Laboratory Equipment Management, Equipment Life cycle management, Quality management in accredited laboratory, Preventive maintenance, Standardization of laboratory Equipment, Equipment Inventory, Corrective maintenance,

1. Training on Equipment Management
By; Milkessa Regassa. Biomedical Engineer at EIAR

2. Doc ID
2
Objectives
 To achieve product quality and customer satisfaction through adjusted
and serviced equipment
 Maximize useful life of equipment
 Keep equipment safe and prevent safety hazards
 Minimize frequency and severity of interruptions
 Maximize production capacity – through high utilization of facility

3. Doc ID
3
Introduction to lab Instrumentation
 Analytical chemistry, nutrition and microbiology has undergone a complete change
over the last three decades.
 The older, wet chemical analysis have been completely replaced by automated,
microprocessor instruments which are more rapid and accurate.
 A greater demand for speed and automation has resulted in more elaborate and
complicated instruments.
 Their maintenance and repair require specialized personnel.
 Electronic structures whose care and treatment can spell success or failure for the
present analytical laboratory of an agricultural institute.
 Their installation and maintenance are of paramount importance for reliable use.

4. Doc ID
4
Equipment management
 Is one of the essential elements of
a QMS
 To ensure accurate, reliable and
timely testing.
 Helps to maintain a high level of
laboratory performance;
 Reduces variation in test results,
 Improves the technologist’s
confidence in the accuracy of
testing results;
 Lowers repair costs,

5. Doc ID
5
Cont’d
 Lengthens instrument life;
 Reduces interruption of services due to breakdowns and failures;
 Increases safety for workers;
 Produces greater customer satisfaction

6. Doc ID
6
Laboratory tests are influenced by
 Laboratory environment
 Knowledgeable staff
 Competent staff
 Reagents and equipment
 Quality control
 Communications
 Process management
 Occurrence management
 Record keeping

7. Doc ID
7
Introduction Laboratory Quality Management System-Module 1
How do we achieve
excellent
performance in the
laboratory?
Organization Personnel Equipment
Purchasing
&
Inventory
Process
Control
Information
Management
Documents
&
Records
Occurrence
Management Assessment
Process
Improvement
Customer
Service
Facilities
&
Safety
Twelve Quality System Essentials

8. Doc ID
8
Organization
Responsibilities,
Authorities
Communication
Provision
of
resources
Quality
Policy

9. Doc ID
9
Personnel
 Human resources
 Job qualifications
 Job descriptions
 Orientation
 Training
 Competency assessment
 Professional development
 Continuing education

10. Doc ID
10
Introduction Laboratory Quality Management System-Module 1
Equipment
 Acquisition
 Installation
 Validation
 Maintenance
 Calibration
 Troubleshooting
 Service and repair
 Records

11. Doc ID
11
Process Control
 Quality control
 Sample management
 Method validation
 Method verification

12. Doc ID
12
Information Management
 Confidentiality
 Requisitions
 Logs and records
 Reports
 Computerized laboratory
 information systems (LIS)

13. Doc ID
13
Occurrence Management
Complaints
Mistakes and problems
Documentation
Root cause analysis
Immediate actions
Corrective actions
 Preventive actions

14. Doc ID
14
Laboratory assessment
External
Proficiency
testing (EQA)
Inspections
Accreditations
InternalInternal

15. Doc ID
15
Process Improvement
Opportunities for improvement (ofis)
Stakeholder feedback
Problem resolution
Risk assessment
Preventive actions
Corrective actions

16. Doc ID
16
Three essential elements that make up the MMS

17. Doc ID
17
Cycle of activities in the life of equipment

18. Doc ID
18
Planning and Budgeting definition
 Planning: is the process of thinking about and organizing the activities
required to achieve a desired goal.
 Budget: A written financial plan listing future, income and expenditure
covering a given period of time
 Budgeting: allow or provide a particular amount of money in a budget

19. Doc ID
19
Importance of Planning and Budgeting
 Helps to control the direction of technology development
in lab.
 Helps to make the most out of the assets
Good
management
Plan and
Budget
• Regular
replacement
• Effective
maintenance
• Training needs
Sustainable
use of HT

20. Doc ID
20
Planning and budgeting Group
Depending on level of the institution, WHO suggests the following subgroups
Planning Sub-group: responsible for equipment development planning
Stock sub-group: evaluate the usage rates consumable items.
Training Sub-group: considers equipment related training issues.
Pricing Sub-Group: for developing equipment price lists and stock values.
Specification Writing Sub-Group: for developing equipment specifications, technical
and environmental data sheet.
Commissioning Team: undertaking the installation and commissioning of new
equipment.
Tender Committee: Decide which quotes to accept for the equipment and services to
plan and budget.

