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Maintenance job plan template
A maintenance job plan is the package a planner prepares for one job before it is scheduled: the steps in order, the craft hours, the parts checked in the storeroom, special tools, lockout and permits, and the drawings the technician needs. This template puts that package on one sheet. A ready check says whether the job can go on the weekly schedule, and a feedback block lets the technician correct the plan afterwards. The Excel version adds up the craft hours, flags parts that are short or not reserved, and shows READY, HOLD FOR PARTS or NOT READY.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Job fields, a steps table with craft, people, hours and lockout, a parts table with quantity needed, in stock and reserved, special tools, documents, permits, the ready check and the technician feedback box.When to use it
When to use a maintenance job plan
- Before a job goes on the weekly schedule, so the technician arrives with the parts, tools, permits and drawings instead of looking for them.
- For any job that needs the machine stopped, where a short production window makes a missed part or a missing permit expensive.
- For a repeat repair, such as a gearbox, a motor or a conveyor drive, where one good plan is reused and corrected each time.
- When the same jobs keep running over their hours, to find which step, part or tool the plan left out.
How to fill it in
- 1
Write the steps in the order the craft will do them
Each step gets a craft, the number of people and the hours each. Mark every step that is a lockout or a point where someone must stop and check. Craft hours are people times hours each, added up. Include the test run at the end.
- 2
Check the parts against the shelf, then reserve them
List each part with the quantity needed and the quantity in the storeroom, counted, not read from the system. A part is ready only when it is in stock and reserved or kitted for this job. If it is short, order it and write the due date.
- 3
List the tools, permits and documents
Special tools are the ones the technician does not carry, such as a puller or a lifting device. Mark which permits are needed (lockout, hot work, confined space, work at height, lifting plan, contractor) and whether each is arranged. Attach the drawing and the manual pages.
- 4
Say whether the machine must stop, and for how long
If it must, enter the planned downtime and get the window agreed with production. Downtime is not craft hours divided by people: steps by different crafts can run at the same time, so work it out from the order of the steps.
- 5
Read the ready check
Six checks run in the Excel: steps, lockout and permits, parts, special tools, documents, downtime window. All OK is READY and goes to the weekly schedule. If parts are the only gap it shows HOLD FOR PARTS. Anything else is NOT READY.
- 6
Close the loop after the job
The technician writes the actual craft hours and downtime, what was missing or wrong, and the change to make. The planner edits the plan before it is used again. This is how the hours and the parts list get right.
The ready check
Six checks before a job goes on the schedule
The rule is the template's own and matches the weekly maintenance schedule template: only ready jobs are scheduled. DOE-STD-1050-93 (3.4.2.15) files finished packages the same way, as ready to work or on hold for parts.
| Check | What has to be true | If it is missing |
|---|---|---|
| Steps | At least one step, and every step has a craft, people and hours | Not ready |
| Lockout and permits | Every permit marked needed is arranged, and every permit question is answered | Not ready |
| Parts | Every listed part is in stock for the quantity needed and reserved or kitted | Hold for parts |
| Special tools | Every listed tool is booked | Not ready |
| Documents | Every listed drawing or manual is attached | Not ready |
| Downtime window | If the machine must stop: planned hours entered and the window agreed with production | Not ready |
Steps
- What has to be true
- At least one step, and every step has a craft, people and hours
- If it is missing
- Not ready
Lockout and permits
- What has to be true
- Every permit marked needed is arranged, and every permit question is answered
- If it is missing
- Not ready
Parts
- What has to be true
- Every listed part is in stock for the quantity needed and reserved or kitted
- If it is missing
- Hold for parts
Special tools
- What has to be true
- Every listed tool is booked
- If it is missing
- Not ready
Documents
- What has to be true
- Every listed drawing or manual is attached
- If it is missing
- Not ready
Downtime window
- What has to be true
- If the machine must stop: planned hours entered and the window agreed with production
- If it is missing
- Not ready
A filled-in example
Illustrative, not a benchmarkAn example: replace the drive gearbox on a packing hall conveyor, planned for Saturday's first shift (illustrative numbers).
- Seven steps: lock out and verify zero energy (electrician, 0.5 h); drain the oil and remove the guard (2 mechanics, 0.5 h each); uncouple and pull the old gearbox (1.0 h each); fit and align the new one (1.0 h each); torque the bolts, refill and refit the guard (0.5 h each) while the electrician reconnects the motor and removes their lock (0.5 h); remove locks and test run (2 mechanics, 0.5 h each).
- Craft hours: mechanics 2 x 3.5 h = 7.0, electrician 1 x 1.0 h = 1.0, total 8.0. Planned downtime is 4.0 h, not 8.0 divided by 3 people: 0.5 + 0.5 + 1.0 + 1.0 + 0.5 + 0.5 = 4.0, because the electrician's step runs with the mechanics' last step.
- Six parts, all in stock and reserved: gearbox, 12 litres of gear oil, coupling insert, mounting bolts, input shaft seal, gasket. One special tool, a hydraulic puller from the tool crib, is booked.
- Lockout and a lift plan are needed and arranged, the gearbox drawing and manual are attached, and the window is agreed with production.
All six checks are OK, so the job is READY for the weekly schedule. After the job the technician reports 9.0 craft hours against 8.0 (+1.0 h, +12.5%) and 4.5 h of downtime against 4.0, because the shaft key was worn and was not on the parts list. The plan now adds the key and 1 mechanic hour.
Common mistakes
Calling a part ready because the system shows stock
The count in the system and the count on the shelf differ more often than planners expect, and a part that is in stock can still be used on another job before Saturday. Count it, then reserve it for this job.
