Tel
: 011-25686964
011-25687320
Fax
: 011-25696026
E-mail : tae4tech@gmail.com
55021/Trg/TI/DGBR/ 172 /E4 Tech
HQ CE (P)______________
(All Projects)
C/o 56/99APO
PIN 9317____
Eastern Base Workshop (GREF)
PIN-931701
C/o 99 APO
Western Base Workshop
GREF Station
Pathankot PIN-145 001
Headquarters
Dte General Border Roads
Seema Sadak Bhawan
Ring Road, Delhi Cantt.
New Delhi-110 010
30 Dec 2014
Eastern Store Division (GREF)
PIN-931702
C/o 99 APO
Western Store Division
GREF Station
Pathankot PIN-145 001
GREF Centre
Dighi Camp, Pune
PIN-411 015
Research & Development
Establishment (BRO)
PIN-931723
C/o 99 APO
FORWARDING OF GENERAL WORKSHOP INSTRUCTION (GWI)
1.
General Workshop Instruction (GWI) No 105 on Management Information
System (MIS) / Workshop Procedure for Field Workshop is forwarded herewith for
your information and necessary action.
2.
It may be ensured that sufficient copies of above GWI be prepared at project
level for issue to units under your commpand.
3.
Please ack receipt.
Sd/xxx
(Deepak Kumar)
EE (E&M) NFSG
Joint Director (Tech)
for Dir Gen Border Roads
Encls: As above
Copy to:INTERNAL
DGBR/E4 Repair
DGBR/E4 Inv
DGBR/E3ES
DGBR/MT Sec
MANAGEMENT INFORMATION SYSTEM
FOR
BRO WORKSHOP
GENERAL WORKSHOP INSTRUCTION NO. 105
Authority: 55021/Trg/TI/
DGBR/ /E4 Tech
Dt. 30 Dec 2014
Issued by: TA Dte/HQ DGBR
WORKSHOP MANAGEMENT PROCEDURE
GENERAL
1.
This Regulation lays down the procedure for the technical management in
field workshop and for the direction and control functions of the various appointments
in the chain of technical control. To maintain the vehicles/equipment/plants of the
Project/Task Force in the highest state of readiness and reliability at all times and to
be suitably organised to provide repair cover in various contingencies and working
conditions, there is a need to systemise the functioning of Field Workshops. The
action of Field Workshops and controlling HQs should be coordinated and directed
towards achieving low down time, high vehicles/equipment/plants and good user
satisfaction. Directed towards this end, this regulation lays down the following:(a)
Technical
documents
relating
to
repair
of
technical
vehicles/equipment/plants and management of Field Workshops.
(b)
Displays, charts and registers to be maintained by the Field
Workshops.
(c)
Feedback of technical information from Field Workshops in terms of
reports/returns for maintenance of management information system,
decision making, planning and monitoring.
(d)
Technical control by HQs Projects in the chain of technical control.
2.
This Regulation is meant to guide OC Field Workshop to develop common
thinking and documentation among various Workshops. This will enable them to fulfil
their technical roll efficiently.
3.
The Workshop Management Procedure prescribed in this regulation will form
the basis of required inputs for planning and controlling activities by Dir (EME)/OC
Field Workshop and thus exercise effective technical control. It will also aid in
decision making at all levels.
PART-I
DOCUMENTS TO BE USED AND MAINTAINED AT FIELD WORKSHOPS
GENERAL
1.
The workshop procedure, in brief, and the connected documentation to be
followed in a Field Workshop are explained in the succeeding paragraphs. The list of
documents, registers charts and boards which are to be maintained and sections
where these are to be maintained and sections where these are to be kept are given
as under. The formats for all these documents alongwith notes on their maintenance
are also given as under.
LIST OF DOCUMENTS, CHARTS, REGISTERS & DISPLAYS
S/No
b)
Document Designation
Estimation of Load
Repair state of
vehicles/equipment/plants
Load Chart
c)
d)
Repair Activity
Work Order
Repair Card
e)
Veh/Eqpt/Plant repair day book
f)
Repair progress board
g)
Improvisation/Innovation register
h)
Vital modification Applicability
Chart
Vital modification State register
Workshop office
Defects & Recurring faults
register
Engines on Deposit repairs
register
Resources Management
Workshop office
TSS
o)
VOR/EOA spares demand
register
SMT/common user Tools issue
register
Local Purchase register
p)
Local repair contract register
TSS
q)
Engineering support planning
register
Cannibalisation register
TSS
Off road State / Eqpt non
availability Index chart
On road State / State of
Readiness Chart
Other registers
Workshop office & OC
office
OC office
a)
j)
k)
l)
m)
n)
r)
s)
t)
u)
Where maintained
Workshop office
Workshop office and
Repair section
R&I section
With Veh/Eqpt/Plant while
repairing, later at R&I
section & TSS
R&I section
R&I section & Repair
section
Workshop office
Workshop office
Workshop office
Tool Store
TSS
Workshop office
Workshop office
Remarks
CHAPTER-1
OFF ROAD STATE / REPAIR STATE OF VEHICLES/EQUIPMENT/PLANTS
1.
Purpose: It is necessary for Field Workshops to establish their repair load in
terms of the vehicles/equipment/plants held by the units on their maintenance
charge. The serviceability state of this repair load must also be monitored. This
information enables the Dir (EME)/OC Field Workshops in the chain of technical
control to plan the utilisation of EME resources and effectively monitor and control
the vehicles/equipment/plants availability state of user units, thus ensuring effective
EME cover.
