Efficiently managing and maintaining assets in the construction and infrastructure world is no small task. It requires careful planning, documentation, and collaboration among various stakeholders. The Schedule of Maintainable Assets (SMA) and Planned Maintenance Strategy (PMS) Procedure, backed by Form DE USF 140 and Form DE USF 148, serves as an indispensable tool for ensuring that assets are not only installed correctly but also maintained properly throughout their lifecycle. In this article, we will explore the key components and steps of this procedure, emphasizing the importance of this process in the construction and maintenance industries.

Schedule of Maintainable Assets (SMA) Procedure

The SMA Procedure, centred around Form DE USF 140, plays a critical role in capturing and documenting details about all maintainable assets within a project. It comprises two main parts:

Part A – Design Schedule: In Part A, the designer takes the lead in listing all maintainable assets that are slated for installation. This step is crucial as it lays the foundation for the subsequent maintenance strategy. The responsibility for completing Part A rests with the designer, and they must ensure that it is comprehensive and accurate.

Part B – Installation Schedule: Part B comes into play once the construction stage is initiated. This part details the actual installation of maintainable assets, and the Principal Contractor is tasked with continuous entry during this phase. As assets are installed, Part B serves as the record-keeping tool for tracking their placement within the project.

Workflow:

1. Design and Approval: The Design Schedule (Part A) is fully completed by the designer. It undergoes a review at the 100% design stage and is approved by the Project Manager (PM).

2. Handover to DE PS: The Design and Engineering Project Supervisor (DE PS) receives the approved Part A of the SMA from the PM.

3. Project Information: The DE PS completes Part 1 of the Planned Maintenance Strategy (PMS), providing all relevant project information.

4. Issuance to US PM: Once Part A is fully approved at the 100% design stage, the DE PS issues the SMA with the PMS to the United States Project Manager (US PM).

5. Forwarding to CE Maintenance Section: The US PM sends Part A of the SMA (including an electronic copy) along with the PMS to the Civil Engineering (CE) Maintenance Section or its equivalent. This step marks the beginning of the planned maintenance strategy.

6. Commencement of Planned Maintenance: The CE Maintenance Section, armed with the SMA and PMS, begins the process of initiating the planned maintenance strategy. This step is crucial for the seamless transition of maintenance responsibilities when the project is handed over.

Planned Maintenance Strategy (PMS) Procedure

The PMS Procedure, guided by Form DE USF 148, is designed to work in conjunction with Part A of the SMA. It assists Base Civil Engineering (CE) in determining and formally initiating a strategy for planned maintenance. This includes estimating costs and securing the initial funding required for effective asset maintenance.

Workflow:

1. Project Information Entry: The DE PS, upon receiving the completed Part A of the SMA at 100% design approval, initiates section one of the PMS. This section captures all the necessary project information.

2. Attachment to SMA: The DE PS attaches the PMS to Part A of the SMA, ensuring that all relevant documentation is consolidated.

3. Formal Issuance: After completing section one, the DE PS formally issues both the PMS and Part A of the SMA to the US PM.

4. Submission to CE Maintenance Section: The US PM forwards the PMS along with Part A of the SMA to the CE Maintenance Section or its equivalent. This handover marks the beginning of the planned maintenance strategy.

5. Maintenance Strategy Proposal: The CE Maintenance Section, in coordination with the data from Part A of the SMA, outlines the proposed maintenance strategy for the listed assets/systems. Examples of possible strategies include deploying the Civil Engineering Labor Force, engaging DE contracts, or combining both approaches.

6. Strategy Approval: The proposed maintenance strategy is reviewed and approved by the CE Operations Flight Chief or its equivalent.

7. Work Orders Generation: On approval, the PMS is passed to CE Customer Services or its equivalent, where appropriate work orders are raised and executed.

8. Initial Cost Estimates: The Civil Engineering/DE Operations Section or equivalent provides initial cost estimates for the planned maintenance regime. These estimates are sent to CE Customer Service for funding.

Relationship Between PMS & SMA Procedures

The PMS and SMA Procedures are closely linked and support Base Civil Engineering in finalizing the maintenance strategy and resource allocation. This partnership ensures that a planned maintenance regime is well-defined, adequately funded, and ready to be implemented when the project is handed over. In conclusion, the Schedule of Maintainable Assets (SMA) and Planned Maintenance Strategy (PMS) Procedure, facilitated by Form DE USF 140 and Form DE USF 148, represents a structured approach to managing and maintaining assets within the construction and infrastructure sector. The careful documentation of assets and the formalization of planned maintenance strategies are essential for ensuring the longevity and reliability of critical infrastructure. By adhering to this procedure, construction projects can be confident that their assets will perform optimally throughout