Preparing an Effective Coatings Repair Strategy Ahead of Compliance Audits
How Proactive Facility Evaluations Can Expedite Compliance Fixes and Limit Downtime
by Clint Russell, Sales Director - Business Development, and Rita Kamoutsis, Marketing Director, Manufacturing & Processing, Sherwin-Williams Protective & Marine
For plant managers in any sector, the arrival of a compliance auditor can be worrisome, even when the facility is operating well. No matter how prepared the facility may seem, auditors will often find some sort of issue or more that needs immediate attention. Without an efficient way to address these issues quickly, facilities risk disruptions to operations or, worse, a lengthy shutdown that could affect their profits.
One important way for plants to be prepared for any audit-related flags is to establish preventive control plans that will ensure facilities can swiftly implement corrective actions. For example, a plant that has a ready-to-go specification for recoating and repairing flooring surfaces or fixing flaking paint will enable managers to respond promptly following a compliance issue. By being able to act quickly, including issuing prompt repair bids to prequalified contractors, facilities can often restore compliance related to coatings deficiencies within the typical three- to four-week deadline set by auditors.
When preparing proactive coating repair specifications, facility managers are advised to invite a coatings expert along for the journey. That qualified expert can walk the plant floors, note every area in the facility where coatings are used and then prepare detailed repair specifications for the various assets and environments within the facility.
Engaging a coatings expert at an early stage can help plants evaluate and resolve potential issues before an audit and thereby reduce their risk of experiencing compliance citations. To make the most of such visits, it’s best to find a qualified supplier with an established process for preparing for and addressing compliance audits. Their process should include a floor-to-ceiling walkthrough of all areas of a plant, inspections of all areas that use coatings, a detailed report that assesses the condition of coatings in those areas and comprehensive specifications for repairing those areas when needed. Some programs will even offer a list of prequalified contractors to contact to perform the work.
How Expert-Led Facility Evaluations Prepare Facilities for Now and the Future
As plant managers consider conducting their own internal facility audits, they need to understand their limits. Their internal team may lack the specialized expertise needed to conduct a thorough evaluation, particularly related to coatings. They’ll be able to identify obvious areas of concern, but they likely lack the expertise to spot signs of commonly hidden or very early deficiencies. Plus, they may not know the best way to repair everything they spot – or don’t spot.
Inviting a certified coatings professional, such as an AMPP-Certified Coatings Inspector, along for a plant walkthrough will ensure that facility managers will be aware of any and all areas of immediate concern. In addition, they’ll learn about areas that may need attention in the future, as the certified coatings expert will identify all areas where coatings are, or could be used. Providing this detailed, comprehensive view of facilities gives managers a complete picture of what’s in store for current and future repairs.
A coatings expert can also assess which solutions are best suited for specific facility areas to ensure durability and minimize future maintenance. For instance, while an internal team may assume an epoxy coating is ideal for wet processing areas, a coatings professional knows that epoxies can be prone to damage in environments exposed to moisture and frequent washdowns. Instead, the coatings expert may recommend urethane concrete-based systems, which can better withstand these conditions, offering longer-lasting protection and minimizing maintenance needs.
A coatings evaluation will cover all areas that require industrial coatings, such as production floors, storage areas and equipment rooms. During the evaluation, the team will address issues like rust, peeling paint, porous surfaces that harbor bacteria and improperly designed drainage systems. For example, coatings professionals will carefully look for early signs of corrosion or poorly sloped floors that could lead to standing water or safety hazards. They may also recommend adding a cove base in areas subject to washdowns to improve cleanliness and reduce the risk of bacterial growth at floor-to-wall junctions.