2.
Compilation and submission: All units will submit the off road state / repair
state of unit load showing the status as on 26th of every month so as to reach the
Workshop by last day of the month and copy of the same will also be endorsed to
higher HQ in the chain of technical control.
3.
Action by Units: Different categories of unit vehicles/equipment/plants are
divided into separate sections. The off road state / repair state of
vehicles/equipment/plants Return will be compiled using separate sheets for each
section (i.e. eqpt category). Formats to be used are given below. Of these, the
format to be used by each section is indicated as below. Units whose Eqpt is
maintained by more than one workshop will give copies of this return to all affected
Workshops. Non EME units who are authorised EME manpower will submit
information as per Annex -I C along with the return.
Annexure- I A
REPAIR STATE OF VEHICLES/EQUIPMENT/PLANTS
As on ____________(date)
Unit/Formation/Location:______________
(For all vehicles/equipment/plants)
Dependent Workshop:_______________________
Section:____________________
S/
No
Veh/Eqpt/
Plant
Nomenclat
ure by
Type
Qty
Auth
Qty BA/
Held EM
No
Life
Chassis
Kms/Hrs
Quarter
of life
Recondit
ioned
Engine if
fitted
Kms/Hrs
Classifi
cation
No.
under
repair
in Fd
Wksp
No.
Off
road
in
unit
Remarks/
Reason
for off
road
Annexure- I B
REPAIR STATE OF VEHICLES/EQUIPMENT/PLANTS
As on ____________(date)
Unit/Formation/Location:_____
(For all items other than vehicles/equipment/plants)
Dependent Workshop:_______________________
Section:____________________
S/No Veh/Eqpt/Plant Qty Qty BA/EM No
Nomenclature Auth Held
by Type
Classification
Remarks
S UR R1 R2 R4 UNSV
Annexure - I C
DETAILS OF MANPOWER
Unit/Formation/Location:______________
Date:____________
S/No Trade
Auth Held
Surplus/Deficient Remarks
4.
Action by Workshop: On receipt of off road state / repair state of
vehicles/equipment/plants return from units, Workshop will take the following action:(a)
Update their load charts.
(b)
Determine if any new vehicles/equipment/plants has arrived on their
maintenance charge so that necessary action can be taken to provision
spares and Technical literature and requisition trained manpower for its repair
and maintenance.
(c)
Reconcile the workshop VOR/EOA state with that reflected by the unit
in the repair state of vehicles/equipment/plants return.
(d)
Determine vehicles/equipment/plants for which periodic maintenance
has become due so that action can be initiated to carry out the same.
5.
Off road state / Repair State of Unit Vehs/Eqpt/Plants Return will be initiated
by all Units on the Maintenance charge of the Workshop. This Return will be
submitted to dependent Field Workshop in duplicate giving the state as on the 25th of
each month so as to reach workshop on the last day of the month as per annexure1(A), 1(B) & 1(C).
6.
Off road state / Repair state of Vehs/Eqpt/plants will be submitted every week
by Field workshop to TF/HQs Project as per format given below:Annexure- ID
OFF ROAD STATE/REPAIR STATE OF VEHICLES/EQUIPMENT/PLANTS
Unit/Formation:__________________
S/
No
Make &
Type
BA/EM
No
Unit/
Location
Total
Kms/
Hrs
run
Date
offroad
PDC
Nature of
defect
Date
out
Remarks
CHAPTER-2
LOAD CHART
1.
Purpose: The load chart enables the Workshop Officer/OC Workshop to see
at a glance, the repair load being maintained by the Workshop. It gives the make,
type and qty of vehicles/equipment/plants on maintenance charge and a ready
comparison of the authorised work capacity with respect to repair load. Separate
charts for different categories of vehicles/equipment/plants (such as ‘B’ Vehs and ‘C’
Vehs etc) will be maintained in each concerned repair section as per the formats
given below.
2.
Action by Workshop: Repair state of vehicles/equipment/plants returns
received from the units on maintenance charge will be used, in conjunction with
relevant policies (giving the repair load units of vehicles/equipment/plants and work
capacities of tradesmen) and the WE/PE of the unit to make this chart as per notes
given in the format.
Annexure-2A
LOAD CHART
Workshop:____________
S/
No
Make &
Type
Unit
Authorised Capacity:________
‘B’ Vehs load
‘C’ Vehs load
Nos
Held
Nos
Held
Lorry
Unit
Total qty ____________________
Load units___________________
Lorry Unit:_____
Total Work load
Remarks
Lorry
Unit
Grand total of Load unit capacity (Held)
(In Lorry units)
Note:
a)
Load chart will be kept for all the main categories of vehs/eqpt/plants
namely ‘B’ vehs, ‘C’ vehs and so on.
b)
All make & type will be separately listed. It is preferable to follow logical
sequence in listing the vehs/eqpt/plants and leave blank columns for future
new types coming on charge.
3.
Unit Field Repair Work Return (W-32) will be initiated by the Field Workshop
and submitted to HQ TF & HQ project giving the state on the last day of Mar, Jun,
Sep & Dec of each quarter so as to reach them by the 10 th of the succeeding month
as per format given below. The following documents will be used to compile this
report:-
(a)
(b)
(c)
(d)
Repair State of Unit Vehs/eqpt/Plants
Technical man power State of the workshop
Policy on work values
Work capacities as laid down
Note:
a)
A list of Miscellaneous Eqpts/items maintained but not covered, if such
Eqpts show an appreciable load on the unit will also be given.
b)
Reasons for major fluctuations in load i.e. over 5% compared with the
previous return will also be given.
