Element 8 - Hydrocarbon Management_v4_22 May.pptx

8. Hydrocarbon Management
May 2022
AO Framework Developed by:

Contents
1. Introduction
2. 8.1: Delivery & Storage
3. 8.2: Dispensing & Use
4. 8.3: Management Processes
5. 8.4: Hydrocarbon Analysis
6. 8.5: KPIs
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May 2022
Element 8: Hydrocarbon Management Asset Management Training Material

Introduction
What is Hydrocarbon
Management?
 Hydrocarbons include Fuel,
Lubricants, Coolants, and
Additives (FLCA).
 Hydrocarbon Management
(HCM) is core to maintenance,
operations, and asset reliability
Why is HCM essential?
 Realization of Competitive advantage
from:
 Reduced fuel, coolant, and
lubricant usage
 Early detection of equipment
failures
 Component life extension
 Reduced environmental impact
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May 2022

HCM Supply Chain
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May 2022

Objectives of Hydrocarbon Management
• Extend component life
• Optimize fuel, lubricant, coolant, and filter usage
• Build organizational capacity and competence in HCM
• Leverage technical expertise to establish supporting standards and guidance
• Enhance early detection
The objectives of a hydrocarbon management programme are to:
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May 2022

Hydrocarbon Leading Practices Team
 Hydrocarbon leading practices team
A site hydrocarbon leading practices team is an essential component of an effective hydrocarbon
management program. The team provides the overall guidance and sponsorship for the program at a site
level.
 Key tasks of the hydrocarbon leading practices team include:
• Assigning hydrocarbon management related roles and responsibilities
• Conducting periodic hydrocarbon management reviews
• Development of hydrocarbon management improvement plans
• Establishment of supporting technical standards and best practice procedures
• Establishment and ongoing delivery of hydrocarbon management awareness and technical training
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May 2022

Hydrocarbon Management- Process overview
1 2 3 4 5
To ensure effective
delivery and storage of
hydrocarbons
Delivery
&
Storage
Dispensing
&
Use
Management
Process
Hydrocarbon
Analysis
KPIs
To ensure the safe and
effective dispensing
and use of
hydrocarbons
To ensure the
continuous
improvement in how
hydrocarbons are used
and managed
To ensure safe and
effective hydrocarbon
analysis
To ensure
hydrocarbon
management is both
measured and delivers
business value
 5 Sub-elements
 34 Checkpoints
 69 Focus Questions
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May 2022

Delivery & Storage
8.1
Delivery
&
Storage
Management
Processes
Hydrocarbon
Analyisis
KPIs
Dispensing
&
Use

Delivery & Storage
• Suppliers are expected to have a quality assurance program
• Delivery and storage must adhere to regulatory standards
To ensure effective delivery and storage of hydrocarbons
Deliveries &
Storage
Bulk Deliveries
Bulk Storage
Vessels
Bulk Storage
Quality
Non-Bulk Deliveries Storage Facilities
As-Delivered
Qualities
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May 2022

Delivery & Storage
 Site must have control over delivery processes
 Site need to have a product-wise dedicated pumping system
 Color-coded, labelled and capped pipelines to prevent
contamination
 Suitable personnel must be available for inspection
 Delivery vehicles must have desiccant breathers and filters
1. Bulk Deliveries
To avoid contamination of
lubricants through the entire HC
supply chain
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May 2022

Delivery & Storage
 Inspection of all bulk storage vessels
 Establishment of PM schedule/SOP
2. Bulk Storage Vessels
To ensure both hydrocarbon
cleanliness and asset integrity
 Tanks fitted with proper drain points to facilitate drain-off
 Storage vessels installed with desiccant breathers and filters
 Expiry dates are marked on breathers and filters to ensure timely
replacement
 Install appropriate sensors/devices to prevent overfill
 Documentation of any discrepancies
 All future tank designs incorporate angled bottom to facilitate
cleaning
 Storage Vessels should meet legislative requirements
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May 2022

Delivery & Storage
 Site should have an effective sampling program
 Storage vessels must be sampled quarterly
 Baseline data are to be verified
 Deviations should be identified, reported, and rectified
 Cleanliness and moisture targets tested by labs must be consistently
better than Vedanta standards (as per ISO 4406 – 16/13/11)
3. Bulk Storage Quality
To ensure the quality of bulk
products at desired levels
 Bulk fluid results must be analyzed
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May 2022

Delivery & Storage
 Inspection plan must be available for drums, pods, totes, and other
containers
 Visual inspection of drums at the time of delivery
 All delivered items should be stored appropriately to prevent contamination
 Deviations are to be identified, reported, and rectified
 Periodic testing regime is in place to ensure cleanliness targets are met
before drums are placed into use
4. Non-Bulk Deliveries
To ensure these containers are
undamaged and within quality
specifications
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May 2022

Delivery & Storage  Adequate storage facilities for site HCM
 Drums, totes, pods, etc., must be stored in appropriate bunded
areas
 Bunded areas must be sufficient for spill containment & spill/drip areas
must be kept clean
 Inventory management (FIFO)
 Housekeeping of storage facilities
5. Storage Facilities
To support effective HCM in
relation to access, contamination
control, and environmental
management  Store HC away from any potential heat or ignition
 HC storage areas must have signs posted and in accordance with
regulatory requirements.
 Site must have sampling policy for delivered fluid
 Availability of quality reports and clearance processes
 Non-complaint fluids must be quarantined for treatment and reports
shared to vendor
6. As-Delivered Quality
To ensure hydrocarbons are
delivered as per contracted quality
specifications
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May 2022

