KEWbic your CMMS Lubrication Scheduling Software€¦ · KEWbic™is a software tool that rapidly...

KEWbicKEWbic™™ --your CMMSyour CMMS&&LubricationLubricationSchedulingSchedulingSoftwareSoftware

You need a framework for improvement…You need a framework for improvement…

Copyright KEW Engineering Ltd 2009 Page 1

Successful maintenance and lubrication strategies include:

• A consistent goal for improvements across the site

• A database of specific maintenance and lubrication points on all assets

• Best practice procedures for every PM task

• A flexible scheduling tool for managing the PM tasks

• Records of completed PM tasks and feedback comments

• KPIs for measuring success

This is why we developed KEWbic™

Successful maintenance and lubrication strategies include:

• A consistent goal for improvements across the site

• A database of specific maintenance and lubrication points on all assets

• Best practice procedures for every PM task

• A flexible scheduling tool for managing the PM tasks

• Records of completed PM tasks and feedback comments

• KPIs for measuring success

This is why we developed KEWbic™

KEWbicKEWbic ™™ –– a solutiona solution

What does KEWbic™ offer?

1. A means of managing lubricants,spares and associatedinformation.

2. A means of storing PM tasks andprocedures against the asset.

3. A means of recordingcompliance on all PM activity.

4. A means of storing and trendingCM data.

What does KEWbic™ offer?

1. A means of managing lubricants,spares and associatedinformation.

2. A means of storing PM tasks andprocedures against the asset.

3. A means of recordingcompliance on all PM activity.

4. A means of storing and trendingCM data.

Page 2Copyright KEW Engineering Ltd 2009

Maintenance Efficiency Scores

KEWbic™KEWbic™ –– what are the Benefits?what are the Benefits?

A framework that delivers:• A structured improvement plan• Best Practice• Consistent PM activity• Safer work methods• Cleaner & Greener• More efficient PM activity• More effective use of man power

and resources• Continuous improvement in

Maintenance Audit Scores

A framework that delivers:• A structured improvement plan• Best Practice• Consistent PM activity• Safer work methods• Cleaner & Greener• More efficient PM activity• More effective use of man power

and resources• Continuous improvement in

Maintenance Audit Scores


How does KEWbic ™ work?How does KEWbic ™ work?


The software comprises of three basic sections:1. Hierarchy2. Templates3. Procedures/Observations

In addition it offers custom set-up of:1. Routes2. Reports3. Roles4. Asset Criticality5. PM Priority

It is flexible enough to allow for:1. Image and PDF file attachments2. Data look-up

The software comprises of three basic sections:1. Hierarchy2. Templates3. Procedures/Observations

In addition it offers custom set-up of:1. Routes2. Reports3. Roles4. Asset Criticality5. PM Priority

It is flexible enough to allow for:1. Image and PDF file attachments2. Data look-up

The basic structure of KEWbic™The basic structure of KEWbic™


Hierarchy:•Asset List•Stores

Template:Defines the point on theHierarchy and stores theinputs on the templatequestions that get used inthe procedures.

Procedure:Defines the taskassociated with the pointon the hierarchy andtakes the specific assetvalues from the Template,and allows for Role,Route, Priority, Time andfixed and Interval setting.

User definable:•Text/Numeric•Parent Item look-up•Directory listing•Data look-up•Formulae•Picture

User definable:•Template specific•Any language input•TAG values•Call for Picture

Output of:•Scheduling•Reports•History•Trends

The hierarchy comprises the:• Asset list defined by area,

system or module.• Assets can be categorised

by machine train, machine,and component.

• Stores for item listing ofspares and oils.

A picture and document filecan be added at any level.

KEWbic™ HierarchyKEWbic™ Hierarchy


KEWbic™ HierarchyKEWbic™ Hierarchy –– The StoresThe Stores


The Stores should be populatedwith the typical spares and can beaccessed as a Directory from withthe Template when addingmachines.

