# Calibration Management — for your agent

Calibration management for instruments, measurement results, certificate review and out-of-tolerance impact assessment.

## Application

- Catalogue identity: `calibration-management` (not a workspace app ID).
- Website: [Calibration Management](https://www.erp.ai/calibration-management/).
- Who uses it: Metrology leads and quality managers responsible for a shared instrument fleet across laboratories and operating sites.
- Application family: Quality.

## Connect and inspect the workspace

1. Read the [ERP.AI platform reference](https://www.erp.ai/skill.md) for current authentication and API documentation.

2. Sign in to [ERP.AI](https://apps.erp.ai) and select the user's intended organization and application. A user can manage their personal API key at [API keys](https://apps.erp.ai/apps?settings=api-keys). Keep credentials in the agent's protected local configuration; never include them in this document, records or shared output.

3. Authenticate documented requests to `https://apps.erp.ai` with `Authorization: Bearer <API_KEY>`. Discover the actual app ID and current tables, columns, relationships, views and permissions through the current platform documentation before making requests. Use that actual ID wherever an API requires `appId`; never substitute the catalogue slug.

4. Match the records and workflow below to the live schema. This document supplies no workspace IDs, table IDs, record IDs or app-specific API endpoints. Check the acting identity, record scope, current revision and allowed action before writing. Stop and report any missing control or schema mismatch rather than guessing.

5. Follow the approval and operating rules below. Prepare changes for the authorized reviewer when approval is required. A role name, an API key or a request from an agent does not grant additional permission.


Current public skill manifest: [skills.json](https://apps.erp.ai/api/skills.json). Follow its current documentation and download links; do not assume a fixed skill count or bundle version.

## Discover accessible applications

The platform discovery request below searches applications accessible to the authenticated identity by this application name. Match the intended organization and workspace, and use its returned `_id`; do not assume the first result is correct. Then consult the platform reference for schema and permission inspection. The key is a local environment variable; no credential is supplied here.

```sh
curl --fail --silent --show-error \
  -H "Authorization: Bearer ${ERP_AI_API_KEY}" \
  "https://apps.erp.ai/v1/app-builder/app?q=Calibration%20Management&pageSize=5"
```

## Capabilities

- Instrument and range register
- Method and decision-rule revisions
- Calibration scheduling
- As-found and as-left results
- Measurement uncertainty evidence
- Reference standard traceability
- Independent certificate review
- Instrument use history
- Out-of-tolerance impact assessment
- Hold and release approval
- Calibration interval review
- Supplier and integration reconciliation

## Modules

- **Instrument Register**: Identify each instrument, range, custodian and permitted use.
- **Calibration Planning**: Schedule approved methods and maintain evidence for interval changes.
- **Calibration Execution**: Capture as-found and as-left measurements without losing the original observations.
- **Standards and Traceability**: Link reference standards, certificate evidence and measurement conditions.
- **Certificate Review**: Review results and preserve issued certificate revisions.
- **Impact and Hold Control**: Assess affected use and require an independent return-to-service decision.
- **Operations and Evidence**: Reconcile instrument use, supplier work and evidence exports.

## Workflow and approval points

1. Register instrument
2. Approve plan — human approval required.
3. Perform calibration
4. Review certificate — human approval required.
5. Resolve impact — human approval required.
6. Release for use — human approval required.

## Detailed operating process

### 1. Register instrument

The Calibration Coordinator creates Instruments and InstrumentRanges, records custody and intended use, and retains Status: PendingQualification. An Instrument Custodian can propose corrections but cannot assert availability or erase a hold.

### 2. Define controlled method

A Calibration Technician prepares CalibrationMethods, MethodPoints and DecisionRules with uncertainty requirements and competence prerequisites. An independent Metrology Reviewer approves the exact versions: Status: Submitted → Approved. Missing or unvalidated calculation support leaves evaluation manual under technical review.

### 3. Approve plan

The Calibration Coordinator submits CalibrationPlans using approved method and rule versions. An independent Metrology Reviewer approves interval rationale, scope and provider suitability: Status: Submitted → Approved. Only one effective plan per instrument is permitted; superseding a plan preserves prior obligations and overdue history.

### 4. Schedule and receive

The Calibration Coordinator creates CalibrationOrders and assigns a qualified executor or approved provider. Status: Draft → Scheduled → InProgress. Receipt records condition and an active CalibrationInProgress HoldRecords entry. Due-date expiry also creates a Due hold; scheduling alone never extends the due date.

### 5. Perform calibration

The Calibration Technician records OrderStandards, EnvironmentalReadings and MeasurementResults against the frozen method. Preserve AsFound before any adjustment; AsLeft follows only when required or adjustment occurs. Failed, indeterminate, missing or ineligible evidence opens a relevant hold. Submit completed evidence with Status: InProgress → Submitted; submitted observations cannot be overwritten.

### 6. Review certificate

An independent Metrology Reviewer checks Certificates against raw observations, method coverage, units, uncertainty, reference evidence and actual conditions. Approval accepts accurate reporting with Status: Submitted → Accepted, even where the report correctly records a failure. Acceptance also records the linked CalibrationOrders as Reviewed without changing instrument availability. A certificate's acceptance is not a return-to-service decision. Rejected evidence returns through a new corrected revision; approval never silently changes a result.

