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BRITISH STANDARD BS EN 13460:2002

Maintenance — Documents for maintenance

The European Standard EN 13460:2002 has the status of a British Standard

ICS 01.110; 03.080.10

NO COPYING WITHOUT BSI PERMISSION EXCEPT AS PERMITTED BY COPYRIGHT LAW

BS EN 13460:2002

This British Standard, having been prepared under the direction of the Management Systems Sector Policy and Strategy Committee, was published under the authority of the Standards Policy and Strategy Committee on 27 May 2002

© BSI 27 May 2002

ISBN 0 580 37711 3

National foreword

This British Standard is the official English language version of EN 13460:2002.

The UK participation in its preparation was entrusted to Technical Committee DS/1, Dependability and terotechnology, which has the responsibility to:

A list of organizations represented on this committee can be obtained on request to its secretary.

It should be noted that the UK voted against the acceptance of this European Standard at the Formal Vote stage, but that BSI is obliged to publish the document as a national standard.

Cross-referencesThe British Standards which implement international or European publications referred to in this document may be found in the BSI Catalogue under the section entitled “International Standards Correspondence Index”, or by using the “Search” facility of the BSI Electronic Catalogue or of British Standards Online.This publication does not purport to include all the necessary provisions of a contract. Users of this publication are responsible for their correct application.Compliance with a British Standard does not of itself confer immunity from legal obligations.

— aid enquirers to understand the text;

— present to the responsible international/European committee any enquiries on the interpretation, or proposals for change, and keep the UK interests informed;

— monitor related international and European developments and promulgate them in the UK.

Summary of pagesThis document comprises a front cover, an inside front cover, the EN title page, pages 2 to 24, an inside back cover and a back cover.

The BSI copyright date displayed in this document indicates when the document was last issued.

Amendments issued since publication

Amd. No. Date Comments

EUROPEAN STANDARD

NORME EUROPÉENNE

EUROPÄISCHE NORM

EN 13460

May 2002

ICS 01.110; 03.080.10

English version

Maintenance - Documents for maintenance

Maintenance - Documents pour la maintenance Instandhaltung - Dokumente für die Instandhaltung

This European Standard was approved by CEN on 25 February 2002.

CEN members are bound to comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this EuropeanStandard the status of a national standard without any alteration. Up-to-date lists and bibliographical references concerning such nationalstandards may be obtained on application to the Management Centre or to any CEN member.

This European Standard exists in three official versions (English, French, German). A version in any other language made by translationunder the responsibility of a CEN member into its own language and notified to the Management Centre has the same status as the officialversions.

CEN members are the national standards bodies of Austria, Belgium, Czech Republic, Denmark, Finland, France, Germany, Greece,Iceland, Ireland, Italy, Luxembourg, Malta, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland and United Kingdom.

EUROPEAN COMMITTEE FOR STANDARDIZATIONC OM ITÉ EUR OP ÉEN DE NOR M ALIS AT IONEUROPÄISCHES KOMITEE FÜR NORMUNG

Management Centre: rue de Stassart, 36 B-1050 Brussels

© 2002 CEN All rights of exploitation in any form and by any means reservedworldwide for CEN national Members.

Ref. No. EN 13460:2002 E

EN 13460:2002 (E)

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Contents

page

Foreword....................................................................................................................... ...............................................3

Introduction ................................................................................................................... ..............................................4

1 Scope ......................................................................................................................... .....................................5

2 Normative references .......................................................................................................... ..........................5

3 Terms and definitions......................................................................................................... ...........................5

4 Documentation................................................................................................................. ..............................64.1 The concept of document ..................................................................................................... ........................64.2 Normative documentation for maintenance..................................................................................... ...........6

5 Documents from the preparatory phase .......................................................................................... ...........8

Annex A (informative) Documents from the operational phase ..........................................................................11

Annex B (informative) Work order information items...........................................................................................19

Annex C (informative) General overview of structure and purpose of documents...........................................21

EN 13460:2002 (E)

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Foreword

This document EN 13460:2002 has been prepared by Technical Committee CEN/TC 319, “Maintenance”, the sec-retariat of which is held by UNI.

This European Standard shall be given the status of a national standard, either by publication of an identical text orby endorsement, at the latest by November 2002, and conflicting national standards shall be withdrawn at the latestby November 2002.

