Using a Mobile App for On-Site Calibration

Pressure gauges, balances, temperature chambers and instruments built into a production line often cannot be carried to a laboratory. That is why a large share of calibration work takes place at the customer's facility. On-site calibration means working outside the orderly environment of the lab: there is no desk, a computer is not always within reach, and the internet connection may be weak. In this article we look at the difficulties that commonly come up during field calibration and at how a calibration mobile app helps ease them.

The trouble with paper forms in the field

In the traditional approach the technician writes measurements and device details on a paper form, then types the same information into the software back at the office. Entering the same data twice takes time and invites transcription errors. An illegible digit, a missing serial number or a lost form can delay the certificate. At sites with a poor connection, record keeping is often left until the end of the day, when details are easier to forget.

Signatures and labels are separate chores as well. A signature the customer puts on paper has to be scanned and attached to the right record later. Labels are either written by hand or prepared at the office in advance, and they fall short as soon as the plan changes. Each of these snags looks minor in isolation, but on a busy field schedule they add up and take time from both the technician and the office.

Identifying the right device with a QR code

A single facility may hold dozens of devices that look almost identical. Opening the record of the wrong device is one of those mistakes that is hard to notice afterwards. With KalData Saha the technician scans the QR code or barcode on the device and reaches the matching record. QR code device tracking reduces the need to search for serial numbers by hand and makes device intake easier. If device details are missing or have changed, the technician can edit them while still on site.

Tasks, evidence and signatures in one place

The technician sees on-site calibration tasks and the calendar in the app and starts the day knowing which jobs are waiting. Customer notes are at hand too, so a site-specific warning or request is not overlooked. During the job, the following can be done from the mobile device:

• Adding photos or video that show the condition of the device
• Collecting a digital signature from the customer's representative
• Adding location information to the record
• Searching for certificates and approving them

Photos and video are valuable for answering questions that may come up later about the condition of the device when it was received. The digital signature records that the job was completed with the knowledge of the customer's representative. When the job is finished there is no paper folder to carry back and retype. The technician's time goes to the measurement itself rather than to moving data around.

Labels are printed on site

Once a device has been calibrated, its label can be printed on site with a Bluetooth printer. This lowers the risk of illegible handwriting and wrong dates on labels. The technician does not have to wait until returning to the office, and the device is left with the customer already labelled. With the safety of field staff in mind, the app also includes an emergency (SOS) feature.

For the customer, the label is the most visible evidence of calibration. During an audit, the label on the device and the details on the certificate are expected to match. Printing the label as soon as the job is done also cuts down on extra work such as sending labels afterwards or returning to the site.

The same rules in the office and in the field

A common worry about mobile apps is that they behave differently from the software used at the desk. KalData Saha is the field client of the web-based KALDATA calibration software and uses the same server rules as the web application. An operation ends the same way in the field as it does in the office. Technicians do not have to learn the habits of two separate systems.

ISO/IEC 17025, the standard that defines the general requirements for the competence of laboratories, expects records to be traceable. Keeping office and field records under the same rules makes record keeping and traceability easier.

Carrying out TBDS steps safely from the field

TBDS is the Document Verification System of TÜRKAK, the Turkish Accreditation Agency, and it allows documents issued by accredited bodies to be verified through that system. When a TBDS number is requested, the device and customer details are reported and a number is obtained. Once the certificate is complete, the record is activated in TBDS. In KalData Saha, status badges in the device list show which devices already have a number and which are still waiting. Several devices can be selected to obtain numbers in bulk.

There are also safeguards against the mistakes that happen when people are in a hurry. Confirmation is requested before any step that cannot be undone, and a second request for a device that already has a number is blocked. The screen is locked while an operation is in progress, and the list refreshes by itself until the number arrives. Operations such as transferring a number or making a revision require explicit confirmation.

Conclusion

On-site calibration is the moment when the laboratory works face to face with its customer, and a mistake made there can end up directly on the certificate. A mobile app helps cut down on paper forms, after-the-fact data entry and handwritten labels. Starting the switch with a small team and a handful of customers can make the adjustment easier. If you are reviewing your field processes, you can take a look at the KalData Saha mobile app and the system it works with, KALDATA Calibration Laboratory Management Software. If you would like to see the app with your own workflow, request a demo.