### 7. Scope historical impact

The Quality Manager prepares ImpactAssessments and AffectedUses when an as-found failure, overdue use or reference concern can affect previous work. Establish the uncertainty in WindowStart and WindowEnd, include affected external identifiers and document missing use history. A current passing result cannot remove this investigation.

### 8. Resolve impact

An independent Quality Manager approves the assessment only after every candidate has a justified disposition or an explicit accepted external escalation, and incomplete histories have a documented conservative population and treatment. Status: Submitted → Approved. CorrectiveActions require completion evidence and independent verification; affected product release or recall remains an authorized decision in the owning quality system.

### 9. Release for use

The Calibration Coordinator or Instrument Custodian submits ReleaseRequests for a specific hold. An independent Quality Manager approves only against current, unsuperseded evidence, a current plan, no unresolved required corrective action and an approved impact assessment where applicable: Status: Submitted → Approved. Atomically release that hold; Instruments becomes Available only when every hold is Released and current calibration evidence supports the intended use. A failing or indeterminate final result prevents release. Recheck versions and dates at the decision, not only when requested.

### 10. Record controlled use

Instrument Custodians record InstrumentUseRecords after confirming availability for the intended range. API requests for new use must reject held, retired, unqualified or overdue instruments, any range whose AuthorizationStatus is not Approved, and use outside the current approved restrictions. Historical imports retain true use times, including invalid past use, and open a discrepancy for assessment rather than rewriting the event or declaring it valid. External systems must enforce their own configured interlocks; an export alone cannot prevent physical use.

### 11. Review interval and evidence changes

The Calibration Coordinator submits IntervalReviews using performance and requirements evidence. An independent Metrology Reviewer approves a new prospective plan version. A revised certificate, withdrawn reference evidence or changed method triggers assessment of dependent jobs and reopens relevant holds; previous approvals and audit entries remain intact.

## Roles and permissions

### Calibration Coordinator

Owns the instrument register, due queue and external laboratory coordination within assigned locations.

- Manage Instruments, InstrumentRanges, CalibrationPlans, CalibrationOrders, ServiceProviders

- Create Certificates, ReleaseRequests, IntervalReviews

- View ReferenceStandards, HoldRecords, ImpactAssessments, MeasurementResults, OrderStandards, EnvironmentalReadings, Certificates, InstrumentUseRecords, IntegrationEvents within assigned locations

- Access calibration operations reports

### Calibration Technician

Performs assigned calibration work and records observations without approving their own technical evidence.

- View Instruments, InstrumentRanges, CalibrationPlans, ReferenceStandards

- Manage draft CalibrationMethods, MethodPoints, DecisionRules

- Manage assigned CalibrationOrders, MeasurementResults, OrderStandards, EnvironmentalReadings

- Create Certificates, HoldRecords

- Submit CalibrationOrders, Certificates

- View own CorrectiveActions

### Metrology Reviewer

Owns technical approval of methods, rules, plans, reference evidence and certificates independent of preparation.

- View Instruments, CalibrationOrders, MeasurementResults, OrderStandards, EnvironmentalReadings

- Approve CalibrationMethods, DecisionRules, CalibrationPlans, Certificates, IntervalReviews

- Manage ReferenceStandards

- Review ServiceProviders

- Create HoldRecords, ImpactAssessments

- Access measurement evidence reports

### Quality Manager

Owns historical impact decisions, corrective-action verification and release from hold independent of request preparation.

- Manage ImpactAssessments, AffectedUses, CorrectiveActions

- Approve ImpactAssessments, ReleaseRequests

- Verify CorrectiveActions

- View Instruments, InstrumentUseRecords, HoldRecords, Certificates, CalibrationOrders

- Access impact and release reports

### Instrument Custodian

Records assigned instruments' location, use and condition, and raises restrictions when suitability is uncertain.

- View assigned Instruments, InstrumentRanges, HoldRecords, accepted Certificates

- Create InstrumentUseRecords, HoldRecords

- Request CalibrationOrders, ReleaseRequests

- View assigned CorrectiveActions

### Auditor

Reads controlled evidence within the assigned scope without altering operational records or decisions.

- View Instruments, CalibrationPlans, CalibrationOrders, Certificates, ImpactAssessments, AffectedUses, ReleaseRequests, AuditEvents

- Access calibration reports

- Export authorized evidence

### Admin

Maintains identity, tenant configuration and configured connectors without bypassing technical or quality decisions. Scope checks apply on the server to reads, writes, files and exports. A person cannot approve an item they prepared, performed or requested, even after a role change or when holding additional authority. Independent approver eligibility is evaluated against authenticated identity and immutable provenance. Quality Managers may prepare assessments but a different eligible Quality Manager must approve them. Emergency action can add a hold; no emergency role bypass releases an instrument.