Understanding ISO Cleanliness Codes
(ISO 4406 – Method for coding the level of contamination by solid
particles)
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Component Life vs Contamination Level
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May 2022

Contamination Control Example – Oil facilities upgrade at US coal
operation
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May 2022

Contamination Control Example – Fuel Storage tanks cleaned and
fitted with filtration infrastructure at Australian coal operation
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May 2022

On the way to Excellence#
Focus Questions
8.1
Delivery &
Storage
Understanding Competence Excellence
Assessment
Guidance*
8.1.1 Bulk Deliveries • Delivery vehicles have
dedicated pumping
systems and quick
connect couplers per
product line.
• All dedicated bulk storage
pipework is correctly color-
coded, labeled, and
capped to prevent
contamination
• Suitable personnel
inspects bulk deliveries
• Delivery vehicle
tanks contain
appropriate
breathers and
filters with fast fill
by-pass facility to
prevent
contamination
• Organogram/
SOP/equipment
checklist/Field
checks
1. Are there suitable personnel to inspect bulk deliveries of fluid products supplier that ensures proper dispensing procedures are
followed?
2. Are suitable desiccant breathers and filters installed on delivery vehicles?
# Refer to the scorecard for detailed explanation of the checkpoints & positioning statements from
Innocence to Excellence
*Selected maturity scores assume preceding score requirements are achieved
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May 2022

Focus Questions
8.1
Delivery &
Storage
Assessment
Guidance*
8.1.2 Bulk Storage
Vessels
• Storage vessels have
breathers & filters
• Scheduled PM
compliance for storage
vessels > 80%
• Water drain-off
compliance 100%
• Storage vessels meet
Legislative requirements
• Sight glasses fitted on
storage containers and
avoid contamination
• Filters and breathers are
clearly marked with
expiry date and are not
overdue due for
replacement
• Tanks fitted with
sensors/devices
to prevent
overfilling
• Tanks designs
incorporate angled
bottom to facilitate
cleaning
• Fluid
discrepancies -
documented &
accounted for
• Availability of PM
schedule/ISO
certification/FFS
certificate
• SOP/ SAP
should mention
the periodicity of
bulk storage
inspections/
water drain off
1. How often are breathers and filters on bulk tanks inspected?
2. Do bulk tanks meet regulatory compliance?
3. Do SOPs exist for bulk storage vessels?
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May 2022

Focus Questions
8.1
Delivery &
Storage
Assessment
Guidance*
8.1.3 Bulk Storage
Quality
• 100% of storage tanks
are sampled annually
for verification of
baseline data
• Fuel and lube farm
tanks correctly
identified for result
trending purposes
• All storage tanks (including
lube service vehicles)
sampled quarterly
• Cleanliness and moisture
targets of lube and fuel oil
consistently meet Vedanta
or site targets
• Any lube deviation from the
norm is identified, reported,
and rectified
• Cleanliness and
moisture targets
tested by the
laboratory are
consistently better
than Vedanta
standard
• Sample collection
logbook & real-
time tracking
system of lube
quality
• Oil analysis
reports, trends,
and complaint
register
• Oil cleanliness
goal is 16/13/11
(per 1ml sample)
as per ISO 4406
(ref AO Manual)
1. Does any new fluid data exist to confirm baseline cleanliness and moisture content of fluids?
2. How often are fluid bulk storage tanks sampled?
3. Are results of bulk fluid results trended? Are adverse results immediately reported to the supplier?
4. Is there any evidence indicating fluids are supplied over and above cleanliness standards?
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May 2022

Focus Questions
8.1
Delivery &
Storage
Assessment
Guidance*
8.1.4 Non-Bulk
Deliveries
• Any damage identified
on delivery is recorded
and informed to
supplier
• At least 80% of drums,
pods, totes, and other
containers are
inspected visually on
delivery
• All delivered items are
stored indoors to
prevent contamination
• Periodic testing
regime in place to
ensure cleanliness
targets are met before
drums/pods/totes are
placed into use
• Inspection
schedule should
be available in
SOP/ SAP
1. Is there a program in place for the inspection of delivered drums, totes and pods to site?
2. Is there a program to verify the cleanliness of totes/pods & drums before use?
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May 2022

Focus Questions
8.1
Delivery &
Storage
Assessment
Guidance*
8.1.5 Storage
Facilities
• Dedicated
hydrocarbon storage
facilities are in place &
housekeeping
• Lube Inventory
Management – FIFO
• A checklist for storage
facilities is used and
schedule adherence is
less than 70%
• Spill and drip areas are
kept clean
• All hydrocarbons are
stored away from ignition
• Storage facilities are
signposted
• Regulatory requirements
are displayed
• Storage room
areas make use of
mechanical
ventilation
systems and
comply with local
regulations
• For non-ventilated
areas, check air
quality
• PM checklist,
SOP & layout of
storage facilities
• Check the
condition of
Storage facilities
during Field Visit
1. Are all totes/drums/pods appropriately stored? For example, are drums stored horizontally on racks and bungs at 3 or 9 o'clock
positions?
2. Are bunded areas sufficient in the event of hydrocarbon spills and leaks?
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May 2022

