Protocol of technical acceptance of equipment and machinery

Machine acceptance is a key stage in the life cycle of equipment in the machine park. This is the moment when new (or serviced) equipment is formally accepted for use. Each element of the machine’s construction and operation must then be verified in terms of the manufacturer’s specifications, design requirements and safety procedures. The basis is a reliable technical acceptance protocol. This document serves not only as a record of parameters, but also a starting point for further management of the device. CMMS systems such as QRmaint fit perfectly into this process.

What is a technical acceptance protocol?

The technical acceptance protocol is a formal document confirming that a machine or device has been checked for compliance with the guidelines. What does it include? Depending on the type of equipment, various issues may be subject to verification. These include performance parameters (speed, power), deviations from standards, tightness of systems, correctness of control or compliance with safety standards.

Each entry in the protocol – from the date and serial number to the measurement results – is proof that the acceptance was carried out in accordance with the procedures. In the long run, this document is important not only for the Maintenance Department. It is also of great importance for the purchasing, quality and health and safety departments. In each of them, it is important to confirm the technical condition of the machine before it is allowed to work in production – the acceptance protocol is responsible for this.

Technical acceptance process stage

The typical acceptance process consists of several separate phases. Importantly, each of them requires precise documentation. The first is the preparation of the device. Before starting the tests, the machine should be placed in the target installation location, powered by technical media (electricity, compressed air, water for cooling). It must also be equipped with the required measuring tools. What else? An element of this stage is also checking the cleanliness of the workplace and the availability of documentation.

The next step is a visual inspection. The technician assesses the external condition of the machine – including the integrity of the guards, the attachment of load-bearing elements, the quality of the connections and the legibility of the markings. Then, the operating parameters are measured. Based on the manufacturer’s instructions, specific functional tests are carried out. Measurements may include, for example, the speed of movement of the elements, the working pressure, the temperature of the elements or the noise level. All results must also be compared with the nominal value and permissible deviations.

Another important element is the performance of safety tests. At this stage, for example, the operation of emergency switches, protective barriers or safety sensors is checked. Importantly, each element that blocks or turns off the machine must react within a specified time.

Other documents can also be added to the protocol – user manuals, CAD files, declarations of conformity with standards or warranty documents. After positive verification of all points, the protocol is signed by authorized employees. Its electronic copy should be in the CMMS system.

Acceptance protocol. Technical and warranty documentation

Each machine in production should be equipped with documents that facilitate later maintenance. The technical acceptance protocol should therefore contain detailed references to:

• operation and maintenance instructions – recommended service intervals, list of consumables and safe work procedures;
• electrical and pneumatic diagrams – these will be necessary for diagnosing faults;
• declarations of compliance with standards – confirming compliance with requirements;
• warranty cards, which define the protection period and the conditions for consideration of warranty claims.

Together with the acceptance protocol itself, the above documents create a comprehensive knowledge base. Access to such information is a real support for the UR department – ​​from the first start-up of the machine to its decommissioning.

Technical acceptance management in the CMMS system

In the traditional approach to managing a machine park, the acceptance protocol is printed and stored in company documents. However, the CMMS system allows for the full digitalization of this process. Functions related to technical acceptance include, among others, creating work orders for acceptance – along with assigning a technician and a deadline. Mobile forms are also useful. Technicians can use the application on a smartphone or tablet to fill in subsequent fields and attach photos or documents. Thanks to this, each result is maintained in the same format and immediately goes to the database.

After the acceptance is completed, a record of the given machine is created or supplemented in the CMMS. It is worth ensuring that it contains all the basic data. This includes the machine’s serial number, technical parameters, acceptance date and document history. Such an entry becomes the foundation of the entire maintenance cycle. The system can handle various types of documents and attachments to provide full insight into information about the given machine. What’s more, the CMMS can remind you to perform technical acceptance within a specified time and inform the appropriate persons after its completion.

Thanks to this approach, the acceptance process is no longer a single, paper activity. With CMMS, it becomes part of an automated workflow that engages all those responsible for UR and guarantees completeness of records.

Storage and use of protocols

At the time of completion of the acceptance, the protocol is safely archived in the CMMS database. What are the benefits? These include quick access to data. When, during operation, there is a need to check the original machine parameters, any authorized user can verify them in a few seconds. That’s not all. Additionally, the history of failures and repairs can be compared with the data from the acceptance protocol. This allows for the identification of any assembly discrepancies or deviations from standards.

If a manufacturing defect is discovered, the acceptance documentation also provides proof that the machine was installed and commissioned in accordance with the manufacturer’s instructions. This is important support in the area of ​​warranty claims. What else does CMMS provide? It also means more efficient planning. Accurate acceptance data allows for precise forecasting of maintenance intervals or replacement of critical components. All this together leads to greater transparency and more efficient handling of maintenance processes.

Guidelines for acceptance protocols

How to ensure that the acceptance protocol fulfills its function? It is worth taking care of a few issues:

• comprehensiveness – the protocol should cover all areas of the machine, from mechanics, through electrical and control, to safety and documentation;
• standardization – uniform, consistent forms and parameter names will facilitate both cross-machine comparisons and future analyses;
• verification by various departments – this allows you to ensure independent control of key elements and avoid potential errors;
• training and instructions – personnel should be trained in the field of acceptance using CMMS and interpretation of measurement values.

The technical acceptance protocol for the device and machine is an important document for each plant. It is it that largely determines the quality and safety of the equipment operation. Detailed verification of parameters, functional and safety tests, complete documentation – this is the foundation on which the entire maintenance process is based.

How to approach this? It is worth investing in CMMS. Using an advanced CMMS system, such as QRmaint, allows not only to store all protocols and documents in one place, but also to automate work during acceptance. Thanks to this, companies gain both control over the quality and timeliness of acceptance, as well as real support in maintenance planning, failure analysis and warranty management.