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What Is a Ppm Schedule? Planned Preventative Maintenance Schedules Explained

PPM schedules can be an effective way of overseeing equipment maintenance and other maintenance tasks.

PPM schedules can be an effective way of overseeing equipment maintenance and other maintenance tasks.

Planned Preventative Maintenance (PPM)

Planned Preventative Maintenance (PPM's) are imperative to optimising on site assets and reducing reactive maintenance costs.

Planned Preventative or Reactive Maintenance

Planned, preventative maintenance is any maintenance activity associated with anticipated inspection and maintenance work.

Reactive maintenance by contrast refers to any maintenance work that's 'reactive', or emergency maintenance in the event of failure or breakdown.

The Benefits of a PPM Program

Routine maintenance and inspections should be carried out per the asset's examination schedule or in accordance with other manufacturer and safety instructions. Professionally competent advisors can make recommendations on the frequency of the servicing of equipment.

Effective PPM's can help to minimise equipment failure and breakdown, reducing downtime and any associated costs for repair. An effective planned maintenance schedule can reduce repair costs by up to 18%. Furthermore, Planned Preventative Maintenance can:

  • Help to improve health and safety
  • Demonstrate responsible maintenance of equipment and assets
  • Help to make the most of available resources by spreading the maintenance throughout the year
  • Reduce the need to more significant, unplanned work as a result of equipment breakdown or failure
  • Preserve the condition of the property and equipment
  • Improve the building and overall efficiency of equipment
  • Help you to identify and anticipate any need for on site equipment critical spares, that is any spare parts that may be needed in the near future. This saves time and ensures that labour isn't waiting for delivery of parts in order to undertake any work.
Documenting PPM's makes it easier to demonstrate your commitment to responsible maintenance and safety.

Documenting PPM's makes it easier to demonstrate your commitment to responsible maintenance and safety.

Examples of Use

Residential and Commercial Buildings

  • Fire alarms and other fire safety equipment
  • Boilers
  • Risk assessments
  • Fixed wire testing

Occupied Leasehold Properties (blocks etc)

  • Lifting Operations and Lifting Equipment Regulations (LOLER) 1998
  • Provision and use of Work Equipment 1998
  • Heating, Ventilation and Air Conditioning (HVAC)
  • Storage tanks
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Other Uses

Schedules are versatile and aren't a "one size fits all" solution. Some business owners and company managers can benefit from overseeing planned and routine, maintenance, cleaning or other tasks allowing for an oversight of routine workload and the frequency at which this is to be undertaken.


Example of a PPM schedule for a chemical manufacturer's on site equipment.

Example of a PPM schedule for a chemical manufacturer's on site equipment.

Costs Associated with Planned Preventative Maintenance

A lot of companies and organisations don't experience the benefit of Planned Preventative Maintenance as there is a common misconception that PPM is complex, costly and unnecessary. Many companies become aware of a cost element associated with PPM strategies and this immediately turns them off to the idea of Preventative Maintenance when actually, this has been proven to be a more cost-effective approach to maintenance. With regard to associated costs, PPM's can:

  • Reduce day to day maintenance costs
  • Improve labour distribution and improve maintenance team efficiency
  • Reduce or eliminate the any costs associated with unnecessary equipment breakdown and failure
  • Help to document your compliance with relevant legislation such as the Health and Safety at Work etc Act 1974
  • Provide a greater ROI on equipment life expectancy when coupled with an adequate and effective maintenance program.

Facilities Management

Business owners may employ Facilities Management where it's deemed there is a current deficit in experience and labour in order to satisfy the management requirements of in house services. Where this process is outsourced the service provider will create a PPM schedule based on the needs of your business. Facilities Management presents additional cost factor depending on:

  • Whether the provision of Facilities Management is outsourced or from in house recruitment efforts
  • The level of service requested
  • Any critical work identified as part of the onboarding process.


An Introduction to Facilities Management

PPM and Computer Aided Facilities Management (CAFM)

Many Computer Aided Facilities Management (CAFM) suites are software that provide aided management of people, buildings, equipment and other services. CAFM's can provide automatically generated PPM schedules based on equipment monitored and user-specified maintenance intervals. CAFM's can be expensive for owners of smaller businesses, however it can be difficult to replicate the effectivity of a good CAFM software as it's designed specifically to allow you to oversee your services.

Conclusion

The costs and resources required to undertake PPM planning and maintenance far outweigh the potential risk of harm to others, possible downtime of business-critical equipment and the headache of juggling reactive maintenance along with standard day to day operations of the company where no PPM schedule exists.

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