Streamlining Instrument Calibration with

Calibration Management Software and

Documenting Field Calibrators
Documenting tools and calibration management
software combine for a paperless calibration
solution

Host: Transcat
Presenters:
Jim Shields and Bob Crepps
Fluke Process Calibration Group

1
Agenda
• Instrument calibration, challenges and elements
– Reasons to calibrate
• Establishing a process calibration maintenance management
program
– Using Calibration Management Software (CMS) to:
• Manage process instruments and calibration records
• Interface with Field Documenting Process Calibrators
• Predict instrument performance, minimize maintenance costs
– Using Documenting Process Calibrators to :
• Manage procedures or tasks downloaded from CMS
• Perform field calibrations and adjustments
• Record field calibration results
• Upload field calibration results to CMS
• Paperless calibration management program benefits
Why Calibrate?
• Regulations, standards and trade
• Custody Transfer
• Internal/External Quality Programs (like ISO-9000)
• Plant Safety and Uptime
• EPA, FDA, NRC, OSHA and other mandated
regulations
Why Calibrate?
• All instruments change with
– Time, temperature, humidity, environmental
exposure, vibration, wear and tear
– No two instruments change exactly the same
• Scheduled calibrations reduce process
downtime risk
– Improves the performance and reliability of critical
assets
• Product Quality / Yield
– Calibration helps processes comparable to traceable
calibration standards
• Helps minimize process deviations
– Helps drive process optimization and cost savings
Industry changes
• Regulatory forces increasing
• The plant isn’t getting smaller but shrinking budgets are reducing
the maintenance staff
– Driving efficiencies and the need to “Do more with less”
• Experienced instrumentation professionals retiring
– Technical and Vocational Schools working to fill voids
• Plant modernizations lead to control system changes
• Competitive pressure offshore push the need for plant
optimization, streamlined operations and maintenance practices
Process Calibration
Elements:
• Calibration equipment, procedures, instrument documentation,
calibration management software (CMS), trained personnel

Benefits:
• Consistent process performance and efficiency, improved product
quality, reduced downtime, safety, regulatory compliance,
maximized use of skilled maintenance personnel
Calibration, definitions…
Calibration: Comparison of a measured value to a traceable
measurement standard
– Adjust to agree with the standard if necessary
• Accuracy: The closeness of agreement between an observed
value and that of a traceable measurement standard
• Adjustment: Manual or digital compensation of the output signal
of device with a known input value applied
– Necessary if a device is not performing as required
• Need to understand adjustment tolerance
• Need communication tool for digital adjustment
Adjustment is part of a calibration process, it is not calibration by
itself.
Traceability
• Unbroken chain of
National
calibration. Standards
• Documented
proof. Fluke Petrochemical Corporation
RESULTS FROM FLUKE 702 CALIBRATIONS
2-Feb-96

Model: FLUKE 702

Fluke Petrochemical
Cal. Status: 14

2-Feb-96
As found
RESULTSMeasure: 4.000
FROM FLUKE
Source:
Test Tolerance:
Serial: 6150203
Corporation
Loop Power: 24V
25-Jan-96
to CALIBRATIONS
702 20.000
40.0
mA
4:46