Focus Questions
8.1
Delivery &
Storage
Assessment
Guidance*
8.1.6 As-Delivered
Quality
• Sampling of all
delivered fluid evident
but no control on non-
compliant bulk
delivery
• Non-compliant bulk
deliveries identified,
and corrective action
implemented to rectify
• Non-compliant fluids
are quarantined for
treatment
• Results are compiled
and shared with
suppliers for
improvement
• Non- compliance is
addressed by contract
agreements
• Availability of
quality reports
and quality
clearance
process
1. Can site provide evidence of quality compliance of delivered products?
2. What actions are undertaken when deliveries are out of specifications, e.g. quarantine, kidney looping, etc.?
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May 2022

Dispensing & Use
8.2
Delivery
&
Storage
Management
Processes
Hydrocarbon
Analyisis
KPIs
Dispensing
&
Use

Dispensing & Use
 Maintaining consumption record of each lubricant
 Use of proper oil, grease dispensing systems
 Delivery and storage must adhere to regulatory standards
To ensure the safe and effective dispensing and use of hydrocarbons
Dispensing & Use
Oil Dispensing
Systems
Grease Dispensing
Small Container
Handling
Lubrication Points
Equipment
Compartments
Inspection Intervals
& Volumes
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May 2022

Dispensing & Use
 Housekeeping is followed for oil dispensing equipment
 Inline dispensing filters are to be installed on dispensing line
 Dispensing units must be correctly labeled and color-coded
1. Oil Dispensing Systems
To ensure correct selection of
product and pre-final stage
filtration
 Metering gauges are to be fitted in dispensing line to track consumption
rate
 Site should have filter changing/cleaning schedule
 Pressure gauges could be for monitoring filter conditions on real-time basis
 Provision for the multi-pass filtration system
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May 2022

Dispensing & Use
 Color-coding of grease dispensing equipment as per product type
 Availability of PM schedule for auto lubricators
 Provision to track grease consumptions for larger systems
2. Grease Dispensing
To select and maintain grease
dispensing systems
 Automated dispensing systems are to be preferred over manual
 Grease dispensing systems must be maintained (positioned up straight)
and stored in a clean environment
 Utilization of Acoustic sensors or Vibration Listening Amplifiers for manual
greasing
 Record and review abnormalities accordingly
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Dispensing & Use
 Small containers in storage sites are to be kept clean and dusty free
 To avoid cross-contamination these containers are to be labeled,
color-coded, and tagged respectively
 Adherence to monthly audit to inspect the condition of small container
3. Small Container Handling
To ensure clean hydrocarbons are
dispensed in compartments
 Refill these small containers using dedicated quick connect coupler
attachments
 PM schedule for small containers housekeeping
 Lubricant fittings are to be identified, color coded, kept clean, and capped
 Grease nipples must be capped to avoid cross-contamination
 Cross-contamination events are to be documented and action plans are
made to eliminate the same
4. Lubrication Points
To minimize associated risks with
incorrect dosing of lubricant
 Lubrication type identification scheme should be available
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Dispensing & Use
 Sampling points are to be installed in the most appropriate location
 Sight glass prompted over dip sticks to prevent contamination
(where applicable)
 Inline filtration system could utilize Kidney looping system at appropriate
locations
5. Equipment Compartments
Compartment design must
facilitate correct lubricant
requirement, filling, level control,
sampling, and filtration
 Installation of HCM standard desiccant breathers in all compartments
 Appropriate fittings for kidney looping are to be part of system
 Lubricant type, interval, and volume to be dispensed are to be included in
SOP
 Standardization of lubricant dispensers and color-coding system
 Tracking consumption rate per lubrication point
 Availability of SOP to top-up lubricant compartments
 Discrepancies to be reported and investigated
6. Inspection Intervals & Volumes
To maintain and monitor the
equipment lubrication regularly
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May 2022

Focus Questions
8.2
Dispensing
& Use
Assessment
Guidance*
8.2.1 Oil
Dispensing
Systems
• Color coded - dispensing
systems
• Meters to track the dispensed
volume of fluid
• Schedule exists to change out
inline filters and expiry dates
are clearly visible
• Pressure differential gauge
fitted to monitor change-out
• Filter changing/cleaning plan
• Meters are
inspected and
calibrated annually
• Records are
maintained of the
quantity of fluid
dispensed
• Filter system allows
multi-pass filtration
before distribution
• Pressure differential
gauge fitted [to avoid
by-pass] that can
transmit signals
• Discharge pumps
shut down at pre-
defined pressure
differential
• Change out
schedule/SOP and
adherence
• List of critical
equipment inline
filters exists for
which pressure
differentials
gauges are fitted
1. How does the site determine whether filters installed in the dispensing lines need to be changed out?
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May 2022

Focus Questions
8.2
Dispensing &
Use
Assessment
Guidance*
8.2.2 Grease
Dispensing
• Grease lines kept as
short as possible to
prevent line blockages
• Color-coding system
exists for greases
• Grease cartridges are
stored in an upright
position and FIFO is
followed
• Acoustic sensors or
Vibration Listening
Amplifiers are utilized for
manual greasing
• Auto lubricator inspection
100%.
• Use of preferred
greasing
mechanism (i.e.,
handgun grease fill
over auto
lubricators)
• Consumption rate
is monitored for
large greasing
system
• SOP, Inspection
schedules, PM
checklists
1. How does the site ensure the correct grease is being dispensed?
2. How does the site ensure auto lubricators are functioning correctly?
3. Is acoustic monitoring used in conjunction with the greasing of bearings?
4. How does the site evaluate the use of manual vs. automated dispensing systems?
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May 2022

