Regardless of the industry you work in, calibration is one of those things you simply cannot overlook. Inspection equipment needs to function reliably and accurately. Calibration ensures consistency and is a requirement of quality management standards across the globe. In this week’s blog will examine four key steps to ensure that your organization is ready for your next audit.

1. Educate your employees- Education includes topics such as proper use, care, maintenance, and of course, procedures. In order to ensure that you properly follow all procedures, continual training is vital. Make procedures visible, frequently remind staff through email alerts or in person sessions, the importance of the calibration process, signs to look for, and what to do when you suspect equipment is out of calibration.
2. Documentation is your friend - Good record-keeping practices benefit you in two ways: you will be prepared for any audits that may come your way, as well as reminding you when calibration dates are coming up. Proper documentation should include any information pertinent to your equipment. This includes, but is not limited to, accidents, malfunctions, part replacements, servicing, etc. A good set of records should be easy to reference and can save you time and money in the long run. 
3. Maintain all equipment - While it may be tempting to continue to use equipment past required calibration intervals, this should be avoided at all costs. These intervals and any calibration earmarks exist for a reason. Operating past these deadlines opens up unnecessary liability.
4. Invest in calibration management software - The right software can handle all of the above steps, except for actually calibrating the equipment.  Choose a system that uses best industry practices, digitally maintains all applicable records, and sends reminders on upcoming calibration requirements.

The Calibration process does not have to be time consuming. With the right systems in place, you will be prepared for any audit, as well as have the peace of mind that comes with protecting yourself from liability. For more information on how Accupoint Software can help simplify the calibration process, contact us today.

There is always the potential for accidents in any work environment. Properly utilizing OSHA's LockOut/TagOut (LOTO) procedures can help you greatly reduce the risk of injuries while performing maintenance on hazardous machinery. 

It's more than simply putting a tag or a lock on the machine that's being worked on, though. Making sure that you know all of the required steps of the LOTO procedures will help you ensure you're creating the safest environment possible for your employees. 

• Proper training is key. Making sure all of your employees are trained in the LOTO procedures -- not just the people who will actually work on the machines, is critical. A proper understanding of the entire process will help reduce the likelihood of someone accidentally interfering with any of the key safety steps. 
• Identify all hazardous machinery. Knowing which machines will require the LOTO procedures beforehand will save time and prevent accidents.
• Following ALL of the required steps, not just some of them. Skipping steps can lead to unsafe conditions. They are as follows:

1. Notify all affected employees of the intended LOTO. 
2. Shut down the machine according to proper shutdown procedures. 
3. Identify any and all energy sources to the machine and shut them down as well.
4. Isolate the machine from said energy sources. 
5. LockOut/TagOut the machine by attaching locks and tags to any and all energy sources or switches that could power the machine back on.
6. Safely release any stored energy left in the machine.
7. Test machine to make sure it is completely powerless.
8. Perform maintenance or repairs. 
9. Reverse LOTO procedure so the machine can be put back into service. 

• Don't forget the steps to restarting safely. Removing any nonessential parts before you restart the machine -- tools or spare parts, for instance, is important. Properly reconnecting all energy sources and making sure all safety devices are back in place is critical as well. Finally, don't forget to let all affected employees know the equipment is back in service. 

Training your team to effectively enact the LOTO procedures is important, but don't forget that it's ultimately up to you to make sure they are being followed properly. To learn how Accupoint Software can help improve your LOTO process, please feel free to contact us.

Preventive maintenance refers to the practice of keeping machinery and equipment up-to-date in order to prevent problems before they occur. Preventive maintenance is important in all types of businesses, but particularly in the petroleum industry.

Both the API Spec Q1 & API Spec Q2 standards require a documented preventive maintenance program, specifically section 5.7.8 in both standards. The goal here is to keep all equipment in working order as a means to minimize risk and improve operational efficiency.

The best practices for preventive maintenance include creating a preventive maintenance plan and carrying out the plan effectively.

Create or Review Your Preventive Maintenance Plan

What are the specific preventive maintenance needs of your facility? Take into account your facility size, types of machines used, and other unique factors. If you don't currently have a plan in place, you will need to create one. Existing plans can benefit from periodic reviews.

Management should agree on a definition of what preventative maintenance means for your facility before you begin creating or revising a plan.

Take an inventory of each machine and its specific maintenance needs. Include both cleaning requirements and upkeep for each machine. Create a schedule for long- and short-term maintenance.

