When oil analysis programs fail or are abandoned by a company, it is often because no apparent benefits from the program have been realized. Samples are taken and results are received from the lab but maintenance issues are not recognized or resolved. Often, the program seems to become more involved and labor-intensive than was originally anticipated.
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Typically, the effort put into the program reflects the benefits derived. Don’t be fooled by someone who claims that all the end-user has to do is collect the oil samples and pay the bills. There is more to it than that, and most of that effort will fall to the plant maintenance personnel.
The intent of this article is to help end-users who may not have been involved in an oil analysis program or who have had a program in the past, but it was discontinued. Now your company, possibly with new management, is considering starting a new program.
An oil analysis program begins with an understanding of machinery reliability and a willingness to improve on the current reliability status within the plant. Oil analysis is a tool which can be used to help monitor oil-lubricated equipment. It’s like taking a human blood sample. It doesn’t provide all of the information regarding what is happening within the equipment, but it can provide valuable insight.
The purpose of an oil analysis program includes the following:
Proactively monitoring harmful contaminants within the oil.
Monitoring the condition of the equipment and improving predictive maintenance, which in turn provides better control of downtime.
Monitoring the condition of the oil including optimizing oil drain intervals.
The following steps should be addressed to implement a successful oil analysis program, and more importantly which party, the lab or the end-user, must take ownership and responsibility for performing these tasks.
Committing to an oil analysis program includes accepting ownership and responsibility for the program by the facility. It is critical to understand that the program will require the facility to commit the necessary finances, manpower and training to provide the skills and abilities within the plant personnel to operate the program successfully.
Measurable goals should be set for the program and monitored to determine if progress is being made and where adjustments need to be made in the future. The program should dovetail (work hand-in-hand) with other technologies such as vibration, thermography, ultrasonics and motor current analysis.
The second step is to develop a baseline of the current oil condition, equipment failures and reliability within the plant, which is needed to measure progress. It is likely that at some point, plant management will want to know how effective the program has been.
Therefore, the individual responsible for the program must know the condition of the equipment, failure rates and costs before the program was initiated. To create a good baseline, it may take some time to pull the information from existing maintenance records, especially if past maintenance records are poor.
Plant personnel must be the ones to select a laboratory. The first consideration is whether the plant is large enough to warrant an in-house (on-site) portable oil analysis laboratory.
Generally, these bench-top pieces of equipment cost more than $35,000 and are suited for immediate and preliminary routine monitoring of numerous pieces of equipment. Generally, it is necessary to monitor more than 100 oil systems to justify such an expense. If an on-site lab is established, oil samples with nonconforming results may warrant further analysis of the sample at a commercial oil analysis laboratory for better results.
If the plant is not large enough to warrant in-house oil analysis laboratory, then an outside commercial lab needs to be chosen to perform routine oil analysis. Here are some factors that need to be considered:
Is the lab personnel adequately educated and certified?
Is the lab equipment up to date and in relatively good condition?
Is the lab clean and well organized?
What test methods are being used and/or are available? (modified test procedures vs. ASTM standard test procedures)
What is the ability of the lab to interpret data? (diagnostics)
How will immediate emergency reporting be handled?
What is the routine reporting format?
Are the reports easy to read?
Is the routine reporting timeframe within three to four days from sample shipping?
What field technical/training support is available from the lab?
How complete is the quality assurance/control programs? (lab equipment calibration, ISO accreditation, statistic process control used, and lab lube exchange analysis program participation)
What is the cost of the service? What is included in a basic package vs. extra charges for additional or more comprehensive tests? (for example: ferrous density, Karl Fischer, water)
How are payments made? (prepay vs. invoice)
What exactly does the lab charge for, or in other words, what are the lab’s charges triggered by? Is it the complete analysis, the sample bottle or the paperwork that accompanies the bottle? Remember, bottles occasionally get lost in the process.
If possible, visit a couple of laboratories to get a feel for what constitutes a good lab versus a mediocre lab.
