Use and maintain
equipment and machines
Note: This section is in two parts
Carry out routine maintenance to equipment and machinery
CONTENTS
Part 2
Page Number
Introduction ................................................................................................................................2
Legal requirements......................................................................................................................3
Maintenance advice ....................................................................................................................3
Responsibility and authority.....................................................................................................4-6
Reasons for maintenance ............................................................................................................6
Consequences of not maintaining ...............................................................................................6
Maintenance methods .............................................................................................................7-8
Hazardous substances............................................................................................................9-10
Disposal of waste ......................................................................................................................11
Safe and suitable storage .....................................................................................................12-13
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PART 2 – Use and maintain equipment and machines
PART 2
Carry out routine maintenance to equipment and machinery
Introduction
Tools and machinery can cost from a few pounds to tens of thousands of pounds. They can be
owned outright or be hired, leased or hire purchased.
There are legal requirements placed on employers regarding machinery maintenance. These
requirements must be clear to employees in order to safeguard people and machinery.
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PART 2 – Use and maintain equipment and machines
Legal requirements
A summary of legal requirements can be found in ‘Monitor and maintain health, safety and security in the workplace part 1’.
Maintenance advice
Always be aware of your own abilities. Safety must be of paramount importance.
Sources
Be aware of the full range of sources of advice available, these include:
a)
b)
c)
d)
e)
f)
g)
h)
Experienced operators.
Machinery instruction books.
Suppliers.
Manufacturers.
Decals on machines.
Colleges.
Trade publications.
Internet.
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PART 2 – Use and maintain equipment and machines
Responsibility and authority
It is your employer’s responsibility to ensure that all machinery and equipment is properly maintained and repaired so that it can be operated safely.
If maintenance is to be carried out in-house, your employer’s responsibility is to provide proper
training, a suitable workshop, appropriate equipment, accessories and facilities so that maintenance and repair work can be carried out in a safe manner.
It is your responsibility as an employee to ensure that you adhere to your employer’s guidelines
regarding maintenance and repair of machinery and to report any damage, faults or unsafe
machines. While working always comply with all Health and Safety requirements and wear and
use appropriate PPE.
Before doing any work on machines or equipment it is essential to have:
A) Authorisation
a) Leased or hired machinery
Maintenance and repair work is carried out by others under contract agreement.
b) Warranty or guarantee
Maintenance or repairs must be carried out by appointed companies. If you attempt any work
yourself, the warranty or guarantee will be void.
c) Contract maintenance
An outside repair company (which may carry out the work on your site) is paid to do the work,
they do contract maintenance and are called in for repair work.
d) In-house maintenance and repair
Some or all maintenance and repairs can be done in-house. The amount will depend on the
ability, training and facilities available to your staff.
B) Limits of responsibility
Due to your lack of experience it should be clarified what maintenance you are and are not
allowed to do. Your employer must provide you with the training and instruction for these tasks to
be carried out properly.
NOTE: Reference should always be made to the manufacturer’s manuals before work is carried
out. If in doubt or if further clarification is required then you should ask your manager or supervisor for assistance.
You should be made aware of your limitations when maintaining equipment and machines.
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PART 2 – Use and maintain equipment and machines
You may be responsible for:
a) Fuelling
Depending on the type of engine, you may be using 2/4 stroke petrol or diesel.
i. Always fuel outside.
ii. If possible fuel when the engine is cool.
iii. Always use a filler cone or direct insertion device.
iv. Never fuel near naked flames or anyone smoking.
b) Checking oil levels
Oil is required to lubricate and cool engines. The proper amount of oil is critical to the engine.
Too little and it could overheat, cause excessive wear and in some cases cause engine parts to
seize. Too much oil will not allow an engine to function properly. There is usually a dipstick,
which can be checked to see how much oil is in the sump.
c) Checking coolant levels
Smaller engines tend to be air-cooled and use cooling fins to reduce the engine temperature.
Do not allow grass cuttings or leaves to build up on fins, keep them clean at all times.
These days most larger engines use liquid for cooling systems. The level must be checked and
maintained. This may be done by a visual check in the radiator after removing the pressure cap
or by a visual check on the expansion tank. Only remove the pressure cap when the engine is
cool and if required, top up the levels. The correct type and proportions of coolant should
always be used.
d) Grease points
Moving parts or bearings, which are not part of the engine, also require to be lubricated and
this is usually provided by grease points/nipples.
e) Air filters
Most small engine air filters are either foam or pleated paper types and require frequent checking to ensure proper operation. If the filter is not serviced regularly then dirt will get into the
engine or build up on the filter and cause an excessively rich fuel mixture. Both conditions will
shorten the engine’s life.
i. If the filter is pleated paper then clean it with low-pressure compressed air. Do not wash it!
ii. If it is a foam filter, wash it in soapy water, allow it to dry and then add two teaspoons of
oil and distribute it evenly. (The oil catches dirt in the filter).
f) Tyre pressures
These should be checked daily to ensure stability when the machine is in operation. They
should not be over or under inflated. Any compressor used to inflate tyres should have a pressure gauge, which gives a reading of the tyres’ current pressure. Always check the correct inflation pressures for the ground and load condition, this information will be found in the instruction book for the machine.
g) Setting equipment
This may involve setting cutting heights or working speeds and will be covered in the operational instruction manual.