to 70.0
0.25%
°C Type: Pt100(3916) 2W RTD
By Tag ID

User ID: JSmith 010

By Tag ID

ITS-90
Tag ID:TT451 Serial: 987654321
Model: Test Strategy:
FLUKE 702 Serial: 6150203 3 ^v Task Name: Temp Transmitter RTD1234 User ID: JSmith 010
1,996.001.0025 Input
Cal. Value:
Status: 14 Units Output
Loop value:24V
Power: Units Error % Status MeasUEV
As found3.90625-Jan-96
mA 4:46 40.0 °C -0.59 Failed Disabled
11.9184.000
Measure: mA to 20.000 55.0 °C
mA -0.51 Failed Disabled
19.92340.0
Source: mA to 70.0 70.0 °C°C -0.48 Pt100(3916)
Type: Failed Disabled
2W RTD ITS-90
11.918 mA 55.0 °C -0.51 Failed Disabled
Test Tolerance: 0.25% Tag ID:TT451 Serial: 987654321
3.907 mA 40.0 °C -0.58 Failed Disabled
Test Strategy: 3 ^v Task Name: Temp Transmitter RTD1234
1,996.001.0025 Input Value: Units Output value: Units Error % Status MeasUEV
3.906 mA 40.0 °C -0.59 Failed Disabled
Model: FLUKE 70211.918 mA 6150203
Serial: 55.0 °C -0.51 Failed Disabled
User ID: JSmith 010
19.923 mA 70.0 °C -0.48 Failed Disabled
Cal. Status: 14 Loop Power: 24V
11.918 mA 55.0 °C -0.51 Failed Disabled
As left 25-Jan-96 4:53
3.907 mA 40.0 °C -0.58 Failed Disabled
Measure: 4.000 to 20.000 mA
Source: 40.0 to 70.0 °C Type: Pt100(3916) 2W RTD ITS-90
Test Tolerance: 0.25% Tag ID:TT451 Serial: 987654321
Test Strategy: 3 ^v Task Name: Temp Transmitter RTD1234
Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010
1,996.001.0025 Input Value: Units Output value: Units Error % Status MeasUEV
Cal. Status: 14 Loop Power: 24V
3.998 mA 40.0 °C -0.01 Passed Disabled
As left 25-Jan-96 4:53
12.011 mA 55.0 °C 0.07 Passed Disabled
Measure: 4.000 to 20.000 mA
20.018 mA 70.0 °C 0.12 Passed Disabled
Source: 40.0 to 70.0 °C Type: Pt100(3916) 2W RTD ITS-90
12.016 mA 55.0 °C 0.10 Passed Disabled
Test Tolerance:4.003 mA 0.25% 40.0 °C 0.02 Tag ID:TT451
Passed Serial: 987654321
Disabled
Test Strategy: 3 ^v Task Name: Temp Transmitter RTD1234
1,996.001.0025 Input Value: Units Output value: Units Error % Status MeasUEV
3.998 mA 40.0 °C -0.01 Passed Disabled
12.011 mA 55.0 °C 0.07 Passed Disabled
20.018 mA 70.0 °C 0.12 Passed Disabled
12.016 mA 55.0 °C 0.10 Passed Disabled
4.003 mA 40.0 °C 0.02 Passed Disabled

Fluke Petrochemical Corp.

By:
Title:
Cert. No.: 1

Fluke Petrochemical Corp.

By:
Title:
Cert. No.: 1

Fluke Petrochemical Corporation By Tag ID

Fluke Petrochemical Corporation By Tag ID
RESULTS FROM FLUKE 702 CALIBRATIONS
RESULTS
2-Feb-96 FROM FLUKE 702 CALIBRATIONS
2-Feb-96
Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010
Model: FLUKECal. 702
Status:Serial:
14 6150203 Loop Power: 24V User ID: JSmith 010
Cal. Status: 14
As found 25-Jan-96 4:46 Loop Power: 24V
As found
Measure: 25-Jan-96
4.000 4:46
to 20.000 mA
Measure:
Source: 4.000
40.0 to 20.000
70.0 mA
°C Type: Pt100(3916) 2W RTD ITS-90
Source:
Test Tolerance: 40.0 to 0.25%
70.0 °C Type: Pt100(3916) 2W RTD
Tag ID:TT451 ITS-90
Serial: 987654321
Test
TestTolerance:
Strategy: 3 ^v0.25% Task Name: Temp Transmitter RTD1234
Tag ID:TT451 Serial: 987654321
Test Strategy:
1,996.001.0025 Input Value: Units 3 ^vOutputTask Name:
value: UnitsTemp Transmitter
Error % RTD1234
Status MeasUEV
1,996.001.0025 Input Value: Units
3.906 mA Output value:
40.0 °CUnits Error
-0.59% Status
Failed MeasUEV
Disabled
3.906 mA
11.918 mA 40.0
55.0 °C
°C -0.59
-0.51 Failed
Failed Disabled
Disabled
11.918
19.923 mA
mA 55.0
70.0 °C
°C -0.51
-0.48 Failed
Failed Disabled
Disabled
19.923
11.918 mA
mA 70.0
55.0 °C
°C -0.48
-0.51 Failed
Failed Disabled
Disabled
11.918 mA
3.907 mA 55.0 °C
40.0 °C -0.51
-0.58 Failed
Failed Disabled
Disabled
3.907 mA 40.0 °C -0.58 Failed Disabled

Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010

Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010
Cal. Status: 14 Loop Power: 24V
Cal. Status: 14
As left 25-Jan-96 4:53 Loop Power: 24V
As left
Measure: 25-Jan-96
4.000 4:53
to 20.000 mA
Measure:
Source: 4.000
40.0 to
to 20.000
70.0 mA
°C Type: Pt100(3916) 2W RTD ITS-90
Source: 40.0 to 70.0 °C Type: Pt100(3916) 2W RTD ITS-90
Test Tolerance: 0.25% Tag ID:TT451 Serial: 987654321
Test
TestTolerance:
Strategy: 3 ^v0.25% Task Name: Temp Transmitter RTD1234
Tag ID:TT451 Serial: 987654321
Test Strategy: 3 ^v Task Name: Temp Transmitter RTD1234
1,996.001.0025 Input Value: Units Output value: Units Error % Status MeasUEV
1,996.001.0025 Input Value:
3.998 mAUnits Output value:
40.0 °CUnits Error
-0.01% Status
Passed MeasUEV
Disabled
3.998 mA
12.011 mA 40.0
55.0 °C
°C -0.01
0.07 Passed
Passed Disabled
Disabled
12.011
20.018 mA
mA 55.0
70.0 °C
°C 0.07
0.12 Passed
Passed Disabled
Disabled
20.018
12.016 mA
mA 70.0
55.0 °C
°C 0.12
0.10 Passed
Passed Disabled
Disabled
12.016
4.003 mA
mA 55.0
40.0 °C
°C 0.10
0.02 Passed
Passed Disabled
Disabled
4.003 mA 40.0 °C 0.02 Passed Disabled

Fluke
Fluke Petrochemical
Petrochemical Corp.
Corp.
By:
By:
Title:
Title:
Cert. No.:
Cert. No.: 1
1

Fluke Petrochemical Corporation By Tag ID

Fluke Petrochemical Corporation

RESULTS FROM FLUKE 702 CALIBRATIONS
By Tag ID

2-Feb-96
RESULTS FROM FLUKE 702 CALIBRATIONS
2-Feb-96
Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010
Cal. Status: 14 Loop Power: 24V
Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010
As found 25-Jan-96 4:46
Cal. Status: 14
Measure: 4.000 to Loop Power: 24V
20.000 mA
As found 25-Jan-96 4:46
Source: 40.0 to 70.0 °C Type: Pt100(3916) 2W RTD ITS-90
Measure: 4.000 to 20.000 mA
Test Tolerance:
Source: 40.0 to 0.25%
70.0 °C Tag ID:TT451
Type: Pt100(3916) Serial: 987654321
2W RTD ITS-90
Test Strategy: 3 ^v Task Name: Temp Transmitter RTD1234
Test Tolerance: 0.25% Tag ID:TT451 Serial: 987654321
1,996.001.0025 Input Value: Units
Test Strategy: 3 ^vOutput value:
Task UnitsTemp Transmitter
Name: Error % Status
RTD1234 MeasUEV
3.906 mA 40.0 °C -0.59 Failed Disabled
1,996.001.0025 Input Value: Units Output value: Units Error % Status MeasUEV
11.918 mA 55.0 °C -0.51 Failed Disabled
3.906 mA 40.0 °C -0.59 Failed Disabled
19.923 mA
11.918 mA 70.0 °C
55.0 °C -0.48
-0.51 Failed
Failed Disabled
Disabled
11.918 mA
19.923 mA 55.0 °C
70.0 °C -0.51
-0.48 Failed
Failed Disabled
Disabled
3.907 mA
11.918 mA 40.0 °C
55.0 °C -0.58
-0.51 Failed
Failed Disabled
Disabled
3.907 mA 40.0 °C -0.58 Failed Disabled

