Concepts

Tasks

Settings

Overview of Fluid Condition Tracking

You can use APM to collect and track samples of fluids such as oil, hydraulic fluids, greases, and lubricants to monitor equipment fluid condition for different asset types (transformers, engines, pumps, and so on).

In APM, a sample consists of the fluid as well as the syringe and/or bottle used to collect the specimen. Indicator readings are used to record the collection of samples. Once collected, the samples are sent to an internal or external laboratory for testing. Test results are imported or entered into APM as indicator readings in fluid condition checksheets.

Note: Recording fluid samples on indicator readings and tracking fluid condition test results are “generally available” product features. You must first enable features 53 and 54 to use the functionality in APM. In the Enterprise window, select the Features view and the Enabled Features tab. Click Browse, select “Fluid condition tracking and results” and “Fluid sample support” and click OK. If APM is running as a smart client, click Refresh Enabled Features on the server. Then restart the client to use the functionality.

Fluid Sample and Condition Tracking Process

The following illustration of the process depicts the sample being recorded in APM Remote. The reading is uploaded to APM desktop, where the rest of the steps in the process are performed.

This diagram assumes that an external lab performs testing and that AssetWise Enterprise Interoperability (AWEIS) conveys information about samples and lab results.

Step 1 - Take Fluid Samples

The inspector collects fluid samples when inspecting assets and records indicator readings. For example, the indicator “Primary chamber oil sample” might be one of a number of indicators included in an inspection checksheet for the round. The inspector records in the reading that the sample was taken and enters required information, for example:

•	Asset bar code

•	Indicator bar code

•	Bottle bar code

•	Syringe bar code

•

Comments

Information such as the test lab, fluid type, and gas standard is defaulted from the indicator and can be changed, if required. Inspectors can also provide instructions for the lab and select and suggest additional tests.

If inspectors are unable to take a sample, they select the “sample not taken” indicator state and record the reason in inspection comments.

Note: If inspectors notice problems with fluid levels, for example, when taking samples, they can enter a reading on the appropriate indicator and record inspection comments. If appropriate, a request for work can be generated to address a problem.

Optionally, checksheets that record samples can be reviewed or approved by a supervisor. This step typically involves:

•	Verifying that all required readings have been entered and seem reasonable. Reviewing the lab tests to be taken and instructions

•	Verifying and approving any requests for work associated with the checksheet’s readings

•	Approving the checksheet or marking it as reviewed

When a sample collection checksheet is processed, APM automatically creates a lab fluid sample for each reading and generates the fluid condition checksheet.

For detailed information, see Entering Fluid Sample Indicator Readings.

Step 2 - Create Fluid Sample Receipts

APM provides functionality for verifying that samples have been received from inspectors, sending documents about samples to a lab, and verifying that an internal lab has received matching samples.

Before the samples are sent to the lab, the internal compliance officer verifies the information on each bottle and syringe, generating a receipt on the lab fluid sample. In the site’s Fluid Condition view, select the Office Receipt tab. The default table configuration lists samples that are “Waiting for office receipt”.

Click Receive Samples to open the Fluid Sample Receipt Verification window. When you scan (or enter) a bar code, APM checks that a matching bar code exists in the system, that the bar code has been assigned to a sample, and that it was not previously received. For example:

Continue scanning bar codes until you run out of bottles and syringes. When you click Done, the window closes and the samples you scanned are moved to the “Ready to send to lab” configuration.

Before shipping samples to an internal or external lab, you can generate documentation in the form of XML packages that are then conveyed to the lab using AWEIS or another method. APM generates an XML package that includes a list of the samples and the indicator readings (test results) for each sample.

On the Office Receipt tab, select the “Ready to send to lab” configuration and click Send to Lab. The Send Fluid Samples window appears, where you can select the lab, browse for samples to send, and click OK.

Then select the “Send to Lab Requests” configuration to see a list of requests. You can double-click a request to open the Sample Set window, which confirms that the XML package was generated and lists the samples.