Creating a Comprehensive Coatings Repair Specification to Ensure Timely Fixes
Following a facility-wide evaluation, a coatings expert will provide a comprehensive report detailing recommended repair specifications for each area assessed and detail the preferred and optional products that could be used. These specifications will be tailored to the unique needs of each environment. For example, the specification for a wet processing area may suggest using urethane concrete systems for floor repairs, while the specification for a chemical storage area may require impact-resistant and chemical-resistant coatings. Cold storage areas may require coatings that are specifically designed for low temperatures and can withstand the rigors of temperature fluctuations.
Comprehensive coatings expert reports will also prioritize repair recommendations, including immediate, pending and future actions. By identifying the highest priority areas of concern, facility managers can address the most immediate repairs first. From there, they can tackle longer-term needs based on the experts’ recommendations.
In addition to material recommendations, useful repair specifications will also include cost estimates, timelines and suggestions for various repair scenarios based on the facility’s needs and budget. Then, facility managers can make educated decisions among the options to balance cost, longevity and speed of repair. Having such specifications at the ready enables the facility to act quickly in the event of an audit and ensures that all necessary repairs can be handled efficiently.
Having a standardized set of repair specifications can deliver additional benefits for facilities with multiple locations. Companies will be able to simplify product ordering, contractor selection and budgeting when they follow a uniform approach from plant to plant. Doing so will help them reduce costs and streamline operations across all facilities.
A certified coatings expert can conduct a thorough facility evaluation, inspecting for issues like corrosion, peeling paint, cracked flooring and porous surfaces that could trap bacteria.
Coatings professionals performing site evaluations may conduct a quick water test to ensure drains are sloped properly to drains to reduce ponding water and areas for bacteria growth.
A coatings professional may recommend adding skid resistance to the flooring to minimize the risk of slips and falls, improving overall worker safety.
Proactive Compliance Planning Pays Off in Avoiding Audit Fines and Shutdowns
With a comprehensive coatings repair specification in hand, a facility is in a much stronger position to handle a compliance audit, not to mention daily operations.
The facility will have the information needed to promptly address deficiencies flagged by auditors, often before the audit even takes place. By proactively repairing any areas of concern, the facility can thereby minimize the number of compliance issues that will need to be addressed following an audit. They can also likely avoid the inefficiencies of an unplanned shutdown.
In addition, facility managers can integrate the coatings expert’s recommendations into their ongoing maintenance programs to help reduce the likelihood of experiencing future issues. This proactive approach helps plants maintain continuous compliance, not just during the lead up to audits.
Facilities that implement a comprehensive coatings repair specification strategy can look forward to smoother, less stressful audits. With the right coatings repair specifications and a preventive control plan in place, plants can minimize downtime, reduce long-term maintenance costs and ensure that they remain fully compliant with regulations. When the U.S. Department of Agriculture (USDA), Occupational Safety and Health Administration (OSHA), U.S. Food and Drug Administration (FDA) or other certified auditing organizations arrive, there may be very little to flag – at least when it comes to coatings.
ABOUT THE AUTHORS
Clint Russell is the Sales Director of Business Development at Sherwin-Williams Protective & Marine, bringing over 25 years of experience in the coatings industry. Clint earned his degree in Business Administration and Marketing from The University of North Alabama and is an AMPP Senior Certified Coating Inspector Level-3. He specializes in crafting innovative strategies to attract and nurture both new and existing client relationships, while leveraging his deep expertise in coating selection, inspection, and project management within the Manufacturing & Processing market space. He can be reached at Clint.A.Russell@sherwin.com.
Rita Kamoutsis is the Marketing Director of Manufacturing & Processing for Sherwin-Williams Protective & Marine. Kamoutsis is a seasoned business professional with more than 20 years in marketing and business leadership for business and government collaborations. She has 14 years’ experience in the coating industry leading various market segments at national and global levels with an emphasis on front-end innovation and business and market strategy. She is a published author, recipient of six U.S. and global awarded patents and a STEM Taft Awardee. Kamoutsis earned her degree from The College of Wooster and has completed continued education from the Weatherhead School of Management at Case Western Reserve University. Contact: Rita.Kamoutsis@sherwin.com
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