Model: FLUKE 702 Serial: 6150203 User ID: JSmith 010

Model: FLUKE Cal. 702
Status:Serial:
14 6150203 Loop Power: 24V User ID: JSmith 010
As left
Cal. Status: 1425-Jan-96 4:53 Loop Power: 24V
Measure:
As left 4.000
25-Jan-96 to
4:53 20.000 mA
Source:
Measure: 40.0
4.000 to 70.0
20.000 °C
mA Type: Pt100(3916) 2W RTD ITS-90
Source:
Test Tolerance: 40.0 to 0.25%
70.0 °C Type: Pt100(3916) 2W RTD
Tag ID:TT451 ITS-90
Serial: 987654321
TestTolerance:
Test Strategy: 3 ^v0.25% Task Name: Temp Transmitter RTD1234Tag ID:TT451 Serial: 987654321
Test Strategy:
1,996.001.0025 Input Value: Units 3 ^vOutputTask Name:
value: UnitsTemp Transmitter
Error % RTD1234
Status MeasUEV
3.998 mA
1,996.001.0025 Input Value: Units 40.0 °CUnits
Output value: -0.01% Status
Error Passed Disabled
MeasUEV
3.998 mA
12.011 40.0
55.0 °C -0.01
0.07 Passed Disabled
12.011
20.018 mA 55.0
70.0 °C 0.07
0.12 Passed Disabled
20.018
12.016 mA 70.0
55.0 °C 0.12
0.10 Passed Disabled
12.016
4.003 mA 55.0
40.0 °C 0.10
0.02 Passed Disabled
4.003 mA 40.0 °C 0.02 Passed Disabled

Fluke
Fluke Petrochemical
Petrochemical Corp.
Corp.
By:
By:
Title:
Title:
Cert. No.:
Cert. No.: 1
1
Process Calibration requires:
Traceable calibration tools, source functions:
– Temperature, electronic simulation of thermocouples or RTDs
• Does not test the sensor installed in a process
– Temperature, dry block or temperature bath calibrator
• Tests the temperature sensor and transmitter electronics
– Pressure, hand pump, or other means to apply pressure to the unit under
test
– Pressure measurement reference to measure the pressure generated (by a
pressure source) and applied to the UUT
• Transfer standard approach
– Other Electronic signals
• Frequency for flow, speed and rotation
• Current for I/P and analog I/O
• Voltage for signal conditioners and analog I/O
Process Calibration requires:
Traceable calibration tools, measurement functions:
– Temperature, thermocouple or RTD thermometer
• Measure the process temperature with a reference probe directly
and compare with control system
– Pressure, measure the pressure output from an I/P or other
pneumatic control signals
– Other Electronic signals
• Frequency for flow, speed and rotation
• Current for all transmitter mA loop signal outputs
• Voltage for signal conditioners other voltage output devices
– Many transmitters have voltage output instead of mA output.
Why document calibration, how?
Calibration Records may be:
– required for regulations
– required for quality standards
– required by your customers
Calibration records can:
– assist in understanding the performance of a process
– be used to determine a devices suitability for a process
– help assess if a device needs repair
– be used to help adjust maintenance intervals
• Calibration records can:
– be manually recorded on a paper form
– be recorded on a palm device or portable computer
– be recorded using a calibrator with documenting capabilities
Calibration management software + documenting calibrators enables easy
documenting and analysis of field calibrations
Calibration process, setup
• Identify critical instruments
– Safety instrumented systems
– Environmental critical (water and air outflow)
– Quality critical: directly effect product quality and value
– Revenue critical instruments:
• Custody transfer, trade related measurements
• Define the interval to maintain desired accuracy
– Instrument should perform in tolerance when tested
• Specifications and test tolerances need careful consideration
– Manufacturers claimed accuracies can be misleading
– Test tolerances should be specified by process engineer
– The accuracy of both the instrument being tested and the calibrator need to
be considered
• Define the procedures for the identified tags
Calibration process; execution
• Identify the tags that need calibration
• Organize the work into logical routes
• Collect the necessary procedures, documentation and tools
• Isolate the device from the process
– Lock-out, Tag-out procedure if warranted
• Connect the calibrator, begin to calibrate
– Perform the As-Found test, document the results
– Adjust the transmitter if the measured errors are greater than the
adjustment threshold defined by the procedure.
– Perform the As-Left test, document the results
– Complete the documented record with Tag#, time, date, Serial numbers of
the TAG, the test equipment used and its’ calibration data
Documented Calibration Requires – As Found Data
• Testing the instrument to Graph of Percent Error
determine “As-Found” performance 0.4

