Gage Tracker^Ò

2000

Gage Tracker^Ò is the tool that translates the theory of a calibration system to reality.

Gage Tracker^Òwas developed by Winchester Industries, Inc. to provide control for our calibration system. Gage Tracker^Ò provides us with the structure, links, controls and documentation of an audit proof measurement and test program.

Gage Tracker^Ò has served us well for many years and we have used it successfully to provide calibration contracts to hundreds of other companies.

We have come to realize that many, if not most of the companies that we provide calibration contracts, would be better served to have us to provide AAR Certified Calibration and then control their calibration system using

Gage Tracker^Òthemselves. We charge less for gage calibration than for a calibration contract, but the issue here should not be money, but control.

Gage Tracker^Ò can provide the structure, controls and documentation required for an audit proof M-1003 Measurement & Test Program.

PROBLEM

Gage Tracker^Òdoes not provide a magical quick fix.

Success requires:

· Understanding the functioning of a calibration system.

· Understand the audit requirements of a Measurement & Test Program.

· Understanding how Gage Tracker^Ò works.

· Workforce training.

· AAR Certified Calibration or in-house equivalent.

· Assembly of all information required for Measurement & Test Program

· Accurate entry of information into Gage Tracker^Ò.

· Proper monitoring and appropriate use of Gage Tracker^Òdocumentation and controls.

· Appropriate supporting documentation in company quality control manual.

SOLUTION

EFFECTIVE TRAINING

Training alternatives:

· Onsite training provided by Winchester Industries.

· Training at Winchester Industries, Inc.

· RPI Measurement & Test seminars.

· AAR Audit training

· In-house training using Winchester materials available by mail or on website: www.railroadgage.com

Gage TrackerÒ

PREPARATION

Designate Gage Tracker^Ò Coordinator with authority.
Determine areas and operations to be controlled.
Review Quality Assurance Manual.
Review document control especially as it applies to gage specification and gage specification revision levels.
Review Measurement & Test Plan.
Review all test procedures.
Determine specific gage requirements.
Make sure all gages have unique identifier.
Develop list of gage USERS, if gages are to be assigned to specific individuals.
Develop list of gage LOCATIONS, if gages are to be assigned to specific locations.
Review gage STATUS conditions.
Review method of controlling gage STATUS.
Develop gage inventory list containing all appropriate information.
Establish calibration intervals.
Establish detailed calibration procedures for each piece of Measurement & Test Equipment, if not using outside Metrology Laboratory.
Assure traceability to a National standard.
Establish calibration schedule.
Review policy & procedures for non-conforming material.
Review policy & procedures for non-conforming measurement & test equipment.
Review training program.
Review training documentation.

Gage TrackerÒ

IMPLEMENTATION

Obtain Gage TrackerÒsoftware

Download from website: www.railroadgage.com
Obtain disc from Winchester Industries, Inc.

Gage Tracker^Ò is distributed as gtracker.exe. Gtracker.exe is a self exploding zip file.

Installing Gage Tracker^Ò

Create a directory just for Gage TrackerÒ.
Copy gtracker.exe into the directory.
From the DOS prompt in the Gage TrackerÒ directory Type gtracker.
After gtracker explodes, erase or move gtracker.exe to another directory. Gtracker.exe can be exploded after you have been using gage.exe and over write files that you have worked hard to fill. Gdtracker.exe is free, so don’t be afraid to just eliminate it.
To start the Gage Tracker^Òsoftware, type gage while in the directory with the software.

Initializing Gage Tracker^Ò

For Gage Tracker^Ò to function properly, time and effort must be expended to properly setup the program. Gage Tracker^Òcomes to you with an extensive list of gages with their proper Reference Authority and Reference Specification built into the software. This feature alone will save you a tremendous amount of research effort.

HOW TO START

SKIP OVER

A. IN-HOUSE GAGE STATUE CONTROL

You need to have everything setup before you even think of entering this section. This is where you enter all your gages to be controlled. All databases to be used have to be established before you enter gages. This way you can attach all appropriate information to each gage entry.

BEGIN WITH

B. GAGE TYPES

This section is easy. A number of gage types are already entered. You just have to see, if you agree with the list and the calibration intervals assigned. Add, delete or modify to suit your specific requirements.

From the main menu, type “B”.

You are now setting on the entry field for gage type. Press the “F1” key and the list of currently available gages types will appear. Move up and down to high light any of the currently available “gage types” and press enter. This will bring up the established data for that “gage type” including “interval of calibration” expressed in days. Any information can be changed.