Focus Questions
8.2
Dispensing &
Use
Assessment
Guidance*
8.2.3 Small Container
Handling
• Filling small containers
in dust-free areas
• Systems such as tags,
labels, color coding,
colored drums, and lids
are used to prevent
cross-contamination
• Small containers are
constantly capped to
avoid contamination
• Housekeeping
• Containers fitted with self-
closing spouts or have
appropriate quick coupler
attachments
• Audit to inspect
small containers on
a monthly basis
• Refilling performed
via product
dedicated quick
connect coupling
• Audit schedule
compliance is
>90%
• Small Container
audit/ PM
schedule should
be available with
the team
1. How often are small transfer containers inspected?
2. How are small transfer containers refilled?
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May 2022

Focus Questions
8.2
Dispensing &
Use
Assessment
Guidance*
8.2.4 Lubrication
Points
• Lubrication fittings
are identified, kept
clean, and capped
• During the shopfloor
visit, no uncapped/
dirty lubrication
fitting
• Lubrication fittings
correctly located and
color-coded
• Lubrication fittings have
independent pin
configuration per
lubricant type to prevent
cross-contamination
1. How easy is it to identify the type of lubricant that should go into a compartment?
2. How frequently do lubricant cross-contamination events occur?
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May 2022

Focus Questions
8.2
Dispensing &
Use
Assessment
Guidance*
8.2.5 Equipment
Compartments
• Inline sample points
installed (where
applicable).
• Clear identification of
oil sample points-
labeled
• Lubricant used in
compartment clearly
identified
• Sight level glass
promoted over dipstick to
prevent contamination
• Utilization of inline
filtration systems
• Systems contain
appropriate fittings for
kidney looping
• Documentation
exists - product
specifications to
equipment
requirements
• Availability of
SOP, activity
logbook, BOM,
and fluid circuit
diagram for
particular
equipment
• Field checks are
required to
assess the
condition of
equipment
compartments
1. Are sample points correctly located e.g. in the return line before filtration?
2. Can the site demonstrate when kidney loop filtration or inline filtration systems need to be applied?
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May 2022

Focus Questions
8.2
Dispensing &
Use
Assessment
Guidance*
8.2.6 Inspection
Intervals &
Volumes
• Documentation exists
indicating lubricant
type, interval and
volume to be
dispensed
• A color-coding system
exists.
• Lubrication schedule
adherence is >80%
• Evidence exists indicating
standardization of
lubricant dispensers and
color-coding system
• System exists to dose
correct interval and
required amount
adherence is 100%
• Lubricant
consumption rate
per lubrication point
is monitored
• Availability of
SOP,
consumption
logbook, and PMI
checklist
1. How are lube check intervals calculated?
2. Have your compartments got refill quantity noted on them somewhere?
3. Do you record the consumption of lubricant at a compartment level?
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May 2022

Management Processes
8.3
Delivery
&
Storage
Management
Processes
Hydrocarbon
Analyisis
KPIs
Dispensing
&
Use

Management Process
Management
Process
Management
Support
Training
Succession
Plan
Continuous
Improvement
Supplier
Improvement
New
Equipment
Lubricant
Rationalization
Collaboration Used
Hydrocarbon
Management
To ensure continuous improvement in how hydrocarbons are used and managed
 The hydrocarbon management process involves:
 Clean hydrocarbon products delivered to site with periodic sampling to confirm
 Regular sampling to ensure cleanliness levels are being met throughout the site
 Best practice storage and handling procedures and product stewardship, including filtration and contamination
control
 Implementation of leading HCM practices for physical installations on machines e.g., breathers, sampling
points, drain points, etc.
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May 2022

Management Process
 Management approvals for HCM related trainings
 Management needs to provide support by understanding the
process and communicating results across the Vedanta
1. Management Support
To ensure the allocation of
appropriate resources and
support by the Management
 Engagement of Management in the HCM process and attend related
meetings
 Further in-depth technical-related training may be required as part of the
site-specific improvement plans
 Availability of training matrix for HCM personnel
2. Training
To ensure HCM personnel/teams
are appropriately trained
 At the commencement of a hydrocarbon management program, base-level
awareness training should be provided to all relevant site personnel
 Circulation of MOMs & actions are tracked
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May 2022

Management Process
 Succession plans should be reviewed at leadership level constantly &
updated
3. Succession Plan
To ensure sustainability in HCM
program
 Site needs to possess succession plan and includes all key-related HCM
roles
 Management supports HCM related initiatives and improvements
 CI opportunities for HCM and practices must be documented & implemented
4. Continuous Improvement
Projects to include increased
asset reliability and performance,
cost reduction, cost avoidance,
and risk reduction
 Site must have evidence of HCM related CI activities that have resulted in
tangible value delivery
 Site must work in collaboration with other Vedanta operations on HCM
activities
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May 2022

Management Process
 Site meetings must occur with HC suppliers as per frequency defined by the
unit
5. Supplier Improvements
To leverage suppliers as a source
for improvement of site’s HCM
program
 Potential leverage areas must include training, technical support, product
rationalization and product quality
 Any non-compliance to HCM standards must result in corrective action by
the unit
 Site needs to have a formal review process to verify HCM standards
6. New Equipment
To ensure new equipment must
be equipped with proper filters,
sampling points, couplings, etc.
 Site should adhere to HCM standards while procuring new equipment
 Annual lube audit must be conducted by the supplier
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May 2022

