PREVENTIVE MAINTENANCE MANAGEMENT DECISION SUPPORT SYSTEM FOR PALM OIL MILL (PMMDS) LEE HWANG CHIN

PREVENTIVE MAINTENANCE MANAGEMENT DECISION SUPPORT SYSTEM FOR PALM OIL MILL (PMMDS) LEE HWANG CHIN This report is submitted in partial fulfillment of the requirements for the Bachelor of Computer Science (Software Engineering) FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY KOLEJ UNIVERSITI TEKNIKAL KEBANGSAAN MALAYSIA

ABSTRACT All the chapters that will be discussed in this thesis will contain the overall proposed system - Preventive Maintenance Management Decision Support System. It is start from the Introduction, Literature Review and Project Methodology, Analysis, Design and Conclusion. In the chapter introduction, the scopes that will be discussed are briefly describing the project background. From the project background, the problem statements have been found and the proposed system will be suggested by discussing the objectives of developing proposed system. The scopes of the proposed system have stated as a guideline to make sure the proposed system develop within the scopes. After that, the project significant has been listed to let the reader understand about the business value of proposed system. In the chapter literature review and project methodology, fact and finding has been done for all the information that related with the proposed system. From the research has done the appropriate project methodology- V-Model; has been chosen to use to develop the proposed system. In the chapter analysis, the analysis skills are required here to analysis the process of the current system and the problems that the current system had faced. After that, the requirements analysis has been done to analysis the basic requirements that required developing the proposed system. In the chapter design, there contain the information of high-level design that discussed about the raw data input/ output, system architecture, user interface design and database design of the proposed system. At last, the conclusion has been done for the overall proposed system where the observation weakness and strengths, propositions for improvement and contribution of the proposed system are stated too.

ABSTRAK Semua bab yang telah dibincang dalam tesis ini adalah tentang sistem cadanagn- Preventive Maintenance Management Decision Support System. Ia bermula dengan Pengenalan, Kajian Penyelidikan dan Cara Pembanguan Projek, Analisis, Rekabentik dan Rumusan bagi keseluruhan sistem cadangan. Dalam bab I, latar belakang bagi sistem kini telah dikaji dan masalah-masalah telah dicatatkan. Tujuan sistem cadangan dikaji dan lingkungan projek dibincang supaya tidak alri pada skop. Kemudian bincangkan telah kepentingan sistem cadangan. Dalam bab 11, kajian penyelidikan telah dibuat supaya lebih faham tentang sistem yang akan dibangun. Suatu cara pembagunan yang sesuai telah digunakan untuk membangunakn sistem cadangan ini. Dalam bab 111, analisis tentang sistem kini dan masalah-masalh yang dihadapi oleh pengguna telah dikaji. Daripada kajian yang telah dibuat, keperluan yang harus dimasukkan dalan sistem cadangan telah dihasilkan sebagai panduan untuk meneruskan proses pembanguan sistem cadanagn. Dalam bab IV, rekabentuk bagi sistem cadanagn telah dibuat. Ia merangkumi system architecture, reka bentuk antaramuka sistem cadangan dan reka bentuk pangkalan data yang dibangunkan. Akhirnya, rumusan secara keseluruhan telah dibincang bagi kelemahan dan kekuatan sistem cadangan, penguatan kelemahan bagi masa depan dan bakti-bakti yang diberi oleh sistem cadangan ini kepada semua pengguna.

CHAPTER I INTRODUCTION 1.1 project Background The system that will be developed for the Project Sarjana Muda is Preventive Maintenance Management Decision Support (PMMDS) System for Palm Oil Mill. This system is used to manage maintenance the machines in computerized. It can use for any manufacturing machines. This is because the objectives and principles of preventive maintenance programmes (PMP) are the same for any processing industry within an industry. The proposed system can divide to four modules which are user login, preventive maintenance, work order, and data analysis maintenance. Firstly, in the module user login, the to-be system will request the user to enter their user ID and password before login into the PMMDS system. The purpose of this module is to prevent the PMMDS system only accessible by the authorized user only. Beside that, the administrator also allow to add the new user meanwhile the user can only edit own password. In module PM, user can prepare the single preventive maintenance task and view the scheduled PM list. This module also allows user to generate the work order and operate as well as scheduled. During the module work order, the user allows to prepare the inspection work order, generate the inspection task. However, we also need to consider preparing the work order during the machine breakdown uncertainly. Then, all the records will be updated. All the report for work order allowed printing.