As you go through the established data read the screen at the bottom. You will be given the opportunity to edit or delete the “gage type” being reviewed.

You can also enter a completely new gage type by simply typing the new “gage type” in a blank “gage type’ field immediately after typing “B” from the main menu.

“ESC” key always takes you back to the main menu.

C. GAGE USERS

This section allows you to build a database of “GAGE USERS”. This allows you to assign a gage to a specific person. You may not want to assign gages to a specific person or you may decide to assign some gages and not others.

Social Security numbers are not required. Any alpha/numeric designator will work. This database does provide the ability to develop an easy access, database of social security numbers, addresses and telephone numbers.

INDIVIDUAL TRAINING JOURNALS

When you finish putting in the “USER INFORMATION”, you are asked at the bottom of the screen ‘ADD ADDITIONAL INFORMATION: :N: (Y/N) (TRAINING HISTORY).

Overwrite the “N” with “Y” and you proceed immediately to a dated journal type entry that can be used for any “USER” pertinent information. This type of entry is particularly useful for entering date sensitive training information, thus creating a solid training journal.

D. GAGE VENDORS

Enter “D” and on the first field type “F1”.The preloaded information for Winchester Industries, Inc. comes up. This database can added to or edited.

WHY EDIT, IT’S ALREADY PERFECT AND COMPLETE??

E. VERIFICATION PROCEDURES

Enter “D” and on the first field type “F1”. The preloaded “VERIFICATION PROCEDURE CP-1” comes up. This procedure directs gages to be sent to Winchester Industries, Inc. for AAR Certified Calibration.

If you want to verify the gages yourself, you can use this database to store specific calibration procedures for each gage.

The simplest way is to mark up a print and identify critical dimensions and label them A, B, C etc. and them enter the dimensions and tolerances in the “VERIFICATION PROCEDURE”. These ‘VERIFICATION PROCEDURES” can be printed out and used as the check sheet for the gage being verified.

When not relying on a Certified Metrology Lab, all in-house verification procedures must include:

Traceability to a National Standard
Reference Authority
Revision controlled gage specification.

F. PROCEDURE FOR NON-CONFORMANCE

Enter “F” and on the first field type “F1”. The preloaded “PROCEDURE FOR NON-CONFORMANCE 1” comes up. This procedure simply states “FILL OUT NON-CONFORMANCE ACTION REPORT”. This preloaded procedure has just been added and given current practice is the best entry for all gages in a M-1003 Calibration Program.

It is presently almost impossible to have predetermined Non-Conformance Procedures and filling out the NON-CONFORMANACE ACTION REPORT forces all the correct actions and decisions to be make.

Refer to “AUDITING MEASUREMENT & TEST” for a better understanding of the Non-Conformance Procedure, especially the concepts of “NORMAL FAILURE” and “GROSS FAILURE”.

G. GAGE LOCATION

This section does not come preloaded with anything. It is best to fill the GAGE LOCATION database, even if that means establishing only one location.

H. METROLOGY LABORATORY

Enter “H” and on the first field type “F1”.The preloaded information for Winchester Industries, Inc. comes up. This database can added to or edited.

WHY EDIT, IT’S ALREADY PERFECT AND COMPLETE??

GENERAL INFORMATION

ESC KEY

Just bang the ESC key at anytime and take the elevator back to the main menu. Everything is easy to get to from the main menu.

Main Menu

Puts short gage status report right in your face. Lists all major program options.

HOT KEYS

The most useful and readily available HOT KEY is “F1”. If you are making entries in any database and think that there should be pre-existing entries. PRESS “F1”

F1 Brings up list of entries already entered.
F2 Brings up the Winchester Gage list from the Gage

Number entry block of:

A. IN-HOUSE GAGE STATUS CONTROL

It is very important that you make use of this list because it imports critical gage information into your gage record.

F3 Moves to previous record (when appropriate)
F4 Moves to next record (when appropriate)

STATUS

A critical function of any calibration program is control of gage calibration STATUS. Gage Tracker^Ò comes with seven available STATUS conditions:

· Pre-Release

· In-Service

· Out-of-Service

· Out-for-Verification

· Missing

· Scrapped

· Verify before Use

Important:

1. Listing a gage on a verification order causes the STATUS to automatically change to Out-for-Verification. This can cause a problem, if gages are put on a verification order and left on the floor.

