I am exploring different ways to record our welder's records. Anyone want to share their way of recording what their welders have welded on in the past?
I have recorded job numbers and shop orders for many years in Excel, but was exploring any better ways of recording this information. I know several are using software to track your guys, but I was looking for something similar to what I already have in place. I don't have welders with a bunch different qualifications, they are all the same.
John Wright
John, I do mine in about the same way you do yours. I don't know if you do this, but I also keep the welding process and filler metal used on my Excel spreadsheet.
Jon, I have columns for...
Clock#
1st Name
Last Name
SS#
SMAW qual date
FCAW qual date
Cert#
Job#'s of jobs welded using SMAW in 20XX Jan-Dec
Job#'s of jobs welded using FCAW in 20XX Jan-Dec
(I don't list the filler metal because that never changes as far as the essential variables go)
John Wright
Careful with the name and ssn on the same report. If you lose one and somebody finds it they are a big leg up on identity theft. Better to keep that association in a file that you can keep heavily encripted and assign a local ID# to the employee.
Bill
Yeah, I may have to hide that SS# column on my reports when I print it for the auditors. The plant manager and I are the only ones who get this report to keep up with these guys. We can still identify them by their clock# if need be. Good Point, Glad you mentioned that.
John Wright
In our company the corporate QC department maintains the records on all welders. The welders work at many different locations and our fab shops are just 2 of them. Welders records are maintained in a database that generates a list of people whose continuity dates are coming up. (Unfortunately, I do not know what that data base is.) Forms are sent to the locations the welders are working at, for the supervisors or QC to complete and return to corporate.
The forms are scanned and stored on the server (used to be paper just a couple of years ago).
The system is not perfect, often the welder has gone on to another site by the time the paperwork catches up. However, at our Fab Shops, the personnel are much less mobile so it works well in that respect.
Our forms simply record the welders name and ID number, the process welded with, date of welding, what the welding was (brief, general description) and signed by QC or supervisors. I believe the intent of continuity records are for a responsible person to verify the welder has used the process within 6 months, rather than recording the fine details. This system has been in place a lot longer than the 10 years I've worked here. As far as I know there has been no problem with credibility with the system.
If I had to set up a system from scratch, I would probably use Excel, and set up a macro to run once a month for a list of who is due. A hyperlink to a scanned form could be added for each welder and process.
Chet Guilford
A relational database would be a good choice. The advantage of the relational database over a excel based system is the ability to normalize the data, assure that duplicate entries are avoided along with typographical errors and an added ability to easily sort and group data.
Data that is already in an excel based system can be easily imported, normalized and used for future records. Excel can also use VB forms and queries to sort, group and report data but the tools are limited compared to those available for desktop relational databases.
Access and many other relational databases allow direct linking to existing data sources which can minimize duplicate effort.
I have used access for simple 3 or 4 columns of data on individual projects and also for tracking welders, Weld machines, weld heads, heat numbers, gas certificate numbers, and weld programs for 10000 weld jobs. The advantage of using access became apparent to the customer pretty quickly. After all of the data was imported it was easy to report it in any manner.
If you have Access 2000 or later and send me a copy of one of the spreadsheets you already use, I can throw something together for you that may be a little easier for yourself. The ease of use of a spreadsheet has some advantages however other methods exist that may be better in the long run.
The ASME Welding Database that can be downloaded at http://www.weldinginspectionsvcs.com/FtpPublic/WISWeldingDatabaseASMEVer1p8.zip has some welder tracking capabilities for both production and qualification tests. The reports are limited in the demo but are easily modified if needed.
Have a nice day
Gerald
Like Chet said, I think the intent is for a responsible person to verify that a welder is current within the last six months. I don't believe the intent is all the fine details either.