KEWbic™ HierarchyKEWbic™ Hierarchy –– The Configuration TabThe Configuration Tab


Configuration Tab allows:• Asset name• Template Selection• Hidden in normal view• Sequence - positioning on hierarchy• Pictures and Document files• Asset Criticality• Comments

KEWbic™ HierarchyKEWbic™ Hierarchy –– The Data TabThe Data Tab


Data Tab uses TAGs to define userspecific answers by:• Numeric or text input• Parent Item Look-up• Directory listing from a Hierarchy

point• Data look-up from tables• Formulae

KEWbic™ HierarchyKEWbic™ Hierarchy –– The Template WindowThe Template Window


The Template Window allows a userto create a specific set of questionspertaining to a hierarchy point.

Template types can be positioned bya Sequence number.

Custom icons can be specified foreach template type.

KEWbic™ HierarchyKEWbic™ Hierarchy –– The Procedures TabThe Procedures Tab


Procedures Tab allowsPMs to be assigned to ahierarchy point.

The PM can be definedby:• Role• Route• Task time• Priority

The procedure can bepreviewed or recorded.

KEWbic™ HierarchyKEWbic™ Hierarchy –– The Template WindowThe Template Window


The Procedures Window allows auser to create a specific PM Taskpertaining to a Template type.

Observations can be recorded withwarning limits.

Custom text can be added for eachprocedure using TAGs to poulate theindividual PMs for each asset.

Step 1Step 1 -- Set Up aSet Up a Spares & Lube StoreSpares & Lube Store

1. Create a list of productsa. Oils & Greasesb. Filters & Breathersc. Other machine spares

2. Identify the specifications of each product3. Identify the supplier details4. Rationalise and Consolidate Inventory5. Assign a generic code and colour/code symbol for each product6. Each machine point will link back to the products in the Store so future lubricant

supplier changes won’t need a rewrite of the database.

1. Create a list of productsa. Oils & Greasesb. Filters & Breathersc. Other machine spares

2. Identify the specifications of each product3. Identify the supplier details4. Rationalise and Consolidate Inventory5. Assign a generic code and colour/code symbol for each product6. Each machine point will link back to the products in the Store so future lubricant

supplier changes won’t need a rewrite of the database.


Create visual charts for easy identificationCreate visual charts for easy identification


Step 2Step 2 -- Map the PlantMap the Plant

1. Create a Hierarchy of Assets by Area or Module2. Split the Asset Train into individual Machines3. Split the Machine into Lubrication components4. Physically check each machine against the registered Asset

Base to ensure it is correct

1. Create a Hierarchy of Assets by Area or Module2. Split the Asset Train into individual Machines3. Split the Machine into Lubrication components4. Physically check each machine against the registered Asset

Base to ensure it is correct


Step 3Step 3 –– Identifying the Machine’s Lubrication NeedsIdentifying the Machine’s Lubrication Needs

1. Assess each machine for theinformation required.

2. For Sumps, Reservoirs and Tanks:Determine the volume and identifythe location of drains, gauges,breathers, filters etc.

3. For greased Bearings and Seals:Measure the bearing or sealdimensions to calculate thenumber of shots of grease, andidentify factors that will influencethe interval.

4. For automated greasing systems:Identify the volume and allgreasing points for inspection.

5. Establish intervals for each activity.6. Select all the Procedures for the

above.

1. Assess each machine for theinformation required.

2. For Sumps, Reservoirs and Tanks:Determine the volume and identifythe location of drains, gauges,breathers, filters etc.

3. For greased Bearings and Seals:Measure the bearing or sealdimensions to calculate thenumber of shots of grease, andidentify factors that will influencethe interval.

4. For automated greasing systems:Identify the volume and allgreasing points for inspection.

5. Establish intervals for each activity.6. Select all the Procedures for the

above.


