	Scope The office administrator training course provides detailed instructions for carrying out the administration functions in QESTLab. This includes maintaining local reference data including lists and such as projects, equipment and fee schedules, and running monthly reports. responsible for; managing local reference data including lists and projects, fee schedule, monthly reporting) Audience The course is intended for staff at Coffey Geotechnics who normally perform the above administration functions. Since the administration rights can be assigned to any QESTLab user, this may be a dedicated office administrator or another staff member who is given responsibility for the above duties.

Course Structure
This training guide covers four modules:

Managing Projects
Managing Fee schedules
Managing Equipment
Managing Local Lists
Monthly Reporting

Throughout the course there are activities () that you should complete to reinforce what you have learnt.

After completing the course this guide is intended to be used as a reference for the use of the QESTLab and should be considered a user guide tailored to the 'Office Administrator' role.

More user information for the QESTLab product can be found at http://online.spectraqest.com

All content and images (c) 2000-2006 Spectra Quality Engineering Software Tools. The information contained herein can not be reproduced, copied, altered or distributed to a third party without the explicit written consent of Spectra Quality Engineering Software Tools Pty Ltd.

MANAGING PROJECTS

This module covers the process of maintaining projects in QESTLab. At Coffey Geosciences clients are managed centrally. However each laboratory will maintain its own list of projects.

The project list

Step 1. To manage projects firstly ensure your laboratory is selected in the Lab dropdown box above the tree.

Then click on the Projects node in the tree.

If the projects node is not visible in the tree, ensure your laboratory is selected in the Lab dropdown box.

Step 2. All the projects for the selected laboratory are displayed in the right hand window. To see only the projects for a particular client select that client in the filter area (ensure the button is selected to see only the clients for your laboratory), then click the Refresh button .

Add projects

Step 1. To add a project click the Add list item button on the toolbar.

Step 2. The Add List Item: Projects window is displayed. Ensure the correct laboratory is selected (if you have access to only one lab this will be locked), and select the client for which the project is being added.

Project code - all new job numbers MUST have the standard format LABTXXXX#####XX. This consists of a four letter division code (LABT), a four letter laboratory code (eg. ALBU), a five digit sequential number (eg. 09523), and a two letter phase (eg. AA). For example LABTALBU09523AA. If you leave the project code field blank a code will automatically be created for you. The only time you will need to override this is to use a previous project code and specify the next phase (AB, AC, etc). To do this simply overtype the project code with the required number.

Step 3. The new project is shown at the bottom of the list. Enter the details of the project in the details area above the list. Note: If you leave the address fields blank then QESTLab will use the client address for reports. If you enter an address for the project QESTLab will use the project address on reports. Invoices will always have the client address details.

Other useful fields are the 'Principal' appears on reports, and the 'Email address' which is used when emailing reports.

Modify projects

You may modify project details at any time.

Step 1. Click on the project in the project list. The details are shown in the details area.

Step 2. Modify the details. The contents of each field is saved as soon as the user clicks into another field.

Delete projects

To delete a project, select the project in the grid and click the Delete button on the toolbar

Activity - add your current projects Logon to the production system. Add your current projects.

Notes.

MANAGING FEE SCHEDULES

This module covers the process of maintaining fee schedules in QESTLab. A complete list of billable items will be maintained centrally so each laboratory will only need to maintain the actual fee schedules for their laboratory, clients and projects.

Billable items cannot be created or modified by laboratory staff. New items must be requested by email from Herb Kaiserseder at Albury Office

By the end of this section users will:

Understand the QESTLab Fee Schedule List and the Billable Items List.
Be able to create fee schedules for their laboratory, including specific fees for clients and projects.

The first step to using the billing and invoicing functionality is to enter into QESTLab all work items that are chargeable, and the amount to charge for each item.

This information is stored in 3 lists:

The Billable Items list contains each test and work item that can be charged for. This list is maintained centrally and cannot be modified by laboratories.
The Fee Schedule list contains specific unit charges for each of the billable items above. Each laboratory can define their particular charge for each billable item, including specific fees based on the client or project.
The Price Lists represent collections of Fee Schedules. Each Price List has an upcharge/discount percentage that applies to all Fee Schedules in the list. Each laboratory, or individual client or project can define its own Price List.

Once the lists are set up, changes will only need to be made when new clients and projects are added to the system, or when prices change.