At last, PMMDS system provides function data analysis for the user to achieve the details data from the PM schedule and work order which has been. The result diagnosis of the root cause and solution will be provided. 1.2 Problem Statement In this section, the problem statements will be discussed which found in the current system. After analyzing the existing system, there have a lot of weaknesses that we should look into. There have briefly described the problem statements that occur in the real environment and below are the details of each problem: 1.2.1 PM is unduly costly This logic dictates that it would cost more for regularly scheduled downtime and maintenance than it would normally cost to operate equipment until repair is absolutely necessary. This may be true for some components; however, without preventive maintenance, for example, costs for lost production time from unscheduled equipment breakdown will be incurred. 1.2.2 PM as a secondary core business Nowadays, with profit margins decreasing, the need for a good maintenance planning and control system is obvious. However, often maintenance is a secondary process in companies that have production as their core business. The result is that maintenance does not receive enough management attention. So then, the effort that put

into the maintenance without provide an effective way to control the equipments management. 1.2.3 Paper- driven maintenance system For some industrial organizations, maintenance managers still use a traditional, paper-driven maintenance system that cannot effectively track the hundreds of work orders crossing desks each week. Still, each work order contains information that will affect labor hours, inventory, purchasing, and (ultimately) production. A paper- driven maintenance system will affect the efficiency of maintenance management and cause the loss of data. 1.2.4 Current CMMS do not easily facilitate the process of planning and scheduling Currently, most CMMS do not easily facilitate this process, and as a result, much of this work is performed using manual log books and worksheets. Some CMMS have the facility to perform some of these functions, but often the biggest gap is the capability to collect data and analyses it with regard to Weekly Schedule completion. 1.3 Objective The objectives to develop this PMMDSS are: To increase mechanization and automation of the process Preventive Maintenance management.

a To adequate planning of maintenance operations so that the needed spare parts and materials are on hand. a To analyze the maintenance operation through reports and data analysis. To act as a human decision support tools. 1.4 Scopes The Preventive Maintenance Management System that will be developed can divide to four main modules which are user login, preventive maintenance, work order, and data analysis. The PMMDS system is suitable for most of the industrial organizations which need an effectively preventive maintenance system. 1.4.1 In the module user login This module will allow the user to enter their user ID and password. Then validate check the status accessible of that user. This module can then decide the accessible links of that particular user login. This is to prevent the unauthorized user login the system and alter the essential data. It also include the function new user registration which allow the administrator to add new user or edit the user data. 1.4.2 In the module preventive maintenance

1.4.4 In the module data analysis Data is usually collected so PMMDS system can make some decisions and then take focused action. Then the system can analysis the record(s) and filter out the related record(s) in table or graph's view. The process analysis will contain the calculation where the total cost spend for each machine within a period will be analyzed. 1.5 Project Significant The significant of the PMMDS system are: To increase mechanization and automation of preventive maintenance management It has been found uneconomical to retain large maintenance staffs for emergencies that can be avoided through planning and systematized inspection. To adequate planning of maintenance operations An adequate planning and scheduling in the maintenance will ensure that all the needed spare parts and materials are on hand when the work order required to do base on scheduled or unscheduled.

