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Equipment Management
MINISTRY OF HEALTH-KHARTOUM STATE
LABORATORIES ADMINISTRATION Mohamed Ahmed Eldow
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Discussion of problem scenario
You have begun performing Spectrophotometer and the ELISAs reader fails. You don’t have a documented procedure for troubleshooting, the maintenance , log has not been updated for 2 years, and the manufacturer’s instructions are missing.
What should you do? Why?
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Learning Objectives
At the end of this activity, you will be able to:
Explain the importance of a preventive maintenance program
List requirements for equipment preventive maintenance
Manage a preventive maintenance program for your laboratory equipment
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Objectives
At the end of this session, participants:
will have seen the main principles needed for management and verification of an equipment stock;
will possess several useful tools for bettering equipment management;
will have observed examples:
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Well-maintained Equipment is Vital for:
producing reliable test results
minimizing instrument breakdown
lowering repair costs
preventing delays in reporting test results
maintaining productivity
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A good equipment program:
maintains a high level of performance
lengthens instrument life
reduces interruption of services due to breakdowns and failures
improves the technologist’s confidence and knowledge
produces greater customer satisfaction
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Content Overview
Equipment Management
1. Organization
2. Inventory
3. Selection and acquisition
4. Installation
5. Calibration / Validation (initial and ongoing)
6. Maintenance
7. Troubleshooting
8. Service and repair
9. Computer software
10. Retiring equipment / disposition
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1-Organization
Assign responsibility for equipment management
A maintenance/equipment supervisor Preferably a biomedical technician
Or a motivated and “handyman” laboratory technician
Under the quality supervisor's coordination
In charge of Equipment management and verification
Associated documentation management
Calibration, metrology
Spare parts management
Writing choice criteria for new instruments
Writing procedures for maintenance
Communication with higher management
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1-Organization
Equipment Management Oversight
Assign responsibilities for all activities
Ensure all personnel are trained on requirements and maintenance needs
Monitor equipment management activities by:
ensuring all procedures are followed
routinely reviewing all records
updating procedures as needed
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2-Inventory
Equipment Inventory
Generally done room by room (reception, sampling, culture, parasitology, etc.)
Establish equipment inventory following a model grid
Note if equipment is functional, partially functional, non-functional
Determine if non-functional equipment is:
Reparable
Not reparable
Eliminate non-reparable equipment
Organise the work on reparable equipment
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2-Inventory
Inventory Grid
Instrument type
Make and model, production number
Year and acquisition conditions (purchased new/used/reconditioned, loan, donation, etc.)
Attribute a laboratory specific number, generally in the style “YY-number” (04-001, 04-002, etc.)
Presence or absence of:
documentation
Spare parts
A maintenance contract
A local technician/business who’s familiar with this type of instrument
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3- Selection and Acquisition
Selection Criteria
Use - match equipment with service to be provided
Performance characteristics
Facility requirements, including physical space
Cost
Supply of reagents
Ease of operation
Warranty, availability of service, service contracts
Safety
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3- Selection and Acquisition
Determining Functional Characteristics
For each type of apparatus, establish:
The desired specifications
Those that entail the non-use of the apparatus
Those that do not entail the non-use of the apparatus
These specifications belong to you, YOU’RE the one who decides what you can accept or not
Within an accreditation context, the norm that you respect will establish the limits
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3- Selection and Acquisition
Acquiring Equipment
Purchase, lease, or rent
Central acquisition
Bulk procurement
Donated equipment
Conditions of contract / acceptance
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3- Selection and Acquisition
When negotiating acquisition, request:
wiring diagrams
computer software information
parts list
operators’ manual user training
installation by manufacturer
maintenance
trial period, to assure expected performance
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4- Equipment Installation
4- Equipment Installation
Prior to installation:
verify physical requirements have been met (electrical, space, ventilation, water supply)
confirm responsibility for installation
establish checklist to assure performance specifications will be met
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4- Equipment Installation
Equipment Installation
Upon receipt:
verify package contents
Backup software, if part of system
Do not attempt to use prior to proper installation.
When possible, have manufacturer install
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4- Equipment Installation
Equipment Installation
After installation:
Establish inventory record
Define conditions of use and storage
Develop and implement protocols for calibration, verification, and operating procedures
Establish maintenance program
Provide training for all operators
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5-Equipment Calibration
Equipment Calibration
Perform initial calibration
Calibrators or standards
Determine frequency of routine calibrations
Follow manufacturer’s instructions
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Performance Validation and
Verification
Define Validation
Define Verification
Provide scenarios that illustrate differences between the two.
