Strategies for Maintaining PSM Compliance (Part 3)

Let’s be honest… you work a lot. Sometimes too much. You do it because you take your job seriously and want it done right. The reality however, is you are stretched thin and on the verge of burnout. The big question then becomes, “How can you accomplish all your regular responsibilities AND maintain a sufficiently compliant PSM program?”

In this series, we will look at three (3) strategies which, if used, can help you streamline workflow and maintain a compliant PSM program. These strategies are Efficient Delegation (Part 1), Using Technology as a Tool (Part 2), and Cost Effective Contractors (Part 3)[1]

Part 3: Cost Effective Contractors

I once heard a story from my mechanic when I was picking up my car from an oil change. As I was paying the bill he proceeded to tell me a story about the car currently in the stall behind him. The car had completely died because the owner had not changed the oil in over 4 years!

We all know that regular maintenance is important for the ongoing functionality of a process, yet the reality is many facilities do not adequately implement a robust maintenance program. The reasons for this can vary, but the two core contributing factors are usually (1) lack of planning and (2) budgeting.

1) Lack of Planning

Figuring out what type of maintenance needs to be done, and how often, is not that difficult. But if those maintenance items are not written down and scheduled, it is far too easy to forget about them. The same principle applies with my car; if I did not have a little sticker in the top left hand corner of my windshield which reads, “Next Service Due:  ___ miles” I would surely always drive more miles then I should before getting it serviced.

If you do not currently have a planned, and written maintenance schedule, talk with a consultant or your refrigeration contractor. The last thing you want is to unintentionally neglect a piece of equipment only to have an ammonia leak on your hands!

2) Budgeting

Once you have a plan in place, the next step is to determine which tasks your company has the time, resources, and qualified personnel to perform. It is entirely possible your company has the qualified personnel to perform and document and Annual Mechanical Integrity Inspection in accordance with IIAR Bulletin 109. On the other hand, you most likely don’t have someone who is qualified to perform vibration analysis on your screw compressors.

Determine the tasks which you will need a contractor to perform, and then request quotes from several contractors. This will give you a good idea of what kind of preventative maintenance budget you will need on an annual basis.

3) Selecting a Contractor

Remember, not all contractors are the same. Before hiring a contractor who has a lower bid, make sure you understand why their bid is lower; in this competitive industry, there is always a reason.

Here a few questions to ask before hiring a refrigeration contractor for specifically performing preventative maintenance tasks:

1. What is their Service Rate?
2. What sort of training and certifications does the technician have who will be performing the work?
3. What sort of documentation will be provided? A description on an invoice? Hand written work order? Computerized technical report? Will a picture report be included along with any recommendations or action items?
4. What sort of tracking system does the contractor use? If you are hiring them to perform annual oil analysis, will you need to initiate every year, or will the contractor reach out to you and remind you the work needs to be done?

For the majority of facilities, using a refrigeration contractor for preventative maintenance is practically a necessity. As such, it is important to develop a relationship with one or more contractors who you can trust. They should be committed to changing with the times, both competent and comfortable with changing codes, standards and regulations. The goal is to ensure your system is running smoothly and in compliance.

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[1] This series is written with the small business in mind. This type of business usually has one or two people who are the “do it all” personnel. In my experience, these employees are committed to the company, often work long hours, and consequently are perpetually on the verge of burnout. At the same time they have a decent amount of influence with ownership and therefore are in a position to help change the company culture.