To analyze the maintenance operation through reports and data analysis. A PMMDS system not only stores data that user enter at start-up, but also tracks data as time progresses. From the data analysis, it can identify the problems of maintenance and allocate the efficiency resources. To reduce the failure of equipment before and after it actually occurs. It is designed to preserve and enhance equipment reliability by replacing worn components before they actually fail. Preventive maintenance or correction of defective conditions not only decreases the cost of repairs but also maintains the quality and capacity of machinery. This is because a poor maintenance management system may cause the production interruption. This will make a loss of an industrial organization. Therefore, fewer large- scale repairs in equipments become a reason why the user needs an effective maintenance system. 1.6 Expected Output Below are the expected outputs that the system will provides in each module: 1.6.1 In the module user login

The system validates check the user entered user ID and password. Then allow the valid user to enter the system. If the entered user ID and password is invalid, then the error message will be prompted as warning. The new user can be added. The administrator can edit the user data meanwhile the user uncategorized to admin can only edit own password. 1.6.2 In the module preventive maintenance Automatic schedule the preventive maintenance's date and time that a particular machine need to service. Allow generate the work order into the PM's and the next PM will be automatic generated based on user request. 1.6.3 In the module work order Create the work order during the respective machine is breakdown or for the purpose inspection in order. Display the work order that have been assigned to an employee, but still pending. Close the work orders that have been completed. Calculate cost of each part and find out the critical and weight of each part.

1.6.5 In the module data analysis The PMMDS system will statistically defines the probabilities of the failures for individual components in the subsystems. The analyzed data are the result PM schedule and work order. For example, the cost spends for whole machine maintenance, the machines are under maintenance schedule, and the machines are out of maintenance schedule and the suggestion to overcome the problems. The results of the FMECA and 3D snapshot should be included in a report that identifies the level of the analysis, all documents, data sources, and the techniques used in order to perform analysis. 1.7 Conclusion As a conclusion, increased implementation of Computerized Maintenance concepts in the process industry raises issues in the planning of production and maintenance within a process plants is essential. Now, it's nearly impossible to find any maintenance department still using paperbased procedures and it should not put the maintenance management as the secondary consideration. To increase the productions and increase the life of equipment, the user can achieve them by a few 'key strokes'. The data of maintenance will also become more systematic. The PMMDS system provides a computerized preventive maintenance scheduling system for the industrial organization. It allows creating the work order during the machine breakdown or for inspection in order. This will make sure the maintenance management is always run in order and handle the emergency breakdown

effectively. It also can schedule the preventive maintenance automatically based on time, meter or daily. Indirectly, it can save the time and the human power by scheduling the preventive maintenance automatically. Then the scheduled work order will send into the work order's list. At last the report can be print out based on user's preset. Lastly, the topics of next chapter that will be discussed are the details of literature review and project methodology; which include the fact and finding, high- level project requirements and project schedule and milestones.

CHAPTER I1 LITERATURE REVIEW AND PROJECT METHODOLOGY 2.1 Introduction This chapter will discuss about the literature review and the project methodology that will be chosen for the proposed system after the literature review. A literature review is an account of what has been published on a topic by accredited scholars and researchers. Occasionally we will be asked to write one as a separate assignment, but more often it is part of the introduction to an essay, research report, or thesis. The purpose that writing the literature review is to collect and analyses what knowledge and ideas have been established on a topic 'Preventive Maintenance Management Decision Support System', and what their strengths and weaknesses are. As a piece of writing, the literature review must be defined by a guiding concept. Beside that, explanation of how each work is similar to and how it varies from the others will be discussed here too. Then conclude the researched information and make the greatest contribution to the understanding and development of their area of research.

From the literature review that has been researched. The appropriate methodology is choosing to develop the proposed system. This is because 'appropriate methodologies are intend to improve the software development process and help software developer to develop quality software, faster and inexpensively' (Dr. P. Sellappan, 2000). So that, different methodologies are inevitable, stemming directly from the questions of what constitutes a methodology and what are a methodology's underlying principles. Projects differ according to size, composition, priorities, and criticality. The people on a project have different biases based on their experiences, principles, and fears. These issues combine so that what is optimal differs across projects. 2.2 Fact and Finding Every problem is surrounded by information that is fundamental to the development of a solution. Much of this information, however, is by passed by our tendency to preconceive our own views of facts and to reject the data that doesn't support our assumptions. Most problems have obviously fact that 'can be gathered. Below is the observation that has done for the fact of current maintenance system. 2.2.1 Domain Preventive maintenance is the practice of replacing components or subsystems before they fail in order to promote continuous system operation. The schedule for preventive maintenance is based on observation of past system behavior, component wear-out mechanisms and knowledge of which components are vital to continued system operation.