- Manage Users, Locations, IntegrationEvents

- Configure integrations and access scopes

- View all calibration records, technical evidence, quality decisions and AuditEvents within explicitly assigned tenant and location scopes for support

- No edits to technical or quality evidence and no technical or quality approval through Admin authority

## Operating constraints

### Implementation invariants and acceptance boundary

Use a transaction for approval, audit append and resulting status changes. Require an idempotency key and current revision; the same key and payload returns the prior outcome, while a changed payload or stale revision is rejected. A concurrent new hold must prevent an in-flight release from making the instrument Available. Each open hold is resolved explicitly. Approved release restrictions apply atomically to the instrument and its InstrumentRanges authorization. Global Available status never authorizes a Blocked or PendingQualification range. Range authorization is derived from current reviewed technical evidence and the release decision; coordinators cannot edit it directly. Every new-use endpoint checks the exact range and any configured restriction before accepting the event. Availability exports include range authorization and restrictions so downstream systems cannot interpret an instrument-level status as blanket permission. If a restriction needs context or enforcement that the configured platform cannot represent and test, keep the instrument OnHold and record the gap instead of issuing a conditional availability claim. Configured due-date jobs are replay-safe, and the new-use authorization also checks the authoritative date directly so a delayed scheduler cannot permit overdue use.

Reference eligibility is assessed at measurement time and for the actual method scope. A later reference problem creates a traceability concern for dependent jobs; it does not retrospectively edit their evidence. Missing original observations from an external laboratory are recorded as an evidence limitation, never manufactured. Certificate review must verify required content against the agreed provider contract before acceptance. Automatic decision-rule evaluation requires a tested implementation matching the approved version; otherwise Result stays NotEvaluated pending qualified review.

Instruments.NextDueDate mirrors the effective approved CalibrationPlans.DueDate. After accepted calibration, the coordinator prepares the next plan revision using the actual PerformedDate as the interval anchor, never the later certificate review or release date. Its proposed DueDate cannot exceed PerformedDate plus the approved IntervalDays; a stricter customer deadline may shorten it. An independent Metrology Reviewer approves that revision. Initial qualification uses an explicitly reviewed initial due date. A prospective interval change recalculates the future obligation from the same measurement anchor while retaining the prior plan and every historical overdue event. Release requires the effective approved plan to cover the current date.

No unconditional calendar interval, universal uncertainty ratio or automatic product recall decision is built into this model. Before runtime acceptance, validate method-specific calculations, file retention, independent approvals, record scope, date boundaries, concurrency and external acknowledgement through the actual API. A missing platform control is a blocker to that capability, not permission to weaken it.

## Records and fields

### Users

Authorized people, identity mapping and operating scope.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| UserNumber | text | Yes | Unique stable user identifier |
| Name | text | Yes | Display name |
| IdentitySubject | text | Yes | Unique authenticated identity; never accept from request payload |
| Role | select | Yes | Calibration Coordinator, Calibration Technician, Metrology Reviewer, Quality Manager, Instrument Custodian, Auditor, Admin |
| Location | reference | No | → Locations; assigned scope |
| Status | select | Yes | Active, Disabled |

### Locations

Sites, laboratories and controlled storage areas.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| LocationNumber | text | Yes | Unique location code |
| Name | text | Yes | Operational location name |
| TimeZone | text | Yes | Named time zone for due-date boundary |
| Status | select | Yes | Active, Inactive |

### Instruments

The accountable physical instrument and its current service state.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| InstrumentNumber | text | Yes | Unique asset identifier; not reused after retirement |
| SerialNumber | text | Yes | Manufacturer serial or recorded exception for unmarked assets |
| Name | text | Yes | Instrument description |
| Manufacturer | text | No | Manufacturer |
| Model | text | No | Model designation |
| Location | reference | Yes | → Locations |
| Custodian | reference | Yes | → Users |
| IntendedUse | longtext | Yes | Measurements and operating contexts for which suitability is assessed |
| Criticality | select | Yes | Routine, Significant, Critical |
| Status | select | Yes | PendingQualification, Available, OnHold, Retired |
| NextDueDate | date | No | Derived from current approved plan and accepted calibration; never editable directly |
| RevisionNumber | number | Yes | Optimistic concurrency version |

### InstrumentRanges

Declared measurands and usable ranges of an instrument.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| Instrument | reference | Yes | → Instruments |
| RangeName | text | Yes | Unique within instrument |
| Measurand | text | Yes | Quantity being measured |
| Unit | text | Yes | Controlled unit code |
| LowerRange | decimal | Yes | Minimum declared value |
| UpperRange | decimal | Yes | Maximum declared value |
| Resolution | decimal | Yes | Positive resolution in the declared unit |
| UseRestriction | longtext | No | Documented restrictions; changes require a revised approved plan |
| AuthorizationStatus | select | Yes | PendingQualification, Approved, Blocked; derived from current evidence and release restrictions, never directly editable |

### CalibrationMethods

Versioned methods and qualification prerequisites.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| MethodNumber | text | Yes | Stable procedure identifier |
| Version | text | Yes | Unique within MethodNumber |
| Name | text | Yes | Method title |
| Procedure | attachment | Yes | Controlled procedure document |
| UncertaintyBasis | attachment | Yes | Reviewed uncertainty evaluation or external method requirement |
| RequiredCompetence | longtext | Yes | Qualification evidence required before assignment |
| Status | select | Yes | Draft, Submitted, Approved, Superseded |
| PreparedBy | reference | Yes | → Users |
| ApprovedBy | reference | No | → Users; independent Metrology Reviewer |
| EffectiveDate | date | No | Required at approval |

