System Documentation & Legal

Comprehensive guide, system overview, and legal standing of the Calibration Management System.

Contents

Developer Contact

System Architect

Email
michael.muhanen@hotmail.com
Version 1.0 © 2026

Legal Disclaimer & Trademark

This system is STRICTLY NOT an official product of PETRONAS or any of its subsidiaries, nor is it directly affiliated with, sponsored, or endorsed by PETRONAS.

We deeply respect the PETRONAS trademark, brand guidelines, and corporate identity. The appearance of any company names, references, or operational locations within the generated PDF documentation is solely for the purpose of internal data mapping and functional field use by the respective contractors/technicians. It does not represent an official corporate system release.

Data Security & Privacy

Protecting data integrity and corporate reputation is our highest priority. The architecture of this system is designed with specific boundaries:

  • No Sensitive Data: This system does not capture, request, or store highly sensitive corporate data, trade secrets, or any critical information that could potentially tarnish or compromise the reputation of PETRONAS or its affiliates.
  • Encrypted Connection (HTTPS): All data transmissions between your device and our servers are strictly secured using encrypted HTTPS protocols.
  • Access Control: All stored records are protected behind strict password-authenticated layers. Data cannot be read, accessed, or extracted directly by any unauthorized third parties.

System Documentation

1. Executive Summary

The Calibration Portal is a standalone, web-based Calibration and Inspection Management System designed to transition field technicians and supervisors from manual, paper-based workflows to a fully digital environment. The system streamlines the creation, verification, approval, and printing of instrument calibration certificates, ensuring higher accuracy, faster turnaround times, and secure data archiving.

2. Project Objectives

  • Digitization: Eliminate physical paperwork by generating digital reports for various field instruments (Electronic, Fire & Gas, Valves, Gauges).
  • Workflow Automation: Streamline the approval process between Technicians, Witnesses, and Supervisors using digital signatures and status tracking.
  • Rapid Retrieval: Allow instant verification of calibration records via system-generated QR codes.
  • Standardization: Ensure all reports adhere to a uniform, professional layout suitable for printing or PDF exportation.

3. Core System Modules

3.1. Secure Authentication Module
  • Masked Usernames: To protect user privacy in the field, login dropdowns display masked IDs (e.g., "User 001") rather than full names.
  • Role-Based Access: Differentiates permissions between Technicians (data entry/calibration) and Supervisors (verification/approval).
3.2. Dynamic Reporting Engine
  • Supports multiple specialized inspection templates (Electronic, Fire & Gas, Valve, Gauge).
  • Extended Findings: Provides an automated "Appendix" page for remarks or test results that exceed standard form boundaries.
3.3. Approval & Signature Workflow
  • Captures and embeds digital signatures from Technicians and Witnesses.
  • Print-to-PDF Modes: Allows printing in "Signed Mode" or "Computer-Generated Mode" (which hides signatures and adds a legal verification text).

4. Technical Architecture

  • Frontend: HTML5, CSS3, Tailwind CSS, Vanilla JavaScript.
  • Backend & Database: PHP 8.0+ with PDO, MySQL/MariaDB (utilizing JSON columns for flexible form data).
  • Offline QR: Generates client-side QR codes via JavaScript for zero-latency verification.

User Manual

1. Getting Started (Login)

  1. Navigate to the Calibration Portal URL.
  2. On the login screen, click the Select Account dropdown. Note: Your actual name is hidden for privacy. Select your assigned ID (e.g., User 005) under your team category.
  3. Enter your Password and click LOGIN.

2. Technician Workflow (Filling Reports)

  1. Select an instrument from your dashboard to open the Calibration Check Sheet.
  2. Verify Data: Ensure Tag No, Work Order, and Serial Number match the physical equipment.
  3. Enter Equipment: List exact tools/gases used (e.g., HART 475, Methane 50% LEL).
  4. Remarks: Enter findings. Long remarks will automatically spill over to the "Appendix" page.
  5. Sign & Submit: Provide your digital signature. Have your witness sign, then submit to "Pending".

3. Supervisor Workflow (Approvals)

  1. Log in using a Supervisor account and open any PENDING report.
  2. Review test parameters, functional tests, and remarks.
  3. Update status to generate a final PDF stamp:
    • APPROVED: Attaches digital stamp and locks the report.
    • FAULTY: Instrument failed and requires replacement.
    • RETURNED: Paperwork errors; returned to Technician.

4. Printing & QR Code Verification

The system offers two printing methods from the top toolbar:

  • Print (Signed): Generates a PDF displaying all physical/digital signatures.
  • Print (Computer Gen): Hides signature boxes and displays: "This is a computer-generated document. No signature is required."

Public View (QR Code): Auditors can use a smartphone to scan the QR Code on any printed report. They will be securely redirected to the live digital copy without needing login credentials.

Third-Party Licenses & Acknowledgements

This system utilizes several open-source software libraries. We gratefully acknowledge the developers and contributors of the following projects:

Tailwind CSS

Used for rapid UI styling and frontend layout.

Website: tailwindcss.com

License: MIT License © Tailwind Labs Inc.

Font Awesome (Free)

Used for system-wide vector icons and typography.

Website: fontawesome.com

License: Icons: SIL OFL 1.1 | Code: MIT License © Fonticons, Inc.

QRCode.js

Used for offline, client-side QR Code generation on PDF reports.

Repository: github.com/davidshimjs/qrcodejs

License: MIT License © David Shim