Perform Maintenance

Execution
Standard and Manual

Mandatory
Restricted
Version ME_SM_v1
Date Issued: June 2017

Copyright 2017 SGSI B.V.

The copyright of this document is vested in Shell Global Solutions International B.V., The Hague,
The Netherlands. All rights reserved. Neither the whole nor any part of this document may be
reproduced, stored in any retrieval system or transmitted in any form or by any means
(electronic, mechanical, reprographic, recording or otherwise) without the prior written consent
of the copyright owner.
Shell | Asset Management System Perform Maintenance Execution Standard and Manual

Contents

SECTION 1: STANDARD .............................................................................. 3

Purpose and Scope ............................................................................................... 3

1. Maintenance Execution Requirements ............................................................ 4
1.1 Maintenance Execution Work Process ............................................................................... 4
1.2 Cost Management ............................................................................................................ 5

SECTION 2: MANUAL ................................................................................ 6

2. Maintenance Execution Manual .................................................................... 6

2.1 Introduction ..................................................................................................................... 6
2.2 Expected Business Outcomes ............................................................................................ 6
2.3 Process Description .......................................................................................................... 6

3. Key Work Process Interfaces ......................................................................... 8

4. Key Performance Indicators ........................................................................ 10
5. Glossary ................................................................................................... 12

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SECTION 1: STANDARD
Purpose and Scope
The purpose of the Maintenance Execution standard is to provide a framework by which the Asset Team
can maintain Assets that run reliably, at optimal life-cycle cost, with no harm to people, the environment, or
reputation whilst continuously improving in a sustainable manner.

This involves following a structured work process that includes scope identification, prioritisation, planning
(work preparation), scheduling, work execution, performance tracking and continuous improvement.

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1. Maintenance Execution Requirements

This Standard (ST) covers mandatory requirements for managing Maintenance Execution (ME) in Shell and
is underpinned by the associated mandatory Manual in Section 2 of this document and non-mandatory
Recommended Practices (RP).

1.1 Maintenance Execution Work Process

1.1.1 Identify and Prioritise Work

1.1.1.1 The Asset shall designate a focal point within operations (herein referred to as
Operations Maintenance Coordinator (OMC) who ensures Corrective Maintenance work
is screened, entered in the CMMS at the lowest practical level (e.g. equipment level), and
assigned priority and completion date based on the risk-based work prioritisation
methodology.

1.1.1.2 All Preventive Maintenance shall be defined by the Manage Equipment Care (MEC)
process.

1.1.1.3 The Asset shall specify the required approval authority and involve the Technical
Authority for expert input for mitigations of impaired HSSE critical equipment
functionality.

1.1.2 Plan Preventive and Corrective Maintenance

1.1.2.1 All Preventive and Corrective Maintenance shall be planned by specifying at a minimum:
resources (labour, materials and equipment), completion date, cost and HSSE
considerations.

1.1.3 Integrate Maintenance Schedule

1.1.3.1 The Asset shall publish a resource loaded, combined Corrective Maintenance (CM) and
Preventive Maintenance (PM) schedule.

1.1.4 Execute Work

1.1.4.1 Maintenance work shall be executed following the published maintenance schedule with
the exception of work that is Priority 1 (Emergency), Priority 2 (Urgent/Schedule
Breaker), or Simple Fix.

1.1.4.2 Any deferral to the completion date of any Preventive Maintenance work, or Corrective
Maintenance which is legally required or impaired HSSE critical equipment functionality
shall require approval as defined in the Manage Equipment Care process.

1.1.4.3 Maintenance work shall be executed in a manner that meets the established quality
requirements (e.g. pass/fail criteria from MEC process).

1.1.5 Close Work and Improve Performance

1.1.5.1 The Site Process Owner (SPO) shall ensure maintenance equipment history and
discrepancies requiring master data update (e.g. Asset Register), including costs, hours,
durations and equipment condition are captured in the CMMS, or systems that are
defined by other work processes in the Asset Management System.

