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MAINTENANCE MANAGEMENT SYSTEM

Guideline for Maintenance Operating
Procedures

Extraordinary Maintenance

ABSTRACT

This guideline supports the activities to perform Extraordinary Maintenance both for Budget definition and for extra Budget
phase.

01 See Revision Sheet F. Fabio E. Trovato R. Vanzini 15 Dec. 06

00 Final Issue Fabio Cadelli Vanzini 19 Dec. 03
REV REASON FOR ISSUE PREPARED VERIFIED APPROVED DATE

Documento riservato di proprietà di Eni S.p.A.- Divisione Exploration & Production. Esso non sarà mostrato a Terzi né utilizzato per scopi diversi da quelli per i quali è stato inviato.
This document is property of Eni S.p.A. – Exploration & Production Division. It shall neither be shown to Third Parties nor used for purposes other than those for which it has been sent.
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MODIFICATION SHEET

Rev. 01 Revised “Glossary” and “Fig. 2.1.1: Workflow Map” in order to reflect the inclusion of the “Minor
Corrective Maintenance” type
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FOREWORD

This document is an integral part of the Maintenance Management System.

The Maintenance Management System gives a common framework to be followed by the Maintenance
Management function in the Facilities operated by Exploration & Production (E&P) Division.
The aim of Maintenance Management System is to optimise the maintenance activities basing on the
philosophy and strategies defined in the Basic Design of the plant during the Concept definition and to be
considered during Development phases of the Project for CMMS selection, implementation, and go-live.

The presented maintenance flows are described according to the “Guidelines for organisational charts”
[SVI.DMS.GL.0001] and “Guidelines for job description” [SVI.DMS.GL.0002] of the new Development
Projects/Production Fields.

The Maintenance Management System is part of the Technology Management System (TMS).
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TABLE OF CONTENTS

MODIFICATION SHEET............................................................................................................. 2
FOREWORD ............................................................................................................................... 3
ACRONYMS ............................................................................................................................... 5
JOB ACRONYMS ....................................................................................................................... 5
GLOSSARY ................................................................................................................................ 6
KEY TO WORKFLOW ................................................................................................................ 8
1. INTRODUCTION ............................................................................................................ 9
2. GUIDELINE OBJECTIVE AND SCOPE...................................................................... 10
2.1 OBJECTIVES ............................................................................................................... 10
2.2 SCOPE ......................................................................................................................... 12
2.3 APPLICABILITY ........................................................................................................... 12
3. REFERENCES ............................................................................................................. 13
4. WORKFLOW DIAGRAM ............................................................................................. 14
4.1 EXTRAORDINARY MAINTENANCE WORKFLOW .................................................... 14
4.2 EXTRAORDINARY MAINTENANCE EXTRA BUDGET .............................................. 14
5. WORKFLOW STEPS DESCRIPTION ......................................................................... 17
6. RESPONSIBILITY MATRIX SUMMARY..................................................................... 19
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ACRONYMS

CBM Condition Based Maintenance

CMMS Computerized Maintenance Management System
DCS Distributed Control System
NA Not Applicable
PM Preventive Maintenance
WO Work Order
WR Work request

JOB ACRONYMS

CRSV Control Room Supervisor

DMSV Discipline (either Electrical or Instrumentation or Mechanical or
Rotating equipment or Workshop or Jacket, as applicable)
Maintenance Supervisor
EVERY Ditto
EXEC Executors
FPCO Field Production Coordinator
GMG General Manager
HDQT Headquarters supporting structures (Contract Department,
Procurement Department, etc.)
HSEQ HSEQ Superintendent
MESI Maintenance Engineering Superintendent
MESV Maintenance Engineering Supervisor
MOSI Maintenance Operation Superintendent
MPSV Maintenance Planning Supervisor
MRSI Maintenance Reporting & Controlling Superintendent
OFMG Offshore/Onshore Field Manager
OMG Operation Manager
POSI Plant Operations Superintendent
PPSV Power Plant Supervisor
PSMG Production Support Manager
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GLOSSARY

COMPANY: Owner of the facilities (Production Unit(s) or parts of them).