Management Process
 To mitigate risks associated with lubricant misapplication
7. Lubrication Rationalization
To improve commercial
arrangements without
jeopardizing technical
specifications
 To reduce purchase and storage costs of hydrocarbons
 Lubrication improvement success stories are to be presented in various
forums
 Site should technical collaboration within as well as other Vedanta sites
8. Collaboration
To accelerate HCM benefits
across the group
 Site should share all HCM related projects/wins across the Vedanta
 Annual lube audit must be able to initiate lubricant rationalization
 System to track disposals of used oil and grease
9. Used Hydrocarbon Management
To ensure effective maintenance of
used oil and grease products
 Availability of SOP to ensure disposal of used HCs occurs as per
Environmental standards
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May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.1 Management
Support
• Management provides
support by
understanding
process & results are
communicated to
others
• Meetings with
management are
scheduled with an
agenda but no MOMs
are circulated or no
tracking of actions
• Vision statement for
fluid management
• Management actively
engaged in HCM
process and attends
related meetings
• HCM training
requirements -
management approval
• Management
supports to achieve
desired HCM targets
• HCM initiatives and
strategies are
communicated
• Celebration of HC
wins
• Deviated KPIs are
analyzed
• Check
Organogram/mee
ting
schedules/MOM
• Assess the list of
major HCM
initiatives and the
savings/
improvements
achieved from
the same
1. Can the site provide evidence of management engagement and support of HCM activities?
2. Have any HCM related ‘wins’ been celebrated within the last 12 months?
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May 2022

Focus Questions
8.3
Dispensing &
Use
Assessment
Guidance*
8.3.2 Inspection
Intervals &
Volumes
• Documentation exists
- lubricant type, interval
and volume to be
dispensed
• A color-coding system
exists
adherence is >80%
• Standardization of
lubricant dispensers
• Determination of correct
interval and required
amount of lubricant to be
dosed
adherence is 100%
• Lube
consumption rate
per lubrication point
• Deviation in
consumption rates
is investigated
• Availability of
SOP,
consumption
logbook, and PMI
checklist
1. How are lube check intervals calculated?
2. Have your compartments got refill quantity noted on them somewhere?
3. Do you record the consumption of lubricant at a compartment level?
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May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.3 Succession
Plan
• HCM specific
succession planning
available only for
team leaders
• No HCM-specific
roles are vacant
above supervisor
level
• Succession plan is
reviewed/updated at
leadership level annually
• Multiple high potential
candidates are
groomed for HCM
leadership roles
• Organogram
• Succession
Planning
documents need
to be assessed to
understand
whether any
HCM specific
positions are
available
1. What HCM specific roles have been identified on-site?
2. How often is the HCM succession plan reviewed, e.g. minimum of yearly?
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May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.4 Continuous
Improvement
• Identified
accountabilities
• Regular monthly
review meetings of CI
opportunities for HCM
• Lubrication practices
are documented and
implemented
• Improvement
initiatives are identified
& implemented by HCM
team
• Savings and benefits
of improvements are
realized by stakeholders
• CI based savings &
benefit are
communicated and
celebrated
• Collaboration with
other Vedanta
operations on HCM
activities
• Interview HCM
team about CI
• CAPA tracker/KPI
tracker
• Knowledge and
experiences
sharing with
others/how often
• Check for HC
improvement
initiatives &
savings/benefits
realized
1. Describe what HCM continuous improvements have been identified and implemented?
2. Have value-related benefits from improvement initiatives been recorded?
3. Is HCM ever discussed with peers from other sites?
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May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.5 Supplier
Improvements
• Annual lube audits
by supplier
• Product
specifications -
easily accessible
• Bi-annually product review
meetings with suppliers
• Suppliers identify Value
in Use (VIU) projects with
site personnel - monetary
savings
• Action plans discussed in
review meetings are
available in MOMs/ emails
• Quarterly site
meetings with HC
suppliers
• A high level of CI
exists to improve
reliability
• Check audit
documents
• Product review
meetings/MOM with
suppliers
• Interview the HCM
team about supplier
improvement
initiatives
1. What improvement initiatives have been delivered by suppliers e.g., product rationalization, and use of environmentally safer
alternatives?
47
May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.6 New Equipment • Site has a complete
list of HCM
standards for new
equipment
• New equipment
regularly delivered
with appropriate
standard
components
• New equipment review
process includes HCM
standards verification
• Non-compliance to HCM
standards is recognized
and retrofitted
• HCM standard verification
is done for 100% of new
equipment installed in the
last year
• Site HCM team
regularly involved in
new equipment
purchases
• Non-compliance
results in equipment
not being accepted
• New material and
initiatives are
constantly reviewed
• Check policy
documents/com
pliance list
• Interview the
HCM team
about non-
compliance
results in
equipment and
its actions taken
• Review any risk
assessment
1. Does the site have a standard for new equipment specifying sampling points, breathers, filters etc.?
2. Is there a new equipment acceptance form and is the HCM standard part of this acceptance form?
48
May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.7 Lubricant
Rationalization
• Annually lubrication
audits are recorded
and documented
• Several lubricant
rationalization
initiatives occurred
• Lubricant rationalization
program discussed with
lubricant supplier
• Documentation -
relates product
specifications to
equipment requirements
and Vedanta/site
specifications
• Lubricant specifications
reviewed annually
• Improvement
opportunities
identified and
documented
• List of
lubricants
rationalized to
date
• Audit reports
1. When was the last lubricant rationalization initiative completed on-site?
2. What was the focus/value driver of this rationalization effort?
49
May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.8 Collaboration • Some technical
collaboration exists
but only within the site
• Some technical
collaboration is evident
with other Vedanta
sites
• Strong focus on
technical collaboration
and sharing globally
• Lubrication
improvement success
stories are presented
in various forums
• Availability of
portal to share
experiences and
learnings within
site/across
Vedanta
1. Can site provide evidence of collaborative activities involving hydrocarbon management?
50
May 2022