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1.1.5.2 The SPO shall ensure that captured work history is analysed and experience gained from
maintenance activities is used by Maintenance Execution practitioners to continuously
improve ME performance.

1.2 Cost Management

1.2.1 The SPO shall work with the contract owners and holders to ensure that maintenance
contracts are delivering value in accordance with the Contract Management Plan (CMP).

1.2.2 The SPO shall periodically review maintenance (non-Turnaround Maintenance) spend to
ensure alignment with budgets, available benchmarks and desired risk tolerances.

1.2.3 The SPO shall work with the MEC, ESP and TA SPOs to optimise Total Maintenance Cost
against budgets and available benchmarks.

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SECTION 2: MANUAL

2. Maintenance Execution Manual

2.1 Introduction
Maintenance Execution is a process characterised by continuous high volumes of activity with staff,
vendors, and contractors executing simple to complex activities. Effective planning, scheduling, materials
management and execution reduces costs, risks, and optimises operational performance.

The Maintenance Execution manual describes the intent and mandatory ‘hows’ to support the Maintenance
Execution Standard as detailed in Section 1 of this document.

2.2 Expected Business Outcomes

Consistently following the Maintenance Execution Process, interfacing with other work processes, applying
learnings and conducting regular reviews are key ways to yield predictable and competitive results
consistent with the Business Plan, and supporting the following key business outcomes.

 Goal Zero
 No Personal Safety or Tier 1 or Tier 2 Process Safety Events
 Top Quartile availability
 Cost competitiveness
 Environmental stewardship / regulatory compliance

2.3 Process Description

For each of the six steps of the Maintenance Execution work process, a summary of intent and key activities
which shall be followed are outlined In Figure 1.

Figure 1: Perform Maintenance Execution process

2.3.1 Identify and Prioritise Work

Intent Statement: This activity ensures an Asset makes risk based business decisions and prevents non-
value work. Effective identification and prioritisation of the relative importance of work improves the
efficiency of maintenance, supports budgetary decisions and optimises availability.

2.3.1.1 Corrective Maintenance work shall be screened using a risk based approach by:
 rejecting work that does not meet the screening criteria
 determining if temporary mitigation is required whilst awaiting repair
 validating the Functional Location and/or Equipment ID

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 determining if the work required will trigger a need for a Management of Change
 indicating in the CMMS if equipment outage is required.

2.3.2 Plan Preventive and Corrective Maintenance

Intent Statement: Maintenance planning ensures identification of the tasks and resources required for
safe and efficient execution of the work to meet the desired equipment performance.

Preventive and Corrective maintenance planning are framed in a Recommended Practice. There are no
mandatory ‘How’ statements.

2.3.3 Integrate Maintenance Schedule

Intent Statement: The schedule optimises efficiency through clustering of activities and maximising the
utilisation of maintenance resources.

2.3.3.1 The maintenance schedule shall be integrated in the following order.

 Carry over work and schedule breakers.
 Preventive Maintenance based on completion date.
 Corrective Maintenance based on priority or completion date.

2.3.4 Execute Work

Intent Statement: Work efficiently and effectively executed, according to the plan and published
schedule, enables an Asset to achieve the desired equipment reliability.

Execute Work is framed in a Recommended Practice. There are no mandatory ‘How’ statements.

2.3.5 Close Work and Improve Performance

Intent Statement: Relevant data capture and analysis enables continuous improvement, ensures learnings
are incorporated into Maintenance Execution and interfacing work processes, and enables an Asset to
run reliably, at optimal life cycle cost.

Close Work and Improve Performance is framed in a Recommended Practice. There are no mandatory
‘How’ statements.

