Understanding Operations and Maintenance (O&M)

Operations and maintenance (O&M) is a dual-focus approach to keeping assets operational and efficient. This overview will cover what O&M is, the difference between maintenance and operations, as well as how a Computerized Maintenance Management System (CMMS) helps with this unique approach to reducing downtime.

Operations and maintenance (O&M) is a detailed approach to managing physical assets and infrastructure in large facilities. While maintenance is often considered a subset of operations, implementing a dual-focus approach helps ensure all systems and equipment operate harmoniously, efficiently, and effectively & improving safety and productivity.

Operations and maintenance are distinct functions in an organization; however, they share common goals and often overlap in practice. To understand them in greater detail, let’s look at each one individually.

Operations covers the daily activities a facility needs to keep systems and assets functioning smoothly. It involves monitoring Key Performance Indicators (KPIs), managing processes, and verifying whether equipment and infrastructure satisfy operational requirements. At its most basic, operations focuses on increasing and maintaining efficiency, productivity, and reliability.

Maintenance focuses on preserving and repairing assets and facilities to promote an optimal working state. It covers everything from preventive and corrective measures to predictive maintenance efforts. The overall goal is to reduce facility downtime, extend equipment life cycles, and prevent unexpected failures.

Integrating these two functions means assets are both operational and adequately maintained, optimizing performance. To better understand how operations and maintenance differ, we’ll look at their scope, objectives, and focus.

Scope:

Maintenance is concerned with repairing and preserving assets to extend their life as much as possible.

The scope of operations encompasses daily actions related to asset maintenance. It concentrates on productivity, providing services, and facility management.

Objectives:

The objective of maintenance is to reduce downtime, extend equipment life, and
avert failures.

Operations aims to improve system efficiency, productivity, and overall reliability.

Focus:

Maintenance is focused on organizing tasks, managing resources, and delegating work orders for repairing and servicing assets.

Operations focuses on predicting demand, setting production schedules (or delivering services), and allocating resources to meet business goals.

Despite these three core differences between operations and maintenance, they also share three similarities:

Goal Alignment:

Maintenance and operations both work to ensure facility-wide asset functionality, reliability, and efficiency.

For effective operations, well-maintained equipment is mandatory. Conversely, successful maintenance requires transparency about operational demands.

Collaboration:

Operations and maintenance teams frequently collaborate to draft plans and perform tasks in support of shared goals. The operations team communicates production demands, and the maintenance team provides updates on equipment status and repairs.

The primary goal of O&M programs is to improve asset management to promote operational efficiency. There are additional goals that any successful operations and maintenance program should consider to guarantee success:

• Improving safety
• Boosting equipment performance
• Minimizing downtime
• Determining cost-saving prospects
• Maintaining regulatory compliance

An operations and maintenance (O&M) manual is a comprehensive document that provides detailed instructions and guidelines for operating and maintaining equipment, systems, and facilities. It’s an essential resource your teams need to successfully standardize all operations and maintenance tasks.

When drafting an O&M manual, best practice means providing clear, concise, and easy-to-follow instructions. You want to consider how long staff training takes, as well as minimize the time it takes them to reference specific standard operating procedures (SOPs) during implementation.

An exhaustive O&M manual should include:

• An introduction and overview to provide a general description of the equipment or system, its purpose, and its operational context.
• Operating procedures containing detailed instructions for correct and safe equipment operation, including start-up, shutdown, and normal operation procedures.
• Maintenance procedures that set comprehensive guidelines for performing preventive, corrective, and predictive maintenance tasks. This includes scheduling, checklists, and step-by-step instructions.
• Safety information outlining essential safety precautions and guidelines to protect personnel and equipment during operation and maintenance activities.
• A troubleshooting guide that includes instructions for diagnosing and resolving common problems and issues that may arise during operation and maintenance.
• Technical specifications detailing technical information about the equipment or system, including specifications, diagrams, and schematics.
• A comprehensive list of the necessary parts, supplies, and tools required for operation and maintenance, along with information on sourcing and procurement.

Remember, an O&M manual is an indispensable resource for your facility. Make sure all communication through this document is supportive, effective, and easily accessible. The longevity and reliability of your operations depend on it.

A CMMS is a powerful software solution that can significantly enhance the efficiency and effectiveness of operations and maintenance. By utilizing a CMMS like eMaint, organizations can streamline maintenance activities, improve asset performance, and achieve ambitious business goals.

Key features of a CMMS that help companies implement a robust O&M program include:

1. Centralized data management: A CMMS stores all operations and maintenance data, like work orders, equipment history, maintenance schedules, and performance metrics, in one central place. This makes it easier to access, track, and manage information.
2. Automated work orders: With a CMMS, you can automate work order creation, assignment, and tracking based on predefined criteria or real-time data. That way, operations and maintenance tasks are promptly addressed, reducing delays and improving response times.
3. Preventive maintenance scheduling: Scheduling preventive maintenance tasks based on time intervals, usage, or condition is possible with a CMMS. This promotes proactive maintenance activities, reducing the risk of unexpected failures.
4. Real-time monitoring: Advanced CMMS systems offer real-time equipment monitoring and system performance data through Internet of Things (IoT) sensors and integration with other systems. Real-time data provides immediate insights into O&M activities and helps with making timely decisions.
5. Inventory management: A CMMS includes features for managing spare parts and inventory, ensuring that components are available when needed. Efficient inventory management prevents delays in operations and maintenance activities; it also reduces inventory spend.
6. Reporting and analytics: Generating detailed reports and analytics on various aspects of O&M tasks is easy with a CMMS. This can include work order completion rates, equipment performance, and maintenance costs. Comprehensive reporting provides actionable insights for continuous improvement.
7. Mobile access: Many CMMS solutions offer mobile access, allowing personnel to access work orders, equipment information, and performance data from any network-friendly location. Mobile access enhances flexibility and efficiency when performing O&M tasks.

By optimizing operations and maintenance with software solutions like a CMMS, your teams can achieve higher levels of efficiency, reliability, and productivity, ensuring superior asset and infrastructure management for your organization.

Want to learn more about what a CMMS can do for you? Try a free demo or speak to a specialist today.