4.
HQ Projects having received the Unit Field Repair Work Return (W-32) from
Field Workshops, in turn need to generate Summary of Unit Field Repair Work
Return (W-31) of the work load of the workshops after compilation and will be
submitted to HQ DGBR giving the state of workshops on the last day of Mar, Jun,
Sep & Dec of each quarter so as to reach HQ DGBR by the 20 th of the succeeding
month as per format given below.
Annexure- 2B
SUMMARY OF UNIT FIELD REPAIR WORK RETURN: W-31
S/
No
Unit
/Formation
Actual load (Lorry Units)
Capacity ‘B’
Vehs
‘C’
Vehs
Remarks
Engr
Eqpt
Over (+)/
Under (-)
Note: Columns may be extended to include any additional type of load.
5.
Repair State Return is required by HQ Projects in order to monitor the
progress of the Repair activity in the workshops and will be initiated by the Field
Workshop and submitted to HQ Project in duplicate giving the repair state of
workshop on the last day of the month so as to reach HQ Project by the 10 th of the
succeeding month as per format given below.
Note:
a)
Under category at the top say ‘B’ vehs, ‘C’ vehs and so on.
b)
Separate sheets will be used for each category.
c)
This Return can be complied straight from the Progress board
maintained, on the last day of the month.
Annexure-2C
UNIT FIELD REPAIR WORK RETURN
Unit/Formation:______________________
S/
N
o
Wksp/TF
Length of
sector
Auth
under repair Capacity
cover
Veh/Eqpt/Plant
Posted Work
Over/Under load
capacity load
held On Auth On Posted
Capacity Capacity
Remarks
Annex-2D
SURPLUS/DEFICIENCY OF PERSONNEL
Unit/Formation:______________________
S/No Workshop Rank/Trade/Category Authorised
Held
Defi
Surplus Remarks
CHAPTER-3
WORK ORDER
1.
Purpose: Units will place a work order for the repairs and inspection of
vehicles/equipment/plants on the maintaining workshops as per format given below.
Two copies of the work order accompanied by the vehicles/equipment/plants log
book/history sheet must be produced alongwith vehicles/equipment/plants at the
workshop. Units will fill in details of defects noticed/inspection to be carried out as
required in the work order.
Annexure- 3
WORK ORDER
Work Order No:______________
Work Order placed by:____________
Dated:____________
Work Order placed to:______________
Total Kms / Hrs Run: _______________
Kms / Hrs run BOH : _______________
Kms /Hrs run AO/H : ______________
S/No Make & Type
BA/EM No
Nature of Defects
Remarks
Initiated by
Accepted by
C/s
C/s
2.
Action by workshop: vehicles/equipment/plants will as far as possible be
accepted for repair on the same day as produced by the unit, and as a rule, no PSS
(please send stores) dates will be given. The R&I (Receipt & Issue) section or
vehicles/equipment/plants repair section will scrutinise the vehicle/equipment/plant,
record any discrepancies/deficiencies in both the copies of work order and obtain the
unit representative’s signatures against the same. The details of the work order will
be entered in the vehicles/equipment/plants repair day book by the concerned repair
section and the original copy of the work order will be filed in the work order folder.
The other copy of the work order will be signed by workshop R&I section/concerned
repair section in-charge and returned to the unit representative as rceipt of the
vehicles/equipment/plants for repairs.
3.
PSS Dates: In rare cases, due to excessive work load and lack of availability
of spares, if a situation arises when vehicles/equipment/plants cannot be
accommodated for repairs in the workshop, PSS dates may be given with prior
concurrence of the OC workshop. The PSS date will be endorsed in the column
provided in the work order and the original copy with the log book returned to the unit
representative. The other copy of work order will be retained in the R&I section or
concerned vehicles/equipment/plants repair section as found convenient. A separate
folder for each category of major vehicles/equipment/plants will be kept. On the
inside face of each folder cover a summary sheet will be affixed in which upto date
progressive totals of the equipment awaiting feeding in will be recorded. The
summary sheet will have just two columns, one for the date and the other for
progressive qty of vehicles/equipment/plants awaiting feeding in for repairs.
CHAPTER-4
REPAIR CARD
1.
Purpose: This is the basic document that will record the type of repairs
carried out on the vehicles/equipment/plants, the time taken to carry out these
repairs and the type of qty of spares consumed in the process. The repair cards
forms the basic input database for analysis of certain selected vehicles
/equipment/plants. The format of Repair Card shall be as per Annex-4.
CHAPTER-5
VEH/EQPT/PLANT REPAIR DAY BOOK
1.
Purpose:
This
register
will
be
issued
to
record
the
arrival
of
vehicles/equipment/plants for repairs/inspection to the workshop and its subsequent
collection by the unit representative after repairs are carried out or any other action
taken by the workshop. It is the basic document that links each work order to a repair
card opened against it. The vehicles/equipment/plants repair day book will also be
issued to find out the MTBF, MTTR and the mean Kms/Hrs run between failures.
2.
Action by workshop: The vehicles/equipment/plants repair day book will be
maintained as per format given below as per Annex-5. Separate register will be
maintained for each major type of vehicles/equipment/plants (‘B’ vehicles / ‘C’
vehicles / Misc Eqpt/items). Day book in respect of specialised sections will be kept
in the concerned repair section and maintained by OIC section under the supervision
of Wksp Officer.