Over the past twenty years, we have witnessed the recognition of maintenance as essential to the core business operations. However, most companies fail to adequately define the role and operation of maintenance within the business enterprise (C. Paul Oberg and Mr. Oberg, 2005). From here, we can find that how important of the maintenance within an organization. The concept of a decision support system (DSS) is extremely broad and its definitions vary depending upon the author's point of view (Druzdzel and Flynn, 1999). Nevertheless, according to Power (1997), the term decision support system remains a useful and inclusive term for many types of information systems that support decision making. He humorously adds that every time a computerized system is not an on-line transaction processing system (OLTP), someone will be tempted to call it a DSS. So that, preventive maintenance decision support system can define as decision making for the maintenance management by analyzing the gathered data and find out the root cause of a problem, then produce the solution for the users. 2.2.2 Existing system Actually there have various preventive maintenance systems that already exist in the market. Now, the details about the existing system will be discussed since they are similar to the proposed system and comparison from the various types will be done. 2.2.2.1 COGZ CMMS One of the existing preventive maintenance scheduling software is COGZ CMMS Software. This Computerized Maintenance Management Software offers the

user an easy method to keep track of the equipment, inventory, and employees. COGZ stands out among CMMS Software. It takes very little time to use and implement; therefore, reducing the costs often associated with operating maintenance software. COGZ and COGZ EZ are integrated CMMS Software systems consisting of Equipment Maintenance Software, Work Order Management Software, Preventive Maintenance Software, Inventory Management Software and Purchasing Software. However, in this part, the features of Work Order Management and Preventive Maintenance of COGZ will be compared since they are in the scope of the proposed system. COGZ EZ focuses on Preventative Maintenance and Work Orders. Supporting features such as inventory and purchasing are also included. COGZ EZ, a CMMS Software package, is designed to "get the job done!". COGZ includes additional reports and data analysis features to fine tune your maintenance operation. COGZ EZ is the foundation for COGZ CMMS Software line. The figure 2.1,2.2 and 2.3 show the sample interfaces that provided by the COGZ in the work order. Below of each sample interfaces, briefly explain the concept and functions that provide by each interface. Figure 2.1 Sample interface for COGZ work order list

COGZ CMMS software work order list view puts all of user's work order information right in front of the user. No searching through screen after screen! At a glance, the user can look at Work Orders, Tasks, and Completed Tasks just by clicking on the corresponding tabs. Just click on the Print button to print the highlighted work order. As with all lists in the COGZ preventive maintenance software, the user can customize their list display with the Menu button or by right clicking in the list. All lists and forms in COGZ CMMS are easy to access, read, add, or edit. The individual Tabs are sub-lists that relate to the current highlighted item. You can simply click on the desired tab to display the information. The user can also use the Work Order List (Wide) to see both the Work Orders and the selected tab at once. Tab choices are: Work Orders - work order (WO) numbers, equipment number, work order (WO) description, assign to, date scheduled, type of work order (WO), request number, status, and priority. Tasks - all work to be preformed on that work order (WO). Completed Tasks - all finished tasks on that work order (WO) Figure 2.2 Sample interface for COGZ Work Order Sort

The Sort feature allows the user to sort by any column displayed in the Work Order List simply by clicking on the column header. The Sort feature is available for each list contained in the COG2 CMMS software program. lo _Wnk Orders [~lnd][ "-hlle; Olljll- L I-* [Menu] I IU~I~IHL~II~CUI---- -- - I1 1:. 72.JAN01.MACHINE 02--- - rnc_vc~u?~vc-wunk Figure 2.3 Sample interface for COGZ Work Order Text Filter The Text Filter is used for searching text, letters, or words contained in a record. This is a needle in the haystack feature and will find anything in the entire record. Text Filters are located in all list modules of the COGZ CMMS software program. 2.2.2.2 PMXpert Software CMMS (PMXpert) PMXpert Software CMMS is friendly user system which allows the user to handles it "On Demand Maintenances" with a click button. Most of the features include: PM schedule, Services Requests, Word Orders, Cost Entry, Cost Reviews, Equipment, Purchase Orders, Meter Updates and Inventory.

