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Eight Steps to Managing Effective Fluid Analysis

Step 1 — Set attainable program goals

Carefully examine your current maintenance practices and strategies and determine whether or not they are helping you accomplish your goals. Do you want to:

• Reduce unscheduled downtime?
• Reduce labor and repair costs?
• Document equipment “saves,” increases in production or reductions in fluid consumption?
• Extend fluid drain intervals?
• Extend equipment life yet maintain reliability?
• Move from interval-based maintenance to condition-based maintenance?

Step 2 — Determine the personnel needed to sufficiently run the program

The size of your program will determine the number of people necessary to maintain it and whether or not fluid analysis is their sole responsibility or only a part of their job. Consider the following:

• How many units will be sampled and at what intervals?
• Who will perform any recommended maintenance?
• What information will be documented and reported to management and how often?
• Will fluid analysis data be considered when making equipment purchasing decisions?
• What training will be required and who will do it?

Step 3 — Select testing appropriate to your program goals

If you simply want to monitor the condition of the unit and the fluid, basic testing for wear and contamination will suffice. If your goals are more advanced, consider the following:

• Extending drain intervals requires testing Total Base Number, Total Acid Number and Oxidation/Nitration
• Particulate analysis by Particle Quantifier (PQ), ISO Particle Count, Analytical Ferrography and/or Micropatch monitors the size, number and distribution of ferrous wear particles and can identify their source, allowing you to foresee and prevent catastrophic failure

Step 4 — Determine sampling frequencies

Although an equipment manufacturer's recommendations provide a good starting point for developing preventive maintenance practices, sampling intervals should be based on the following considerations:

• How critical the unit is to production
• Environmental factors such as hot, dirty operating conditions, short trips with heavy loads and excessive idle times

For proper trending, samples should be taken at regular intervals and from the same point each time. Train, and retrain when necessary, the personnel responsible for taking samples on the appropriate sampling points, frequency and designated method for each unit tested.

Step 5 — Take an active role in minimizing sample turnaround time

Don't compromise the value of your fluid analysis results and the laboratory's maintenance recommendations with unnecessary delays in turnaround time.

• Complete sample jar labels and any related paperwork required by the laboratory with accurate, legible unit and fluid information
• Ship samples to the laboratory the same day they are taken
• Use a trackable mail service for shipping samples
• Receive all fluid analysis results electronically
• Understand that laboratory turnaround time begins when the sample is received and ends when results have been sent to the user

Step 6 — Review your reports — take action immediately

When reviewing your most severe reports, consider all other diagnostic information available — vibration analysis, thermography, in-line sensors readings, etc. Make a decision either to act on the analyst's recommendations or order more testing. If re-sampling is recommended, sample again immediately or at half the normal interval to verify results. If not, monitor the unit closely and sample again at the normal interval.

Step 7 — Manage the data

The size of your operation and your goals and resources will dictate the best and most efficient means for receiving and managing your testing and analysis data. Web-based reporting applications should be able to:

• Summarize equipment problems by make, model and unit ID
• Track sampling frequency and turnaround time
• Graph test results
• Perform statistical analyses

Step 8 — Choose a laboratory that will help you every step of the way

Although price is always a factor, quality results, good turnaround time and open, two-way communication are essential to both a good relationship with your laboratory and to realizing a solid return on your fluid analysis investment. In deciding if a laboratory is right for you, consider the following:

• Is the laboratory A2LA ISO 17025 accredited?
• Can it perform the testing and analysis you need in an acceptable turnaround time?
• Can you send your samples to any testing location?
• Can you always speak with a data analyst?
• Is training and/or field support available?

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