This document has been prepared under a mandate given to CEN by the European Commission and the EuropeanFree Trade Association, and supports essential requirements of EU Directive(s).

The annexes A, B and C are informative.

According to the CEN/CENELEC Internal Regulations, the national standards organizations of the following coun-tries are bound to implement this European Standard: Austria, Belgium, Czech Republic, Denmark, Finland,France, Germany, Greece, Iceland, Ireland, Italy, Luxembourg, Malta, Netherlands, Norway, Portugal, Spain, Swe-den, Switzerland and the United Kingdom.

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Introduction

Maintenance, as any other function in business, requires a suitable information flow between the different points ofits internal organization and with the rest of the functional and organizational units of the business, in order to fulfilits objectives of reaching an acceptable performance.

For the purpose of this European Standard, it is necessary to consider that the different companies organize theirfunctions and divisions according to their specific needs (traditions, market, means, human resources, etc.).Therefore, the organization of the information varies from one business to another. For that reason, this EuropeanStandard has been divided into the normative part and informative annexes.

The normative part concerns the first part of the life cycle of the asset to be maintained, namely the preparatoryphase. When an asset is acquired, the acquirer requires certain documentation to maintain and operate the equip-ment properly. That appropriate documentation has to be provided by the supplier of the item.

The normative part of this European Standard describes the list of required essential documents for maintenance andgives information on possible contents of each document mentioned in clause 5. In order to make the standard flexibleto the specific needs of user/supplier of the asset, the list of information items given for each document may beadapted to specific requirements by agreement between user and supplier. This European Standard takes into consi-deration agreements between parties which affect documentation in such a way that any document may be deleted orreplaced totally or partially as agreed in the contract according to ENV 13269:2001.

The informative annexes A, B and C concern the operational phase (see 3.6) of the life cycle of the asset to bemaintained.

The informative annexes, in addition to the normative text, develop the documentation for maintenance havingregard to the maintenance function as a part of the quality system of the company. That is, not only the documen-tation of information which is necessary to manage the maintenance is suggested, but also the documentation toaccomplish, at the same time, the quality assurance requirements for maintenance operations.

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1 Scope

This European Standard specifies general guidelines for:

the technical documentation to be supplied with an item, at the latest before it is ready to be put into service, inorder to support its maintenance, see clause 5;

the documentation of information to be established within the operational phase of an item, in order to supportthe maintenance requirements, see annex A.

2 Normative references

This European Standard incorporates by dated or undated reference, provisions from other publications. Thesenormative references are cited at the appropriate places in the text, and the publications are listed hereafter. Fordated references, subsequent amendments to or revisions of any of these publications apply to this EuropeanStandard only when incorporated in it by amendment or revision. For undated references the latest edition of thepublication referred to applies (including amendments).

EN 13306:2001, Maintenance — Terminology.

ENV 13269, Maintenance — Guideline on preparation of maintenance contracts.

3 Terms and definitions

For the purposes of this European Standard, the terms and definitions given in EN 13306, together with the follow-ing apply.

3.1assets registeritem (see 3.4) basic information, related to technical, contractual, administrative, locational and operational aspects,in order to define it within the company

NOTE This information comes either from the preparatory or the operational phase (see 3.7 and 3.6).

3.2documentspecific form containing information

3.3documentationinformation given in a specific form

3.4itemany part, component, device, subsystem, functional unit, equipment or system that can be individually considered(see EN 13306:2001, 3.1)

3.5maintenance workflowset of sequenced steps to be followed, in order to accomplish a maintenance operation, from the first preparatoryactivities, such as study and defining policies, to the analysis once the work is finished and action to be taken toimprove future similar cases

(see Figure C.1)

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3.6operational phaseperiod of time beginning when the item is put into service and ending with the disposal of the item

3.7preparatory phaseperiod in the item life time corresponding to the conception, designing, manufacturing, assembly and commission-ing of the item

3.8work order (W.O.)document containing all the information related to a maintenance operation and the reference links to other docu-ments necessary to carry out the maintenance work

4 Documentation

4.1 The concept of document

The document is the physical support of the information in a specific form. This may take the form of a paper sheet,the screen of a video monitor of a computer system, an electronic board, a blackboard, etc., and the figures, type,size and distribution on the available surface may vary without affecting the main purpose of the information sys-tem. It is absolutely important to ensure that the necessary set of information items is available at the right point, tothe appropriate person, in the necessary time, whatever the means the company is using.