If testing is performed in a lab within your organization that has access to APM, lab personnel can receive and verify samples. In the site’s Fluid Condition view, select the Lab Receipts tab. Click Receive Samples to open the Fluid Sample Receipt Verification window. As you scan bar codes one after the other, APM matches the codes and records the receipt.

You can view a fluid sample’s receipts in the Lab Fluid Sample window. Select the Properties view, Receipts tab. For example:

For more information, see Creating Fluid Sample Receipts and Sending Samples to the Lab.

Step 3 - Lab Tests - Import Results

The lab tests the samples, typically using specialized analysis hardware and software.

For external labs, test results are sent to APM using AWEIS. The XML document populates the staging table and is imported as indicator readings in the fluid condition checksheet. The Fluid Sample Results data loader is used to import the information, which also means that results can also be imported using Excel workbooks based on the data loader template.

For related information, see Data Loading.

Internal labs can also record test results as indicator readings in the checksheet. In the site’s Fluid Condition view, select the Fluid Condition Checksheets tab and open a checksheet. In the Checksheet window, select the Fluid Sample Results view and the Readings tab. Press F2 to edit a row. For example:

Step 4 - Evaluate Fluid Condition

A fluid condition checksheet records the lab test results for a sample, including results collected over time so that you can see trends in fluid condition. You can implement calculated indicators to determine rate of change and fluid condition codes.

While working with the lab report in a fluid condition checksheet, you can trigger calculated indicators as many times as needed and review the results before processing the checksheet.

Processed checksheets can be sent for approval or review. Typically, the engineering supervisor calculates values and reviews results. When the supervisor is satisfied, the checksheet is marked as reviewed or approved.

Change Tracking

You can set up numeric indicator types to track the rate of change between a reading value and its previous reading. Rate of change can be based on values, percentages, or daily rate of change. You can set the thresholds and icons for sharp, medium, and minor increases and decreases. For example:

In an indicator reading, the Value Change tab displays the change since last reading:

After implementing the functionality on an indicator type, you can calculate change values for indicators with existing readings. In the Site window, select the Inspection Management view and Readings tabs. Select one or more readings, right-click, and click Calculate Change Value.

For more information, see **Setting up Indicator Types.

Review and Approval Processes

The following documents can be reviewed or approved:

•	Inspection checksheet

•	Fluid condition checksheet

Both the review and approval processes are supported. One or the other can be used with checksheets and lab sample objects.

A review is an informal process where a user with the appropriate security privilege marks the object as reviewed. The system captures the name of the user and the time when the object was reviewed.

The approval process is more formal. When approval is being used, the object (the checksheet or lab sample) is sent for approval and an approval route is selected. The approval route identifies the named users who are required to approve the object. The route might identify that:

•	Requests are automatically approved or

•	A single approver who must approve the request or

•	A list of approvers each of whom must approve the request or

•	A list of approvers where a subset of the users needs to approve the request (for example, one of three users need to approve the required)

The same process does not have to be used with all objects. For example, formal approval can be used with the inspection and results checksheets, while informal review is used with the lab sample. In fact, it is possible to identify the process used based on the type of object. For example, the inspection checksheet can require formal approval, while the results checksheet uses the informal review process.

The process used is determined when the object is created. For example, when a checksheet is created, the system determines if the formal approval or informal review process is required, based on checksheet type and status. Similarly, when the lab sample is created, the system determines if the approval or review process is required.

Printing Bar Code Labels

Use the Generate and Print Labels function to print a set of bar code labels for bottles or syringes to attach to receptacles that can then be distributed to inspectors to use when taking samples. You can:

•	Select a label type (for example, bottle or syringe)

•	Specify the starting and ending numbers

•	Print a batch of bottle or syringe labels

It is also possible to print a single label. The following information is entered for the label:

•

Bar code

•	Number of copies to print