Annexure- 5
VEHICLE/EQUIPMENT/PLANT REPAIR DAY BOOK
S/
No
BA/EM
No
Make
&
Type
of
V/E/P
Unit
WO
No &
Date
Job card
No &
Date
Nature of
Defect
Date/
Kms/
Hrs
run
in
Date/
Kms/
Hrs
run
out
Name &
signature
of Unit
rep with
date
Remarks
CHAPTER-6
REPAIR PROGRESS BOARD
1.
Purpose: In order to monitor the daily repairs actually in the repair section, a
progress board giving details of the daily progress of repair will be maintained for
each major type of vehicles/equipment/plants. This will enable Wksp officers/section
I/Cs to plan their repairs with the resources available. It will enable bottlenecks in
repairs activity to be identified so that remedial action can be taken. The repair
progress board will be maintained as per format given below as per Annex-6. This
will be separately maintained for different section (such as ‘B’ vehs, ‘C’ vehs & Misc
eqpt/items).
2.
Action by workshop: Serial (a) to (j) to be filled are self explanatory and will
be updated every day at closing time. Srl No (k) to (l) are progressive totals and are
updated daily as follows:(a)
Add serial (h) to serial (k) and then put the sum against serial (k). This
gives the progressive total non availability.
(b)
Add serial (j) to serial (l) and then put the sum against serial (l). This
gives the progressive non availability (including those vehicles/equipment
/plants off road for spares demanded).
3.
On the last day of the each month, percentage index of total non availability &
the percentage index of non availability (excluding vehicles/equipment/plants off road
for spares demanded) will be calculated as under:(a)
% index of total
Non availability
=
Srl (k) X 100
Srl (n) X No. of calendar days in the month
(b)
% index of
=
Srl (l) X 100
Non availability
Srl (n) X No. of calendar days in the month
(excl veh/eqpt/plant
off road for spares demanded)
Annexure- 6
REPAIR PROGRESS BOARD
As on____________
S/
No
Manpower on floor_____________
Details
Type of veh/eqpt/plant and qty
M/C
Car
M/
G
Tata
207/
407
L/C
Tpr/
Dmpr
W/T
Dzr
Excv
A/C
(a)
Balance brought forward:
(b)
Veh/Eqpt/Plant in on date:
(c)
Veh/Eqpt/Plant out on date:
(d)
Balance at the end of the day (a + b – c):
(e)
Date in of oldest Veh/Eqpt/Plant in the Wksp:
(f)
Numbers on PSS Date:
(g)
Total off road (in unit) for spares demanded by Wksp:
(h)
Total non availability (d + f + g):
(j)
Non availability (Excl off road for spared demanded by Wksp) (d + f):
(k)
Progressive total of (h):
(l)
Progressive total of (j):
(m)
Progressive monthly output:
(n)
Numbers on Maint charge:
R/R
Notes:
1.
The above will be kept separately for ‘B’ Vehs, ‘C’ Vehs and other categories
may be entered under type of Veh/Eqpt/Plant.
2.
A separate board may be kept for 2nd line Transport.
3.
Special Veh/Eqpt/Plant and important Veh/Eqpt/Plant may be separately
shown for progressing.
4.
Against manpower, No. of Veh/Eqpt/Plant and such other tradesmen
applicable to the Veh/Eqpt/Plant held by the Wksp will be entered.
Grand
Total
CHAPTER-7
IMPROVISATION/INNOVATION REGISTER
1.
Purpose: Improvisation/Innovation is a normal way of life in tackling repair
problems in field workshops. Workshops resort to improvisation due to non
availability of spares, tools and SMTs. There is a need to maintain proper record of
such jobs. As otherwise many useful improvisation/innovations suggested/carried out
at the initiative of the individuals are liable to be lost with the passage of time and
turnover of the personnel. If a proper record is maintained, it will help the unit to carry
out similar jobs at a future date as also help passing the information to other field
workshops.
2.
Action by workshop: A record of all improvisation/innovation will be
maintained in the form of a register as specified in the format below. In addition to
this, action will be taken to intimate the same to HQ Project in turn will submit details
to HQ DGBR so that the improvisation/innovation can be assessed for adoption on
all the Projects. Suitable action will also be initiated to reward deserving personnel
responsible for the concerned improvisation/innovation.
Annexure- 7
IMPROVISATION/INNOVATION REGISTER
Improvisation/Innovation Srl No.____________________________
1.
Main vehicles/equipment/plants________________________
2.
Defect/problem_____________________________________
3.
Idea/Innovation_____________________________________
4.
Date of first successful trial____________________________
5.
Suggested by______________________________________
6.
Approximate Expenditure____________________________
Srl No
Brief description
Utility
Remarks
CHAPTER-8
VITAL MODIFICATION APPLICABILITY CHART
1.
Purpose: It is essential that details of all Category ‘A’ modifications applicable
to the vehicles/equipment/plants, on the workshop repair load are recorded for
further action by the workshop. These details include type of modifications applicable
to the various makes and types of vehicles/equipment/plants and to which terrain
and vintage (or batch) that they apply.
2.
Action by workshop: Vital modification (Cat ‘A’) applicability details will be
monitored by recording these details in charts as per the format given below.
Separate charts will be maintained for each major category of
vehicles/equipment/plants.