Due to these reasons, the information items have been described in detail and grouped in information structures ofhigher level. These structures will constitute the content of a specific document, once it has been displayed in acertain way, in a specific form.

This European Standard deals with the kind of documents and their specific content in detail. However, it does notstandardize the physical aspect either of the documents or of their contents. Therefore, for the purpose of thisstandard, the structures of information items are called documents, although they are, in fact, the information con-tents of those documents.

4.2 Normative documentation for maintenance

This European Standard lists and defines the whole set of documents and information items to be considered in theacquisition of any installation, equipment, system or subsystem in order to make it possible to organize its mainte-nance. When the asset is ordered from the supplier, those documents and information will have the considerationof an implicit or explicit part of the order. The supplier only shall issue those documents that are related to theservice or function which are expected to be covered by the supplied asset and are under the responsibility of thesupplier. These are declared indirectly in the features contracted between the supplier and the user of the asset.

NOTE 1 Not all the documents listed in clause 5 have to be present in the document set supplied with the physical item. Forinstance, “lubrication map” has no meaning related to a lubrication-free equipment. An other example: the supplier of the civilengineering work, in the erection of an industrial plant, normally has nothing to do with the "logic diagram".

In any case, the supplier may provide more documents than listed in this standard, as additional information or byagreement with the client.

In order to define the above mentioned documentation accurately, clause 5 gives a table containing the documen-tation profile. The table is structured in four columns.

The column “Document name” contains the title given to each particular document.

The column “Document description” contains a brief explanation of each document content, as a definition of it.

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The column “Information items” contains the minimum set of elements of information to be included in each docu-ment. If each document is considered as a data structure in a database, the information items will be the differentfields.

NOTE 2 There is no requirement specified for the size of each information item, nor for the type of its literary content (alpha-betical, numerical, alphanumerically, etc.). This means that the information should meet the detailed needs of each user or sup-plier (for instance, it is not possible to standardize the codification, the units of capacity, the type of supplies required, etc.).

In particular cases, some of the information items listed for a document should not be used because of their lack ofrelevance or the nature of the asset to which it is related. In those cases, the corresponding information item shouldbe completed with the expression "not relevant" or "not applicable", whichever is more suitable.

The supplier and purchaser of an item may define, if required in the purchase agreement, the complete list ofdetailed information items, as well as the presentation format and media.

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5 Documents from the preparatory phase

Document name Document description Information items

5.1 Technical data Manufacturer’s specification of the item. ManufacturerDate of manufactureModel/type/serial numberSizeWeightCapacityPower and service requirementsOther: referring physical nature, assemblydetails and operation data.

5.2 Operation manual Technical instructions to reach a proper itemfunction performance according to its tech-nical specifications and safety conditions.

Model/typeManual date (edition)Technical details of the itemFunctional description of the itemProcedures for:— commissioning / starting-up;— warming-up;— steady operation;— controlled shutdownOperation limitations/PrecautionsLaws and regulations to be abided to.

5.3 Maintenance manual Technical instructions intended to preservean item in, or restore it to, a state in which itcan perform a required function.

Model/typeManual date (edition)Technical details of the itemPreventive maintenance operations/actions:— inspections;— calibration/adjustment;— parts replacements;— lubricationProcedures for:— troubleshooting;— dismantling/assembly;— repair;— adjustmentCause and effect diagramsSpecial tools requiredSpare parts recommendationsSafety requirements (signals, dressing,power source control,...)

5.4 Components list Comprenhensive list of items which consti-tute part of another one.

Upper level item (heading)(Model/type/serial number)Item numberItem descriptionItem quantity.

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5.5 Arrangements Drawing showing replacement componentslayout for an item.

Drawing code and identificationDate (issue/revision)DimensionsEquipment components location andidentificationNecessary space for disassembly andmaintenanceRelevant information about connectiondetailsWhen necessary: lifting lugs, inspectionhatches, ladders,....

5.6 Detail Drawing with part list to ensure dismantling,repair and assembly of items.

Code identifying the item which is detailedAssembly drawing showing parts positionsIdentification of each part of the drawing:— part number;— description;— number of units.Any other relevant information for assemblyand disassembly operations.