Step 4Step 4 –– Adding Best Practice and ReliabilityAdding Best Practice and Reliability

Assess each machine and identify if the following upgrades are needed:a) Fitting Quick Connectors on the Fill and Drain Portsb) Fitting improved Breathersc) Fitting better Sight Glasses/Gaugesd) If required, fitting Oil Analysis Sampling Points.e) Adding additional filtration or upgrading the existing filtration.f) Adding piping to the Grease Points to allow for safe access to grease

the machine.

Assess each machine and identify if the following upgrades are needed:a) Fitting Quick Connectors on the Fill and Drain Portsb) Fitting improved Breathersc) Fitting better Sight Glasses/Gaugesd) If required, fitting Oil Analysis Sampling Points.e) Adding additional filtration or upgrading the existing filtration.f) Adding piping to the Grease Points to allow for safe access to grease

the machine.


Step 5Step 5 -- Assign Procedures for each Lubrication PointAssign Procedures for each Lubrication Point

1. Identify the procedure or task2. Select a resource level or role for the task3. Enter a time to complete the task4. Assign a priority and route for the task

5. Scope or Purpose6. Materials List7. Tools List8. Safety issues9. Preparation Checklist10. Actual Task Description/Routine

Allow for a sign-off for each time the procedure is used,and if required to enter a reason for non-completion.

1. Identify the procedure or task2. Select a resource level or role for the task3. Enter a time to complete the task4. Assign a priority and route for the task

5. Scope or Purpose6. Materials List7. Tools List8. Safety issues9. Preparation Checklist10. Actual Task Description/Routine

Allow for a sign-off for each time the procedure is used,and if required to enter a reason for non-completion.


Embed images in the software for clarityEmbed images in the software for clarity


BuiltBuilt--in Flexibilityin Flexibility


Assign the appropriate filter cart or grease gun to each machine.

In the Tool Store, assign a grease gun output for each shot and assign a flow

rate for each filter cart.

If you change suppliers and the values change, a single re-entry here will

automatically update every affected procedure with the new number of shots

or time required for filtration.

Assign the appropriate filter cart or grease gun to each machine.

In the Tool Store, assign a grease gun output for each shot and assign a flow

rate for each filter cart.

If you change suppliers and the values change, a single re-entry here will

automatically update every affected procedure with the new number of shots

or time required for filtration.

Changing supplier of your grease gun?

The new gun gives 50% more grease per shot.

Worried about over-greasing using the

existing calculated number of shots?

Changing supplier of your grease gun?

The new gun gives 50% more grease per shot.

Worried about over-greasing using the

existing calculated number of shots?

More flexibility to adaptMore flexibility to adapt


Not happy with the way the

procedures read?

Think the templates need modifying to

reflect your specific needs?

Do you want another language?

Not happy with the way the

procedures read?

Think the templates need modifying to

reflect your specific needs?

Do you want another language?

In the Design Mode, simply open the

Procedures or Templates views and

edit the text accordingly.

In the Design Mode, simply open the

Procedures or Templates views and

edit the text accordingly.

Step 6Step 6 -- Completing the Procedures LibraryCompleting the Procedures Library

On completion of the procedures creation the followingsteps are taken:1. Rationalise the Lubricants and check the Colour

Coding.2. Re-check the Lubricant PM Routes and Schedules for

the Lubrication Tasks and Oil Analysis SampleCollection.

3. Implement and train the personnel on the softwareand new procedures.

On completion of the procedures creation the followingsteps are taken:1. Rationalise the Lubricants and check the Colour

Coding.2. Re-check the Lubricant PM Routes and Schedules for

the Lubrication Tasks and Oil Analysis SampleCollection.

3. Implement and train the personnel on the softwareand new procedures.


Using Reports to aid planning and upgradesUsing Reports to aid planning and upgrades

Once compiled, reports can be generated toidentify such actions as:1. What machines need breathers.2. What machines are on the Oil Analysis

programme.3. What machines need grease lines extendingThe output can be exported to a spreadsheet.

