Form 1: OWM PT Feedback and Inquiry and Complaint Form 

Created by Date 

Action Typea Select one 

Title/Short 

Description 

Create a title or short description that can easily be referenced 

Name (Title) of the 

Applicable PT 

Enter the name of the PT in question (or note “General ”) 

Observation(s) Describe in clear terms the concern that needs to be addressed 

Risk Assessment 

(if any known) 

Assess the risk to your laboratory or the program as a result of the observation 

Suggested 

Action(s) (if any) 

Describe what action(s) is proposed if any 

OWM Evaluation 

and Resolution 

(internal only) 

Describe the final evaluation(s) and action(s) taken, if any, to resolve the feedback or complaint; reference the OWM PT 

Action Item Form if applicable 

OWM Receipt 

Date 

Form Received 

by 

Evaluation Date 

Evaluation 

Conducted by 

a

Action Types: Corrective Actions (CA), Risk Minimization (RM), Improvement Actions (IA), General Feedback (F), Tribute 

(T) 

Form 1 OWM-PT-complaint-inquiry-feedback-form-20230301.docx Page 1 of 1 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Form 2: OWM PT Participation Request – Training/Qualification Form 

This form is to be used to obtain OWM approvals for any participants who are not part of the OWM Recognition Program 

or who have not attended applicable NIST OWM training seminars. In the case of the OWM Training program or State 

laboratory staff, participant training records are maintained in OWM program databases. Additional objective evidence 

may be requested or submitted with this request. Once a participant has been approved, OWM will maintain training 

records. If a new PT parameter is requested, additional objective evidence may be requested. 

Created by Date 

Proposed 

Participant Name 

and Laboratory 

Enter the name of the proposed participant and laboratory name 

Name (Title) of 

the Applicable PT 

Enter the name of the PT in question (or note “General ”) 

Laboratory 

Approved 

Signatory Status 

Is this person approved in your laboratory to officially review and sign calibration certificates related to the 

measurements associated with this specific PT (describe limitations) 

Experience 

Summary 

Describe the proposed participant’s applicable laboratory experience in this discipline 

Applicable Training Source of Education or 

Training (Organization) 

Date of 

Degree/Certificate/Approval 

Formal Education List applicable degrees List organization granting degrees List applicable dates degrees 

granted 

Technical 

Seminars or 

Workshops 

List applicable seminars or 

workshops 

List organization and/or instructor List applicable dates certificates 

issued for successful completion 

On-the-job 

Training 

List applicable OJT activities that are 

specifically related to this PT 

List person(s) responsible for OJT 

oversite 

List applicable dates for OJT and 

dates approved for activity 

Responsible Staff 

Member 

Indicate the staff member who has previously been approved by OWM or who has completed applicable OWM 

training for participating in this PT who will oversee all activities of this staff member (to include care/handling, 

preparation, calibration, shipping, release of calibration certificates to PT Coordinator or PT Analyst 

OWM Receipt 

Date Form Received by 

Evaluation Date 

Evaluation Conducted 

by 

Approved or Not 

Approved 

Laboratory and PT 

Coordinator Notified of 

Approval Status 

Form 2 OWM-PT-training-qualification-20230301.docx Page 1 of 1 
 

 

 

 

 

 

 

 

 

 

 

 

 

Form 3: RMAP Associate Membership Application 

RMAP Membership Policy Summary: 

1. States (plus USDA, USVI, PR, DC, LA County) are the only Official Regional Measurement 

Assurance Program (RMAP) Members based on the historical charters of the RMAP groups and 

are covered under the Handbook 143 Recognition program of OWM. RMAP groups are 

independently operated and are NOT operated by NIST, Weights and Measures Associations, or 

the National Conference on Weights and Measures (NCWM). 

a. NIST provides regular training/agenda for training as a requirement of Handbook 143 for 

laboratory Recognition and NIST coordinates the PT Program through the RMAPs. 

b. States generally host the annual training events. Associate Members may host the 

annual training if approved by the RMAP members. 

c. Weights and Measures Associations (Southern, Northeast, Central, Western) have 

agreed to co-host RMAP training events by assisting with registration, collecting 

registration fees, and managing contracts with hotel/site locations for training events, 

through working with NCWM and regional Weights and Measures registration systems. 

2. Non-State Associate Membership in RMAPs: 

a. Other memberships (Fed labs; Industry labs...) must be voted on and approved by State 

voting members as Associate Members within each RMAP. The applicant laboratory 

should have a RMAP member sponsor the laboratory for associate membership. It is 

helpful to have the HOST or the State in which the laboratory is based invite/sponsor the 

proposed member to their first meeting with the group; and 

b. Annual attendance is required to continue being an RMAP member and to participate in 

PTs. 