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PART 2 – Use and maintain equipment and machines
The above tasks are essential for safety reasons, machine performance and standards of work
that are to be achieved.
You will not be responsible for more technical issues that require the knowledge and experience
of a qualified mechanical engineer.
Technical issues involving electrical problems, engine failure or component replacement should
be reported to a senior member of staff who will inspect the machine and fix it or arrange for a
mechanic to carry out the work.
h) Cleaning equipment
Not only will clean equipment be easier to look after but it will also operate and maintain its
value for longer.
Cleaning methods include:
– compressed air
– water
– brushing
Sometimes the equipment will require to be lightly hosed to remove grass, debris and mud. On
other occasions you may have to use a pressure washer with a de-greasing agent to remove oils
and other contaminants.
NOTE: Care has to be taken with a pressure washer not to damage paintwork, seals and other vulnerable components.
i)
Hand tools
These should be inspected for cracks and splinters in the shaft and the security of fixings.
After use they should be:
– Cleaned.
– Metal parts should be wiped with an oily rag to prevent rusting.
– The tool should be returned to its storage area.
Reasons for maintenance
i.
ii.
iii.
iv.
v.
vi.
Legal requirement.
Improved health and safety.
Longer machine life.
Machine retains value.
High quality of operation.
Reduced running costs.
Consequences of not maintaining
The six reasons listed above for maintenance are reversed if maintenance is not carried out.
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PART 2 – Use and maintain equipment and machines
Methods of maintenance
For maintenance to be carried out successfully there are certain procedures that must be systematically followed.
A) Preparation procedures
a) Before carrying out any work on a piece of equipment, there are procedures which should be
followed to ensure a safe working environment.
b) Machines should be cleaned by using high-pressure water jet or compressed air to remove dirt,
dust, grease, oil and grass so that you have a clean machine to work on and there are no flammable contaminants which may ignite.
c) Your working area should be clean and free from obstacles, only the appropriate equipment
and tools should be laid out. Any contaminants such as oil and grease should be removed
before work begins.
d) Your working area must also be well ventilated and provide sufficient light to work in. Work
should, if possible, always be carried out on a bench providing a more comfortable working
position. Manual handling procedures must be observed.
e) If electrical equipment is being used low voltage (110 volts) equipment should be used, cables
must be positioned where they will not cause a tripping hazard or become wet.
f) Isolate power supplies before commencing work on your machine. Remove spark plug leads or
disconnect battery, switch off fuel supply, drain or remove tank, whichever is appropriate to the
machine that is being worked on. Drain oil when cool enough to do so.
g) Develop a system of disassembly to keep track of the removal sequence of nuts, bolts, screws,
components, etc. to enable correct re-assembly later.
h) Lay parts out on a clean surface in the order that they were removed. Sketches and diagrams
may prove to be useful in noting the position of specific parts.
i) Retain small boxes or something similar to keep nuts and bolts in, as these are easily lost.
j) Small components, which have to be disassembled, should be done so in a pail to retain all
small parts of the component in the one container.
k) Use coloured tape and markers to identify where wires, cables, pipes, etc. are connected.
B) Do’s and don’ts
The don’ts
a) Don’t attempt to drain oil until you are sure it has sufficiently cooled.
b) Don’t handle any part of the engine, exhaust or silencer without first ascertaining that it has
sufficiently cooled.
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PART 2 – Use and maintain equipment and machines
c) Don’t siphon toxic fluids by mouth or allow contact with skin.
d) Don’t inhale clutch or brake lining dust as they may contain asbestos.
e) Don’t allow oil or grease spillages to remain. Clean up straight away with absorbent
granules or dry sand.
f) Don’t use ill fitting or damaged tools or equipment.
g) Don’t lift heavy objects, maximum of 25kg unaided.
h) Don’t rush jobs or take short cuts. Follow procedures carefully and take your time.
The do’s
a) Do take care when undoing stubborn nuts and bolts. Pull on the spanner rather than push.
b) Wear eye protection at all times.
c) Use barrier creams or appropriate rubber or latex gloves to protect your hands when doing
dirty jobs.
d) Ensure that you keep loose fitting clothes and hair away from moving parts.
e) Keep your work area tidy.
f) Exercise caution with compressed springs or other mechanical parts that are tensioned.
Always release the tension in a controlled manner.
g) Carry out your work in a logical sequence checking assembly and disassembly procedures.
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PART 2 – Use and maintain equipment and machines
Hazardous substances
A) COSHH – Control of Substances Hazardous to Health
The regulations cover all dangerous substances not just pesticides.
Those using such substances must assess the hazard and then assess the risk.
Hazard
Risk
=
=
The substances potential to cause harm.
The likelihood of harm by use and exposure.