2. Some items are best left off the calibration schedule and checked (verified) before every use. Shims and gage pins are good examples of standards that should be verified before each use. Shims are easily damaged and half the check with gage pins is, did you get the pin that you thought you did.

CALIBRATION INTERVAL

The calibration interval is usually specified by the organizations Quality Assurance Manual. A reasonable calibration interval for most working gages in one year with master gages usually on a longer interval due to their light duty. Gages seldom wear. They normally fail recalibration due to abuse or an engineering change. Gage verification/calibration by a Certified Metrology Laboratory has the secondary benefit of indirectly auditing your process and assuring that you are working to the latest specifications.

ENTENDED INTERVALS OF CALIBRATION DEFEAT THE PURPOSE OF A CALIBRATION PROGRAM AND CAN PROVE AN EXPENSIVE COST SAVINGS.

DATE CALIBRATION DUE

Using the Calibration Interval, the program will determine the Date Calibration Due based on the date put In-Service.

GAGE STATUS

It is critical to control STATUS with great discipline. Each organization must take responsibility for establishing the controls for changing STATUS conditions. Whenever a gage is put on a Verification Order, the STATUS changes to Out-for-Verification. This is the only automatic STATUS change provided in Gage Tracker^Ò. This change of STATUS necessitates that any gage listed on a Verification Order be physically removed from the work area for the Verification process. Once the gage is returned from Verification, it’s STATUS must be changed appropriately.

Failure to properly control STATUS conditions is the easiest way to expose the gage program to a serious breakdown of control. Gage Tracker^Òprovides wonderful visibility. An auditor can easily use this visibility to look for gages not listed as In-Service that are being used.

STATUS CONDITIONS

PRE-RELEASE

This STATUS must be carefully defined and controlled. It is often abused or improperly controlled and monitored.

IN-SERVICE

OUT-OF-SERVICE

What is an Out-of-Service gage, what are the controls.

OUT-FOR-VERIFICATION

Are Out-for-Verification gages properly removed from use?

MISSING

What procedures govern Missing gages. Missing gages have a great ability to sneak back into service without proper verification.

SCRAPPED

Scrapping process must be controlled and documented.

GAGE CALIBRATION SCHEDULE

The Gage Calibration Schedule is the major control element of the calibration system. The schedule will present all the gages currently in use by their calibration due date. The whole list of gages or a partial can be selected. This list is date driven and clearly presents the current status of the calibration program.

VERIFICATION ORDER

A verification order should be generated for all gages requiring verification. Gages selected can typically be directed to an in-house metrology lab for verification or they can be sent to an outside metrology lab.

An AAR Certified Metrology Lab maintains their own verification procedures, maintains proper gage document control and traceability to a national standard. The verification order for an outside Metrology Lab will list all gages with their serial number and specify what Reference Authority and Reference Specification to verify the gages. Upon return of the gages, all verification forms should be checked for correctness, initialed and dated by an authorized person and the results entered into Gage Tracker^Ò. This sounds like a lot, but Gage Tracker^Òmakes it quick and easy.

The verification order provides the In-House Metrology Lab with the same gage listing with serial numbers, Reference Authorities and Reference Specifications. The In-House Metrology Lab must:

Provide document control including revision levels.
Develop specific verification/calibration procedures for each piece of measurement & test equipment.
Provide long form documentation for each test preformed.
Maintain traceability to a national standard.

REPORTS

The Calibration Schedule is the most important controlling report. Explore the other options as curiosity demands.

ENTERING GAGES

A. IN-HOUSE GAGE STATUE CONTROL

Congratulations preparation is complete and now it is time to enter your gages.

From the main menu type “A’

You are now in the GAGE NUMBER field.

Press “F1”

You are looking at an empty database. “F1” brings up your In-House list of gages and you have not entered any yet. You would call up this list, if you wanted to edit any information on your controlled gages. Press “ESC” to exit this empty listing.

Press “F2”

You are looking at a list of Winchester Industries, Inc. gages. The “W” numbers before W600 are generally specials or individual customer defined specifications. It is important to select a “W” number even if the gage was not manufactured by Winchester Industries, Inc. because selecting the proper “W” number will feed the gage record with the correct Reference Authority, Reference Specification and interval of calibration. This information may of course be manually added if you do not want to use a “W” number or cannot find an appropriate “W” specification.

SERIAL NUMBER

If you have a Winchester Industries, Inc. gage enter the manufacturer’s serial number here. The “W” number combined with the serial number provide the unique identifier for the gage. If the gage is not a Winchester Industries, Inc. gage, put it’s unique identifier in the serial number blank.