CONTRACTOR: An independent organization, which supplies services of any kind to
Company under contract award.
Dependability: Collective item used to describe the availability and its influencing factors:
reliability, maintainability and maintenance supportability.
Global Service Contract assigned to a qualified independent organisation (called
Maintenance CONTRACTOR) relevant to maintenance activities executed in any
Service (GMS): Production Units owned and operated by COMPANY.
A Global Maintenance Service implies that CONTRACTOR shall execute the
Service autonomously and under complete responsibility, utilising proper
managerial and operative structures and resources.
COMPANY evaluation shall be based on results achieved, without direct
intervention on maintenance management and execution flow.

Item: Any part, component, device, subsystem, functional unit, equipment or

system that can be individually considered.
NOTE: A number of items e.g. a population of items, or a sample, may itself
be considered as an item.
Maintenance An item that represents a centre of interest from a maintenance point of
Item: view, (e.g. for tracking costs, faults and/or maintenance history).
NOTE: From a maintenance point of view, a Maintenance Item could be
intangible (a maintenance task).
Maintenance: The combination of all technical and administrative actions, intended to
retain an item in, or restore it to, a state in which it can perform a required
function
Maintenance Preventive The maintenance carried out at predetermined intervals, or according
Types Maintenance: to prescribed criteria and intended to reduce the probability of failure or
the degradation of the functioning of an item
Condition The preventive maintenance based on performance
Based and/or parameter monitoring and the subsequent
Maintenance: actions.
NOTE: Performance and parameter monitoring may
be scheduled, on request or continuous.
Predetermined Preventive maintenance carried out in accordance
maintenance: with established intervals of time or number of units
of use but without previous condition investigation.
NOTE: In both cases the meaning of Scheduled
Maintenance has to be intended as: The preventive
maintenance carried out in accordance with an
established time schedule or number of units of use
(strokes, machine hours, cycles, etc) schedule
Corrective Maintenance carried out after fault recognition and intended to put an
Maintenance: item into a state in which it can perform a required function.
Deferred Corrective maintenance which is not immediately
Maintenance: carried out after a fault detection but is delayed in
accordance with given maintenance rules.
It can be associated to both “Urgent” (Unplanned) or
“Normal” (planned) Corrective Maintenance.
Immediate Maintenance which is carried out without delay after
Maintenance: a fault has been detected to avoid unacceptable
consequences. It can be associated to “Emergency”
Corrective Maintenance.
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Minor A special form of (Corrective) Maintenance that is defining an activity

Maintenance: that is so limited in scope that it does not require assembly into a work
order. Because of their nature these activities should not track costs in
CMMS.
Extraordinary Combination of all technical, administrative and managerial actions,
Maintenance: intended to ameliorate the dependability of an item, without changing
its required function that have a considerable economic impact.
Improvement: Combination of all technical, administrative and managerial actions,
intended to ameliorate the dependability of an item, without changing
its required function.
Modification: Combination of all technical, administrative and managerial actions,
intended to change the function of an item.

NOTE 1: Modification does not mean replacement by an equivalent

item.

NOTE 2: Modification is not a maintenance action but has to do with

changing the required function of an item to a new required function.
The changes may have an influence on the dependability or on the
performance of the item, or both.

NOTE 3: Modification may be allocated to the maintenance

organization.
Maintenance The system of information distribution by written or electronic documents
Reporting: addressed to the involved structure suitable for giving the necessary level of
knowledge for taking actions, monitoring, implementing required corrective
actions. The reporting content is the feedback from maintenance activities
derived from CMMS output, screened and organized in order to cover the
level of information needed by the addressees.
Reporting encompasses managerial, technical, economic, administrative
matters.
A reporting document shall contain mainly measurable information more than
descriptive details.
NOTE the operative documents, like maintenance plan, work orders, etc. are
not included in document reporting category. They shall be considered
working tools or maintenance records.
Maintenance Management methods used in order to achieve the maintenance objectives
strategy:
Master data: All data relevant to plants, functional units, and items that allow to perform
maintenance activities.
Production Unit: Profit centre having assigned an autonomous budget and a production
target.
The Unit is managed by a nominated Responsible and the structure includes
internal Operation and Maintenance organisation, with assigned targets.
In ENI O&M division, the lower hierarchical level of Production Unit
organised as a profit centre, is the Centrale or Campo (Oil Field), located in
offshore or in onshore.
Work Order: The prime document used by the maintenance function to manage
maintenance tasks. It may include such information as
ƒ required work description
ƒ task priority,
ƒ job procedure to be followed,
ƒ parts, materials, tools and equipment required to complete the job,
ƒ labour hours,
ƒ costs and materials consumed in completing the task, as well as key
information of failure causes, kind of work performed etc.
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KEY TO WORKFLOW

Shape Shape Description

start Stands for the starting point of a workflow.

finish Stands for the ending point of a workflow.

