Protocol for checking and verifying the function of safety systems in production

How to ensure safety in production? The basis is appropriate systems that will ensure the health of employees and the continuity of processes. Standards define requirements for, among others, protective barriers, light sensors and emergency stops. However, implementing such solutions alone is not everything. Control and regular verification are also important – as well as documentation of results. The protocol for checking and verifying the functions of safety systems is a central collection of procedures, forms and records that are used to prepare such documentation. Implementing CMMS allows not only efficient planning of verification, but also easy collection of documents on this subject.

Regular verification of systems – the basis of security

Safety systems in production – such as light curtains, emergency switches, mechanical guards, and interlocks – perform several important functions. One of them is to protect operators from the consequences of failure. Another, and probably the most important, is to immediately stop the machine in a dangerous situation. However, the assembly of devices or parts is only the beginning. Their actual operation may change over time due to use, vibration, dirt, or normal wear and tear. Therefore, industry standards require not only the implementation of safeguards, but also their periodic verification.

The operating parameters such as the detection distance of light curtains, the response time of relays or the integrity of signal cables are checked. What are the risks of not carrying out regular tests? First of all, the lack of response of the system to the threat, and as a result – the risk of employee injuries. The company may thus expose itself to legal sanctions. Therefore, it is worth preparing a reliable verification protocol. It can be used to thoroughly verify all control steps and confirm compliance with requirements. It is also a starting point for potential audits, both internal and external.

Verification Protocol. Key Elements

Checking the functionality of security systems should cover three main areas:

1. Identify the items that are subject to testing. The serial number of the device, type of security, and location on the production line should be noted. Expected operating parameters can also be added to this.
2. Test scope and methodology. Each check should be described in detail. This could be, for example, measuring the reaction time, verifying the interruption of a light beam or trying to open a guard while the machine is moving. It is also necessary to take into account the manufacturer’s recommendations and standards.
3. Results and recommendations after inspection. During verification, measurement values ​​and any deviations from the norm should always be recorded. On their basis, recommendations for corrective and calibration actions are also made.

How to approach verification? Manual protocols are no longer sufficient. This approach generates the risk of errors in translation of results, missing signatures or delays in data entry. That is why digital forms are increasingly used. They are available in CMMS systems, which therefore serve as the basis for verifying safety functions.

CMMS – an effective tool for managing security verification

Implementing CMMS is not only about streamlining the work of the maintenance department. It is also a complete change in the way the plant approaches planning and performing safety system tests. What is worth paying attention to? Certainly, cyclical planning – the system allows you to set verification intervals, e.g. monthly, quarterly or after a specified number of machine operating hours. A few days before the deadline, CMMS can generate a work order and assign it to an authorized technician.

Another important feature is mobile inspection. All an employee has to do is scan a QR code on the machine to open a verification form. This document contains test instructions and fields for measurement parameters, which helps reduce errors and maintain a consistent format.

CMMS also allows for easier and more transparent recording of results and evidence. Photos, video files or data dumps can be added to the form. Thanks to this, the protocol is complete and provides a much more reliable basis for the audit. What’s more, when measurement values ​​exceed specified limits, the system can automatically generate correction orders. Notifications and escalations are also an important element – in the absence of confirmation of completion within a specified time, CMMS can notify superiors or the head of the Maintenance Department. All this means that protocols are always at hand, and the verification process itself is faster and more transparent.

Example test run

What does CMMS documentation look like? To answer this question, it is worth taking a look at a typical verification procedure. The starting point is the initial verification – the technician checks whether the installation area is clean and whether the most important safety elements can perform their function. At this stage, you can also check whether the markings are up to date (e.g. model, serial number). Then the operator enters the measurement values ​​in the CMMS form. It is recommended to use approved, certified devices for the measurements themselves. The system records the values ​​and immediately verifies whether they are within the limits consistent with the manufacturer’s documentation and machine guidelines.

In the case of redundant systems, each element must be verified in the same way. After completing the tests, their approval is also important. With CMMS, this can be done in the form of an electronic signature. CMMS automatically assigns a date of completion and marks the status of the order. All data is later transferred to a central database, where it is easily accessible to health and safety employees, auditors, technicians and operators.

Results documentation and historical analysis

One of the most important advantages of digital verification support is the quick preparation of reports. The maintenance manager or the health and safety services can generate, for example, result statistics (percentage of devices compliant with the standard, most common causes of non-compliance), observation trends and repair plans in a few moments. This data can also be exported to PDF files or spreadsheets. This format will allow them to be presented during periodic reviews and audits in a clear, legible way.

What else is worth taking care of? It should be emphasized that verification protocols must be effective, clear and reliable. Otherwise, they will not be able to fulfill their function. Several key aspects are taken into account:

• Defining procedures. This is where precision is especially important. Each test should be described step by step – from preparing the stand, through measurement methods, to acceptance criteria.
• Personnel training. Technicians and operators must be trained in both test methodology and CMMS operation. In particular, attention should be paid to knowledge of creating and approving protocols from the mobile application.
• Document standardization. It is necessary to ensure a uniform format of forms, legible measurement fields and unambiguous descriptions of parameters. This makes data entry easier and reduces the risk of errors.
• Regular internal audits. Even a perfectly configured CMMS requires periodic verification. Are orders closed on time? Are the protocols complete? Does the system generate alerts correctly? These are just a few of the issues worth paying attention to in this area.

In addition, it is worth remembering the approach based on continuous improvement of procedures. New technologies, changes in standards, modifications to the process – all of this may be associated with other requirements for verification. CMMS provides a clear insight into the collected data, which in turn definitely facilitates any corrections to procedures. Another useful function here is document versioning. Thanks to this, each change is recorded chronologically, which provides a clear point of reference for any modifications.

Verification of safety systems in UR with CMMS

The protocol for checking and verifying the functions of safety systems in production is an essential tool for the UR department and health and safety services. It is necessary to ensure comprehensive documentation of tests, precise recording of measurements and reliable management of repair orders. This is not only a guarantee of compliance with regulations. Such an approach also ensures a real increase in employee safety and continuity of production.

A CMMS system, such as QRmaint, acts as a central platform in this process. The software supports processes from planning inspections, through executing protocols in the mobile application, to notifying about approaching deadlines. As a result, each production station operates in a fully transparent, controlled environment, and the risk of failures or accidents is significantly reduced.