The Fee Schedule list

The fee schedule list links billable items to an actual unit charge for each laboratory, and optionally for a client and project. When QESTLab generates the charge for work done on a sample in a billing document, it does so by examining the relevant fees in the 'Fee Schedule' list. The 'billable items list' lists what can be charge, while the fee schedules list determines how much to charge.

Fees can apply at any of three levels:

1. Laboratory level: Laboratory level fees are the fees set by each laboratory. In contrast to client or project level fees, laboratory level fees are used to enter typical charges for each billable item.

2. Client level: When a particular client gets a special (typically cheaper) rate for a particular billable item, a client level fee would be created to store this lower rate for this client.

3. Project Level: When a project (belonging to a client) gets a special (and typically even cheaper) rate, a project level fee would be created.

When QESTLab automatically generates the billing documents, the most restrictive fee schedule item is used. If a project level fee can be found for the unit of work done on a sample, this fee schedule item will be used. If a project level fee can not be found, QESTLab will then check for client level fees, then finally laboratory level fees. If two entries exist for a specific level (for example, two fees may be entered for client level fee), then QESTLab will use the fee that has 'Default' set to 'Yes'.

Fees are typically entered for specific tests, as well as for labour and other hourly or mileage based activities. Some examples are shown below.

Description of Fee Schedule list fields

The image below shows the fields that are associated with a fee schedule list.

The following list describes these fields

Code: Any unique code to identify the fee schedule item.

Name: A name to describe the fee schedule item.

ItemUnit: The units of the item. For example, if the item is for travel expenses, the unit might me 'kms'. The entry in this field appears in the billing document and consequently in the invoice, as shown below.

The units appear in the billing document

ItemUnit2: Some situations may require that two units be specified for a billable item. This field is only used when 'Multiply Units' is set to true. Please refer to the 'Multiply Units' entry below for more information. The entry in this field appears in the billing document and consequently in the invoice, similar to the 'ItemUnit' field.

MultiplyUnits: In some situations the final charge is calculated by first multiplying the number of ItemUnit and ItemUnit2 together, then further multiplying by the item charge. For example, ItemUnit may represent the number of Maximum Dry Density Tests, ItemUnit2 may represent the number of hours spent on each report, and the item charge may be entered as cost per hour spent doing MDD tests. The final cost would be ItemUnit x ItemUnit2 x Item Charge, requiring 'Multiply Units' to be set to 'True'.

UnitCharge: The charge per unit of work associated with this item.

MinCharge: The minimum charge for this item. If this item is included in a billing document, then the charge will be at least the amount indicated in this field. For example, if the UnitCharge is 5.00, the number of units in the billing document set at 3, and the MinCharge for the item set at $20.00, the client will be charged the minimum of $20.00, instead of 15.00, which is the UnitCharge x number of units.

Default: If two charges exist on the same level when the billing document is being automatically generated, the item in the fee schedule list that has 'Default' set to 'Yes' is chosen to generate the charges. Please refer to the section on levels for more information about fee levels.

LabName: The laboratory for which this charge applies. As charges must be associated with a particular laboratory, this field must be set.

CustomerName: This must be set to a customer's name if you are creating a charge at the client level.

Project Name: This must be set to a project's name, in addition to setting the customer name, if you are creating a charge at the project level.

Business Unit 1(%): TBD

Business Unit 2(%): TBD

Business Unit 3(%): TBD

RecordCharge:

Add a new fee schedule item

Step 1. Ensure your laboratory is selected in the Lab dropdown box above the tree.

Then select the fee schedule list under the Lists node in the tree.

Step 2. Click the Add List Item button to add a new list item.

Step 3. In the Item Name drop down box select the billable item that this fee relates to. To create a fee for a particular client (a client level fee) select the relevant client from the Client drop down box. If a project level fee is required select the relevant project. Note that the Laboratory will be auto populated (and locked) with the laboratory currently chosen in the the QESTLab tree. If you have access to more than one laboratory and you wish to choose a different laboratory click Cancel and choose the required laboratory in the tree.

Step 4. The new fee will be added to the bottom of the list. Enter the Unit Charge for this fee. The following fields can be entered as required:

Minimum charge - enter a minimum charge for this item if requried. Default - if more than one fee schedule is applicable to a particular laboratory, client or project then one fee schedule must be set as the default. When charges are auto-created by QESTLab, the default fee schedule will be used to calculate the charge.