5.7 Lubrication map Drawing showing position of each item lubri-cation point, with lubrication data and specifi-cations.

Map code and identificationDate (issue/revision)Item identification (code and name)Lubrication point position (drawing)Lubrication point identificationLubrication point descriptionLubricant specificationsRouting, when necessary.

5.8 Single line diagram Overall power distribution diagram:— electrical;— pneumatic;— hydraulic.This kind of diagram includes switchboardcircuits.

Diagram code and identificationDate (issue/revision)Power distribution units (generators, trans-formers, switch gears, rectifiers,..)End consumers (for high voltage switchgearsonly)Earthing lines for systems, equipment andcables (general earthing principles will beincluded).

5.9 Logic diagram System control diagram to clarify the overallsystem logic.

Diagram code and identificationDate (issue/revision)Logic functions (symbols, internetworkingand control flow)Modes of operation (e.g. starting, shutdown,alarm, trip functions).

5.10 Circuit diagram Overall feeder and control circuits diagram. Diagram code and identificationDate (issue/revision)All internal connections for control, alarms,protection, interlocks, trip functions, monitor-ing, ...Settings of timers, thermal overload andprotection relaysWire and cable numbersTerminal numbersComponent list for in line, control andprotection systemsSwitch gear/board location codeConsumer/supplier location codeTermination details and type of externalsignal (fire and gas trip signal,...)Power and current ratingReference drawings.

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5.11 Pipe and instrumentdiagram

Overall fluid conduction (air, steam, oil, fuel...), and control diagram.

Diagram code and identificationDate (issue/revision)All internal connections for control, alarms,protection, interlocks, trip functions, monitor-ing, ...Pipe numbersValves location codeTerminal numbersComponent list for in line control and protec-tion systemsConsumer/supplier location codeTermination details and type of external sig-nal (color, fire and gas trip signal,...)Pressure, flow and temperature ratingReference drawings.

5.12 Location Drawing showing the position of all fielditems within the considered area.

Drawing code and identificationDate (issue/revision)Area identification (code and name)Item identification and location codeItems drawings or symbols, without dimen-sional details.

5.13 Layout Drawing showing all areas of a particularplant.

Drawing code and identificationDate (issue/revision)Plant name (and code, when necessary)Areas: relative position, dimensions, namesand codes.

5.14 Test program report Commissioning report which demonstratesthat an item is in compliance with specifica-tions.

ManufacturerModel / type / serial numberDate of manufactureDate of commissioningWarranty period and conditionsFulfillment of the technical details:— size (when required);— weight(when required);— power and Service Requirements

(inputs);— capacity/performance (output);— other: referring physical nature,

assembly details and operation data.Name and signature of the end user of theitem, accepting previous data.

5.15 Certificates Specific safety and statutory regulations cer-tificates for items (lifting equipment, steamboilers, pressure vessels,...).

ManufacturerModel/type/serial numberDate of manufactureSubject to be certifiedDate of certificateCertification body/office and signature/stamp.

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Annex A(informative)

Documents from the operational phase


A.1 Document index Relevant aspects concerning the issue ofeach maintenance document.

Document numberDocument titleDocument originator (design, manufacturer,assembly line, operation, maintenance, etc.)Document format (paper, magnetic, elec-tronic, etc.)Revision data (date and level)Item location code (cross-reference).

A.2 Assets register(Also known as:"Equipment basicdata")

Item basic information coming from either thepreparatory or the operational phase. Thisinformation is related to technical, contrac-tual, administrative, locational and opera-tionalaspects of an item, in order to define it withinthe company.

Location code (sometimes production ori-ented location code is required separately)Item nameAcquisition price of the itemManufacturerModel/type/serial numberDate of manufactureDate of installationWarranty periodAccounting number for cost chargingResponsible maintenance departmentStandard estimated maintenance time(preventive and corrective)Family (in case of comparisons among simi-lar items)Opportunity cost/production loss costBasic item maintenance data:— Direct Maintenance Cost— Lost Production Cost— MTBF,MTTR,....— availability and use— criticalityOther: cross-references to technical docu-mentation, spare-part list,...

A.3 Item history recordof maintenanceoperations

List of work orders of a particular item.The list will be for a given period of time.

