, imposes unprecedented demands

5 Maintenance Activities and QA in a R&D System 253 on maintenance management to get the most out of existing equipment. To tackle maintenance problems correctly requires a complete understanding of the problems and their impact on other operations. For this, a tremendous amount of operating data must be collected, analyzed, reduced and presented in succinct form for the decision-makers to review. The key elements of a successful maintenance program are a practical and effective record-keeping and information system. Maintenance information systems provide a way to store, organize, retrieve and analyze information. A reduction of maintenance costs while providing required equipment availability translates directly into increased profit. It should be the prime duty of maintenance managers to ensure the highest level of plant availability and equipment reliability for higher production at minimum cost. The computer can play an indispensable role for analyzing and providing quick solutions for improvement actions related to complex maintenance problems. Artificial Intelligence (AI) and expert systems should be used extensively for troubleshooting. The availability of inexpensive computer power and user terminals has lead to the development of many computer-aided maintenance management systems. Robotics and other highly automated equipment contribute additional complexities to the maintenance functions. Achievement of maximum efficiency with minimum unscheduled outage requires a well-administered maintenance program. Planned and preventive maintenance procedures where components are serviced and changed when they approach the end of their useful lives, are being augmented by electronic monitoring systems, which continuously check vital machine functions. CBM has to be practiced extensively [7]. Although TQM concepts have been widely discussed, the implementation of TQM in R&D work is rather a modest phenomenon. The paradox is that R&D s innovative culture seems not compatible with TQM s natural process. Hence, lack of quantified measures and efficient tools has created major barriers for TQM implementation. In the R&D sector, there is a stark realization that poor quality causes waste through rework and that distinction in the market place must be attained to boost one s profile or arrest any possible decline. TQM and TPM have significant similarities such that quality and success depend on the efforts of everyone within the organization [20]. Therefore, the two management philosophies of TQM and TPM can be analyzed and compared. It is concluded that virtually any maintenance organization that has the will to commit the effort and resources can acquire the application parameters mentioned here and produce satisfactory and even outstanding maintenance results. Acknowledgements The author is grateful to Director, CMRI for his permission to publish the paper. The views expressed in this paper are that of the author and not of the organization he serves. References 1. Hamilton CO. Maintenance preparations important for new plants. Mining Engin 1991; 43: (last accessed 25 July 2006) (last accessed 25 July 2006). 4. Sah SL. Computers: hardware and its maintenance. Electrical India, 1993; XXXIII(9): Tostengard G. Good maintenance management. Mining Mag 1994; Tyagi RP. Maintenance management in TISCO s integrated steel works. J Mines Metals Fuels 1995; 43(3): Mishra C, Alexander TC, Tyagi RP. Maintenance engineering improvements in tata steel. J Mines Metals Fuels 1995; 43(4): Basak D. Equipment reliability assessment and evaluation: an overview. National Workshop on Routine Condition Monitoring in Mining vis-à-vis Machine

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