DESCRIPTION

If you had started with a “W” number this field should automatically fill and you should be able to just press “ENTER” all the way thru these fields until you get to the “STATUS” field.

STATUS

This field comes pre-loaded with number “1”. This is a pre-release status. Press “F1” to view the seven (7) status options available. You cannot scroll and insert from the list of status options. You must press any key and return to the status field. Either leave the “1” and just press enter or press any number from 1 to 7. Typing a number here will cause the program to automatically advance to the LOCATION field.

LOCATION

Press “F1” and view your list of established LOCATIONS. High light the appropriate LOCATION and press ENTER. Gage Tracker^Ò does not require that a LOCATION be specified. It is strongly recommended that a LOCATION be specified, even if all gages are assigned the same LOCATION. Press “ENTER” and advance to the USER field.

USER

If you are assigning this gage to a specific USER, press “F1” and view the list of USERS. Press “ENTER” to advance to the TYPE field.

TYPE

If you started with a “W” number, this field should automatically fill. If it does not fill, it means that the “W” number did not have a TYPE assigned. If the field fill automatically, the interval of calibration listed below should automatically fill also. Press ENTER to advance to the REFERENCE AUTHORITY field.

REFERENCE AUTHORITY

If you started with a “W” number, this field should automatically fill. REFERENCE AUTHORITY is the organization that established the REFERENCE SPECIFICATION. If it does not fill, it means that the “W” number did not have a REFERENCE AUTHORITY assigned. Press ENTER to advance to the REFERENCE SPECIFICATION field.

REFERENCE SPECIFICATION

If you started with a “W” number, this field should automatically fill. If it does not fill, it means that the “W” number did not have a REFERENCE SPECIFICATION assigned. Press ENTER to advance to VERIFICATION PROCEDURE.

VERIFICATION PROCEDURE

Press “F1” to view list of VERIFICATION PROCEDURES. If an In-House Metrology Lab is going to verify the gages, there should be a complete list of VERIFICATION PROCEDURES entered and ready to be assigned.

If an outside Metrology Lab other than Winchester Industries, Inc. is to used to verify the gages, this Metrology Lab should have been setup in the Metrology Lab database and a VERIFICATION PROCEDURE defined in the VERIFICATION PROCEDURE database directing gages to be sent to this Metrology Lab.

Gage Tracker^Òcomes with the VERIFICATION PROCEDURE CP-1 pre-loaded. This VERIFICATION PROCEDURE simply directs all gages be sent to Winchester Industries, Inc. for verification. Because Winchester Industries, Inc. is AAR Certified to Calibrate gages, this is an expedient option.

Press ENTER to advance to NON-CONFORMANCE PROCEDURE.

NON-CONFORMANCE PROCEDURE

Gage Tracker^Òcomes with NON-CONFORMANCE PROCEDURE 1 pre-loaded. You should adopt this one NON-CONFORMANCE PROCEDURE for universal application. It calls for filling out a NON-CONFORMANCE ACTION REPORT. This procedure assures that the correct issues will be addressed and appropriate action taken. Press ENTER to advance to the VERIFICATION ORDER field.

VERIFICATION ORDER

Do not attempt to put anything in this field. If you are editing the information on a particular gage and it is listed on a verification order. The verification order number will be listed here. Press ENTER to advance to PLACED IN SERVICE field.

PLACED IN SERVICE

This entry defaults to the current date. If there is to be a delay before the gages are put back In-Service, enter the date that the gages will be placed In-Service. Great care must be taken to properly label with their In-Service date and a warning not to place In-Service before that date. You do not want an auditor to have the enjoyment of finding a gage being used before it’s In-Service date. Press ENTER to advance to CAL-INT field.

CAL-INT

The CAL-INT (Calibration Interval) field should be pre-loaded. If it is not or you don’t agree with the interval assigned, change it now. Press ENTER to advance to the RE-CALIBRATE field.

RE-CALIBRATE

Gage Tracker^Òautomatically calculates and fills this field. Press ENTER to advance to ENTER GAGE EVENT DATA field.

ENTER GAGE EVENT DATA

Gage Tracker^Òdefaults to N. If you want to make a dated journal entry for this gage, press Y and advance to the journal. Make your entry. When finished making entry, press CTRL-W to save entry. If you wish to exit and abandon the entry, press ESC and then Y.