By Grant Andrews, Uniqco Managing Director and IPWEA fleet expert
Did you know that an estimated 80% of plant and vehicle failures have little to do with faulty machine design?
Most of the time, maintenance failure is the culprit!
In many ways, today’s fleet manager is essentially a risk manager, and managing ‘maintenance failure risk’ is a top priority.
There are two prime reasons for this - the first being that when machines fail in the field, the chain of responsibility usually tracks back to the workshop. But secondly, the true cost of failed maintenance can be quite considerable if the consequent repair costs, lost production or injuries are taken into account. 
I often hear workshop managers say they “don’t know why” a machine packed up, but more often than not it can be tracked back to failed maintenance.
Even when mechanics are meticulous, there are unexpected gremlins that can creep in to negate their best-practice efforts. For instance, I recall a case where every rule in the book was followed in servicing an earthmoving machine, but it kept on breaking down simply because of a dusty workshop environment!
With that in mind, here are five procedures which will help you reduce maintenance failure risk. They are by no means comprehensive because as the ‘dusty workshop’ tale proves, vigilance is required across numerous areas. But these five procedures are fundamental:
1. Maintaining detailed records
Whether repairs and maintenance are conducted in house or by external contractors, good recording and monitoring systems need to be in place. This is to ensure that repair and maintenance times are controlled, performance standards are met and that accurate records of each repair are kept.
Apart from monitoring cost and performance, detailed records of servicing, and repair and maintenance are essential to avoid the issue of liability when operational accidents are open to question.
Good records also provide the basis for feedback to operations supervisors about the reasons for failures when they are due to either the operator or inappropriate use of the item. This provides the supervisor with the information needed to take corrective action with the operator.
2. Use of genuine parts
Genuine manufacturers’ parts or manufacturer approved generics should be used in all repairs and maintenance wherever possible. Warranty on genuine spare parts often ensures that subsequent premature failures are also covered by warranty. Moreover, where evidence can be produced that genuine parts have been used, it will normally improve resale values.
3. Programmed safety checks
Safety checks on every item of plant and all vehicles are critical.
- Miscellaneous plant must be checked every year as a minimum.
- Low utilisation plant should be checked and serviced regularly (every six months minimum) to ensure that downtime doesn’t suddenly start accumulating when the plant or vehicle is required for operational use because of flat batteries and the like.
4. Repairs to manufacturers’ specifications
When specifying repairs, ensure that the repair of the plant or vehicle is undertaken according to manufacturers’ specifications. In many circumstances items are repaired just to keep them running, but this often causes more failures. Where repairs are undertaken by an in-house workshop to manufacturers’ specifications there is a greater likelihood that warranty claims will be accepted.
5. Oil sampling and analysis
Oil Analysis is an important risk management tool to predict failures and should be an integral part of the condition monitoring program of the fleet - even beyond warranty on high utilisation plant, vehicles and equipment. An oil analysis program can identify abnormal trends and pinpoint the wearing components as well as the severity of wear taking place. This allows for appropriate action to be taken rather than ‘unscheduled reactions’.