Annexure- 8A
VITAL MODIFICATION APPLICABILITY CHART
Make & Type of
Veh/Eqpt/Plant
Modification
description
EMER / Ref
policy/Authority
Applicability
details
Type of
modification
VITAL MODIFICATION STATE REGISTER
1.
Purpose: It is essential that the progress of all Cat ‘A’ modification are
monitored systematically till their completion. Although getting modifications done is
essentially the responsibility of the user unit holding the vehicles/equipment/plants,
the maintaining workshops cannot remain unconcerned, since non completion of the
modification may affect the functioning of the vehicles/equipment/plants.
2.
Action by workshop: Vital modification (Cat ‘A’) state will be monitored as
per the format given below. This state will be maintained in separate folder for each
major category of vehicles/equipment/plants. The column headings are divided in to
two rows and give the details of the modifications; the first row gives the type of
modification, i.e. X, Y or Z. The second row gives the policy letter No which is the
authority for this modification and gives the modification details. Against each BA/EM
No, and under each modification, the important datas relevant to the modification
under progress will be recorded, as given in the legend in the format; i.e. the date the
stores for modification have been demanded (D), the date of receipt of modification
stores (R) and finally the date the modification is completed (C). This will ensure that
at any point of time the status of the modification is known and necessary
progressive action can be taken.
Annexure- 8B
VITAL MODIFICATION STATE REGISTER
S/No
Make &
Type
BA/EM
No
Date/Kms/
Hrs run in
Details of
Modification
carried out
CHAPTER-9
Applicability
details
Type of
modification
Remarks
DEFECTS AND RECURRING FAULTS REGISTER
1.
Purpose: Defects caused by imperfect design, poor manufacture or bad
material may be noticed in newly introduced vehicles/equipment/plants. Similarly,
certain recurring faults may be noticed in several vehicles/equipment/plants of the
same make or type which may be due to the operating environment, incorrect
operation of the vehicles/equipment/plants or faulty repairs carried out at the
workshop. It is therefore, required to keep a record of such defects and recurring
faults in a register so that proper analysis and corrective action may be taken.
2.
Action by workshop: This record will be maintained in separate loose sheet
folders for different Categories of vehicles/equipment/plants, the pages being allotted
as per the need for entry on any particular vehicles/equipment/plants arises. The
format to be used is specified as below and gives the headings under which the
information will be recorded. Analysis of defects and recurring faults will follow the
guidelines as given below:(a)
Defect Analysis: If any defect (such as described in para 15 above) is
noticed, it will be entered in a new page in the folder with headings (a) & (c)
filled. Against heading (d) will be endorsed “To be investigated if occurring
again”. If a similar defect is noticed again, defect report will be initiated and
relevant entries made in the folder.
(b)
Recurring fault Analysis: All closed repair cards will be reviewed once a
month. If any recurring fault as described above is detected, it will be entered
in the folder as a new page. The vehicles/equipment/plants will also be taken
into hand for local investigation under the supervision of the OC Workshop
and the resulting report entered in the folder.
Annexure-9A
DEFECTS AND RECURRING FAULTS REGISTER
S/No
Make &
Type of
VEP
BA/
EM
No
Unit
Date/
Kms/
Hrs
run in
Fault
observed
System
No of
incidence
Probable
reason
Action Rema
Taken rks
Annexure-9B
DEFECTS AND RECURRING FAULTS REGISTER
Vehicles/Equipment/Plants (Make & Type)___________________ Page No______
Load Chart Srl No_________________
The records of defects will indicate the following information
(a)
Fault/defect
(b)
Symptoms
(c)
Noticed by with reference (if any)
(d)
Investigation report
(e)
Cause/conclusion
(f)
Remedial action suggested
(g)
Reference of action taken
(h)
BA/EM No ____________ No. of times _________
(j)
% Recurrences after corrective actions
(k)
Remarks & signature of Wksp Officer
(l)
Remarks & signature of OC field Wksp
In period __________
Notes:1.
The folder will have an index page in which the vehicles/equipment/plants are
serially entered as per the serial number in the load chart and page number allotted
to them.
2.
All headings need not to be filled at all times. Only relevant headings will be
entered in manuscript form.
3.
Against (c), say if locally noticed or intimated by an outside agency. If former
give repair card number and other details for reference, and if letter, give reference
of considered letter.
4.
Against heading (g) give reference of defect report initiated or letter to unit.
5.
This information must be periodically disseminated by the workshop officer to
the concerned repair machine to prevent/note failure occurrences of such
defects/recurring faults.
CHAPTER-10
VEHS/EQPT/PLANTS/ENGINES ON DEPOSIT REPAIR (DRWO) REGISTER
1.
Purpose: It is necessary to monitor the movement and progress of Engine
assys sent for deposit repair to base workshops.
2.
Action by workshop: A register will therefore, be maintained as per format
given below. The register will be maintained at the workshop office. The progress in
this respect will be monitored by the workshop Officer and the OC Field Workshop.
Annexure- 10
VEHS/EQPT/PLANTS/ENGINES ON DEPOSIT REPAIR (DRWO) REGISTER
S/
No
Unit
Make &
Type
BA/
EM
No
Name
defective
part/assy
Total
Kms/
Hrs
run
Retrieved Deposit
from
repair
V/E/P
Work
order
No &
Date
Action
taken by
Base
Wksp
Remarks
CHAPTER-11
VOR/EOA SPARES DEMAND REGISTER
1.
