Maintenance Management

FUNCTIONAL AREA GOAL: Real property assets are maintained in a manner that promotes operational safety, worker health, environmental protection and compliance, property preservation, and cost-effectiveness while meeting the program missions.

REQUIREMENTS:

• DOE Order 430.1 "Real Property Asset Management"
• DOE Policy 450.4 "Integrated Safety Management"

GUIDANCE:

• DOE G 450.4-1B, Integrated Safety Management System Guide

Performance Objective 1: Contractor Program Documentation

Contractor Line management has established a comprehensive and integrated maintenance program to maintain each real property asset, including plant, property, and equipment, in a condition suitable for its intended use.

Criteria:

1. The Contractor maintenance program includes a credible condition assessment process to determine the current condition of real property assets, their estimated time to failure, the optimal period to accomplish actions based on engineering/maintenance analysis, and the estimated cost to correct identified deficiencies
    
2. The Contractor maintenance program call for established work control requirements and procedures in the performance of maintenance work. Contractor work control systems for implementing maintenance actions are evaluated in other Criteria and Review Approach Documents. To assess the adequacy of the actual Work Control Systems that are a part of the maintenance program, refer to the Work Control CRAD.
    
3. The Contractor maintenance program includes processes to manage and control deferred maintenance actions.
    
4. Mission essential assets are designated in Facility Information Management System (FIMS).
    
5. Assets that directly contribute to mitigation of environment, safety, and health issues are identified.
    
6. The Contractor maintenance program includes methods to prioritize maintenance actions.
    
7. Contractors flow down the applicable portions of DOE Order 430.1 to subcontractors but retain responsibility for compliance with the requirements of the order. (DOE O430.1 ?.b.(5).
    
8. The contractor maintenance program requires configuration management of all assets in the maintenance program. Contractor configuration management systems are evaluated in other Criteria and Review Approach Documents. To assess the adequacy of the actual Configuration Management systems that are a part of the maintenance program, refer to the Configuration Management CRAD.
    
9. The contractor maintenance program provides for reporting of the results of conditions assessments in the FMIS

Suggested lines of inquiry and review approach for this performance objective

Performance Objective 2: Contractor Program Implementation

Contractor line management has implemented the maintenance program using a balance approach that includes regularly scheduled maintenance and anticipated major repairs or replacement of components that occur periodically over the expected service life of the facilities.

2.1 Maintenance Budgeting and Tracking: The Contractor budgets and tracks maintenance requirements and expenditures in a 5-year maintenance plan. Appropriate resources are allocated to support maintenance so that assets continue to support mission and safety requirements

Criteria:

1. Maintenance requirements are developed in support of the Department's strategic plan, the Secretary's 5-year planning guidance, and program guidance from the Lead Program Secretarial Office (LPSO)
    
2. Budgeting for repair costs for deficiencies are estimated using the DOE Condition Assessment Information System (CAIS) or other nationally recognized cost estimating system
    
3. Estimated costs include contractor overhead/burden.
    
4. Five-year maintenance requirements are developed and maintained based on projections of serviceability, economic life, condition assessments, the mission of the facilities and projected funding for deferred maintenance reduction.
    
5. Maintenance requirements are summarized in the Ten Year Site Plan (TSYP)

Suggested lines of inquiry and review approach for this performance objective

2.2 Condition Assessment: Contractor Line management has implemented a condition assessment process that establishes maintenance requirements to keep assets in a condition suitable for use in a manner consistent with the established program.

Criteria:

1. Condition assessments are performed on all real property assets at least once during every 5 year period.
    
2. Real property assets that are mission critical or safety related are evaluated for more frequent inspection.
    
3. Inspection methodology for the condition assessments is consistent with industry practice and includes identification of safety and health hazards.
    
4. The condition assessment program uses a tailored approach based on facility status, mission and importance and magnitude of the hazards associated with facilities and infrastructure.
    
5. Condition assessments result in a determination of the current condition of real property assets, their estimated time to failure, the optimal period to accomplish maintenance actions based on engineering/maintenance analysis, and the estimated cost to correct deficiencies.
    
6. Condition assessment results are reported in the Facility Information Management System (FIMS).

Suggested lines of inquiry and review approach for this performance objective

2.3 Work Control: Contractor line management applies established work control requirements and procedures to the performance of maintenance work. Contractor work control systems for implementing maintenance actions are evaluated in other Criteria and Review Approach Documents.

To assess the adequacy of the actual Work Control Systems that are a part of the maintenance program, refer to the Work Control CRAD.

2.4 Maintenance Planning, Scheduling and Results:

Criteria:

1. Contractor Line Management uses preventive, predictive, and corrective maintenance to ensure real property assets are available for planned use.
    
2. Deferred maintenance is identified, budgeted and tracked. (CAIS) (CRD 2)
    
3. Maintenance items are prioritized based on criteria established in the maintenance program.
    
4. Maintenance scheduling takes into consideration mission critical and safety related real property assets.
    
5. Preventive and predictive maintenance is performed as scheduled.
    
6. Corrective maintenance is scheduled for performance consistent with the plant status and safety/mission impact of the deficiency.
    
7. Completed preventive and predictive maintenance results in availability of the asset for its intended purpose. The need for mission curtailment/shutdown to perform unplanned or corrective maintenance is minimized
    
8. Feedback from operations and maintenance personnel is used in determining maintenance requirements and in establishing maintenance schedules.

Suggested lines of inquiry and review approach for this performance objective

Performance Objective 3: DOE Line Management Oversight

DOE line management have established and implemented effective oversight processes that evaluate the adequacy and effectiveness of contractor maintenance program.

Criteria:

1. DOE line oversight of maintenance programs and processes includes assessments, operational awareness activities, performance monitoring and improvement, and assessment of contractor maintenance program. Deficiencies in programs or performance are communicated to the contractor for resolution through a structured issues management process.
    
2. DOE line management has established appropriate criteria for determining the effectiveness of maintenance programs and includes consideration of previous assessment results, effectiveness of corrective actions and self-assessments, and evidence of sustained management support for the maintenance programs. Review criteria are based on requirements and performance objectives (e.g., laws, regulations, DOE directives), site-specific procedures/manuals, and other contractually mandated requirements and performance objectives.
    
3. DOE line management verifies that corrective actions are complete and performed in accordance with requirements before findings identified by DOE assessments or reviews are closed, and requires that deficiencies are analyzed both individually and collectively to identify causes and prevent recurrences.
    
4. DOE line management regularly assess the effectiveness of contractor maintenance programs including monitoring performance indicators such as facility or process down time due to equipment failure, completion rate of scheduled maintenance, backlog of outstanding maintenance items.
    
5. DOE line management has established and maintained appropriate qualification standards for personnel with oversight responsibilities that relate to maintenance activities, and a clear, unambiguous line of authority and responsibility for oversight.
    
6. Line management periodically reviews established performance measures for maintenance activities to ensure performance objectives and criteria are challenging and focused on improving performance in known areas of weakness.

Suggested lines of inquiry and review approach for this performance objective

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