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Performance Validation
Compare new method with old method – two test comparison
Potential needs to further validate method
Literature search
Testing known samples in sufficient quantity to satisfy performance parameters
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5-Equipment Calibration
Performance Verification
Verify the performance of new equipment prior to use; for example:
Test known samples, analyze data for reproducibility
Verify that printouts/output is accurate, information is not changed
Establish stability and uniformity for temperature controlled equipment
Test pipettes
Check centrifuge RPMs
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5-Equipment Calibration
Functional Characteristics
Example: Micropipette specifications
Leaks: measure on H2Od
100 % = perfect
<100 % = rejected
Accuracy: on 10 measurements
> 99 % = perfect
> 97 % = to be re-verified
< 96 % = rejected
Precision: on 10 measurements
CV < 0.5 % = perfect
CV < 2 % = to be re-verified
CV > 3 % = rejected
Fictional numbers
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5-Equipment Calibration
Functional Characteristics
Once the functional characteristics are established:
Establish the time period for which the characteristics are considered constant, for example:
Fixed-volume pipette: 6 months of normal use
Variable-volume pipette: 3 months of normal use
Establish the necessary maintenance, preventive and verification tasks, their frequency and eventually the desired results
Create the logbook for the equipment
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6-Maintenance
Equipment Maintenance
WHAT?
Systematic and routine cleaning, adjustment, and replacement of parts
WHEN? Performed periodically, daily, weekly, monthly
Examples: Cleaning optical lenses
Baseline or zero adjustments
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6-Maintenance
Function Checks Monitor instrument parameters to verify that
equipment is working according to the manufacturer’s specifications
Performed periodically, daily, weekly, monthly
Performed after major instrument repair
Examples:
Daily monitoring of temperatures
Checking wavelength calibration
Checking autoclave indicator paper
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6-Maintenance
Equipment: Spare Parts Establish and maintain an inventory of most
frequently used spare parts, to include: Spare parts for each piece of equipment Part number Average use Minimum number to be stored Cost, when to order Dates of entry and issuance from inventory Balance of items remaining in inventory
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6-Maintenance
Equipment: Documents
Develop written procedures for all equipment Step-by-step instructions for maintenance and
function checks Guide for troubleshooting
Establish maintenance records to track: Function checks Routine maintenance Calibration Manufacturer’s service
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6-Maintenance
Equipment: Documentation
Develop a problem log record Date problem occurred, equipment
removed from service
Reason for breakdown or failure
Corrective action taken
Date returned to use
Change in maintenance or in function checks
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6-Maintenance
Records Needed for
Equipment Management
Written maintenance procedures
Charts
Logs
Checklists
Graphs
Service Reports
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6-Maintenance
Logbook
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6-Maintenance
Logbook
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6-Maintenance
Logbook and Follow-up
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6-Maintenance
Once the logbook has been created
For each type of instrument, define then write:
Description and diagram
Norms (if needed or existing)
Use
Verification
Maintenance
EXAMPLE
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Micropipette Description
A- Tip ejector
B- Tip
C- Shaft
D- Handle
E- Push button
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Micropipette Characterisation
Volume
Fixed / variable
Accuracy
Precision (repeatability)
Accuracy and precision are generally determined by the manufacturer and tied to apparatus class
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Recommendations of the ‘Movement Français pour la Qualité’ (MFQ)
Pipette type Frequency Accuracy Repeat. Bias
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Pipette use 1. Setting volume
2. Tip-mounting
Tip quality
3. Aspiration
Pre-rinse the tip
Press the button to the first positive stop
Hold the pipette vertically
Place the tip’s end in the solution (2 to 4 mm for a blue tip)
Release the button slowly and smoothly
Wait one second
Withdraw the tip and wipe off the sides, without touching the extremity
4. Dispensation
Angle of 10 to 40° between tube wall and tip extremity
Press to the first stop
Wait one second
Press all the way
Withdraw the pipette while sliding it along the wall
Eject the tip
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Pipette Use
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Control of Micropipettes
Two controls are needed:
1. Leak test
2. Accuracy and precision
Equipment needed:
A laboratory balance with milligram precision and its accessories
A stopwatch (or a watch with a seconds hand)
Distilled water
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Leak Test
Draw the quantity of water that corresponds to the pipette’s MAXIMUM
Wait one minute while holding the pipette vertically
No drops should form
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Accuracy and Precision
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Pipette logbook
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An example of documentation (Gilson) on maximum permissible errors
Differences between ISO norms and Gilson norms
Reality?
Marketing?
