Introduction
In a field where precision measurement is vital, more than 50% of calibration professionals still struggle with defining and tracking the metrics that matter to their program. There are several metrics you can track, but every program will be different, and the data should be tailored to your needs. In this guide, we share seven of the top metrics you can evaluate to understand and improve your calibration program.
More than 50% of calibration professionals still struggle with defining and tracking the metrics that matter to their program
Metric #1: On-Time Compliance
Tracked by: # instruments not overdue for calibration / # total instruments
An overdue test instrument can become a risk during audits or a risk to your product, so tracking on-time compliance is essential in ensuring instruments are being calibrated on time. When you’re managing thousands of assets across multiple locations, tracking overdue assets helps keep the rest of your metrics in line. You should regularly monitor items that are coming due and items that are overdue. Consider periodic Pareto analyses on overdue items to target areas for improvement.
Metric #2: Turnaround Time (TAT)
Tracked by: instrument downtime due to calibration or repair service
Measuring your turnaround time across your facility helps minimize downtime and interruptions to production. Often referred to as “dock-to-dock,” turnaround is typically measured as the total number of business days the instrument is away from the factory.
There are two key numbers you should look at to get an accurate representation of your TAT:
- Percentage (%) of calibrations that met turnaround target
- Average turnaround time in days
Your numbers can be skewed depending on the number of assets in your program, so measuring both the percentage and average days gives you a more definitive view of the TAT.
Account for All Possibilities
TAT is an overarching metric—in reality, there are many ways a calibration can be done, each with a different turnaround target. For example, you might expect an onsite or expedited calibration to be turned around in one day, while an original equipment manufacturer (OEM) calibration might take 30 days.
It’s important to establish turnaround targets for each type of calibration in order to set end-user expectations and to track service performance against those targets.
Metric #3: Service Location
Tracked by: % of calibrations performed at each service location
There are multiple options—and sometimes necessities—for where calibration is performed: onsite, local lab, remote lab, or at the OEM. Each location has a different turnaround time and target, ranging from less than one to 30 or more business days. In general, the closer the calibration service location is to your equipment’s location, the faster the turnaround time (TAT).
Location, Location, Location
When an asset is calibrated locally, you have much more control over turnaround time than if it is sent to an OEM, making it important to track what is critical to your program.
Monitor changes over time and aim to maximize local or onsite calibrations to reduce downtime. Migrating more services to local support shortens aggregate turnaround times.
Metric #4: Out of Tolerances (OOT)
Tracked by: # of OOT events / # of calibrations performed
When an out-of-tolerance (OOT) event occurs, an impact assessment is performed to determine its effect.
- Is there an impact to production?
- Is the end product in the field affected?
Minimizing OOT events is important because each event requires reviewing everything that has occurred with the instrument since its last calibration—a process that can be costly and time-consuming.
Utilize the Data
To reduce OOT events, track them and periodically perform Pareto analyses based on factors such as instrument class, make and model, and owning department. This data can also highlight training opportunities, support interval reductions, and help determine whether an asset is reliable or nearing retirement.
Metric #5: Work in Process (WIP) Aging
Tracked by: % of the workable backlog exceeding x-days
Sometimes a calibration takes longer than expected, or an instrument fails to meet requirements, causing delays and additional downtime. WIP aging is a key metric because it provides an early warning when aged service counts are increasing and require attention.
Metric #6: Errors
Tracked by: # of errors / # of calibrations performed
Errors can occur in multiple areas of your program, including:
- Documentation
- Coding
- Shipping & Handling
- Customer Requirements
It’s important not only to track the types of errors and their origins but also to understand why you are measuring them. Consider how errors are measured, what causes them, and what actions will follow. Identifying error sources and collaborating with responsible personnel allows for effective corrective and preventive actions.
Metric #7: Program Cost
Tracked by: all calibration-related expenses
If a calibration program isn’t functioning correctly, the entire production can be affected, which can be costly. Tracking the different costs in a calibration program helps identify waste and areas where the program adds value.
Costs don’t have to be limited to the calibration price. They can include:
- Better turnaround time
- Closer service location
- Quicker delivery time
- Cheaper vendor services
All of these factors impact total calibration-related costs. A holistic view of your program may include service location as a cost driver, especially if maintaining spare equipment is required due to delays from non-local support. Understanding all potential cost areas is essential.
Automate to Improve
There are several other metrics you can assess, such as customer satisfaction, calibration throughput, and load leveling. Tracking metrics alone isn’t enough — it’s what you do with the data that makes the impact. Utilize the right tools to map data, create charts to identify trends over quarters and years, and use visual indicators to immediately highlight areas of your program that need attention.
Continuous Improvement is Key
Just as your test and measurement instruments need to be monitored and tweaked regularly, so does your calibration program. Use automated tools to track your metrics, monitor them over time, create benchmarks, and continuously improve.
Conclusion
Ultimately, it all comes down to a few key things: quality, performance, and cost. In order to select the right metrics for your organization, you need to partner with your suppliers, vendors, and customers and identify where you can add value. By tracking the metrics that matter, you can ensure your calibration program is always evolving.