Record charge - this is used normally used to distinguish different types of concrete tests. In this case the RecordCharge field is populated with the 'Item' from the Billable Items list.

The new fee schedule item is now ready to use.

NOTE: If the mapping on a Billable Item is changed (after the corresponding Fee Schedule has been created) then the Fee Schedule will need to be deleted and re-added. Hence it is advisable to ensure that the Billable Items list is mapped correctly before proceeding with Fee Schedule creation.

Searching the Fee Schedule list

When the list is populated use the filter to display laboratory, client or project fee schedules as required. Note that selecting a client or project of (none) will display only laboratory level fee schedules, whereas selecting a client or project of (all) will include all fee schedules regardless whether they are laboratory level fees, or apply to specific clients or projects.

Delete a Fee Schedule item

To delete a fee schedule item, select the item in the list and click the Delete button on the toolbar.

Activity - add your current fee schedules Expand the Lists node in the tree and select the Fee Schedule List. All the fee schedules for the test laboratory are displayed. Enter your current fee schedules.

MANAGING EQUIPMENT

This module explains the process of maintaining equipment in QESTLab. By the end of this module users should be able to maintain the equipment register, and record calibration schedules for equipment.

NOTE: The documentation on this page applies to QESTLab 3.2 (and earlier) and is no longer applicable in QESTLab 3.3.

Overview

The QESTLab equipment register allows the user to:

Manage four calibration schedules for each piece of equipment.
Record the specific item of equipment used for each test. This allows values associated with that item of equipment to be used in test calculations, and flags tests where out of calibration equipment was used.
(Where available), configure the direct connection between equipment and computers running QESTLab.

Adding equipment

Each item of testing equipment should be entered into QESTLab.

Step 1. Select the Equipment node in the QESTLab tree and click the New equipment toolbar button .

Step 2. Ensure the correct laboratory is selected, then select the equipment type, and enter a group if required. Groups are used to break equipment types into more defined categories.

Step 3. Click OK and the new piece of equipment will be displayed in the QESTLab tree under the nominated laboratory, equipment type and group.

Step 4. Complete the equipment code, serial number and other details as required. If an item of equipment is set as default then, on test screens where this type of equipment is used, this particular item will be selected by default. Otherwise none will be selected by default as in the example below.

The equipment code is simply a sequential number (eg. 1, 2,.. 100, 101, etc) This is a global number across the whole organistion. To get the next sequential number available contact the business system manager.

How to Calibrate

NOTE: The documentation on this page applies to QESTLab 3.2 (and earlier) and is no longer applicable in QESTLab 3.3.

Calibration

Each equipment item can have up to four calibration cycles specified. Typically, each cycle will have a different duration and be performed by a different body. Enter the different calibration cycles on the tabs Calibration 1 to Calibration 4.

The balance above has three calibration cycles specified:

A monthly in-house user check (shown).
A half-yearly external repeatability calibration.
An external NATA calibration every 3 years.

The Last Date records the date the equipment was last calibrated.

The Frequency records the required calibration frequency of that cycle.

The Advise field sets a reminder for that cycle.

Recording a Calibration

1. For the appropriate cycle enter the name of the body performing the calibration, then click Record Calibration.

2. Enter any relevant remarks on the Equipment Calibration form, set the date of calibration, and click Calibrate. The remarks will be added to the Calibration History field, and the due date for the next calibration of that cycle will be updated.

Calibration Values

Some equipment types have an additional grid to store the calibration values. Enter the calibration values. These values can then be used on test screens where this item of equipment is selected.

Maximum Dry Density Mould

A typical calibration for an maximum dry density mould is shown below. The mould type should be specified as A or B if used for Australian tests or as 4 or 6 (indicating 4 or 6 inch) if used for American tests.

Proving Ring

Calibration values for proving rings are entered in the format pictured below.

The gauge/load values should be entered in the 'values' tab of the screen in successive pairs. The values in each pair should be separated by a comma. The pairs of values should also be ordered upon being entered, generally in ascending order.

Due for Calibration

QESTLab has several methods by which it advises the user when an equipment item is due for calibration.

1. The equipment screen - the calibration tabs for overdue calibration are highlighted in blue and the due date highlighted in red.