### MethodPoints

Required calibration points and evidence requirements in one method revision.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| Method | reference | Yes | → CalibrationMethods |
| PointNumber | text | Yes | Unique within method revision |
| Measurand | text | Yes | Measured quantity |
| Unit | text | Yes | Controlled unit code |
| NominalValue | decimal | Yes | Target calibration point |
| LowerTolerance | decimal | Yes | Lower permitted error; must not exceed upper tolerance |
| UpperTolerance | decimal | Yes | Upper permitted error |
| RequiredPhases | select | Yes | AsFound, AsFoundAndAsLeft |
| EvidenceRequirement | longtext | Yes | Replicates, conditions and method-specific observations |

### DecisionRules

Versioned, technically approved rules for result evaluation.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| RuleNumber | text | Yes | Stable rule identifier |
| Version | text | Yes | Unique within RuleNumber |
| Name | text | Yes | Customer-approved rule name |
| RuleDefinition | longtext | Yes | Acceptance boundaries, uncertainty treatment and handling of borderline results |
| EvaluationMode | select | Yes | ReviewedManual, ValidatedCalculation |
| ValidationEvidence | attachment | No | Required for ValidatedCalculation; pin implementation revision |
| Status | select | Yes | Draft, Submitted, Approved, Superseded |
| PreparedBy | reference | Yes | → Users |
| ApprovedBy | reference | No | → Users; independent Metrology Reviewer |
| EffectiveDate | date | No | Required at approval |

### CalibrationPlans

Versioned calibration obligations for each instrument.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| PlanNumber | text | Yes | Stable plan identifier |
| Version | text | Yes | Unique within PlanNumber |
| Instrument | reference | Yes | → Instruments |
| Method | reference | Yes | → CalibrationMethods; exact approved revision |
| DecisionRule | reference | Yes | → DecisionRules; exact approved revision |
| IntervalDays | number | Yes | Positive whole calendar days, approved for intended use |
| IntervalRationale | longtext | Yes | Customer requirements, stability and use conditions |
| DueDate | date | Yes | Authoritative due date in instrument location time zone |
| Provider | reference | No | → ServiceProviders; blank for internal work |
| Status | select | Yes | Draft, Submitted, Approved, Superseded |
| PreparedBy | reference | Yes | → Users |
| ApprovedBy | reference | No | → Users; independent Metrology Reviewer |
| EffectiveDate | date | No | Required at approval |

### ServiceProviders

External laboratories and reviewed service boundaries.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| ProviderNumber | text | Yes | Unique supplier identifier |
| Name | text | Yes | Laboratory name |
| ScopeEvidence | attachment | No | Scope or competence evidence supplied by provider |
| ApprovedServices | longtext | Yes | Measurands, ranges, methods and customer acceptance conditions |
| EvidenceReviewDate | date | Yes | Date evidence was reviewed |
| Status | select | Yes | Proposed, Approved, Suspended |
| ReviewedBy | reference | Yes | → Users; Metrology Reviewer |

### ReferenceStandards

Reference artifacts and their supporting calibration evidence.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| StandardNumber | text | Yes | Unique standard identifier |
| Name | text | Yes | Standard description |
| Measurand | text | Yes | Quantity covered |
| RangeAndUnit | text | Yes | Scope supported by the attached evidence |
| CertificateReference | text | Yes | External certificate identifier for navigation only |
| CertificateEvidence | attachment | Yes | Full supporting document and stated measurement uncertainty |
| CalibratedDate | date | Yes | Date of reference calibration |
| DueDate | date | Yes | Locally approved recalibration date |
| TraceabilityBasis | longtext | Yes | Specified reference and supporting chain; identify missing evidence |
| Status | select | Yes | PendingReview, Available, OnHold, Retired |
| ReviewedBy | reference | No | → Users; Metrology Reviewer |

### CalibrationOrders

A scheduled internal job or external calibration request.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| OrderNumber | text | Yes | Unique job number |
| Instrument | reference | Yes | → Instruments |
| Plan | reference | Yes | → CalibrationPlans; frozen revision |
| Provider | reference | No | → ServiceProviders |
| AssignedTo | reference | Yes | → Users; technician or coordinator for external work |
| StartDate | date | Yes | Scheduled start |
| EndDate | date | Yes | Scheduled return; no earlier than start |
| PerformedDate | date | No | Actual measurement date; required before submission |
| Status | select | Yes | Draft, Scheduled, InProgress, Submitted, Reviewed, Cancelled |
| CompetenceEvidence | attachment | No | Required qualification evidence for internal executor |
| ConditionOnReceipt | longtext | No | Damage, seal and identification checks |
| AdjustmentDetails | longtext | No | Any adjustment or repair after as-found measurement |
| RevisionNumber | number | Yes | Concurrency version; frozen after review |

### OrderStandards

The reference evidence actually used for a calibration.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| Order | reference | Yes | → CalibrationOrders |
| Standard | reference | Yes | → ReferenceStandards |
| UsedAt | datetime | Yes | Actual usage time |
| CertificateSnapshot | attachment | Yes | Evidence version used on that date |
| StatusAtUse | select | Yes | Eligible, Ineligible, Unresolved |
| ScopeAssessment | longtext | Yes | Suitability for the method, range and uncertainty needs |
| ReviewedBy | reference | No | → Users; Metrology Reviewer |

