How To Do A Preventive Maintenance Form
Overview: The Preventive Maintenance form is the document used to identify and
record the results of preventive maintenance of a particular piece of equipment. Any
time that your equipment is used to produce a product, there should be a record of the
maintenance performed on that equipment to ensure that your customer specifications
(or your own internal specifications) can be met.
In some respects this is similar to calibration. But instead of the measuring or
monitoring equipment, your internal facility equipment is involved with preventive
maintenance. This equipment includes operating equipment, jigs, fixtures, and facility
equipment. Facility equipment can include compressors, electrical distribution
equipment, welding equipment, and machining equipment.
For many "service only" organizations, preventive maintenance may not be necessary.
It is also important to keep records of the preventive maintenance to determine if a
piece of equipment has a history of problems and should then be repaired or replaced.
Preventive maintenance is usually done in house by your own operations staff. They
still need to be trained and have the correct equipment to perform the maintenance.
Some equipment (cranes, forklifts, etc.) may require specialized 3 rd party personnel to
do the work. Keep in mind that this 3rd party must be on your Approved Suppliers list
and have been approved (verified) that they are capable of performing this type of
maintenance (or testing) of your equipment.
Why?: The international standard (ISO 9001:2000, TL 9000) requires that you plan
your processes and that the resulting product meets requirements. You are also
required to determine and manage the work environment needed to achieve conformity
to product requirements.
Preventive maintenance is also inherent in the Preventive Action sections where you
are required to evaluate the need for action to prevent occurrence of nonconformities.
Procedure: Preventive Maintenance is covered in the Independent Activities (QP-06) in
Section 6.0 on Continual Improvement (process analysis). Also refer to Management
(QP-07) under Resource Management Section 6.0 covering Infrastructure/Environment.
Make up a Record No. to identify this record. In this example we have used the prefix
PM followed by a sequential numerical number (PM1).
Fill in the Location of where this piece of equipment is normally kept.
Fill in the Make, Model, and Serial number of the piece of equipment. If there aren't
any, fill in the boxes with "N/A".
Fill in the description of the piece of equipment. The box will grow to accommodate a
full description.
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Select the Activity Status from the drop-down list provided. Status is either Active or
Inactive.
Select the Device Owner from the drop-down list provided. Owners are Company,
Employee, or Customer.
Fill in the name of the device owner, if any.
Select the type of maintenance that is to be performed from the drop-down list provided.
Types are:
1. Operator To Perform
2. Send To Outside Supplier
3. Notify Facilities Personnel
4. Contact Engineering For Instructions
5. Other - See Comments
If this equipment does not require preventive maintenance, check this box and do not fill
out the rest of the form except for any comments that you have.
Fill in the frequency that this device needs to have the maintenance performed. This is
in the form of number of days. Fill in the date the last time the equipment had
maintenance performed. If this is a new piece of equipment place the date the item was
purchased in this box.
Fill in the date the next time the device needs to have maintenance performed. This
date must be based on the number of days in the Time Interval.
At this point it is probably wise to go ahead and save the record.
The next sections are filled out when the preventive maintenance is occurring or has
occurred.
Use the next section when you are sending the equipment out or are having them come
in to do the work.
If the device is having the maintenance performed by a 3 rd party check the "Equipment
Sent Out For Maintenance Section:" and proceed to fill out the information in this
section. If the device is not being done by a 3rd party, skip this section. Remember that
this supplier must be on your Approved Suppliers list and qualified (by your
organization) to do the maintenance.
Fill in the name of the supplier and the contact name at that supplier (if any).
Fill in the date the device was sent to the supplier (or the supplier is due at your facility).
Fill in your purchase order (if none, use N/A) to authorize the maintenance.
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Fill in the Suppliers internal job (or work order) number that they used to do the
maintenance. If you don't know, just use N/A.
Fill in the date the supplier indicates that the device will be completed (and returned to
you).
Fill in the date you actually receive the device back from the supplier or the work is
completed.
If the equipment is being serviced in-house check the "Equipment Maintained Internally"
box and proceed to fill out the information in this section. If the equipment is not being
done in-house, skip this section.
Fill in the name of the person, operator, or technician that is performing the
maintenance.
Fill in the ID and name of the procedure that is being used to conduct the maintenance.
You can establish standard maintenance instructions and then just refer to them here or
you can just give it a title and describe what is to be done in the Comments.
Fill in the date the maintenance was started.
Fill in the date the maintenance was completed.
Fill in any comments that you may have about this equipment or describe the
maintenance to be carried out. Also record anything pertinent about what happened
during the maintenance process.
Record Keeping: You must keep the results of all your preventive maintenance. Be
sure to keep any paper work that is returned from your supplier.
Each time equipment has maintenance performed, a new form needs to be filled out.
But, we don't want to overwrite the existing file. To create a new record, open the last
record used. In our example this would be PM1. Save the new file as PM1-1 and
update (or remove) the maintenance information for the next period as needed. The
next one after that would be PM1-2 and so forth. This way, you will always be able to
trace the maintenance history on any piece of equipment.
If you're going to have multiple maintenance procedures (daily, weekly, monthly,
quarterly, yearly, etc.) you can use a slightly different numbering scheme. You can use
PM1-D-1 or PM1-Q-27.
Frequency: It is mostly experience that will dictate how often maintenance must be
performed. Keep in mind that the goal is to 'prevent' things from going wrong.
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Recall: An important part of this process is the ability to recall any items that were
made when the equipment was out of tolerance. While this is technically a calibration
issue, it is the preventive maintenance that should prevent recalls from happening due
to equipment malfunctions.
Notes:
Keep those records handy and use them to spot any trends with the equipment going
bad. Be sure to report on the effectiveness of your Preventive Maintenance program at
your management reviews.
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