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3. Key Work Process Interfaces

Process Inputs to ME Outputs from ME

Manage Optimised Preventative Equipment condition history,

Equipment Care Maintenance tasks including
scope, frequency (time or
condition), production criticality
and pass/fail criteria
Approved deferral
Failure modes and frequencies
as input to spare parts analysis
costs, validation of completed
tasks and results request to
update Asset Register
Recommendations to optimise
Equipment Care tasks and scope
Deferral requests

Ensure Safe Maintenance Notifications Maintenance schedule and status

Production Operational status

Perform List of new/revised routine ME Corrective maintenance scope

Turnarounds scope items (notifications) which requires a
T/A for execution

Manage Threats Notification for repair or Status of work

and Opportunities optimisation (including Threats and opportunities
completed MOC) identified

Permit to Work permit approval Permit request

Work Notification of work completion

Manage Supply Cost estimates Clear and complete requests.

Chain Supply Chain Delivery Channels Notification of changes to plan.

Notification of changes PM Annual Plan

Availability of materials
(including spares)

Perform Corrective Maintenance scope Calibrated Equipment

Hydrocarbon and
Energy Accounting
Forecast and Plan Economic impact Planned activities impacting
Production production

Ensure Quality Priority of corrective Availability of equipment

Product maintenance impacting Product controlling Product Quality
Quality

Conduct Status of controls and associated Define control points and

Assurance risks recommended LOD1, 2 and 3
Effectiveness of management activities
system Planned health checks
Annual Assurance Plan Process performance indicators

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Process Inputs to ME Outputs from ME

Templates for LOD1 assurance and trends

Learnings from other Assets

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4. Key Performance Indicators

Figure 2 shows the relationship between efficient execution of Maintenance and the link to strategic
business results.

Figure 2: Maintenance and strategic business results

The following lagging KPI, though tracked by the Asset at a higher level than the ME process, is included
below to ensure focus on the business outcome as ME and other interface processes are significant
contributors to this outcome.

KPI Leading Reference to Industry

KPI Description Reason for Metric
Category /Lagging Standard Best in Class

% of unplanned
Measures an
Reliability downtime (Unscheduled Lagging 1.2.3 <3%
Assets Reliability
Deferment)

The leading and lagging KPIs below measure the ME work process performance against the desired
outcome. Management progress and performance reports shall be prepared, shared, discussed and issued
regularly to the Asset Leadership Team.

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Leading / Reference to Industry Best

KPI Category KPI Description Reason for Metric
Lagging Standard in Class

% of break in work:
Number of emergency and Informs the
schedule breaker priority Asset of the
Work work orders completed 1.1.1.2 Reliability of the
Lagging <20%
Prioritisation divided by total number of 1.1.1.3 plant and
Corrective maintenance quality of PM
work orders completed maintenance

Schedule Attainment:
Measures the
% of work order tasks on
Leading 1.1.5.1 >80% Asset’s ability to
the first week schedule
meet schedule
execute

PM Compliance (Total /
HSSE critical):
>95% (Total) Measures
% of work orders
Leading 1.1.4.1 /100% (HSSE Asset’s
completed on or before the investment in
Scheduling Critical)
required completion date reliability
and
Execution
Corrective Maintenance
Backlog:
No. of weeks required to Provides
complete planned 1.1.2.1 understanding
Lagging 8 -10 weeks
corrective work 1.1.3.1 of level of
calculated vs the annual additional risk
forecasted maintenance
staffing levels

Maintenance Cost: Provides an index

Total non-Turnaround by which to
Maintenance 1Q-2Q
Maintenance cost / Lagging 1.2.1 measure cost
Cost Interface
equivalent barrels competitiveness
(BoE or EDC) maintenance

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5. Glossary

Term Definition

Asset A production facility. Asset is synonymous with Site in Downstream Manufacturing

Terminology. An organisational set-up within a business domain which is responsible
for the life cycle management of an agreed delineated set of single or multiple
facilities and/or reservoirs. For producing Assets, the management accountability of
the organisation resides with a delegated Asset Manager/Site General Manager
according to the Manual of Authorities.
Asset is synonymous with Site in Downstream Manufacturing terminology.