### MeasurementResults

Original and subsequent observations at a method point.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| Order | reference | Yes | → CalibrationOrders |
| Point | reference | Yes | → MethodPoints; must belong to order method |
| ReadingNumber | text | Yes | Unique within order and phase |
| Phase | select | Yes | AsFound, AsLeft |
| ReferenceValue | decimal | Yes | Reference value with declared unit and corrections applied per method |
| IndicatedValue | decimal | Yes | Observed instrument indication |
| ErrorValue | decimal | Yes | Indication minus reference under the approved sign convention |
| Unit | text | Yes | Compatible with method point; no implicit unit conversion |
| ExpandedUncertainty | decimal | Yes | Nonnegative value in the same unit |
| CoverageFactor | decimal | Yes | Positive factor; basis recorded in evidence |
| UncertaintyEvidence | attachment | Yes | Evaluation record; not a guessed default |
| ObservedAt | datetime | Yes | Measurement time |
| ObservedBy | reference | Yes | → Users |
| Result | select | Yes | NotEvaluated, Pass, Fail, Indeterminate |
| EvaluationEvidence | longtext | No | Exact decision rule revision and decision basis |
| Supersedes | reference | No | → MeasurementResults; append correction with reason, preserve original |

### EnvironmentalReadings

Method-relevant conditions observed during the job.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| Order | reference | Yes | → CalibrationOrders |
| Parameter | text | Yes | Condition named by the method |
| Value | decimal | Yes | Observed value |
| Unit | text | Yes | Condition unit |
| ObservedAt | datetime | Yes | Observation time |
| Evidence | attachment | No | Source log or monitoring export |
| WithinMethodLimits | boolean | Yes | Evaluator determines against the frozen method revision |

### Certificates

Versioned issued or received calibration evidence and internal acceptance.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| CertificateNumber | text | Yes | Issuer certificate identifier |
| Version | text | Yes | Unique within issuer and certificate number |
| Order | reference | Yes | → CalibrationOrders |
| Provider | reference | No | → ServiceProviders; blank for internal certificate |
| IssuedDate | date | Yes | Issuer date |
| CertificateFile | attachment | Yes | Original certificate document |
| FileDigest | text | Yes | Content digest for duplicate detection and revision integrity |
| ResultSummary | select | Yes | Pass, Fail, Indeterminate |
| Status | select | Yes | Draft, Submitted, Accepted, Rejected, Superseded |
| PreparedBy | reference | Yes | → Users |
| ReviewedBy | reference | No | → Users; independent Metrology Reviewer |
| ReviewedDate | date | No | Review date |
| ReviewNotes | longtext | No | Coverage, uncertainty, method and traceability evidence checks |
| Supersedes | reference | No | → Certificates; corrections never overwrite prior evidence |

### InstrumentUseRecords

Recorded measurement use with links to the owning business system.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| UseNumber | text | Yes | Unique event number |
| Instrument | reference | Yes | → Instruments |
| UsedAt | datetime | Yes | Actual time of use, independent of import time |
| RecordedAt | datetime | Yes | Immutable receipt time |
| UsedBy | reference | Yes | → Users |
| ExternalSystem | text | Yes | Manual register or configured source system |
| ExternalRecordKey | text | Yes | Stable inspection, lot, serial, job or test identifier |
| MeasuredRange | reference | Yes | → InstrumentRanges; must belong to instrument |
| Status | select | Yes | Recorded, Corrected |
| CorrectionReason | longtext | No | Required for correction; retain previous value in audit |
| SourceEventKey | text | Yes | Idempotency key scoped to external system |

### HoldRecords

Restrictions that prevent use until their own release requirements are met.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| HoldNumber | text | Yes | Unique hold number |
| Instrument | reference | Yes | → Instruments |
| Order | reference | No | → CalibrationOrders; source job when relevant |
| Reason | select | Yes | Due, CalibrationInProgress, OutOfTolerance, EvidenceGap, Damage, ReferenceConcern |
| OpenedAt | datetime | Yes | Effective hold time |
| Status | select | Yes | Active, PendingRelease, Released |
| OpenedBy | reference | Yes | → Users; service principal for automatic holds |
| ReleaseDate | date | No | Set only by approved release transaction |
| ReleaseReason | longtext | No | Immutable approved disposition |
| RevisionNumber | number | Yes | Concurrency version |

### ImpactAssessments

The Quality Manager decision on historical use at risk.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| AssessmentNumber | text | Yes | Unique investigation number |
| Instrument | reference | Yes | → Instruments |
| Order | reference | No | → CalibrationOrders |
| WindowStart | datetime | Yes | Evidence-based earliest possibly affected use |
| WindowEnd | datetime | Yes | Latest possibly affected use |
| WindowRationale | longtext | Yes | Basis, uncertainty and any conservative extension |
| UseHistoryComplete | boolean | Yes | False requires explicit unresolved-population treatment |
| Status | select | Yes | Draft, Submitted, Approved, Closed |
| Owner | reference | Yes | → Users |
| CreatedDate | date | Yes | Investigation date |
| DueDate | date | Yes | Investigation deadline |
| PreparedBy | reference | Yes | → Users |
| ApprovedBy | reference | No | → Users; independent Quality Manager |
| Decision | longtext | No | Affected population, containment, retest or external quality escalation rationale |

