Step by step calibration process in SAP S/4HANA
Let’s make it straight from the very beginning. SAP ERP, standard S/4HANA is not the perfect solution for Calibration related processes. There are other systems built specifically for this. However, it is still possible to plan and perform calibration in S/4HANA. Please have it in mind before implementing it. Happy reading.
1. What is calibration?
Calibration is the process of comparing and adjusting the accuracy of a measuring instrument or system to ensure it provides correct results. It involves testing the device against a known standard or reference to identify and correct any errors in measurement.
Example:
Imagine you have a scale to weigh items. Over time, it might drift and show slightly incorrect weights. To fix this, you compare its readings with a known weight (like a 1 kg standard weight) and adjust the scale so it reads exactly 1 kg when the weight is placed on it.
Why It’s Important:
Calibration ensures that measurements are reliable, consistent, and meet the required accuracy for tasks in science, industry, or everyday use.
Calibration process is often implemented in SAP, especially in industries where accurate measurement and compliance with standards are critical. These processes ensure that instruments and equipment remain accurate, reliable, and compliant with regulatory or operational standards. In coming minutes, you will understand how it works in SAP and what has to be set-up to have Calibration process in S/4HANA in place.
2. Are calibration and inspection process the same?
For SAP folks Calibration and Inspection may sounds the same. At some point, they are similar, but for sure they are not the same. Calibration ensures that measuring devices used during inspections are accurate. For example, a calibrated micrometer might be used to inspect the dimensions of a product. Calibration focuses on the tools used in measurements, while inspection focuses on the objects or systems being measured or evaluated.
Aspect |
Calibration |
Inspection |
|---|---|---|
| Objective | Accuracy of measurement devices | Condition or quality of items |
| Method | Comparison against a standard | Visual or physical checks, testing |
| Outcome | Adjustments or confirmation of accuracy | Pass/fail decision based on criteria |
| Frequency | Periodic (as per device requirements) | Often event-driven (e.g. before use, after production) |
3. Calibration process of Torque wrenches – real business case
Before I show you an overview of SAP steps, which are performed for Calibration – let’s understand the Business Case. Texas Workshop, a growing auto-repair shop in Texas specializing in car diagnostics and repairs, uses precision tools and equipment such as for example torque wrenches. They use it for tightening the lug nuts on a tire and want to make sure they are using the right amount of force. A torque wrench helps apply the precise torque (tightening force) to the lug nuts. However, like any tool, the wrench can lose its accuracy over time due to wear, usage, or even a drop. To ensure it’s working correctly, they need to calibrate it regularly.
How is the calibration of torque wrenches being performed?
- Gather Tools: Get a torque tester or calibration tool, and place the torque wrench on a stable surface.
- Set Torque: Set the torque wrench to a middle value (e.g., 50 Nm).
- Attach to Tester: Connect the wrench to the torque tester or calibration tool.
- Apply Torque: Slowly tighten the wrench until it clicks, and check the tester’s reading.
- Adjust if Needed: If the tester reading is off, adjust the wrench using the calibration screw or settings.
- Test Again: Repeat the process at different torque values (e.g., 25 Nm, 75 Nm) to ensure accuracy.
- Mark Calibration: Once accurate, mark the wrench with a calibration sticker or log the result
4. SAP S/4HANA – Calibration prerequisites
As I stated at the beginning of this article – Calibration processes can be performed in SAP. Planning, execution, reporting – this can be done in SAP S/4HANA. Of course, there are specific prerequisites, which have to be met. First of all – you need SAP PM/EAM and SAP Quality Management modules in place. It means, you need experience in both areas. Don’t worry – in QM you don’t need to be a huge expert, you don’t need to know everything in this area. In a nutshell, this is what you need from SAP Master Data and Configuration perspective to have Calibration processes in place:
- Equipment category for Measurement Equipment
- Equipment category for standards (PRT)
- Catalogs (QS41/QS42)
- Maintenance Plan Category for Calibration
- Inspection type 14
- Setup Results Recording Profiles
- Master Data: Characteristics
- Master Data: Equipment (PM)
- Master Data: Measuring Points / Characteristics for MIC
- Master Data: Master Inspection Characteristics (QM)
- Master Data: Task Lists for Calibrations (PM/QM)
- Master Data: Inspection Methods (QM)
- Master Data: Sampling Procedure (QM)
- Master Data: Maintenance Strategies (PM)
- Master Data: Maintenance Plans (PM)
5. Calibration process of Torque wrenches with SAP S/4HANA EAM and QM
Now we will replicate the above Business Case in SAP. Let’s say, the necessary master data and configuration is there. So what’s the process like?
1. Scheduling of Calibration Maintenance Plan.
The torque wrench is reflected in SAP as an Equipment. Maintenance planner defined, regular, monthly calibration has to be performed. Therefore, a maintenance plan has been created. The step is pretty much the same like for normal, preventive maintenance work. However, for Calibration specific setup of master data has to be done.
Task list, with reference to Equipment, Master Inspection Characteristics (MIC) and inspection point 300 is there. For the calibration, a standard instrument (torque tester) will be used. In SAP this one is reflected as PRT Equipment, which is then assigned to specific operation. The planner defined the scheduling parameters. The maintenance plan will be called by a background program once it’s due.
2. Generation of Calibration Work Order
Work Orders, with specific order type for Calibration are generated by SAP automatically. The main difference between regular maintenance order is so called Inspection Lot. This is a QM object, and it got created because in the task list we defined inspection point 300. Why do we need it? Because this is the place where we will enter calibration results.
3. Calibration execution and results recording
Once the order is released and dispatched to technicians, the calibration is physically done by them. The as found and as left results are then documented in SAP. Another fact – if you plan to use GUI for this part, it will be a cumbersome and irritating work for your technicians. The only proper approach here is, to have a mobile solution, whether it is Fiori application or a custom solution.
4. Usage Decision
If it was regular maintenance, that would be pretty much it. However for Calibration, there is another step required called Usage Decision.
Your technicians captured Calibration results, these are already in SAP. Now it’s time to decide, if the torque wrench can be used, or requires some adjustments. In some companies, the usage decision part is like an approval, 4-eyes principle. Calibration was done by technicians, but this step is done by a Manager or Supervisor.
5. Order review and closure
This part is the same, line in any other PM Work Order. The order gets reviewed by the Planner/Supervisor and can be technically closed. No rocket science here.
6. Summary
Is SAP the right system to plan, perform, and document calibration? If you ask me, I think SAP is definitely not the best system for these activities. There are other solutions like Blue Mountain RAM etc., which are tailored specifically to this part of business. Moreover, if your plan is to implement calibration related processes in SAP – you need a mobile solution here. Capturing results as found as left, scanning QR code of instruments, checking latest calibrations by technicians once they are on field – this is the must.
Key takeaways from this article:
- Calibration aint the same what Inspection
- However Calibration can be done in a form of a round, using Inspection Checklist functionalit
- Calibration involves QM module
- However if your Client needs a light version, they dont have GxP standards etc. its possible to perform Calibration without QM, with PM objects
- you need mobile solution on top, to support your technicians with on-field, user friendly solution for capturing and retrieving calibration data
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Cheers,
Dan