Item code and nameDate (issue)Period of time analyzed (since/to)List of work orders chronologically orderedincluding:— number— date— complaint/cause— failing part— running hours of the item— registration/open/closure dates— cost of job covered by the work order

A.4 Work order Main document to release, to follow and tomanage each maintenance operation.

See annex B (informative)

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A.5 Spare parts cross-reference list

Catalogue of spare parts and articles storedand/or needed.

Article codeNameDescriptionStock locationMain supplierLead timePriceUnit of measureUnit of purchaseMinimum levelOrder quantitySupplier article code

A.6 Cause and effectdiagram

Diagram showing, by order of importance,the different causes which produce a giveneffect (failure).

Effect description and codeItem/s code/population analyzed: model/type/serial number/location codesDiagram date (issue date)Period of time analyzed (since/to)List of causes in descendent order, includingfor each cause:— cause code— cause description— relative cause importance % (in cost,

downtime, number of failures,...)— total importance (cost or downtime or

number of failures produced or,...)

A.7 Parameter historyrecord

Set of values given by any item inspected/monitored parameter during a certain periodof time.

Item code and nameParameter description and measure unitsMeasurement point identificationDate (issue)Period of time analyzed (since/to)For each record:— time— parameter value— measurement point identificationCross-reference to technical procedure(when required)

A.8 MTBF-MTTR controlchart

Statistical information document. Containsthe referred values for equipment consideredof major interest

Item code and IdentificationDate(issue)Cause of failure analyzed and codeMTTR — MTBF

A.9 Planning sheet List of work orders according to a givenpriority

Date (issue)Item code and identificationPlanning period (from/to)List of work orders sorted including:— number— expected date— complaint/cause1)

— item (lower level)

1) Here, the description of the work should be included in the case of systematic maintenance.

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A.10 Scheduling sheet Work orders planning and time schedule as-signment for a given period. It is obtained byassigning the available resources to the workorders backlog.

Date (issue)Item code and identificationPlanning period (since/to)List of work orders sorted including:— number— start date— due time –complaint/cause2)

— item (lower level)— resources required by the work order

A.11 Production planning Planning of the use of production resources(installations, personnel), defining availabilitywindow for maintenance operations implyingcomplete or partial shutdown.

Annual production programMonthly production programWeekly/daily production program

A.12 Item availability anduse data sheet

Document which shows how the item avail-ability is used

Item code IdentificationDate(issue)Period (since/to)Scheduled time, downtime, uptime,availabilityTime of equipment use

A.13 Personnel historyrecord

List of all activities (work order) carried out bya technician. This list will cover a given pe-riod of time.

Technician name and codeDate (issue)Period of time analyzed (since/to)List of work orders chronologically sorted in-cluding:— number— date— complaint/cause— working hours of technician

A.14 Other resourceshistory record

List of all activities (work order) in which aresource has been used. This list will cover agiven period of time.

Resource code and nameDate (issue)Period of time analyzed (since/to)List of work orders chronologically sorted in-cluding:— number— date— complaint/cause— amount of resource employed

A.15 Maintenance costhistory record

Maintenance expenses classified accordingto the maintenance and business cost struc-ture, for a given period of time.

Date issuedPeriod of time analyzed (since/to)Cost structure element

A.16 Company organiza-tiondiagram

Graphical illustration of the company units(functional or / and divisional), showing theflow of formal authority

Date (issue/revision)Name of the company organizational unitMain interdependence among unitsResponsible person (optional)

A.17 Management reviewsof maintenancequality goals andpolicies

Manual of the company's maintenance qual-ity policy and system

General policyGoverning principlesOrganization and responsibilityElements of the maintenance quality systemList of quality-relevant documents

2) Here, the description of the work should be included in the case of systematic maintenance.

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A.18 Procedure formaintenancecontract and theiramendments

Check list of points to be verified whenreviewing a contract.

Company's contracting policy.

List of specific points to be checked for allcontract chapters indicated in A.19. See ENV13269.

A.19 Maintenancecontracts and theiramendments

Set of updated maintenance contracts inforce, including amendments.

According to ENV 13269.

A.20 Procedure to reviewcauses of criticalfailures

Instructions regarding the periodic reviewof causes for critical failures.

History recording of critical failures permachine/element (item).Failure cost.Causes of failure (see IEC 60050 (191)).Work carried out.Distribution list of results

A.21 Procedures toevaluatemaintenanceoperations time forcritical failures(MTTR, MTTM)

Description of work measurement techniquesto be used.