Dividing craft hours by people to get downtime
Eight craft hours with three people is not 2.7 hours. Some steps cannot start until others finish, and others run together. List the steps in order and add up the elapsed time.
Writing lockout as a single line
OSHA 1910.147(d) puts preparation, shutdown, isolation, applying devices, relieving stored energy and verifying isolation in a sequence, and (e) covers removal. A plan that only says lock out hides the time and the people those steps take.
Planning once and never correcting the plan
The plan is wrong the first time in small ways: a missing key, a longer alignment. If the technician's feedback never reaches the planner, the same gap comes back on the next gearbox.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite a standard maintenance procedure is written from one filmed repair, with the tools, parts, torque values and lockout steps, and it attaches to the asset record so it comes up with the PM work order.
See it in a 45-minute demoIn the lean glossary
FAQ
Maintenance job plan template: common questions
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- Environment and energy pillar 90-day model area planThirteen weeks from waste and energy maps to area standards on one model area, a KPI board, the day-90 gate and expansion waves.
- Focused improvement 90-day model area planThirteen weeks from the loss Pareto to standardized fixes on one model line, a KPI board, the day-90 gate and expansion waves.
- Logistics and customer service pillar 90-day model area planThirteen weeks from the current-state map to pull on one model value stream, a KPI board, the day-90 gate and expansion waves.
- People development pillar 90-day model area planThirteen weeks from the skills matrix to trained cover on critical tasks in one model area, a KPI board, the day-90 gate and expansion waves.
- Cost deployment pillar 90-day model area planThirteen weeks from the loss map to costed, ranked projects in one model area, a KPI board, the day-90 gate and expansion waves.
- Moving from Excel to one system checklistA 34-point checklist and a file inventory for moving trackers from spreadsheets to one system: keep, move, connect or retire, clean, pilot, run both, retire.
- Prioritization matrix templateScore up to 20 improvement ideas on weighted criteria, rank them, test the ranking with equal weights and place each one on an effort and benefit grid.
- Cost per unit worksheet (manufacturing cost per good unit)One product's cost per good unit by materials, labor, machine and overhead, the gap to target, and which cost lever is worth most a year.
- Digital manufacturing readiness assessmentScore 24 statements on process, technology and people from 0 to 4, check the balance between them and rank the gaps by what matters in your plant.
- Manufacturing KPI dashboard templateWeekly plant numbers in, 14 KPIs out: OEE and its parts, first pass yield, scrap, on-time delivery, recordable rate, cost and absence, each against a target.
- Error-proofing verification log (daily master-sample check)Each poka-yoke device proved every day or week with a known-bad sample, with missed checks counted and the hours and parts at risk worked out when one fails.
- Training matrix template with expiry datesPeople by required trainings with expiry dates, OK, due, expired and missing flags, compliance by person and area, cover per training and a renewal list.
- Defect catalogue template with boundary samplesEvery defect with a definition, a class and the reason for it, measured accept and reject limits by zone, boundary samples, a defect log with DPU and Pareto, and an inspector agreement check.
- I-MR chart template (individuals and moving range)Up to 100 single readings with moving ranges, limits from a baseline, five run-rule flags, both charts, a second phase and a reaction log.
- Kaizen event preparation checklistEverything that has to be ready before a kaizen event and done after it: 44 items with owners and due dates from 6 weeks before day 1 to 30 days after, five go or no-go gates and a day-by-day agenda.
- Attribute control chart template (p, np, c and u charts)p, np, c and u charts in one workbook: a chart selector, a sample size check, limits for each subgroup, signal flags and four worked examples.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- HACCP plan template: hazard analysis and CCP worksheetThe Codex 12 steps in one workbook: team and product, process steps checked on site, hazard analysis with the CCP decision tree, the CCP table with completeness checks, an allergen matrix and a verification schedule.
- Forklift operator training and evaluation recordPer-operator training and evaluation record, a register with three-year due dates and refresher triggers, and a weighted practical evaluation scoresheet.
- REBA worksheet (Rapid Entire Body Assessment)Score up to six postures with REBA: body-part drop-downs, Tables A, B and C as lookups, final score and action level, and a before and after comparison.
- Mock recall template: traceability exercise worksheetTrace a finished lot back to every input lot and forward to every first customer, reconcile the quantities against a tolerance and time it against your target.
- ISO 9001 internal audit checklist (production area)46 audit questions for the production floor in 11 processes, each with its ISO 9001:2015 clause, what evidence to look for and the sample to take, plus five defined grades, a findings log, a finding report and a summary by clause.
- ISO 45001 internal audit checklist44 audit questions for the plant floor in 16 safety topics, each with its ISO 45001:2018 clause, the evidence to look for and the sample to take, plus 12 worker interview prompts, a findings log and a summary by clause.
- Plan for every part (PFEP) templateOne row per part: supplier, pack, container, usage, lead time and locations, with ABC classes, market and line kanban counts and a lineside space check.
- Food plant GMP inspection checklist (21 CFR 117 subpart B)55 checks in the order of 21 CFR 117 subpart B, each citing its paragraph and saying what to look at, with a grade, finding, owner and due date; results by section and grade, a walk route and a bakery example.
- Master sanitation schedule with pre-op verificationA master list of cleaning tasks by area and equipment with frequency, chemical, lockout, who and next due date, a weekly on-time count, and the pre-operational verification log with a release step.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Measurement uncertainty budget templateA GUM uncertainty budget: Type A and B rows, divisors by distribution, sensitivity coefficients, uc, νeff, k from the t-table, U, TUR and a guard band check.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.