Change Management Template for Equipment Maintenance Process

Issue with current practice addressed by this change

Same business scenario as Assignment #2, however we will be applying a template that covers all the aspect of change management. You are working for an international construction company with active job sites all around the world. This company manages a large fleet of vehicles that are assigned to specific employees for specific job sites. These vehicles require a daily inspection that consist of checking things such as the brake, the condition a the windshield and other safety checks. Currently, this process is done via paper format and is turned into the administration once per month (unless an issue arise).

Inreality, this checklist is not enforced and numerous employees don't fill it out as required. There is a history of senior management trying to rectify this issue by implementing a Digital Inspection checklist, but the performance of that solution was sub-par and left the company disheartened.

Sample Business Assessment Document: Equipment Maintenance Process

Overview 

All of our current equipment is maintained under a managed maintenance contract agreement with an approved vendor located in the United Kingdom and Europe. After March 2016 this will change to include just the packing equipment. The remaining maintenance will be performed in house. However, as part of the new contract with the vendor, advisory support for the in-house maintenance of non- packing equipment is available by telephone. Our new in-house maintenance team will document and test maintenance schedules and processes (including task cards, forms, and maintenance data) for review with our vendor. Our vendor will certify the accuracy of these schedules and processes and confirm our test results.

Issue with current practice addressed by this change: Time lag (of up to 10 days) between the reporting of a maintenance issue and the equipment being fixed and brought back online Roles Impacted    Description of Impact    Level of Impact    Behavioral Change Required
Maintenance Planning    Third-party involvement will change with an overall reduction in scope.    

Medium

We will need to establish and monitor discipline of our staff in regards to the production and updating of our maintenance documentation. Maintenance documentation will be generated from two sources–some from the internal team, and (for packing equipment) some from the vendor. Coordination between the documentation will need to be reviewed and maintained. We may also need to watch the vendor’s performance, as we now have a smaller contracted scope.        

Also, we want to become independent, and not rely on the vendor support for the non- packing-related equipment. Management should ensure that support calls to the vendor are to verify new or unresolved problems, rather than a substitute for taking the time to review and maintain our equipment using our own procedures. In other words, we don’t want the vendor support process to become a “crutch.”
   

For unscheduled work requiring part changes, we will need to ensure procedures are written if they do not exist at the time the part change is required.