Nzugua Michael Evans presented on instrumentation equipment management. He discussed key aspects including calibration, validation, maintenance and inventory. Calibration ensures accuracy and reliability by comparing equipment readings to known standards, and should be done annually. Validation verifies equipment will consistently meet specifications. Maintenance such as cleaning and repairs helps equipment last longer and work properly. A well-organized maintenance program provides reliable results, fewer interruptions and safety. Documentation like logs and inventories are important for tracking equipment status and history.

1. Presenter: Nzugua Michael Evans
Senior Physicist, mtrd,
Msc nuclear science bias on nuclear instrumentation- ongoing
Email: michael.nzugua@mtrd.go.ke, nzuguam22@gmail.com,
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Equipment Management
Equipment-Management 01

2. introduction
Instrumentation Equipment: Collective term for devices which are used for ,Indicating, Measuring
and Recording physical quantities- Mass, Force and Temperature
for proper functionality these devices will need to be
Equipment Management: Is the proper use and maintenance of equipment in the most efficient
and effective manner. This includes but not limited to
a. Calibration
b. Validation
c. Servicing and Repair- Preventive and Corrective Maintenance
d. Equipment inventory.
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Equipment-Management

3. Section 1
Equipment Calibration and Validation
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Equipment-Management

4. Calibration.
Defin: is the process of comparing a reading on one piece of equipment with another piece of equipment which has been referenced to a known set of
parameters. The equipment used as a reference should itself be directly traceable to equipment that is calibrated according to ISO/IEC 17025-int stds
accreditation of testing and calibration labs.
Importance of calibration
a. confidence in results you control
defines accuracy , reliability, repeatability and quality of measurement.
minimizes measurement uncertainty
disadvantage of not calibrating
a. cost of reputation
b. injury, death and major environmental disasters
frequency of calibration;
we should always consider cost of calibration as an investment and a potential result of an incorrect reading as a cost of not making the investment.
Most standard practice is to calibrate annually and the calibrating lab provides printed calibration certificate for customer to retain as a proof of quality
standard.
n/b calibration is vitally important wherever measurement are important.it enables users and businesses to have confidences in the result that they
monitor, record and subsequently control.
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Equipment management

5. Case study1.- temperature calibration.
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Equipment-Management

6. Case study2: mass balance calibration
Measured value,gms True value,gms Error,gms
0 0 0
49.998 50 -0.002
99.998 100 -0.012
149.996 150 -0.004
199.999 200 -0.015
249.999 250 -0.001
299.99 300 -0.010
349.999 350 -0.001
399.988 400 -0.012
449.989 450 -0.011
499.997 500 -0.003
Equipment-
Management 06

7. For Accuracy
1 Place 5 gm. on the weighing pan.
2 Note the weight.
3 Calculate the difference between the weight in certificate and observed weight.
4 Repeat the above steps using 50gm & 100 gm. weights.
5 Record the reading in Annexure-I.
Annexure I
date Internal
calibration
Observed
wt for 5gm
difference Observed
weight for
50gm
difference Observed
weight for
100gm
difference Calibrated
by
Checked
by
No. Actual wts from certificates tolerance
1 5gm
+/- 0.01gm
2 50.0gm
+/- 0.01gm
3 100.0gm
+/- 0.01gm
Equipment-management 07

8. For precision
1.Place 5 gm. in the weighing pan.
2 Note the weight .
3 Repeat the above two steps nine times.
4 Record the weight in Annexure-II .
Calculate the Standard deviation.
Calculate the measurement uncertainty using following equation.
Measurement uncertainty = 2XSD/Actual weight from certificate
Frequency Internal verification and accuracy = quarterly
Precision: quarterly
Calibration date Date last calibration done Next due for calibration
Instrument detail
Instrument name Instrument make Instrument id no
observation
Theoretical weight Actual weight from certificates Observed
weights
Measurement
uncertainty
tolerance
5.0gm 5.0g 4.9 Not more than 0.10
4.8
4.9
4.9
4.8
4.8
𝑠𝑑 =
∑ ∣ 𝑥 − 𝑥 ∣ 2
𝑛 − 1
∧ 0.5
2XSD/actual weight
from cert
Equipment-
Management
08

