DIRECTORATE GENERAL
BORDER ROADS
GENERAL MAINTENANCE
INSTRUCTION No: 9
DEFECT REPORTING
GENERAL
1. This
instruction lays down the procedure to be adopted for the investigation and reporting of defects in equipment, and
the channels of submission of defect reports.
PRELIMINARY
STAGE
2. During
this stage either the user or Workshops will observe that certain equipment is
exhibiting a defect. In case the user makes such observation, it is incumbent
on him to report the matter to workshop, giving the latter the nature of defect
and the circumstances under which it was brought to light.
3. OC Workshops will make a preliminary
enquiry as to whether other users have also observed this defect and
attempt to technically analyze the cause of the same.
4. OC Workshops if he is of opinion that
the incidence of the defect is sufficiently large should report the defect to
CEs Headquarters in letter form. This letter will be termed a "Preliminary
Report" and CE's Headquarters should keep DGBR informed of all
"Preliminary Reports" received.
SECONDARY
STAGE
5. During this stage technical analysis
of the defect has been concluded and it should be decided whether or not the
defect warrants a formal Defect Report.
6. If it does not, no formal Defect
Report need be initiated, and CE's Headquarters should issue instructions
(copy to DGBR) informing users the means to be adopted for obviating the
occurrence of the defect.
7. If
a formal Defect Report is warranted, the same should be initiated by OC
Workshops, and submitted to CE's Headquarters who after adding their
observations, should submit the same to DGBR in duplicate. On no account should
these defects be reported to DGOF or firms unless specifically called for.
TYPE
OF DEFECTS TO BE REPORTED
8. Only
those defects of a nature that indicate inherent weakness in material or
incorrect design and affect appreciable percentages of the equipment need be
the subject of Defect Reports. Isolated cases of failure and cases of failure
due to incorrect use of equipment, inexperience of drivers and operators and
the like should not be so reported.
INADEQUACY
OF EQUIPMENT TO MEET OPERATORS REQUIREMENTS
9. Where
equipment does not meet CE's expectations as regards performance and
suitability for its intended role, the matter will be reported on a "Users
Trial Report" and not on a "Defect Report". Details regarding
the former will be issued separately.
IMPROVEMENT
IN DESIGN
10. Suggestions
regarding improvement in design will not be made on a Defect Report, unless the
existing design results in failure of the equipment to fulfill its designed
role. Such suggestions may be made in letter form.
FORM
OF DEFECT REPORT AND DETAIL REQUIRED
11. Defect
Reports should be reported on Army Form EME EO1, or in case of non-availability
of the latter a Defect Report may be initiated in manuscript form giving the
essential details required by the original form. (Sample EO1 is attached.)
12. In
this regard the following aspects are stressed:-
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a)
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Proportion Affected
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This is an important heading and is
intended to convey the proportion of equipment affected from the point of
view of inherency of the defect. Where items are held in small numbers it should
not be recorded as a percentage but as a ratio eg 3 out of 6.
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b)
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Observations
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The following aspects should
be-covered, depending on their applicability
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i)
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Technical analysis of the defect.
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ii)
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Conditions of usage that relate to
the defect e.g terrain, climate, operators efficiency etc.
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iii)
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Suggestions to overcome the defect.
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c)
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Sketches
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As, in the absence of equipment,
technical appreciation of the defect is not easily made, it is essential that
clear sketches of the defect and any modification suggested be attached to
the Defect Report.
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CONCLUSION
13. It
is essential that Defect Reports be initiated as early as possible, and that
these provide sufficient technical data, to enable superior authority to make a
technical appreciation of the defect-and device means to overcome the same.
14. It
is essential that each signatory in the channel of submission of the report has
himself practically studied the defect before making his observations and recommendations
on the same.
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Based on IAF (EME) E-OI
DEFECT REPORT FORM
TECHNICAL EQUIPMENT
From: User Unit
Wksp
Unit
Project
Unit holding defective equipment _________________________________________
Recognition Details:-
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"B" Vehicles
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'C' Vehicles and other equipment
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1.
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Make:
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1.
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Type and Mark:
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2.
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Type:
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2.
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EM No :
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3.
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B.A. No:
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3.
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Manufacturer's Name:
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4.
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Mileage :
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4.
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Date of Manufacture :
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5.
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Country of Origin:
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5.
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Country of Origin :
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6.
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Hours used :
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Defective Component _______________________________________________
Defect:-
Observations
Does the defect immobilise the vehicle
or equipment due to lack of replacement parts. ?
___________________________________________________________________
Proportion
affected (expressed as a fraction, eg 10 out of 50) __________________
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Date:
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Signature
of Originator
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Where
originator is the User unit, observations of the EME will be recorded below;
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Date:
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Signature
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FORWARDING
MINUTES Unit Ref. No. _______________dt _________
This defect has/has not previously
been reported (ref:___________Date:____)
Observation
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Date:
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Signed:
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OC ___________
Fd
Wksp /Task Force/ EME
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To
Headquarters DGBR EME
This defect has/has not previously been reported (ref
___________Date:________)
Observations
Action taken to remedy;-
Proportion similar equipment affected
in the Project:__________
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Date:
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Signed
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