Purpose: The purpose of this register is to progress procurement of
spares/stores necessary for repair activity on the shopfloor, when thses are not
available from the TSS or from the local market.
2.
Action by workshop: These demand details will be entered in a Vehicle off
road/Equipment out of action demand register to be maintained in the concerned
section/TSS. These demands will be progressed till either the Veh/Eqpt/Plant are
repaired or back loaded. The format for VOR/EOA demand register is given below.
The register will be maintained as per the notes given. The Store Division control No
and date is basically entered to help in progressing procurement action with the
concerned SD. It would also beneficial to enter in this register, whether the engine
received is new or O/H. This information is very vital if performance analysis of a
large population of Engine is to be done at a later date.
Annexure- 11
VOR/EOA SPARES DEMAND REGISTER
7
8
9
10
11
Depth
6
Issued from
Store Div.
Range
5
IV
No
&
date
Qty
4
Depth
3
Spares demanded
Range
2
Unit
Qty
1
Make BA/
&
EM
Type No
Nomenc
lature
Demand
No &
Date
Part No
S/
N
o
12
13
14
Amount
Rem
arks
15
16
Note:
1.
This register will be kept section wise, i.e. for ‘B’ vehs, ‘C’ vehs & Misc
eqpt/Items and so on.
2.
This will normally be used for demanding spares for veh/eqpt/plant declared
off road/out of action.
3.
Remarks column is to be used for entering the progress for the spares
materialise and final disposal of the case.
4.
This register will be reviewed by Wksp officer/repair section in-charge
frequently and latest position of demands ascertained from TSS.
5.
In the case of Eng assys, enter details of the eng declared BLR, to include
Eng No, whether it was new or O/H Eng and the kilometerage done, in column 7.
CHAPTER-12
SMT/COMMON USER TOOLS ISSUE REGISTER
1.
Purpose: Important SMTs/Tools will be issued to individuals on a daily basis,
the record of which will be maintained by the Tool store in the register as per format
given.
Annexure- 12
SMT/COMMON USER TOOLS ISSUE REGISTER
S/
No
Issue
Date
Nomenclature/ A/u
Description of
Tool
Qty
issued
Trade
&
Name
Signature Date
of Indvl / recd
Mechanic back
Sig of I/C
Store
Remarks
CHAPTER-13
LOCAL PURCHASE REGISTER
1.
Purpose: The purpose of this register is to progress procurement of
spares/stores of emergent nature necessary for repair activity on the shop floor,
through local purchase, when these are not available from the TSS.
2.
Action by workshop: Local purchase as authorised under Govt rules can be
resorted to be workshop to progress urgent commitments on the shop floor. Due to
strict budgetary controls there is a need to exercise adequate control on the extent of
local purchase and ensure early finalisation of LP Bills. Register as per the format
given will be maintained by all workshops. All purchase will be recorded and
progress through this register and progress till the bills are finally cleared by the audit
authority.
Annexure- 13
LOCAL PURCHASE REGISTER
Job Card No & Date
ISG No
Part No
Nomenclature
Qty
Ledger page No
Sign of I/C TSS
Sign of OIC TSS
Sign of OC wksp
SO No & Date
CRV No & Date
Expense voucher No &
Date
Ref Qtrly maint demand
Sig of OIC TSS
Sig of OC Wksp
Remarks
1
Spares reqd
BA/EM No off road
S/
N
o
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
CHAPTER-14
LOCAL REPAIR CONTRACT REGISTER
1.
Purpose: The purpose of this register is to progress repairs, through local
repair contract, when this cannot be carried out by the workshop. The register will
enable continuous progress of the contracts till the payment is affected, give
information on the firms available for any similar job in future and provide in to
required by the workshop for compiling prescribed return on local repair contracts.
2.
Action by workshop: A register will be maintained in the format given below
for all local repair contracts entered in to by the workshop. This register will be
maintained by the workshop office. This will be in additional to the documents
necessary to meet the audit requirement as also required by Govt rules prescribed
from time to time.
Annexure- 14
LOCAL REPAIR CONTRACT REGISTER
S/
No
BA/
EM
No
Make &
Type of
veh/eqpt/
plant
Kms/
Hrs
run
Nature
of
Repairs
Enquiry
No &
date
RO No
& Date
Cost of
Repairs
Nature
of
urgency
Initial
of
Wksp
Officer
1
2
3
4
5
6
7
8
9
10
Sanction Rem
of OC
arks
Wksp
11
Note:
1.
Repair card will accompany the register to OC Wksp for getting his sanction
under column 8. The job and quotation details and comparative statement will be put
up to him for his sanction.
2.
Satisfactory acceptance of the job after repairs will be endorsed in the repair
card by the Wksp officer/Inspection in-charge.
3.
Progress will be monitored by OC Wksp till the payment is made.
12
CHAPTER-15
ENGINEERING SUPPORT PLANNING REGISTER
1.
Purpose: It is essential that all important factors contributing towards
providing vehicle/equipment/plant engineering support, such as availability of
technical literatures, SMTs/STEs, Gauges and trained manpower are properly
monitored, this is more important in case of critical and high population
veh/eqpt/plant. This veh/eqpt/plant engineering support aspect is normally neglected
in workshops, which is partly due to the fact that the requisite information is not
regularly maintained and therefore not readily available. Neglect of this important
aspect will over a period of time contributing to veh/eqpt/plant non availability.
2.