Stands for a node in which more than one flow converge/diverge.

step code job acronym Stands for intellectual or manual process. In the upper-left
corner, the step code is placed, while in the upper right corner
Intellectual or manual
process the job acronym is placed. The box colour of step code and job
acronym depends on the main job involved (see table below).

step code job acronym Stands for a process that could be performed by CMMS means
or by CMMS itself (i.e. WO automatic generation). The box
CMMS process colour of step code and job acronym depends on the main job
involved (see table below).

step code job acronym

Stands for a process that could be performed by means of a
Generic computerized computerized tool (CMMS excluded). The box colour job
process
acronym depends on the main job involved (see table below).

step code
Stands for a macro-process. In the upper-left corner, the subject
macro-process
detailed procedure code is placed, while the upper right corner
is blanketed.

decision Stands for a decision-making process, generally yes/no.

linked
procedure Stands for a reference link to the mentioned procedure.

linked
step
Stands for a reference mark made for the step mentioned within
the on-going procedure.

Colours meaning table

Managerial Position Field Position Support Position

PSMG
GMG OFMG
MRSI
OMG FPCO
HSEQ

Production Maintenance Maintenance Engineering

POSI MOSI MESI

CRSV DMSV MPSV
PPSV EXEC MESV
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1. INTRODUCTION

This document supports a specific element of the Maintenance Management System. The Maintenance
Management System has been developed to provide a comprehensive and structured set of knowledge
and an integrated framework to manage maintenance activities, thus ensuring effective and efficient use
of the Company’s resources.
The set of procedures of Maintenance Management System describes in detail the steps to be executed
in order to perform relevant activities with the eventual support of CMMS.

This document is written as a guideline and therefore represents recommended format and content
rather than a mandatory, prescriptive procedure. Individual projects may deviate from, or modify the
typical contents described here, wherever such deviations are appropriate to fit in the organizational
structure.

This document is managed by O&M Project Team, all the changes of and contributions to this document
will be shared with and validated by O&M Project Team and a new release of this document will be
issued by O&M Project Team.
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2. GUIDELINE OBJECTIVE AND SCOPE

2.1 OBJECTIVES

The main objectives of this guideline are:

• To describe the workflow to perform Extraordinary Maintenance activities both for Budget definition
and for extra Budget phase.
• To define responsibility, interfaces and methods to be followed in the Extraordinary Maintenance
application.

The actions for execute and complete Extraordinary Maintenance will be developed as a case of work
management procedure.
On the overall maintenance workflow map, depicted on the next page, this guideline is represented by
the boxes with a bold outline.
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start

Extraordinary
Maintenance
start

Corrective Work Request

Maintenance
no start

Modifications &
Improvements
Emergency?

no start

Minor Work Order Preventive

Urgent? no maintenance? creation Maintenance

yes

Work request for Preventive

Work Order Maintenance Work
Minor (corrective) planning Order auto
Maintenance
generation

yes finish

Work scheduling

yes
Maintenance
strategy review

Urgent Work
Request & Work Work execution
Order creation

“A posteriori” Work Work Order

Work execution Request & Work completion &
Order creation closure

Maintenance Continuous
Reporting improvement

start start

Data base
Maintenance Master data
Budget updating
management
Management

finish

start start

Global Maintenance
Maintenance Processes
Services

finish finish

Fig. 2.1.1: Workflow Map

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2.2 SCOPE
The scope of the Extraordinary Maintenance Procedure, described within this document, is to identify the
flow of actions that must be performed in order to satisfy the need to perform a maintenance event of
extraordinary type in terms of economic impact. The extraordinary maintenance can be planned and
forecasted into budget or can be performed as an extra budget work.

2.3 APPLICABILITY

The procedure described in this document is referred to the production phase of the facilities.

The present procedure shall be applied to any organization (external entity or internal department) in
charge of managing and executing Maintenance activities in any Production Unit, onshore or offshore,
fully owned by ENI E&P division or managed in joint venture with other partners.