Selecting the equipment to be monitored can take one of two approaches. One option is to select several pieces of noncritical equipment in an attempt to become involved in oil analysis without a large initial commitment to a program. But if plant management has a strong commitment to an oil analysis program, then begin by selecting the major or critical equipment within the plant.
Not every piece of lubricated equipment warrants being part of the oil analysis program, just as not every piece of equipment is monitored for vibration. The qualities of major or critical equipment include:
Critical to plant production and safety, the consequences of failure are high
High capital cost
High repair expenses
Specific equipment with a history of maintenance or failure problems
Units where the cost of the oil is a factor (large sump volume or synthetic)
Note that to this point, all of the responsibility and functions rest with the end-user.
Selecting the laboratory tests to be performed is based upon the equipment or component type with consideration of the failure history, any RCM and FMEA analysis, and oil change interval goals. This selection needs to be a collaborative effort between the laboratory personnel and the end-user.
The end-user must bring the knowledge of the plant to the decision process while the laboratory will be more informed about the specific test options and costs.
Selecting the appropriate test methods to use will be based on the accuracy needed and the cost. A common observation is that a more critical piece of equipment with a history of water ingression may warrant a higher cost but more accurate (quantitative) Karl Fischer water test versus an inexpensive, less accurate (qualitative) routine crackle test.
This step covers how to physically acquire the oil samples and the related decisions that need to be addressed. These decisions include selecting the appropriate:
sampling locations on each piece of equipment
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sampling frequency
sampling procedures (how to obtain proper samples for each piece of equipment)
sampling tools and hardware (valves) needed
All of these decisions must be made by the end-user, who should have knowledge of the classic sampling locations, sampling dos and don’ts, the limitations of sampling at certain locations, equipment criticality, oil flow sampling options and the sampling hardware available.
Lab personnel may be able to offer assistance with these issues, but the plant lubrication specialist should be the primary decision maker because these activities will take place on a routine basis within the plant by plant personnel. Installation of proper sampling valves will be the responsibility of plant personnel.
Supplying sample bottles and ensuring that their cleanliness level is adequate for most applications is generally the responsibility of the laboratory. Providing sample information such as the oil type, hours on the oil, machine type and ID, as well as sending the samples to the laboratory in a timely manner will fall back to the end-user to ensure all procedures are completed properly.
Note that all of the work performed to this point occurs before the first oil sample has been taken and the first analysis performed. Once sampling has begun, the program will perform the following tasks.
Laboratory sample analysis and data handling (which includes data logging and quality assurance of the laboratory data) is where most of the laboratory responsibility will lie. The lab is responsible for:
logging the sample data into the laboratory computer
ensuring correct lab testing procedures are in place and being followed
ensuring the lab equipment is calibrated
ensuring quality control samples are run and that action is taken for nonconformance
ensuring samples are analyzed within 24 to 48 hours of receiving the sample
ensuring a report is provided to the client within 24 hours of completing the analysis
The end-user should accept the responsibility for providing samples of new oil to the laboratory for analysis to provide a baseline for the data interpretation.
The responsibility for data analysis or interpretation is often a contentious issue. Many end-users want the lab to interpret the data because they do not feel competent in their analyzing skills. However, only the end-user has all of the information (maintenance records, oil top-up volume etc.) needed to interpret the data.
Typically, the laboratory data interpretation is computer generated with almost no human interpretation. Once the laboratory data is input into the computer, it is compared to the new oil reference data, and to general industry warnings and condemning limits which each laboratory has input into its own computer.
These limits are the foundation of the computer’s interpretation. Although they are generally reasonable, these limits or flags can be modified or fine-tuned based on customer feedback and specific goals. Interpretive comments offered by the lab are usually computer generated and therefore are rudimentary and must conform to a previously recognized problem. They can be helpful, but should not be the only data interpretation.