Once compiled, reports can be generated toidentify such actions as:1. What machines need breathers.2. What machines are on the Oil Analysis

programme.3. What machines need grease lines extendingThe output can be exported to a spreadsheet.


Using Reports to aid schedulingUsing Reports to aid scheduling

Reports can be generated to identify formanagement:1. What machines are overdue on greasing.2. Type and volume of oil in each sump.3. Stock levels in the storesThe output can be exported to a spreadsheet.

Reports can be generated to identify formanagement:1. What machines are overdue on greasing.2. Type and volume of oil in each sump.3. Stock levels in the storesThe output can be exported to a spreadsheet.


Daily Routines & PlanningDaily Routines & Planning

Daily Routines can be selected for a daily listing or for a time periodand sorted based on:• Area• Route• Task Priority• Skill Level• Task or Procedure typeThe Procedure must be recorded as completed or not completed

Daily Routines can be selected for a daily listing or for a time periodand sorted based on:• Area• Route• Task Priority• Skill Level• Task or Procedure typeThe Procedure must be recorded as completed or not completed


Trends & HistoryTrends & History –– Compliance &Compliance & KPIsKPIs

Task Compliance can be viewed in theHistory with comments:Task Compliance can be viewed in theHistory with comments:


Other Useful FeaturesOther Useful Features

A label can be printed forOil & Grease drums:A label can be printed forOil & Grease drums:


Supplier Info is easilyaccessible:Supplier Info is easilyaccessible:



Supplier MSDS & PDSis easily accessibleas an embedded file:

Supplier MSDS & PDSis easily accessibleas an embedded file:



KEWbicKEWbic™™ -- the package…the package…


The significance of KEWbic™…

KEWbic™ is a software tool that rapidly sets up the framework forimprovement.

The value of KEWbic™ is in the flexibility to meet all types of needs.

KEWbic™ is a simple yet powerful package for end-users, contractors andsupporting industry suppliers.

KEWbic™ is not just a software package, it captures the Best Practicesknow-how and the experience of leading maintenance consultants.

KEWbic™ has been created by engineers for engineers.

The significance of KEWbic™…

KEWbic™ is a software tool that rapidly sets up the framework forimprovement.

The value of KEWbic™ is in the flexibility to meet all types of needs.

KEWbic™ is a simple yet powerful package for end-users, contractors andsupporting industry suppliers.

KEWbic™ is not just a software package, it captures the Best Practicesknow-how and the experience of leading maintenance consultants.

KEWbic™ has been created by engineers for engineers.

KEWbicKEWbic™™ -- the package…the package…


KEWbic™ is based on either :

- Microsoft™ SQL Server CE which is best suited for single user, non-networked applications

- Microsoft™ SQL Server 2005 which is best suited for multi-user,networked sites, where permissions can be set for users to access thedatabase located on a specific company server, and the database isregularly backed-up.

The software licence is sold for use at one site only and priced locally:For a Single User SQL CE version is recommended.For a company plant or site with up to 5 users, the SQL 2005 version isrecommended.

A start-up package of training on the software is provided at additionalcost.

Database building by a consultant is also available at an additional cost.

KEWbic™ is based on either :

- Microsoft™ SQL Server CE which is best suited for single user, non-networked applications

- Microsoft™ SQL Server 2005 which is best suited for multi-user,networked sites, where permissions can be set for users to access thedatabase located on a specific company server, and the database isregularly backed-up.

The software licence is sold for use at one site only and priced locally:For a Single User SQL CE version is recommended.For a company plant or site with up to 5 users, the SQL 2005 version isrecommended.

A start-up package of training on the software is provided at additionalcost.

Database building by a consultant is also available at an additional cost.

KEW Engineering Ltd.Chester, United KingdomTel +44-1244-683331Mob [email protected]

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