Focus Questions
8.3
Management
Processes
Assessment
Guidance*
8.3.9 Used
Hydrocarbon
Management
• Disposal procedure
for used oil and
grease, but it is only
followed
intermittently
• Disposal procedure for
used oil and grease. It
is followed most of the
time
• Disposals are tracked
• Disposal schedule
adherence >80%
• Strict compliance on
disposal through
documented process
• 100% compliance,
each time
• Availability of
lubricant
logbook/SAP and
SOP for disposal
• Lubricants are
disposed of as per
Environment Waste
Management
Procedure
• SOP contains
timelines - disposal
of different types of
hydrocarbons
1. Does the site have documented procedures for the management of used oil and grease?
2. Does the site maintain records for received used oil and grease?
3. Does the site maintain records for each disposal activity?
51
May 2022

Hydrocarbon Analysis
8.4
Delivery
&
Storage
Management
Processes
Hydrocarbon
Analyisis
KPIs
Dispensing
&
Use

Hydrocarbon
Analysis
Sampling
Points
Sampling
Procedures
Sample
Dispatching
Wear Debris
Analysis
(WDA)
Oil Analysis
Assessing
Hydrocarbon
Condition
Alarm Sets
Condition
Monitoring
Integration
Hydrocarbon analysis is a process of sampling, analyzing, and interpreting the condition of lubricants
• It focuses on cleanliness standards of sample hardware & Wear Debris Analysis
53
May 2022

 Availability of sampling points at appropriate locations for equipment
 All sampling points are to be capped to avoid contamination
1. Sampling Points
To ensure collected lube sample
is as per standards
 Site can use online sensors to identify potential lubricant breakdown,
contaminant ingress, or wear abnormality
 Availability of SOP for sampling program
 Site should meet ISO 3722 standard for a clean bottle
2. Sampling Procedures
To support collection of sample in
repeatable and safer manner
 Samplers must receive training Oil sampling procedures
54
May 2022

 Availability of dispatch schedule
 Samples are to be dispatched within 24hrs of being taken
3. Sample Dispatching
To ensure timely dispatch of
samples to lab
 Before dispatching, samples must be labeled containing all relevant
information
 Site must understand WDA fundamentals & assist with analyzing
particulate matter on filter patches
 Service schedule exists for evaluating oil filters and magnetic plugs
4. Wear Debris Analysis
To detect abnormalities
 Magnetic plugs & filters are to be inspected regularly
 Records and images of debris viewed must exist for trending purposes
 Abnormalities are investigated and findings recorded
55
May 2022

 All oil analysis results are to be trended for predictive purpose
 Alert reports are to be maintained and implement action plans
5. Oil Analysis
To support monitoring of asset
health and identification of
abnormalities
 Oil analysis is to be performed as per the OEM requirement/at least yearly
 Availability of SOP stating fluid changeouts schedule
 Site needs to have defined procedures for actions related to analysis
results
6. Assessing Hydrocarbon
Condition
To assess present condition of
HC
 Site must demonstrate decision making criteria for fluid change outs
 Feedbacks are recorded and corrective actions to troubleshoot cause
 Check for “Plan vs Actual oil analysis compliance” reports
56
May 2022

