Actively promote a culture of creation of safe work procedures and of safety awareness.
Support initiatives of the safety officer and ensure team awareness of these.
Ensure that work orders have additional safety information written into the long text to better provide information to those required in the executing of a task.
People
Actively promote a focus on shutdown systems as well as a culture of quality workmanship.
Provide input to assistant coordinator as well as technical input relating to additional scope that they want included.
Pre-shutdown role
Effectively manage the backlog for their areas of control to ensure:
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Chapter eight: Role definition and training requirements 117
• All work orders are resourced accurately.
• All jobs meet the criteria for shutdown inclusion.
• All work orders included in a shutdown are coded with the relevant revision number.
• All work orders have the duration of the task entered in an accurate manner.
• As much as possible, all work orders, including PM tasks, are to be highlighted and coded prior to the closure of the scope for a shutdown.
• Any additional works raised are to be assessed against the guidelines of “nice to have” or “essential.”
• All work orders are to contain additional instruction in the long text to ensure that tasks are completed to a level of quality consistent with longevity of the repairs or replacement and will negate the need for rework.
• Effectively communicate between the planning team members to ensure that the “big picture” is understood by all.
• Ensure all required parts will be on-site to tackle the tasks during the shutdown. Highlight long lead items and act on them early to ensure delivery. Liaise with stores and purchasing officers to do this.
• Develop the logic as well as review the resources and durations of each task within their area of control.
• Relay information to assistant coordinator after plan handover to ensure that scope is accurately defined.
• Assist in highlighting and developing the required safe work instruc-tions or task instrucinstruc-tions for carrying out tasks as required.
• Promote a culture of adherence to shutdown systems and procedures.
Assist in raising understanding of why certain items are critical, such as accurate labor hours accounting, strong job card history, etc.
• Ensure adequate tooling for tasks is available via liaison with super-visors and front-line employees. Feed this information via the assis-tant coordinator for their action.
Shutdown execution responsibilities
• Attend daily status meetings.
• Conduct walk-around inspections to determine that all work for areas under their control is:
o Adequately resourced.
o Adequately supplied with parts required.
o Being carried out in the manner required.
o Being carried out to a satisfactory level of quality.
• Advise assistant coordinator and shutdown coordinator of any ad-ditional tasks uncovered during execution and the implications of doing (or not doing) them. Consideration is to be given to:
o Safety implications.
o Manning and cost implications of inclusion.
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118 CMMS: A Timesaving Implementation Process
o Cost implications of exclusion.
o Duration implications.
• Raising and coding of all work orders representing tasks uncovered during a shutdown. All work orders created during the shutdown are to be coded with the revision number and with the maintenance code CA (corrective actions).
• Actively promote the culture of control to be established by perform-ing snap audits of job cards and discussperform-ing the value of accurate data with front-line employees.
• Actively look for areas of improvement where processes or tasks can be made more efficient.
Post-shutdown responsibilities
• Assist in the closeout of work orders to ensure there is accuracy of data in the system.
• Assist in the collection of outstanding job cards to ensure that all data is recorded.
• Supply post-shutdown report highlight issues during the shutdown.
For example:
o Things learned.
o Things that can be done better.
o Things that were done well.
• Participate in review meeting and carry out actions tasked from this meeting.
• Ensure that all unused items are credited back to the store system to reflect accurate stock levels.
Relationships
The shutdown planner is a pivotal position allowing a detailed focus on a smaller area of a plant to be undertaken. The key deliverable of this role is in the work order management and quality assurance function related to their specialist area of the plant. The role interactions associated with this position are:
Supervisors/team leaders – co-worker. Provide as much information as possible to ensure safe and quality-driven execution of tasks. Work with the supervisor during shutdown periods to ensure all data collection functions are performed to the minimum level required for analysis.
Assistant coordinator – co-worker. Provide accurate details regarding scope, scope creep, durations verification, labor resourcing, and logic setting.
Shutdown coordinator – superior. Provide support as directed during shut-down periods. Coordinator is to be supplied with accurate informa-tion regarding the execuinforma-tion of the shutdown at all times.
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Chapter eight: Role definition and training requirements 119 Safety officer – co-worker. Support the creation, implementation, and pro-motion of all safety systems proposed and managed by the Safety Officer.
Shutdown manger – superior. Follow directives as applied.
Permit controllers – co-workers. Provide information related to permitting or preparation of work areas, initially via long text entries on job cards and ultimately in detailed discussions prior to plant shutdown.
Measurables
The role of the shutdown planner is to be measured against:
• Performance of all tasks in a safe and timely manner.
• Active support of safety, system, and quality initiatives.
• All tasks for their area of control to have adequate labor resources assigned.
• All tasks under their area of control to have adequate parts to do the task, barring uncontrollable situations.
• Rapid identification of additional tasks and provision of risk analysis of them for inclusion.
• Provision of post-shut report
• Lack of rework immediately after a shutdown, showing good-quality instruction and follow-up discussion with supervisors/team leaders.