21. Doc ID
21
Planning tools
Planning Tools
Planning Tool I
Starting Point
Planning Tool II
Discover Where headed
- Equipment Inventory
- Stock value of equipment
- Budget lines for equipment
expenditures
- Rate of use of equipment
- Reference Materials
- Developing vision
- Model list of Equipment
- Purchasing, Replacement and
disposal policies
- Equipment specifications and
Technical data

22. Doc ID
22
Usefulness of having an inventory
 Importance of to know about current stock of equipment
No guesswork; (budgets are based upon the actual quantity of equipment
owned)
Not dealing with unknown quantities(for PPM program)
Can calculate what the users can afford to operate or run; (not
overestimate or underestimate the consumables required, and set its
recurrent budgets accurately)
To develop realistic plans for the future, because knows current
equipment situation;

23. Doc ID
23
Usage rate for equipment related consumable items
Equipment related consumable items
▪Equipment consumables (e.g. electrodes, gels, paper)
▪Replacement accessories (e.g. probes, lenses)
▪Spare parts(e.g. filters, O-rings, )
▪Maintenance materials
▪Equipment cleaning materials (e.g. cotton wool, detergents, disinfectants)
▪Safety materials (e.g. refilling fire extinguishers, calibrating test
instruments)
▪Energy supplies (e.g. fuel, oil, gas, electricity)

24. Doc ID
24
What is Procurement and Commissioning?
Procurement: The process of obtaining goods and services in any way, such
as through purchase, donation, loan or hire.
What Do you thing about Procurement? What it involves?
▪purchase planning,
▪standards determination,
▪specifications development,
▪supplier research and selection,
▪financing,
▪price negotiation,
▪making the purchase,
▪supply contract administration, inventory control and stores

25. Doc ID
25
What is the Need for Procurement?
There five main reasons (listed in order of priority),
1.Equipment requires replacement
2.Regular supplies of equipment-related items are required
3.Additional equipment is necessary for providing a basic standard level
4.Additional equipment is required to improve services and go beyond
5.Additional equipment is required

26. Doc ID
26
….cont
When equipment should be replaced?
Equipment should be replaced when:
▪ it has reached the end of its life
▪it is no longer economical to repair
▪it has become technically obsolete

27. Doc ID
27
The Purchase Document
What will Purchase Document need to provide?
▪ item information and order information.
The item information includes:
▪The equipment specification: a detailed description of the equipment
(delivery, installation, initial training, consumables, and aftersales support)
the quantities required.
technical and environmental data
▪special conditions page
▪summary price schedule for the offer.

28. Doc ID
28
Assembly, Installation, commissioning And Initial Training
Assembly: the steps required to put equipment back together again if it was
dismantled for shipment.
Installation: the process of fixing equipment into place.
Assembly and installation should be carried out by following the
manufacturer’s instructions in the operator or service manual
Commissioning: a series of tests and adjustments performed to check
whether new equipment is functioning correctly and safely, and ensure that
any necessary adjustments are made, before the equipment is used.
Initial training: a key training stage in a member of staff ’s career that
provides training in the range of skills required to make the best use of
newly arrived equipment (at the time of commissioning)

29. Doc ID
29
Registration And Handover
All equipment and equipment-related supplies need to be entered into your
records and systems.
ISO Recommendation!:
▪Equipment Inventory (manual or computerized)
▪Equipment File (manual or computerized)
▪Planned preventive maintenance (PPM) program

30. Doc ID
30
What are the Advantages of Proper equipment usage?
Equipment is operated safely.
Equipment lasts longer.
To achieve maximum benefit for any financial investments.
Staff do their work and deliver better services to clients.
 Users are the custodians of the equipment they operate, to ensure that equipment is
– working
– giving reliable results
– being operated correctly and safely

31. Doc ID
31
General Good Behavior Towards Equipment
Teaching the staff,
using demonstrations, to remember
the basic motto and strategy of
‘Safety – Care – Maintenance’:
Help them to understand the basic
dos and don’ts when dealing with
equipment. (in the equipment
manufacturer’s literature)

32. Doc ID
32
Developing Staff Skills
Why and what to Do?
New model and technology
Good practice when handling equipment – basic dos and don’ts
How to operate equipment
The correct application of equipment
Care and cleaning
Safety procedures
Management of stocks and stores
Planned preventive maintenance (PPM) .
Should trained on PPM and corrective maintenance.

33. Doc ID
33
HOW TO ENSURE CORRECT OPERATION
▪What is your suggestion on correct operation/ to gain maximum
benefit from equipment ?
Know how to use it/ how to operate equipment
 Apply it in different situations/ the correct application
 Take care of it / care and cleaning
The equipment manufacturer’s user manual is often the best source

34. Doc ID
34
How To Ensure Continuous Operation
What to do?
Security
User planned preventive maintenance (PPM).
Testing for electrical and mechanical trustworthiness.
Fault reporting .
Decommissioning, disposal, and replacement of equipment

35. Doc ID
35
Standardization
(also known as rationalization, normalization, and harmonization)
– the process of reducing the range of makes and models of equipment
available in your stock, by purchasing particular or named makes and models.
The Benefits of Standardization
Quality:
Procurement and logistics:
◆ by limiting the number of types of spare parts and consumables
◆ by rationalizing sources of supply/ savings through bulk purchasing.
Skill development and performance:
Enable staff to become more knowledgeable about operation and
maintenance of the products, as it limits the variety of items they have to be
familiar with.
After sales support:

36. Doc ID
36