 Alarm sets vary between different asset classes using statistical data
generated from Oil analysis
 Site must review alarm limits in consultation with laboratory, OEM, and lube
supplier
7. Alarm Sets
To inform abnormalities to
stakeholders
 Alarm sets must be established as a part of the oil analysis program
 HCM and CM teams must organize monthly review meets
 CM’s groups must focus on reliability, predictive and proactive
maintenance
8. Condition Monitoring
Integration
To integrate analysis capabilities
with oil analysis data
 CM analyst must interpret fluid analysis data and provide applicable
troubleshooting techniques in conjunction with HCM
 Alarm limits are to be reviewed at least annually
57
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.1 Sampling Points • Live sampling points
have been installed in
some applications
• The location and most
applicable sample
point and type
identified and
installed for all
equipment included in
the sampling program.
• All sampling points are
correctly capped to
avoid contamination
• For all critical plant,
site has made use of
online sensors to
help identify any
potential lubricant
breakdown,
contaminant ingress
or wear abnormality.
• Live sampling devices
have been hooked up
to asset health system
or similar
• List of equipment
where sampling
is done -
Sampling
program to be
checked
1. Have sampling points been inserted in most appropriate location e.g., in the return line before filtration or in the elbow area where there
is turbulence?
2. Has the site made use of any online sensors?
58
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.2 Sampling
Procedures
• All samplers have
received oil sampling
training
• Sample bottles
supplied meet "clean"
bottle status as
stipulated in ISO 3722
standard
• Dedicated oil sampler
team
• Any adverse oil
conditions noted by the
'sampler' are
immediately reported
for action.
• Sampling routes have
been designed to
improve efficiency
• Oil Analysis bottle
provider meets "super
clean" bottle status as
stipulated in ISO 3722
standard
• Site has 95%
confidence of
integrity of samples as
less than 5% of all
samples taken are as
a result of
“resampling"
• Interview sampler
about actions
taken on the
visible problem
• SOP should be
present for
sampling.
1. What action is identified if the sampler notes a visible problem when taking samples e.g. the oil sample is milky or that the sample
contains visible debris?
2. Does the site receive verification from the laboratory as to oil bottle cleanliness?
59
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.3 Sampling
Dispatching
• Samples dispatched
to lab every couple of
days
• Samples are
dispatched within 24
hours of being taken
• Delivery compliance of
samples to laboratory
tracked
• Implementing most
cost-effective
method for shortest
delivery time of
samples to laboratory
• Delivery compliance
tracked and KPI of
100% within 2 working
days consistently
recorded
• Field check
• Delivery tracker
to be checked for
evaluating
delivery
compliance %
1. Are samples dispatched for processing correctly labelled and contain all relevant information?
2. Can the site verify the delivery compliance target of samples to lab?
60
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.4 Wear Debris
Analysis (WDA)
• Performs WDA of oil
samples from service
provider when adverse
wear conditions are
suspected
• Site personnel trained
to perform routine filter
patch analyses and
determine cleanliness
compliance
• Magnetic filters and
plugs' inspection
80%
• Records and images
exist of debris viewed
• Abnormalities are
investigated and
findings recorded
• Magnetic filters and
plugs' inspection
100%
• Field check/SOP
and PM schedule
• Wear Debris
Analysis
knowledge to be
checked through
employee
interactions
1. Can site personnel perform filter patches and wear debris analysis?
2. Does a schedule exists for evaluating magnetic plugs and filters?
61
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.5 Oil Analysis • Oil analysis
performed &
analyzed
according to OEM
requirements
• HCM and CM
members are
aware of the basis
for oil analysis
program
• All alert oil analysis
results viewed &
trended
• Alert reports are
immediately actioned.
• Feedback of findings on
alert reports recorded
• The laboratory is also
informed of findings
• Service Provider audited
yearly
• Oil analysis results are
reviewed and trended for
predictive purposes
• Abnormalities are
identified, actioned,
and corrected
• Plan vs Actual Oil
Analysis compliance >
95%
• Availability of
alert
logbook/SAP and
trend analysis
software
• Compliance can
be checked
against work
orders
(Automatically
triggered in SAP)
1. Can the site provide evidence of how findings of alert results are recorded?
2. Is the oil analysis provider trending analysis results in a visual format as well as providing the raw data?
62
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Understanding Competence Excellence Assessment Guidance*
8.4.6 Assessing
Hydrocarbon
Condition
• Results viewed
and actioned
accordingly
• Feedback/records
of appropriate
actions recorded
• Fluid change-outs
based on time
• HC Analysts
demonstrate
adequate capability
in determining
corrective activities to
troubleshoot cause
for concern in results
• Fluid changeouts
are optimized
• Parameters exist
for fluid change-
outs based on
condition
• Site demonstrates
decision-making
criteria for fluid
change-outs
• Check for SOP for fluid
changeouts based on the
following parameters:
i) Viscosity
ii) Temperature
iii) Chemical composition
iv) Debris (metallic/non-
metallic) etc.
• Interact with the analyst to
understand the type of
analysis which is being
done for hydrocarbons
1. What criteria are employed by the site for oil change-outs?
63
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.7 Alarm Sets • Site personnel
review limits and
alerts in
consultation with
laboratory, OEM
and lube supplier
• Alarm sets are
established using
statistical data
generated from fluid
results
• Alarm levels reviewed
annually
• Rate of change
technique utilized to
determine abnormal
conditions developing
• Availability of SOP
• Trend analysis
reports for alarm
sets
1. Are alarm sets established for all equipment with oil analysis programs?
2. How were these limits determined?
64
May 2022

Focus Questions
8.4
Hydrocarbon
Analysis
Assessment
Guidance*
8.4.8 Condition
Monitoring
Integration
• Other CM data is
used in conjunction
with fluids
analysis but on an
ad-hoc basis
• Fluid Analysis and
other CM data is
viewed in tandem
• HCM and CM
analysts are
discussed and
evaluated in a
collaborative forum
• Improvement
actions of the
collaborative forum
are available
• CM analyst interprets
fluid analysis data and
provide applicable
troubleshooting
techniques
• Weekly discussions
between stakeholders in
the decision-making
process
• Focus is on reliability,
predictive and
proactive maintenance
• Weekly meeting
invites/ MOMs/ PPTs
can be used as
evidence for
collaboration
between HCM and
CM teams
1. How does the sites oil analysis service fit in with the overall condition monitoring program?
65
May 2022

KPIs
8.5
Delivery
&
Storage
Management
Processes
Hydrocarbon
Analyisis
KPIs
Dispensing
&
Use

KPIs
KPIs
Hydrocarbon
Sampling
Sampling Compliance Results Actioning
Bulk Delivery
Cleanliness
Bulk Storage
Cleanliness
To ensure hydrocarbon management is both measured and delivers business value
67
May 2022

KPIs
 Oil consumption records are to be graphed and reviewed on monthly basis
 Track for reduction of hydrocarbon footprints
1. Hydrocarbon Consumption
To get insights into equipment
issues and justify improvement
initiatives
 Fluid consumption must be tracked automatically for all equipment
2. Sampling Compliance
To manage the health of critical
assets
 Site must have >95% for fluid sample compliance and for all identified
'critical' equipment at 100% compliance
 Results action time is to be tracked and recorded
 Site must have a process to address the alerting results
3. Results Actioning
Recommendations identified by
hydrocarbon analysis need to be
actioned in a timely manner
 Recommendation action plans must reflect 100% compliance
 Implementation of action plans depending on alerts
68
May 2022

