Implementing a World-Class, Risk-Based Preventative Maintenance System

The Context

Quvara was producing critical plastic medical components, operating 24/7 under strict regulatory requirements. Despite strong production demand, the site faced persistent operational challenges, including frequent unplanned stoppages, rising maintenance costs, and increasing customer pressure to meet On-Time-In-Full (OTIF) delivery targets.

Technicians were spending the majority of their time responding to breakdowns, limiting their ability to focus on improving long-term equipment reliability.

The Challenge

The operation was heavily reliant on reactive maintenance practices, resulting in:

  • Frequent unplanned equipment failures and downtime
  • Ineffective spare parts management, including stockouts and costly expedited orders
  • Lack of standardised preventative maintenance (PM) routines
  • Over-dependence on local knowledge, creating inconsistency in repairs and onboarding challenges

Together, these issues created variability in equipment performance, reduced operational predictability, and increased both cost and compliance risk.

Our Solution

The approach taken was to design and implement a structured, risk-based preventative maintenance system, transforming the site from reactive to proactive operations.
A comprehensive maintenance strategy was established, including:

  • Definition of PM frequencies, methods, and resource allocation
  • Introduction of asset criticality classifications (A/B/C hierarchy) to prioritise effort based on risk
  • Standardisation of maintenance routines and documentation
  • Strengthening of operator involvement in basic maintenance activities

A digitally enabled PM scheduling system was implemented to ensure consistency and control, featuring:

  • Calendar-based scheduling and automated technician assignment
  • Standardised checklists and service records
  • Escalation processes for missed maintenance activities

To improve execution and compliance, structured work management systems were introduced:

  • Standard Work Instructions
  • Maintenance service sheets with full regulatory traceability
  • Digital logging of all maintenance activities

Spare parts management was also transformed through:

  • Defined minimum and maximum inventory levels
  • Consumption tracking and forecasting
  • Improved stores control processes and lead-time risk monitoring

A continuous improvement framework was embedded, incorporating:

  • Root cause analysis for repeat failures
  • Feedback loops between production, engineering, and quality teams
  • Ongoing optimisation of PM activities based on asset performance data

Operator engagement was enhanced through the introduction of basic autonomous maintenance tasks, enabling early detection of issues and reduction of minor stoppages.

Capabilities Used

Quvara leveraged its cross-functional expertise to deliver and sustain the programme:

  • Preventative Maintenance system design and governance
  • Risk-based asset classification and prioritisation
  • Digital maintenance planning and execution tools
  • Quality-compliant documentation and audit readiness systems
  • Spare parts and inventory optimisation
  • Continuous improvement and reliability engineering
  • Operator training and engagement strategies

Quvara maintained full accountability for programme leadership and governance, ensuring equipment performance, budget control, and regulatory compliance were consistently achieved.

Results and Outcomes

The implementation of the preventative maintenance system delivered measurable operational improvements:

  • Significant reduction in breakdown-driven downtime and improved equipment reliability
  • Shift from reactive to proactive maintenance, enabling higher-value engineering activities
  • Improved production stability, supporting predictable scheduling and OTIF performance
  • Fully compliant, audit-ready maintenance records, strengthening regulatory position
  • Enhanced spare parts management, reducing stockouts and emergency procurement costs
  • Increased technician efficiency and better utilisation of engineering resources

Overall, the site transitioned to a controlled, data-driven maintenance model, improving reliability, reducing cost, and enabling sustainable operational performance.

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