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Micropipette Maintenance
Three tasks:
Clean the pipette with a water or alcohol moistened tissue
Clean and lubricate (if needed) the piston
Caution: use only the lubricant furnished by the manufacturer
Clean or change the seal/o-ring
Refer to the manufacturer’s instructions
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7-Troubleshooting
Equipment: Troubleshooting Determine source of problem:
Sample problem Reagent problem Equipment problem Check electrical supply Check water supply
Check manufacturer’s instructions Make one change at a time
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7-Troubleshooting
When In-house efforts fail: Options for testing:
Refer to nearby laboratory
Obtain back-up instrument from central stores
Do NOT use equipment that does not function properly
Seek help from manufacturer or other technical expert
Ensure that all staff know instrument is not working; put notice on instrument
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8-Service and Repair
Service and repair provided by:
Manufacturers
Laboratory must schedule service that must be periodically performed
Warranty may require repair handled by manufacturer
In-house biomedical service technicians
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9-Retiring Equipment / Disposition
When? When experts indicate not
repairable
Outmoded, will replace with new equipment
Why? Prevent errors
Uses valuable space
Hazardous
How? Salvage any useable parts
Consider biohazard, follow safety disposal procedures
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Tools for Management Equip
program Notes – Add info on
Commercial software
Maintenance scheduler
See additional slides
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Key Messages: Benefits of an
equipment management program
Safety
Fewer interruptions of work
Lower repair costs
Elimination of premature replacement
Less standby equipment
Identification of high maintenance cost
Reduction of variation in test results
Greater confidence in the reliability of results
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Spectrophotometer (Biosystem)
log book
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1. Unit identification:
Name of the Unit ………………………………….. Manufacturer ………………………………………. Serial No………………………………………….. Model No…………………………………………. Code No………………………………………………
Hosp. /Lab Name............................................................
Location……………………………………………. 2. Warranty information:
Date of Purchase………………………………………. Date. Received………………………………….. Manufacturer’s Warranty #
Covers a) ……..………... From ……………. To …….…….. b) ….…….…….. From …………… To…………….. c) ) ………..…….. From …………… To…………….. For Service, call …………………………………………
Address………………………Telephone #....................... Other Warranties
Name ……………………………………………………
Address ……………………………………………….. Telephone #.....................................................................
Covers a) ………………From ………..….. To ……..…….. b) …………….. From …………… To…………….. c) ) …………….. From …………… To……………..
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Date Check
lamp Check base line
stability Check short
circuits Cleaning
cuvette
flow
Duration
Time Sig.
1 2 3 4 5 6 7
Daily Maintenance (Month…………year….. )
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Date Calibration
pump accuracy
and
linearity
Stray
Light temperature
sensor Cleaning
lens Sig.
Every – Month maintenance (year….. )
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Date Defected part Spare part uses Engineer name Sig.
Maintenance Description
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linearity of instrument:
deviation of an instrument’s performance from the ideal straight line relationship between the instrument’s output and the measured variable
By solid glass filter
By cobalt ammonium sulphate(2-4-6-8-10-12-14-16-18-20)(0.25-0.50-0.75-1.0-1.25 -1.50 -1.75 -2.0 – 2.25- 2.50 nm)
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Stray light
It is a radiation that reaches the detector at wavelengths that from source other than light passing through the sample.
Detected by either filters or solutions (acetone, sodium bromide,NiSo4)
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base line stability
Stability is the ability of a measurement system to produce the same values over time when measuring the same sample.
Detected by absorbance reading s of a substance are made by one minute internal the difference in reading must be less than 2%.
Is usually cause by a failing light source.
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Autoclave log book
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date water level
During Sterilization Sterilization status Sig
Temp C Pressure Pass Fall
1
2
3
4
5
6
7
Daily check (Month…………year….. )
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Sterilization indicators
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date Changing water door safety Air leakage Sig
Weekly check (Month…………year….. )
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Incubator
log book
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Month JAN FEB
Sig minimum maximum minimum maximum
1
2
3
4
5
6
Record Temperature maximum and minimum daily
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Month JAN FEB
Sig minimum maximum minimum maximum
1
2
3
4
5
6
Record Temperature maximum and minimum daily
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Sysmex KX21N
log book
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Date Execute Shutdown
Check trap
chamber level
and drain Clean Duration
time Sig.
1
2
3
4
5
Daily maintenance (Month……year….. )
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Date Auto rinse Clean rinse
cup
Clean .WBC\
RBC transducer
aperture
Replace
waste tank Sig.
As- Needed Maintenance
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Date Clean sample rotor waive(SRV ) Sig.
Every 3 month (year………… )
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Date Automatic Manual Sig.
CALIBRATION CHECKS Each Month (year…… )
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