KPIs
 Site must adhere to the ISO standard defined in their HCM policy/ SOP
 Site must maintain lubricant cleanliness reports
4. Bulk Delivery Cleanliness
To ensure the supply of
hydrocarbons is as per standards
 Site must be aware of cleanliness targets for bulk deliveries
 Storage vessels are to be sampled monthly
 Site must produce cleanliness compliant reports of all fluid products
5. Bulk Storage Cleanliness
To maintain lubricant as per
targeted quality levels
 Site must be aware of cleanliness targets for bulk fluid tanks
69
May 2022

KPIs
Performance metrics (i.e., Key Performance Indicators) for HCM
KPI Categories
Volume Consumption Schedule
What is measured?
 Volume Purchased
 Volume transferred to
intermediate storage
 Volume transferred to
equipment
 Volume Waste/Oil disposal
 Usage/operating hour
 Volume applied vs.
existing capacity of
components per annum
 Oil consumption vs fuel
consumption
 Oil change out compliance
 Filter change out
compliance
 Sampling compliance
Cleanliness
 Specification for oil
cleanliness – an individual
target for each category
 Number of sample non-
compliances with targets
 Number of non-compliant
conditions –e.g., water/fuel
contamination, viscosity, the
additive package
70
May 2022

KPIs
Performance metrics (i.e., Key Performance Indicators) for HCM
KPI Categories
Equipment Health Filter Consumption
Lubrication Work
Standards
What is measured?
 Unscheduled rate loss due
to lubrication issue
 Scheduled rate loss due to
lubrication issue
 Total loss
 Bearing failure Rates
 Hydraulic component
failure rates
 Mean Time Between filter
changes
 Lubrication tools – storage,
cleanliness
 Breathers functional
 Filter gauges
 Filler caps
 Correct oil levels
Sampling Practices
 Sampling hardware condition
 Labelling
 Time from sample collection
to Laboratory
 Laboratory process time –
arrival to report
 Analysis to recommendation
 Time taken to act on
recommendations
 Quality of analysis
 Laboratory capability
 Cost per sample
71
May 2022

Focus Questions
8.5 KPIs Understanding Competence Excellence
Assessment
Guidance*
8.5.1 Hydrocarbon
Consumption
• Fluid consumption
tracked for all
equipment
• Automatic fluid
consumption tracking
system
• Oil consumption
records graphed and
reviewed monthly
• CI plan to reduce
hydrocarbon footprint
• Site can indicate and
display oil reduction
• Total oil usage to total
compartment capacity
by oil type tracked
across site
• Hydrocarbon
footprint trackers/
external
certifications can
be used as
evidence of
footprint
reduction
1. What methods are used to track fluid consumption?
2. Is there any evidence to support hydrocarbon footprint reduction?
72
May 2022

Focus Questions
Assessment
Guidance*
8.5.2 Sampling
Compliance
• Records indicate
sample adherence
schedule consistently
achieves between 60
and 80% compliance
• Records indicate sample
adherence schedule
consistently achieves
better than 80%
compliance
• Records indicate
sample adherence
schedule consistently
achieves better than
95 % compliance
• All identified 'critical'
equipment at 100%
compliance
• Site should be
able to provide
reasons for huge
fluctuation.
1. What is the sample schedule compliance percentage figure?
2. Does compliance vary across asset types? Why?
73
May 2022

Focus Questions
Assessment
Guidance*
8.5.3 Results
Actioning
• 80% of all
recommended action
plans completed within
the identified time
frame
• 95% of all recommended
action plans completed
within the identified time
frame
• Recommended
action plans reflect
100% compliance
• Repeat actions
are entered into the
DE process
• Check for the
recommended
action plans
1. What is the schedule compliance for any adverse fluid analysis results?
74
May 2022

Focus Questions
Assessment
Guidance*
8.5.4 Bulk Delivery
Cleanliness
• Site can produce
cleanliness compliant
report of all
hydrocarbon fluids
delivered to site
• Cleanliness compliant of
delivered fluids meets
specified standard over
95% by volume.
• Cleanliness compliant
reports discussed with
lubricant supplier every
quarter
• Cleanliness
compliant reports
of bulk fluid
consistently better
than specified
standard
• Oil cleanliness
target is ISO
16/13/11 - The
same should be
mentioned in the
SOP
• Bulk delivery
cleanliness
reports can be
checked on
sample basis
1. What is the percentage figure for cleanliness compliance by volume?
2. What is the expected ISO cleanliness level for the site's oils? How hard is it to get this information?
75
May 2022

Focus Questions
Assessment
Guidance*
8.5.5 Bulk Storage
Cleanliness
• Bulk fluid tanks
sampled monthly
• Site can produce
cleanliness-compliant
reports of all bulk fluid
products.
• Cleanliness of products
meet specified standard
with 90% compliance.
• Cleanliness of
bulk fluid products
consistently better
than specified
standard
• Check for
SOP/PM records
• Cleanliness
standards should
be mentioned in
the SOP
• Cleanliness
monitoring
frequency of bulk
fluid tanks is
mentioned in the
SOP
1. Which bulk storage hydrocarbons are tested for cleanliness?
2. How often are cleanliness targets of bulk fluid products monitored?
76
May 2022

Success factors of Hydrocarbon Management
Consolidation and simplification
 Minimize total number of different lubricants (in grades and in pack sizes, held in
inventory.
 Mitigating risk of misapplication and reducing HSE impacts
77
May 2022

Recap of Hydrocarbon Management
78
May 2022

Element 8 - Hydrocarbon Management_v4_22 May.pptx

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