Gage Tracking system - Any ideas on a numbering scheme?

G

Graeme

#11
Keep it simple, low cost, low tech

If you want to get a computer application, there are easily a hundred or more excellent ones. Quality Digest does a review of them every year or so; a search of articles or buyers guides in their web site may be useful.

If you are using a manual system (or a computer spreadsheet, which amounts to the same thing) then why not try this:
· Estimate how many tools and gages you have now, and how many more you will buy in five years. Add them and multiply by 10 - that will give you an idea of how many digits to use.
o Example: if you have 150 now and may add 200 more over five years, (150+200)*10=3500 which means to use four digits for the numbering system.
· Start listing the tools in whatever random order you pick them up.
· Assign the first one the number 0001. Assign the second one the number 0002.
· And so on.
That will give you a system that is good for 9,999 items ... but you will be able to justify a computer system (and screaming for one) long before you get to that many.

Actually it doesn't matter what identification system you use, as long as
· everyone in your company (who needs to) knows what it is and how to use it,
· it is applied consistently,
· the system ensures that every tool has a unique identification,
· identifications are never ever re-used.
Also, the identification doesn't have to be a number, but numbers and/or letters are the easiest way to make sure each identification symbol is unique and easy to interpret.

When recording data, you will need at least the manufacturer, model, options (if any), description, and serial number; as well as anything else your company requires. If the tool does not have a serial number (lots of them don't), then use your identification number instead. You will probably find it useful to also record the date it was placed in service, the date the warranty expires, and the purchase cost. (Yes, that data is probably in the accounting record, but that is not always available when and where you need the data.) When you dispose of a tool, record the date and reason, but do not delete or throw away the record. And again, never re-use the identification number, because that is the "unique identification" that should only ever refer to one physical item.

By the way, calibration dates do not belong in this list. You need a separate list for calibration dates because each calibration has to have a separate entry. That is so you can easily look up the history of each tool.
 
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Hershal

Metrologist-Auditor
Staff member
Super Moderator
#12
Excellent Excellent reply Graeme.

Simple is good.

Let's get real, simple systems are more likely to be used by internal customers, complex system are far less likely to be used.

A more complex system that includes departments and shops and whatever - RUNNING IN THE BACKGROUND - is invisible and is OK and good for the billing kinds of things.....your customers (internal) are more likely to use a simple system.

Hershal
 
J

jane_ackerman - 2010

#13
I have a different way of numbering my gages. They way I do it, I can tell by the gage ID what it is, what it's used for and where it is.
My software has a separate place for Serial Numbers, so if the gage has a serial number, then I use it in the appropriate field. If not, the Gage ID and Serial Numbers become one in the same.

Example:
If I have a Plug Gage that measures Ream Ddiameter at our machine DMG 1, my gage ID is then PG-RD-D1 (Plug Gage - Ream Diameter - DMG 1)
If I have a Micrometer at machine LU 6,then my gage ID is MIC-LU6
A Bench Center that measures Journal Run Out for V8 Left hand parts, has gage ID BC-JRO-V8L
You get the idea.
 
B

barbt

#14
employee identification number

We have a very simple method for our tools, of which we have hundreds.

We run a tool and die shop, use a gage tracking software, but have the following simple and expandable numbering system.

Employee' s ID number (always unique to them) plus 4 digits
ie 3200-0001, 3200-0002 etc. for personally owned but certified and qualified tools

company owned Production gages - 1001-0001 etc
company owned Inspection gages -1002-0001 etc.

easy to maintain, and when an employee leaves, it's so easy to retire the numbers

barb
 

Cari Spears

Super Moderator
Staff member
Super Moderator
#15
Ours is similar, barbt. We use the employee's initials and then three digits (assigned sequentially). For company owned we use TCI then three digits.

So my own calipers are gage # CJS-001.

This was in place before I started - so far we have not run into anyone who owns tools with the exact same three initials, but there are two ladies up front that are both CAJ - so it could happen. I like the use of the employee's number better.:agree1:
 
H

Hoeyster

#16
jane_ackerman said:
I have a different way of numbering my gages. They way I do it, I can tell by the gage ID what it is, what it's used for and where it is.
My software has a separate place for Serial Numbers, so if the gage has a serial number, then I use it in the appropriate field. If not, the Gage ID and Serial Numbers become one in the same.

Example:
If I have a Plug Gage that measures Ream Ddiameter at our machine DMG 1, my gage ID is then PG-RD-D1 (Plug Gage - Ream Diameter - DMG 1)
If I have a Micrometer at machine LU 6,then my gage ID is MIC-LU6
A Bench Center that measures Journal Run Out for V8 Left hand parts, has gage ID BC-JRO-V8L
You get the idea.
So your gage ID changes everytime you issue it to a different job?
I'm thinking along the same lines as you are, I want to know what kind of gage it is just by looking at the identification number.
I also like the idea of the employee number for employee gages. I could give my compay a standard number and everything would bounce off of that for company tools.
Great information, thank you all
 
J

jane_ackerman - 2010

#17
I use a similar employee method as barbt.
I start off with the employee's clock #, then an identifier for the gage type. If they have more than one of that particular type, then I add a -01, -02 etc to the end. So, for mics, it would be 337-MIC-01, 337-MIC-02 etc.

I've been here 5 yrs and one line is moving for the first time... going from the V8 side to the V6 side of the plant... so re-assigning a number has not been an issue because those gages will move with the machines.

Here's another thing I do that I forgot to mention the first time...
I have 2 of every gage for each station. One set ends in -A, the other set ends in -B.
While set A is being used, set B is in the lab waiting to go out. When set A is due for calibration, I do a complete swap with set B (we have numerous stations with the exact same gages (12 in some cases), so this saves me a lot of time from swapping one set, calibrating, swapping another set, calibrating etc.).
I make all the swaps in one day.
Doing it this way, my calibrations go much faster - especially for plugs - since I only have to set up my bench mic (with an amplifier) one time for each pin diameter.

This may not be cost effective for some companies though, since you are actually doubling up on gages.
 
Last edited by a moderator:
D

DON-K

#18
Tool ID Codes

Hoeyster said:
That sounds like a good idea. If and when my company ever gets an inventory number I will look into that. I'm at a very small mom and pop shop who think they want to be certified. Well their major customer is flowing down the requirement so they have to do it. At first they were very enthusiastic but when they found out what they have to do they fight it tooth and nail every step of the way. Whatever I try to do I have to convince them it's per the standard, but I'm sure that's typical of small shops. It's a challenge let me tell you, there are days I think of just throwing in the towel and giving up.

Thx for you input.
I would say the simplest and cheapest approach would be to set up a Database (like Microsoft Access) and use it to generate a "Control" number which would be used as the Primary Key. This database would also include the specifics for each tool (Manuf, P/N, S/N, Etc.) and you could create tables for calibrations and failures.
The simple but more costly solution is to buy a Calibration Software Package, and let it assign control numbers or enter your own based on a scheme you prefer. We choose this second option partly because we were converting from a legacy Mainframe system.
As far as Control Numbers go, our system is based on Function Codes and sequential suffixes. For example, Digital Multimeters start with 127, followed by 4 digits, i.e. 127001, 127002, ... This system allows you to easily sort and select by equipment types, but it is more cumbersome to set up. We have over 300 function codes and 3500+ items. Like I said, this was a legacy system started (probably) in the '60's at a major aerospace/defense contractor.
Ultimately, the goal should be to come up with a unique number for each item so you can trace its history and use. Also, don't forget, when a tool is scrapped or lost, you need a way to ensure its control number is NOT Reassigned.
Good luck, and hang in there.
Don
 
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