Lubrication Schedule Worksheet (Excel Export)
A lubrication schedule turns tribal knowledge into a repeatable route: which point, which lubricant, how much and how often. This worksheet lets you build one, see annual consumption and export it to Excel or PDF for the crew.
| Asset | Lube point | Lubricant | Method | Qty per application (g or ml) | Interval (days) | Annual quantity (g or ml) | Last done | Owner | |
|---|---|---|---|---|---|---|---|---|---|
49 | |||||||||
811 | |||||||||
183 | |||||||||
2,500 | |||||||||
9,733 |
Use grams for grease and millilitres for oil, and keep one unit per row. The annual quantity is quantity times 365 divided by interval, so a shorter interval raises consumption. Confirm quantities with the bearing or equipment manufacturer.
Turn your lube schedule into automatic work orders
Optional review of how to load this schedule into maintenance plans in your ERP.
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How to use the worksheet
Add one row per lubrication point, not per machine. Name the lubricant exactly as it appears in your store so the wrong grease is never used, pick the application method, then enter the quantity and the interval in days. The annual quantity column is calculated, and the total at the bottom gives you a first estimate of lubricant demand to feed purchasing. Export to Excel to attach it to a PM plan or print the PDF for the lube room.
- One row per point, with a unique point name
- Record the exact lubricant and NLGI or ISO VG grade
- Fill Last done so overdue points are easy to see
- Assign an owner for accountability
Setting quantity and interval
For greased rolling bearings, a common starting point is a regrease quantity based on bearing outer diameter and width, then an interval based on speed, temperature and contamination. Bearing manufacturers publish formulas and charts, and these should override any rule of thumb. For oil systems, intervals are driven by oil analysis results rather than the calendar, so enter the planned top up volume and review after each sample. Over-greasing is as damaging as under-greasing because it raises churning temperature and can blow seals.
Tying the schedule to your CMMS and ERP
Each row should become a task on a maintenance plan with a scheduling interval, so work orders generate automatically. In SAP PM this is a maintenance task list with a strategy, and in other systems it is a PM template. Lubricant consumption can be issued as a stock item on the work order, which gives you real usage to compare against the annual quantity column and reveals leaking or over-lubricated points.
Common mistakes
Mixing incompatible greases, for example polyurea with lithium complex, can soften the grease and cause bearing failure. Using the same interval for every motor ignores that duty, speed and temperature differ. Failing to record who did the work and when means the schedule cannot be audited. Review the list at least yearly and after any equipment change.
Frequently Asked Questions
How often should bearings be greased?
It depends on bearing size, speed, temperature, load and environment. Intervals range from days for fast, hot or dirty duties to years for slow, clean ones. Start from the bearing manufacturer formula, then adjust using temperature, ultrasound and inspection feedback.
What does NLGI grade mean?
NLGI grades measure grease consistency from 000 (very fluid) to 6 (very hard). NLGI 2 is the most common for general bearing use. The grade says nothing about the thickener or base oil, so compatibility still needs checking separately.
How do I convert grams of grease to pumps of a grease gun?
Check the output per stroke of your specific gun, which is often around one gram but varies by model. Weigh ten strokes on a scale to calibrate. Then convert the grams in this worksheet to a stroke count and put it on the task instruction.
Can I import this into my CMMS?
Export to Excel or CSV and use the import function of your CMMS or ERP for maintenance plans. Column names will need mapping to the system fields, and task lists often require asset IDs that match your equipment master data exactly.
If you want lubrication tasks generated from your asset hierarchy and consumption reconciled with stock issues in your ERP, Netray can discuss how to automate it.
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