9. Validation/ Verification.
verifying and documenting with high degree of assurance that a specific equipment will perform consistently according to predetermined
specifications.
validation activities can be described in three stages.
1 – Equipment Design: Defined during this stage based on knowledge gained through development and scale-up activities.
2 – Equipment Qualification: The design is confirmed as being capable of reproducible commercial manufacturing.
3 – Continued Equipment Verification: Ongoing assurance is gained during routine usage that the equipment remains in a stable state.
Types of validation
A) Prospective validation (or premarket validation)
Establishing documented evidence prior to process implementation that a system does what it proposed to do based on preplanned
B) Retrospective validation
used for equipment in operation that have not undergone a formally documented validation process. Validation of these is possible using
historical data to provide the necessary documentary evidence that the process is doing what it is believed to do. Therefore, this type of
validation is only acceptable for well-established processes and will be inappropriate where there have been recent changes in equipment.
C) Concurrent validation
used for establishing documented evidence that the equipment do what they purport to do, based on information generated during actual
This approach involves monitoring of critical steps to show that the equipment is stable.
D) Revalidation
Repeating the original validation effort, includes, review of existing performance data. is essential to maintain the validated status of the ,
equipment. Possible reasons for starting the process include:
1.The transfer of an equipment from one place to another.
2.Changes to the equipment eg spares, that could affect output.
3.The necessity of periodic checking of the validation results.
4.Significant (usually order of magnitude) increase or decrease in equipment output.
5.Sequential results that fail to meet specifications.
Equipment
management
09

10. Why validation:
1.reduces risk of non-compliance with regulatory agencies
2.improves efficiency and quality
3. cost savings
4. less standby equipment.
5.Reduction of variation in results
6. improvement of overall production reliability and availability.
Equipment-Management 10

11. Case study 1: Electronic Balance
y = 1x + 0.0005
R² = 1
0
200
400
600
0 100 200 300 400 500 600
true
value
measured value
true value v/s measured value
True value: value on the
calibration certificate
Measured value: value from the
equipment under verification
Image 2 Image 3
Image 1
Measured
value,gms
True value,gms Error,gms
0 0 0
49.998 50 -0.002
99.998 100 -0.012
149.996 150 -0.004
199.999 200 -0.015
249.999 250 -0.001
299.99 300 -0.010
349.999 350 -0.001
399.988 400 -0.012
449.989 450 -0.011
499.997 500 -0.003
Equipment Management
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12. Section 2
Equipment maintenance and inventory
servicing
repair
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Equipment-Management

13. Maintenance
Equipment-Management 13
Equipment maintenance Benefits
Performance
high level
Test results
Variation/
Time
Lowers
repair costs
Lengthens
lifespan

14. .
14
Equipment Maintenance Benefits contd
Reduces
interruption
of services
Increases safety
Greater
customer
satisfaction
Equipment-Management

15. .
Equipment life span/consideration
Selection
and
acquisition
Installation
Calibration/
performance
evaluation
Maintenance
Trouble-
shooting
Service
and
repair
Retiring
equipment/
disposition
Equipment management 15

16. Equipment Management Overview
1. assign responsibilities for all activities
2. train all personnel on requirements and maintenance needs
3. monitor equipment management activities:
a. ensure all procedures are followed
b. review all records routinely
c. update procedures as needed
Equipment management 16

17. . Preventive Maintenance
 routine cleaning
 adjustment,
replacement of
equipment parts
Equipment Management 17

18. .
Equipment-Management 18
Implementing a Maintenance
Program
 assign responsibility
 develop written
policies and
procedures
 maintain records
 train staff