History recording of critical failures permachine/element (item).Time between failuresTime to repair each failure.

A.22 Procedure to controlmaintenancedocuments anddata.

Check list of points to be verified whenreviewing/updating maintenancedocuments and data.

List of available maintenance documents.Periodicity of review/update.List of points to be verified.

A.23 Maintenanceinformation systemuser privileges

List of maintenance information systemusers, their functions and their accesslevels.

User's nameUser's functionAuthorisation access code number and level

A.24 Maintenanceinformation systemmanual.

Guide and instructions to properly operatethe maintenance information system andauthorized access levels to the mainte-nance information system.

Functions, operations and procedures to befollowedList of system errorAccess level codeList of authorised operations

A.25 Acceptablemaintenancesuppliers

List of qualified maintenance suppliers. AddressOwnershipSizeOccupancyFinancial SituationReferencesExpertiseProximityAppraisal

A.26 Procedure formaintenancesuppliers evaluation

Check list for investigating/evaluatingmaintenance suppliers.

OwnershipYears establishedSizeTurn overStaff strengthEquipment and facilitiesOccupancy degreeFinancial situationContract formsReferencesExpertiseAppraisalProximity

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A.27 Procedure to issuemaintenance itemspurchase orders

Instructions for technical purchasing. DefinitionsPurchase requisitionsOffer requestsOffer selectionPurchase ordersTechnical and general specificationsCommercial and legal termsPayment conditionsCost controlStandards applied

A.28 Maintenance itemspurchase orders

Written request to make or supplymaintenance items.

Order numberDateFor each maintenance item:— item code— Item description/specifications— quantity— priceDestination (store or direct use)Lead timeCommercial terms.

A.29 Procedure to verifypurchased items

List of criteria to be checked andspecification of the verificationprocedure.

Purchase ordersSupplier’s catalogueMachine cardMaintenance instructionsCatalogue of articles stored.

A.30 Purchased itemsverifications

Receiving report (e.g. copy of purchaseorder).

Item codeDate of entryQuantity receivedCondition of items

A.31 Procedure to controlcustomer supplieditems

List of criteria to be checked and specificationof the verification procedure.

Purchase ordersSupplier’s catalogueMachine cardMaintenance instructionsCatalogue of articles stored.

A.32 Customer suppliedproducts status

Internal written request to controlmaintenance items supplied by thecustomer.

Order numberDateFor each item:— item code— description— specifications— quantity— estimated costDestination of itemsDelivery time

A.33 Procedure for itemsidentification.

Guidelines for item codification, plant locationcodification and how to link the item code andthe plant location code.

Item format codeLocation format codeItem — location format codeStore/installation locationSupplier's catalogue cross reference format

A.34 Procedure fortraceability

Guidelines for recording the different locationsof an item in the plant, during the time.

Format of the record of item-location code andtime; and management of those records.

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A.35 Procedure to controlmaintenance activi-ties

List and form of maintenance reports Elements for planning maintenance activities,among others:Priority assessment backlogSchedule complianceLabour efficiencyMaterial costPercent downtime maintenance costRecommendations and action plan

A.36 Procedure for ageneric maintenanceactivity

Guidelines for carrying out a genericmaintenance activity.

Nature and sequence of subactivitiesPrecautions to be takenMeansTools and resources requiredObjective to be met.

A.37 Procedures forcarrying out thecritical maintenanceactivities

Guidelines for carrying out specificmaintenance activities with directimpact on the production means.


A.38 Procedure for itemsmonitoring andtesting (duringdowntime andoperation)

Guidelines for carrying out monitoringand testing.


A.39 Incoming items forurgent maintenancenot verified

Register of incoming items for direct use. Order number/work orderDate of arrivalSupplierRequesting departmentDate of issueFor each item:— item code— designation

A.40 Procedure tocalibrate criticaltest equipment

Guidelines for instruments calibration. Nature and sequence of subactivitiesPrecautions to be takenMeansTools and resources requiredObjective to be met.

A.41 Procedure to identifythe test equipmentaffecting productionmean effectiveness.(critical test equip-ment)

Guidelines for analysing root causes ofeffectiveness abatement in critical testequipment.


