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10 Questions Engineers Should Ask Before Approving an Automation Upgrade

by Bryan Hellman



Approving an automation upgrade isn’t just a purchase order. It’s a high-stakes decision that can either push production forward—or create costly downtime, integration headaches, and hidden expenses. Use this 10-question toolkit to avoid surprises and make confident, informed decisions.

1. What’s the Problem We’re Solving?

Every upgrade needs a clear purpose. Is it reducing chronic downtime, increasing throughput, meeting a safety mandate, or enabling data collection? Without a specific goal, upgrades often turn into technology for technology’s sake.

Questions to ask vendors/integrators

  • What exact problem will this upgrade solve?
  • How will impact be measured (downtime, throughput, energy, compliance)?
  • How do you benchmark success after installation?

Watch for this

Upgrades pitched as “newer” or “future-proof” with no measurable improvement.

2. Does the Upgrade Fit Our Long-Term Roadmap?

Short-term fixes can conflict with long-term plans. If corporate strategy is moving toward Industry 4.0, predictive maintenance, or vendor standardization, make sure this upgrade won’t need to be replaced in two to three years.

Questions to ask vendors/integrators

  • Is this system compatible with our digitalization or SCADA roadmap?
  • Does it scale with planned production expansion?
  • Will it remain supported for at least 7–10 years?
  • Are we locking into a platform that could limit us later?

3. How Will It Affect Existing Equipment?

A new PLC, drive, or HMI may look like a drop-in replacement, but real-world interfaces are often more complex. Map every interface—electrical, communication, and software—before sign-off.

Questions to ask vendors/integrators

  • Which devices will need new cards, cables, or protocol bridges?
  • Will older drives and HMIs still be supported?
  • Can we run a bench test with actual field devices before cutover?
  • Will you provide a compatibility matrix (device, firmware, protocol)?

Watch for this

“It should work” without tested documentation or a device-by-device matrix.

Case study: three-day outage from a missed protocol check

Context

A mid-size food and beverage packager planned a weekend migration from an SLC-based line to CompactLogix to fix CPU faults and add data collection. The outage was scoped at 20 hours.

What went wrong

Several legacy PowerFlex 4 drives still used serial DSI/DF1. After the new EtherNet/IP-centric PLC went live, drives could not be controlled. The plant scrambled to source gateways.

Impact

  • Unplanned downtime: ~56 hours (Fri 10 p.m. → Mon 6 a.m.)
  • Lost production: ≈ $18,000/hour → ≈ $1.0M total
  • Extra costs: rush shipping and integrator overtime ≈ $30k
  • Team fatigue and safety risk during emergency work

Root cause

  • Skipped compatibility and comms mapping
  • No realistic downtime contingency
  • No pre-staged gateways/spares
  • No documented backout plan

The fix (next line)

  • Built I/O and network map; validated on a bench rig
  • Pre-staged protocol bridges and drive adapters
  • Created a 48-hour recovery kit (PLC CPU, HMI, switch, adapters, I/O)
  • One-page backout plan with revert steps and contact tree
  • Result: next line migrated in 14 hours (planned 16), zero post-start issues

Lesson

Treat communications like a mechanical interface: spec it, test it, and stage backups.

4. What’s the Downtime Window for Installation?

Even successful upgrades can sink production if downtime drags. Set expectations early and require contingency planning.

Questions to ask vendors/integrators

  • What is the downtime window, and how was it calculated?
  • Have you delivered similar projects to this timeline?
  • If commissioning overruns, do you have staged cutover or rollback?
  • Can parts of the line remain operational during installation?

Watch for this

Weekend upgrades with “we’ll finish by Monday” promises but no fallback plan.

5. Are Spare Parts Readily Available?

No system is bulletproof. Spares availability is the difference between a hiccup and a shutdown.

Questions to ask vendors/integrators

  • Which components are most likely to fail in the first 12–24 months?
  • Are spares stocked domestically or only via long lead times?
  • What is the recommended spare parts list for this system?
  • Should we stage a 48-hour recovery kit with drives, CPUs, HMIs, and I/O?

Watch for this

Assuming “modern” means “readily available.” Many new modules are on allocation.