19. .
Equipment-Management 19
Develop a Maintenance Plan
For each piece of equipment establish
routine maintenance plan to include:
frequency of all maintenance tasks
function checks
routine replacement of parts

20. .
Equipment-Management 20
Create an Equipment Inventory Log
Record:
 instrument type, model number,
serial number
 location in laboratory
 date purchased
 manufacturer and
vendor contact information
 warranty, note expiration date
 spare parts. Cost and ordering information

21. .
Equipment-Module 3 21
Troubleshooting/corrective
maintenance: What is the source of the
problem?
Sample?
Reagent?
Water,
Electricity?
Equipment?
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Equipment management

22. .
Equipment-Management 22
When in-house efforts fail:
call manufacturer or
other technical expert
look for options to continue service
 obtain back-up instrument from central
stores or manufacturer
 refer sample to nearby laboratory

23. .
Equipment-Management 23
Service and Repair
manufacturers
laboratory must schedule routine
manufacturer’s maintenance
warranty may require repair handled
by manufacturer
in-house service technicians

24. .
Equipment-Management 24
Retiring Equipment / Disposal

25. .
Equipment-Management 25
Retiring Equipment / Disposal

26. .
Equipment-Management 26
Documents
Develop written procedures for:
 routine
maintenance
 function checks
 calibration
 troubleshooting
 manufacturer’s
service

27. .
Equipment-Management 27
Dedicated Log Book
 Routine maintenance:
 calibration/validation
 service repair
by manufacturer
 all problems
 Function checks

28. .
Equipment-Management 28
Recording Problems
date problem occurred, equipment
removed
from service
reason for breakdown or failure
corrective actions taken
date returned to use
change in maintenance or in function
checks

29. .
Equipment-Management 29
Example of equipment logbook

30. .
Equipment-Management 30
Example of equipment logbook

31. .
Equipment-Management 31
Example of equipment logbook

32. Equipment inventory
-For all lab equipment and their status
LABORATORY EQUIPMENT AND ACCESORIES INVENTORY 2020
S/No MB No./ MTRD Serial No. Name of
Equipment
Manufacturer/ Calibration
Status
Test in which
the equipment
is used for
Equipment Condition Remarks/
Space capacity
Working Not Working Obsolete
List per
category i.e.
soils, Bitumen
Indicate where
applicable
Indicate where
applicable
Indicate Name
e.g. Cone
Penetrometer
Indicate
Manufacturer/
M ake e.g ELE,
Controls etc
Indicate last
date of
calibration
where
applicable &
attach
calibration
certificate
Equipment use
or specific test
for the
particular
equipment
Tick if working Tick if not
working but
repairable
Tick if obsolete Status of
management of
unused and
obsolete
equipment
Equipment management 32

33. .
Equipment-management
33
Summary
An equipment maintenance management program will address:
 equipment selection
preventive maintenance
procedures for troubleshooting and repair
Documents and records will include:
inventory of all laboratory equipment
Information provided by the manufacturer on operation, maintenance, and
troubleshooting
records of all preventive maintenance and repair activities

34. .
Equipment management 34
Key Messages
A well-organized equipment maintenance program provides:
High level of performance and greater confidence in the reliability of
results.
Fewer interruptions in test performance, lower repair costs, and
elimination of premature replacement of equipment.
Increased safety for laboratory workers will result from well-
maintained equipment.
N/B: developing mtrd equipment management guideline.
A major part of equipment maintenance is
PREVENTIVE maintenance

35. thank you, ahsante, merci…
Equipment management 35

36. LQMS
Equipment-Module 3
Equipment management
Questions?
Comments?
Organization Personnel Equipment
Purchasing
&
Inventory
Process
Control
Information
Management
Documents
&
Records
Occurrence
Management
Assessment
Process
Improvement
Customer
Service
Facilities
&
Safety 36