A.42 Critical test equip-ment calibrationrecords

Register of calibration of instrumentsthat shows the status of a productionmean, especially the critical ones.

Test equipment code numberDate and timeCalibration dataCalibration record number

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A.43 Procedure to identify,document,...etc,product non-confor-ming conditions dueto maintenance

Production line document recording non-conforming conditions due to maintenance.

Report to the maintenance function contain-ing:Week numberDayNominal rateActual rateEvolution of daily productionUnplanned down timeDowntime codesActions takenPlanned downtimeUptimeAmount of reworkAmount of product first time well done.

A.44 Procedure forpreventive andcorrective actions

Maintenance instructions describingpreventive and corrective actions to beundertaken.

Asset number and nameLocationMaintenance work descriptionResponsibility/tradeStandard man-hours required.

A.45 Procedures forhandling, storing,packing, preserva-tion and delivery.

Instruction for the organization of the technicalstore.

Physical and administrative organization of thestoreEntriesWithdrawals and re-ordering of materialStorage conditions for delicate, perishable,inflammable and polluting materials.

A.46 Maintenance recordscontrol.

Logbook of all records. Record maintainedHistory (date of event and description) ofimportant observations and maintenance jobperformed.

A.47 Procedures forplanning and imple-menting internalmaintenance audits.

Instruction for the implementation ofmaintenance audits.

Scope of validityObjectivesPlanning and execution phasesExecutantsAnalysisReport and action planFollow up.

A.48 Internal maintenanceaudits

List of criteria to be checked indicating theminimum performance required and resultsobtained.

Priority assessment backlogSchedule complianceLabor efficiencyMaterial costPercent downtime maintenance costRecommendations and action plan

A.49 Procedure to follow -up internal auditcorrective actions.

Action plans with periodic progress review. Action to be taken on the basis of observa-tions or audits in the field of equipment, build-ings, tools and vehiclesOrganisation (strategy, methods, systems,standards)Guidelines (maintenance type / category,product liability /quality, protection of healthand labour, asset safeguarding, environmentalprotection).

A.50 Procedure toidentify trainingrequirements.

Action plan with periodic progress review. Actions to be taken on the basis of observa-tions and/or audits in the field of personneltraining.

A.51 Personnel skill andtraining file

Personnel data sheet Basic educationCareer historyTraining programsSpecific knowledgeOfficial proof of skills

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A.52 Procedure to control,verify and reportingsupplied servicingaffecting mainte-nance activities.

Evaluation check list. Servicing contractList of items to be inspectedPerformance expected under productionconditions.

A.53 Servicing suppliedfor maintenance

Final and/or intermediate progress report onsupplied services.

CostJob progressChange ordersWork acceptanceSuggestions for improvements

A.54 Procedure to controlthe application ofstatistical tech-niques.

Guidelines for statistical control. Nature and sequence of subactivitiesPrecautions to be takenMeansTools and resources requiredObjective to be met.

A.55 Laws and regulationsabiding procedures

Guidelines to laws and regulationsabiding procedures

Laws and/or regulation referenceRelevant issuesResponsibilityWhat to do, when, where.

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Annex B(informative)

Work order information items

Table B.1 — Work order (W.O.) information items

Work order information item Information item description

B.1 Number Code assigned to a W.O.. This code is unique for each W.O..

B.2 Petitioner Name of the authorized person requesting the maintenance service

B.3 Registration date Date when the W.O. is issued.

B.4 Open date Date when the W.O. is activated.

B.5 Close date Date when the W.O. is completed. The corresponding work isfinished.

B.6 Item code Code assigned to the equipment within the physical structure of theplant. This code is unique for each piece of equipment.

B.7 Item location Code corresponding to the geographical location of the equipmentwithin the plant. It is normally attached to or is included in theequipment code.

B.8 Item running hours Parameter by means of which, the utilization of the equipment canbe recorded. The parameter can be different, such as number ofoperations, pieces, natural calendar.

B.9 Type of maintenance Code referring to the nature of the maintenance activity (for exam-ple preventive electrical, new installation...). Usually, it is linked tothe cost structure.

B.10 Priority Code to give information about the necessary precedence amongthe W.O.s for its activation. Priority has in some cases to do withcriticality.

B.11 Safety & environmental regula-tions

Link to the possible safety and environmental requirements to per-form the maintenance work, either mandatory or recommendations.