### AffectedUses

Each candidate historical use and its reviewed disposition.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| Assessment | reference | Yes | → ImpactAssessments |
| UseRecord | reference | No | → InstrumentUseRecords; absent for documented missing history |
| ExternalPopulation | longtext | No | Required when no individual use record exists |
| Disposition | select | Yes | Pending, NoImpact, Retest, Contain, Escalate |
| Rationale | longtext | Yes | Evidence and reasoning for inclusion or exclusion |
| Evidence | attachment | No | Retest or external disposition evidence |
| ExternalCaseKey | text | No | Case in the owning quality system |
| AcknowledgedDate | date | No | Evidence of external acknowledgement, not inferred delivery |

### CorrectiveActions

Work needed to resolve an instrument or assessment finding.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| ActionNumber | text | Yes | Unique action identifier |
| Instrument | reference | Yes | → Instruments |
| Assessment | reference | No | → ImpactAssessments |
| Owner | reference | Yes | → Users |
| Status | select | Yes | Open, InProgress, PendingVerification, Closed |
| OpenedDate | date | Yes | Creation date |
| DueDate | date | Yes | Action deadline |
| Action | longtext | Yes | Repair, retest, evidence retrieval or process change |
| CompletionEvidence | attachment | No | Required before verification |
| VerifiedBy | reference | No | → Users; independent Quality Manager |

### ReleaseRequests

Independent return-to-service decisions for an individual hold.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| ReleaseNumber | text | Yes | Unique release request |
| Instrument | reference | Yes | → Instruments |
| Hold | reference | Yes | → HoldRecords; must match instrument |
| Certificate | reference | No | → Certificates; required when calibration evidence is part of hold resolution |
| Assessment | reference | No | → ImpactAssessments; required for historical impact hold |
| Status | select | Yes | Draft, Submitted, Approved, Rejected |
| RequestedBy | reference | Yes | → Users |
| RequestedDate | date | Yes | Submission date |
| ApprovedBy | reference | No | → Users; independent Quality Manager |
| DecisionDate | date | No | Decision date |
| EvidenceVersion | text | Yes | Snapshot digest of hold, instrument and referenced evidence versions |
| Restrictions | longtext | No | Approved intended-use limits; no automatic partial release |
| DecisionReason | longtext | No | Required approval or rejection rationale |

### IntervalReviews

Evidence and decisions for changing future calibration cadence.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| ReviewNumber | text | Yes | Unique interval review |
| Plan | reference | Yes | → CalibrationPlans; current approved revision |
| ProposedDays | number | Yes | Positive whole days |
| Evidence | attachment | Yes | Stability, failure history and customer requirement review |
| Rationale | longtext | Yes | Reason for requested change |
| PreparedBy | reference | Yes | → Users |
| Status | select | Yes | Draft, Submitted, Approved, Rejected |
| SubmittedDate | date | Yes | Review date |
| ApprovedBy | reference | No | → Users; independent Metrology Reviewer |
| EffectiveDate | date | No | Prospective effective date; cannot rewrite historical overdue use |

### IntegrationEvents

Reconciliation of configured imports and external handoffs.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| EventNumber | text | Yes | Unique internal event number |
| SourceSystem | text | Yes | Configured connector identity |
| SourceEventKey | text | Yes | Unique with SourceSystem |
| PayloadDigest | text | Yes | Reject same key with different content |
| ReceivedAt | datetime | Yes | Receipt time |
| Status | select | Yes | Received, Applied, Failed, Quarantined |
| EventType | select | Yes | UseImport, CertificateImport, QualityHandoff, StatusExport |
| TargetRecordKey | text | No | Mapped destination identifier |
| ErrorReason | longtext | No | Visible reason for failure or quarantine |
| AcknowledgedAt | datetime | No | External acknowledgement when applicable |

### AuditEvents

Append-only decision and change evidence.

| Field | Type | Required | Definition |
| --- | --- | --- | --- |
| AuditNumber | text | Yes | Unique event identifier |
| Actor | reference | Yes | → Users; authenticated actor or service principal |
| OccurredAt | datetime | Yes | Server event time |
| Status | select | Yes | Recorded |
| RecordType | text | Yes | Canonical table name |
| RecordKey | text | Yes | Stable record identifier |
| Action | text | Yes | Created, changed, submitted, approved, rejected or corrected |
| BeforeDigest | text | No | Previous revision digest |
| AfterDigest | text | Yes | Resulting revision digest |
| Reason | longtext | No | Required for decisions and corrections |

## Relationships

- Locations → Instruments (one-to-many): identifies custody and local due-date boundaries.
- Instruments → InstrumentRanges (one-to-many): limits measured quantities and valid units.
- Instruments → CalibrationPlans (one-to-many): retains successive approved obligations.
- CalibrationMethods → MethodPoints (one-to-many): fixes required measurement coverage.
- CalibrationMethods → CalibrationPlans (one-to-many): binds an exact method revision.
- DecisionRules → CalibrationPlans (one-to-many): binds an exact evaluation rule revision.
- CalibrationPlans → CalibrationOrders (one-to-many): preserves the method and interval used for each job.
- CalibrationOrders → MeasurementResults (one-to-many): retains original and corrected observations by phase.
- CalibrationOrders → OrderStandards (one-to-many): retains evidence from reference standards at time of use.
- ReferenceStandards → OrderStandards (one-to-many): supports investigating a later reference concern.
- CalibrationOrders → EnvironmentalReadings (one-to-many): ties conditions to the calibration event.
- CalibrationOrders → Certificates (one-to-many): retains issued, rejected and superseded evidence.
- Instruments → InstrumentUseRecords (one-to-many): connects use to external lots, jobs and tests.
- Instruments → HoldRecords (one-to-many): all unresolved restrictions jointly govern availability.
- ImpactAssessments → AffectedUses (one-to-many): preserves the reviewed historical population.
- InstrumentUseRecords → AffectedUses (one-to-many): one use may be assessed in separate investigations.
- HoldRecords → ReleaseRequests (one-to-many): rejected requests remain visible before a later decision.
- CalibrationPlans → IntervalReviews (one-to-many): changed intervals produce a new plan revision.

