Add a Calibration Record
Note: Calibration Programmes must be set up first before a Calibration Record can be created. Click here to access the article on setting up a Calibration Programme
Calibration Records can be raised in two ways:
To manually add a Calibration Record in the Calibration module, click the 'Add Calibration’ button. A pop up will appear on screen prompting you to select the Calibration Programme to create the Calibration Record from. Using the dropdown, or typing into the box, locate your preferred Calibration Programme and click 'Create'. Once created, the Calibration Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigation to Calibration Module, Clicking 'Add Calibration' Button
Image: Calibration Programme Pop-Up Screen
Image: Selecting the Calibration Programme to create the Calibration Record from
Image: Clicking the 'Create' Button to generate a New Calibration Record
Image: Blank Calibration Record
If the Scheduler has been set within the Calibration Programme, Calibration Records will open at the frequency selected. Therefore, Calibration Record will be automatically generated by system when the Scheduler frequency has been reached. The Calibration Record can be accessed from the 'Actions' tab of the Calibration module.
Image: Calibration Programme Scheduler
Image: Calibration Record Open in Actions
Image: Open Record Ready to Complete
Remember: The Employee selected as the Responsible in the Calibration Programme will have an Action on their 'My Actions' tab for the following workflow stage:
- Calibration Record
- Result
*Note: Actions disappear one the workflow stage has been 'Saved & Submitted'.
Stages of the Calibration Record
After creating your Calibration Record, the Calibration Record workflow stage will open. The Calibration Record workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
See below how to complete the two workflow stages of the Calibration Record:
Image: Blank Calibration Record
1. Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Item: The Item selected in the Calibration Programme will appear here. It cannot be changed within the Calibration Record. If changes need to be made to the Item, these changes must be done within the Calibration Programme.
3. Type: The Type selected in the Calibration Programme will appear here. It cannot be changed within the Calibration Record. If changes need to be made to the Type, these changes must be done within the Calibration Programme.
Remember: There is no difference in the layout of the 'Check' Type Calibration Record and the 'Certified' Type Calibration Record. The Type simply lets us know if this Calibration is:
- Certified: Carried out by an External 3rd Party Calibration Company
- Check: Carried out by an Internal Employee
4. Calibrator: Using the Master Data dropdown, select the contact who performed the Calibration, e.g. The Internal Employee or Calibration Company Supplier. [Mandatory Field]
Image: Calibrator Dropdown
5. Certificate Number: Using the open text field, enter the Certificate Number for the Calibration if applicable.
6. Procedure: If a Procedure was selected within the Calibration Programme it will be placed here. The Document Name can be clicked to preview the Document on the screen.
Image: Document Preview Screen
7. Readings: Using the numerical fields, enter the Calibration Readings. The Readings come from the Calibration Points within the Calibration Programme. [Mandatory Field]
Remember: The Readings will turn:
- Green: If the Reading is within the Lower/Upper Tolerance Specification Limits set in the Calibration Programme
- Red: If the Reading is outside the Lower/Upper Tolerance Specification Limits set in the Calibration Programme
8. Add Line: Click the 'Add Line' button if the Calibration Reading was found to be out of spec and you wish to perform another set of Calibration Readings. The new line will be called 'Adjustments'. You can add as many 'Adjustment' lines are needed.
Note: If you add too many Adjustment lines, they cannot be removed manually, you will not see an 'x'. However, you can simply 'Save' the Calibration Record and the blank Adjustment lines will be removed automatically the system.
9. Save: Click the 'Save' button to save the Calibration Record workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. As this is the first workflow stage, clicking the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
10. Save & Submit: Click the 'Save & Submit' button to save the Calibration Record workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Calibration module.
Image: Completed Calibration Record
Image: Blank Result
1. Report: Using the open text field, an overall Report for the Result can be detailed.
2. Result: Using the fixed dropdown, select the Result of the Calibration Record, Pass/Fail. [Mandatory Field]
Image: Result Dropdown
Note: Although the Calibration Readings in the Calibration Record workflow stage change colour depending on if the Calibration Readings were in or out of the specification limits. The Result will not populate from the Calibration readings automatically. You will need to manually select the Calibration result for each Record.
3. Save: Click the 'Save' button to save the Result workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
4. Save & Submit: Click the 'Save & Submit' button to save the Result workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
5. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Calibration module.
Image: Completed Results
External 3rd Party Certified Calibration Records Tips
Tip: As noted previously, the Certified and Check Type Calibration Records will have the same layout. However, you may complete the External 3rd Party Certified Calibration Records a little differently. See below for some tips when completing a External 3rd Party Certified Calibration Record.
Image: Example of a Complete External 3rd Party Certified Calibration Record
Tip: The 'Actions>Add Attachment' button can be used to simply attach a Calibration Certificate for External 3rd Party Certified Calibration Records. Especially if you do not wish to add all of the Calibration Points within the Calibration Record.
Actions>Add Attachment: The 'Actions>Add Attachment' button can be used to add external Documents or pictures to the Calibration Record, e.g. a 3rd Party Calibration Certificate. Once clicked, the 'Add Attachment' pop-up screen will appear, where you can access your device Documents via the 'Three dots' icon. When you have selected the file to be added, click the 'Open' button and click 'Upload' on the 'Add Attachment' pop-up screen. The file will then be attached to the Calibration Record at the top. This file can be removed at any point by clicking the 'X' button. Also, multiple files can be added to a Calibration Record if needed by simply clicking the 'Actions>Add Attachment' button again.
Image: 'Actions>Add Attachment' Button
Image: 'Add Attachment' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to Calibration Record
Image: File Attached to Calibration Record
