What is a Diagnostic Report? Vibration Analysis Documentation • Portable balancer, vibration analyzer "Balanset" for dynamic balancing crushers, fans, mulchers, augers on combines, shafts, centrifuges, turbines, and many others rotors What is a Diagnostic Report? Vibration Analysis Documentation • Portable balancer, vibration analyzer "Balanset" for dynamic balancing crushers, fans, mulchers, augers on combines, shafts, centrifuges, turbines, and many others rotors

What is a Diagnostic Report? Vibration Analysis Documentation

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Understanding Diagnostic Reports

Definition: What is a Diagnostic Report?

Diagnostic report is a formal document communicating the results of vibration analysis or machinery condition assessment, including identified faults, severity classification, supporting data (spectra, trends, waveforms), root cause analysis, and maintenance recommendations with timing. Diagnostic reports translate technical vibration data into actionable information for maintenance planners, managers, and technicians, bridging the gap between analysis findings and maintenance execution.

Quality diagnostic reports are concise yet comprehensive, presenting complex technical information in accessible format while providing all details necessary for informed decision-making. They serve as both communication tools and historical records documenting equipment condition and maintenance rationale.

Essential Report Components

Executive Summary

  • Equipment Identification: Tag number, description, location
  • Key Finding: Primary defect or condition in one sentence
  • Severity: Classification (minor, moderate, serious, critical)
  • Recommendation: Required action and timeline
  • Purpose: Enable quick decision-making without reading full report

Detailed Findings

Fault Identification

  • Specific defect identified (bearing outer race spall, shaft crack, etc.)
  • Component affected (bearing type/location, shaft section)
  • Confidence level in diagnosis
  • Alternative possibilities if diagnosis uncertain

Supporting Evidence

  • Vibration Data: Current values vs. baseline and limits
  • Spectra: FFT and envelope spectra showing fault frequencies
  • Trends: Historical progression plots
  • Waveforms: If diagnostic value
  • Photos: Equipment condition if inspected

Severity Assessment

  • Severity classification (1-5 scale or descriptive)
  • Basis for severity (amplitude, rate, fault type)
  • Estimated remaining life
  • Progression rate if applicable

Root Cause Analysis

  • Why did fault develop?
  • Operating conditions, maintenance history, age
  • Contributing factors
  • Prevents recurrence recommendations

Recommendations

  • Immediate Actions: Monitoring frequency, operating restrictions
  • Short-Term: Repair actions and timing (weeks)
  • Long-Term: Root cause corrections, design improvements
  • Prioritization: Relative urgency among multiple items

Report Formats

Exception Reports

  • Focus on equipment exceeding alarm thresholds
  • Automated generation from monitoring database
  • Daily or weekly distribution
  • Highlights what needs attention
  • Most common format for routine monitoring

Detailed Investigation Reports

  • Comprehensive analysis of specific problem
  • Full diagnostic process documented
  • Multiple data types and analyses
  • For complex problems or critical equipment
  • Generated on-demand

Trend Reports

  • Focus on condition progression over time
  • Equipment-by-equipment or fleet summaries
  • Monthly or quarterly
  • Strategic planning tool

Executive Dashboards

  • High-level program status
  • Fleet health summary
  • Key performance indicators
  • For management review

Best Practices

Clarity and Conciseness

  • Write for audience (managers vs. technicians)
  • Avoid unnecessary jargon
  • Use clear, specific language
  • One-page summary ideal when possible

Visual Communication

  • Annotated spectra highlighting fault frequencies
  • Trend plots showing progression
  • Color coding for severity
  • Photos of damaged components when available
  • Graphics often clearer than text

Actionable Recommendations

  • Specific (replace bearing, not “investigate further”)
  • Timely (within 2 weeks, not “soon”)
  • Feasible (consider practical constraints)
  • Prioritized (most urgent first)

Documentation

  • Archive all reports
  • Link to equipment history
  • Track recommendation implementation
  • Use for program improvement

Common Sections

Standard Template

  1. Equipment Info: ID, description, criticality
  2. Summary: Key finding and recommendation
  3. Current Condition: Latest measurements vs. limits
  4. Trend Data: Historical progression
  5. Detailed Analysis: Spectra, waveforms, diagnostic reasoning
  6. Fault Identification: What defect, which component
  7. Severity: Classification and justification
  8. Recommendations: Actions, timeline, priority
  9. Appendices: Full data, references if needed

Quality Criteria

Technical Accuracy

  • Correct fault identification
  • Accurate data interpretation
  • Sound diagnostic reasoning
  • Peer review for complex cases

Completeness

  • All necessary information included
  • Supporting data attached
  • Clear recommendations
  • No critical questions left unanswered

Timeliness

  • Issued promptly after analysis
  • Urgent findings communicated immediately
  • Routine reports on regular schedule

Diagnostic reports are the communication vehicles that deliver condition monitoring value to maintenance organizations. Well-crafted reports—combining clear identification of problems, solid supporting data, accurate severity assessment, and specific actionable recommendations—enable informed maintenance decisions and efficient resource allocation, maximizing the return on condition monitoring program investments.

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