Who can provide me with some information on instrument equipment management?

Instrument type, manufacturer, instrument supplier, instrument after-sales service provider, instrument specifications, calibration records, maintenance records, the number of instruments of various brands across the entire plant, monthly changes in instruments (new additions, repairs), inspection records. I’m not being pretentious; it’s my own understanding, and it seems like they do more or less the same things.

In addition to what the seniors upstairs said, I would like to add that the instruments in each workshop should be categorized. Determine in which year each instrument was put into use, how long its service life is, and who is responsible for recording and taking over its maintenance. For those that will be needed soon, plans should be made in a timely manner to arrange for procurement. For the instruments currently in use, attention should be paid to the feedback information to determine whether they are effective, in order to provide recommendations for future purchases. I’m also new to device management; this is all I know for now.

Article 1 General Provisions 1. To strengthen the supply of scientific research materials and the management of fixed assets in the company (center), to ensure the safety and integrity of its assets, and to facilitate the standardized and efficient supply and use of such materials, these management regulations are established to implement procedures for procurement/receiving, distribution, approval, and registration. 2. Scientific research materials include various types of materials (including direct materials, indirect materials, and consumables), equipment, instruments, and apparatus required for the company’s (center’s) technology development projects, as well as for experiments in pilot plants and laboratories (including spare parts, tools, testing instruments, etc.). 3. The management of scientific research materials for the projects undertaken by the Gasification Center of the Coal Chemistry Institute, as well as those funded by the Academy of Sciences and local authorities, is also carried out in accordance with these regulations. Article 2: Management Agency and Its Responsibilities The Company’s General Office serves as the functional body responsible for the management of scientific research materials within the company and the center; it is in charge of tasks such as the procurement, approval, requisition, distribution, review, registration, and disposal of such materials. And report on work to the finance department and company leadership on time. Article 3: Management of the Supply of Research Materials The supply of research materials to the company (center) is mainly carried out through the following three methods: 1. Collection from the Materials Department of the Coal Chemistry Institute For convenience, the company can open a separate account at the Materials Department of the Coal Chemistry Institute. When each project team needs to obtain research materials for their work, they fill out a material requisition form (the internal requisition form of the Coal Chemistry Institute), specifying the name, specifications, quantity, required date, and any special notes for each item. The form is signed by the head of the respective department, after which the materials can be collected directly from the Materials Department of the Coal Chemistry Institute. 2. Long-term supply by suppliers: For common research materials that are not in stock at the Materials Department of the Coal Chemistry Institute or for which the available models are insufficient, as well as those that the company determines need to be purchased externally, the company can designate specific manufacturers or suppliers, agree on long-term supply prices, and proceed with purchases from these designated sources. When each project team needs to obtain the aforementioned research materials for their work, they can fill out a \"Material Procurement Request Form\", specifying the name, specifications, quantity, required date, and any special notes for each item. The form must be signed by the head of the respective department, after which the materials can be collected directly from the long-term suppliers. The name of each project should be indicated on the form. Subsequently, the General Office will consolidate and review these requests on a regular basis, while the company’s finance department will handle the settlement using the funds allocated for each project. 