The Gatekeeper Role -- Essential to Data Accuracy

Gatekeeper Validates Incoming Work and Completed Work

Gatekeeping is the process of controlling information (the work request) as it moves through the gate. Gatekeeping in the context of a CMMS is a process through which information is filtered, refined and validated by a representative group (i.e. it could be a call center). In addition, this role may perform an approval process based on feasibility and cost. Further, this role can evaluate for risk and shutdown requirements.

Gatekeeper Role in Support of Planning/Scheduling

Gatekeeper applies lead craft and rough estimate. This process enables automatic resource leveling of the backlog. Thus, if you had 700 work orders in the backlog, a resource leveled output would tell the planners exactly what they need to plan (to support the creation of a weekly schedule).

The Review Procedure

• From gatekeeper start center, review all new work created since last review.
• Assess level of urgency; dispatch as required.
• Assign Lead Craft
• Apply a rough estimate to new repair work. Note: The PM/PdM work should already be planned - including modification work. If not, send message to planners.
• Ascertain if this work should be coded as functional failure.
• Evaluate if this work can be done with plant/facility operating or requires a scheduled shutdown or can be worked with plant on-line. Code accordingly.
• Check for duplicate work, or, "is this work feasible". Cancel if appropriate.
• If this is contractor work, then code job as "CONTRACTOR", and identify the "type of work", e.g. electrical, HVAC.
• Assess risk level; enter risk level against WO. High risk work should be monitored by Safety Manager. {See expanded story below.}
• Assess environmental, safety, and regulatory flags. If this activity warrants, flag Safety Manager to be present during job.
• Assess Management of Change (MOC) requirement, which if checked Yes, would require additional routing & approval.
• Place WO on Hold if “more information is required” and route as required.
• Verify all WO data entered as correct. Double-check asset number, location, asset problem code, and problem description, i.e. does it describe the problem?.
• If any information is not clear, document WO quality in grading sheet.
• Change status to indicate gatekeeper role is complete, e.g. REVIEWED. Route to next step in process.

Goal: The entire backlog should have either a formal or rough estimate. This helps perform backlog size trending by craft.

Some Reviews Require Analysis of Process and Data

Below are more examples of what a gatekeeper to do:

Could This Worker Injury Have Been Prevented with Proper Coding?

Below is a story of an industrial accident that involved equipment failure and serious personnel injury. ANO 1 ACCIDENT – DROPPED STATOR At 0750 [CDT] on 3/31/2013, during movement of the Unit 1 Main Turbine Generator Stator (~500 tons), the Unit 1 turbine temporary lift device failed. One person was killed and eight others injured. According to Entergy, the old stator of Unit One's generator fell during an operation to replace it. When it collapsed, the beams of the crane bent and fell. One of the beams struck a worker. He was an iron worker subcontracted for the project at Arkansas Nuclear One in Russellville. The Occupational Safety and Health Administration cited four companies involved for nearly 30 violations between them, with fines of $175,000. My only point here is, if the Safety Manager was present, would he have noticed unsafe condition/operation where workers were directly below the crane path (although in basement below) in anticipation of temporary lifting device failure?

This is the importance of work order management and proper hazard assessment which might initiate with the gatekeeper review.