I can see where that would be more difficult in a larger shop, or with welders moving between facilities, or with many processes in use. Here it is simple. All welders are qualified to weld FCAW, the process we use 99% of the time. Further, we have one shift with fewer welders/fitters comparatively, so keeping up with individuals is easier. All must keep current in FCAW. A few also have 7018 certs so I have these welders perform some welding at least every 6 months using stick. I simply author a report saying all the welders are current with the date. It is updated every month (every 2 months if workload is heavy) and is used for submittals along with actual certs, when requested. Have not been challenged to date.
Our audit is coming up and I'm updating things that have been lagging behind since the last audit. This is one of those CHORES that I see as a silly requirement but I suppose it is necessary to keep all this in order to keep auditors from asking questions. All of our guys work everyday (unless they are out sick) and that includes welding with FCAW and SMAW. If they are out sick or injured for six months or more, I have no problem w/ retesting. Looks like we could just submit our time sheets on our welders and that would suffice, but to an outsider that would not prove these people welded everyday, although, I know they do. It's a pain to have to sit down and log this stuff down, but as they say,
..."if you don't have documentation, then it didn't happen".
Thanks guys for the suggestions, I was just being
lazy and thought maybe someone had an "effortless" way of tracking or documenting this.
John Wright
I remember sitting in the AISC/QMC Boot Camp and they said they were not there to tell you how to do it (whatever task or procedure you are talking about). Do it however you want as long as you demonstrate that the way you do it is effective. Let the auditor ask questions. The way you do it is through time cards. I don't see a problem!
Couldn't agree with you more re silly requirement and CHORE. I also happen to think doing this is a waste of time and effort but none-the-less do it to satisfy others. In all practicality, if my welders haven't welded using the processes they are qualified in for six months we're BOTH doing something wrong! Be that as it may, I keep an electronic version of their continuity record on my desktop and update it about once a month, which has seemed to work fine thus far.... Good luck, we have our 3 year "N" Stamp and "U" Stamp survey teams coming in 2 weeks so I'm next on the chopping block!
I have a very simple form if you would like a copy just let me know. We went through our audit last july and have used this form for the last 5 or so years and had no problems from any of the audit teams.
Skiddy
Sure, Thanks. I am open for suggestions. Send it to Jwright650@aol.com
Be sure to put something recognizable in the subject line so the spam filter will let it through.
John Wright
I too would like a copy if you would be so kind.
brian.maas@radiancorp.com
Thanks,
Brian
Brian it is on it's way. hope this helps some and it is so simple
Good luck
Kenny
Thanks, I received it OK and will look it over.
John Wright
Ok it's on it's way. hope it helps some.
Kenny
OUR SYSTEM IS VERY SIMPLE I HAVE A GRAPH WITH COLUMS FOR NAME,ID#,PROSSES OR PROSSESES QUALIFIED FOR AND THEN THE MONTHS OF THE YEAR. JUST MSKE A MARK AT THE END OF EVERY MONTH AT THE END OF THE YEAR START OVER.ALSO AISC CERT.AND HAVE NOT HAD A PROB.
My problem is remembering to update these records every once in a while so I don't have to pull old shop orders out of the file to jog my memory of what we have worked on in the past few months. We keep several jobs going through here at any given time and it is hard for me to remember to log something down. Now, I'm going back over the past several months and catching up. Looks like I would learn by now, but I keep falling behind on this.
John Wright
lol i think it happens to all i know its easy for me to miss a couple months worth of paperwork.good luck on your audit
There is a lot of merit to the idea of using a chart or graph. Not trying to reinvent any wheels here, but a very simple method would be to have a full year calendar on your wall, marked with the welder's name, continuity due date, and process. An entry could be marked and initialed to show what date you verified that the person welded, either on the due date or a few days beforehand.
When you get return to your office from inspecting on the floor, you could glance at the chart and fill in blanks that need it. For AISC audit purposes, you could have a flow chart procedure (on the wall next to the chart, if it helps) that shows how to use the calendar and who has responsibility. The calendar becomes your record. At the end of the year, put up a new calendar and roll up the old one, or scan it to a file (cut it to 'month sized' pieces, if need be.)
That would also work for the few jobs I have seen that require a monthly continuity verification.
Chet
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