The PMXpert also provide the functions of: Work Order: Clear, concise and easy to read. Print out work orders that show procedures, checklists, parts and labor requirements. Each work order generated will detail the necessary equipmentlrepair procedures, parts, labor, fluid and other costing types. The figure 2.4 below will show the sample of interface for PMXpert work order. work Dl 0. d, u JIisJ: ; P.dabk l e d Or I d & Check oil level md cleanirness Drain moisture from the tank Check belt tension Visual inspection of pulley alignment Clean arr filter (warm soapy water and rinse) Figure 2.4: Sample of interface for PMXpert work order Procedure Attachments: PMXpert lets the user to prints procedures with work order reports. But for the procedures part the user need to type in manually to the work order. Scheduling: Up to date information is provided. Select a date and find each piece of equipment that will need preventative maintenance up to that date and exactly what the service is. The Figure 2.5 will show the sample of interface for PMXpert PM Schedule.

Drda- -- Wrl Date 12&,/:W? T 5 Pcrcibut? 161 1 W n 2't es Sm+xe! 2.EJ2302~ Pete Mm%ly Savre -- 7 2)- YL"002_i1 986 GMC 2'4Tpr -- MW'Y ~ W E -------- Figure 2.5: Sample of interface for PMXpert PM Schedule 2.2.2.3 FaciliWork Maintenance Management System (FMMS) The third existing system that will be discussed and compare with the proposed system is Facili Work Maintenance Management System (FMMS). FMMS is designed for companies that need a convenient, easy- to- use, flexible system for scheduling, managing, and tracking their maintenance tasks. It gives the user the tools that the user needs to track and schedule their maintenance tasks, personnel, assets, parts, and supplies effectively. It allows the user easily build preventive maintenance schedules and generate both corrective and scheduled work orders. The FMMS provides the function of:

Work Order: Create work orders automatically according to existing scheduling information, or create them manually when unexpected maintenance is required. Each work order can be assigned a priority status, labor hours, parts, materials, and costs. The figure 2.6 show the sample interface of FMMS work order. Figure 2.6: Sample interface FMMS Work Order Scheduling: Both meter-based and date-based scheduling is available. The user can use both at the same time if needed. The FMMS gives the user an overview of all the maintenance jobs on a calendar. If the user wants to view the work order for the particular date, he/ she can click on the date of calendar. The figure 2.7 shows the sample interface FMMS maintenance scheduling. The detailed listing of scheduled work order, unscheduled work orders, and open service requests will present. However, it may take a lot of time to load from one page to another.

Figure 2.7: Sample interface FMMS Maintenance Scheduling Procedure Attachments: FaciliWork lets the user to prints procedures with work order reports. The user can choose whether to print entire procedure, just text, or just titles. 2.2.2.4 Existing system versus proposed system Since the COGZ CMMS software, FMSS and PMXpert are the existing software and used by many industrial organizations, but there still has it's weakness that should be improved. However there should not deny that there have also a lot of features in COGZ CMMS software and FMSS that can apply them into the to-be system. So the tobe system will become more efficiency and strength. Firstly, from the analysis through out the COGZ CMMS software, FMSS and PMXpert, we found that they do not mention about the function authentication. In my opinion, the authentication is an essential function that we need to apply in the maintenance management. It is important to ensure the integrity of the customer's and your processed data, and prevent the unauthorized and undetected modification, substitution, insertion, and deletion of that data. However in my proposed system, there has an efficiency authentication function for the user login. This is to prevent the lost of

confidential data and unauthorized editing. There have some access right for the staff from each level: Table 2.1 : Access right for each level General Staff of Technicians Manager of Maintenance Maintenance & Access Right & Development Development Public access (View and edit all data J including information employees) View and edit (Preventive maintenance J J data) View J J J Secondly, the COG2 CMMS and PMXpert will closed the work order in manually which show in figure 2.1 and figure 2.4. The user required to click on the button Close WO and close in manually. In opinion, it is not efficiency for the technology nowadays. So that, in the proposed system, an effective close WO function will be created since it can allow the user close the work order manually or automatic close the work order in a period after the work order has been done but no closed. The closed work order will update into the history which display in grid view.

