8.

BUSINESS PROCESS: Calibration

Process Overview: ASIS

Instrument calibration is one of the primary processes used to maintain instrument accuracy. Calibration is the process of
configuring an instrument to provide a result for a sample within an acceptable range. Test equipment’s are used for
maintenance. Parameter readings and activities are required to be recorded into the manual register. It can be done as per
schedule or as per business process requirement. 

 Currently in ACME, calibration would be done on yearly basis.

 Only external calibration took place. There is no as such internal calibration done.
 ACME also maintain equipment/instrument history card, instrument data sheet and calibration history sheet manually.
 Calibration requirement is also identified based on criticalness decided by quality department.

General Explanations

Orders form an important part of the detailed planning of tasks and their accompanying documentation in Plant. It is, therefore,
possible to process calibration using many planning stages, such as preliminary costing, work scheduling, material provision,
resource planning and permits.

Calibration task is processed using order, scope, dates and resources for carrying out the work are described, together with the
rules for account assignment and settlement.

Considering the requirements, the orders could be identified and grouped based on the type of calibration.

Explanations of Functions and Events

In the Calibration scenario, following are the business functions integrated from the following SAP application components:

Component Functions
Plant (PM) Execution of tasks on company-internal technical systems
Quality Management(QM) Inspection characteristics
Inspection lots
Material Management (MM) Procurement of non-stock materials (if required)
Inventory management and withdrawal of materials in stock,
Order settlement to technical object.
Controlling (CO) Order settlement to a controlling object.

Test equipment management or calibration is an integral activity in the Quality management to ensure that the equipment’s used
to record the inspection results confirm to some national or international standards.

Normally the calibration is carried of mainly two types as follows:

In-house calibration: Calibration carried out using the facilities inside the plant using the certified master instruments.
Out-side Calibration: Calibration carried out by certified lab / authorized center of the instrument manufacturer. This type is used
when the instrument is mater calibration equipment and needs to be calibrated with national or international standards. In some
cases, facility is not available. In some cases, when it is not possible to send the equipment for calibration, the calibration is done
inside the plant by hiring external service.

CorporateServe & Chaudhary Group Confidential Document Page 1 of 4

Process Flow

 The test equipment management is carried out for all the test equipment’s lying in the Foarce where calibration schedule
is followed. In future, if any new instrument is added, the same process is to be followed. Equipment is created with the
user-defined codes. Also the details of equipment like make, value, area, location etc. will be entered while creating the
Equipment.
 Equipment task list, which is mandatory for creation of inspection lot, should be created as a master data. In this
Equipment task list, we need to attach master data like 'Master Inspection Characteristics’, sampling procedure, and
inspection method and strategy.
 Also we need to attach the package for the equipment. The package is nothing but the calibration frequency for that
equipment.
 After creation of Equipment master and Equipment task list we need to create a calibration plan for the equipment for a
fixed period called scheduling period. After this period is over, the Quality team will review the frequency of calibration
and change the Task list if required.
 After creation of calibration plan we need to schedule it in the system so that system will generate the due dates of
calibration based on package. This can be viewed through SAP transaction for information to the user for making the
equipment available for calibration within the due date period. There are two ways to schedule the calibration plan.
Individual calibration plan to schedule for the whole planned scheduling period. The other way is to schedule the
calibration plans for the defined convenient period (e.g. one month) for the list of equipment’s.
 After Scheduling the calibration plan, automatically calibration inspection lot gets generated.
 Inspection results will be noted down against the inspection lot. In case of externally calibrated instrument, the validity
results can be noted down against the inspection lot and the results history can be viewed at any point of time.
 Appropriate Usage Decision will be given against the inspection lot for the further usability of the equipment.
 In case of external calibration, carried out inside plant premises by vendor, mention control key as External (PM03) in
task list. (Service PR will trigger automatically from the calibration order on the planned date (Call date). Based on the
PR, PO will be issued to external party.
 Technically complete the calibration order by confirming each operation