0.3

• Accurate knowledge of the source 0.2

value is required 0.1

+Tolerance

% Error
0

100
0
10
20
30
40
50
60
70
30
90
– The sourced value and measured values -0.1
need to be traceable
-0.2

-Tolerance
– The total uncertainty of the source should -0.3
Input % of Span
be 3 to 4 times better than the device
under test

• Pass-fail assessment (fail)

• Adjustment required!
 Documented Calibration Requires – As Found Data
Graph of Percent Error

• Re-test to verify adjustments. 0.4

0.3

• “As Left” test documents the 0.2

0.1 +Tolerance
condition of the transmitter after

% Error
0

10
20
30
40
50
60
70
30
90
100
0
adjustment -0.1

-0.2

• Time and date of the test need to be -0.3

-0.4
-Tolerance
documented Input % of Span

• Instrument tag, serial number and

technician data need to be
documented
Paperless Instrument Calibration management
Why use a documenting calibrator?
• Multifunction source and measure
• Automatically capture results, date/time
user and tag information
• Eliminates manual transcription and
legibility errors
• Eliminates “pencil whipped” results
• Ensures calibrations performed per
documented procedures
• Coupled with CMS complete a paperless
documenting field calibration system
• Assists to comply with regulations and
audits
• Many have HART communication
capability built in
Why use a documenting calibrator?
• Multifunction source and measure
• Automatically capture results, date/time
user and tag information
• Eliminates manual transcription and
legibility errors
• Eliminates “pencil whipped” results
• Ensures calibrations performed per
documented procedures
• Coupled with CMS complete a paperless
documenting field calibration system
• Assists to comply with regulations and
audits
• Many have HART communication
capability built in
Why use a documenting calibrator?
• Multifunction source and measure
• Automatically capture results, date/time
user and tag information
• Eliminates manual transcription and
legibility errors
• Eliminates “pencil whipped” results
• Ensures calibrations performed per
documented procedures
• Coupled with CMS complete a paperless
documenting field calibration system
• Assists to comply with regulations and
audits
• Many have HART communication
capability built in
Why use Calibration Management Software (CMS)?
• Manage calibration records for field process instrumentation
• Print reports or run queries for instruments due for calibration to
help assess, schedule and manage
• Connect to Documenting Process Calibrators (DPCs)
– Load instrument procedures and upload documented calibrations
• Documented results enable analysis for drift, reliability or
maintenance costs
• Many CMS applications have connectivity to CMMS packages like
SAP, Oracle and Maximo
Why use Calibration Management Software (CMS)?
• CMS completes the documenting
Examples:
solution when coupled with a • Fluke DPCTrack2
documenting calibrator • Prime Technologies
• Many different solutions from fully ProCalV5
• Emerson AMS
integrated CMMS to stand alone CMS
• Yokogawa PRM
• Vary in complexity and price, $4K to • Meridium
$100K • Intergraph SmartPlant
CMS Software Example, DPCTrack2
• Example entry level
single user CMS
application.
• Upgradeable to
ProCalV5 Enterprise
CMS software

Modern calibration management software packages are

easy to use and deliver good reasons to adopt.
What should a CMS package do?
• Manage and document process instrumentation performance
• Create custom procedures for download to DPCs
• Upload results from DPCs and store for later retrieval or analysis
• Print a variety of reports that support ISO 9000 or other
documentation needs
• Search for particular tags and report their history
• Search for tags due for calibration in the past or future
• Keep track of all Tags “touched” by a particular piece of test
equipment (reverse traceability)
Instrument View Search Queries
• Search queries can be customized to find populations of tags
differentiated by:
>Cal Due Date
>Tag Id
>S/N
>Location
>Device type
>Location
>Other fields
Tag Instrument Data
• Input the data describing the tag
Transmitter Data
• Describe the input, output and expected tolerance of the
transmitter
Upload and download information to DPCs
• Tags identified in the date based search are loaded into the
calibrator
Live DPCTrack2 demo
• Creating tags using example templates