B.12 Retention justification The reason why an open W.O. is not running at the moment.Downtime for each retention should also be included.

B.13 Frequency Time between maintenance services within cyclic operations.

B.14 Last operation time Last date when a particular cyclic maintenance operation was per-formed.

B.15 Resources estimation Amount of the different resources intended to be used to accom-plish the W.O. in a cyclic operation.

B.16 Check list Relation of points to inspect within a cyclic maintenance operation.Normally these should be first line maintenance activities.

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Table B.1 (continued)

Work order information item Information item description

B.17 Complaint Reason why a W.O. is issued. Symptom of the failure, normallydetected by the user of the equipment.

B.18 Failing part Malfunctioned component of the equipment. The repair or substitu-tion of this part and the description of the actuation of these mea-sures.

B.19 Cause of failure Reason which determined the failure of the part, according to themaintenance technician criteria.

B.20 Technical procedure code Link to the technical documentation which holds the informationabout the right actuation way. Tools required should be also in-cluded in that documentation.

B.21 Actuation description Explanation of the carried out operations.

B.22 Labour amount Working hours spent in carrying out the W.O; the sort of hours:normal, shift, night, extra, etc. should be specified.

B.23 Labour type Personnel category or skills of those who carried out the W.O.

B.24 Personnel List of all maintenance workers, who participated in carrying out theW.O.

B.25 Spare-parts reference Code list of all spare-parts used within the W.O.

B.26 Spare-parts amount Number of each spare-part type used within the W.O.

B.27 External labour In the case of a contract with an external supplier of service for theW.O., list of all external workers, who participated in carrying outthe W.O..

B.28 External spare-parts In the case of a contract with an external supplier of service for theW.O., code list of all spare-parts used within the W.O.

B.29 Other external services Services description, in the case of a contract with an external sup-plier of service for the W.O.

B.30 Acceptance Maintenance work reception.

EN 13460:2002 (E)

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Annex C(informative)

General overview of structure and purpose of documents

This European Standard provides a list that defines the adequate set of documents that support the informationneeded to perform the different tasks involved in the maintenance function and its relation with the rest of the or-ganization areas. The set of documents also includes those required for the maintenance quality system.

To find out the kind of information necessary to perform the maintenance activities, first of all, all the tasks have tobe studied in detail. The Industrial Maintenance Department may be considered, either as a part of an organization,or as a whole business, which sells its services to other companies. Going deeper into this information, it is pos-sible to distinguish the elements of information, usually called information items which are the smallest amounts ofinformation which have a meaning for someone in the system, e.g. a field of a record in an electronic file, an itemon a bill.

This information is, in some cases, absolutely necessary for the people in charge of a task, in order that they canperform it. In other cases, it provides the way to coordinate the maintenance tasks, maintenance managementfunctions, strategic planning and the mean to measure, control and improve the function. In order to define the in-formation minimum requirements of the system, the maintenance activities have been analysed, from the equip-ment and maintenance operations lifecycles viewpoints. In this work, the documentation used in many Europeancompanies and even some draft standards coming from certain areas of production, have been consulted. Thisstandard considers the maintenance function as a part of the quality system of the company.

In order to fulfil the quality system requirements, as specified in EN ISO 9001, this European Standard contains,among other documents, the appropriate records and procedures (see annex A: “Documents from the operationalphase”) to be kept and maintained within the maintenance organization.

The starting point of the analysis carried out to obtain the required documentation of information for maintenance, isthe “Maintenance workflow” (see Figure C.1).

The correct fulfilment of each one of the maintenance workflow steps requires the supply of certain information,contained in the INPUT DOCUMENTS (see Figure C.2). Each step of the maintenance workflow generates infor-mation, contained in the OUTPUT DOCUMENTS (see Figure C.2), which will be necessary to carry out other steps.

Each step is detailed for easy comprehension of the information which is there required and generated (seeFigure C.2), where the essential documents are shown, some of them appearing in an aggregate mode (e.g. PRO-CEDURES, FEEDBACK DOCUMENTS).

EN 13460:2002 (E)

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Figure C.1 — The maintenance workflow

EN 13460:2002 (E)

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Figure C.2 — Input/Output documents (continued)

EN 13460:2002 (E)

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Figure C.2 — Input/Output documents

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