Process wise Inputs and Transaction Code

 Create Instrument Equipment (Tcode IE01)

 Create Equipment task list (Tcode IA01)
 Create Calibration Plan (Tcode IP41)
 Schedule the calibration plan / Deadline Monitoring (Tcode IP10/IP30)
 Calibration Order change/Display (IW32)
 Calibration Inspection lot (QA32)
 Control Key PM01 for internal Service, PM02 for spare parts and PM03 for External Service.
 In case a stock item is required, enter the material number (component) and the quantity. The Item category would be
“L” for Stock Items.
 In case a Non Stock Material is required, enter the material code and the quantity required. The Item category would be
“N” for Non Stock Items. Other relevant data required to be entered are Purchasing Group, Purchasing Organization,
Material Group etc.
 The Stock material requirement would lead to creation of a Material reservation upon release of the order.
 The Non Stock Material/Service requirement would lead to creation of a Purchase requisition upon release of the order.
(Tcode ME51N, ME21N, MIGO, ML81N).
 The material is issued against the reservation or Goods receipt is done against the Purchase order (MM Process)
(Tcode MIGO)
 Upon completion, Inspection lot will be completed (QA32) and order is confirmed (Tcode IW41) for the actual man-hours
with Performed Operations.
 The order is technically confirmed (Tcode IW32)

Business Model

CorporateServe & Chaudhary Group Confidential Document Page 2 of 4

Special Organizational Considerations

 All of the end users are required to be familiarized with the concept of Plant system. In case of Calibration, presently
records are created manually.
 All end users shall help in preparing and providing the necessary master data, as master data is the most important part
of the Plant system.
 All end users shall always update or inform the concerned to update the change in master data from time to time. Any
delay in updating master data may result in unwanted or incorrect output from the system.
 Operation personnel shall make use of Notification to inform the problems to persons apart from their routine means of
communication. In case, this is missing, person shall insist for the same.
 Operation or personnel shall complete the notification on successful completion of the task or activities. Unless this is
performed, the process cycle will remain open.

Description of Improvements

 Calibration schedule can be performed and report can be obtained easily for list of calibration jobs.
 Calibration results can be traced easily.
 Procedure to carry out the calibration in detail is maintained in inspection method. This can be referred whenever
required

CorporateServe & Chaudhary Group Confidential Document Page 3 of 4

  Order related documents (notification, Material movement documents or GI, Operations time confirmation etc.) &
Document Flow can be seen with respect to the Order
 Order logs for warning & errors related to material availability, costs, release etc., at different stages of order can be
seen
 Standard service masters will be available for choosing external service in the order hence will save time. In case of
outline agreement or contract, the required services can be copied from the contract. Hence the contractor job will be
linked to order for which he has provided services.
 Following activities can be performed collectively on multiple orders:
 Collective order release
 Collective materials availability check
 Collective operations confirmation
 Collective order completion (TECO)
 Online checking of notification & order compliance with backlog list will be available
 With the help of status management of the notification & order, concerned departments & team can track the
processing of jobs
 Material consumption can be tracked for each of the job performed
 Cost records for planned and actual cost of order will be available for:
 Materials
 Manpower
 External service
 Material reservation for order would be automatically created on release of order and thereafter if any new material is
added in the order
 In addition, overall Completion Confirmation can be done for one order where it is possible to -
 Confirm all the Order Operations
 Enter the Technical findings (damage, Cause, Tasks etc.) of assigned Notification and complete the Notification Tasks
 Enter the measurement readings
 Enter the Malfunction end date / time and complete the Notification
 Complete the Order Technically
 Information like Work Centre, department responsible, planner group, plant section, location, and cost Centre etc. are
populated automatically in the notification and order from the reference technical object. Additionally, the Person who is
creating notification can also assign department responsible for the job manually if required
 The notifications can be searched by planner group, work center or responsible department wise and the concerned
can search the pending calibration orders.

CorporateServe & Chaudhary Group Confidential Document Page 4 of 4