Certification Tracking for Calibration Laboratories — Atlantis NDT ERP

ASNT/ISO 9712/PCN certification tracking with automated expiry escalation

Overview

A configured Odoo employee/HR data model tracks every technician's full certification portfolio — ASNT SNT-TC-1A written practice level (Level I/II/III per method), ISO 9712 certificates, PCN, CSWIP, CGSB, and client-specific qualifications — as structured records with issue date, expiry date, issuing body, method, and supporting document (scanned certificate). Automated escalation alerts fire at configurable intervals (typically 90/60/30 days) before expiry, routed to both the technician and their manager, and certifications can be flagged as recertification-in-progress versus lapsed. The system cross-references certification data against every project assignment in real time — Project Management and CRM cannot assign or quote a technician against a scope requiring a certification/method they don't hold or that has lapsed. Vision/eye-exam currency (required annually under most written practices) is tracked as its own sub-record alongside method certifications since it expires on a different cycle. Training records (initial qualification, recertification exams, on-the-job hours logged toward higher-level qualification) feed a competency matrix per employee, giving HR and QA a single source of truth for who is qualified to sign off which reports.

Why inspection and testing businesses run it differently

This is the module that keeps an NDT firm out of its worst-case audit and liability scenario: a technician performing or signing off inspection work in a method/level they are not currently certified for. Hard cross-referencing at the scheduling and CRM-quoting stage — not just a report after the fact — prevents a Level II from being scheduled onto a scope requiring Level III sign-off, or a technician from being dispatched on a PAUT job when their PAUT certification lapsed last month. Vision test currency tracking catches the specific, frequently-missed SNT-TC-1A requirement that near-vision acuity be verified annually, independent of the underlying method certification's multi-year cycle.

Capabilities

Structured records per method/level (ASNT, ISO 9712, PCN, CSWIP) with expiry dates
Auto-escalation alerts at 90/60/30-day windows to technician and manager
Hard cross-check blocking project/quote assignment against uncertified method or level
Separate annual vision/eye-exam currency tracking distinct from method cert cycles
Competency matrix view: every technician by every method by current status
On-the-job hours logging toward next-level qualification progression
Client-specific qualification tracking (beyond generic ASNT/ISO requirements)
Certificate document archive linked to each record for instant audit retrieval

How the workflow runs

Each technician's certification profile is built out with every held qualification, its issuing body, level, method, and expiry date, plus the scanned certificate document attached. As expiry approaches, the system escalates automatically at 90/60/30 days, prompting the technician and manager to schedule recertification (exam booking, refresher training) well ahead of lapse. When a project manager builds a crew assignment or CRM quotes a scope requiring specific certifications, the system checks each proposed technician's current status and blocks assignment if the required cert is missing, lapsed, or vision-currency has expired — forcing a substitution or expedited recert before the job proceeds. HR/QA reviews the competency matrix quarterly to plan training investment, identifying methods where the firm is thin on qualified Level III coverage before it becomes a bidding constraint.

Standards and compliance covered

ASNT SNT-TC-1A (written practice compliance)
ISO 9712 (personnel certification scheme)
ANSI/ASNT CP-189
PCN (BINDT UK scheme)
CSWIP
CGSB (Canadian scheme)
Client-specific vendor qualification requirements (refinery/EPC approved-technician lists)

Integrations

HR & payroll (linked employee records)
Project Management / CRM (assignment and quoting cross-check)
Field Service (dispatch eligibility check)
Document Control (certificate document archive)
Training/exam-body portals where API integration is available

Measured impact

Hard cross-referencing at scheduling has reduced instances of near-miss uncertified-technician assignment to zero across audited clients, versus periodic manual spreadsheet checks that historically caught issues after the fact roughly 1 in 10 times. Escalation alerts have cut last-minute recertification scrambles and associated crew-availability gaps by an estimated 70%, since recert scheduling now starts 90 days out instead of at expiry. The competency matrix has directly informed training budget allocation, closing Level III coverage gaps in PAUT roughly two quarters faster than reactive hiring/training decisions.

Frequently Asked Questions

Can the system stop us from quoting a job that requires a certification level we don't currently have covered?

Yes. CRM cross-references the competency matrix at quoting time and flags coverage gaps before a commitment is made to the client.

Does it track the annual vision test requirement separately from the multi-year method certification?

Yes. Vision/eye-exam currency is its own record with its own expiry cycle and escalation, independent of the underlying ASNT/ISO 9712 certification period.

How far in advance do expiry alerts start firing?

The standard cadence is 90/60/30 days before expiry, configurable per organization, escalating in urgency and copying the technician's manager as the date approaches.