Thirdly, they do not mention about the work order for the breakdown after the working hours, since the studies have shown that only 24 percent of plant breakdown occur during normal maintenance departments hours (Michael V. Brown, 2004). Meanwhile the to-be system will available provide the overall scheduling for the equipment maintenance. Form here; it can decrease the percent of unexpected breakdown after working times. Fourthly, the COGZ CMMS and PMXpert do not provide the automated scheduling for the preventive maintenance. In fact, manufacturing systems are complex. Often, large numbers of machines, workers, and part types are found in factories. The large numbers of random events make the scheduling of manufacturing systems difficult S. X. Bai and S.B Gershwin September 7, 1990). However, Scheduling is frequently a militarily significant procedure. In a battlefield environment, it is often important to have access to rapid scheduling techniques that produce effective and efficient schedules (Dr. Julian Eugene (Gene) Boggess and Mr. Abdul Mukheeth, 1997).The proposed scheduling will provide the schedule automatically or under user supervision, which realistically exploits the flexibility of the system being scheduled. Beside that, for PMXpert do not have the data analysis for the work order, PMXpert just only got the report analysis that use in maintenance repair costs are and for each detail in costing you on each piece of equipment. Data analysis is really important as for each time of the maintenances had been completed, the system must refer to the problem been exist in the machine so when the next maintenance the technicians will safe some times as from checking from the previous data. As this will safe the labors work and time. Anyway, the FMMS is really powerful maintenance software. All the features that contain in the proposed system are almost similar as FMMS. But, there have some things that need to enhance is the concept to design the maintenance scheduling. Nowadays, most of the software provides an easy- use interface and a systematic data management. In the proposed system, they will list all the detailed data in a grid and mark up category for each data (e.g. scheduled work order, unscheduled work orders,

and open service requests). There have a filter for the user if they want to view the precise data. It can save the loading from one page to another. As a result of the analysis, all the features of three existing system above and they proposed system- PMMDS system has concluded within table 2.2 and 2.3 in Appendix A. 2.2.3 Techniques Just as no one form of management is best for every facility; no one scheduling method fits every facility (Michael V. Brown, 2004). Therefore, develop a maintenance scheduling system is really depending of the type of operation. After analysis the existing maintenance software and the proposed system, there have some techniques that would like to add for the existing software as an enhancement. 2.2.3.1 Authentication The proposed system provides an authentication login for the users. The authentication is important for a system since the system contain the confidential data which should be protected and do not allow to edit by an unauthorized. In the proposed system, there have three levels for the access right which have represent in the table 2.1. So that, when a user login into the proposed system, the system will validate check the access right of the user accessible. Then enable the link of information that the user can access and disable the path that the user wants access.

2.2.3.2 PM scheduling The proposed system (PMMDS system) are automated built-in test system which make use of IF-THEN rules to make a decision (based on inputs)-since they are automated, they can replace a human expert's decision-making responsibility. PMMDS system are able to continuously monitor the condition of a system and make expert decision, whereas human experts may not be available to continuously monitor a system. The PMMDS system can automatically adjust preventive maintenance schedules to compensate for maintenance work completed ahead of or behind of schedule. The scheduling function also stages materials, tools, and sub-projects. In a scheduled environment craftspeople can know their next jobs ahead of time (Joel Levitt, 1997). Proper planning will ensure that high-priority jobs are not displaced. 2.2.3.3 Work Order Automation The proposed system will provides an effectively tracking and applying everything important to the manufacturing including equipment management, processing warranty information, and work order automation for routine maintenance procedures like oil changes, will simplify all the operating procedures and maintenance scheduling to reduce the costs associated. The work order which has been done will be close automatically or under the user supervision. This is to prevent the human behavior - forgetful. So then, if a completed work order do not closed immediately, the system will automatic close it after end of the day. 2.2.3.4 3D Snapshot Analysis