3. Everyone (all members, including states) must complete the applicable NIST training prior to 

participation in a PT or meet OWM approval requirements (see published policies in "NISTIR 

7082" "Proficiency Test Policy Plan") 

a. Exceptions to completing all training requirements prior to participation in a PT “may” 

be approved by OWM if/when 

i. A metrologist is on staff who has completed all the training AND is onsite to 

oversee all RMAP PTs AND ensure that standards and processes are followed to 

protect the standards; AND 

ii. Evidence of On-the-Job Training (OJT) for the applicable measurements is 

submitted to OWM (or has previously been submitted and is on file for that staff 

member who has not completed NIST Training). See Form 2 as applicable. 

NOTE 1: Non-state laboratories participation in training and/or PTs may be limited or rescinded by NIST 

and the RMAP members based on any of the following: lack of regular attendance, failure to complete 

training in the case of staff leaving/retiring, ongoing PT failures, or mishandling of PT standards. 

Completion of training and demonstrated corrective action is required to re-approve participation. 

NOTE 2: Participation in RMAP training and associated PTs and PT results may ONLY be used by the 

participants and their accreditation bodies for training records, PT records, and competency evaluations 

related to accreditation and may not be used for advertising and/or marketing purposes. 

Form 3 RMAP-Associate-Member-Application-20230301.docx Page 1 of 3 
 

 

 

 

 

 

 

 

 

 

 

Agreement of RMAP Membership: 

1. {Enter Name of Laboratory} laboratory agrees to the following: 

a. Be approved as an Associate member by {Enter RMAP Group}; 

b. Have at least one staff member annually attend {Enter RMAP Group} regional training; 

c. Follow instructions and procedures as specified in PT plans; and 

d. Complete the following OWM training as needed {and provide certificates/evidence 

when not OWM training – see Form 2}: 

i. Fundamentals of Metrology 

ii. Mass (Echelon II and III) 

iii. Advanced Mass (Echelon I) 

iv. Volume 

v. Measurement Area in which OWM does not provide training {evidence of other 

applicable training, e.g., thermometry} 

Associate Laboratory Representative: 

(Printed name, affiliation signature, date):__________________________________________________ 

Laboratory Staff: 

List below names of laboratory staff who have completed NIST Training and/or OJT in the measurement 

Areas (this table is also completed for Approved Signatories by State labs as part of the OWM Annual 

Recognition program). 

List all personnel who are proposed to participate in Proficiency Testing, their training or OJT status, and 

note if they are approved signatories. Additional records for objective evidence required for any staff not 

completing applicable OWM training seminars (See Form 2; Update Form 2 for Staff Changes). 

Scope/Staff {Enter 

Name} {Enter Name} {Enter Name} 

{Enter 

Name} {Enter Name} 

Mass Echelon I 

Mass Echelon II 

Mass Echelon III 

Mass Echelon III 

Weight Carts 

Mass Echelon III 

Wheelload Weighers 

Form 3 RMAP-Associate-Member-Application-20230301.docx Page 2 of 3 
 

 

 

 

 

 

 

List all personnel who are proposed to participate in Proficiency Testing, their training or OJT status, and 

note if they are approved signatories. Additional records for objective evidence required for any staff not 

completing applicable OWM training seminars (See Form 2; Update Form 2 for Staff Changes). 

Scope/Staff {Enter 

Name} {Enter Name} {Enter Name} 

{Enter 

Name} {Enter Name} 

Mass Echelon III 

Railroad Test Cars 

Volume Echelon I 

Gravimetric 

Volume Echelon I SVP 

Volume Echelon II 

Volume Transfer 

Volume Echelon II LPG 

Length 

Thermometry 

Frequency 

Tuning Forks 

Stopwatches 

Other (specify) 

Host/Sponsor Approval: 

State Laboratory Representative 

(Printed name, affiliation, signature, date): _____________________________ 

OWM Approval for PT Participation: 

OWM Program Staff 

(Printed name, signature, date):__________________________ 

Form 3 RMAP-Associate-Member-Application-20230301.docx Page 3 of 3 
 

 

 

 

 

 

 

 

 

 

 

 

Form 4: OWM PT Action Form 

Created by Date Action # or ID 

Action Typea Select one Criteriab Select one Priorityc Select one Sourced Select one 

Title/Short 

Description 

Create a title or short description that can easily be referenced 

Finding/ 

Observation(s) 

Describe in clear terms the finding that needs to be addressed 

Risk Assessment Assess the risk to your laboratory as a result of the finding 

Root Cause Use a common root cause analysis approach to evaluate why this happened (e.g., five whys) 

Proposed 

Action(s) 

Describe what action(s) is proposed to resolve the finding(s) 

Due Date Task Assigned To 

Completion Date Task Verified By 

Final Action(s) Describe what was the final action(s) taken to resolve the finding 

Action 

Effectiveness Describe how was the action evaluated for effectiveness and if it proved to be effective 

Evaluation Date Task Verified By 

a

Action Types: Corrective Actions (CA), Risk Minimization (RM), Improvement Actions (IA), Not Applicable (NA); bCriteria: 

Meets Criteria (OK), Nonconformity (X), Comment (C); c

Priority: High = 1, intermediate = 2, Low = 3; dSource: Complaint or 

Feedback (C/F), Internal Audit (A), Employee Observations (EO) 

Form 4 OWM-PT-action-plan-form-20230301.docx Page 1 of 1 
The entirety of this form is not included in the NISTIR 7214 Official Publication due to copyright limitations. 

