Calibration WO Work Instruction

After a Calibration Work Order is generated it is processed like an Off Equipment Work Order for repair (See PM Work Order Generation and Off Equipment Work Order Work Instruction).  The process below will be an example of how to document or execute this type of Work Order and what will need to take place when completing the Calibration Work Order to ensure that calibration requirements are sustained.

1. After Generating the Calibration Work Order using the PM Work Order Generation Work Instructions; go to the Work Order Module and bring up the Calibration Work Order that you need to process.

Note: Most of the data will auto-fill when the Calibration Work Order is generated.  The following steps will show the data that will need to be added or updated in the Calibration work order.

2. Use the Return Serialized Item function to move the Test Equipment item in to the Maintenance Shop.  This step is necessary to change the Status of the Test Equipment item in the Equipment module from Operating to out-for-repair.  This also removes or disassociates the Test Equipment item from any parent or Next Higher Assembly for asset reporting purposes.

3. In the Calibration Work Order; enter the Priority that should be assigned in addressing the calibration need.  Select the Lookup  icon to bring up a Priority sub-screen to select from.  Calibration Work Orders should be set with an Off-Equipment Priority and typically with an Off-Equipment priority 4 for normal routine calibration efforts.  Other Off-Equipment priority settings may be applicable under special circumstances.

4. Review the Calibration Work Order to ensure that all of the applicable information is contained in the work order.  Below is an example of a typical Calibration Work Order showing the type of information that should be contained in a Calibration Work Order.    If the information is incorrect, you can make corrections in the work order as needed, however since most of this information is auto-filled from the PM criteria; it may also need to be corrected in the PM module.  If information from the PM criteria (i.e. module) needs to be corrected; contact a member of the PM & P IPT to get the applicable correction incorporated.  Every site should have a representative on the PM & P IPT.  If all of the information is correct, select the Save  icon at the bottom of the page to save the updated work order.  Note that while the Calibration work order is identified as a PM Work Order (i.e. Work Type = PM); the Procedure and PM Number designators show that this is a Calibration Work Order.

5. After saving the updated / verified Calibration Work Order; generate and complete a Services Item Request (See Item Request).  Once the Services Item Request is processed and you have received a Web Work Notification with shipping instructions and that a Services Acquisition Document has been approved; ship the test equipment item to the Calibration Lab identified in the Services Acquisition Document Web Work Notification.

Note:  Most Calibration Equipment will be sent to a Calibration Lab just like an Equipment item being sent to a Vendor for repair.  Therefore the process is the same – you must complete an Item Request and then move the Test Equipment item to a Calibration Lab like moving a failed item to a Vendor Repair Shop (See Moving a failed item from a Maintenance Repair Shop to a Vendor Repair Shop) .  The following is an example of what to document in the Calibration Work Order as a Test Equipment item is being sent to, and then when it has been received back from the Calibration lab.

6. After creating a Calibration Services Item Request and getting it approved for the Test Equipment item; enter the applicable IR Number on the main page of the Work Order and then change the status of the Calibration Work Order to ILS-ACTION REQ and as shown below.  Additionally enter the Actions Taken when the Item Request is created and record the Labor time associated with creating and processing the Item Request.

7. Once the Calibration Services Acquisition Document auto-notification is received approving the shipment of the Test Equipment item to the Calibration lab; enter the Acquisition Document Number on the main page of the Calibration Work Order as shown below.  Additionally enter the Action Taken showing that the Test Equipment item was shipped to the Calibration Lab and enter the applicable Labor time required to package and ship the Test Equipment item.

Note:  If the Test Equipment item is shipped via a carrier who provides a shipment tracking capability; enter the Bill of Lading tracking number with the shipment information in the Actions Taken.

8. When the Calibration Work Order was generated the EDD / Target Date was auto-filled.  The Acquisition Document auto-email notification will contain the required update for the EDD/Target Date along with shipping instructions and any other necessary information required when sending the equipment item to the Calibration Lab as shown in the example below.  Update the EDD/Target Date with the information from the auto-email notification as shown below.

9. Once the equipment item is shipped to the Calibration Lab, change the work order Status to AVR   as shown in the example above and save the work order.

When the Test Equipment comes back from calibration it will be received just like an Equipment item coming back from Vendor repair.  The receiving actions will need to take place as outlined in the Off Equipment Work Order Work Instruction for receiving a Service in the work order.

The following is an example of what to document in the work order when the Test Equipment item comes back from calibration.

10. After Receiving the Test Equipment Item in the Work Order; document the receiving and operational verification of the Test Equipment item in the Actions Taken and record the Labor time required to receive ops check the Test Equipment item.  The below is an example of the Actuals tab Actions Taken, Labor and Services entries that would be documented after receiving the Test Equipment back from calibration.

Note: The next step is very important when Completing the Work Order before closing it for Test Equipment coming back from calibration!

11. Select the Complete Tab and then enter the following as indicated:

Note: The above process will now reset the Next Due Date for this PM in the PM criteria (module) associated with this Test Equipment Item and it will match the Calibration Due Date on the Test Equipment.  This will ensure that the system will generate the Test Equipment item’s Calibration PM Work Order when the next calibration due date comes due.

12. Once the Work Order has been completed use the Modify Equipment function (Work Order menu Resources>Modify Equipment) to Return the Test Equipment item to an Operating status.

Set the “New Location” to the Site Location designator using the Lookup  icon and Location selection listing.

Set the “New Parent” using the Lookup  icon and the Select Equipment window.  In the Select Equipment window:

Use the Device ID and select the Site-EQ-XXX device designator where XXX is the designator for your site.

Use the Equipt. Cat. and select the “Support Equipment” category.

Use the Equipt. Class and select the “Test Equipment” class.

In the Select Equipment window; click on the “Maintenance Test Equipment” designator for your site as shown in the example below.

Set the “New EQ Status” to Operating (Non-classified Operating).

Clicking on the Save  icon will Return the Test Equipment item to an Operating status in the Equipment module making it available in Site Asset Reports again.

13. The last part is closing the Calibration Work Order.  Closing the work order must be accomplished by TS management personnel after they have performed a review and ensured that the work order information has been completely entered and that all materials, labor and service information has been entered.  As a part of the Calibration Work Order closing review; they must ensure that the Completion Date has been set correctly so that the Test Equipment item’s Next Due Calibration Date is aligned with the next due calibration date contained on the Test Equipment item’s calibration sticker or tag.  To close the work order  Select the ‘Change Work Order Status’ icon to bring up the following sub-screen.  Select the Close work order radio button and the select the  icon to change the Status to CLOSE as shown below:

The Status History of a Calibration Work Order should look similar to the example below after the work order is closed.  Note that during the