The end-user needs to become educated to a level where he or she feels as confident in reviewing and interpreting the lab data as he would vibration data. The maintenance and/or reliability department(s) are the only people who have all of the maintenance and monitoring information available, which enables them to ultimately make appropriate maintenance decisions.
Tracking the oil analysis program performance and analyzing its cost benefits is solely the responsibility of the end-user. The lubrication specialist or the maintenance department should monitor the program to ensure the benefits which were originally targeted are achieved.
This could take the form of tracking and plotting the contamination control data from the lab and comparing these values to the contamination targets set for each piece of equipment.
Eventually, plant management will want to see an evaluation of the cost of the oil analysis program relative to the benefits received. This is where the baseline of plant performance, generated at the beginning of the program, will be beneficial.
In the end, the majority of the effort and responsibility of an oil analysis program lies with the end-user. The laboratory must be relied upon to provide accurate oil analysis. The program will also progress when modifications and improvements are made as experience is gained and equipment within the plant is altered or renewed.
Using the right oil sampling hardware helps ensure you're getting an accurate sample every time. Below we'll talk about the oil sampling equipment you need to take an accurate oil sample.
Coupled with the knowledge of how to take a proper oil sample, a lubrication specialist extracting a representative oil sample is only as good as his or her tools. Without these two things, you'll most likely wind up with a non-representative oil sample, which can have detrimental consequences down the road. Using the wrong or inadequate oil sampling hardware, taking oil samples from unsuitable locations, collecting samples incorrectly and even handling the samples improperly can all lead to an oil sample that doesn't represent the true condition of your equipment.
For example, taking an oil sample from the wrong location, such as a point downstream of a filter, won't show an accurate representation of the amount of wear debris or other contaminants in the oil, portraying the oil in the system as clean and eventually resulting in unexpected downtime. Conversely, using the proper oil sampling equipment by installing a correct oil sampling valve where needed (in this case, ahead of the filter) and extracting an oil sample there using the proper procedures will cost much less than any error resulting from incorrect sampling.
Proper oil sampling tools are also needed to prevent the sample and the system from being exposed to the ambient air, which contains airborne contaminants like water or particles. Sampling oil without opening the bottle can be done using the right oil sampling hardware. Having a correctly sized and properly cleaned bottle, a zip-lock sandwich bag, the right sampling port and valve, and a sampling device like a vacuum pump are all things you'll need to accomplish this.
Below we'll discuss the various pieces of oil sampling equipment you'll need to take a truly representative sample of the oil inside your machinery. These include oil sampling accessories like vacuum pumps, tubes and bottles; sampling ports, port adapters and gauge adapters; and sample valves for high- and low-pressure systems.
While the procedure and method of oil sampling may vary depending on the type of application and machine you're sampling, oil sampling equipment can, in most cases, be applied universally.
Make sure your vacuum pump accepts the size of your tubing. The bottle should be threaded tightly onto the pump to achieve a vacuum-tight seal. It's best practice to place each bottle in a zip-lock sandwich bag (see the previous link) in advance to restrict particle ingression from the ambient air and dirty hands during sampling. Once the pump is assembled, follow the proper method for drop-tube vacuum pump sampling or valve and tube-adapter sampling. It's important to note that you should change the tubing each time you draw an oil sample to prevent cross-contamination.
Speak with the lab to ensure you're using the correct bottle size for your sample. Bottle size is based on the type of fluid and the types of tests the lab will run. Most standard oil tests require the sample to be taken in a 100- or 120-milliliter bottle. Sometimes the test requires a 200-milliliter or larger bottle.
Finally, you'll want to confirm that your bottle meets ISO cleanliness standards to ensure the bottle doesn't add a reportable amount of contamination to the sample. Again, cleanliness depends on the type of test to be conducted and the objectives. Generally, the sample bottle should have a specific cleanliness level of two ISO codes cleaner than the target cleanliness objective. ISO provides a guideline for bottle cleanliness testing. The following cleanliness categories are frequently applied according to their contribution to the particle count:
It's important to flush all sampling hardware (hoses, tube, valves, etc.) to get a truly representative sample. Flush five to 10 times the dead space volume before you collect your sample. Flushed oil can be collected into a purge bottle and returned to the system.