Therefore, this procedure utilizes the organization chart, the job titles and the responsibilities and duties
described for these Production Units in ENI documents: SVI.DMS.GL.0001 “Guideline for Organizational
charts” and SVI.DMS.GL.0002 “Guideline for Job Descriptions”.
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3. REFERENCES

Document Code Document Description

SVI.DMS.GL.0001 Guideline for Organizational charts
SVI.DMS.GL.0002 Guideline for Job Descriptions
SVI.TMS.MA.0001.000 TMS Handbook
22000.MAN.GEN.SDS Guideline for Maintenance Operating Procedures – General
Maintenance Processes
22001.MAN.GEN.RWP Guideline for Maintenance Operating Procedures – Master
Data Management
22002.MAN.GEN.RWP Guideline for Maintenance Operating Procedures – Preventive
Maintenance
22003.MAN.GEN.RWP Guideline for Maintenance Operating Procedures – Corrective
Maintenance
22004.MAN.GEN.RWP Guideline for Maintenance Operating Procedures –
Modifications and Improvement
22005.MAN.GEN.RWP Guideline for Maintenance Operating Procedures –
Extraordinary Maintenance
22006.MAN.GEN.RWP Guideline for Maintenance Operating Procedures –
Maintenance Work Management
22007.MAN.GEN.RWP Guideline for Maintenance Operating Procedures –
Maintenance Reporting
22008.MAN.GEN.RWP Guideline for Maintenance Operating Procedures –
Maintenance Budget Management
22009.MAN.GEN.RWP Guideline for Maintenance Operating Procedures – Global
Maintenance Service Management
22010.MAN.GEN.SDS Operations & Maintenance Engineering –Guideline for RCM
Implementation
22011.MAN.GEN.RWP Operations & Maintenance Engineering –RCM Handbook
20666.MAN.GEN.SDS Maintenance Management System – Maintenance Entities
Description.
ISO 14224:1999(E) Petroleum and natural gas industries - Collection and
exchange of reliability and maintenance data of equipment
BS EN 13306:2001 Maintenance Terminology
BS 4778:Section 3.2:1991 / Quality Vocabulary Part 3 Availability, reliability and
IEC 50(191): 1990 maintainability terms
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4. WORKFLOW DIAGRAM

4.1 EXTRAORDINARY MAINTENANCE WORKFLOW

start

5.01 POSI/MOSI

Detects the necessity of

extraordinary
maintenance

Procedure 1
Master Data
5.02
Management
The work is
to be charged to a No The Extraordinary
Cost Centre? Maintenance work
managed as a project Procedure 2
Preventive
Yes Maintenance
5.03 POSI
finish
Creates a Work Request
for Extraordinary
Maintenance

5.04 FPCO

Evaluates and Approve

Work Request

5.05 MPSV

Creates and plans a WO

for Extraordinary
maintenance

5.06 MPSV

Calculates and analyses

cost summary

5.07
Is it
Extraordinary Yes an extra Budget
Maintenance extra work?
Budget

5.07.01 No

5.08 Procedure 8
Maintenance
Extraordinary Budget
Maintenance for Budget
Management
5.07.07

5.09
Procedure 6
Continue with Work Work
Management Procedure Management

finish

4.2 EXTRAORDINARY MAINTENANCE EXTRA BUDGET

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5.07

5.07.01 POSI
Submits the budget for
extraordinary
maintenance to OFMG’s
approval

5.07.02 OFMG

Evaluates the opportunity

to perform the work

The work has

finish No to be executed ?

Yes

5.07.03 OFMG
Verifies the possibility to
delay other works, inside
his competence field,
planned in budget

5.07.04 OFMG

Can be delayed ? No Submits to OMG the

request to delay other
works planned in budget

Yes 5.07.04.01

5.07.05 OFMG

Communicates the plan

changes to MESI e POSI.

5.07.06 MESI

Updates Budget

5.07.07 MPSV

Delays planned works

5.09
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5.07.04

5.07.04.01 OMG

Evaluates the opportunity

to perform the work

The work has

to be executed ? No finish

Yes

5.07.04.02 OMG

Verifies the possibility to

delay other works
planned in budget

Can be delayed ?

No

5.07.04.03 OMG

Inserts cost amount into

Forecast

The Forecast has

Yes been Approved ? No finish

Yes

5.07.04.04 OMG

Communicates the plan

changes to MESI e POSI.