Form 5: OWM PT Program Internal Audit Form

Audit Year:

________

Audit Completion Date:

_____________

NISTIR 7214 (Quality Manual)

Version:

________

Assessor: Signature:

Note: This internal audit form contains the test of the DIS ISO/IEC 17043:2022 standard. OWM staff maintain official copies of this documentary standard.

Instructions: Any “grayed text” is to be replaced as a part of the internal audit. Clearly identify what items were reviewed and specify what objective evidence

was reviewed and is available.

Executive Summary:

 Summarize all non‐conformities, Action Items and Forms, and Action Item log as applicable (also note if there are no action items). The output of this

audit is/will be reviewed as part of the OWM PT Program Management Review.

Action Requests for the period of _______________ to ________________

Actions Started Actions Completed Actions Reviewed for Effectiveness

Complaints:

Corrective:

Risk Minimization

(Preventive Action):

Improvement:

Key: OK = Meets Criteria; C = Comment; X = Nonconformity; CA = Corrective Action; PA = Preventive Action; IA = Improvement Action; 1 = High Priority; 2 = Intermediate Priority; 3 = Low Priority 

Form 5 OWM 17043 Internal Audit Form 20230301.docx Page 1 of 34

Confidential – Do not duplicate or distribute this document without written permission from NIST Weights and Measures Program
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Form 6: OWM PT Program Management Review Outline1 

Instructions: 

All “grayed” text in this outline must be replaced with observations and/or summary information. 

Lettered items match ISO/IEC 17043, Section 8.9.2. 

Executive Summary 

• Include narrative summary of the overall PT Program operations and the results of this 

Management Review 

• Include summarized SWOT (strengths, weaknesses, opportunities, threats) outputs to be used in 

the annual strategic planning for the Laboratory Metrology Program 

• Include any short-term/long-term programmatic goals 

• Include PT Program highlights with outputs and outcomes (e.g., include numbers of PTs 

completed, success/failure rates as well as the impact on participant laboratories and consider 

what/how this information is included in the State Laboratory Program Workload Survey of the 

NCSLI Legal Metrology Committee) 

A. Changes in Relevant Internal and External Issues: 

• Evaluate ILAC or Accreditation policies that could or will impact the OWM PT Program 

• Identify the impact of SIM Quality System Task Force evaluations of NMI quality systems 

• Identify changes or updates in applicable documentary standards 

•

B. Fulfilment of Objectives: 

• Identify any items that support or interfere with the OWM PT program completing its objectives 

in providing high quality PT activities 

•

•

C. Suitability of Policies and Procedures: 

• Identify any policies or procedures that need to be updated or clarified 

• Identify any feedback or complaints that are related to OWM policies and procedures 

• Provide an overall assessment of suitability of the OWM PT program policies and procedures or 

need for changes 

D. Status of Actions from Previous Management Reviews: 

1 This form lists the elements required by the NISTIR 7214, Proficiency Testing Quality Management System (QMS) 

and ISO/IEC 17043. An OWM management review is conducted at least every two years with critical components 

reviewed as needs arise and annually as part of the Laboratory Metrology Program strategic planning sessions to 

ensure continuing suitability, adequacy, and effectiveness, including the stated policies and objectives related to 

the OWM PT Program QMS. 

Form 6 OWM PT Program mgmt-rev-outline-2030301.docx Page 1 of 3 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Identify Actions and Outputs from prior management reviews with status of changes or 

completion and evaluation of prior meeting outputs 

•

•

E. Outcome of Recent Internal Audits: 

• Summarize the overall results of the most recent internal audits 

• Identify Actions and Outputs from prior management reviews with status of changes or 

completion and evaluation of prior actions from meetings 

•

F. Corrective Actions: 

• Identify corrective actions that were identified along with their status as open or completed and 

evaluation of effectiveness if actions were completed 6 months prior to this review 