6. How Easy Will It Be to Train Operators and Maintenance?

An upgrade is complete when people can run and troubleshoot confidently. Small changes—new menus, alarm sequences, or fault codes—can slow production without proper training.

Questions to ask vendors/integrators

  • Is structured training (operators and maintenance) included in scope?
  • How much time is budgeted for hands-on training?
  • Are manuals and alarm lists tailored to our plant and language?
  • Can operators clear alarms and resume production without a call-out?
  • Who will be our in-house champion with deeper training?

Watch for this

“We’ll figure it out on the job.” Training gaps often cause more downtime than hardware faults.

Case study: skipped training leads to costly misuse

Context

A plastics manufacturer upgraded from PanelView Plus HMIs to PanelView 5000. The team budgeted for hardware and install but cut operator training to save time.

What went wrong

A night-shift operator misread a new alarm sequence and bypassed the screen to keep running. The bypass locked out a downstream safety interlock, causing a jam.

Impact

  • Downtime: 8 hours
  • Lost output: ≈ $250,000 in product and labor
  • Equipment damage: ≈ $40,000
  • Morale impact: operators blamed; maintenance overworked

Root cause

  • No structured operator training
  • No maintenance champion to coach in real time
  • Documentation gaps under pressure

The fix

  • Mandatory one-day training per operator
  • Laminated “Top 10 Alarm Responses” at each HMI
  • One maintenance champion per shift to field questions
  • Result: zero repeat incidents in 12 months

Lesson

Upgrades aren’t only about hardware. Without training and documentation, even good tech is misused.

7. What’s the Total Cost of Ownership (TCO)?

A low sticker price doesn’t guarantee savings. Model the full lifecycle cost.

Questions to ask vendors/integrators

  • What are installation and integration engineering costs?
  • What will training and documentation add to budget?
  • How does expected energy use compare to current equipment?
  • What is the five-year spare parts cost to support this system?

Watch for this

“Cheaper” models that run hotter, need more maintenance, or shorten component life.

8. Does It Improve Safety and Compliance?

Upgrades should enhance safety and compliance. If it doesn’t improve risk mitigation or reporting, it can create hidden liability.

Questions to ask vendors/integrators

  • Does the equipment meet required certifications (UL, CE, IEC 61508 SIL, ISO 13849)?
  • Does it enhance or weaken safety systems (e-stops, light curtains, LOTO)?
  • Will it make OSHA or ISO reporting easier?
  • Has it been field-proven in similar facilities?

Watch for this

Rushed projects that bypass safety functions just to get the line running.

9. Who Will Support Us After Installation?

Clarify ownership of long-term support so problems don’t fall through the cracks once the project closes.

Questions to ask vendors/integrators

  • Who owns ongoing support—vendor, integrator, or our staff?
  • What is the SLA for critical failures and the escalation process?
  • Are we paying per call, per year, or per incident?
  • Is 24/7 coverage available or only business hours?

10. What’s Our Backup Plan if It Fails?

Even the best projects stumble. A documented fallback protects production and morale.

Questions to ask vendors/integrators

  • Can we revert to the old system if needed?
  • Do we have critical spares staged for likely failure scenarios?
  • What is our escalation tree (who calls whom, when)?
  • Will you provide rollback programs or backups for quick restoration?

Watch for this

Project plans that assume it won’t fail. Even proven systems fail under real-world pressure.

Final Takeaway

Approving an automation upgrade is about asking the questions that protect uptime, safety, and ROI. Use this toolkit to spot risks early, align with long-term strategy, and launch cleanly.

Back your upgrade decisions with real-world support. Industrial Automation Co. helps you source drives, PLCs, HMIs, and other critical components same-day, so upgrades deliver value from day one.

Bonus Tip: Protect Your Upgrade with a Recovery Kit

Even the best projects can hit unexpected snags. A pre-built 48-hour recovery kit—stocked with CPUs, HMIs, drives, and I/O modules—ensures your plant recovers quickly if things don’t go as planned.

Ready to protect your plant from costly downtime? Build your custom recovery kit today with help from Industrial Automation Co.

Featured Recovery Kit Picks


Need more than a kit? The team at Industrial Automation Co. can provide expert guidance and same-day access to hard-to-find automation parts for any project.

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