Condition Monitoring Program Checklist (Free PDF)

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9 critical items still open - these are the highest-risk gaps.

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Scope and asset selection

Asset criticality ranking is complete and agreed with operationsCRITICALFailure modes for the top assets are listed (FMEA or RCM output)CRITICALEach failure mode has a detection technique matched to itP-F interval is estimated for each chosen techniqueCRITICALInspection interval is set shorter than half the P-F intervalRun-to-failure assets are listed on purpose, not by omissionAssets are in the CMMS or ERP with unique tags

Measurement and data

Measurement points are defined, marked and photographedSensor mounting method is consistent between surveysCRITICALMachine speed and load are recorded with every readingBaseline readings were taken on healthy machinesCRITICALUnits and measurement types are standard across all toolsRoute order and frequency are documentedInstrument calibration is tracked and in dateData is stored centrally, not on a single laptop

Alarms and diagnosis

Alert and danger limits are set per point, with a documented basisCRITICALAnalysts are trained and their category or competence is recordedFindings use a standard severity scaleA second technique is used to confirm high severity callsLubrication and oil sampling points are on the routeInfrared scans for electrical equipment are scheduled

Work flow and follow up

Every confirmed finding creates a work request in the CMMS or ERPCRITICALA named planner owns the finding to work order stepCRITICALSpare parts for common failures are stocked or have known lead timesRepair outcome is recorded: what was found when openedPost-repair readings confirm the fixFalse alarms and missed failures are logged and reviewed

Review and value

Monthly review meeting covers new findings and overdue actionsAvoided failures are recorded with an estimate of the savingCRITICALCoverage percent of critical assets is a tracked KPIProgram cost is tracked: instruments, licences, labourAlarm limits are reviewed at least once a yearManagement receives a short summary each quarter

Count the items you can tick. Under 50 percent: build the foundations (criticality, baselines, work flow) before buying more sensors. 50 to 80 percent: the program exists, focus on closing the loop. Over 80 percent: tune limits and prove value.

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How to use the checklist

Work through each group with the reliability engineer, the planner and a technician in the room. Tick only what you can show evidence for, such as a document, a screen or a report. Items marked critical are the ones that most often explain why a program does not deliver. Export the list with your answers to PDF or Excel, then turn the unticked items into actions with owners and dates.

Why scope comes first

Monitoring everything is expensive and dilutes attention. Start with the assets whose failure is costly or dangerous and for which a failure mode gives warning. Condition monitoring only works when there is a P-F interval, meaning a period between the first detectable sign and functional failure. If a failure has no warning, such as a sudden electronic fault, monitoring will not help and a different strategy is needed.

Closing the loop

The value is created when a finding becomes a planned job. That needs a named owner, a link from the finding to a work request in the CMMS or ERP, and parts and time to act. Review overdue findings monthly. Also record what was found during the repair, because that feedback is how analysts improve their calls and how you prove the savings.

Common mistakes

Buying instruments before ranking assets, taking readings with no baseline, using one set of limits for every machine, and reporting findings by email with no work request are the common failures. Another is measuring on a fixed interval longer than the P-F interval, which guarantees missed failures.

Frequently Asked Questions

Where should I start with condition monitoring?

Start with a criticality ranking and the failure modes of the top assets. Then pick the cheapest technique that detects each failure mode early enough, set baselines, and make sure a named person turns findings into work requests.

How many assets should be on a route?

It depends on the techniques and staff. A common start is the top 10 to 20 percent of assets by criticality. Expand only when findings are being closed on time and the data quality is good.

Do I need online sensors or are manual routes enough?

Manual routes are enough for many slow-developing faults with a long P-F interval. Online sensors suit critical, fast-developing or hard-to-reach assets, or sites with few skilled staff. Many programs use both.

How do I show the program is worth the cost?

Record each avoided failure with the downtime hours, repair cost difference and any scrap or safety impact avoided. Compare the total with the program cost over the same period. Use only confirmed catches.

If your ERP or CMMS holds the asset and work order history, we can help connect findings to requests and report coverage automatically. Ask for an expert review.

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