3. Ad-hoc procurement: For items such as non-standard components, instruments, and large-scale equipment, as well as other supplies that neither the Materials Department of the Coal Chemistry Institute nor the company’s long-term suppliers for scientific research materials can provide in a timely manner, separate procurement can be carried out. The procedures for material procurement management are as follows: 1) Application (planning): The persons in charge of material usage in each project team fill out the \"Material Procurement Request Form\", specifying the name, specifications, quantity, required date, and any special notes for each item. After it is signed by the heads of various departments, it is submitted to the General Office for unified procurement. When purchasing certain materials, it is necessary to prepare relevant diagrams, quality specifications, acceptance criteria, etc. 2) Approval: When purchasing scientific research supplies with a single-item price of 2,000 yuan or more, it is necessary to obtain the signature of the center director before making the purchase ； For items with a single-unit price of over 5,000 yuan, a purchase contract, comparative quotes for similar products, and relevant technical documents are required; purchases can only be made after being signed by both the director of the center and the executive vice general manager. 3) Procurement: All research materials for which procurement is requested must be signed by the project leader before the General Office can arrange for their purchase. Before making a purchase, the General Office can seek the project team’s input on technical issues such as the specific performance requirements and key indicators of the goods to be acquired. Purchasers should select the most favorable method of procurement based on the usage of the materials and their purchasing characteristics. For example: centralized planned procurement ； For materials with common characteristics, procurement should be planned and handled in a centralized manner. In cases of special circumstances that require urgent acquisition or procurement, the project manager may assign a specific person to handle these tasks. Relevant procedures must be completed afterwards, and the reason should be indicated in the \"Remarks\" section of the purchase request form. 5) Upon the arrival of the supplies, the person in charge of the department that requires those supplies shall organize the handover procedures, verify that the names and quantities of the supplies match, and ensure that their quality is satisfactory, then sign in the supply handover record. Any issues identified during acceptance or use should be promptly reported to the company’s management and the responsible personnel for handling. 6) Reimbursement: All invoices for material purchases must be reviewed by the center director before being reimbursed uniformly by the General Office. It is a vertical project of the Coal Chemistry Institute; reimbursement is handled in accordance with the institute’s financial regulations, categorized as a research project ； It is a company project, and reimbursement should be processed with the company’s finance department in accordance with the company’s financial policies. Article 4 Other precautions: 1. Review of material requisition forms, classification, and fund allocation. At the end of each month, the General Office collects and organizes all the copies of material requisition forms for review. The research materials acquired for specific projects are separated from those acquired by the company as a whole. These forms are first submitted to the project executor (responsible person) for approval, and then to the director of the department for further approval and signature. Based on the nature of the project, the accounting records are sent either to the finance department of the Coal Chemistry Institute or to the company’s finance department for fund allocation, while the original copies are kept on file by the General Office. Verify the issue-containing material requisition forms and take the necessary actions as required. 2. Evaluation of long-term supply vendors: The General Office compiles a list of commonly used research materials based on the types and quantities of such materials utilized in various projects over the past few years. By referring to past purchase records or quotes provided by manufacturers, it selects three or more vendors for quality and price assessment. The General Manager’s office then decides on the preferred manufacturer or vendor, agrees on the long-term supply prices, and adopts fixed-source procurement for these commonly used research materials. Long-term suppliers are generally reviewed once a year. 3. Methods for handling discarded scientific research materials Materials resulting from various projects, research and development activities, such as surplus materials, materials from dismantling old equipment, sorted materials, scrap materials, and other waste, should be sorted and evaluated by the construction units and the relevant departments before being listed by category and handed over to the general office. No department is allowed to handle these materials on its own or keep them for itself.