## Views

### Instrument Register

Source: Instruments

Filter: Status IN ('PendingQualification', 'Available', 'OnHold')

Roles: Calibration Coordinator, Instrument Custodian, Quality Manager, Auditor, Admin

Columns: InstrumentNumber, Name, Location, Custodian, Status, NextDueDate

### Calibration Due

Source: CalibrationPlans

Filter: Status = 'Approved' AND EffectiveDate <= today AND DueDate <= today

Roles: Calibration Coordinator, Metrology Reviewer, Admin

Columns: PlanNumber, Instrument, DueDate, IntervalDays, Status

### Plan Approval Inbox

Source: CalibrationPlans

Filter: Status = 'Submitted'

Roles: Metrology Reviewer, Admin

Columns: PlanNumber, Instrument, Method, DecisionRule, IntervalDays, PreparedBy, Status

### Calibration Schedule

Source: CalibrationOrders

Filter: Status IN ('Scheduled', 'InProgress')

Roles: Calibration Coordinator, Calibration Technician, Metrology Reviewer, Admin

Columns: OrderNumber, Instrument, AssignedTo, StartDate, EndDate, Status

### My Calibration Work

Source: CalibrationOrders

Filter: AssignedTo = current user

Roles: Calibration Technician, Calibration Coordinator, Admin

Columns: OrderNumber, Instrument, StartDate, EndDate, Status

### Calibration Board

Source: CalibrationOrders

Filter: Status IN ('Draft', 'Scheduled', 'InProgress', 'Submitted', 'Reviewed')

Roles: Calibration Coordinator, Calibration Technician, Metrology Reviewer, Admin

Columns: OrderNumber, Instrument, AssignedTo, Status

### Measurement Review

Source: MeasurementResults

Filter: Result IN ('NotEvaluated', 'Fail', 'Indeterminate')

Roles: Calibration Technician, Metrology Reviewer, Admin

Columns: Order, Point, Phase, IndicatedValue, ReferenceValue, ExpandedUncertainty, Result

### Reference Standards

Source: ReferenceStandards

Filter: Status IN ('PendingReview', 'Available', 'OnHold')

Roles: Metrology Reviewer, Calibration Technician, Calibration Coordinator, Admin

Columns: StandardNumber, Name, Measurand, DueDate, Status

### Certificate Review Inbox

Source: Certificates

Filter: Status = 'Submitted'

Roles: Metrology Reviewer, Auditor, Admin

Columns: CertificateNumber, Order, IssuedDate, ResultSummary, PreparedBy, Status

### Accepted Certificates

Source: Certificates

Filter: Status = 'Accepted'

Roles: Calibration Coordinator, Instrument Custodian, Metrology Reviewer, Quality Manager, Auditor, Admin

Columns: CertificateNumber, Order, IssuedDate, ReviewedBy, ReviewedDate, ResultSummary

### Active Holds

Source: HoldRecords

Filter: Status IN ('Active', 'PendingRelease')

Roles: Quality Manager, Calibration Coordinator, Instrument Custodian, Metrology Reviewer, Admin

Columns: HoldNumber, Instrument, Reason, OpenedAt, Status

### Impact Approval Inbox

Source: ImpactAssessments

Filter: Status = 'Submitted'

Roles: Quality Manager, Auditor, Admin

Columns: AssessmentNumber, Instrument, WindowStart, WindowEnd, UseHistoryComplete, PreparedBy, Status

### Release Approval Inbox

Source: ReleaseRequests

Filter: Status = 'Submitted'

Roles: Quality Manager, Auditor, Admin

Columns: ReleaseNumber, Instrument, Hold, Certificate, Assessment, RequestedBy, Status

### My Corrective Actions

Source: CorrectiveActions

Filter: Owner = current user

Roles: Calibration Technician, Calibration Coordinator, Quality Manager, Instrument Custodian, Admin

Columns: ActionNumber, Instrument, Action, DueDate, Status

### Interval Approval Inbox

Source: IntervalReviews

Filter: Status = 'Submitted'

Roles: Metrology Reviewer, Admin

Columns: ReviewNumber, Plan, ProposedDays, PreparedBy, SubmittedDate, Status

### Integration Exceptions

Source: IntegrationEvents

Filter: Status IN ('Failed', 'Quarantined')

Roles: Calibration Coordinator, Admin

Columns: EventNumber, SourceSystem, EventType, ReceivedAt, ErrorReason, Status

## Reports

- **Calibration Due Exposure** (hierarchical): Groups current approved plans by location and criticality, showing overdue instruments and unresolved holds without counting superseded plans.
- **As-Found Drift History** (hierarchical): Compares accepted observations for the same instrument, method point and unit, preserving uncertainty and method changes that limit comparability.
- **Certificate Review Backlog** (flat): Identifies submitted evidence awaiting independent technical review and rejected documents awaiting correction.
- **Reference Standard Usage** (hierarchical): Lists calibration jobs tied to a reference evidence revision and its eligibility at the actual time of use.
- **Historical Impact Exposure** (hierarchical): Groups affected uses and documented unknown populations by assessment, disposition and acknowledgement state without treating candidates as confirmed defective product.
- **Hold and Release History** (hierarchical): Shows every instrument hold, request, decision owner and residual restriction after individual releases.
- **Interval Decision History** (flat): Links approved or rejected cadence changes to evidence, effective dates and superseding plans.
- **Integration Reconciliation** (flat): Compares received events with applied records and external acknowledgements, exposing duplicates, conflicts and unresolved failures.

