As rail companies seek to enhance cost efficiencies, implementing a robust strategy for both planned and unplanned maintenance will be crucial to improving the bottom line, says global industrial product and service solutions provider RS South Africa operations and strategic projects director De Wet Joubert.

He stresses that this is especially important in South Africa, where the Passenger Rail Agency of South Africa (PRASA) has indicated that the full recovery of national commuter rail services is a top priority.

Further, the White Paper on National Rail Policy, an overarching framework to guide the vision for the future of the railway industry in South Africa, was approved in 2022.

It suggests that, “as an affordable, competitive, effective, integrated, reliable, safe, sustainable, and valued transport mode”, rail is expected to provide the backbone of South Africa’s freight logistics and passenger mobility systems by 2050.

This will have a major impact on economic growth and social development. However, a key focus to achieve this vision is to ensure adequate spend on maintenance, repair, and operations (MRO).

“MRO has two distinct categories, namely planned maintenance and unplanned maintenance,” Joubert states.

Planned vs Unplanned

Joubert says that, when it comes to planned maintenance, the secret is in the quality of the planning.

“A clear maintenance schedule should be established well in advance, allowing downtime to be scheduled in a way that minimises inconvenience for passengers,” he says.

This foresight enables engineers and procurement teams to order the necessary parts from trusted suppliers ahead of time, securing the best prices and the required product quality.

However, he stresses that focusing solely on price when purchasing parts for planned maintenance can create a false economy, adding that “pressure to achieve greater productivity, can sometimes foster short-term thinking”.

Additionally, spending excessive time trying to save a few rands by purchasing from non-approved suppliers often overlooks the longer-term costs.

The extra time spent on finding lower prices and navigating slower approval processes can ultimately cost the business more, says Joubert.

It is much more effective to have a small number of approved suppliers that consolidate a selection of products, ideally using an electronic procurement system to expedite the purchasing process.

“This approach ensures engineers receive the products they need promptly, reduces time spent on procurement, and allows the procurement department to track purchases efficiently,” he says.

“At RS, we maintain a comprehensive stock range and work closely with our suppliers and customers to ensure critical parts are delivered as swiftly as possible,” he comments, adding that unplanned maintenance requires a different approach.

He says that, with unplanned maintenance, the focus shifts to stock availability and rapid delivery to mitigate potential fines for equipment downtime, and it is vital to have suppliers that offer a range of stock and can deliver quickly.

He notes that many companies stockpile parts internally for self-distribution. However, while holding critical parts on hand is sometimes necessary, large suppliers like RS can often provide next-day delivery, outpacing internal distribution.

This practice not only accelerates the availability of parts but also reduces the costs associated with storing unused inventory.

Strategic Partnership Benefits

By partnering with reliable suppliers and leveraging efficient procurement processes, rail companies can significantly reduce downtime and operational costs.

The strategic balance between planned and unplanned maintenance, supported by a robust supply chain, is essential for sustaining efficiency and service quality in the rail industry.

RS has the expertise and access to the latest products and premium brands to allow for proactive maintenance strategies that add to socioeconomic development and assist in the realisation of the government’s long-term vision for the rail industry.

“A strategic supplier partnership with RS allows rail companies to avoid disruptions, enhance operational efficiency, and ultimately boost profitability,” concludes Joubert.