•

•

G. Assessments by External Bodies (if/when applicable): 

• Summarize the assessment results and applicable actions if/when the program has been 

assessed by other NIST programs or outside assessment bodies 

•

•

H. Changes in the Volume and Type of the Work or in the Range of PT Activities: 

• Summarize any changes in the volume and type of work in the PT program and any changes to 

the range of PTs offered or available 

•

•

I. Customer, Participant and Personnel Feedback: 

• Identify and summarize feedback, nonconformities, or praise provided by laboratory 

participants, PT coordinators, PT analysts, laboratory management of the participants, or OWM 

staff and its management 

•

•

J. Complaints and Appeals: 

• Identify and summarize complaints and appeals provided by laboratory participants, PT 

coordinators, PT analysts, laboratory management of the participants, or OWM staff and its 

management 

Form 6 OWM PT Program mgmt-rev-outline-2030301.docx Page 2 of 3 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

•

•

K. Effectiveness of Implemented Improvements: 

• Summarize prior actions and their effectiveness when improvements have been implemented 

•

•

L. Adequacy of Resources: 

• Identify any additional resources needed to operate the program adequately (see also Section 

on Other Relevant Factors) 

•

M. Results of Risk Identification: 

• Summarize risk evaluations from strategic planning (SWOT) analyses and from the evaluations of 

feedback, complaints, and internal audits 

• Are there risks or observations related to impartiality or confidentiality? 

•

N. Outcomes of the Surveillance of the Processes: 

• Identify observations from the surveillance of each PT prior to issuing Final PT Reports to ensure 

all policies and procedures were followed (e.g., all participants were approved during PT 

planning; all planned evaluations were conducted; laboratories followed the procedures and 

handling requirements; no measurement results were communicated to participants prior to 

their submitting calibration certificates) 

•

O. Other Relevant Factors: 

• Training of staff, PT coordinators, PT analysts 

• Evaluation of standard artifacts used for PTs 

• Evaluation of shipping and handling costs, containers, and methods 

Summary of Management Review Outputs (ISO/IEC 17043, Section 8.9.3): 

(Be sure to record all decisions and actions related to the following items as a minimum and include a 

narrative of the meeting minutes. Include additional summary notes in the Executive Summary.) 

• Effectiveness of the management system and its processes; 

• Improvement of the activities related to the fulfilment of the requirements of ISO/IEC 17043 and 

the PT Quality Management System; 

• Provision of required resources (summarize actions related to adequacy of resources and other 

relevant factors); and 

• Any need for changes. 

Form 6 OWM PT Program mgmt-rev-outline-2030301.docx Page 3 of 3 
 

 

 

 

 

 

 

 

Form 7: Examples of Proficiency Test 4-Year Plan and History/Log 

Part A, 4-Year Plan 

This table is an example 4-Year PT Plan. 

At the RMAP, each participating laboratory should ensure its required PTs are included in the RMAP 

plans to cover its laboratory’s scope to ensure proficiency in each area of calibration (as 

applicable/practical). Most PT plans are organized and planned to cover proficiency in every area of 

testing based on the lab’s scope within a 4-year period. Laboratory PT plans should help determine 

what type of PT to select and the interval needed per area of testing. If a lab finds that they need a 

PT/ILC that is lacking in participants, the lab shall reach out to NIST for the conduct of a National PT or 

may conduct a MiniMAP PT (OWM PT SOP 2) with at least two other laboratories using the OWM PT 

Plan with approval from the NIST Office of Weights and Measures. Coordination of extra MiniMAP PTs 

can be done outside the annual RMAP training and PT planning process. 

Proficiency Testing Plan 

Laboratory Name 

Laboratory Address 

Date Generated: 

Plan Developed by: 

Measurement Parameter Year-1 Year-2 Year-3 Year-4 

Echelon III 

25 kg to 1 mg 

8 oz to 0.03125 oz 

Echelon II 

25 kg to 1 mg 

8 oz to 0.03125 oz 

Volume 

5 gal 

100 gal 

PT 

Plan 

Summary Schedule for Coverage of Scope: 

Form 7 OWM PT 4 year Plan 20230301.docx Page 1 of 2 
 

 

 

 

 

 

 

 

 

Part B, Laboratory History/Log: 

This table is an example that laboratories can use to track PT participation and results. It can also be 

used to summarize the PT follow up forms. According to ISO/IEC 17025 and NIST Handbook 143, 

laboratories are required to track the history of PT participation by staff and may already have 

standardized forms to maintain this information. 

Field Year PT Number Status Results Participant Name 

Echelon III 

25 kg to 1 mg 

8 oz to 0.03125 oz 

Echelon II 

25 kg to 1 mg 

8 oz to 0.03125 oz 

Volume Tran 

5 gal 

100 gal 

Summary Schedule for Coverage of Scope: 

Note: 

Status: Scheduled/Active/Complete/Cancel 

Results: Pass/Fail 

Form 7 OWM PT 4 year Plan 20230301.docx Page 2 of 2