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Instrument Tracking & Calibration Management

Manual instrument tracking and calibration management led to poor traceability, missed calibrations and inefficient inventory control.
Instrument Tracking & Calibration Management

Instrument Tracking & Calibration Management

Manual instrument tracking and calibration management led to poor traceability, missed calibrations and inefficient inventory control.

Problems at hand:

At an excavator manufacturing company based in West Bengal, hundreds of measuring instruments such as Vernier Calipers, Micrometers, Dial Gauges, Torque Wrenches, Pressure Gauges, DFT Meters(about 200 unique instruments) were regularly issued, returned and sent for calibration. The entire process was managed manually using registers and spreadsheets, making it difficult to track instrument movement, monitor calibration due dates and identify the real-time status of each instrument. Similar instrument IDs, incomplete records and manual data entry often led to traceability issues, delayed calibrations and inefficient inventory management.
As Is State

The Intervention:

A QR code-based Instrument Tracking & Calibration Management System was developed to digitize the complete instrument lifecycle. Every instrument was assigned a unique QR code, which operators scanned during inward and outward transactions using a barcode scanner. The computer application automatically recorded each movement in a centralized database, eliminating manual register entries. The system also tracked calibration due dates, generated automated email reminders through Power Automate, and provided real-time dashboards for monitoring instrument availability, movement history, and calibration status.

Benefits:

Interactive dashboards provided complete visibility into instrument movement, inventory, and calibration status across the organization. Supervisors could monitor instrument availability, track inward and outward transactions, identify overdue calibrations, and analyze utilization trends in real time. The digital system improved traceability, eliminated manual tracking errors, ensured timely calibration, and enabled data-driven management of critical measuring instruments.
Instrument Tracking dashboard

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