Maintenance Management — Breakdowns, Preventive Maintenance, Spare Parts and MTBF/MTTR

1. What the Maintenance window is for

Machines, moulds, vehicles and plant equipment are tracked in this window as maintenance assets. Each asset gets a preventive maintenance plan (every N days, N running hours, N cycles or N km); when it is due a planned maintenance work order opens by itself. When a machine breaks down the operator reports the breakdown or calls Andon from the MES terminal; the technician starts the work order, ticks the checklist, issues the spare parts used from the warehouse and finishes the job. From these records come MTBF / MTTR / availability, the breakdown Pareto, maintenance cost and the inspection / certificate / calibration calendar.

Tabs: Work orders · Assets · Calendar · Reliability (MTBF/MTTR) · Breakdown Pareto · Maintenance cost · Spare parts · Plans and definitions. Clicking a box on the summary strip at the top opens the related tab. The window is in both the Production and the Stock and warehouse groups of the Dock.

2. Assets and import

New asset: code, name, type (machine, mould, vehicle, plant, equipment, measuring device), linked record (machine card, a mould in work centers, a vehicle plate in shipping, a measuring device, or independent), criticality, location, person in charge, brand/model, serial no, installation date, warranty and service contract end.
Criticality: A = production stops if it stops, B = important, C = low impact. An open breakdown on an A asset becomes a red warning on the Owner Dashboard and in Pulse; the reliability list shows A assets first.
Daily planned running hours are the basis of MTBF (when there is no meter). If empty, the machine card's daily capacity is used, otherwise 24 hours.
The Import… menu previews the machine, mould or vehicle list first (it writes nothing). The ones you tick are opened as assets. If a machine card has the old "every N days" / "every N units" maintenance setting, it becomes a plan and the last maintenance date is kept. Records already linked are skipped as "Already linked".
An asset with work order history is not deleted but made inactive.

3. Preventive maintenance plan

On the asset card use Add plan: task description, period type (calendar day, running hour, cycle/shot, kilometre) and period, last maintenance date or the meter value at the last maintenance, a "how many units early to open the work order" margin, checklist (one item per line), required parts (one "stock code quantity" per line), estimated duration, responsible technician and the Open a planned maintenance window in APS option. Next maintenance = last maintenance + period; the status is shown as Not due · Approaching · Today · Overdue.

Plans and definitions › Open work orders for due plans opens a planned work order for every plan that is due (or inside its early margin) and has no open work order; Dry scan only lists them. The plan's checklist is copied to the new work order and a message goes to the person in charge; if the plan asks for an APS window, a planned downtime is written into the machine's calendar (it does not count as an OEE loss). When the work order is completed the plan's last maintenance date and meter base are renewed. If BAKIM_GOREV=1 is set on the server the same scan runs every hour by itself (off by default).

4. Meters

Running-hour, cycle and kilometre meters are written by hand on the asset card with Enter reading; the value cannot be lower than the last reading. If the meter was replaced choose Meter replaced / reset; the plans' base moves to the new meter keeping the used part. Synchronise meters reads, for assets linked to a machine, the running time (hours) of production confirmations and MES terminal finishes and the confirmed quantity (cycles) since the last reading, and for moulds the shot counter in work centers, and writes a new reading.

5. Breakdown report and Andon

Report breakdown (Work orders tab or on the phone): choose the asset, write what happened; if "Machine stopped" is ticked the breakdown start is recorded as machine downtime. Reporting does not need the technician permission; a production or machine card permission is enough.
When the machine stops three things happen: the machine card goes into maintenance status (it drops out of capacity), an unplanned downtime is written into the machine's calendar (APS sees the machine as closed when rescheduling, OEE availability drops) and if a production order is running on the machine at that moment a suggestion to open a "machine breakdown" hold in Stuck Work appears. If the machine's MES station is already "paused", MES keeps the downtime and no second downtime is opened.
MES Andon: when the operator calls a "maintenance" Andon from the terminal, the call appears in the Open maintenance calls box; Open work order opens the breakdown work order at the call's opening time and marks the call accepted. When the work order is completed the call closes with the solution note. A second work order cannot be opened for the same call. Open "machine breakdown" holds in Stuck Work are listed in the same box.

6. Work order flow

Statuses: Open → Assigned → Started ⇄ Waiting for parts → Completed; a work order that is not completed can be cancelled. The work order card shows only the buttons valid in that status; the rule is on the server.

Button	What it does
Assign	Enter the technician's user name; a message goes to the technician.
Start	Stamps the start time (assigns you if nobody is assigned). In planned maintenance the linked machine card goes into maintenance and the planned downtime moves to the real start; for a mould the mould in work centers goes into maintenance; for an Andon job the call is accepted.
Waiting for parts / Continue	The waiting time is summed separately and deducted from labour (not from repair time: the machine is stopped during this time too).
Complete	A failure code is required on a breakdown work order; every checklist item must be marked "OK / Not OK / Not applicable". Root cause, solution and labour hours (if empty: start–finish time minus waiting for parts) are written. The downtime record closes with the real duration, the machine card returns to running and its last maintenance date is stamped, the Andon call closes and the plan's base is renewed.
Cancel / Reopen	Only with the maintenance definitions permission. It cannot be cancelled while there are issued parts; return the parts first.

In the Photo and service form area of the work order card you attach a photo, test report or service form; the asset card also keeps manuals and certificates.

Who carries it out: a work order assigned to someone can only be started, put on hold and finished by that person or by a user with the maintenance definitions permission; a technician can only take a job for themselves, assigning it to someone else needs the definitions permission. Of two actions arriving at the same work order at the same time only one is applied, the second gets the "cannot be done in the current status" message. Cancelling a planned work order postpones that due date: the plan counts again from today and the next scan does not reopen the same job. The old maintenance/breakdown record in Production › Machines is now this window's work order (list, open and close use the same record); planned maintenance updates the machine's last maintenance date, a breakdown repair updates a separate "last breakdown" date.