Two of the most critical aspects of the sampling process is where and how oil samples are collected. However, ports (and valves) aren't always where you need them to be. In fact, 71 percent of people reported to Machinery Lubrication magazine that they had to modify their equipment to enable oil sample ports and valves to be accurately located in order to obtain an accurate sample.
Installing multiple ports in strategic locations can isolate components to help troubleshoot the source of problems after abnormal conditions are found. Primary sample ports should be positioned where routine samples are taken to get the best overall assessment of fluid and machine condition. They are used for monitoring oil contamination, wear debris, and the chemical and physical properties of the oil. Primary sampling port locations vary, but for circulating systems they should be located on the return line before the fluid enters the sump or reservoir.
Secondary sampling ports can be placed strategically on a system to isolate components. This helps you localize the root cause of contamination by looking at individual components. An oil sample from the secondary port location should only be taken when the sample from the primary port detects an abnormal reading and you need to investigate the root cause further.
A good sample port is designed to draw samples from the most representative areas on the equipment and under normal operating conditions. This is done by using gauge adapters, port adapters and sample ports with pilot tubes (in the case of sumps and tanks). Below are examples of sample valves positioned at various locations on circulating and non-circulating systems.
Sometimes a machine's design or operating environment requires you to install a remote oil sampling port using line extensions. These may be necessary to effectively take samples for condition monitoring during runtime conditions. Many machines can't be easily accessed during normal operating conditions, but yet they may be the most critically important to sample. Cooling towers are a good example. They are critical and also difficult to conduct routine condition monitoring. Modifying cooling towers with remote sampling ports helps ensure they are properly maintained.
Sample valves are installed into ports located on sumps and oil circulating lines for clean and efficient oil sampling. This achieves a controlled, fixed sampling location. Sample valves can help prevent leakage and accidental sample contamination. They also don't interfere with the machine's normal operation. As such, samples can be taking during normal operating conditions, which improves the quality of the sample.
Depending on your system, you might need to use multiple pieces of oil sampling hardware with the appropriate valve. For example, high-pressure hydraulic systems require a pressure-reducing valve, sample port adapter and hoses. A low-pressure system may demand a vacuum pump with a valve adapter to draw an oil sample. There are several valve options to consider:
Portable minimess valves can be installed onto the female end of a standard quick-connect coupling. The male end is permanently fixed to the pressure line at the proper sampling location. Just like a regular minimess valve, as the female end is threaded onto the male end, the check inside the valve is depressed, allowing fluid to flow. Portable minimess valves can be utilized on both low- and high-pressure lines as long as a pressure-reduction valve or a helical coil is used.
Other sampling valves are sold for specialized applications and needs. These include the valves shown and discussed below. Advantages to many of these models include a tethered dust cap to prevent contamination and oil leakage after sampling, the ability to also bleed air, and minimal dead volume. Common disadvantages include having only one or two sealing features, the inability to be used as a diagnostic port for periodically installing sensors and transducers, and the risk of damage to the "soft-seat" design in high-pressure conditions.
Over the years, technology and ingenuity have improved upon the designs and availability of oil sampling hardware to make sampling easier to obtain and more representative of system and fluid conditions. Two of the most notable pieces of oil sampling equipment that have been recently introduced are the Ultra Clean Vacuum Device (UCVD) and Luneta's Condition Monitoring Pod (CMP).
The UCVD is an advanced sampling bottle designed to hold a pre-established, pre-distribution vacuum, making it "ultraclean" by being free of almost all moisture and contaminants. It works by attaching the bottle's nozzle to a sampling tube, inserting the other end of the tube into the sampling valve and turning the nozzle to release the vacuum, which draws oil into the bottle. This method actually eliminates the need for a traditional hand-pump vacuum pump and can be used on any lubricating system, including pressurized systems.
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