Action by workshop: Workshop will maintain an Engineering support
planning register as per format given below. For the column of technical literatures
and manpower (i.e. columns 3, 4, 5 & 8), “Yes” or “No” should be entered. For the
SMTs/STEs details columns (i.e. columns 6 & 7), the numbers authorised and held
should be indicated.
Annexure- 15
ENGINEERING SUPPORT PLANNING REGISTER
S/
N
o
Veh/Eqpt/Plant
Technical literatures
available
Maint ISPL
Scale
1
2
3
4
SMTs
held
STEs
held
Trained
Remarks
manpower
available
Repair
Manual
5
6
7
8
9
CHAPTER-16
CANNIBALISATION REGISTER
1.
Purpose: Workshop often resorts to cannibalisation of spares/assys with a
view to enhance veh/eqpt/plant availability to the users, when these are not available
with the TSS. This activity should be properly recorded in the TSS, in order to
generate a correct wastage pattern.
2.
Action by workshop: A cannibalisation register will be maintained by each
workshop section as per format given below. Details of cannibalisation of
spares/assys carried out will be entered in this register, starting a fresh page for
each repair job undertaken. This register will be put up to OIC TSS on the last day of
each month. The TSS will take cannibalisation details in to consideration whenever
the wastage pattern is worked out.
Annexure- 16
Signature of OIC
TSS
Remarks
7
Signature of Wksp
officer
6
Signature of I/C
shop floor
5
4
Spares/assys
cannibalised for
BA/EM No
3
Spares/assys
cannibalised from
BA/EM No
Nomenclature of
spares/assys
2
Qty
Part Number
1
Repair card No &
Date
Make & Type of
veh/eqpt/plant
S/
No
Date spare/assys
cannibalised
CANNIBALISATION REGISTER
8
9
10
11
12
13
CHAPTER-17
OTHER REGISTERS TO BE MAINTAINED IN WKSP OFFICE
1.
Purpose: It is necessary to maintain few other registers mentioned below in
Workshop office in respect of vehs/eqpt/plants held on their repair/maintenance
charge so as to keep all data available with them for ready reference.
2.
Action by workshop: Following registers will be maintained by workshop
office as per format given below.
a)
Class CSP Register
b)
Class CEE Register
c)
Class DEE Register
d)
Reclamation/Rebuilding Register
e)
Defect Report (Warranty cases) Register
f)
Premature Failure Report Register
g)
Other Register, if any required
Annexure-17A
CLASS CSP REGISTER
S/
No
Unit
Make
BA/
& Type EM
No
Total
Kms/
Hrs
run
Kms/
Hrs
run
BOH
Kms/
Hrs
run
AOH
Kms/Hr (P)
s run by Ref
present
Eng
Nomencla
ture of
item for
which d/g
to Cl-CSP
Q
ty
Date Date
d/g
POR
to ClCSP
Annexure-17B
CLASS CEE REGISTER
S/
No
Unit
Make
BA/
& Type EM
No
Chassis Engine
No
No
Total
Kms/
Hrs
run
Date
of
d/g
Ref
docs
fwd
to TF
Month
as per
Evacu
ation
plan
Date
evacu
ated
to
Base
Wksp
Remarks
Annexure-17C
CLASS DEE REGISTER
S/
No
Unit
Make
BA/
& Type EM
No
Chassis Engine
No
No
Total
Kms/
Hrs
run
Kms/
Hrs
run
BOH
Kms/
Hrs
run
AOH
Date
of
d/g
Ref
docs
fwd to
TF
Net
Auction
value
Re
mar
ks
Annexure-17D
RECLAMATION/REBUILDING REGISTER
S/
No
Make
BA/
& Type EM
No
Nomencl
ature of
compone
nt
Qty
Cost of Material/
new
Labour
item
Cost Net
saving
CV
No &
date
Month
of
reclam
ation
Remarks
Annexure-17E
DEFECT REPORT (WARRANTY CASES) REGISTER
S/
No
Make
BA/
& Type EM
No
Date of
induction
in to
service
Chassis Engine
No
No
Holding
unit
Total
Kms/
Hrs
run
Nature
of
Defect
Down
time
Ref
Defect
report
raised
Re
mar
ks
Annexure-17F
PREMATURE FAILURE REPORT REGISTER
S/
No
Make
BA/
& Type EM
No
Part
Total
effected Kms/
Hrs
run
Kms/
Hrs
run
BOH
Kms/
Hrs
run
AOH
Kms/Hr Nature of
s run by Defect
present
Eng
Ref
PFR
initiated
Date
PF
joint
inv
done
Re
mar
ks
CHAPTER-18
CONDEMNATION REPORT (E-25)
1.
Purpose: Condemnation report of the all Cat ‘B’ Stores, major
assys/components of Vehs/Eqpt/Plants for sentencing BER (Beyond economical
repair) / BLR (Beyond local repair) will be issued as per IAF (EME) E25.
2.
Action by workshop: Condemnation report as per IAF (EME) E25 will be
issued as given below.Annexure-18
In lieu of IAF (EME) E-25
CONDEMNATION REPORT
No: BER/
/Wksp
Unit:__________________(GREF)
Station:____________
To
The Officer Commanding
Unit:__________________(GREF)
Station:____________
Reference:
Your Work Order No (I A F O 1370)____________________________________
The following Stores are sentenced BLR/BER due to Fair/Unfair, Wear and Tear
S/No Description of Items
Date/Kms/Hrs Date/Kms/Hrs Life covered
run when
run when
fitted
removed
Remarks
Misuse/Neglect report has/have been/not been initiated vide this Office letter No____________
dated__________.