7. Spare part issue and critical spare parts

In the Spare parts section of the work order card enter the stock code, warehouse and quantity and press Issue part. The part is deducted from that warehouse with a stock issue slip (the action is refused if the warehouse does not have enough stock); the unit cost is taken from the average purchase price of the last 12 months (otherwise the card cost) and added to the work order's parts cost. Parts can only be posted to a started work order, only from a company-owned warehouse of normal type (not from a consignment/customer-owned, quarantine, subcontract, in-transit or scrap warehouse), and by default only spare part, equipment and machine cards or cards without a type can be consumed (other types such as raw material are enabled under Plans and definitions › Settings › Card types that can be consumed as parts; expense/service cards are never consumed). A closed work order takes no returns: reopen it first. A return also writes the lot quantities taken at consumption back to the lot ledger. A wrong part is taken back with Return by a receipt slip into the same warehouse; the line is not deleted but stays struck through.

The Spare parts tab lists the cards whose stock card type is "spare part": on hand, safety stock and reorder point (from the stock card's planning fields, otherwise the minimum level), the monthly rate from maintenance consumption of the last 180 days and the suggested purchase. Cards out of stock or below safety stock come first.

8. Reliability: MTBF, MTTR, availability

MTBF (mean time between failures) = running time ÷ number of breakdowns.
MTTR (mean time to repair) = total repair time ÷ number of breakdowns. Repair time runs from the moment the machine stopped (for Andon, the call's opening) to the moment the work order finished.
Availability = MTBF ÷ (MTBF + MTTR).
Running time: if there are at least two hour-meter readings in the period, the meter difference; otherwise days × daily planned hours − breakdown downtime.
Example: on a press that ran 1,000 hours four breakdowns took 2 + 3 + 5 + 2 hours → MTBF 250 hours, MTTR 3 hours, availability 98.81%.
For an asset with no breakdown MTBF and MTTR show "—" and availability 100%. The list is sorted by criticality (A first), then by number of breakdowns.

If a meter was replaced, enter the reading with the "meter replaced" mark: running time is the separate sum of the pieces before and after the replacement (60 → 120, replacement, 5 → 45 = 60 + 40 = 100 hours). The asset card and the reliability report use the same period (by default the last 365 days) and the same calculation. Limitation: day-based plans count calendar days, and without meter readings the plan-based running time counts every day as a working day; public holidays and non-shift days are not deducted — for assets with holidays enter the daily running hours as an average or record hour-meter readings.

9. Breakdown Pareto and maintenance cost

Breakdown Pareto ranks breakdowns by failure code, asset or root cause, by number of breakdowns or by repair time; the lines that make up 80% of the breakdowns are shown in bold. Maintenance cost sums the parts + labour cost of work orders that are not cancelled by asset, month or work order type. Labour cost = labour hours × the hourly rate in Plans and definitions › Settings. The same data is in the Maintenance cube of the Analysis Studio (number of breakdowns, repair time, MTTR, parts and labour cost, quantity of parts issued; breakdowns by asset, type, criticality, failure code, root cause, technician).

10. Maintenance, inspection and certificate calendar

The calendar gathers these dates in one place: inspection, certificate, calibration, warranty, service contract, insurance and licence records entered with Add expiry on the asset card; the asset's warranty and service contract end; the linked vehicle's inspection, traffic insurance and comprehensive insurance dates (Shipping); the linked mould's maintenance and calibration due dates (Work Centers); the linked measuring device's calibration date; the next maintenance day of day-based plans and the target date of open work orders. Each line is marked Expired · Within 7 days · Within 30 days (the record's own warning days) · Later. Renew marks the old record "renewed" and opens a new record with the new expiry. An expired document and an open breakdown on a critical asset appear in the attention list of the Owner Dashboard and Pulse; if BAKIM_GOREV=1 is on, a summary message goes to the person in charge every morning.

11. On a phone

On a small screen the window switches to a three-step Garden layout. Assigned to me: your open work orders are listed as cards; tapping one gives four steps — 1 Start (or waiting for parts / parts arrived) · 2 Check (OK / Not OK / Not applicable for each item) · 3 Parts (stock code, warehouse, quantity) · 4 Finish (failure code, work done, photo). Report breakdown: the operator chooses the asset, writes what happened and ticks whether the machine stopped; when the work order is opened they add a photo. Calendar: upcoming and expired documents and the month's list.

12. Permissions

View and report breakdowns: one of the maintenance permissions, the production module, the machine card or the warehouse permission.
Run work orders (assign, start, parts, finish, meters): bakim (Technician) or the machine card permission.
Definitions (asset, plan, failure code, calendar, cancel, reopen, settings): bakim_tanim.
Permissions are given in Settings › Users › Maintenance management. A read-only user and a server with the write gate closed cannot write any maintenance record.

13. Messages

This action cannot be done in the work order's current status: for example a job that has not started cannot be completed; press Start first.
Choose a failure code to close the breakdown work order · There is an unmarked item in the checklist: fill in what is missing before completing.
… on hand in warehouse … is …, requested …: that warehouse does not have enough stock; choose the right warehouse or enter stock first.
The work order cannot be cancelled while there are issued parts: return the parts.
No maintenance asset is linked to this machine: import the machine as an asset first for Andon or breakdown reports.
The meter value cannot be lower than the last reading: if the meter was replaced, tick "Meter replaced".
A work order has already been opened for this record: a second work order cannot be opened for the same Andon call or hold.