A Proactive Maintenance Organization's Functional Structure

A Proactive Maintenance Organization's Functional Structure

 A Proactive Maintenance Organization's Functional Structure

The following further describes the Functional Proactive Maintenance Organizational Structure chart as shown above. The figure above represents the Organizational Structure from the Maintenance Department’s point of view in a Proactive Environment. Each element plays a role in achieving the Vision and Mission of Maintenance and the success of each element ensures the success of the Maintenance Effort.

Executive Staff 

Organizational Vision/Mission/Goals/Objectives - Organizational Vision and Mission statements are fashioned by the Executive Staff to set direction for the organization as a whole. By monitoring goals and objectives assurance is given that the Vision and Mission of the organization will succeed.

Vice President of Operations

Liaison to Executives/Ensures All Goals/Objectives – Playing a key role the VP of Operations must be familiar with not only the Goals and Objectives of the Executive Staff but those of Maintenance to ensure continuity. Best approaches to conflicts between the organization vision and mission and the Maintenance Effort are best solved by working closely with the General Manager.

Plant Manager

Liaison to Maintenance Staff – Providing Direction, Support and Commitment to the Maintenance Effort the Plant Manager works closely with the Maintenance Staff in order to have knowledge of issues facing the Maintenance Effort. Best approaches to solve these issues are best worked by the Plant Manager working closely with the VP of Operations.


Budget Creator and Monitor – Accounting produces the portion of the overall budget that is earmarked for maintenance. This is accomplished by facilitating communications with General Manager, Vice President and Maintenance to recognize the needs of the Maintenance Effort and ensures that these requirements are proposed during budget approval.Once the budget is in place and activated, accounting monitors expenditures and works closely with the Plant Manager to ensure budget management processes are administered.

Business Development 

Maintenance looks for Business development to supply new business and maintain our current customer relations. By ensuring Availability, Reliability, Capacity, and Quality and by stabilizing fee per barrel through maintenance cost control the Maintenance effort lends leverage to Business Development in obtaining new customers.


Maintenance Coordinator – Scheduling is a customer of Maintenance. Maintenance ensures that any equipment needed in production coordination is available, reliable and at required operational capacity when needed.


Maintenance Schedule Priority Provider –Operations approves the Weekly and Daily Maintenance schedules and set priorities to ensure Scheduling production requirements are met. 

Maintenance Manager

Ensures Maintenance Vision and Mission – Ensuring the success of the Maintenance Effort the Superintendent focuses on those requirements needed to meet the Maintenance Vision and Mission.  


Maintenance Schedule Management/Executes the Mission – By managing the Maintenance Schedule approved by Operations Supervision ensure the expectations of Operations are achieved. Each day Supervision executes Maintenance Mission and ensures success of the Maintenance Effort.  


Facilitates Maintenance Efficiency and Effectiveness – The Planners plan approved jobs to increase the efficiency and effectiveness of the maintenance Technician. Each plan is completed in order to met or exceed Operational expectations determined by the required by date of the work order.

Warehousing and Procurement 

Spare Part and Resource Staging/Resources Provider – By working with the plans derived from the Planners; all resources required for efficient execution of Work Orders are provided. Warehousing will also stage those items as conveyed by the Planners.  


Personnel/Regulatory Structure – Human Resources provides the personnel with skills necessary to achieve the Maintenance Vision and Mission. Legal, Environmental and Safety Department monitor and ensure that regulatory requirements are achieved.  

Reliability Engineering 

Reliability Improvement Support – Thought of as a function and not as a department, Engineering provides support in ensuring the reliability of field equipment. As experts in Engineering and Reliability Centered Maintenance practices the Maintenance Staff will look to them for support in rectifying identified Reliability problems. Engineers work closely with field personnel in identifying area for improvement.

Technical Support

Technology Experts – As with Engineering, the Technical Support function fills those voids in the Maintenance Effort that requires addition expertise. Supporting Reliability Engineering by keeping the backbone of equipment functionality current with the technology available, the Technical Support function plays a vital role in ensuring the efficiency and effectiveness of the Maintenance Effort.  


Supplement Support – Contractors play multiple roles in the Maintenance Effort. From expert consulting to general laborers each acts as a resource to supplement Maintenance needs.  


Skill and Personnel Development – Key to success is knowledge. Through personnel development and skills training not only does the Maintenance Effort succeed but so to does the organization.
NOTE: This paper was taken from Ricky Smith and Keith Mobley chapter on Reliability at the end of their book,  “Rules of Thumb for Maintenance and Reliability Engineers” which may help better explain some of your questions as they relate to Reliability and Maintenance strategies.If you would like a copy of paper send me an email at [email protected]
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