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Managing Calibration using QSToolbox - a worked example

How to manage calibration - a worked example using QSToolbox. Add to the assets register, create re-calibration schedules, maintain records of calibration and maintenance. Make data-based decisions.

You’ve just received some new test and measurement equipment and need to manage the calibration schedule and records. Luckily, your company uses QSToolbox, so it will be easy.

One of the pieces is a Mitutoyo micrometer. It was supplied with a calibration certificate.

micrometer with calibration certificate

Add new equipment to the Assets Register

First add the micrometer to the assets module. This will automatically update the assets register.

Form to add an asset to QSToolbox

Assign the category “Measuring Equipment”. This will let you filter the asset search results to show a list of equipment requiring calibration. (These categories can be edited by your site admin.)

Register of equipment requiring calibration

Store the Calibration Record

Rather than (or in addition to) keeping a paper file, you want to store the calibration certificate along with the asset, so you’ll add an asset record and upload a scan of the certificate.

Click 'add asset record' to store the calibration certificate

Upload the scanned certificate to the asset calibration record

Calibration Schedule

In order to maintain the micrometer it will need recalibration periodically. To make this easy to keep track of, add a schedule in QSToolbox and set the repeat frequency to suit.

Click 'add asset schedule' to set the re-calibration frequency

The manufacturer recommends annual calibration so you’ll set up an Asset Schedule with a repeat interval of 12 months. The first date for the schedule can be 1 year from when the micrometer was put into service. This calibration will be performed by an external provider, and the schedule will link to their record in the Contacts module so it’s easy to find their details.

Set the calibration frequency

QSToolbox allows you to set up any number of different schedules for an asset. You set up another schedule for a regular internal “check measurement” every 3 months. In this case the procedure is performed internally. You can use the text field to link to the procedure in the document manager, and to the appropriate set of blocks used in the procedure.

Each schedule is assigned to an employee, who will either perform the internal calibration or be responsible for organising the external calibration. Assigned schedule events will appear on that employee’s dashboard work-list.

Each time calibration is due, you’ll see an event in the calendar.

Keeping Records

Each time the calibration is performed, a record should be added to the asset in QSToolbox. Since the actual calibration may be performed on a different date to that scheduled, the record has to be connected to the appropriate date in the schedule by entering the schedule date.

Maintenance work is recorded with an asset record in the same way.

Depending on your requirements, you can use asset records to track any information you want. Changes to asset schedules, assignment changes, transfer of assets to different locations, can all be stored as a record if needed. (However, most of our users don’t require a historical record for these things and simply make changes as needed – follow the K.I.S.S. principle wherever possible).

Basing decisions on data

After some years in service, the micrometer begins to go out of tolerance prior to the calibration date. This results in non-conformance issues and rework.

Initially the schedule is changed to re-calibrate more frequently, and this is effective for a while.

With good records that are easily accessible, you can make well informed decisions.

On review, the asset records show that this micrometer is getting worse and finally a decision is made to replace it.

The asset is set to ‘inactive’.

And you start all over again with the replacement.

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