Purpose
Learn how to:
- Create new equipment
- Create qualification documentation for equipment
Outcomes and Prerequisites
Expected Outcome
- Users are equipped to handle equipment in SimplerQMS
Prerequisites for all
- Must be logged in to SimplerQMS
- Must be a member of one of these ‘User Groups’ to view records:
- All internal and external users
- Must be a member of one of these ‘User Groups’ to create new records
- All Contributors
Prerequisites for creating Equipment
- Must be a member of one of these ‘User Groups’
- Manufacturing
Section 1: Creating Equipment Record – Initiator
To create Equipment Records, the initiator needs to be part of the Manufacturing User Group.
Step 1.1 – Create new equipment
There are multiple ways to create equipment in SimplerQMS:
- In the Create New section, on your Home page, click on Equipment.
2. Click on the Create (+) next to the Home tab and choose Equipment from the dropdown list
3. On the left side of the screen, expand Create and click on Equipment
A Metadata Card will pop up.
Step 1.2 – Fill out the metadata card
Part 1: Equipment Information
| Field name | Description | Note |
| Equipment Number* | The number of the equipment | It can be a serial number |
| Equipment Name* | The specific name of the equipment | |
| Site(s)* | The site(s) related to the equipment | |
| Department* | The department the equipment is related to | It can be multiple departments |
| Responsible Person* | The person who is responsible for the equipment management | |
| Customer* | Customer(s) related to the equipment | |
| Product Item* | Product(s) related to the equipment | |
| Attribute List 1* | Editable attribute list 1 related to equipment | Defined by the organization |
| Attribute List 2* | Editable attribute list 2 related to the equipment | Defined by the organization |
If you need to create a periodic calibration schedule for this equipment, then fill in these fields:
Part 2: Periodic Calibration Scheduling Values
| Field name | Description | Note |
| Period End Date* | The date when the periodic calibration scheduling ends | A notification is sent to the RP 3 days before the period end date of the equipment |
| Activation Date* | The date when the periodic calibration scheduling is activated | |
| Interval* | The interval that specifies how often the periodic qualification needs to take place |
Part 3: Intervals
| Field name | Description | Note |
| Time Unit* | The time unit for the periodic calibration interval | |
| Time to Complete* | How long it takes to complete the calibration | |
| Activation Time Unit* | The time unit for how long it takes to complete the calibration |
When you are done filling in the relevant fields, then click Create.
Section 2: Classifying the new equipment – Responsible Person
Select the new equipment you just created.
Under “State Transition” on the left side, you can pick
- “Quality-Critical” Equipment or
- “Standard” Equipment
- If this is a calibrated equipment, then click Quality-Critical in the Task Area under State Transition:
- The state should be “Pending Calibration”
- Calibration Status should be “Not Calibrated”
- Quality Category should be “Quality Critical”
- Refer to Section 3.
3. If this is Standard equipment, click Standard in the Task Area under State Transition.
a. Calibration Status should be “Not needed for standard equipment”
b. Quality Category should be “Standard”
4. Proceed to Section 4.
Section 3: Calibrating an Equipment – Responsible Person
Step 3.1 – Equipment Calibration
Complete this step to finish the equipment calibration.
Select the relevant equipment and click “Create Quality Document” under “Actions “on the left side of the screen
Search for the Equipment Calibration Template in the overview, which then pops up and select the template.
Click Next.
Step 3.2 – Completing Equipment Calibration
To complete the Equipment Calibration, you will need to back it up with a supporting document according on your organization’s procedure.
To directly link your Equipment to a Quality Document:
Stand on the Equipment and on the left side under the Actions; click on Quality Document.
Refer to the instructions from “Work Instruction: Managing Quality Documents” on how to work with Quality Documents.
After completing the quality document, go back to the equipment you are working on, click “Calibration Task Completed” in the Task Menu under the “State Transition” in the top left corner to complete the calibration task.
Enter your electronic signature and click Sign to complete Calibration Task.
Note: It is not possible to complete the calibration task if the scheduling values are empty.
Periodic Review
In the metadata card, a Periodic schedule for re-calibration is automatically populated. This means that the responsible person will be notified on the activation date for re-qualification.
The “Upcoming Dates” are based on the scheduling values as below:
This means that the responsible person will be notified on the activation date for re-qualification.
Section 4: Reviewing a Standard Equipment – Responsible Person
When a responsible person sends the equipment for review, Periodic Maintenance task will show up under the Recalibration/Review Schedule on a default settings as shown below:
Find the equipment that needs to be reviewed and click on “Send for Review”.
State should be “Pending Review” and the scheduling values can now be edited and set.
When the scheduling values are set to the desired figures, click on “Review Task Completed”
Enter your electronic signature and then click OK.
The state should now be “Review Task Completed”, and the next qualification dates have been set.
Note: The equipment review can be on the state of “Review Overdue!” when it is past the Period End Date. The responsible person will receive a notification 3 days before it goes on overdue. In this case, the review must be completed immediately by clicking on “Review Task Completed” and then enter the electronic signature.
Section 5: Recalibrating an Equipment – Responsible Person
In case the equipment changes status from being Calibrated Equipment, you can reclassify the equipment by following these steps:
- Search for the equipment and select the equipment
- In the Task Area click Reclassify Equipment.
3. In the Task Area choose Standard or Quality-Critical and go to Section 3.
Section 6: Making the equipment Not Current – Archived – Responsible Person
If the equipment is no longer used, it needs to be marked as Not Current – Archived.
Search for the equipment and select it.
In the Task Area under the “State Transition” on the left side of the screen click “Not Current – Archive”.
The equipment is now marked as Not Current – Archived and can no longer be related to documents, products etc.
If the equipment is to be used again, after it was marked obsolete, then:
Search for and select the equipment.
In the Task Area click Reactivate Equipment.
Section 7: Adding assignments to an Equipment – Responsible Person
When an assignment is created to an equipment, the person assigned to it will be notified to make updates or changes. The task to carry out is defined by the initiator of the assignment in the Assignment Description of the metadata card.
Search for the equipment and under Document Actions, click on “Create Equipment Assignment”.
For further instructions, refer to Work Instruction: Working with Assignments, Periodic Tasks and Reminder Rule.