EQUIPMENT

MANAGEMENT
ROLES IN QUALITY MANAGEMENT
SYSTEM
Equipment management is one of the essential elements of a quality management
system. Proper management of the equipment in the laboratory is necessary to ensure
accurate, reliable and timely testing. The benefits of a good equipment management
program are many:
 helps to maintain a high level of laboratory performance
 reduces variation in test results, and improves the technologist’s confidence in the
accuracy of testing results;
 lowers repair costs, as fewer repairs will be needed for a well-maintained instrument;
 lengthens instrument life
 reduces interruption of services due to breakdowns and failures
 increases safety for workers
 produces greater customer satisfaction
 STEPS IN EQUIPMENT MANAGEMENT SYSTEM

DOCUMENTA
GETTING MAINTENANCE T ION OF
TROUBLESHO EQUIPMENT
EQUIPMENT OF
SELECTING EQUIPMENT OTING, MAINTENANC
READY FOR
AND SERVICE SERVICE, E
- Preventive
Maintenanc
REPAIR
ACQUIRING - After - Developing
- Selecting Installation e - Troubleshooting Documents and
- Maintenance Plan Policies for Record
- Acquiring - Equipment - Service and Repair Keeping
Calibration -Equipment Inventory - Retiring and
- Installing - Recording
- Performance - Inventory of Spare Disposing of
Evaluation Parts Equipment Maintenanc
- Function e
Checks Information
 SELECTING AND ACQUIRING
Criteria to consider when SELECTING laboratory equipment:
 Why and how will the equipment be used? The
instrument should be matched against the service
the laboratory provides.
 What are the performance characteristics of the
instrument? Is it sufficiently accurate and
reproducible to suit the needs of the testing to be
done?
 What are the facility requirements, including the
requirements for physical space?
 Will the cost of the equipment be within the
laboratory’s budget?
 Will reagents be readily available?
 Will reagents be provided free of charge for a limited
period of time? If so, for how long?
 How easy will it be for staff to operate?
 Will instructions be available in a language that is
understood?
 Is there a retailer for the equipment in the country,
with available services?
 Does the equipment have a warranty?
 Are there any safety issues to consider?
 SELECTING AND ACQUIRING

• Is it better to purchase or lease equipment?

Criteria to consider when ACQUIRING laboratory equipment:

 If wiring diagrams, computer software information, a list of parts needed, and an
operator’s manual are provided;
 the manufacturer will install the equipment and train staff (covering travel expenses as
necessary) as part of the purchase price; Laboratory Quality Management System 39
 the warranty includes a trial period to verify that the instrument performs as expected;
 the manufacturer’s maintenance can be included in the contract and, if so, whether
maintenance is provided on a regular basis.
 SELECTING AND ACQUIRING

• Before equipment is INSTALLED, verify that all physical requirements (electrical,

space, doors, ventilation and water supply) have been met.
• Other things to consider are:
1. The vendor’s responsibilities for installation should be confirmed in writing prior
to beginning the installation process.
2. A checklist of the expected performance specifications should be developed, so
that performance can be quickly verified as soon as the equipment is installed.
 SELECTING AND ACQUIRING

• If equipment is installed by the laboratory:

1. Check that the package contents contain all of the parts;
2, Make a copy of any software that is part of the system;
3. Do not allow the equipment to be used before it is completely installed,
performance is verified and testing personnel are trained.
 GETTING READY FOR SERVICE

• After equipment has been installed, the following details need to

be
addressed before putting the equipment into service.
1. Assign responsibility for performing the maintenance and operation program.
2. Develop a system for recording the use of parts and supplies
3. Implement a written plan for calibration, performance verification, and proper operation of
the equipment.
4. Establish a scheduled maintenance program that includes daily, weekly and
monthly maintenance tasks.
5. Provide training for all operators; only personnel who have been trained specifically to
properly use the equipment should be authorized as operators.
 GETTING READY FOR SERVICE

• For EQUIPMENT CALIBRATION follow the manufacturer’s directions carefully when

performing the initial calibration of the instrument. It is a good idea to calibrate the
instrument with each test run, when first putting it into service.
• For PERFORMANCEEVALUATION:

1. Verify the manufacturers’ performance claims—Manufacturers provide performance

evaluations for testing methods using their kits or instruments, and include the information
in the package inserts or operator's manuals.
2. Validation of new equipment and associated techniques—If the equipment and
associated techniques are new, validation processes will be important. Validation can be
carried out by running samples in parallel using both old and new equipment and methods
for a period of time to determine that the expected results can be obtained. These
validation procedures should be completely recorded.
 GETTING READY FOR SERVICE

• For FUNCTION CHECKS:

This should be done before using the instrument initially, then with the
frequency recommended by the manufacturer. These function checks should
also be done following any instrument repairs. Some examples of function
checks are daily monitoring of temperatures and checking the accuracy of
wavelength calibration.
 MAINTENANCE OF EQUIPMENT

• PREVENTIVE MAINTENANCE • AMAINTENANCE PLAN

includes measures such as systematic will
include preventive
and routine cleaning, adjustment and maintenance
procedures as well as provision
replacement of equipment parts at inventory, troubleshooting and repair of
for
scheduled intervals. equipment.
This will also help to prevent:
- inaccurate test results due to
equipment failure
- delays in reporting results
- low productivity
- large repair costs.
 MAINTENANCE OF EQUIPMENT

• The laboratory should keep an inventory log of all equipment in the laboratory. The log
should be updated with information on new equipment and include documentation of when
old equipment is retired. For each piece of equipment, the equipment inventory log should
have a record of:
1. instrument type, make and model number, and serial number so that any problems
can be discussed with the manufacturer;
2. date the equipment was purchased, and whether it was purchased new, used or reconditioned;
3. manufacturer/vendor contact information;
4. presence or absence of documentation, spare parts and maintenance contract;
5. warranty’s expiration date;
6. specific inventory number indicating the year of acquisition.
 MAINTENANCE OF EQUIPMENT

• To ensure that the laboratory does not run out of spare parts, an inventory record of
those used most frequently should be kept for each piece of equipment. The record
should include:
1. part name and number;
2. average use of the part, and the minimum to keep on hand;
3. cost;
4. date when the part is placed into storage and when it is used (in and out stock
log);
5. quantity of each part remaining in inventory
 TROUBLESHOOTING, SERVICE, REPAIR

• For TROUBLESHOOTING, manufacturers frequently provide a flowchart that

can help determine the source of problems. Some of the questions to consider are
listed below:
1. Is the problem related to a poor sample? Has the sample been collected and stored
properly? Are factors such as turbidity or coagulation affecting instrument
performance?
2. Is there a problem with the reagents? Have they been stored properly, and are
they still in date? Have new lot numbers been introduced without updating
instrument calibration?
3. Is there a problem with the water or electrical supply?
4. Is there a problem with the equipment?
 TROUBLESHOOTING, SERVICE, REPAIR

• If problems cannot be identified and corrected in-house, attempt to find a way to

continue testing until the equipment can be repaired. Some ways to achieve this are
as follows.
1. Arrange to have access to backup instruments. It is often too costly for the
laboratory to have its own backup instruments, but sometimes a central stores
agency can maintain backup instruments to be shared throughout the local area or
country.
2. Ask the manufacturer to provide a replacement instrument during repairs.
3. Send the samples to a nearby laboratory for testing.
 TROUBLESHOOTING, SERVICE, REPAIR

• Manufacturers may provide SERVICE AND REPAIR of equipment

that is purchased from them. Be sure to set up a procedure for
scheduling service that must be periodically performed by the
manufacturer.
• It is very important to have a policy and procedure for retiring older
laboratory equipment. This will usually occur when it is clear that the
instrument is not functioning and is not repairable, or when it is
outmoded and should be replaced with new equipment.
 DOCUMENTATION OF EQUIPMENT MAINTENANCE

• Each major piece of equipment will have its own equipment maintenance document. Smaller,
commonly used equipment such as centrifuges and pipettes may be managed with an equipment
maintenance document or manual that deals with all such equipment in the laboratory. An equipment
maintenance document should include:
1. step-by-step instructions for routine maintenance, including frequency of performance and how to keep
records of maintenance;

2. instructions for carrying out function checks, frequency of performance, and how to record the results;

3. directions for calibrating the instrument;

4. guide for troubleshooting;

5. any required manufacturer’s service and repair;

6. list of any specific items needed for use and maintenance, such as spare parts
 DOCUMENTATION OF EQUIPMENT MAINTENANCE

• For RECORDING AND MAINTENANCE, Each piece of equipment

have a dedicated logbook documenting all characteristics and maintenance
should
elements, including:
1. preventive maintenance activities and schedule;
2. recording of function checks and calibration;
3. any maintenance performed by the manufacturer;
4. full information on any problem that the instrument develops, the subsequent
troubleshooting activity and follow-up information regarding resolution of the
problem. date problem occurred and when equipment was removed from service;
 SUMMAR
Y

• All laboratories should have a well-organized equipment management program.

The program should address equipment selection, preventive maintenance, and
procedures for troubleshooting and repair.
• It is essential that good documents and records be maintained. These will include a
complete and accurate inventory of all laboratory equipment, documents provided
by the manufacturer on operation, maintenance and troubleshooting, and records of
all preventive maintenance and repair activities.