Inspected by
R&I Sec
Unit:_____________ (GREF)
AE/AEE (E&M)
For Officer Commanding
Unit:______________ (GREF)
Station:______________
CHAPTER-19
TECHNICAL INSPECTION OF VEHS/EQPT/PLANTS (E03/E23)
1.
Purpose: All types of inspection of Vehs/Eqpt/Plants will be carried out on the
Army form IAF (EME) E03, E23 etc, as applicable.
2.
Action by workshop: Following Forms will be used for the purposes
mentioned against each:a)
IAF (EME) E03
- All types of vehicles
b)
IAF (EME) E23
- All types of equipments/plants
CHAPTER-20
VEH/EQPT/PLANT NON AVAILABILITY INDEX CHART
1.
Purpose: The state of veh/eqpt/plant non availability to the users is a critical
parameter which enables Dir (EME)/OsC Workshops to periodically monitor the
efficiency of EME repair cover being provided by the workshop. Non availability of
veh/eqpt/plant to the user may be due to any of the following reasons:(a)
Veh/Eqpt/Plant actually under repair in the field workshop
(b)
Non availability of critical spares or assys from Store Division
(c)
Non availability of Tyres, tubes, Batteries and other items/supplies
made direct to units
2.
Of the above factors the first two are of interest to Field workshop. The delay
in repairs at the workshop may be due to lack of availability of trained tradesman,
Tools, spares or simply due to inefficient repair activity and control of technical
functions. However the aim of plotting Veh/Eqpt/Plant non availability is not to judge
the performance of the workshop but to enable the OC to set his own targets in order
to reallocate his resources and improve the repair activity.
3.
Action by workshop: Keeping the above in view, workshops will maintain
veh/eqpt/plant non availability index charts for all major categories of veh/eqpt/plant
(such as ‘B’ vehs, ‘C’ vehs & Misc eqpts/items) as per the format given below. These
charts will be updated 1st of each month by the respective repair section in-charges.
Data required to plot the points on the chart is available directly from the repair
progress board. The method to generate this chart is given in the notes to the format
mentioned below.
Year 2012-13
CHAPTER-21
STATE OF READINESS CHART
1.
Purpose: It is important for OsC Workshop/Dir (EME) to monitor state of
workshop holdings and deficiency in respect of all its resources, which include
personnel, Vehicle, Equipment, Tools, Controlled Stores etc in order to assess its
fitness to carry out its assigned roll.
2.
Action by workshop: A Chart covering all the important information
described above will be maintained at the OC Workshop office as per format given
below. This chart will be updated on 1st every month for OC’s information and to take
any action required. It will also be submitted along with the unit state of readiness
card.
Annexure- 21
STATE OF READINESS CHART
S/No
Item
1
PERSONNEL
Officers
Supvr Staff (E&M)
ORs
2
VEHICLES/EQPT/PLANTS
3
CONTROLLED STORES
4
ELECTRONIC REPAIR EQPT
5
UNIT EQUIPMENT
6
ESSENTIAL TOOLS AND
GAUGES
7
SMTs
8
MISCELLANEOUS ITEMS
Auth
Held
% Held
CHAPTER-22
OFF ROAD STATE CHART
1.
Purpose: The OC workshop monitors the state of off road vehs/eqpt/plants,
and the progress on the procurement of their spares, with the VOR/EOA spares
demand register. He also needs to see at a glance, the current off road state of
important vehs/eqpt/plants.
2.
Action by workshop: Workshops will maintain an off road state chart, for
important vehs/eqpt/plants in the office of OC Workshop as per the format given
below. This chart will be updated once a week on Saturday, using data from the
VOR/EOA spares demand register.
Annexure- 22
OFF ROAD STATE CHART
S/
No
Make & Type of
veh/eqpt/plant
BA/EM
No
Details of
spares
demanded
Demand
No
Date
demand
placed
Remarks
Annexure-4
In lieu of IAF (EME) W40
Original/Duplicate
REPAIR CARD
HQ Wksp/Dett Wksp:________________________
Job Card
No:____________________
___
Sheet
No:___
__
Make & Type:
_______________________
BA/EM
No:_________________
Holding unit:
___________________
Task Force/Project:
_______________________
Last Repair Card No:
Oil Condition
Work Order No:
___________________________
Run since last
overhaul:___________________
Present Engine Run:
__________________
S/No
DEFECTS
Symptoms and Diagnosis
c) Other Assys_________________
a) Engine_______________
b) Transmission__________
IN
Repairs Required
Work
Done
Rect
ified
Direct
Manhours
OUT
Kms/Hrs
Total Direct Manhours
Classification
Cost of Manhours
Fuel Tank
No. of days awaiting (down time)
Date
Spare
s
Labour
Holiday
Other
Reason
Total
Inspector's Signature
(PTO)
REPAIR CARD
SPARES AND MATERIALS
S/N
o
Pa
rt
No
Nomenclatu
re
Quantity
Reqd
Issued
NA
Ex
Store
L
M
LP
Recd
by
Cost
Ref
Dues
out
record
1
Items Required
:
4
Items LP
:
2
Items Issued
:
5
Items Reclaimed
:
3
Items LM
:
6
Items Dues out
:
Signature
I/C
Works
Sig of Wksp Officer
Sig of OIC TSS
Date
I/C
TSS
Remarks