Regulations on Rewards and Punishments for Equipment and Instrument Management 1 Purpose: To standardize the use of equipment and instruments, clarify the management responsibilities of various levels of organizations responsible for such equipment and instruments within the company, thereby enhancing the management of these assets. The aim is to ensure that they are under control throughout their lifecycle and operate safely and efficiently, to prevent abnormal failures, and to extend their service life; hence, these Regulations on Rewards and Punishments for Equipment and Instrument Management have been formulated. 2 Responsibilities 2.1 The Process Department is the department in charge of the company’s production equipment and instruments; it is responsible for formulating management systems for these equipment and instruments as well as creating standardized management forms ； Conduct regular or irregular inspections of various units regarding their compliance with management systems or requirements, announce the assessment results, and hold those responsible accountable. 2.2 The using department is responsible for implementing the “Regulations on Incentives and Penalties for Equipment and Instrument Management” ； Responsible for training and cooperating with the relevant departments in investigating the causes of faults and conducting analyses. 3 Management Requirements 3.0 For testing equipment, pressure vessels, instruments, and other measuring devices, it is mandatory to unconditionally comply with **policies and conduct measurements on time ； 3.1 The repair of equipment and instruments must be handled in accordance with established procedures and regulations; sending instruments to the repair department without the approval of the Process Department is an illegal act ； 3.2 For equipment, instruments, and meters that have suffered natural damage as a result of normal use, apply for repairs following the established procedures ； 3.3 For instruments and meters that are damaged due to abnormal causes, the person responsible shall fill out the “Investigation and Analysis Form for Equipment/Instrument Failures”, and the management department shall handle the matter in accordance with relevant regulations ； 3.4 For equipment or instruments determined to be damaged due to human error, the Process Department will take action to hold those responsible; if the department using such equipment failed to provide training to its employees, that department shall bear primary responsibility. If the department using it has already provided training to the employees, the person using it shall be held accountable. 4 Regulations on Rewards and Punishments 4.1 Regulations on Rewards for Equipment and Instrument Administrators 4.1.1 Every year, the Equipment and Instrument Management Department submits an application to the company for a reward fund, which is used specifically to reward the equipment and instrument administrators in various branches and departments ； 4.1.2 For the equipment and instrument managers in the using departments as well as those in the branch offices, if they accomplish the target tasks specified in points 4.1.3 to 4.1.8 throughout the year, they will receive a full score of 100 points and be entitled to a full reward amount ； 4.1.3 100% timely rate of calibration for measuring instruments, equipment, and pressure vessels throughout the year ； 4.1.4 No failures of equipment or instruments due to improper operation ； 4.1.5 No safety accidents occur ； 4.1.6 No loss of equipment or instruments ； 4.1.7 Submit the monthly summary table of equipment and valuable instrument utilization rates on time ； 4.1.8 Complete the training for new employees on operational procedures and the use of valuable instruments in a timely manner. 4.2 Penalties for Equipment and Instrument Administrators 4.2.1 In the event of any violation listed in 4.2.2–4.2.8, 10 points will be deducted from the department’s equipment and instrument administrator’s score each time (deducted from their bonus) ； 4.2.2 Failure to arrange for the calibration of measuring instruments, testing equipment, and pressure vessels as planned, or delay in submitting them for calibration ； 4.2.3 General accidents resulting from improper operations ； 4.2.4 Equipment and instruments under the jurisdiction of the relevant department whose total value lost over the course of the year is 5,000 yuan or more ； 4.2.5 Use of measuring instruments, testing equipment, and pressure vessels whose calibration validity period has expired ； 4.2.6 Taking the instruments outside without approval or lending them to persons outside the company ； 4.2.7 Failure to submit the summary table of equipment and instrument utilization rates on time ； 4.2.8 No training has been provided for new employees on operating the equipment and using valuable instruments, or no records of such training are available. 4.2.9 If the score for that year becomes negative, a fine of 50 yuan will be imposed each time, to be deducted from the salary. 4.3 Regulations for Rewarding Users 4.3.1 The using department selects 1–2 outstanding operators of equipment and instruments each year and rewards them appropriately; the selection criteria can refer to the standards in paragraphs 4.3.2–4.3.5: 4.3.2 No record of illegal operation of equipment, instruments, or other violations throughout the year ； 4.3.3 Able to operate main or various different types of equipment and instruments skillfully ； 4.3.4 Keep operation records accurate, complete, and up to date over the long term ； 4.3.5 Regularly guide new employees on how to use the equipment instruments correctly. 4.4 Penalties for Users 4.4.1 In the event of any violation listed in 4.4.2–4.4.8, the management department shall impose a fine of 50 yuan on the user ； 4.4.2 Improper operation of equipment or instruments ； 4.4.3 Lending equipment or instruments to persons outside the company without approval ； 4.4.4 Failure to turn off the power to equipment or instruments after work hours (except when continued operation is required) ； 4.4.5 Sending faulty meters to a repair shop without submitting an application form ； 4.4.6 Bringing valuable instruments into a test chamber where high or low temperatures are applied for measurement (damage to the instruments will be compensated separately) ； 4.4.7 Failing to send the equipment or instruments for inspection in a timely manner within the valid period for use in inspections ； 4.4.8 In the case of instruments and equipment that are damaged or lost due to human error, the responsible party shall compensate the company for the resulting losses; the proportion of the compensation amount is specified in clause 4.4.9. The perpetrator must fully compensate for the losses caused by deliberate vandalism or theft and bear legal responsibility ； 4.4.9 For equipment or instruments whose depreciation period has not yet expired, the compensation amount is calculated using formula (1): Compensation amount = Original value of the equipment or instrument × 10% + Depreciated net value × 10%. For equipment or instruments whose depreciation period has already expired, the compensation amount is calculated using formula (2): Compensation amount = Original value of the equipment or instrument × 10% × (1 – Used years × 3%). 6.5 Inspection and evaluation by the using department 6.5.1 The Process Department conducts inspections on the management of equipment and instruments in each branch company and secondary department on a monthly basis, and publishes the results of these inspections in the monthly “Statistical Report on the Quality of Equipment and Instrument Management”. Praise departments that perform well in a timely manner, and offer criticism to those with existing problems. Departments that fail to make adequate improvements will have their situation reported to the company’s senior management, and accountability will be pursued. This post was last edited by zlky2005 on 2008-1-5 10:58.]

Record book for chemical plant equipment and instrument management record book http://bbs.hcbbs.com/viewthread.php?tid=89509

Thank you very much; what everyone has said has been extremely inspiring to me and is very helpful for my work.