In order to comply with COSHH regulations a risk assessment must be written for every product
used. Step by step this requires: Risk assessment
The employer must identify the hazardous substance.
a)
b)
c)
d)
e)
f)
Assess the risks of using that substance (by reading the ‘data sheet’).
Identify who is at risk.
Prevent or control exposure by applying the following in order.
Elimination: (use something else or do not do the job).
Substitution: (use a safer form, e.g. granules rather than sprays).
Engineering: (equipment that enhances safety, e.g. a tractor with sealed cab and filtered
air).
g) Provide full PPE (personal protective equipment).
h) Inform and train employees: (how to use the product safely and minimise exposure).
B) Hazardous substances found in maintenance
All substances relating to the maintenance and repair of machinery and equipment should be
regarded as hazardous:
Fuels (petrol, diesel).
Cleaning fluids (paraffin, white spirit, and detergents).
Hydraulic oils.
Lubricating oils.
Coolants (containing anti-freeze).
Asbestos dust and fibres (brake shoes).
C) Flammable materials
Flammable materials such as fuels and some cleaning materials should be kept in an outdoor
locked fuel safe, kept in their appropriate containers and clearly marked.
a) Petrol should always be transported in safety cans when removed from the fuel safe.
b) Fire extinguishers suitable for extinguishing fires involving these substances should be kept
close to the storage area and be clearly signed. Never use fire extinguishers unless trained
in their safe use.
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PART 2 – Use and maintain equipment and machines
c) PPE: There should always be a full set of PPE available in the building where hazardous
substances are stored. Never become involved with spillage until you are personally
protected.
D) Spillage procedures
In this event follow the label/data sheet and wear the appropriate PPE.
a)
b)
c)
d)
Close off area.
Contain the spillage with sand or absorbent granules.
Sweep and shovel up.
Put debris in marked containers and store under lock and key to await disposal via a
licensed contractor.
e) Clean the contaminated area.
E) Asbestos
Whenever working with brake shoes you must be particularly careful as asbestos dust can build
up.
Always wear a dust mask to avoid dust inhalation.
F) Hydraulic oil
It is recommended that you use organic instead of mineral hydraulic oil. It costs more but is far
more environmentally friendly. If a hydraulic pipe ruptures on a green, it will still burn the grass but
it will not poison the soil. You only need to re-seed or turf the scorched area, not dig out and
replace the topsoil.
When checking hydraulic pipes under pressure, never use your bare hands. The oil can be injected
under the skin and cannot be removed, resulting in gangrene and amputation. Check the pipes
using a clean sheet of paper. Hold it up to the light and look for pinholes.
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PART 2 – Use and maintain equipment and machines
Disposal of waste
There are two groups of waste:
a) Non-hazardous waste.
b) Hazardous waste.
A) Non-hazardous waste
This can be disposed of through your normal waste removal system.
B) Hazardous waste
If you are servicing machines and carrying out oil changes, the oil should be stored in marked containers, which will be collected by an approved company for recycling or disposal of waste.
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PART 2 – Use and maintain equipment and machines
Safe and suitable storage
In all areas of work, safe and suitable storage is essential. The benefits in regard to maintenance
tools and components are as follows:
A) Benefits of safe and suitable storage
a)
b)
c)
d)
e)
f)
g)
Availability of manuals and instructions.
Increased safety.
Easy to find.
Less wastage.
Less damage.
Reduced downtime.
Organised re-order system.
B) Storage of tools
Most maintenance tools are stored in one of three specific areas.
a) Shadow board, a wall mounted board with outlines of the tools visible. Hooks in these
allow tools to be hung in their place. Any missing tools can be seen at once.
b) Tool boxes, for tools that need to be transported.
c) Locked cupboards, usually for more expensive or delicate tools.
C) Storage of components
There are basic components that need to be replaced on a regular basis. Without a system for
storage and ordering, the inevitable happens and breakdowns cannot be repaired when machines
are urgently required.
a) Basic spares
i. Spark plugs.
ii. Clutch cables.
iii. Shear bolts.
iv. Air filters.
v. Oil filters.
b) Recording system
It is essential to order frequently-used spares in advance and to store them clearly and safely.
The system will break down if you do not re-order.
The simplest system is to re-order as soon as you use a component.
Sometimes this can be carried out by a ‘call down system’ operated by a supplier who checks the
component store for you.
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PART 2 – Use and maintain equipment and machines
c) Storage
a) Components should be stored in a locked cupboard. It is usual to mark the shelves and the
packages to ease identifying which machine they belong to.
b) Store all waste substances in individual containers (old oil drums are ideal). Do not mix them as
a chemical reaction may occur causing combustion or gaseous release. Use a registered licensed
carrier to remove and dispose of all hazardous waste.
c) Great care should be taken to avoid the pollution of water, as serious environmental damage
will occur. It is a criminal offence to pour hazardous waste down drains and contaminate waterways. You will be prosecuted and face a heavy fine and/or imprisonment. If you suspect contamination has occurred, then you must inform The Environment Agency or SEPA (Scottish Environmental Protection Agency).
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