Organize your maintenance schedule using computer software. With so many types of machines with different needs, software can help keep everything organized and easy to keep track of.
Physical observation of machinery will also be necessary. Schedule walk-through examinations of machines by qualified employees.

Keep Employees Informed

Employees need to be aware of the preventive maintenance plan, especially those who will be conducting the inspections  or performing the maintenance. Emphasize the importance of preventive maintenance and its role in your business's continued success.

Keep up with the Plan

Ensure employees carry out the plan by keeping up with inspections, cleaning,  and other periodic maintenance. Software that creates work orders can make sure the preventive maintenance of your facility is implemented smoothly. 

Creating or updating your preventive maintenance plan doesn't have to be difficult and time-consuming. The work you do in advance could save you time and money later on.  To find out how Accupoint Software can help streamline your preventative maintenance plan, contact us.

Whether prepping for an audit, updating your company processes with new best practice information, or simply checking up on employee training, gage calibration (or lack thereof) should be taken seriously. Lack of compliance, regardless of which standards is being applied, can bankrupt a company. Gage calibration best practices really consist of 2 main parts, which should be checked periodically:

• Calibration certificates-Bureaucratic red tape gets a bad rap, but keeping important files and paperwork in order can save a lot of time and hassle. A monthly check of calibration certificates can alert you to bring in any gage from the field that needs calibrated ahead of its expiration date. 
  

• Employee Training. When employees do not know how to properly operate equipment, problems arise. Misuse of gages can cause them to no longer be in calibration. It can lead to incorrect readings, damage due to not taking the environment into consideration when applicable, or even cause accidents to happen. In the event of an accident, employees should feel comfortable reporting inaccurate, damaged, or otherwise malfunctioning gages to the proper authority.

Of course, keeping on top of gage calibration can be tedious, and easily lost among other, more pressing issues. Having one system set in place that can handle all compliance management efforts streamlines the process and makes it easier for the whole company, as otherwise compliance efforts get split among different individuals and departments. This inevitably leads to something getting lost in translation, or through the cracks. For the best compliance management solutions that optimize your business practices while improving customer satisfaction, contact us today.

The API Spec Q1 standard requires that organizations “maintain a documented procedure for the establishment of preventive maintenance for equipment used in product realization."  An effective PM program will reduce operating costs, improve product quality, and increase productivity for the company. Our goal is to minimize interruptions that  adversely impact productivity. With that in mind, we thought we would take this opportunity to discuss a number of best practices around the preventive maintenance process.
 
1. Preventive Maintenance factors:

Understand that preventive maintenance schedules are based on a variety of inputs, including:

• Usage history
• Risk analysis
• Manufacturer’s recommendations
• Industry recommended practices
• Regulatory requirements
• Internal experience
• Notable changes in system performance

2. Develop an actual plan

Most plans can be formed with a triggering mechanism. This means that certain events are slated to occur at a specific interval. The schedule may be developed with a condition-based or company-based protocol. The preventive maintenance schedule should always be assigned to a particular trigger.

3. Form the plan with savings in mind.
 
The plan should be developed with a specific set of savings objectives. Metrics like the maximum manufacturing time available for each machine may be used to create the schedule. There may be some downtime required where minimal lost production opportunity time may be factored into the planning process. There may even be a schedule developed around the concept affecting the quality of products manufactured.

4. Make the system available to others.
 
Once the framework has been constructed, the information should be created in some sort of a computerized maintenance system. The system will be formalized and assigned to key personnel responsible for monitoring the maintenance to be performed. The Accupoint system allows tasks to be automated and scheduled in a manner where work orders are generated on a timetable.

5. Set routine maintenance.
 
Once routine maintenance schedules are established for one system, move on to another critical system.  Again, set up maintenance schedules, documenting current conditions for future reference. An effective PM program can extend the asset life and ensures that it can be replaced as a scheduled event, rather than in an emergency situation.

6. Match the cost to the PM protocol developed.
 
It may be more cost-effective to perform a set of repairs simultaneously to a machine. It may also be much more cost-effective to take a reactive approach to maintenance. This approach may be better if this type of repair or maintenance duty doesn’t occur nearly as often.

In summary, a combination of inspections, repairs, and testing should be a part of any comprehensive preventive maintenance process. In addition,  any credible program should be long-term in nature.
 
To find out how Accupoint can help manage your preventive maintenance management program, call us toll free at 800-563-6250 or visit us at www.accupointsoftware.com.