5.07.06
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5. WORKFLOW STEPS DESCRIPTION

Workflow
Job title Step description
step code
5.01 POSI/MOSI Detects the necessity of extraordinary maintenance.

5.02 - Based on internal cost definition, the work can be charged at Cost
Centre level or at project level. The Extraordinary Maintenance
work can lead to a database updating and/or a preventive
maintenance modification. The work related to a project is not
covered into these procedures.

5.03 POSI POSI creates a work request into CMMS identifying the item,
describing the type of intervention required and the date of
required intervention.

5.04 FPCO Analyses the required maintenance intervention and approves it in

CMMS in order to estimate the preventive cost.

5.05 MPSV Creates a WO and Plans the activities for Extraordinary

Maintenance and estimates the resources (in terms of skills, hours
and materials) necessary to execute the work.

5.06 MPSV Calculates in CMMS and analyses the estimated costs for each
work order of extraordinary maintenance.

5.07 - Extraordinary Maintenance Extra Budget is referred to

maintenance needs not included in the approved budget.

5.07.01 POSI Communicates the estimated cost and type of work to

FPCO/OFMG and submits the budget for extraordinary
maintenance approval.

5.07.02 OFMG Evaluates the necessity to perform extraordinary maintenance

extra budget. In case of rejection stops the procedure.

5.07.03 OFMG Verifies the possibility to delay other works in budget for the
pertaining field in order to create economic disposal.

5.07.04 OFMG If it’s not possible to delay other works in budget for the field,
submits to OMG the request to delay works in budget for other
fields.

5.07.04.01 OMG Evaluates the necessity to perform extraordinary maintenance

extra budget. In case of rejection stops the procedure.

5.07.04.02 OMG Verifies the possibility to delay other works in budget for the other
fields.

5.07.04.03 OMG If it’s not possible to delay other works in budget for the other
fields, OMG add cost amount into Forecast. If the Forecast is not
approved, it stops the procedure.

5.07.04.04 OMG In case of possibility to delay works in budget or anyway in case of

approval of the Forecast, OMG communicates the plan changes to
MESI and POSI.

5.07.05 OFMG In case of capability to delay works in budget, OFMG

communicates plan changes to MESI and POSI.

5.07.06 MESI MESI update budget in order to implement the approved changes.
The updating activity is performed with the help of an informatics’
tool.
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Workflow
Job title Step description
step code
5.07.07 MPSV MPSV delays planned works in CMMS in order to implement the
approved changes.

5.08 - Extraordinary Maintenance for Budget. The economic evaluation

of the Extraordinary Maintenance work orders will be managed to
create the budget as shown into Procedure 8.

5.09 - The works of Extraordinary Maintenance coming from an

approved budget or from an approved extra budget need, follows
the flow of the work management (Procedure 6).
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6. RESPONSIBILITY MATRIX SUMMARY

Workflow

EVERY

OFMG
code

PSMG
DMSV
step

MPSV
MESV

CRSV

FPCO
EXEC

PPSV
MOSI

MRSI
MESI

POSI

OMG
GMG
Step description

5.01 Detects the necessity of extraordinary maintenance x x

The Extraordinary Maintenance works is managed by a
5.02
project
5.03 Creates a Work Request for Extraordinary Maintenance x
5.04 Evaluates and Approve Work Request x
5.05 Creates and plans a WO for Extraordinary maintenance x
5.06 Calculates and analyses cost summary x
5.07 Extraordinary Maintenance extra Budget
Submits the budget for extraordinary maintenance to
5.07.01 x
OFMG approval
5.07.02 Evaluates the opportunity to perform the work x
Verifies the possibility to delay other works, inside his
5.07.03 x
competence field, planned in budget
Submit to OMG the request to delay other work planned in
5.07.04 x
budget
5.07.04.01 Evaluates the opportunity to perform the work x
Verifies the possibility to delay other works planned in
5.07.04.02 x
budget
5.07.04.03 Inserts cost amount into Forecast x
5.07.04.04 Communicates the plan changes to MESI e POSI. x
5.07.05 Communicates the plan changes to MESI e POSI. x
5.07.06 Updates Budget x
5.07.07 Delays planned works x
5.08 Extraordinary Maintenance for Budget
5.09 Continue with work management Procedure