Retrofit machine – step 1: scope, technical and budgetary orientation
A retrofit is carried out in several stages. This series of articles shows how we approach such a process and which VINTIV colleagues are involved. This time: defining the scope, getting a first view on the technical interventions and the order of magnitude of the investment.
Every retrofit starts from a particular challenge.
For this food company, it was to introduce a second product on an existing line. This pharmaceutical company wanted a lower error rate when loading and unloading their freeze dryer. But retrofitting a machine can also be done from a 100% focus on safety, like at Wienerberger, for example.
So we always start by getting a clear(er) view on the key question.
1. Scope
We refine the scope during an exploratory meeting at your site. This way we can also have a look at the machine.
Director Joris Ceyssens: “What does the company want to do? What exactly does it want to achieve with this machine retrofit? This is then followed by a quick screening of the machine. High-level.”

“The wiring diagrams tell us everything we need to know at this stage. No diagrams available? Then we take a look at the electrical cabinets – that’s where everything comes together. When we get an idea of the layout of the panels, the number and type of I/O points, we know enough for now.”
At that point, we have an initial view of three key factors for the retrofit:
- The wish list
- The initial situation
- The end goal
Scope: check. We know what you want. We know the initial situation and what we are working toward.
That allows us to set a technical and budgetary orientation. What does it take to get from start to finish? And what is the corresponding budget?
2. Technical orientation
Let’s start with that technical orientation. What technical interventions are needed to go from wish list to end goal?
“How many movements are we talking about? How many new sensors and motors are needed? Is a new controller needed – and if so, how much programming work is involved? Are the current electrical panels still up to par or is it wiser to start completely from scratch?”

Again: without going into too much detail. We don’t have to decide now about which particular robot brand we will integrate during the retrofit. For now, it suffices to know how many robots will be necessary.
Once that high-level overview of technical interventions is in place, we can move on to the budget.
3. Budgetary orientation
Now we have an overview of materials and labor. And we can also make a price estimate: the budget orientation. A price range.
“These are not calculations to the decimal point. This is an orientation. An orientation that gives you a first global view: is this price within expectations? Is this retrofit a wise investment? Are we getting enough in return? In short: is this a sensible business case?” concludes Joris.
Next step machine retrofit
If the answer is yes, then our project manager steps in. That’s when we draw up a detailed quotation. And take a deep dive.