2. The equipment register - the equipment item will be highlighted in red in the QESTLab tree.

3. The test screen - any item of equipment due for calibration will be highlighted in red.

4. Reminder prompts at logon - when a user logs on to QESTLab who has both QESTLab Calibrate equipment rights, and rights to the laboratory containing equipment due for calibration, they will be prompted for each equipment item due for calibration.

Activity - Add the equipment for your laboratory Expand the Equipment node in the tree. Add your current equipment, including calibration schedules.

MANAGING LOCAL LISTS

At Coffey Geosciences some lists will be managed centrally, while others will be managed by each laboratory. By the end of this module users should be able to maintain all locally managed lists, including:

Sampled by (list of field testers)
Concrete suppliers
Concrete plants
Concrete test groups
Agg/soil materials
Agg/soil material source (quarry)
Customer requirements

QESTLab contains a large number of lists. The lists available to your organistion will depend on your QESTLab license. To edit a list follow the steps below.

Step 1. To add a new list item expand the Lists node in the tree, click on the relevant list, then click the new list item button in the toolbar .

Step 2. At the Add list item window, select a laboratory and complete the requested details. The required details will obviously be different for each list.

Remember that for QESTLab users with multiple laboratiries, each item in a list may be:

Global - available to all laboratories.
Local - available to one laboratory only.

To make an item global assign it to the global laboratory. This item will then be available to all laboratories. To restrict an item to a particular laboratory assign the item to that laboratory.

Step 3. To save the new list item click the verify and save changes button .

To delete a list item select the item and click the delete button .

Lists in detail

Each laboratory will also have their own versions of the following lists. The fields in each list are described below. Some fields are completely optional, or were created specifically for other users of QESTLab, and are not relevant for Coffey Geotechnics.

Agg/Soil Material Source

CODE: A unique code for the agg/soil material source

NAME: The name of the agg/soil material source

SUPPLIER CODE: The code of the supplier of this material, from the agg/soil supplier list.

CUSTOMER: optional

COSTCENTRE: optional

Agg/Soil Materials

CODE: A unique code for the material

NAME: The name of the material

SOURCE CODE: The agg/soil material source code from the agg/soil material source list

SPECIFICATION: Choose a default specification for samples of this type. This specification will be selected by default on the aggregate/soil sample screen when this material is selected.

TYPE: The agg/soil material type from the agg/soil material type list

Concrete Plant

CODE: A unique code for the concrete plant

NAME: The name of the plant

SUPPLIER: Supplier code and supplier name from the concrete supplier list

CUSTOMER CODE: optional

BATCH MATERIAL MAPPING: Used for interfacing with the concrete mix system, QESTMix.

BUSINESS: Used for interfacing with QESTMix

REGION: Used for interfacing with QESTMix

AREA: Used for interfacing with QESTMix

EMAIL: Email address of a contact at the plant

COST CENTRE: optional

Concrete Supplier

CODE: A unique code for the supplier

NAME: The name of the supplier

Customer Requirements

REQUIREMENT: A test requirement for a particular customer

Sampled By

CODE: A unique code for each technician

NAME: The name of the technician

NOTE CODE: optional

Activity - populate your local lists Expand the Lists node. Add required items to the local lists.

MONTHLY REPORTING

QESTLab contains a number of pre-defined management reports. User are able to modify these or create new reports as required. This module explains the process of running monthly management reports.

By the end of this module users should be able to run a report for a desired date range. They should be able to save the report as a .CSV or.PDF file, print the report, or email the report if required.

Running a report

Step 1. Select the report in the tree. Reports are found under the Reports node. They are grouped into functional groups. Expand the tree and select the report to run.

Step 2. Enter the criteria for the report. Some reports will only require a date. Others allow more detailed criteria. The more criteria entered the narrower the search.

Step 3. Enter the desired criteria and click the Refresh button to run the report.

Step 4. The report is displayed in the right hand window. An example is shown below.

Saving a report

Click the Export to File button to save the report as a .PDF file. Click the Export to CSV button to save the report as a .CSV file.

Emailing a report

Click the Publish Report button to save the report as a .PDF file. Enter the email address and add notes if desired.

Activity - produce and save a monthly management report Expand the Reports node in the tree. Expand the Billing node and run the report 'Laboratory WIP'. Save the report as a .PDF file. Run the report 'Amount Invoiced' Click the Publish Report button and email the report to yourself.