Contract A written plan which describes requirements for both company and suppliers to define
Management activities, milestones, resources and specific performance criteria to be monitored over
Plan the contract lifetime.

Computerised Computerised Maintenance Management System (CMMS) is also known as a

Maintenance computerised maintenance management information system (CMMIS). It is a software
Management package that maintains a computer database of information about an organisation's
System Maintenance Operations.
(CMMS)

Corrective Any maintenance activity which is required to correct a failure that has occurred or is
Maintenance in the process of occurring. Also referred to as Reactive Maintenance.

Emergency Work prioritised by the Risk Based Work Prioritisation methodology as Priority 1 and
Priority is typically an imminent or significant threat to production, personal or process safety,
the environment, plant security and/or permits to operate. Work can be started as
soon as possible and can continue until completion or the threat is mitigated.

Functional Functional Location is a SAP term that represents a unique designator in the CMMS
Location which represents a specific location/equipment in the Asset and is broken down in a
hierarchical method.

HSSE Critical An item of equipment or structure, or a system (including software logic), that acts as
Equipment a barrier to prevent the uncontrolled release of a hazardous substance or uncontrolled
release of energy leading to worst case credible scenario with RAM red, yellow 5A or
yellow 5B risk, or acts as a barrier to control or mitigate the effects of such a release.
HSSE critical equipment is also known as Safety Critical Equipment or SCE. (As per
HSSE Control Framework).

Maintenance A category of maintenance expense that includes salaries, wages, benefits, and other
Overheads costs for the Asset and contractor personnel engaged in supervision, procurement,
engineering, inspection, plant safety, security, and administrative services related to
maintenance. It also includes all costs related to maintenance shops, tools,
warehouses, mobile equipment, vehicles, and consumable materials used in
connection with maintenance.

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Term Definition

Maintenance Maintenance work including:

Cost (non-
Corrective maintenance, Preventive Maintenance, Major Maintenance, Maintenance,
Turnaround
Overheads, and Maintenance funded by capital expenditures devoted to maintaining
Maintenance)
the current level of Asset operation (often called “Maintenance Capital”). It excludes
work associated with Turnarounds.

Manage The process that defines tasks for the care of Asset equipment using a risk- based
Equipment approach to set optimal tasks to deliver business results. It encompasses tasks that
Care process were previously defined in: Instrument Protective Function, Reliability Centred
Maintenance, Equipment Integrity and Risk Based Inspection.

Major Proactive or Corrective Maintenance that requires a large spend on one piece of
Maintenance equipment, programme work, campaign work, maintenance-funded outages,
(Campaign maintenance-funded capital, large proactive equipment rebuilds, large infrastructure
Maintenance) renewals and tanks, etc. Grouping of one or more activities in each of these groups
must provide value to the Asset as opposed to having a separate PM or CM for each
piece of equipment.

Preventive Maintenance carried out at predetermined intervals or corresponding to prescribed

Maintenance criteria (e.g. a condition such as hours operated or pressure), intended to reduce the
probability of failure or the performance degradation of a piece of equipment. Often
referred to as Proactive Maintenance.

Risk Based
Work
Prioritisation
Methodology

GSAP and ChemSAP users

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Term Definition

SAP Blueprint users

Screening A methodical review to assess suitability of work requests to progress to the next step
in the work process. Requests which do not meet the review criteria are rejected and
the requestor is notified.

Simple Fix The SPO defines the Corrective Maintenance work which is of low complexity which
can be completed by no more than two people performing the same activity at a
maximum of two hours duration, where pre-work planning provides little added value
and uses normally available tools, materials and procedures.

Total Non-Turnaround Maintenance cost + Turnaround Costs.

Maintenance
Cost

Work Order Work order is a CMMS mechanism for defining activities, authorising a standalone
piece of work and includes projected and actual costs.

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