Consider your approach to effective maintenance program development

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Preventing water or wastewater system failures is the driving force throughout the development and implementation of a maintenance program. There are many factors to consider when developing a comprehensive program. 

Effectively addressing maintenance requirements means implementing a consistent, efficient and cost-effective maintenance program. The plan must take into consideration some of the major impacts that can affect a program, such as logistics, timing, customer impact (residential and commercial), and safety. 

Assigning staff duties

Using all available resources, including employees and technology, is important in the initial development of a maintenance program. Use the knowledge of your staff members. It is important to dedicate the appropriate personnel to the associated maintenance task.

If your program involves lift station maintenance, would it be best to have a CCTV technician carry out the assigned lift station maintenance task just to have it recorded as completed? Although employees with less experience can carry out a variety of maintenance tasks, these tasks require some degree of follow-up (quality assurance/quality control). If not completed properly, a minor maintenance procedure performed by an untrained staff member could result in a costly repair. 

Recordkeeping and employee participation are crucial to the success of a maintenance program. A detailed maintenance checklist developed by an experienced employee assures all necessary components of each assigned maintenance task are addressed. Request employee input at all levels of plant operations to ensure a comprehensive maintenance program. Utilizing your workforce efficiently has a direct impact on the maintenance program. Participation in the development of the program gives employees a sense of ownership, and they will be more willing to uphold the program standards. 

Likelihood of failure versus consequence of failure

In addition to personnel considerations, one aspect of all maintenance programs that must be addressed is the likelihood of failure versus the consequence of failure. Regardless of whether the system is conveying water or wastewater, an in-depth analysis of the affected system and associated equipment needs to be completed. Pumps, piping, valves, and electrical instrumentation are all critical components that will designate some type of maintenance schedule. The decision is how to prioritize your maintenance schedule.

A detailed history on your appurtenances is essential. If history indicates that a pump has had seal fail issues in the past that now are becoming more frequent, the likelihood of total pump failure as high. If the pump is responsible for supplying irrigation to a small section of a park, you must decide if the consequence of failure is also high. If the pump is responsible for supplying potable water to many households and has now failed, the consequence of failure has definitely increased. A well thought out maintenance program can achieve a balance that is not only manageable but also efficient and cost-effective.  

Costs and deferred maintenance

A large portion of an organization’s labor budget involves scheduled maintenance costs. To decrease those costs, some utilities opt for deferred maintenance. This may bring short-term savings, but deferred maintenance can have long-term consequences. A lack of maintenance activity can cause serious deterioration of potable water and wastewater collection systems. 

In regards to overall maintenance activity, recognizing what is reasonable for the size and budget of your organization is important. Maintaining a piece of equipment or a section of a water or wastewater system that has exceeded its life expectancy will eventually have consequences.

Maintenance costs have to be compared to capital replacement costs. At some point the hydroexcavator or 2-mile section of sanitary sewer line will need to be replaced. If capital funding is necessary, illustrate maintenance frequency as it relates to system or equipment age. Describe in detail the benefits of system or equipment upgrades. Forecasting exactly when a system or equipment failure will take place is not an exact science, so it is in the best interest of your organization to be proactive. 

Preventive maintenance will prolong the life of a system as well as its affected equipment. As discussed earlier, field input is essential in detailing the preventive maintenance portion of a maintenance program. A comprehensive work order system or CMMS (computerized maintenance management system) software program will also increase the efficiency of your organization’s various maintenance programs. If properly developed, an effective maintenance program will have a positive impact throughout your organization. 

Chris Lopez
Senior Collection System Operator
Rancho California Water District



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