• Error% calculation explanation

• Sorting the database for calibrations using database query tools

• Loading tags for a calibration route into the Fluke-729

Task Selection, (DPC)
• Tags downloaded to the DPC
available for selection
• Supervisor can assign as a Tag
Task Usage
& completion

route to a technician Number Count

• Usage count indicates whether

a task has been completed
using the downloaded task
• Tasks must be performed for
usage count to increment
Downloaded transmitter test parameters
Predefined procedures
automatically fill in test
parameters:
• Source and measure end
points,
• Test tolerance,
• Test strategy (number of tests)
• Leak test available on 729 to
verify test setup for leakage
Pressure documenting made easy
• On the test screen:
– Applied pressure (top)
– Measured mA value (4.000 mA would be
the ideal value for this device)
– Error % of Range/Span
• Green for in tolerance
• Red for out of tolerance
– AutoTest and the 729 will automatically
apply the test pressures, measure mA
signals calculate Error % and document
• Out of tolerance tests flagged in Red
• Tag number, serial number and technician
name recorded.
Transmitter Adjustment, HART
PV zero trim
– Zero out transmitter offset
Output Trim
– Fetch retrieves the current value being
measured
– Trim 4 mA and Trim 20 mA performs mA
adjustment
Trim to applied Values
– Apply Expected 0 and 100% range values
– Adjust 4 and 20 mA outputs to match applied
pressures.
Transmitter calibration As-Left measurement
The As-Left test will repeat the initial
tests to verify and document the “As
Left”, post adjustment condition of
the transmitter
• Press “As Left”
• This As-Left result is successful as
noted by Pass
• The documented test is now ready
for upload

If the test fails As Left, additional

adjustment and additional As-Left
test(s) may be necessary.
Live DPCTrack2 demo
• Uploading documented calibration results

• Review and authorize the uploaded results

• Viewing the calibration certificate

• View other reporting capabilities

 Uploaded Test Results
As-Found, As-Left results uploaded and authorized to
add to the database for analysis and printing
Calibration record
• Documented
calibration stored
for recall and
printing as
needed.
• Calibration date
updated in
database and
next calibration
due date is set.
Takeaways
• Efficiency of route based calibrations can save up to 50% on
calibration maintenance labor making technicians more efficient
• Multifunction documenting calibrators minimize returning to the
shop to get additional tools
• The efficiency of performing pressure tests with the 729
Automatic Pressure Calibrator both saves time making the
technician efficient but also improves the quality of the
calibration result.
• Documented calibration results can assist in passing audits or
other requirements where calibration records are required
Summary
• Calibration is a critical practice to remove variability and maintain
safety in a process
• Documentation of calibration history enables advanced analysis
techniques
• Field documentation with a documenting calibrator eliminates
transcription errors and enables data to be uploaded to
Calibration Management Software (CMS)
• CMS can be used to sort the calibrations due into routes for
download, maximizes use of skilled personnel
• CMS assists in managing and interpreting documented calibration
records and day to day workload assignments
Appendix, Fluke overview
Fluke Corporation

From John Fluke’s basement to an industry Fluke Headquarters, Everett

leader Washington, USA
Fluke Corporation
• 3000 employees worldwide
• Presence in more than 100 countries
• Products include:
• Process Calibration Tools
• DMMs
• Calibration Standards
• High Performance Oscilloscopes
• Power Quality Analyzers
• Electrical Testers
• Thermal imaging
• Condition monitoring
• More!
Current Offer

• Now through June 30th

– Free Fluke tools with purchases $250+
– www.transcat.com

42
 Questions or Comments?
Email Nicole VanWert-Quinzi
nicole.vanwert@Transcat.com

Transcat: 800-800-5001
www.Transcat.com
For related product information, go to:
www.Transcat.com/Fluke