Early Equipment Management Project Checklist

Every successful project must have a checklist of activities. Please review our version off EEM checklist:

EEM Step:			EEM ACTIVITY
1	EEM Project Planning & Definition
	1a	Project Brief/Charter Evaluation
			Fully accepted Project Brief or Contract
			Set-up first EEM time-table
	1b	Project Type Recognition
			Fully Understanding and documentation of the Critical, Success factors / Stakeholders, KPI’s / Deadlines
			Set the framework of Quality, Timing, Cost and Risk of the Project
	1c	Set-up EEM Team
			Realistic / Fully accepted EEM time table by team
			Project capability 4M
			Project Planning & control (MS project plan)
			EEM planning workshop
2	Conceptual Engineering
	2a	MP info Collection (on existing & new equipment)
			MP info sheet filled out with: Information (P,Q,C,D,S,E&M), Structurized / prioritized so it can be used to determine future losses/problems in the NEW concept
			Define machine/ process sub functions (Ex. 1st drafts)
			Previous Project Documentation = find external examples
			Commissioning Reports
			FMEA’s
			Standard Operation Procedures (SOP),
			Change over procedures
			Loss analysis (OEE, Waste) = loss study
			Skill Matrix
			Maintenance Records
			EM (PM) Procedures, Maintenance Calendar
			Sparepart Consumption
			Quality Reports
			QC procedures
			Consumer Complaints / incident
			Hygienic design
			Current Major Losses
			Improvement Records (training needs)
			Cleaning/Lubrication/Inspection Standards
			One Point Lessons
			Training Procedures
			Running Costs
			Safety Records
			Safety Risk Assessments
			Ergonomic Information
			Machine concepts identified (required machine functions defined)
	2b	Define Possible Concepts
			visit suppliers & gather their MP Information, Organize a meeting to Define the Possible Concept (Considering P,Q,C,D,S, E & M incl. hygiene)
			Few machine and/or manufacturing concepts id (and respective potential preferred suppliers)
3	Preliminary Engineering
	3a	Utilities Feasibility
			Feasibility study + revision/alteration of the possible concept = utilities study
			Check if Quantity and Quality of the Utilities (energie, steam, air, etc.) are sufficient for the different concept (defined at step 2)
			Check re-use / re-cover energie/waste
			Update plan
	3b	Layout Feasibility
			Feasibility study + revision/alteration of the possible concept = layout study
			ensuring the GMP standards and hygienic requirements (design, CIP, materials) are applied
			Process Stability (length of transport-belts, movement of products)
			Show configuration options (and limitations)
			Show Process Control options (and limitations)
			Show ergonomic interface options (and limitations)
			input on: Operability, Maintainability,Cleanability, Safety Exits, Packaging Material Transport, Transport Belts, Utilities Connected
			Give input how CHANGE OVERS are easy to do
			Calculate resources (operators etc) needed
			Input on: doing Effective Maintenance: Inspections , Overhauls , check if Inspections , Overhauls , check if Removal of Equipment (Parts) is easy, Enough Utilities nearby to do Maintenance (Electricity, compressed air, water, light, etc)
			Input on: Cross Contamination (micro, allergens), Cleanability, Temperature (Product), Fall in bodies, Open Shelf Life, GMP standards are applied, Easy to Inspect (Quality Check Points), Stand times & temperatures (for microbiological issues) relevant for (intermediate) product, Hygiene requirements (incl CIP, Equipment, materials).
			Safety Exits, Safety Aspects (hot parts /surfaces, sharp corners, easy to reach /access the equipment). Safe Supply of material (forklift truck transport etc), Environmental Issues (Smoke, Cleaning, Liquids, Health Issues (Smoke, Noise, Moisture), Ergonomic Assessment (walk distances, lifting material etc)
	3c	Evaluation of Concepts (Quality, timing, cost, Risk)
			Concept Evaluation (PUGH)
			Risk Assessment (RQS) between team & supplier
			CapProp – Write the CapProp on technical aspects, incl. Start-up curve, planning, commissioning costs, training plan/costs
			Nominate favorite Lay-out
			Start equipment FMEA (on P,Q,C,D,E,S,E&M) (to solve losses in early stage) (system,process, machine)
			initiate SIMAS
	3d	Supplier Selection & Place order
			User Requirements (incl. FAT)
			Tender
			Supplier Evaluation (PUGH/NPI criteria)
			Risk Assessment (RQS together with Supplier) & action plans agreed
			Prize negotiation (together with NPI)
			Order (Contract)
			Approval on User Requirement Spec’s / Payment timings and conditions
			Agree all details on FAT, EEM Attributes, early operator involvement, user interfaces, control interfaces, etc.
			Revise plan
			Optimal concept & suppliers selected
			1st Capital proposal
4	Detail Engineering
	4a	Detailed Engineering & Design review
			MP workshops with key suppliers
			dHACCP study
			Check/optimize: Hygienic Design / SHE / Operability / Ergonomics/ Operability/ Maintainability /
			Maintainability / Cleanability Review
			Check detailed drawings on EEM attributes (update design & apply FMEA’s)
			Use or set-up a “Design Review Checklist”
			Tagging exercise on similar equipment
			CAPEX approval
			Detail design
			Action lists MP workshop
5	Procurement & Construction
	5a	Equipment Fabrication
			Learnings for operators/maintenance (review during building early op involvement, be flexible on relative small changes to further optimize operability, maintainability, cleanability)
			Before order: establish KPI’s (OEE, rework, CO times…), protocols to be use, agree on FAT conditions, link w project deliverables,
			Equipment (at AM step 3/4 including cleaning & lubrication Stds)
			Check: Safety standards, Ergonomic & Environmental aspects