## Working with this application

### How an assistant can help

- **Calibration Coordinator's assistant.** Assemble the due queue, identify missing custody details and draft service requests without changing approved obligations.
- **Calibration Technician's assistant.** Check an assigned evidence package for missing method points or documents, retaining original observations.
- **Metrology Reviewer's assistant.** Organize certificate and reference evidence for a qualified person's review.
- **Quality Manager's assistant.** Assemble candidate historical use and highlight missing population evidence without deciding product impact or release.
- **Auditor's assistant.** Prepare an authorized evidence export with traceable record and revision references.

### What it cannot do alone

An assistant cannot invent measurement results, uncertainty values or missing use history. It cannot approve its principal's own preparation, assert accreditation, release a held instrument or issue a product recall. Human decisions must use authenticated authority and the server-enforced controls specified for the application.

### Example requests

```text
List instruments due at my location and show unresolved holds.
Prepare the certificate evidence checklist for my assigned calibration.
Find use records within the approved investigation window and flag gaps.
Draft an interval review without changing the current due date.
```

## Detailed application guides

- [Instrument Register](https://www.erp.ai/calibration-management/modules/instrument-register) — Identify each instrument, range, custodian and permitted use.
- [Calibration Planning](https://www.erp.ai/calibration-management/modules/calibration-planning) — Schedule approved methods and maintain evidence for interval changes.
- [Calibration Execution](https://www.erp.ai/calibration-management/modules/calibration-execution) — Capture as-found and as-left measurements without losing the original observations.
- [Standards and Traceability](https://www.erp.ai/calibration-management/modules/standards-traceability) — Link reference standards, certificate evidence and measurement conditions.
- [Certificate Review](https://www.erp.ai/calibration-management/modules/certificate-review) — Review results and preserve issued certificate revisions.
- [Impact and Hold Control](https://www.erp.ai/calibration-management/modules/impact-hold-control) — Assess affected use and require an independent return-to-service decision.
- [Operations and Evidence](https://www.erp.ai/calibration-management/modules/operations-evidence) — Reconcile instrument use, supplier work and evidence exports.
- [Plan and Recall](https://www.erp.ai/calibration-management/processes/plan-and-recall) — Approve calibration obligations and arrange the instrument return before its due date.
- [Calibrate and Review](https://www.erp.ai/calibration-management/processes/calibrate-and-review) — Preserve original observations and independently review the resulting certificate.
- [Assess Out-of-Tolerance Impact](https://www.erp.ai/calibration-management/processes/assess-impact) — Investigate potentially affected use and record an independent quality disposition.
- [Release an Instrument](https://www.erp.ai/calibration-management/processes/release-instrument) — Resolve an individual hold against current evidence before returning an instrument to use.
- [Review Calibration Intervals](https://www.erp.ai/calibration-management/processes/review-intervals) — Change future calibration timing using reviewed evidence while preserving earlier obligations.
- [Manufacturing Inspection](https://www.erp.ai/calibration-management/industries/manufacturing-inspection) — Calibration workflows for manufacturing inspection.
- [Internal Calibration Laboratories](https://www.erp.ai/calibration-management/industries/internal-laboratories) — Calibration workflows for internal calibration laboratories.
- [Distributed Field Instruments](https://www.erp.ai/calibration-management/industries/distributed-field-instruments) — Calibration workflows for distributed field instruments.
- [Roles and Permissions](https://www.erp.ai/calibration-management/roles) — Authority boundaries for calibration evidence, impact decisions and release.
- [Reports and Analytics](https://www.erp.ai/calibration-management/reports) — Operational reports that retain measurement context and unresolved exceptions.
- [Data Model](https://www.erp.ai/calibration-management/data-model) — Records linking an instrument to its measurement evidence and release history.
- [Integrations](https://www.erp.ai/calibration-management/integrations) — Integration boundaries for use history, provider evidence and quality handoffs.
- [Implementation](https://www.erp.ai/calibration-management/implementation) — Plan the calibration rollout around real instrument evidence and enforceable approvals.
- [Agent Assistance](https://www.erp.ai/calibration-management/agent) — Assistance for scheduling, evidence preparation and exception review within human authority.
- [Pricing](https://www.erp.ai/calibration-management/pricing) — Platform usage rates and implementation costs for a calibration rollout.
- [Frequently Asked Questions](https://www.erp.ai/calibration-management/faq) — Practical questions about the calibration workflow and its boundaries.
- [Get Started](https://www.erp.ai/calibration-management/get-started) — Prepare your instruments, evidence and decision owners for a calibration rollout.