How to Plan for Pump Replacements, Upgrades & Repairs in the New Year

Planning work for pumps at the start of the year helps avoid unnecessary downtime and cost.  Many failures begin with small changes in performance that go unnoticed.  Keep reading to learn how planning for pump replacement as part of yearly review can help avoid major disruptions.

1. Assess Pump Performance

Before planning repairs or upgrades, gather accurate information on how the pump is performing under current operating conditions.  Factory data is helpful, but field data shows the true picture.

Record these readings at least once a year:

• Flow rate and how far it drifts during operation
• Motor amp draw under normal load
• Suction and discharge pressures, with notes if they fluctuate
• Vibration readings taken at the same locations each time
• Head pressure
• NPSH available at the inlet

A steady climb in vibration often points to alignment shift or bearing wear. A drop in NPSH readings can lead to cavitation, which may show up as pitting or unstable discharge.  These changes do not correct themselves, so early action prevents larger failures.

2. Strengthen Your Maintenance Program

Many failures start with small pump issues that didn’t get attention.  A consistent pump maintenance routine helps avoid these situations.

Tasks that should always be included:

• Cleaning and lubrication — Dirt and poor lubrication shorten bearing life quickly.
• Vibration checks — A rising trend usually signals wear.
• Seal inspections — A mismatched seal fails early.
• Alignment checks with laser or reverse‑dial tools (more accurate and less strain on the pump)
• Operate near BEP — Operation far from intended flow often produces heat and recirculation.

Even a small rise in vibration deserves attention. Vibration trends usually reveal developing mechanical issues long before performance noticeably drops.  Look for signs of cavitation such as rattling, pitting on the impeller, or unstable discharge.

3. Annual Inspection Checklist

A yearly inspection is the time to examine the pump thoroughly and take accurate measurements.  Include these following steps:

• Look over exterior surfaces for corrosion / cracking
• Clean threads and lubrication passages
• Check and grease bearings, if applicable.
• Inspect casing and impeller for erosion / mechanical damage
• Confirm flow output and power use per the  performance curve
• Measure shaft wear and runout
• Check wear ring clearance against pump manufacturer values.  Even small increases in clearance can reduce efficiency more than expected due to internal recirculation

If anything shows wear or doubt, schedule corrective work instead of postponing it.

4. Decide on Repair, Upgrade, or Pump Replacement

Every pump reaches a point where performance, cost, and long term reliability need evaluation.  This is where pump replacement becomes part of the discussion alongside repairs and upgrades.

When to repair

• Pump performance remains close to expected output
• Replacement parts are easy to obtain
• Maintenance cost is below all costs related to replacement

When to upgrade

• Materials / components offer better wear resistance
• System demands have changed over time
• Efficiency improvement is possible without a full replacement

Upgrades often involve impellers, seals, bearings, coatings, or adjustments to match new hydraulic conditions.  If the pump’s operating point no longer aligns with its curve, that usually indicates internal wear or system restriction.

When to replace

• Maintenance costs continue to rise
• Pump no longer meets the original performance curve.
• Efficiency loss is noticeable
• New models provide operational advantages

Repeated tear downs in the same year are usually a sign that replacement is the practical option.

5. Track New Pump Technology

Improvements in coatings, controls, materials, and seal designs appear steadily.  These changes can influence timing for pump replacement when older units can no longer keep up with system demands.  Some provide measurable savings in energy or maintenance.  Reviewing new developments once a year can help identify upgrades worth considering.

6. Prepare Spares and Emergency Actions

A pump’s reliability depends not only on its condition but also on how quickly it can be serviced.

At the start of the year you should:

• Check which spare parts are on hand
• List items that need restocking
• Confirm vendor lead times
• Identify who handles off hours response
• Review emergency steps with staff

Missing a single seal or bearing can extend downtime far longer than the repair itself.

7. Plan Your Annual Budget

Pumps age, and planning ahead avoids sudden capital spending.  A clear budget helps schedule work sensibly.  You should consider:

• Equipment that is nearing end of service life
• Maintenance trends from prior years
• Parts that consistently fail
• Upgrades that lower energy use or downtime

A clear plan gives maintenance teams direction and reduces sudden interruptions.  Include pump replacement in the yearly budget to avoid unplanned spending.

8. Bring in a Pump Specialist!

A professional evaluation can confirm performance, identify wear patterns, and provide guidance on pump repair service.  This is helpful when internal staff notice changes but need clarification. Consulting a  trustworthy Rotating Equipment Professional will assist with:

• Performance checks, including movement on the pump curve
• Pump troubleshooting unusual operation
• Guidance on pump repair vs. replacement
• Pump seal selection and alignment work

Experience across many installations helps specialists recognize problems that may not be obvious.

How PumpWorks Can Help

The start of the year is a good time to set a plan that keeps rotating equipment dependable and avoids preventable failures.  PumpWorks can assist by reviewing existing systems, rebuilt pumps, identifying wear, pump testing and planning work around operational needs, including guidance on pump replacement when performance has declined.

If you want support developing a maintenance or replacement plan for the year, PumpWorks can provide all the technical guidance you need.

Call 855.979.9139 or contact a pump expert online today.