	5b	Pre-Fat and FAT at supplier
			Org pre-FAT visit, check status of equip, performed & evaluate FAT, FAT checklist filled out (% accepted)
			SNAG list (with completion dates / resp)
			re-fined Training Program
			finetune forcast & distribute Adjusted (forecasted) Start-up Curve
			Accept Delivery / Payment agreed to Contract
			Capture Learnings about Equipment Maintenance

	5c	Construction
			Safety Toolbox meeting
			Agreed Construction Plan (plan & lead construction, instruct contractors on SHE/ GMP/ TPM) Milestones
			Milestones details (checklist for each milestone)
			Food safety measures
			Work Permits
			Safe behaviour (audits)
			Update P&ID’s Utilities, Drawing of Buildings, asset list,
			Develop/review: AM, PM, CO standards (suppliers, & operation)
	5d	FAT
			verify: safety stdrs, safety performance
			verify: Layout, CO requirements, equipment performance, overall equipment performance,
			verify Documentation (operational stds, manuals, controls, electrical guides)
			Customer service: service agreement, training and capacitating process
			Action plan: review and finalize action plan
			Material for initial flow control workshop
6	Equipment Installation and Commissioning
	6a	Equipment Installation
			Safety Toolbox meeting
			Meeting calendar: w contractors team for week update, include weekly milestones
			Include contractors on SAFETY routine: dialogues, meetings, events, safety inspections (BBS approach)
			Work Permits / Safe behaviour (audits)
			Check Equipment after Delivery (checklist)
			Agreed Installation and commissioning plan (monitor & lead installation work against Spec/ Lay out)
			Food safety measures
			Learnings for operators/maintenance, start 5S, use operability checklist
			Check all FAT corrective actions are done, check hygiene design aspects of installation
			Actividades de fin de semana: create a routine 30 min meeting on Friday’s, agree on work, resources required, utilities needed, cafeteria or health care
			Create calendar for audits on: eng actions, eem actions, Q of installation, 5S, Hygiene
			Assigned a person to maintain inventory counts also allocate a temp warehouse area for equipment

	6b	SAT (site acceptance test)
			Safety go/go/go checks: electrical circuits, safety circuits, safety guards, mechanical mountings, installation of valves (air to open air to close), connection of pipes, …
			same requirements as FAT
			Operational documents ready (SOP’s, OPL’s, EM, checksheets)

	6c	Equipment Test Run (Dry)
			Agreed/plan /lead Equipment Test Run (Dry) Plan
			Hardware Functionality Check ( Speed, Temp, safety, etc)
			Back-up of software settings
			Locked Hardware Settings
			Learnings for operators/maintenance
			Train operators (continue) and deliver all documentation
			Make / revise maintenance proposal, ensure Critical spare parts are available. Assigned
			check safety proximity switches + procedures
			check individual equipment + the interfaces w other equip / transport belts


	6d	Product Commissioning (Wet)
			Agreed commissioning plan, organize teams, participate on commissioning
			Organize resources / workflow / make resource plan for commissioning
			Revised product and process specs
			Optimisation to KPI targets (Waste, Manning, etc)
			Processing Window Defined
			Fine tuned hardware settings (especially the ones depending on product)
			Fine tuned software settings + back-up
			Final SNAG list
			finalize & distribute AM step 3 Cleaning Standard
			Generally with water, full protocol to be defined, look for leakers
			Train operators (continue) and deliver all documentation
	6e	Product run and qualification
			Action plan review
			Ramp up losses identified and prioritised
			Launch Monitoring Plan, TISI
	6f	Initial flow planning
			review plan and flow
			EEM Initial Flow control Workshop
7	Start-up Production & Hand over
	7a	Start-up Production
			Agreed, document & distribute Start-up protocol. Perform Start – up
			Use ramp up plan and stakeholders expectations
			Measured / Visualised Performance (check & document product/process performance) (incl start up curve)
			Ramp measured by Innovation Ramp up KPI
			Maintenance to participate on start -up and, make necessary adjustments & monitor usage of spare parts
			Continuous improvement programme: Clear Actions/Speedy kaizens on Problems (act on GAPs between Actual Results vs Targets)
			Inform other team members about problems occured
			Intensive Checks on Quality,Safety, Equipm (intensive line inspections)
			Ensure Quality / Consumer Safety KPIs are met, Ensure CCPs / QCPs are under control
			Apply Positive Release Principle
			Review Running Costs
			Review Initial Project Costs
			Plan and act on First production
			TISI
			Revised Standards
	7b	Hand Over
			Make Project Summary (check user requirements)
			Hand over Document transfer pack for other sites
			Transfer pack for other sites
			All Targets achieved
			All problems solved
			Officially Agree on Hand-over
8	Review
			Review on: Briefing , KPI’s & User requirements
			Post project review against project brief
			Knowledge Reported (MP info) (review OEE, problems, breakdowns & prod KPI’s)
			EEM process Review / Improvements mapped
			Feedback to Team members incl. SU MT, celebrate success
			Learnings & recommendations for future projects (including overall TPM performance)