Maintenance Management System

Overview

This client has hundreds of pieces of manufacturing equipment all with multiple moving parts scattered across several locations. They needed a system to organize and maintain their Standard Operating Procedure (SOP) documents and keep track of what/when maintenance needed to be performed for each component of each machine. Adhering to the proper maintenance schedules kept these expensive pieces of machinery in good working order as well as ensured any warranty claim filed would not be rejected.

Solution

The system created by Ms. VBA included an Access database for multi-user data entry, an easy to use Excel checklist, and a detailed instruction document in Word/PDF format. The Excel and Word documents are derived from template files, which are completely editable by the client. The system also links to a folder containing images for the detailed instructions document, allowing the client even more control over the way the final SOPs look.

Project Details

The Asset Management Form is displayed first when opening the database. Because there may be multiple pieces of the same equipment, machines are grouped into Asset Types for easier SOP development and understanding. From this form users can add/edit an Asset, associate an Item with an Asset Type (e.g., a fan or pulley), or link a Document (images of an Asset or Item) to each Asset Type.

Figure 1: Asset Management Form

Once the user has selected an Asset Type, they can review the Maintenance Steps associated with it. From this screen they can create additional Maintenance Steps, reorganize the steps using the up and down arrows, and change the frequency of the Maintenance Steps (e.g., from Monthly to Quarterly).

Figure 2: Maintenance Steps Form

After all of the Maintenance Steps are entered, the user can click the "Export Report" button to export the information into the Excel Checklist document. This document outlines all of the checks and maintenance tasks that must be performed for the particular scheduling interval (Month, Quarter, Half-Year, Year).

Figure 3: Excel Checklist

The user also has an opportunity to generate a detailed instruction manual for the chosen Asset Type. The instructions in these documents are automatically sorted by the Item Maintenance entries, which can only be viewed/entered/changed by an administrator. The Word document automatically imports any associated images into the details instructions document.

Figure 4: Detailed Word Document

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